Working with clients covered by Kaiser

This article addresses the following topics:

• Our contract with Kaiser Southern California.
• Expert tips on how to work with clients covered by Kaiser. 
• A walk-through of how you can bring clients covered by Kaiser to join you at Rula.
• Additional information on the Kaiser Psychiatry referral process including:
  • therapy services,
  • referrals,
  • authorizations from Kaiser, and
  • addressing/managing patient behavioral health emergencies.

Does Rula accept clients covered by Kaiser?

Yes, we are currently contracted with Kaiser Southern California. Clients covered by Kaiser SoCal must be referred to Rula by their Kaiser PCP.  

Can I bring clients covered by Kaiser with me when I join Rula?

Yes, you can refer Kaiser-covered clients to join you at Rula. However, clients covered by Kaiser will first need to obtain a referral from Kaiser.

To do this, they’ll call Kaiser directly at one of the following numbers, depending on their location:

Southern California
Available Monday through Friday, 8:00 am to 5:30 pm

1-833-579-4848 (TTY 711)

Hawaii
Available Monday through Friday, 8:00 am to 5:00 pm:

• • Oahu: 808-432-7600
  • Neighbor Islands: 1-888-945-7600

Once they have a referral from Kaiser you can share your unique referral link with the client. Your Provider Success Associate (PSA) will send you your unique link after you have completed onboarding.

Your unique referral link acts as an intake form for the client. Once they have it filled out and submitted we will verify their benefits and schedule them on your calendar. Clients can even pre-select a specific date/time that matches their previous sessions with you so that our Scheduling team will know where to place them on your calendar.

Is there anything different I need to know about treating a client covered by Kaiser? 

Yes. Kaiser provides an initial referral for up to 16 sessions across all modalities (i.e., individual, couples, and family therapy). Historically, approximately 65% of clients will complete treatment in less than 16 sessions. The Clinical Care Review takes place automatically in the background of your practice. There is no need for therapists to count sessions or reach out to Rula to request a review. There is no need for the client to count sessions or reach out to Kaiser to request additional care. 

For more details, please look at the section related to our Clinical Care Review process.

Adding additional therapy services

Clients covered by Kaiser do not need a 2nd referral or authorization from Kaiser to receive couples or family counseling in addition to individual therapy. Our practice here is to work off of one authorization.

Creating Psychiatry referrals for clients covered by Kaiser

Rula is not in-network for Kaiser Psychiatry, so clients covered by Kaiser who need to be referred to psychiatry cannot be referred internally within the Rula network; they must be referred back to Kaiser per their regulations.

This referral process can be initiated by filling out the Care Coordination Request Form.

The care coordination team will process your request and submit the psychiatry referral to Kaiser who will then schedule a medication evaluation for the client. Once the referral has been processed and submitted to Kaiser by the care coordination team, you'll see a KP Referral Form in the Notes section of the client's chart. The client will also receive an email update from Rula with information on the next steps and how to follow up with Kaiser directly.

A best practice is to have your client sign an ROI (release of information) to allow you and their psychiatrist to communicate as well as share any medical records once they’ve been established as their patient. Once this is completed, you can stay in contact regarding the client's progress as needed. Contact can be through a scheduled phone call, faxing documents, and/or secure emails.

Where can I refer Kaiser-covered clients who are in crisis?

Clients covered by Kaiser Permanente who are experiencing a mental health crisis can:

• call the Kaiser Permanente Behavioral Health Care Helpline (BHCL) at 800-900-3277 or
• call or text 988 (the National Suicide and Crisis Lifeline).

Both are available at no charge and open 24/7. It is the patient's choice of which service to contact.

Additional Resources

• Care Coordination Homepage: This includes a library of articles related to referring clients to a higher level of care and other supportive clinical resources.
• Initial Assessment: This article reviews the clinical information you'll need to collect in the Initial Assessment.
• Creating and signing a session note in the Rula provider portal: This article reviews how to create and sign client session notes, such as the Initial Assessment, Progress, and SOAP notes.