The document scanner was developed to provide staff with a quick and easy method of sending documents directly to clients' charts in Neo .  This is especially helpful for staff that are out in the community for a large portion of their day, or any staff that find themselves in a situation where they need the document to appear in the client's chart ...

The client signature process within the Staff App has now been further streamlined to make it faster and more efficient. Instead of having to individually select and approve each document signature, this update will group all required documents together for the client to review and sign all at once.  This will eliminate the need to pass the device b...

At times, your browser may seem slow or not function properly, i.e. pages won't load properly.  A lot of the time, clearing the cache from your browser is the solution to that problem.  Clearing the cache from your browser essentially removes unnecessary, temporary files that your browser has downloaded - giving you a clean slate and forcing your br...

Download a copy of this training here! ℹ️ KBH Updated Critical Incident Reporting Completing an incident report in Neo September 05, 2024 Georgana Prudhomme,  LCSW     Why Do We Report and Track Critical Incidents & Sentinel Events   KBH is licensed by DHHS, Office of Behavioral Health, and the Office of Child & Family Services and accredite...

If you've forgotten your PIN for your Yubikey , fear not! You CAN reset it yourself by following these step-by-step instructions.   Please note:  You'll need access to the Internet.  Since you've forgotten your PIN/password, you won’t be able to log on to a computer yourself, so you’ll need to find someone who is already logged in and use their comp...

  Default Filters MCN filters default to:   MCN  tab MCN  through client chart Sorted by urgent and time-sensitive at the top first, then by call date. Changes to filters, sort order, and column order stay locked in - your changes will remain as you set them unless/until you manually make any changes. Sorted by date. Changes to filters, sort order, ...

Useful Links    Language Partners Multi-Language Poster ℹ️ Download a copy of this article here! 📂               Interpreter Services Manual Revised April 03, 2024 Why We Use Interpreters and Translators   When persons served by KBH present with a language of preference other than spoken English, the agency provides interpreter services either throu...

This is how to back up and restore the users' personal Sender Policy, which is the exempt and block lists for the Barracuda Quarantine system   To Back Up Select Junk Email Filter from the Employee Links menu on the KBH Staff Portal Page .    Enter your KBH email address.   Enter your Microsoft password.   Select Menu .   Select Settings .   Click S...

What's changing? The SNAPs field is being added into the Neo Transition Plan , effective August 28th, 2023.  The SNAP is currently in the SPM Program Termination/Discharge Summary and with this change, it it's done in the Transition Plan , it will pre-populate into the Discharge Summary, so there won't be duplication(unless something changes).     📷...

To set up a client portal that allows guardians and caregivers to securely access multiple client accounts, follow the instructions below. Ex:  Parent of multiple children, legal guardian of multiple people, etc.    Once the same email is listed for the guardian you are setting up, click Attach Client to Existing Guardian Account   Once you confirm ...

Asterisk Voicemail User Reference Revised (Aug 2016) Overview Welcome to your new voice mail service. This Voice Mail System offers a highly flexible, highly capable voice mail system.Among the features that it offers are briefly: Three different types of greetings. Notification of new messages through email. The notification message will include an...

To streamline any process that you're trying to complete with the Staff App , you'll want to be able to access the app quickly and easily.  This is a direct link to the Staff App .   Click that link and it'll open up in the preferred browser of your device.  Other ways to access the Staff App from your device(s) are listed below.   Agency iPhone or ...

How-To Learn how to add the Microsoft Authenticator app to your Microsoft profile to use for two-factor authentication.   Login Click here to log in to your Microsoft account. You will log in using your KBH email and password.   Home Screen Upon logging in, you'll see an option in the Security Info section - select Update Info.   Add Sign-In Method ...

❗ New Staff and Program Alert There is now a Staff and Program Alert to assist with ensuring necessary paperwork gets prepared and completed appropriately for clients that reach the age of 18. Checking the box listed to the far right of the client and clicking Mark as Reviewed , will remove the alert. This alert appears on the date that the client t...

Alerts New Staff Alert for Referrals This will alert staff that are open to a client that has a Maine care auth. referral that is expiring in the next 30 days.   OBH SUD Treatment Data Request Alert For OHH and SA programs   Within the already existing OBH SUD Treatment Data Request alert, there's now a request type signifying when an Extension ques...

  Many times, you'll run into the scenario where a client already has a designated PCP in Neo but is either in the process or has already established care with a new PCP.  While only one PCP can exist in the Care Team screen at one time, you'll still want to initiate the process of replacing it, by getting the new PCP added into Neo as an External C...

Batches are groups of services that a billing user selects to process a bill or payment within Neo. It grants that user exclusive control over all the batch items to ensure there is no duplication between staff.    Viewing Batches   There are several options to view and filter batches. 'Show All Today' will show all batches created today (open or cl...

  Adjusting your Quick Link options is one of many ways to personalize and optimize Neo to suit your daily workflow.        Click on your username at the top right-hand corner of the screen.   You'll find the Quick Links under Optional Settings . Adjust what you would like to appear on your Quick Links menu by checking or unchecking the boxes.  Your...

Documents From the home screen, select    Documents   to see prior Treatment Plans signed on the Client Portal and all Individual Response Plans. View To view a specific document, select    View   , located to the left of whichever document that you'd like to see.       Use the icons just above your document if you need to toggle through pages, zoom...

TSO Date : The effective date the client is closed to the agency. Reason : Code explaining why the client was TSO’d. Authorized By : The user that decided the client should be closed. This may or may not be the person entering the record.    ...

From the login screen, click Forgot your password?   Enter the email address that's associated with your account.   Copy the verification code from the email you receive.   Enter the verification code and click Verify Code .   Click Continue .   Enter your new password and click Continue.    ...

Key Concept Access Neo internal emails externally.   Features and Limitations This is a limited feature, compared to its capabilities in Neo itself. You can: Read incoming messages  Respond to messages received Open attachments   You cannot: Create a new email. Attach documents   Unread Email Notification 📸 The envelope icon is always visible, but w...

