(a) After hours means before 8 a.m., 6 p.m. or later, or during weekends.

(b) Ambulatory patient groups (APGs) means a defined group of outpatient procedures, encounters or ancillary services grouped for payment purposes. The groupings are based on the intensity of the services provided and the medical procedures performed.

(c) Base rate means the numeric value that shall be multiplied by the weight for a given service to determine the Medicaid fee for a service.

(d) Behavioral health organization or BHO means an entity selected by the Commissioner of the Office of Mental Health and the Commissioner of the Office of Alcoholism and Substance Abuse Services pursuant to section 365-m of the New York State Social Services Law to provide administrative and management services for the purposes of conducting concurrent review of behavioral health admissions to inpatient treatment settings, assisting in the coordination of behavioral health services, and facilitating the integration of such services with physical health care.

(e) Clinic treatment program means a program licensed as a clinic treatment program under article 31 of the Mental Hygiene Law.

(f) Clinical services contract means a written agreement between the governing authority of an existing or proposed provider of services and another organization separate from the provider of services for the purpose of obtaining some of the clinical services or some of the clinical staff necessary to operate the program in compliance with requirements for an operating certificate.

(g) Clinical staff means staff members who provide services directly to recipients, including licensed staff, non-licensed staff, and student interns.

(h) Clinician means a person who is a member of the professional staff.

(i) Collateral means a person who is a member of the recipient’s family or household, or other individual who regularly interacts with the recipient and is directly affected by or has the capability of affecting his or her condition, and is identified in the treatment plan as having a role in treatment and/or is necessary for participation in the evaluation and assessment of the recipient prior to admission. A group composed of collaterals of more than one recipient may be gathered together for purposes of goal-oriented problem solving, assessment of treatment strategies and provision of practical skills for assisting the recipient in the management of his or her illness.

(j) Commissioner means the commissioner of the New York State Office of Mental Health.

(k) Community education means activities designed to increase community awareness of the manifestations of mental illness and emotional disturbance and the benefits of early identification and treatment.

(l) Complex care management means an ancillary service to psychotherapy psychotropic medication treatment, or crisis intervention services. It is provided by a clinician in person or by telephone, with or without the client. It is a clinical level service which is required as a follow up to psychotherapy psychotropic medication treatment, or crisis intervention service for the purpose of preventing a change in community status or as a response to complex conditions.

(m) Concurrent review means the review of the clinical necessity for continued inpatient behavioral health services, resulting in a non-binding recommendation regarding the need for such continued inpatient services.

(n) Crisis intervention means activities, including medication and verbal therapy, designed to address acute distress and associated behaviors when the individual’s condition requires immediate attention.

(o) Current Procedural Terminology (CPT) means codes used in a coding system for health care procedures as defined in the publication Current Procedural Terminology which is published by the American Medical Association.

(p) Designated mental illness means a disruption of normal cognitive, emotional, or behavioral functioning, which can be classified and diagnosed using the current edition of the Diagnostic and Statistical Manual of Mental Disorders (DSM), other than:

(q) Developmental testing means the administration, interpretation, and reporting of screening and assessment instruments for children or adolescents to assist in the determination of the individual’s developmental level for the purpose of facilitating the mental health diagnosis and treatment planning processes.

(r) Diagnostic and treatment center for the purposes of this Part, means an outpatient program licensed as a diagnostic and treatment center pursuant to article 28 of the Public Health Law which provides more than 10,000 mental health visits annually, or for which mental health visits comprise over 30 percent of the annual visits. A program providing fewer than 2,000 total visits annually shall not be required to be licensed by the office.

(s) Director of community services means the chief executive officer of the local governmental unit.

(t) Episode of service means a series of services provided during a period of admission. An episode of service terminates upon completion of the treatment objectives or cessation of services.

(u) Evidence-based treatment means an intervention for which there is consistent scientific evidence demonstrating improved recipient outcomes.

(v) Family advisor means an individual who has experience, credentials, or training recognized by the office and is or has been the parent or primary caregiver of a child with emotional, behavioral or mental health issues.

(w) Health monitoring means the continued measuring of specific health indicators associated with increased risk of medical illness and early death. For adults, these indicators include, but are not limited to, blood pressure, body mass index (BMI), substance use, and smoking cessation. For children and adolescents, these indicators include, but are not limited to, BMI percentile, activity/exercise level, substance use, and smoking cessation.

(x) Health physical means the physical evaluation of an individual, including an age and gender appropriate history, examination, and the ordering of laboratory/diagnostic procedures, as appropriate.

(y) Health screening means the initial gathering and assessing of information concerning the recipient’s medical history and current physical health status (including physical examination and determination of substance use) for purposes of informing an assessment and determination of its potential impact on a recipient’s mental health diagnosis and treatment, and the need for additional health services or referral.

(z) Healthcare common procedure coding system (HCPCS codes) means a comprehensive, standardized coding and classification system for health services and products.

(aa) Homebound individuals means people who have been determined by a licensed clinician to have a physical and/or mental illness that prevents them from leaving their residence to access mental health services or for whom a physician determines that leaving the residence to access mental health services would be detrimental to their health or mental health.

(ab) Hospital-based clinic means a mental health clinic which is operated by a psychiatric hospital, or is located in a general hospital and is licensed under article 28 of the Public Health Law and article 31 of the Mental Hygiene Law, or is licensed solely under article 28 of the Public Health Law and provides more than 10,000 mental health visits annually, or for which mental health visits comprise over 30 percent of the annual visits. A clinic licensed solely under article 28 which provides fewer than 2,000 total visits annually shall not be required to be licensed by the office.

