Welcome to the Virginia Independent Clinical Assessment Program (VICAP)

Effective July 18, 2011, the Department of Medical Assistance Services (DMAS) requires that individuals seeking Medicaid Community Mental Health Rehabilitation Services have an Independent Assessment completed by a Licensed Mental Health Professional. DMAS has designated local Community Services Boards as the agency to conduct these evaluations. The services requiring an Independent Clinical Assessment include:

Mental Health Support Services
Therapeutic Day Treatment Services
Intensive In-Home Services

Call now to schedule appointments.

In order to schedule the Independent Clinical Assessment, the parent or guardian must contact:

(757) 251-1300

Hampton-Newport News Community Services Board

600 Medical Drive

Hampton, Virginia 23666

(directly behind Sentara Careplex Hospital)

Office Hours: 8:00 a.m. to 5:00 p.m. for scheduling appointments

It is important to bring the following items to the appointment:

Medicaid Card
IEP and School Disciplinary records for past 6 months
Records from other behavioral healthcare services your child has received
DSS, FAPT and Juvenile Court records if applicable
Any other pertinent information regarding the child's conduct or habits

FAQS for Parents/Guardians

Parent/guardian should call Logisticare at 1-866-386-8331 and request transportation for an "Urgent Independent Clinical Assessment", if request for service is Intensive In-Home Services; For MCO, parent/guardian should call MCO routine transportation number and state the need for an "urgent" appointment if requesting Intensive In-Home Services
The Independent Clinical Assessment indicates clinical level of need and makes a recommendation to meet the need at that point in time
The process promotes Freedom of choice of providers with a list of qualified, local providers
The parent/guardian will choose and contact the provider
An Authorization with specific purpose of exchanging VICAP requires parent/guardian signature prior to release of information to all providers or individuals

LINKS

CSB Contact Information for an Independent Assessment for Children's Services
Fact Sheet

VICAP Documents

Provider Updates

Please visit the DMAS webpage to review the Independent Clinical Assessment Stakeholder Presentation meeting held on April 5, 2012 at http://dmasva.dmas.virginia.gov/Content_atchs/obh/bh-vicap_stks_prntn.pdf

Helpful Tips to Assist Parents:

Provide Full Provider contact information to include fax number to expedite the forwarding of the assessment.

Release of information procedure: If the CSB/BHA has a signed release of information, it will send a copy of the independent clinical assessment in a secure manner to the provider within 5 business days of receiving a request for the document or generally the next business day if a consent is provided by the parent on the date of the appointment.

Please be sure to contact DMAS to ensure accuracy on the DMAS distributed provider lists. Changes and additions can be submitted to cmhrs@dmas.virginia.gov

Please forward the most current clinical information of the child/youth with the parent that outlines clinical necessity, all involved services and risk levels.

FAQs for Providers

**Please Provide Provider Fax Number to Parent for Release of Information to be Expedited

Effective September 1, 2011, a completed independent clinical assessment will be required for those individuals up to the age of 21 who are currently receiving services and whose service reauthorization is due for dates of service on or after September 1, 2011 for IIH, TDT and MHSS
CSBs/BHAs are completing independent clinical assessments to provide clinically indicated services correlating with the presenting needs; Providers are continuing to complete Clinical Assessments to seek authorization of service; KePro determines the final decision for service authorization.
The Right to Appeal process with KePro is unchanged.
A provider may transport the parent/child to the Independent Assessment, however, DMAS established that the provider will not join the assessment.
The Independent Assessment is good for 30 days and may be amended if significant changes occur within that time period.
A new Independent Assessment will need to be conducted after the 30-day period.
Both the child and parent/guardian will need to participate in the Independent Assessment.
If a family does not show for the scheduled Independent Assessment, the appointment will need to be rescheduled by the parent/guardian.
Case Managers can accompany the child/parent/guardian within the Independent Assessment.