  There are various scenarios in which you are still working and yet are unavailable to take client appointments.  For those scenarios, you want to make sure there isn't scheduling space available for that time frame while also not appearing Away anywhere in Neo .   For this example:  On this particular Wednesday, you start your work day at 7:30 am ...

A signed Release of Information (ROI) is required in order to allow KBH to share/release your information in any capacity.   The ability to create and obtain a client signature on a release using the Staff App is intended to be an extra tool for obtaining the document conveniently and instantaneously. For that reason, there are some restrictions on ...

Key Information Catherine Cutler Institute = formerly known as Muskie NAT = Non-Academic Training CWE = Credit for Work Experience Catherine Cutler Muskie Website link   Select a Pathway to Obtain your MHRTC To understand the various Pathways to obtain your MHRTC, visit this page     Under the Get Certified tab you will locate the 8 Domains required...

Changes to treatment plan   Here's What It Looked Like Before:   ⭐Here's The New and Improved⭐ Clients will now select between: I have RECEIVED - which indicates they've already been given a paper copy or are aware of the access through the client portal. I have DECLINED - indicates that they do not wish to have a copy. I am REQUESTING - this will g...

A signed Release of Information ( ROI ) is required in order to allow KBH to share/release client information with any outside entity in any capacity. Use this screen to view past and current releases or create new ones.   From the Client Menu     Use the dropdown list to choose which Status of releases you would like to view.  Check the Default box...

                                 Use this checklist as a guide to keep track of the below paperwork. Opening Packet Checklist       School-Based Program Orientation HIPAA Acknowledgement Receipt of Orientation Manual/Consent to Treat Notice of Privacy Practices Orientation Guidelines AC-OK Adolescent Screen Telehealth Informed Consent 2023 KBH Fee S...

Documents in the Upcoming/Pending/Incomplete Documents will all automatically be selected, so you'll click the Print Selected button.   This confirmation window basically explains that once you print the documents in this manner, they will be considered completed and will be moved from the Upcoming/Pending/Incomplete Documents area to the History of...

Once a member of KBH staff has entered the client or participant's email address in the appropriate field in Neo , the Client Portal sign-up process is entirely in the client's hands.   Who has Client Portal Access? Client Anyone with a relationship designated as Primary Caregiver or Legal in the Caregiver Information section.   Where is client's em...

  📷 Account Balance This is where you'll see your current account balance.   📷 Make Payment Selecting Make Payment will bring up a window for you to enter your credit/debit card information in order for you to make a one-time online payment. Here you'll enter: Cardholder's first name Cardholder's Last Name Payment amount Select whether it's a copay ...

  NOMS Needs Upload Alert The new CCBHC grant takes effect on 02/01/2024 .   NOMS Needs Upload Alert has changed to only include a randomly selected list of clients who had NOMS created in Skowhegan after that date. General Bug Fixes Billing Payment Processing Mainecare authorization notifications Medical records scanning RXNT allergy sync   Complia...

  Texting is NOT secure messaging.  DO NOT include any PHI in any texting correspondence.   📹 Watch How It's Done   Your browser does not support HTML5 video.   📷Step-By-Step       The Multiple-Choice Question responses default to Yes and No.  If the question that you're asking is not simply a Yes or No question, you have various options listed just...

The Schedule Profile feature is used to set defaults in your schedule.  Once your Staff Profile is set up, time not entered into your schedule will automatically be filled with “Unavailable” blocks of time.  You will appear away for the duration of those time blocks.   Your working hours The location where your appointments will be scheduled.    On ...

The Windows Hello PIN will be created as a backup ONLY TO BE USED if you lose/forget/misplace your YubiKey . Login methods are tracked. THIS MUST BE DONE ON EACH COMPUTER YOU ACCESS NORMALLY. Click on the Windows button at the bottom left of your screen.   Just start typing Hello , no need to wait for a search box:   Select Sign-in options .   Click...

There are four types of SPMs available for use on a client.  You'll find a description of each option below.  Please carefully note the differences in each option as it is a common error for staff to select a Provider Termination when their intention is a Program Termination and vice versa.   Referral Request a change in services for the client with...

Official DSM gets updated regularly, causing some diagnosis codes to become invalid.  When a DSM becomes invalid - Neo will not allow that particular DSM to be carried forward.    You can expect to see this when updating a client's DSM or adding a note.   The now invalid DSM will still appear in the list but will appear in red text along with a comm...

  Add MCN Client Search using client ID or client name 🔘 MCN              🔘 Simple MCN You'll have the option to choose which type of MCN you're going to create if the Simple MCN applies to your program/position Add To create new MCN Show All shows all MCNs Show Mine filters list to show only MCN that you are associated with Include Completed/Exclud...

Key Concept   Neo will automatically save your note as you're creating it.   If available and the auto-save box is checked off,  your note will auto-save:   After ten(10) seconds of no activity. When you enter a new section of the note. When your note loses focus on the screen or when the note screen is minimized.     The auto-save option is located...

Neo gives us many different reports which can be found by clicking the Reports tab at the top, right of the screen.  Below are a couple of the reports most used for your program.  All Reports can be pinned to your favorites for easier access to them. Billable Productivity  This report will show you your productivity for the time period selected.  By...

Name Your Packet Fill in the appropriate name for the Packet you are going to create and click Save Packet .   Packet Name Once the Packet Name is created, the Save Packet button will turn green and you'll see the name of your Packet appear at the top of the screen.   Add Documents Click Add Documents to add documents to your packet.   *You'll only ...

    When you are marked as Away in Neo , there are several places where other users will be made aware of your unavailability.   Neo Internal Email When another staff member enters your name to send you a secure email , your unavailable status will appear within the header of the email.     Staff Search When your name is searched within the Staff Se...

  The grid below the search fields will show your most recently viewed clients, starting with the most recent at the top.     Once you search for anything, that grid will show search results for what you've entered   Client ID First Name Last Name Date of Birth Current Status Last Seen Next Appt Access Level Show %               This is the most sim...

Sort the various grids found throughout Neo to best suit your workflow.   Adjust what you see by clicking the buttons, selecting from the drop-down menu options, or typing into the text fields.   Sorting This small arrow in any of the column headers indicates that the grid has been sorted by that particular column. Your browser does not support HTML...

