By United Behavioral Health
2015 Florida Medicaid Managed Medical Assistance (MMA) Level of Care Guidelines
Optum is a brand used by United Behavioral Health and its affiliates.
Therapeutic Behavioral On-Site Services (TBOS)
Therapeutic behavioral on-site services are intended to prevent members under the age of 21 years who have complex needs from requiring
placement in a more intensive, restrictive behavioral health setting.
Services are coordinated through individualized treatment teams and include therapy services, behavior management, and therapeutic support.
Services are primarily provided 1:1 although group interventions may be used when justified.
INSTRUCTIONS FOR USE
Optum’s Level of Care Guidelines are used to standardize coverage
determinations, promote evidence-based practices, and support member’s recovery, resiliency, and wellbeing.
Optum’s Level of Care Guidelines are derived from generally accepted standards of behavioral health practice. These standards include guidelines and consensus statements produced by professional specialty societies, as well as guidance from governmental sources such as CMS’ National Coverage Determinations (NCDs) and Local Coverage Determinations (LCDs).
While this Level of Care Guideline does reflect Optum’s understanding of current best practices in care, it does not constitute medical advice.
Optum reserves the right, in its sole discretion, to modify its Level of Care Guidelines as necessary.
1. Admission Criteria
1.1. The member is eligible for benefits.
AND
1.2. The member’s current signs and symptoms meet criteria for a covered behavioral health condition.
AND
1.3. The member meets one of the following criteria:
1.3.1. The member is under the age of 2 years and meets one of the
following criteria:
2 behavioral nature that are atypical for the member’s age and development that interferes with social interaction and
relationship development.
OR
1.3.1.2. The member if failing to thrive due to emotional or psychosocial causes, not solely medical issues.
1.3.2. The member is ages 2 years through 5 years and meets both of the following criteria:
1.3.2.1. The member exhibits symptoms of an emotional or
behavioral nature that are atypical for the member’s age and development.
AND
1.3.2.2. The member scores in at least the moderate impairment range on a behavior and functional rating scale developed for the specific age group.
1.3.3. The member is ages 6 years through 17 years and meets one of the following criteria:
1.3.3.1. The member has an emotional disturbance
i. OR
1.3.3.2. The member has a serious emotional disturbance
ii.
1.3.4. The member is ages 18 through 20 years, but otherwise meets the criteria for an emotional disturbance or serious emotional
disturbance.
AND
1.4. The “why now” factors leading to admission suggest that the member is at risk for placement in a more intensive, restrictive behavioral health setting.
AND
1.5. The member is not in imminent risk of harm to self or others and/or property.
AND
1.6. Co-occurring behavioral health and medical conditions can be safely managed.
AND
1.7. Services are medically necessary. A service is medically necessary when it meets the following conditions:
1.7.1. The service is necessary to protect life, prevent significant illness or
significant disability, or is to alleviate pain.
3 AND
1.7.2. The service is individualized, specific, and consistent with symptoms or confirmed diagnosis of the illness or injury under treatment.
AND
1.7.3. The service is consistent with generally accepted professional medical standards as determined by the Medicaid program, and is not experimental or investigational.
AND
1.7.4. The service reflects the level of service that can be safely
furnished, and for which no equally effective and more conservative or less costly treatment is available statewide.
AND
1.7.5. The service is furnished in a manner, not primarily intended for the convenience of the recipient, the recipient’s caretaker, or the provider.
1.7.5.1. The fact that a provider has prescribed, recommended, or approved medical or allied care, goods, or services, does not, in itself, make such are, goods or services medically necessary or a covered service.
1.7.5.2. Services are not considered to be medically reasonable when the member has a Neurocognitive Disorder (dementia or delirium) or other psychiatric or neurological conditions that have produced a cognitive deficit severe enough to prohibit benefit to the member.
1.7.5.3. Participation in TBOS is not solely for the purpose of satisfying legal requirements for treatment or services.
2. Continued Service Criteria
2.1. The admission criteria are still met and active treatment is being provided.
For treatment to be considered “active” services must be:
2.1.1. Supervised and evaluated by the admitting provider;
2.1.2. Provided under an individualized treatment plan that is focused on the “why now” factors, and makes use of clinical best practices;
2.1.3. Reasonably expected to improve the member’s presenting problems within a reasonable period of time.
AND
2.2. Services continue to be medically necessary.
AND
4 identified and are integrated into the treatment plan.
