1. New Jersey Substance Abuse Monitoring System
Welcome to NJSAMS
New Jersey Substance Abuse Monitoring System
Last Release Date – September
Brian Regan – Assistant Director (OIS)
Nitin Garg – IT Manager
Kyu Kyu Hlaing– Research Scientist 1
Chandra Akenapalli – Application Architect

2. NJSAMS
INTRODUCTION
The IME will serve as a single point of entry for those seeking treatment for substance use disorders and will ensure that individuals are receiving the right level of care for the right duration at the right intensity for IME managed initiatives. IME will use ASAM criteria to approve addiction treatment placements and continuing care stays for individuals being served through IME managed state initiatives and Medicaid covered services and providers.

3. NJSAMS Flowchart

4. New terminologies in NJSAMS
Clinical authorization :
Authorization obtain by IME is called as Clinical authorization.
Its is relevant to IME managed initiatives funding source only
Providers will submit request to IME for clinical authorization with the exception of standard outpatient and OPIOID maintenance outpatient .
Clinical authorization comprises of two steps:
Clinical approval: Where DSM-5 and LOCI-3 report will be reviewed by IME.
Treatment authorization : Where IME will obtain authorization number from fiscal entity.
Extension request will follow the clinical authorization process
Admin authorization:
Authorization obtain by provider, without IME intervention is called as admin authorization.
Its is relevant to both IME managed and non IME managed initiatives funding source.
All authorization for Drug court, SBP and DOC are considered as admin authorization.
Authorization, for IME managed initiatives, after clinical authorization and prior to extension request limits are considered as admin authorization.

5. New Core Features Admission Module:
Client funding source has moved to the beginning of the admission process.
Fee for Service initiatives are categorized as Managed and non-managed initiatives
A significant change in client admission statuses. As the admission moves through, the client status will be changed according to the client funding source and IME approval.
Authorization :
Service providers send clinical/financial request to IME
Clinical requests approval by IME
Securing financial treatment authorization by IME after clinical approval
Obtaining admin treatment authorizations by service provider for Managed Initiatives
Extensions:
ERL for Non-managed Initiatives and for Managed Initiatives
Miscellaneous:
All authorizations are admin authorization for non-managed initiatives and service providers will secure them.
Various ad-hoc reports for IME

6. Admission (Funding Source Selection)
Completing client’s admission is a prerequisite to proceed to a treatment authorization for both Managed and Non-Managed initiatives. All required information must be entered in admission module to submit a clinical request to IME for managed initiative and to consider as admitted for non-Managed initiatives .
In admission module funding source selection has been moved from seventh accordion to first accordion.
New funding source screen in admission module :

7. Funding Source Categories
In NJAMS 3.4 release, funding sources are categorized as ,
Managed Initiatives
( Medicaid, DUII, SJI and MATI )
Non-Managed Initiatives (DC,SPB,DOC)
Other public funding
Other non-public funding
Service provider is required to send a request to IME for clinical approval
No Clinical Approval is required and no request need to send to IME.
(Women Set a Side, MATI-MMU enhanced services can be requested by providers)
Service providers can secure authorization by themselves

8. Funding Source Categories
Managed Initiatives: Medicaid, DUII, SJI ,MATI, NJSI and SAPTI.
If client’s funding source is chosen as one of those initiatives in first accordion of admission section and entered all required fields then client admission status will be updated to “Admission – Pending Submission to IME” and Button “Clinical Authorization” will be enabled at left side navigation.
Service provider is required to send a request to IME for clinical approval and IME will secure financial authorization for service provider after clinical request has been approved.
“Treatment Authorization” button will be enabled at left site navigation to secure enhancement services and subsequent admin authorizations at provider’s end once clinical authorization has been obtained by IME.
Non-Managed Initiatives: Drug Court (DC), Stare Parole Board (SPB) and Department of Corrections (DOC).
Non-managed initiatives have higher priority in terms of initiative eligibility over managed initiatives and other funding source.
If client’s funding source is chosen as one of the non-managed initiatives and entered all required fields in admission section then client admission status will be changed to “Admitted”.
“Treatment Authorization” button will be enabled at left navigation for all admitted clients so service providers can secure treatment authorization.
Service providers can secure authorization by themselves.
Other public funding: General DAS slot, Women Set a Side, MATI-MMU, County Funding, Chapter 51, Youth Service Commission, PIP, SAMHSA – General, MATOP, Medicare, WFNJ
Client’s funding source is chosen as other than managed and non-managed (E.g. Self pay, private insurance, County Funding etc.) and entered all required fields in admission section then client admission status will be changed to “Admitted”. No Authorization is required and no request need to sent to IME.
Other non-public funding: Self/Family pay, Private insurance. No fee/No payer/ charity
Client’s funding source is chosen as other than managed and non-managed (E.g. Self pay, private insurance etc..) and entered all required fields in admission section then client admission status will be changed to “Admitted”. No Authorization is required and no request need to sent to IME.

