Client Intake Process
Jessica Lopez
87 steps
7 minutes
Send an Intake Packet
1
Go to <https://intakeq.com> to Add a New Client
2
Click this box to Add a New Client / Lead to IntakeQ
3
Add the Client's First Name, Last Name, Email, Phone Number, and Date of Birth
4
Click "Save"
5
To send an Intake Packet Click "+"
6
Click " Send Intake Form"
7
Select which Intake Form from the Dropdown and click "Send Form"
8
Click "Close"
Download New Intake Packets
9
Log in to IntakeQ and you'll see completed Intake Packets on the Left and Sent Intake Packets on the Right. Click the dropdown next to "View"
10
Click " Download" to download the completed Intake Packet
Verify Medicaid Eligibility
11
Go to <https://www.tmhp.com/>
12
Click "I Accept"
13
Click "My Account"
14
Click "Medicaid Client Portal for Providers" Note: For Superior clients please click the top link "TexMedConnect"
15
Click "I Agree"
16
Enter the Client's information to search for them in TMHP's database. Note: TMHP sometimes has incorrect information so you'll need to try different fields to find the Client.
17
Click "Search"
18
Click "Yes" if this is the correct Client
19
Click "Submit" to view the Client's Eligibility for the current month.
20
This is the "Cards" section of the Medicaid Client Portal. Verify that the Current Medicaid Status is Active. It will say Inactive in red if the Client is not eligible for services. Verify the Medicaid ID. You will Copy/Paste this number exactly into Notenetic when entering the Insurance Policy #
21
Click Medicaid Benefits
22
Scroll down to Medicaid Health Plans to see which Medicaid plan (MCO) the Client is enrolled in. Verify that it is a plan that your clinic or MPA accepts
Add a New Client in Notenetic
23
Click the "Clients" tab in Notenetic
24
Click "Add New Client"
Tip! Some Clients will believe they have Medicaid but will show as Inactive if they have CHIP. However, CHIP does not cover our services therefore it will show Inactive. Most people who have Medicaid in Texas get their coverage through the STAR managed care program. STAR covers low-income children, pregnant women and families. When clients are first enrolled in Medicaid they'll be on the Traditional plan. They will need to select a Medicaid plan. If they don't Medicaid will enroll them into a plan automatically and it might be a plan that your clinic doesn't accept. Star+Plus is for adults who have disabilities or are age 65 or older.
Tip! Copy and Paste information exactly how it is listed in TMHP. Any discrepancies from exactly how TMHP has it spelled or entered will cause claims to be denied or rejected.
25
In the Cards (Eligibility) tab Copy and Paste the Clients Name, Date of Birth, and Address into Notenetic in the Primary Address Field. If the address listed in TMHP doesn't match the address the Client currently lives, enter the current address as the Physical Address in Notenetic. If the Date of Birth in TMHP doesn't match the Client's actual birthday, enter the Date of Birth that TMHP has listed and let the Parent/Guardian know to update you if they correct it with TMHP.
26
Scroll Down to the Medical Coverage section and enter the Plan Begin Date into the Insurance Start Date in Notenetic
27
The Primary Care Provider's Information is listed under Medical Coverage. This is entered on the Client's Dashboard later.
28
The Client's Dentist's Information is listed under Medical Coverage. This is entered on the Client's Dashboard later.
29
Under the Medicaid Benefits tab, you'll see alerts if a Checkup is due for the PCM or Dentist. You'll create flags for this in the client's dashboard later.
30
The remaining fields will be entered using information from the Intake Packet.