AND
2.4. Clinical best practices are being provided with sufficient intensity to address the member’s treatment needs.
AND
2.5. The member’s family and other natural resources are engaged to participate in TBOS as clinically indicated.
3. Discharge Criteria
3.1. The continued stay criteria are no longer met. Examples include:
3.1.1. Active treatment is not being provided.
3.1.2. Services are no longer medically necessary.
3.1.3. The “why now” factors which led the member to access TBOS have been addressed to the extent that the member no longer requires the support of TBOS.
OR
3.2. The member/member’s family is unwilling or unable to participate in TBOS.
OR
3.3. The member moves outside the geographic area of the program’s responsibility.
4. Clinical Best Practices
4.1. Evaluation and Treatment Planning
4.1.1. Prior to the development of a treatment plan the provider completes and provides to the member/member’s parent or guardian an
assessment of the member’s mental status, substance use
concerns, functional capacity, strengths, and service needs or must have an assessment on file that has been conducted in the last 6 months.
4.1.1.1. For members under the age of 6 years, a comprehensive behavioral health assessment completed within the last year satisfies the current assessment requirement.
4.1.2. In the event that not all information is available at the time of the
evaluation, there must be enough information to guide development
of the treatment plan, and support the need for TBOS.
5 4.1.3. The provider informs the member/member’s parent or guardian of
safe and effective treatment alternatives, as well as the potential risks and benefits of the proposed treatment. The
member/member’s parent or guardian gives informed consent acknowledging willingness and ability to participate in treatment and abide by safety precautions.
4.1.4. The responsible provider and, whenever possible, the
member/member’s parent or guardian develops a treatment plan that addresses the “why now” factors that led to TBOS, and contains the following:
4.1.4.1. The member’s diagnosis consistent with the assessment;
4.1.4.2. Goals that are individualized, strength-based, and appropriate to the member’s diagnosis, age, culture,
strengths, abilities, preferences, and needs as expressed by the member;
4.1.4.3. Measurable objectives with target completion dates that are identified for each goal;
4.1.4.4. A list of services to be provided;
4.1.4.4.1. Therapy services include individual and family therapy, as well as collaborative development of the formal discharge plan;
4.1.4.4.2. Behavior management services include monitoring on interactions intended to improve behavior and the member and family’s skill deficits and assets,
development of a behavior plan and integration of the plan into the member’s overall treatment plan, training the member’s family and others in implementing the behavior plan, monitoring interactions between the member and the member’s family and others to measure progress, and coordinating services;
4.1.4.4.3. Therapeutic support services include 1:1 supervision and intervention with the member during therapeutic activities, skills training, and assistance to the member and the member’s family and others implementing the member’s behavior plan;
4.1.4.5. Providers delivering services to members under the age of 6 years must have training and experience in infant, toddler, and early child development as well as methods for
observing and assessing young children;
6 6 month duration of the treatment plan. It is not permissible to use terms “as needed”, “p.r.n.”, or to state that the
member will receive a service “x to y times per week”;
4.1.4.7. Dated signature of the member/member’s parent or guardian;
4.1.4.7.1. If the member’s age or clinical condition precludes participation in the development and signing of the treatment plan, an explanation must be provided in the treatment plan;
4.1.4.8. Signature of the treatment team members who participated in development of the plan;
4.1.4.9. A signed and dated statement by the treating provider that services are medically necessary and appropriate to the member’s diagnosis and needs; and
4.1.4.10. Discharge criteria.
4.1.5. Involvement of the member’s family in treatment is necessary and appropriate.
4.1.6. The treatment plan reflects how services will be coordinated with services delivered to the member by other providers.
4.1.7. The treatment plan includes a specific schedule for review of the plan with the member, the member’s family, others on the treatment team, and providers delivering other services to the member.
4.1.8. The provider in conjunction with the individualized treatment team and, whenever possible, the member/member’s parent or guardian conducts a formal review of the treatment plan at least every 6 months. The treatment plan is reviewed more often than once every 6 months when significant changes such as the following occur:
4.1.8.1. A change in the member’s condition.
4.1.8.2. A change in participation in TBOS.
4.1.8.3. A change in utilization of services outside of TBOS (e.g., the Emergency Room).
4.1.9. The treatment plan review is a process conducted by the treatment team to ensure that treatment goals, objectives, and services continue to be appropriate to the member’s needs and to assess the member’s progress and continued need for services.