In your  Outlook  calendar, locate the desired date and time that you wish to schedule the space.   Right-click in the empty space and select New Meeting Request  from the drop-down menu.   Click Rooms located to the right of the Location box.       Select which room(s) you would like to schedule.   Click  Rooms  at the bottom of the screen, and the...

  How-To Learn how to add the auto-save feature to different note types.     The effects of this change are typically not immediate.  Contact IT Support if the change does not take effect after 24 hours.     Click the Med Records tab.     Select Note Types from the menu.     This will show you a list of every note type in Neo .  To the left of each ...

Sign Up Process Learn how to get signed up for the Client Portal using the updated sign up process .   Download Your Appointments Clicking Download Calendar will load all listed appointments into your device's calendar.       Appointment Location When reviewing upcoming appointments , you can now differentiate between an appointment to be rendered i...

From the KBH Client Portal you can view and sign documents, see appointment information, pay a bill and more!   Follow the steps below, to sign up for your portal access.   Please be sure that you have provided KBH with the correct email address for the client(s) you should be authorized to have access to, before beginning this process.   🎥 Watch Ho...

Outside of your regular Schedule Profile , you can schedule Unavailable time in your schedule, as needed.  This will communicate to other staff that you are unavailable for the specific time you've scheduled HDAY, UNAVAIL or VAC and also conveniently change you back to being available at the end of the scheduled time.       Click here to see the pla...

Scheduling A Client a.       In your Neo schedule, highlight the time that you would like to block and then right-click in the grey area and select New Client Appointment. (If there is an existing appointment in the time that you would like to schedule, select anytime in the scheduler and once open type in the desired Begin Time and End Time.)   b. ...

Learn how to create a block in your Neo schedule. Right-click within the day and time frame that you'd like to create the block and select New Staff Appointment .   Review that the Begin and End times are correct, select your intended Activity and then click Save .   Activity Options:   HDAY , UNAVAIL or VAC blocks will set you as Away in Neo .     ...

    📷Overview   📷Include Make your selections of which clients and what information you would like to appear under Clients in the app. All clients on your caseload Clients you have open disclosures with Clients in all programs you are associated with (if more than one) Clients in your primary program onl y    📷Client List Your client list will appea...

This tab allows you to view all appointments scheduled with your KBH provider(s) Your provider would had to have entered your appointment into our computer system for it to appear on your list.       📷View Upcoming Appointments Select Upcoming Appointments   By clicking the Download Calendar button, your appointments will be exported to your device'...

How-To You can disable and enable access to the Client Portal from the Staff App or right from Neo.   Follow the steps listed below to complete that process. Additionally, clients and participants can also enable and disable access from the Client Portal .   From The Staff App Click on the intended client. Select the Client Card at the top of the sc...

A signed Release of Information (ROI) is required in order to allow KBH to share/release your information in any capacity.     Please note:  if the organization that you are trying to create a release for does not exist in our system, you will not be able to add the release from the Client Portal .   Please contact the office to have the release add...

Use the title search bar to search for potential existing documents or keywords to determine whether or not the document you're looking for already exists.  This search defaults to search all programs and all locations or you can use the dropdown menus to search more specifically.    The search function searches for exact matches as well as related ...

  Set yourself as available or away in the Staff App .   Toggle between available and away by clicking the green/yellow dot in the Staff App .         To switch from away to available or vice versa, using the Staff App , simply tap the green/yellow dot.  Unless you change your availability via a different method, however, you set it will remain the ...

A designated box is at the bottom of each document for your signature.   If you attempt to sign the document anywhere outside of that box, an error/alert message will be triggered. Simply clicking Okay will remove the alert box and then you can sign in the correct place.     ...

How-To Example of viewing internal emails, replying to them and opening attachments.   🎥Watch How It's Done   Learn about the functions of Neo Secure Messaging from the Staff App   Other Email Functions 📷 A number over the email icon, indicates the number of unread emails.  Click the email icon to view your Neo secure messages.       You can only vi...

📷To view your Individual Response Plan, select Individual Response Plan .     📷Use the icons just above your document if you need to toggle through pages, zoom in or out, or print the document.  ...

Change whether you receive Client Portal notifications via text, email, both or neither.  These texts and/or emails will notify you when there is something on your account that needs your attention, such as a signature on a document.   Click on the client's name at the very top of the list.   Use the buttons in the Notification section to turn notif...

  There are several tools available for locating staff and their contact information.  Use one of the tools listed below to help facilitate communication with any staff throughout the agency.   Staff App You can find Staff their contact information, in the Staff section of the Staff App .  Click here to learn how it works 😊     Find Someone The Find...

  📷Actions Needed  Any documents that need your attention will be found under Actions Needed .  The number listed there indicates the number of documents that you need to review/sign.      📷Select Your Document Your document(s) will be listed under Actions Needed.   Select  Details  to open up the document to review and sign it. 📷Sign Your Document ...

  Send the KBH Care Team a secure Neo Message   This feature allows you to compose a Neo secure message addressed to the selected client's KBH Care Team members.   Generate the email by clicking the Msg button on the Care Team screen or;    by clicking CareTeam Message from the Quick Links menu. Please Note:   CareTeam Message will not appear on you...

New Client Alerts   There's a new Client Alerts view - this can be accessed from the Alerts page or from the CCBHC Dashboards.   From the Alerts page, selecting a client from the drop-down menu and clicking View will load up Client Alerts in a separate window.   Or clicking Alerts from the CCBHC Care Coordination Dashboard will load up Client Alerts...

Add New The straightforward way is to create a new treatment plan by clicking the Add New button in the treatment plan section.   The Add New button will only appear under the programs that you are associated with in Neo .   New Plan With SPM   Neo will automatically create a new treatment plan when transferring a client from one program to another....

              For all health IT developers taking part in the Office of the National Coordinator for Health Information Technology (ONC) Health IT Certification Program, Real World Testing is an annual requirement stipulated in the ONC 21st Century Cures Act Final Rule . This condition and maintenance of certification requirement is meant to encoura...

