Preventing Duplicate Intakes Across Profiles

Purpose: To prevent duplicate intakes and ensure accurate billing, documentation, and continuity of care, in accordance with Medicaid and private insurance rules that generally allow only one intake per client per year. Required Process:

1. CSR Verification

Confirm whether a Medicaid intake exists under any linked profile before scheduling a couples intake

2. Appointment Coding

l If an intake exists, schedule as a standard couples session, not an intake

l Use the correct billing code; clinicians should not change it

3. Internal Alerts & Notes

l Add an appointment alert on the couples session noting intake was completed on the individual profile

l Add a note in patient comments:

“⚠ Medicaid intake completed under linked individual profile on [date]. No additional intake permitted.”

4. Intake Status Flag

Add an Intake Status Flag in the couples profile for visibility to therapists and scheduling staff

5. Communication to Therapist

Email the assigned couples therapist ahead of the session confirming the intake was already completed