Behavioral Health Capacity Registry

Upcoming Question & Answer Session

Please join us Thursday, March 4, from 3-4 p.m. to learn more about the Behavioral Health Capacity Registry.  We will hold an informal, open forum to help you understand registry requirements.

Who should attend: Program administrators and individuals who track and update capacity information at their facility

No registration is necessary but the total number of attendees is limited to 250 people. Please bring your questions!

Connection Info

Video: http://meet.google.com/vum-scsz-pki

Phone: 1-315-758-0122  PIN: 510 084 899#

 

View of bed through magnifying lens

System implementation update: The implementation of the Behavioral Health Capacity Registry has been postponed until April 1, 2021. This decision was made, in part, because the Colorado Department of Health & Environment (CDPHE) has until then to promulgate new rules for licensing facilities. Because this has the potential to impact the Behavioral Health Capacity Registry, we want to ensure that any changes are represented.

About the Behavioral Health Capacity Registry

During the 2019 Colorado legislative session, Governor Jared Polis signed House Bill 19-1287, which statutorily requires the creation of a statewide, online registry for behavioral health capacity. The Colorado Department of Human Services, Office of Behavioral Health (OBH) is currently developing the Behavioral Health Capacity Registry, which is scheduled to go live April 1, 2021 (previously January 1, 2021; see above for details).

The Behavioral Health Capacity Registry will be an online tool that will increase efficiencies in placing individuals in mental health and substance use disorder treatment. This centralized tracking registry will be updated with timely capacity information. In particular, the Behavioral Health Capacity Registry will track availability for mental health and substance use disorder treatment beds, and whether licensed Opioid Treatment Programs are accepting new clients.

The following page offers more information and will be updated regularly as the system is developed throughout the year.

Frequently Asked Questions

What is the Behavioral Health Capacity Registry?

What is the Behavioral Health Capacity Registry?

The Behavioral Health Capacity Registry will be an online centralized registry that will provide updated (at least daily) information on mental health and substance use disorder treatment capacity at facilities across Colorado. The Behavioral Health Capacity Registry will track availability for mental health and substance use disorder treatment beds. The Behavioral Health Capacity Registry will further track whether or not Opioid Treatment Programs are accepting new clients.

See: Who will be required to update their information in the Behavioral Health Capacity Registry

What substance use disorder (SUD) treatments are covered by the Behavioral Health Capacity Registry?

"Treatment" (specific to SUD treatment) is defined in 27-81-102(14), C.R.S. as "[...] the broad range of emergency, outpatient, intermediate, and inpatient services and care, including diagnostic evaluation, medical, psychiatric, psychological, and social service care, vocational rehabilitation, and career counseling that may be extended to a person with a substance use disorder, a person incapacitated by substances, a person under the influence of drugs, and a person intoxicated by alcohol."

Why does Colorado have a Behavioral Health Capacity Registry?

During the 2019 Colorado legislative session, the Colorado General Assembly enacted House Bill 19-1287, which statutorily requires the creation of a statewide, online capacity registry for behavioral health. The bill mandates that the Office of Behavioral Health:

“[create] a behavioral health capacity tracking system of available treatment capacity and medication-assisted treatment programs [to] help families, law enforcement agencies, counties, court personnel, and emergency room personnel locate an appropriate treatment option for individuals experiencing behavioral health crises…[in order to]... decrease the time that individuals wait in emergency rooms, ensure that existing resources are maximized, and increase the likelihood that individuals in crisis receive services closer to their community.”

What is the impact of the Behavioral Health Capacity Registry?

The Behavioral Health Capacity Registry will increase efficiencies in placing individuals in mental health and substance use disorder treatment beds around the state by creating a centralized tracking registry that displays bed availability and inclusion/exclusion criteria for treatment. Ultimately, this registry will decrease the amount of time that individuals wait in emergency rooms, ensure that existing resources are maximized, and increase the likelihood that individuals in crisis receive services closer to their community.

Who is designing the Behavioral Health Capacity Registry?

The Office of Behavioral Health at the Colorado Department of Human Services is designing the Behavioral Health Capacity Registry with input from an advisory committee, facility representatives from across Colorado, and other stakeholders. OBH is also using the lessons learned from other state registries to inform the development of the Behavioral Health Capacity Registry.

When will the Behavioral Health Capacity Registry go live?

The Behavioral Health Capacity Registry will officially go live and be available for all providers on April 1, 2021 (previously January 1, 2021; see system implementation update at the top of the page for more information).