Scheduling Client Appointments     The initial subtle difference you might notice is the change in the order of the drop-down list options. As each option is selected, Neo filters down options for the next field. Selecting the client you're scheduling for, will reduce the Service/Program to the Service/Program that particular client is associated wi...

Key Concept As a guardian or caregiver of multiple clients at KBH , navigating between clients is required to complete tasks for each person on the Client Portal . Step 1 : Log in. Complete the Sign Up / Sign In process. Step 2 : Select a Client Clients are listed by name Alert signifies there is a required action for this client Not Verified indica...

Supervision Notes Incomplete Supervision Note Alert   There's now an alert for incomplete supervision notes. Once a supervision note is started, it will show up under this new alert until it has been completed/signed.           Save and Continue Option in Supervision Note   Since the Save also closes the note window, there is now a Save and Continue...

Right-click in any text field. Under Spell Check , select English(United States) and check off Use basic spell check .      ...

How-To Sign and complete forms in the Staff App.   Watch How It's Done🎥 Your browser does not support HTML5 video.     Step-By-Step📷 Select Client   Documents Requiring Signature📷 All documents requiring the client's signature will be listed under Please Review .   To complete the signature process, click Start Client Signature Process .   Document ...

Update to Account Setup Screen   📷Here's What It Looked Like Before   📷New and Improved ⭐       To learn how to use the exciting features of this page, click here.                              ...

Please note: Touching your YubiKey does NOT ENTER your credentials. Touching the YubiKey indicates that there is a person present; the YubiKey is not Biometric.     From a locked computer screen:   Tap the space bar & insert your YubiKey.   Enter your PIN that you created previously and hit enter (This will be your KBH password).   Touch your Yu...

Texting is NOT secure messaging.  DO NOT include any PHI in any texting correspondence.             You'll find the Client Communications tool located at the top of the Client Menu .                              Send A Text Message     Clicking Send Message will open up the window to create a message with the option to select the type of message you...

      Add A New Pharmacy Click Add found in the upper left-hand corner.     Complete the text fields with all of the pharmacy information and click Update .   Edit A Pharmacy   Click Edit found to the left of the pharmacy name.   Edit the necessary, verified information that needs to be changed and click Update .   Delete A Pharmacy When deemed nece...

Texting is NOT secure messaging.  DO NOT include any PHI in any texting correspondence.   The Add Message button is intended to be used when you need to relay    Click Message .     Enter the message in the text field and verify the cell phone number to which you'd like to send the message.         The client's cell phone number will populate automa...

There are various ways to access KBH University .  Here are the different locations where you'll find links to the website.   There is also always the option to bookmark the website, https://support.kbhmaine.org/ on whichever browser you use regularly for quick and easy access!   Staff App Help Links On each screen of the Staff App, there's a Help b...

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Current SPRINT Timeline 10/23 - 11/10 Development 11/13 - 11/17 Testing 11/20  Update     Current Items SPARS Batch Upload  Currently we have an “assisted” manual process to upload NOMs data into the SPARS system.  The gov’t did release an archaic batch uploading system that we’ll be able to use to automate this process completely.  We’ve been worki...

Once the necessary ROI has been created , it'll be located in the inactive status.   There, you'll see a Send Client Portal button.       Click OK to confirm that you'd like the ROI to go to the Client Portal .   Once the ROI is sent, it will be located in Waiting For Client Signature status.   At this point, client can now be directed to log into t...

  Improved Staff Away functionality You can communicate to other staff whether or not you are available. This feature has been improved and upgraded to include more specific information. Click here to learn how to set yourself as away in Neo and click here to see the different places your away status will appear.   Client Portal Linked Accounts Befo...

Your YubiKey was delivered in a package like this: It was opened and assigned to you and then placed back in the container and sealed with a sticky label as shown above.   Follow these instructions to complete the registration:   Open a browser window using a supported browser. Sign out of all other Microsoft accounts and close all other browser win...

  An SPM is needed when: a client would like a referral for additional services within KBH (Referral) a client would like to continue with school-based services but needs to be transferred to a different clinician for any reason OR move from school-based program to another KBH program (Transfer) a client needs to be closed to school-based services (...

MCN Update   While the notes themselves haven't changed, the entire MCN grid has a brand-new look.  It has been re-designed to function as other grids in Neo do - with the same sorting and filtering capabilities and to make all tasks completed through this screen significantly more seamless.     For optimal use, take a couple of minutes to adjust yo...

Correspondences is now considered a part of Document Delivery .   Head on over to Document Delivery to find the tools you're looking for, plus a few more 😊             You'll find help for this feature here ! 😊...

  Learn how to update an existing document/form using Foxit software.   Useful Links ℹ️ Field Names w/descriptions Locate the document that needs to be updated.     Save the document/form to your computer.     In Foxit, open both the old document/form as well as the updated form. In the old document/form, click the Manage Form Fields button.     You...

After the client portal has been set up, you'll find a Text Quick Link button that will text out a link to the client portal. This can be used to provide clients with quick, easy access to the portal, especially if they struggle to navigate it on their own.    Texts that the client receives will come from the phone number:   (207)420-2150       If t...

How-To Send a secure email through Neo with internal and external attached documents.   Watch How It's Done🎥   Your browser does not support HTML5 video.   ✉️Email Icon 📷 Click the envelope in the upper right corner to open up the Neo messaging system.     Create New Email📷     Email Content📷 Fill in the required information:   To Subject Client(if ...

Once you select Reports , you will see the full Report List along the left side of the screen. The folder icon located to the left of the bolded text, will expand and collapse lists of reports for each category. Once you select which report you are looking for, a preview will appear alongside your options for parameters.   Select your parameters.  T...

How-To Learn how to add a cell phone to your Microsoft Account to use for two-factor authentication. Login Click here to log in to your Microsoft account. You will log in using your KBH email and password.   Home Screen Upon logging in, you'll see an option in the Security Info section - select Update Info.   Add Sign-In Method Click Add Sign-In Met...

If you need to reset your PIN, Rejoice! YOU can reset your PIN all on your own! You CAN reset your PIN by following these step-by-step instructions.   Please note:  You'll need access to the Internet.  If you’ve forgotten your PIN/password, you won’t be able to log on to a computer yourself, so you’ll need to find someone who is already logged in an...

