Preparing for CYBHI (Step 7 of 9): Parent Communication & SIS Updates
Welcome back to our blog series, 9 Steps for School Districts to Prepare for CYBHI. In our last post, we covered the essential process of registering all internal and external providers. Today, we address another key step in CYBHI implementation: communicating with parents and updating your Student Information System (SIS).
Given that CYBHI involves student health data, proactive and transparent communication with parents is essential. Additionally, ensuring your SIS is up-to-date with accurate student information, including insurance details, is crucial for smooth implementation and reimbursement.
Why Parent Communication and SIS Updates Matter
The Children and Youth Behavioral Health Initiative (CYBHI) aims to integrate mental health services into the school setting. This means that schools will be collecting student health information. Therefore, it is vital to:
- Inform parents about the services being offered and why health insurance information is needed. It is important to note here that parents will not be billed for services.
- Obtain necessary consents for services in accordance with state and federal laws (like HIPAA and FERPA).
- Ensure the SIS contains accurate and current student information, including demographics, health insurance details, and relevant service history.
What Needs to Be Done
Successfully completing this step involves several key actions:
- Develop a communication plan: Create clear, concise, and culturally sensitive materials to inform parents about CYBHI.
- Collect Insurance Information and Consent Forms: Implement a process for collecting student insurance information and consent from parents or guardians for their child to receive services.
- Update the SIS: Collect and input student insurance information into the SIS, and verify the accuracy of existing data.
- Provide ongoing communication: Establish channels for parents to ask questions, provide feedback, and stay informed about their child's services.
This isn't just about sending out a few notices. It's about building trust with parents and ensuring they are active partners in their child's mental health care. Accurate data in your SIS is essential for billing and reimbursement.
Key Considerations for Parent Communication
Communicating effectively with parents about CYBHI requires careful planning and execution. Here are some key considerations:
- Simple Explanation: CYBHI may sound complicated, so make it simple. Simplifying it to a one-pager, email, and/or video can really help parents understand why this initiative is so important.
- Accessibility: Provide information in multiple languages and formats to ensure all parents can understand and access it.
- Cultural Sensitivity: Tailor your communication strategies to be respectful of diverse cultural backgrounds and beliefs.
- Two-Way Communication: Create opportunities for parents to ask questions, express concerns, and provide feedback.
- Legal Compliance: Ensure all communication and data handling practices comply with relevant state and federal laws, including HIPAA and FERPA.
Tad Tip: Leverage Technology for Efficient Communication and Data Management
At TadHealth, we’re helping our schools get the word out and get the information schools and districts need by:
- Providing customizable communication templates for various parent notifications
- Strategic partnerships with Health Insurance Companies to collect student insurance information on behalf of districts
- Integration with popular SIS platforms for seamless data transfer and updates
By using TadHealth, districts get reimbursements in as little as four months.
The Benefits of Effective Communication and Accurate Data
When schools communicate effectively with parents and maintain accurate data in their SIS, they can:
- Foster trust and collaboration with families
- Ensure compliance with legal and ethical requirements
- Streamline billing and reimbursement processes
- Improve the quality and coordination of student care
- Facilitate data-driven decision-making to enhance mental health services
Communicating with parents and keeping your SIS updated are foundational steps for successful CYBHI implementation.
Need help developing a parent communication strategy or optimizing your SIS for CYBHI? TadHealth is here to support you with tools and expertise tailored for schools.
Request a consultation today: https://calendly.com/cybhi
Our next blog post will cover Step 8: Ongoing Monitoring and Quality Improvement.