4.1.10. The treatment plan review contains all of the following components:
4.1.10.1. Current diagnoses and justification for any changes;
7 4.1.10.2. The member’s progress toward meeting individualized goals
and objectives;
4.1.10.3. The member’s progress toward meeting individualized discharge criteria;
4.1.10.4. Updates to the aftercare plan;
4.1.10.5. Findings;
4.1.10.6. Recommendations;
4.1.10.7. Dated signature of the member/member’s parent or guardian;
4.1.10.8. Signatures of the treatment team members who participated in the review of the plan;
4.1.10.9. A signed and dated statement by the treating provider that services are medically necessary and appropriate to the member’s diagnosis and needs.
4.1.11. The updated treatment plan and progress notes reflect how services are coordinated with services delivered to the member by other providers
4.1.12. If the treatment plan review indicates that goals and objectives have not been met, documentation must reflect the treatment team’s reassessment of services and justification if no changes are made.
4.2. Discharge Planning
4.2.1. The provider and the member/member’s parent or guardian develop an initial discharge plan within 45 calendar days of admission to TBOS. The discharge plan includes measurable criteria that will be used to identify the member’s readiness to transition to a new level of care or out of care. The discharge plan also includes community resources, activities, services, and supports that will be utilized to help the member sustain gains achieved during TBOS.
4.2.2. The provider and the member/member’s parent or guardian update the initial discharge plan in response to completion of goals
ensuring that:
4.2.2.1. An appropriate discharge plan is in place prior to discharge;
4.2.2.2. The discharge plan is designed to mitigate the risk that the
”why now” factors which precipitated access to TBOS will reoccur; and
4.2.2.3. The member/member’s parent or guardian agrees with the discharge plan.
4.2.3. The discharge plan:
8 goals.
4.2.3.2. Identifies the plan for services and supports needed to further assist the member with sustaining gains achieved during TBOS.
4.2.4. For members remaining in the program’s geographic area of responsibility, the provider:
4.2.4.1. Shares the discharge plan and all pertinent information with other providers delivering aftercare services to the member prior to discharge.
4.2.4.2. Provides the member/member’s parent or guardian with information about:
4.2.4.2.1. Recommended self-help and community resources;
and
4.2.4.2.2. How the member can resume TBOS.
4.2.5. For members moving outside the program’s geographic area of responsibility, the provider discusses the need for and availability of TBOS with the member/member’s parent or guardian. As needed, the program assists the member with accessing TBOS in the member’s new service area. The provider maintains contact with the member/member’s parent or guardian through the transition.
References
1. Commission on Accreditation of Rehabilitation Facilities. Behavioral Health Standards Manual, Tucson, AZ; CARF International, 2014.
2. State of Florida, Administrative Code. (2006). Rule 59G-1.010 (166), Definitions. Retrieved from
https://www.flrules.org/gateway/RuleNo.asp?title=GENERAL MEDICAID&ID=59G-1.010.
3. State of Florida, Agency for Health Care Administration. (2014). Florida Medicaid: Community Behavioral Health Services Coverage and
Limitations Handbook. Retrieved from http://www.fdhc.state.fl.us/.
iPer the Agency for Health Care Administration’s Florida Medicaid: Community Behavioral Health Services Coverage and Limitations Handbook, emotional disturbance is defined as, “A person under the age of 21 years who is diagnosed with a mental, emotional, or behavioral disorder of sufficient duration to meet one of the diagnostic categories specified in the most recent edition of the Diagnostic and Statistical Manual of the American Psychiatric Association, but who does not exhibit behaviors that substantially interfere with or limit the role or ability to function in the family, school, or community.
The emotional disturbance must not be considered to be a temporary response to a stressful situation.”
iiPer the Agency for Health Care Administration’s Florida Medicaid: Community Behavioral Health Services Coverage and Limitations Handbook, serious emotional disturbance is defined as, “A person under the age of 21 years who is all of the following:
9
Diagnosed as having a mental, emotional, or behavioral disorder that meets one of the following diagnostic categories specified in the most recent edition of the Diagnostic and Statistical Manual of Mental Disorders of the American Psychiatric Association.
Exhibits behaviors that substantially interfere with or limit the role or ability to function in the family, school, or community, which behaviors are not considered to be a temporary response to a stressful situation.
