Policy and Procedure Manual for Telemental Health

If you are a healthcare provider and don’t have a telehealth policy and procedures manual, it’s time to get one. As telehealth continues to grow, so does the need for professionals to understand how to properly implement it. You want to make sure your practice is compliant with the requirement to have written policies and procedures specific to telemedicine services that you review and update regularly. The Telemental Health Policy and Procedures Manual will help you quickly adapt and adopt a telehealth policy for your practice to fulfill that requirement.

Updated 12/21/2021

Includes a 32-page Policy and Procedure Manual for Telemental Health for private practices and solo providers. This is for the manual only. If you would like all of the supplemental documents referenced in this manual, please purchase the Telemental Health Paperwork Packet instead.


Adapt and Adopt

3 Steps to implementing your own copy of the Telehealth Policy and Procedure Manual:

1) Open the word document and add your name/business to the first page.

2) Review the procedures and remove any that are not applicable or add any processes specific to your workflow.

3) Print it out and implement its use.


Reminder - This is only the manual. The Telemental Health Paperwork packet includes the manual plus all additional documents referenced in the manual.


What's included in the manual?


TABLE OF CONTENTS

SECTION ONE - INTRODUCTION

DEFINITIONS8

CLINICAL APPLICATIONS OF TELEMENTAL HEALTH8

NON-CLINICAL APPLICATIONS OF TELEMENTAL HEALTH8

BENEFITS OF TELEMENTAL HEALTH4

SECTION TWO – CONSIDERATIONS3

PROGRAM DEVELOPMENT

LEGAL AND REGULATORY ISSUES

STANDARD OPERATING PROCEDURES/PROTOCOLS3

Technical Considerations3

VIDEO CONFERENCING PLATFORM REQUIREMENTS

INTEGRATION OF VIDEO CONFERENCING INTO OTHER TECHNOLOGY AND SYSTEMS

PHYSICAL LOCATION/ROOM REQUIREMENTS

Clinical Considerations3

PATIENT AND SETTING SELECTION

MANAGEMENT OF HYBRID PATIENT-PROVIDER RELATIONSHIPS

ETHICAL CONSIDERATIONS

CULTURAL ISSUES

SPECIFIC POPULATIONS AND SETTINGS

SECTION THREE - TELEMENTAL HEALTH STANDARD OPERATING PROCEDURES

Our Practice Guidelines for Telemental Health6

Roles

Training and Adherence

Liability

HIPAA

Setting up the Technology1

Screening Process

Setting up the Provider Environment

Provider Workflow from intake to subsequent sessions

BEFORE CONSULTATION OCCURS, HAVE I?

DO I HAVE THE FOLLOWING RECORDED IN THE CLIENT’S FILE?

FIRST SESSION/THE INFORMED CONSENT PROCESS: HAVE I?

AFTER THE INITIAL CONSULTATION/DIAGNOSTIC SESSION:

AT THE BEGINNING OF EACH SUBSEQUENT SESSION, HAVE I?

BILLING:

SECTION FOUR – HIPAA

HIPAA FOR PROFESSIONALS

COVID-19 HIPAA ENFORCEMENT DISCRETION13

RISK MANAGEMENT IN TMH5

SECURITY:

CONFIDENTIALITY:

SECTION FIVE - EMERGENCY POLICIES AND PROCEDURES

GENERAL CONSIDERATIONS3

Crisis planning protocols7

PREVENTION7

PREPARATION7

RESPONSE7

Crisis Plan

TECHNICAL EMERGENCIES OR DELAYS

MENTAL HEALTH EMERGENCIES

SECTION SIX - APPENDIX

References

Resources

Table: National and Regional Telehealth Resource Centers

Disclaimer

Review Log


***Please feel free to ask any questions before you purchase the document. Due to the nature of digital products, there are no refunds.***


If you would like to create your own policy and procedure manual, here is a copy of the references I used to create this document.

1. APA Web-based Telemental health Toolkit (2019) https://www.psychiatry.org/psychiatrists/practice/telepsychiatry/toolkit

2. Carolyn Turvey, et al. American Telemedicine Association. (2013). Practice guidelines for video-based online mental health services.

http://doi.org/10.1089/tmj.2013.9989

3. APA and ATA Best Practices in Videoconferencing-Based Telemental Health. (2018). https://www.psychiatry.org/File%20Library/Psychiatrists/Practice/Telepsychiatry/APA-ATA-Best-Practices-in-Videoconferencing-Based-Telemental-Health.pdf

4. Cuyler, Robert. (2015) Tele-Behavioral Health Practitioner Training. Breakthrough Behavioral Inc.

5. CNA (2017) A Risk Management Resource to Manage Liability in the Healthcare Practice. http://www.hpso.com/Documents/Risk%20Education/Businesses/CNA_HP17-14_060117_CF_PROD_SEC.pdf

6. NBCC Policy Regarding the Provision of Distance Professional Services: (2016) https://www.nbcc.org/Assets/Ethics/NBCCPolicyRegardingPracticeofDistanceCounselingBoard.pdf

7. Center for Credentialing and Education (2019) Module 8: Crisis Planning and Protocols in Video Telemental Health. Retrieved from https://learn.cce-global.org/

8. Gregory Kramer, JD, PhD, Tod Ayers, Matt Mishkind, PhD, and Arnold Norem, M.Ed. (2011). DoD Telemental Health Guidebook. Retrieved from http://www.pritzkermilitary.org/files/7413/8749/3029/tmh-guidebook_06-11.pdf

9. Centers for Medicare and Medicaid Services (2019). Telehealth Services. Retrieved from https://www.cms.gov/Outreach-and-Education/Medicare-Learning-Network-MLN/MLNProducts/Downloads/TelehealthSrvcsfctsht.pdf

10. American Academy of Pediatrics. (2020). Coding for Telemedicine Services. Retrieved from https://www.aap.org/en-us/Documents/coding_factsheet_telemedicine.pdf

11. Minnesota Statute 62A.671 (2019). Retrieved from https://www.revisor.mn.gov/statutes/cite/62A.671

12. Health and Human Services (2017). HIPAA for Professionals. Retrieved from https://www.hhs.gov/hipaa/for-professionals/index.html

13. Health and Human Services (2020). Notification of Enforcement Discretion for telehealth remote communications during the COVID-19 nationwide public health emergency. Retrieved from https://www.hhs.gov/hipaa/for-professionals/special-topics/emergency-preparedness/notification-enforcement-discretion-telehealth/index.html

14. Centers for Medicare and Medicaid Services (2020). New/Modifications to the Place of Service (POS) Codes for Telehealth. Retrieved from https://www.cms.gov/files/document/mm12427-newmodifications-place-service-pos-codes-telehealth.pdf

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Table of Contents

Table of Contents