31
Select the site the client will be assigned to from the dropdown
32
Click this switch to go to the Client's profile after adding the client
33
Click Submit
34
Click "Safari"
35
Click the button
36
Click the Notenetic - EMR/EHR HTML content
37
Click "Submit"
38
Click "+ Add Flags"
39
Type "pcm"
40
Click the Notenetic - EMR/EHR HTML content
41
Click "Assign"
42
Click " Setup Login Credentials"
43
Click the button
44
Click "+ Manage Parental Access"
45
Click "+ Add"
46
Click this text field
47
Type "Parent/Guardian"
48
Click this text field
49
Type "Parent/Guardian"
50
Click this text field
51
Type "Parentsemail"
52
Click this text field
53
Click "+ Add Client"
54
Click the button
55
Type "sandra"
56
Click " Cheeks, Sandra (F) (Texas Care Bikini Bottom)"
57
Click the button
58
Click " Daughter"
59
Click this text field
60
Click the Notenetic - EMR/EHR HTML content
61
Click "Clients" to search for your client and return to your client Dashboard
62
Type the Client's name in the search bar
63
Click your Client's name
64
Scroll down to Emergency Contact and Click "+ Add"
65
Complete the Emergency Contact field and click "Submit"
66
Click "+ Add" to add a Referral Source to track what outreach efforts are working.
67
Select the Referral Source from the dropdown and complete the form. Note: Referral sources need to be added in More > Settings > Referring Source before they can be selected here.
68
Click "Update"
69
Scroll to the Primary Care Physician section and click "Edit"
70
Enter the Physician's information and click "Update"
71
Because there isn't a section for Dentist, enter the Dentist's information in the Pediatrician field by clicking "Edit"
72
Type "DENTIST: Dentist name"
73
Click "Update"
74
Click "Assigned Staff"
75
Search for the QMHP or other staff that will be assigned to this client
76
Click the button to move the selected staff to the Assigned Staff for the client
77
Click this button to remove staff from the Client's assigned staff
78
Click "Contacts & Relations"
79
Click "Add Guardian Info"
80
Enter the Parent / Guardian's information
81
Click "Add Guardian"
82
Click "Files"
83
Click "Add File"
84
Label the field (Intake Packet, IDs, Consent Forms, etc)
85
Click the button to search your downloaded files and locate the intake packet
86
Click "Upload"
87
The Client is now entered into Notenetic. Next the client will need to be added to the Master Client List and an Assessment (BioPsychoSocial) will need to be scheduled
Client Intake Process
Jessica Lopez
87 steps
7 minutes
Send an Intake Packet
1
Go to <https://intakeq.com> to Add a New Client
2
Click this box to Add a New Client / Lead to IntakeQ
3
Add the Client's First Name, Last Name, Email, Phone Number, and Date of Birth
4
Click "Save"
5
To send an Intake Packet Click "+"
6
Click " Send Intake Form"
7
Select which Intake Form from the Dropdown and click "Send Form"
8
Click "Close"
Download New Intake Packets
9
Log in to IntakeQ and you'll see completed Intake Packets on the Left and Sent Intake Packets on the Right. Click the dropdown next to "View"
10
Click " Download" to download the completed Intake Packet
Verify Medicaid Eligibility
11
Go to <https://www.tmhp.com/>
12
Click "I Accept"
13
Click "My Account"
14
Click "Medicaid Client Portal for Providers" Note: For Superior clients please click the top link "TexMedConnect"
15
Click "I Agree"
16
Enter the Client's information to search for them in TMHP's database. Note: TMHP sometimes has incorrect information so you'll need to try different fields to find the Client.
17
Click "Search"
18
Click "Yes" if this is the correct Client
19
Click "Submit" to view the Client's Eligibility for the current month.
20
This is the "Cards" section of the Medicaid Client Portal. Verify that the Current Medicaid Status is Active. It will say Inactive in red if the Client is not eligible for services. Verify the Medicaid ID. You will Copy/Paste this number exactly into Notenetic when entering the Insurance Policy #
21
Click Medicaid Benefits
22
Scroll down to Medicaid Health Plans to see which Medicaid plan (MCO) the Client is enrolled in. Verify that it is a plan that your clinic or MPA accepts
Add a New Client in Notenetic
23
Click the "Clients" tab in Notenetic
24
Click "Add New Client"
Tip! Some Clients will believe they have Medicaid but will show as Inactive if they have CHIP. However, CHIP does not cover our services therefore it will show Inactive. Most people who have Medicaid in Texas get their coverage through the STAR managed care program. STAR covers low-income children, pregnant women and families. When clients are first enrolled in Medicaid they'll be on the Traditional plan. They will need to select a Medicaid plan. If they don't Medicaid will enroll them into a plan automatically and it might be a plan that your clinic doesn't accept. Star+Plus is for adults who have disabilities or are age 65 or older.