Will information from the Behavioral Health Capacity Registry be available to the public?

Initially, the Registry information will not be public-facing. However, the most effective solution enables  sharing capacity information with as many people as possible. OBH is exploring options to disseminate registry information to the public in later phases. 

How to use the Behavioral Health Capacity Registry 

What type of information will my facility need to enter?
  • Facility types 1 - 6 above will be required to update their behavioral health bed availability (called “beds”).

  • Facilities will not be required to register or update services that do not require an overnight stay (e.g., partial hospitalization, intensive outpatient treatment).  Facility type 7 above (Opioid Treatment Programs) will be required to update whether or not they are accepting new clients (called “slots”).

When asking for bed capacity, is this facility capacity, staffed capacity, funded capacity, or pandemic capacity?

Providers should indicate the number of licensed behavioral health beds in their program in the “total capacity” field. We understand that there is often nuance to this, so there is a notes section if providers would like to add additional or clarifying information.

Do we need to provide exact numbers that are open or just that we have availability?

Providers should indicate the number of licensed behavioral health beds in their program in the “total capacity” field. We understand that there is often nuance to this, so there is a notes section if providers would like to add additional or clarifying information. 

Can EMResource accept daily electronic uploads?

At this time, electronic uploads are not possible. OBH continues to investigate this possibility, as well as securing additional funding needed for developing and maintaining such a system.

If we take walk-ins (unlimited) M-F, is there a space for that to be noted rather than daily updates?

Yes, there is a comment field for “Accepting OTP Admissions” where you can make notes specific to your program. 

For facilities with two or more programs (e.g., detox and residential), will those beds be differentiated in the system?

Yes. The system will track beds at the program level; therefore, facilities with more than one program type will enter information specifically for that program. 

Can I search for specific types of beds or inclusion/exclusion criteria?

In short, yes. Inclusion and exclusion criteria describe the specific populations and conditions that a bed/facility will accept for treatment. These criteria may include diagnosis, acuity of the client, age, gender, symptom severity, and co-morbidities. For example, a facility may only treat female clients, or may not be equipped to care for clients who are actively using substances. We are currently working with an advisory group and our vendor to determine the specific search criteria to help you locate an open bed.

Can I reserve a bed on the Behavioral Health Capacity Registry?

The Registry is not a reservation system. When a potentially available bed is located on this web site, providers must still contact the facility to discuss potential patient transfers and to make arrangements for services unless the program indicates that they have a “drop in” service.

Who will use the Behavioral Health Capacity Registry?

Who will have access to the Behavioral Health Capacity Registry?

The Behavioral Health Capacity Registry is available to registered users only. Programs that are required to update their information will have the ability to update their own information and search capacity at other sites. At the initial release, the Colorado Crisis Hotline and police officers and paramedics who currently have access to EMResource will be able to view capacity information.   

Who will be required to update their information in the Behavioral Health Capacity Registry?

The following entities will be required to update their BEHAVIORAL HEALTH bed or slot information; further refinement of facility type will be updated, as needed.

  1. Facilities that provide evaluation and treatment to those held under an emergency commitment (pursuant to section 27-81-111 or section 27-82-107)
  2. Facilities that provide evaluation and treatment to those held under an involuntary commitment (pursuant to section 27-81-112 OR SECTION 27-82-108)
  3. Facilities that provide evaluation and treatment to those held under an civil commitment (pursuant to section SECTION 27-65-105). This includes crisis stabilization units, acute treatment units, community mental health centers, and hospitals (including psychiatric). 
  4. Inpatient treatment facilities (i.e., State psychiatric, VA Medical Center, other hospitals)
  5. Residential treatment facilities (i.e., SUD residential treatment centers (ASAM 3.1, 3.3, 3.5 &3.7), acute treatment center, crisis stabilization unit, crisis respite)
  6. Withdrawal management facilities (ASAM 3.2WM & ASAM 3.7WM)
  7. Opioid treatment programs that are licensed to compound, administer, or dispense a controlled substance (pursuant to section 27-80-204).

Medical providers not listed above who provide behavioral health treatment may request permission to participate in the Behavioral Health Capacity Registry from the Office of Behavioral Health.

Is this only for providers that take Medicaid?

No, the Behavioral Health Capacity Registry is designed to capture all behavioral health programs with beds in the State, regardless of payer source. The registry will have a field to capture which payers the program accepts.