Auto-Saving Neo Notes   Auto-save is now an available feature for notes in Neo .     The auto-save option is automatically available on: Child Psych Evaluations Adult Psych Evaluations Assessments (INT and ANNUAL)  The option to add this feature to any other note type is available but is a setting that needs to be changed upon request.   Here's how ...

This functionality is not recommended practice. Skipping a payor can cause unexpected issues as some payors are dependent on the first payor paying prior to billing them. Altering this order may result in denied claims.  Only use this functionality if directed to do so and the outcome of the change is known in advance. Highlight the intended date of...

  During a template's creation, the option to require a form to be reviewed by staff after client signature is only available for templates with the Client Signature Requested option selected.      Upon the client signature, the information column will switch from Needs Client Signature to Needs Staff Review .  This status will be visible to all sta...

Areas to Complete Service Detail Service Type - choose the section number your services fall under Request Type Procedures Be sure to include all appropriate procedure codes along with the time frame, units, and frequency. Diagnoses After you've filled out service details and procedures click save/refresh in the top left-hand corner.  This will load...

How-To   Learn how to attach a document to an existing Mainecare Prior Authorization.   Note:  The document must already exist within the client's chart - you cannot upload a document from your device.     From the Mainecare P.A. screen, click Messages on auth. that you need to attach a document to.     Click Upload New Document .     Use the filter...

How-To Set yourself as available or away in Neo .   The Green Dot 📷   The green dot 🟢 located in the upper right-hand corner of Neo indicates that you are available.  Click the green dot 🟢 to adjust this setting.     How Long Will You Be Away? 📷 Select the date you would like to appear unavailable or “away” until.   Set Away 📷   Once your date is se...

  Some client documents require staff approval after being signed but before appearing in the client's chart in Neo .   After the client has signed the document, it will still be listed under Upcoming/Pending/Incomplete Documents and will show Needs Staff Review . You can review right from the Document Delivery screen by clicking the Review button. ...

What are they and what do they mean? Neo alerts are a helpful tool to assist you in keeping track of documentation that is due, or that may be overdue (i.e. an upcoming treatment plan or assessment).    When you log into Neo you’ll see the Alerts tab at the top right corner.  Click on the tab and the Alerts screen will appear.   The alerts list can ...

Key Concept Packets combine document templates into meaningful groups. This allows a staff person to simply select the packet, and get all of the documents needed for a particular workflow. Click here to read about how they are used. The packet management screen allows staff to see the available packets, and after selecting one, they can work with t...

Key Concept This feature allows you to search for existing document templates, easily upload or create one of your own, or delete.  You can also designate which program(s) and location(s) each document will be associated with. This is a topic with a lot of options and considerations before proceeding, please read the attached articles to get a full ...

Child Protective Services 101, presented by: Glenn Broadley, BHP Children's Services BHH-C Case Manager Georgana Prudhomme, LCSW Clinical Training and Quality Manager         Your browser does not support HTML5 video....

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Clients may have preferences for where they would like to be seen or who they are seen by.  This screen collects this information and it is used by the filter options to help find the correct match between client and provider.   Location The location the client would like to be seen at. Requested Staff Some clients may already have a relationship wi...

Navigate the categories of this menu by clicking on the bolded text or the folder beside the bolded text - this will expand the selected category.   The Favorites category consists of any menu item that has been pinned.    You can see which items have been pinned throughout any category.   Click the pin in order to add or remove the item from Favori...

What does it do? This is the primary tool to find, add and reopen clients in Neo.     The criteria is used to help rank the best matches to the returned results.  To get the best possible matches, enter as many of the criteria fields as possible, especially the date of birth .  The “Rank” field will be a higher number based on the number of hits the...

Find An Existing ROI To see if a specific ROI exists for a client: Select your client Select Release of Information from the client menu. Once in the release tab, you will then choose the Status that you are looking for by default you will see all of the active releases for the client. Generally, you will only want to see Active releases. You also h...

🎥Change Passcode All iPads are set up with a four-digit passcode before you receive it.   Change this passcode to a different four-digit passcode that you can easily remember. Your browser does not support HTML5 video.   🎥Create Apple ID Select “Sign in to your iPad” and follow the prompts to create your Apple ID. Your browser does not support HTML5...

Select  Select the intended document by clicking the S location to the left of the document title.   Editing A Text Document Make your revision(s) to the document.  You can edit the content of the document, which program(s) or location(s) it's associated with, which type of Electronic Use you need, when it should appear in the digital record, and th...

After you've searched and confirmed that the document you are looking for doesn't already exist, select the Add/Import New Document option to begin the process of creating it.     Name The New Document If you'd like to utilize an already existing document name, leave the top box checked off and use the dropdown menu to choose the name you're looking...

This screen is used by the Access Center to aggregate clients wanting services and Intake appointments waiting to be filled. *Access Center privileges are needed.*   Direct Assignment and Scheduling Using these options is not typical and they bypass important process flows. They should only be used if you are certain that it is the correct course of...

📧Add From A Quarantine Notification Email   Receiving an email like this means someone is attempting to email you, but their message has been blocked by our email filtering system.  To allow this message to come through to your inbox and allow future emails from the address to get to your inbox smoothly, you will first click Manage Quarantine .   Th...

  You'll see a Move button on all treatment plans, both active and inactive( for programs you're associated with in Neo ), however, you can only move dates on the newest plan.   This button is always situated to the far right of the screen so if you ever don't see it, make sure you are scrolled all the way over.   If you click Move on any plan other...

Entering Telehealth Informed Consent Into The Client Record   When you have the client pulled up on the client screen: Click on the Document Delivery , located in the Client Menu .     Use the Title Search to search for the Telehealth Informed Consent document. Check the box next to the document and then click Add .     You can print the document fr...

This screen defines the issues the client is seeking services for.   From the Access Dashboard , once the intended client is selected, click Issue .   Complete all necessary issue information here and then click Save .   Client Complaint: A summary of what brought the client to request services. Primary Presenting Problem: Of all the problems mentio...