9. Client Admission Statuses
There are significant changes in client admission statuses as compared to NSJAMS previous versions. In previous version, if all required fields are entered in admission section then client status will be updated to “Admitted”, whereas in from NJSAMS 3.4 release onwards, client’s admission status depends on Client Payer Source and IME approval.
Below are various admission statuses in NJSAMS 3.4 release onwards:
Admission in Progress: First accordion saved and remaining required fields in admission section are incomplete.
Admission – Pending Submission to IME:  Required fields in admission section are completed and selected funding source is Managed (Client is ready to send IME for clinical approval).
Admission - Clinical Approval Pending: Funding is Managed and request has been sent to IME for approval
Admission - Clinically Denied: Funding source is managed; clinical request has been reviewed and denied with a reason by IME.
Admission - Clinically Approved: Funding is Managed, Request has been reviewed and approved (No authorization has been secured yet).
Admission – Care coordination: Funding is managed; Request has been reviewed and approved but unable to secure an authorization. Agency can change the client funding source if any other funding is available (other than non-managed).

10. Admission Status Continue..
Admission in Progress
Client’s admission started but required fields in admission section are incomplete.
Admission – Pending Submission to IME
Required fields in admission section are completed and selected funding source is managed
Admission - Clinical Approval Pending
Funding source is managed and request has been sent to IME for approval
Admission - Clinically Denied
Admission - Clinically Approved
Admission – Care coordination
Funding source is managed; clinical request has been reviewed and denied with a reason by IME.
Funding source is managed; Request has been reviewed and approved (No authorization has been secured yet).
Request has been approved but IME unable to secure an authorization (various reasons)

11. Admission Status Continue..
Admitted : If Client meets any one of the below criteria
If funding is managed and authorization has been secured
If funding is not managed and required fields are entered in admission section.
Disregarding of funding source if level of care is standard outpatient and OPIOID maintenance outpatient and required fields are entered in admission section.
Admitted – Pending Submission to IME : Funding is managed; client is receiving treatment and requires another clinical approval after subsequent admin authorizations (When funding source change during the treatment).
Admitted – Subsequent Clinical Approval Pending : Funding is managed, client is receiving treatment and a clinical request has been sent to IME for another clinical approval after subsequent admin authorizations (When funding source change during the treatment).
Admitted – Subsequent Clinical Request Denied : Funding is managed, Client is receiving treatment and a request has been sent to IME for another clinical approval but request has been denied.
Admitted – Subsequent Clinical Request Approved : Funding is managed, Client is receiving treatment and a request has been sent and was approved by IME
Admitted – Subsequent Clinical Approval Pending (ERL) : Funding is managed, client is receiving treatment and a Extension Request LOCI has been submitted to IME for continuing authorization within the same initiate and level of care.
Admitted – Subsequent Clinical Request Denied (ERL): Funding is managed, Client is receiving treatment and ERL request has been denied by IME.
Admitted – Subsequent Clinical Request Approved (ERL): Funding is managed, Client is receiving treatment and ERL request has been approved by IME.

12. Admission Status Continue..
Admitted
If funding is not managed and required fields are entered in admission section
If funding source is managed and authorization has been secured
Funding Source is managed;
Client is receiving treatment and client’s funding source was changed.
Funding Source is managed;
Client is receiving treatment and requires continuing authorization.
ERL List
Admitted – Pending Submission to IME
Admitted – Subsequent Clinical Approval Pending (ERL)
Admitted – Subsequent Clinical Approval Pending
Funding Source is managed and ERL request has been sent to IME for approval.
Funding Source is managed and Clinical request has been sent to IME for another clinical approval.
Admitted – Subsequent Clinical Request Denied (ERL)
Admitted – Subsequent Clinical Request Approved (ERL)
Admitted – Subsequent Clinical Request Denied
Admitted – Subsequent Clinical Request Approved
ERL Request has been sent to IME but request has been denied.
ERL Request has been sent to IME and request has been approved.
Request has been sent to IME for another clinical approval but request has been denied.
Request has been sent to IME for another clinical approval and request has approved

13. Clinical Review Request to IME (Providers)
Service providers must send a request to IME for clients who need clinical/financial authorization for approval.
Click on “Clinical Authorization” button from left side navigation from DASIE Client Search which will display two tabs , Clients Require Authorization and Sent Requests. (OR Click on “Clinical Authorization” button from left side navigation from Client Quick Links to get screen specific to that client)
Clients Require Authorization: All clients that require Clinical approval will be listed here. (including clients whose request was denied after review by IME)

14. Request To IME continue.. (Providers)
On clicking “Request to IME” button system redirects to a new screen where agency can enter Authorization start date and Send Request to IME for clinical/financial approval.
  Validation: Authorization start date cannot be before admission date, Future authorization date is allowed (up to seven days from current date)

15. Clinical Review Request to IME continue.. (Providers)
Clients sent for clinical Review : All clients sent to IME for clinical review will be listed in this list. Until the request has been reviewed the status will display as “Pending Review”. Once reviewed by IME, appropriate status will be displayed.
Click to see more information

16. Cancel The Request (Providers)
A request can be cancelled if a request has been sent in error before it is reviewed by IME (by clicking on the “Cancel Request” button)

17. Funding Source Change (Providers)
Any change in funding source during the treatment, then current active authorization (if any) must be cancelled before changing to new funding source. System will give a message to cancel authorization if any active authorization is found.
Client admission status will change to “Admitted – Pending Submission to IME” if funding source changes to managed initiative after admission.
If Client status is “Admission - Clinical Approval Pending /Admitted – Subsequent Clinical Approval Pending/ Admitted – Subsequent Clinical Approval Pending (ERL)” or “Admission - Clinical Approved/Admitted - Subsequent Clinical Request Approved/Admitted - Subsequent Clinical Request Approved(ERL) “ then “Change Funding Source” button will be disabled in admission module.