Will first responders such as police and paramedics have access to the Behavioral Health Capacity Registry?

Yes. The data system supporting the Behavioral Health Capacity Registry is EMResource. EMResource currently allows access for police and paramedics. 

Are sober living homes that do not provide behavioral health treatment included in the Behavioral Health Capacity Registry?

No, sober living homes that do not provide behavioral health treatment are not included in the Behavioral Health Capacity Registry.

Do facilities licensed as Residential Child Care Facilities (for youth) need to participate in the Behavioral Health Capacity Registry?

If your facility or program provides inpatient treatment for mental health or substance use services, then your program must participate.

Do freestanding inpatient psychiatric providers need to participate in the Behavioral Health Capacity Registry?

If your facility or program provides inpatient treatment for mental health or substance use services, then your program must participate.

Do acute care hospitals that do not have dedicated behavioral health beds need to participate in the Behavioral Health Capacity Registry? For example, our facility does evaluations for mental health holds and involuntary commitment in our emergency department, but we don't have dedicated beds. 

HB 1287 specifies that facilities who conduct evaluations and treatment for emergency, involuntary, and civil commitments participate in the Behavioral Health Capacity Registry, so even those without dedicated beds need to participate. 

We provide 24-hour residential treatment for adults with major mental illness (not SUD), but are licensed under CDPHE as an assisted living residence. Will we need to report daily when this starts?

Assisted living centers are not required to participate in the Behavioral Health Capacity Registry.

Will Managed Service Organizations (MSOs) have view access?

With a few exceptions, access to EMResource is generally restricted to those entering information about their program. OBH, however, recognizes that the Capacity Behavioral Health Capacity Registry offers the most value when all providers and the general public can view the information. We are currently discussing options to enhance the ability to share this information, although that will not be possible at the initial launch.

Will outpatient mental health providers and prescribers have access to view?

The EMResource platform only enables registered users to access the system, which includes programs with behavioral health beds, the Crisis line, and some EMT and police officers.  However, to be most effective, it is important that as many people as possible are able to view the information. OBH is exploring avenues to provide broader access to the information. 

With the reduced appropriations for the Behavioral Health Capacity Registry in HB 1391, are providers still obligated to update their information?

Yes, once the system is up and running, providers will be obligated to update their bed information.

When will the Behavioral Health Capacity Registry be updated?

How often will the Behavioral Health Capacity Registry be updated?

Per statute, providers will be required to update their bed and slot availability at least once every 24 hours. OBH is proactively engaging stakeholders while developing the Behavioral Health Capacity Registry so that the design of the registry maximizes the likelihood of compliance.

Do providers need to update their information by a certain time each day (e.g., before 10 a.m.)?

No, as long as your facility updates your program information at least once daily, you will be in compliance with the terms of the legislation. 

Does this need to be updated on weekends as well?

If the program is open, yes, the Behavioral Health Capacity Registry needs to be updated on weekends.

We are open on weekends and holidays, but have minimal staff and no intakes, so the data will not change. Are we going to require nurses to update during these times?

Yes, per legislation, daily updates are required when programs are open.

OTPs have federally approved closures on Sundays and [federal] holidays, and limited staff on Saturdays. Will OTPs need to update the Behavioral Health Capacity Registry on those days?

If your OTP is closed, then you will not be required to update the Behavioral Health Capacity Registry. However, on days that your program is open, daily updates are required.

Since the system defaults to your most recent selection, is the expectation to do a daily update even if your status has not changed?

Yes, per legislation, daily updates are required.  The system will automatically timestamp when a user saves their update information so that viewers can see the most recent update provided by programs.

Will updates be time stamped?

Yes, EMResource automatically creates a timestamp when updates are saved.

 

Resources

House Bill 1287: Treatment For Opioids And Substance Use Disorders

U.S. Department of Health and Human Services Inpatient Inpatient Bed Tracking Report: Looks at whether states are making information on open beds available to consumers, the impact of effect that inpatient bed tracking had on patient access, and the challenges that remain with inpatient bed tracking systems.

National Association of State Mental Health Program Directors Report: Experiences and Lessons Learned in States with On-Line Databases (Registries) of Available Mental Health Crisis, Psychiatric Inpatient, and Community Residential Placements

Slide Deck: Behavioral Health Capacity Registry Question & Answer Session with Providers - Dec. 14, 2020

Contact

David Corral, Provider Liaison Data Specialist
Office of Behavioral Health
David.Corral@state.co.us