Selecting Staff - Click the check box next to every provider and resource you may want to schedule for. These resources will be available in the Resource Navigator on the schedule screen. All Staff Temp Access - This link will reload the staff list above to include non-provider resources. Increment - The default time increment the schedule will use ...

Monitoring Requests From the Utilities menu, there is a menu option, Med Record Requests . This link is not under the Client Menu because it shows all the requests that you specifically have made for any clients. The same information can be found in the Client Menu , but that requires that you search for the client and then navigate to the client me...

You'll find Referrals listed under the Access Center tab.   The referrals page shows: Edit :  Select a referral for editing Referral Status :  Incomplete/Submitted/Sent Back/Accepted/Rejected Name :  The potential client's name Referred By :  The referrer's name Email :  The referrer's email address Referrer Info :  The type of referrer and their ad...

        Hello and welcome to KBH , and more specifically, the school-based team!       Whether you are with us part-time or full-time, we are happy to have you on board and hope that this guide will help make your transition to the program as smooth and easy as possible.  Over the next few weeks, you will be receiving lots of new information to help...

From The Schedule   Create a new client appointment.   Complete each field and then click Save .   You must save the new appointment, before adding on the translator service.   If you click the Translator button prior to saving the appointment, an alert will pop up reminding you to do so.      Once the appointment has been saved, re-open the appoint...

        Under the Staff tab, select Forms and then Conflict .             Select Add .   Select the responses that are accurate for you.   Select your supervisor from the drop-down list. Clicking Save will save whatever selections you've made. Clicking Sign will save your selections and send to your supervisor for their signature.  ...

*Diagnoses must be entered within 24 hours of completing intake to obtain authorization for services.* Open the client's chart via name or case number. Under Client Menu (left of screen) click on DSM Click on Add New DSM at the top of the page   This is what you should see: Each section has a drop-down menu.   Diagnosis Date :  prepopulates with tod...

    Under the Staff tab, select Forms and then Offsite Agreement .             Select Add .   Read relevant policy 1030 and then enter a brief explanation as to why you need offsite use of Neo . Example:  Clinician primarily works in school with a company laptop and needs permissions.    ...

  Once a staff appraisal (evaluation) has been completed by a supervisor and sent to the intended staff member, occasionally the need to pull it back by the supervisor arises.  Whether you need to revise it or completely delete the appraisal after you've sent it out, follow the steps below to complete that task.       S elect the appraisal that you ...

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Zoom Start-Up Guide   To Begin: Zoom can be used on either your computer or your phone. ·        Web-based – From the Zoom website you or a client can join a Zoom meeting or webinar without downloading any plugins or software. However, the web client has limited features and functions best on Google Chrome . ·        Software-based – This is what IT...

    Opening Multiple Menu Items If you right-click over a menu item it will offer to open the link in a new window or tab. If you hold the Ctrl key and click it, it will open using the default (typically, it is just another tab). If it does open in a new tab, but you want it to be a different window, you can grab the tab with the mouse and pull it o...

Selecting Treatment Plans from the Client Menu will bring you the screen shown below.  This will load all active programs and active goals/treatment plans.   Show Inactive       Clicking Show Inactive will toggle to display inactive programs and treatment plans.         Signature History     Clicking View Signature History will display a complete hi...

Appointment Side Bar Colors In the above picture, the green sidebar indicates that there are messages about this client. White No Messages, No Alerts Green Messages Orange Alerts (Less critical) Red Urgent Alerts (address immediately)   Appointment Background Colors The background color of an appointment is related to the status of the appointment. ...

  Global Cheat Sheet Covid-19 Documentation Protocols Assessment Template Overview of Golden Thread Practice Guideline for Parent/Guardian-Only Sessions School-Based Assessment Guidelines School-Based Progress Note Guidelines School-Based Treatment Plan Guidelines With Definitions School-Based Discharge Summary Discharge Summary Definitions   Click ...

Login Help The telephone number for Relias Help is difficult to locate. Here is the number if you absolutely cannot figure out how to log in or need other assistance - 1-800-381-2321. They will ask for the agency name; provide them with Kennebec Behavioral Health .  Go to the KBH Portal page that looks like this and the Relias link is in the second ...

Upon completing an SPM, the previous program's treatment plan will be copied over to the receiving program's treatment plan.   Some of the treatment plans for the new program will automatically be completed/signed and some will require signature/completion - depending on which program the client is being referred from and to.     No action needs to ...

The KBH Providers section   This list will include the current assigned Care Coordinator and specific programs that the client is open to with their assigned provider (if applicable).   ℹ️ This information is taken from the SPM section in Neo .  Once the client is assigned to a program/staff through SPM, it won't immediately appear in the Care Team ...

After logging into Relias , you can sort all available trainings by clicking on Browse Elective Courses and using the drop-down menu to select which ones apply to your specific license.    To see the certificates you’ve learned click on My Learning and then Transcripts   Here are some suggestions for trainings you might find helpful Building the The...

This function is used to enter payments, send them to supervisors, and for supervisors to Approve payments.     The combination of the Radio buttons at the top and the filter row will be used to locate the payment you are looking for.  In Process shows you payments that are in process. Open shows a payment that has been entered into Neo, but has not...

Keeping an active Release of Information for all Care Teams is crucial to effective communication and overall coordination of care.   In regards to ROIs, the Care Team screen allows you to: Determine whether or not there's an active release on file. Quickly view an active release to review the details. Link an existing release to a Care Team (when a...

Things to know/ask when starting the school year   Access to the building: Who to contact? Key? Card swipe? Buzz system?   Office Space Is there a dedicated therapy space? If not, what other rooms are available? Is there a dedicated mailbox?   Who are the primary referents? This may be guidance, the school social worker, teachers, and/or the princip...

Unit-based timesheets are due every other Monday by noon. If you are unable to meet this deadline please let your supervisor know in advance.    To complete: 1.       In Neo click on the Utilities tab and scroll down to Time Sheets and then click Time Sheet Appt Entry       2.       You will then see a screen that looks like this:     3. Verify that...