Tip! Copy and Paste information exactly how it is listed in TMHP. Any discrepancies from exactly how TMHP has it spelled or entered will cause claims to be denied or rejected.
25
In the Cards (Eligibility) tab Copy and Paste the Clients Name, Date of Birth, and Address into Notenetic in the Primary Address Field. If the address listed in TMHP doesn't match the address the Client currently lives, enter the current address as the Physical Address in Notenetic. If the Date of Birth in TMHP doesn't match the Client's actual birthday, enter the Date of Birth that TMHP has listed and let the Parent/Guardian know to update you if they correct it with TMHP.
26
Scroll Down to the Medical Coverage section and enter the Plan Begin Date into the Insurance Start Date in Notenetic
27
The Primary Care Provider's Information is listed under Medical Coverage. This is entered on the Client's Dashboard later.
28
The Client's Dentist's Information is listed under Medical Coverage. This is entered on the Client's Dashboard later.
29
Under the Medicaid Benefits tab, you'll see alerts if a Checkup is due for the PCM or Dentist. You'll create flags for this in the client's dashboard later.
30
The remaining fields will be entered using information from the Intake Packet.
31
Select the site the client will be assigned to from the dropdown
32
Click this switch to go to the Client's profile after adding the client
33
Click Submit
34
Click "Safari"
35
Click the button
36
Click the Notenetic - EMR/EHR HTML content
37
Click "Submit"
38
Click "+ Add Flags"
39
Type "pcm"
40
Click the Notenetic - EMR/EHR HTML content
41
Click "Assign"
42
Click " Setup Login Credentials"
43
Click the button
44
Click "+ Manage Parental Access"
45
Click "+ Add"
46
Click this text field
47
Type "Parent/Guardian"
48
Click this text field
49
Type "Parent/Guardian"
50
Click this text field
51
Type "Parentsemail"
52
Click this text field
53
Click "+ Add Client"
54
Click the button
55
Type "sandra"
56
Click " Cheeks, Sandra (F) (Texas Care Bikini Bottom)"
57
Click the button
58
Click " Daughter"
59
Click this text field
60
Click the Notenetic - EMR/EHR HTML content
61
Click "Clients" to search for your client and return to your client Dashboard
62
Type the Client's name in the search bar
63
Click your Client's name
64
Scroll down to Emergency Contact and Click "+ Add"
65
Complete the Emergency Contact field and click "Submit"
66
Click "+ Add" to add a Referral Source to track what outreach efforts are working.
67
Select the Referral Source from the dropdown and complete the form. Note: Referral sources need to be added in More > Settings > Referring Source before they can be selected here.
68
Click "Update"
69
Scroll to the Primary Care Physician section and click "Edit"
70
Enter the Physician's information and click "Update"
71
Because there isn't a section for Dentist, enter the Dentist's information in the Pediatrician field by clicking "Edit"
72
Type "DENTIST: Dentist name"
73
Click "Update"
74
Click "Assigned Staff"
75
Search for the QMHP or other staff that will be assigned to this client
76
Click the button to move the selected staff to the Assigned Staff for the client
77
Click this button to remove staff from the Client's assigned staff
78
Click "Contacts & Relations"
79
Click "Add Guardian Info"
80
Enter the Parent / Guardian's information
81
Click "Add Guardian"
82
Click "Files"
83
Click "Add File"
84
Label the field (Intake Packet, IDs, Consent Forms, etc)
85
Click the button to search your downloaded files and locate the intake packet
86
Click "Upload"
87
The Client is now entered into Notenetic. Next the client will need to be added to the Master Client List and an Assessment (BioPsychoSocial) will need to be scheduled