(ac) Initial assessment means a face-to-face interaction between a clinician and recipient and/or collaterals to determine the appropriateness of the recipient for admission to a clinic, the appropriate mental health diagnosis, and the development of a treatment plan for such recipient.

(ad) Injectable psychotropic medication administration means the process of preparing and administering the injection of intramuscular psychotropic medications.

(ae) Injectable psychotropic medication administration with monitoring and education means the process of preparing, administering, managing and monitoring the injection of intramuscular psychotropic medications. It includes consumer education related to the use of the medication, as necessary.

(af) Limited permit means that the New York State Education Department has determined that permit holders have met all requirements for licensure except those relating to the professional licensing final examination, and that pending licensure limited permit holders are functioning under proper supervision as outlined in the New York State Education Department law governing each of the professions.

(ag) Linkage with primary care means activities designed to promote coordination, continuity and efficiency of mental health services and primary care services received by the recipient.

(ah) Local governmental unit (LGU) means the unit of local government authorized in accordance with article 41 of the Mental Hygiene Law to provide and plan for local or unified services.

(ai) Mental health screening for children means a broad-based approach to identify children and adolescents with emotional disturbances in order to allow for intervention at the earliest possible opportunity.

(aj) Modifiers means payment adjustments made to Medicaid fees for specific reasons such as billing for services in languages other than English and services delivered after hours.

(ak) Non-licensed staff means individuals 18 years of age or older who do not possess a license issued by the New York State Education Department in one of the clinic professional staff categories listed in this Part and who may not provide therapeutic mental health services, except as may be authorized in section 599.9 of this Part. Non-licensed staff includes employees who have a life experience related to mental illness or have education and training in human services.

(al) Office means the New York State Office of Mental Health.

(am) Peer advocate means an individual with personal experience as a mental health recipient, who has training, credentials or experience recognized by the office.

(an) Peer group means a grouping of providers sharing similar features such as geography or auspice.

(ao) Preadmission status means the status of an individual who is being evaluated to determine whether he or she is appropriate for admission to the clinic.

(ap) Preadmission visit means visits provided prior to admission to clinic services.

(aq) Primary clinician is a member of the professional staff responsible for the development and implementation of the treatment plan.

(ar) Professional staff means practitioners possessing a license or a permit from the New York State Education Department who are qualified by credentials, training, and experience to provide direct services related to the treatment of mental illness and shall include the following:

(as) Psychiatric assessment means an interview with an adult or child or his or her family member or other collateral, performed by a psychiatrist or nurse practitioner in psychiatry, or physician assistant with specialized training approved by the office. An assessment may occur at any time during the course of treatment, for the purposes of diagnosis, treatment planning, medication therapy, and/or consideration of general health issues. A psychiatric assessment may include psychotherapy, as appropriate.

(at) Psychiatric consultation means a face-to-face evaluation, which may be in the form of video tele-psychiatry, of a consumer by a psychiatrist or nurse practitioner in psychiatry, including the preparation, evaluation, report or interaction between the psychiatrist or nurse practitioner in psychiatry and another referring physician for the purposes of diagnosis, integration of treatment and continuity of care.

(au) Psychological testing means a psychological evaluation using standard assessment methods and instruments to assist in mental health assessment and the treatment planning processes.

(av) Psychotherapy means therapeutic communication and interaction for the purpose of alleviating symptoms or dysfunction associated with an individual’s diagnosed mental illness or emotional disturbance, reversing or changing maladaptive patterns of behavior, encouraging personal growth and development, and supporting the individual’s capacity to achieve age-appropriate developmental milestones.

(aw) Psychotropic medication treatment means monitoring and evaluating target symptom response, ordering and reviewing diagnostic studies, writing prescriptions and consumer education as appropriate.

(ax) Quality improvement means a systematic and ongoing process for measuring and assessing the performance of clinic services and for conducting initiatives and taking action to improve safety, effectiveness, timeliness, person centeredness or other aspects of services.

(ay) Satellite means a physically separate adjunct site to a certified clinic treatment program, which provides either a full or partial array of outpatient services on a regularly and routinely scheduled basis (full or part time).

(az) Serious emotional disturbance means a child or adolescent has a designated mental illness diagnosis according to the most current Diagnostic and Statistical Manual of Mental Disorders (DSM) and has experienced functional limitations due to emotional disturbance over the past 12 months on a continuous or intermittent basis. The functional limitations must be moderate in at least two of the following areas or severe in at least one of the following areas:

(ba) Specialty clinic means a clinic designated by the commissioner as specializing in the provision of services to children who have a designated mental illness diagnosis and an impairment in functioning due to serious emotional disturbance.

(bb) Supplemental payment means payments in addition to the service fee amount.

(bc) Treatment planning is an ongoing process of assessing the mental health status and needs of a recipient, establishing his or her treatment and rehabilitative goals and determining what services may be provided by the clinic to assist the individual in accomplishing these goals.

(bd) Visit means an interaction consisting of one or more procedures occurring between a recipient and/or collateral and the clinic staff on a given day.

(be) Weight means a numeric value that reflects the relative expected average resource utilization for each service as compared to the expected average resource utilization for all other services.