Changing Dates The Date Navigation Tool The Date Navigation Tool allows you to move between days easily by clicking the right or left arrows. Each click moves the schedule by one day in Day view or one week in Work Week view. The "Today" button gives you a quick way to move back to today's date. The arrow pointing down will open a calendar that you ...

Status Change Form List This view assists managers in maintaining their history of Status Change Forms. It automatically filters the list to active Status Change Forms that are personally created or have been assigned to you.   Add a New Status Change Form   Click Staff   Select Status Change Form from the dropdown menu.   Select Add New to generate...

Highlight the intended date of service(DOS). Click 4 - Add an Adjustment.   Write off, or reduce the amount owed for a portion of the client balance.  Write up, or increase the amount owed on a client account.  Enter an adjustment code and if there is a sub-group code, it will appear in the box next to it. Enter an adjustment amount and attach a pay...

Program Name TxPlan Length(Days) TxPlan Max Visits Augusta House(AH) 90 9999 Behavioral Health Homes - Adult(BHH-A) 90 999 Behavioral Health Homes - Child(BHH-C) 90 999 Capitol Clubhouse(CC) 90 9999 Certified Community Behavioral Health Clinic(CCBHC) 365 12 Community Integration Services(CIS) 90 9999 Community Rehabilitation Services(CRS) 90 9999 Ch...

  Start by selecting an organization.  There is a very extensive list of organizations stored in Neo.   Use the drop-down menu to search for the Organization that you're looking for.   It's imperative to be sure to look thoroughly through this existing list to avoid duplication, to ensure the correct Contact Information populates and the correct ROI...

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    🔴 This area lists client demographic information.  You'll also find the button to view reminder calls, print face sheet, print address label, print upcoming appointments Client Portal Status   🟠 If any program that a client is open to requires an SMI upon discharge, it will be listed here.   🟡 This lists any available caregiver information - nam...

  Name of Organization The name of an Organization should only be altered if there is a spelling or formatting error. Examples:                    If an existing Organization changes its name, the previous name should not be revised and you should not delete the Organization . Instead, set an end date for the instance with the previous Organization ...

  📷 Billing Dashboard This is the billing dashboard.  To access a client account, select an option listed under “Client Accounts” in the menu on the left.  The last five(5) clients that you accessed will be listed for easy access. 📷Client Search Click “Select” under “Client Accounts” to search any client ID.    📷Client Information Client Name, DOB, ...

For the complete KBH Policy Manual:     Look for this icon on any agency desktop or laptop computer, click here or follow the link on the KBH Staff Portal page.     School Contract Dollars A template for an authorized school representative to complete to authorize the use of school contract funds to cover services for a student.   School Contract Le...

Organization Chart        ...

MCN Tab   Searching client name/ID will create the following message in red if an incomplete MCN already exists for the selected client. If you'd still like to create a new MCN, click Add .     Through Client Account     Note:  This alert will automatically show when accessing MCN through the client's chart if any incomplete MCNs exist. If you'd sti...

There are times when a charge needs to be added to a client account that is not related to a particular Date of Service. This screen shows any existing charges, the amount, and the remaining balance.  Because this charge is not associated with any particular date of service(DOS), you don't have to search or highlight any DOS. Click 3 - View/Add Manu...

This function allows you to: View current payor order applied to particular DOS. Change payor order Reset the original payor order. Reorder payors as they are in Neo. View which payor(s) have been skipped, if any.   Highlight the intended date of service(DOS). Click 2 - Change Activity Payors  ...

Looking for the Primary Care Providers(PCP)?   ⭐PCP area is now located within the new Care Team screen⭐ Below you'll find some of the common functions of the prior PCP area along with some help to transition you to the new ways to complete these tasks.     ★Before ⭐Now   Add New   ★Before ⭐Now   Edit   ★Before   ⭐Now     History   ★Before   ⭐Now   ...

  Selecting Back Outs from a client account will bring you to the Back Outs screen and auto-populate with that specific client and a service date range from one year prior to current.   This screen is launched from the Client Account Charges grid for a specific invoice but is actually the Back Out Process screen. The selection will appear in the upp...

Contact logs for each Care Team are intended to document contact and coordination efforts between KBH staff and Care Teams .   Contact Log options for Client PCP , External Care Teams and Client Resource Contact Log options for KBH Caregivers     For A Release Use this option to log all contact and coordination in pursuit of a release of information...

  For Staff Responsible For Completing Treatment Plans   You've completed a treatment plan with your client.   Has client/guardian signed the treatment plan?   Yes 👍🏽   No 👎🏽     Mission complete!  Well done! 🎉     Do you expect to ever be able to collect a signature? Select No for circumstances like death, incarceration, etc.   Yes 👍🏽   No 👎🏽      ...

Open An Existing Note Click Select or double-click inside the row the intended client is in. Remove Nurse Click Remove Nurse .   Print An MCN Click PDF - print from there.   Get To Client Inquiry Screen Click the client's name.     View Only Your MCNs(For Providers/Nurses) Click Show Mine     Please note:  if this button says Show All, you are alrea...

Visit the KBH referral website .  Click on Professional The first time you visit the site you will need to select Register New User   User Name: Choose a user name- can be your email address Email: Enter your email Password: Create and confirm a password Enter your first and last name Are you a DHHS worker?: select No Where are you referring from?: ...

The Med Record Request feature allows users to easily make, send, and track medical records requests. To submit a medical record request, click the Quick Links button, located to the bottom left from the client inquiry screen.   The Client Menu offers a link to the Med Records Requests list in the same section as the Inquiry and Demographics screens...

The purpose of this procedure is to enable clinical staff a place to document any client information they may send out, which is not tracked through the Med Record processes.     Log Information Sent:  is a Request Type option that can be selected when a new Med Record Request is added. Medical records will not be alerted of your entry and will not ...

  The Care Team button on the OHH dashboard functions differently from Care Team buttons in other areas of Neo .       Clicking this Care Team button will open up a list of current staff associated with the OHH program.  From there, if you have the appropriate permissions, you can check the box under the Include column and select a role under Partic...