18. Clinical Request Review by IME (IME)
IME must review clinical/financial requests received from service providers. When IME logs in, a button “Clinical Authorization” will appear on left navigation.
Clients To Be Reviewed : A list of clients requires clinical approval will be listed in a grid in the order they were received by date.

19. Review By IME continue.. (IME)
On clicking “Review” button system redirects to a new screen where IME can update the status (Approve or Deny) after reviewing DSM-5 and LOCI-3 reports.

20. Review By IME continue.. (IME)
If clinical request is “Approved” then client’s admission status will change to “Admission - Clinically Approved”
On clicking “ Go To Treatment Authorization ” link , system redirects users to “Treatment Authorization” module.

21. Review By IME continue.. (IME)
At the bottom section page will display History of Clinical authorization along with LOCI and DSM report for this client.
If clinical request is “Denied” then client’s admission status will be “Admission - Clinically Denied”. Denial reason must be selected from dropdown list if request is denied. A comments box is also available for IME to communicate to providers on any information related to clinical request
Denial Reason :
If a clinical request is denied then service providers may update either DSM-5 or LOCI-3 or both as per denial reason given by IME reviewers and re-submit clinical request to IME for approval.

22. Review By IME continue.. (IME)
Clinical Requests Reviewed: All clinical requests that have been reviewed by IME will be listed here.

23. Treatment Authorization/Financial Authorization
Treatment Authorization Module for IME:
In previous versions, Service providers are the only authorized users to access treatment authorization module, now IME staff also will have the access to treatment authorization module for managed initiatives.
“Treatment Authorization” link will be enabled for IME only if the client is clinically approved. IME UM role is the only authorized users for this module.
Change/confirm initiative and site license number by IME: In treatment authorization module, IME has the ability to override client initiative and site license number before securing financial authorization from CSC.

24. Medicaid Authorization
IME will enter Medicaid authorization number, Service start and End dates in NJSAMS application if client is eligible for Medicaid.
If a client is eligible for Medicaid and IME approves Medicaid funding source then a message will be given to IME to enter Medicaid authorization number.

25. Summary of Benefits Report

26. Extension Request
Extension Request LOCI (ERL) is the process to allow the Fee for Service client to continue in current treatment beyond pre-defined treatment days for an initiative and level of care (other than Outpatient). Agency required to re-evaluate client’s complete LOCI and provides counselor interventions to support client’s stay in current treatment episode.
Client requires an extension request to continue in current treatment level of care beyond number of days before extension is needed. Clients due for ERL will listed in "Clients due for ERL". Search client in ERL due list, if found click on “Start New ERL” button next to client name in the grid  which will allows to complete a new LOCI and flagged to identify as an extension request LOCI.
Note: 1. Medicaid Clients will be listed in ERL due list 10 days before expiring current authorization.
2. Agency must submit Medicaid OP ERL ONLY when client’s $6000 cap is about to expire.
Complete regular/OTP LOCI and counselor intensions to support client’s continuing stay in current treatment level of care. Enter number of days required , check client consent to continue in treatment and “Save and Send For Review”.
Agency can secure admin authorizations until number of days before extension is reached and Extension Request LOCI (ERL) is required.

27. Extension Request continue..

28. Changes in LOCI3
COWS, CIWA-Ar, Blood Pressure (BP) can be entered for both Regular and OTP LOCI

29. Changes in LOCI3
“No Level of Care is Indicated” option is available for selection of Level of Care Indicated in LOCI-3 on LOCI-3 Summary section.

30. Changes in LOCI3
LOCI-3 type selection section is redesigned.

31. NJSAMS - Flowchart

32. Upcoming Features
Electronic Health Record (EHR) Upload EHR upload feature will be available in DASIE to upload client demographic information, extracted from EHR records. Once records are uploaded, Service providers can continue client's DASIE to Admission section.
Real-time Medicaid Enrollment Verification Client Medicaid Enrollment can be verified through DASIE at the time of intake. System will allow to select Medicaid as client’s funding source if client is enrolled in Medicaid.
Medicaid Presumptive Eligibility Medicaid presumptive eligibility allows to get access to Medicaid services without having to wait for their application to be fully processed. Service providers can submit clinical request to IME for those qualified clients.
Drug Court – Medicaid Client can be issued Medicaid PA’s, if client is enrolled in Medicaid and has been referred from Drug Court vicinages. A request must be submitted to IME.

33. Thank You !!!
- NJSAMS OIS Team