Updated QMHP Onboarding Policy: System Access, Training, and Certification Requirements

To improve compliance, documentation accuracy, and staff readiness, we have updated the QMHP onboarding process for system access, training completion, and certification uploads.

This updated process is designed to ensure that all newly onboarded QMHPs have the appropriate system access, complete all required training, and have their certifications properly uploaded and verified before being assigned to an active site.

User Access Requests

Before a new QMHP can receive access to Texas Care systems, the onsite admin or designated onboarding staff member must complete aUser Request FormonTexascaresupport.com.

The User Request Form must include the staff member’s entity information, main site, role, contact information, and the information for the person submitting the request.

Admins must also acknowledge that once the staff member’s Notenetic account is created, the entity will begin being charged for that account.

Please note that corporate has3 business daysfrom the date the completed User Request Form is received to process the request.

NurtureBeast Training Requirements

Once the request is processed, the staff member will receive access to NurtureBeast training based on their role.

Staff are responsible for completing all assigned training modules and downloading certificates for each completed module. These certificates must be sent to the onsite admin or designated onboarding staff member so they can be uploaded into the staff member’s Notenetic profile.

Notenetic Onboarding Site Assignment

New staff will initially be assigned to the“Onboarding”site in Notenetic.

Staff assigned to the Onboarding site will not be able to view clients or provide services. This site is used only for onboarding purposes so the admin can upload required certifications and ensure all documentation is complete before the staff member is moved to an active service site.

Certification Upload Process

The onsite admin is responsible for uploading all required certifications into the staff member’s Notenetic profile.

Certifications must be uploaded under the staff member’s profile by selectingCertificationsfrom the left-side menu. Admins must upload each certificate, enter the correct expiration date, and mark the certification as complete.

Once all required certifications have been uploaded, the onsite admin must notify the corporate office that the staff member’s documentation is ready for review.

Corporate will verify the documentation. Once everything is complete, the staff member will be assigned to their appropriate active site.

Monitoring Expiring Certifications

Staff will receive email reminders when certifications are approaching expiration. However, onsite admins are also responsible for monitoring certification compliance.

Admins can review upcoming expirations by pulling the following report in Notenetic:

Top Menu > Reports > Staff Certifications Report > Filter by “Expiring Soon (60 Days)”

This report should be reviewed regularly so certifications can be renewed before they expire.

Important Compliance Reminder

Certifications in Notenetic are restrictive. If a required certification expires, the staff member will be unable to complete notes.

There will beno exceptionsfor expired certifications.

Staff must maintain current certifications at all times in order to continue documenting services. This policy helps protect compliance, prevent documentation issues, and ensure all staff are properly trained and cleared before providing services.

Effective Date Requirement:Certifications for all existing staff must be uploaded and updated in theCertificationstab byJuly 6th. No exceptions will be made after this date. All new staff must follow the updated onboarding and certification procedure immediately.