  🖊️ Upon clicking Client Signature , you'll first see the various options for methods of obtaining a signature.   Click here for detailed descriptions of each option .   Log 📋 Once the treatment plan has been completed, in order for services for that time frame to be billable, the priority is to obtain a signature from the client or caregiver/guard...

Referral tracking can become less challenging when contact and progress are logged through the Care Team system.     Creating a new Contact log within the Care Team the referral is for is crucial to this process since it establishes the alert that will allow you to track it. Choose the Referral option.   Use the drop-down menu to select the reason f...

The various client signature options when completing a treatment plan.     Paper Copy   Selecting Paper Copy will open up the treatment plan in a PDF form where you can select print to provide client with a hard copy for them to physically sign in person.     Electronic Signature           Client Portal/App   This button previously sent the document...

📷🎥 YOGA Modes Your computer display can be rotated to any angle up to 360 degrees.  Attention: Do not rotate the computer display with too much force, or apply too much force to the upper-right or upper-left corner of the computer display. Otherwise, the computer display or hinges might get damaged. The keyboard and trackpad will automatically be di...

This feature assists users in contacting clients with a few simple clicks.   Once the intended client is loaded onto the Access Dashboard, click “Make Call” to begin the process.   The client's phone numbers are displayed on the client's demographics screen.  Caregivers' phone numbers are listed beneath client phone numbers.  Click on the phone numb...

Search and bundle a group of services into a batch for additional processing such as printing invoices or creating 837 EDI files.         Search for services by date, program, payor class, and/or payor by clicking Find Records . Select records by holding down the [Ctrl] key and clicking on rows or the [Shift] key to select ranges. The Actions area h...

Below you'll find tools for determining how we will process appraisal and merit offerings for staff who are not in the regular cycle yet (those hired in 2023 and 2024).     2023       2024      ...

Key ⭕️ Select an as of date to view Care Team information as of the date of your choosing - this defaults to the present date. ⚫️ Click here to begin the process of adding a new Care Team . 🔴 This area will list all KBH providers assigned to the client at the selected time frame - Care Coordinator at the top with other providers and their programs, ...

This is a full staff directory.  Here, you'll find the following staff information: Staff photo Extension(s) Cell phone(if one is available) Department Job Title Admin Level Credentials Programs Locations Admin Supervisor(s) Administrator       Search by: First Name Last Name Credential Department Job Title Admin Level Group Location Program   You c...

  You created your electronic signature upon hire. There is no requirement to change this signature, and you will never be prompted to do so. Learn how to manually change it below. Click on your username, located at the top right of your screen in Neo .   Click Electronic Signature .   Enter your Old Signature and then enter your New Signature (twic...

Quick Answers   Question : How do I add a new appointment to the schedule? Answer : Find an open spot in the schedule for the resource you wish to schedule under. Then right-click the mouse over that spot (see Right-Click Menu) and select "New Client Appointment". Complete the appointment entry screen and save. Your browser does not support HTML5 vi...

At times, your browser may seem slow or not function properly, i.e. pages won't load properly.  A lot of the time, clearing the cache from your browser is the solution to that problem.  Clearing the cache from your browser essentially removes unnecessary, temporary files that your browser has downloaded - giving you a clean slate and forcing your br...

If a PCP has been designated in Neo , its contents will be visible upon loading the Care Team screen.  This is in contrast to the other Client Resources and External Teams that show only the name and role, due to the expectation of high usage of the Client PCP information.   Only one(1) PCP can exist at a time.  Creating a new one will automatically...

Over an appointment:     This menu gives you access to specific appointment functions.    Over the schedule but not an appointment: This menu gives you quick access to navigation options and settings (see Navigation) and it offers the ability to add new appointments.  ...

The View Client Portal Documents button will present you with a list of documents sent to the Client Portal - those pending client acknowledgment/signature and those that have already been completed.   From the inquiry page, select Client Portal Status .   Click View Client Portal Documents .   Use the S (select) buttons to view the document.   Clic...

If you have any questions regarding what to do please contact your supervisor.   Help Hints Adding new cases Click Create New Request at the top of the page. Extend an expiring case Click Extend in the top left corner of the case of interest. Request more units for an existing case Click Add Units in the top left corner of the case of interest. Send...

  The client's last physical date is listed under the Primary Care Physician section of the PNMI Summary .     Where does this information come from?   The Last Physical date is updated when an Annual Physical is entered into the Care Team screen as a Contact Log under Client PCP.     Not seeing the most up-to-date Last Physical Date ?   Annual Phys...

How-To PNMI staff can use the mobile app to view their work schedule quickly and easily.   Menu 📷 If you are in a PNMI program, the PNMI menu choice will help you quickly access your work schedule.   Schedule View 📷   Swipe or navigate back to return to the Staff App and close this view.    ...

How-To Get logged into the Staff App using your YubiKey.   🎥 Watch How It's Done   📷Step-By-Step If you have an agency-issued cell phone, the newest version of the Staff App will automatically appear on your phone's home screen. 📷Your Account Select your account   📷Sign In Option Select the Security Key option. 📷Security Key This message is promptin...

Key Concept The Document Delivery system has two primary functions. The first is to make it quick and easy to add new documents for the client and the second is to track what has been sent. This includes Treatment Plans, ROIs, correspondence, electronic forms, subject information, and more. To understand more about how and why a document is sent, cl...

Care Team   The new Care Team screen has been developed to encompass various aspects of Neo in one convenient space - curated to encourage a more streamlined approach to accessing and utilizing all teams and resources involved in client care.               You'll find this under the Information section of the Client Menu, be sure to pin it to your F...

Key Concept A fast way to communicate with your team. Search 📷 The Staff tab will list all staff listed under any program that you are associated with.  You can use the search bar to find any employee throughout the agency.   Selecting 📷 Upon clicking any of the staff listed, the staff’s contact information will pop up. You can email or call by sele...

Clicking on the Staff App icon in the upper left-hand corner from any screen in the app will take you to the setup page. If you do not have your face/touch ID set up, you will immediately be brought to this page upon logging in so that you may do so. You can also verify or change your PIN.   Verifying/Changing Your PIN 🎥   Your browser does not supp...