GPRA Tool: Guidance for SOR Grantees Overvie · 1 GPRA Tool: Guidance for SOR Grantees Overview: This document provides guidance for completing and submitting the GPRA Survey Tool.It

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GPRA Tool: Guidance for SOR Grantees

Overview: This document provides guidance for completing and submitting the GPRA Survey Tool. It is

intended to provide additional information to intake and program staff who may be administering,

tracking and sending GPRA data. If you have further questions about the GPRA submission process or

the information listed in this guide, please contact Aurrera Health Group at

[email protected].

For further questions about GPRA, see SAMHSA’s FAQ document at:

https://www.samhsa.gov/sites/default/files/GPRA/FAQ_for_web_users.pdf

Please note: GPRA surveys may be conducted via telehealth (including telephone) during the COVID-

19 public health emergency. For more guidance, visit the DHCS COVID-19 Response Page.

GPRA Under Multiple Grants

• If your organization is funded under multiple MAT Expansion grants (i.e., you are participating in

more than one of the following: Hub & Spoke, MAT Access Points, and Youth Opioid Response),

ensure that client surveys are specific to the grant funding that client’s services. The client ID

should reflect which grant funds served that client.

o Clients served under MAT Access Points → Client ID + MAP + 3-digit MAP site code

o Clients served under Hub and Spoke → Client ID + HSS + 2-digit STR/SOR identifier

• As an example, a grantee might serve clients receiving methadone or buprenorphine under the

Hub and Spoke System in a clinic, and also serve clients receiving methadone or buprenorphine

in a jail or other criminal justice setting. Clients served in the clinic with H&SS funds should have

a client ID that includes “HSS.” Clients served in the jail or criminal justice setting with MAT

Access Point funds should have a client ID that includes “MAP.”

GPRA Data Collection Points

• GPRA data are to be collected face-to-face for each individual client at three specific points:

o Intake/baseline

o Six months after the Intake

o Discharge

• Intake should be collected on each client as soon as possible after the client’s intake

assessment, and no later than 4 days after the client officially enters the substance abuse

treatment program. Program entry dates should be the date which the client began receiving

SOR funded services.

• Discharge survey should be collected upon the client’s discharge, however your organization

defines discharge. If your organization does not have its own definition of discharge, the

discharge interview should be completed when the client has had no contact with the program

for 30 days.

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• Survey timing guidance from SAMHSA:

o Within 4 days of entry: Complete intake survey

o Within 7 days of entry: If client leaves before 7 days, no discharge survey or follow-up

survey needed

o Within 7 days – 5 months of entry: If client leaves during this time, complete a discharge

survey and a follow-up at 6 months

o Within 5-8 months of entry: If client discharged within 5-8 months, do a combined

follow-up/discharge survey

o After >8 months of entry: If client is discharged after 8 months, do a follow-up at 6

months, and a discharge survey when they leave

• Administrative discharges:

o If a client has not finished treatment, drops out, or is not present the day of discharge,

the project will have to find the client to conduct the in-person interview. The grant will

have 14 days after discharge to contact the client and conduct the in-person discharge

interview.

o If the interview has not been conducted by day 15, conduct an administrative discharge.

For an administrative discharge when the interview is not conducted, interviewers must

complete the first four items in Section A (Client ID, Client Type, Contract/Grant ID,

Interview Type), Section J (Discharge), and Section K (Services Received) and mark that

the interview was not completed. Follow the skip pattern instructions on the tool.

GPRA Data Transmission

• Please send completed GPRA surveys to [email protected] within 4 days of

the completed survey.

• The subject of the email should follow the format: 3-digit project code – GPRA Report –Year-

Month-Day – Organization Name.

o For example: HSS GPRA Report 2019-09-07 – Acadia.

• Do not attach multiple GPRA surveys as one scanned document. Attach each survey separately.

• Title each survey with the client ID. Client ID should follow the format:

o Create a unique identifier for that client that will be used across the intake, follow-up,

and discharge survey.

o Follow with the 3-letter identifier for the project that funded the client’s services. For

each project, these will be:

▪ HealthRight 360: HRT

▪ Hub & Spoke System: HSS

▪ MAT Access Points: MAP

▪ Riverside County: RIV

▪ Youth Opioid Response: SPY

o Finish the client ID with the additional site identifier, if applicable. This will be used

under projects like Hub and Spoke, MAT Access Points, and YOR which have multiple

grantees. The site identifiers for each project are listed in the appendix.

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o Example client ID:

▪ 1234HSS01 (Client 1234 at Hub #1 in the Hub & Spoke System)

GPRA Frequently Asked Questions

1. My program only offers medication services to clients under the grant. Is GPRA required?

Yes, if you offer medication services with SOR funding you must complete GPRA.

2. The prescribing provider's time is paid for by MAT Access Points but the entire client visit, outside

of provider time, is paid by Medi-Cal. Is a GPRA survey required in this situation?

Yes, you would conduct GPRA for this client because the provider’s time is paid for by MAT

Access Points.

3. If a client receives MAT from us, but the MAT services and clinician are not paid for under the

grant, is GPRA required?

No, GPRA is only required for clients that receive services with SOR funding.

4. If we are treating someone at risk for an OUD, but without a current diagnosis of OUD, would we

still complete GPRA?

No, GPRA is only completed for clients with a diagnosis of OUD.

5. Does the GPRA only apply to clients that came into the program after September 1, 2019? Or do

all of our clients need to complete a 6-month and discharge assessment?

GPRA only applies to clients that came into the program after September 1, 2019.

6. I only found out recently that I need to complete GPRA surveys. Do I need to go back and do an

intake for all clients that have received services under the grant since September 1, 2019?

There is no need to retroactively administer GPRA intake surveys. Instead, begin administering

GPRA with new clients entering the program.

7. Should we do 6-month follow-ups and discharges on clients who entered after September 1,

2019 even if we do not do an intake for them?

No, do not administer the 6-month follow-up or discharge survey for clients who do not have an

intake survey on file.

8. What are the timeframes for completing GPRA surveys?

GPRA must be completed at intake, 6 months after intake, and follow-up. Below is a chart that

summarizes SAMHSA’s guidance:

Within 4 days of entry Complete intake survey and submit to Harbage

Within 7 days of entry If client leaves before 7 days, no discharge survey or

follow-up survey needed

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Within 7 days – 5 months of

entry

If client leaves during this time, complete a discharge

survey and a follow-up at 6 months

Within 5-8 months of entry If client discharged within 5-8 months, do a combined

follow-up/discharge survey

After >8 months of entry If client is discharged after 8 months, do a follow-up

at 6 months, and a discharge survey when they leave

9. Do we need to complete a discharge survey for clients who are receiving long term treatment (>1

year)?

For these clients, conduct the intake survey when they enter, the follow-up at six months, and

the discharge when they leave--whenever that is (>1 year later or perhaps more). If it is within

the grant period, the discharge must be completed.

10. What should we do if the project ends before a 6-month follow-up is due? Or before the client is discharged? GPRA does not need to be completed after the end of the project, so you would not need to do a 6-month follow-up or discharge survey for the client if the project has ended.

11. Is Section A contract/grant ID the same for everyone?

Yes, this should say T1081686 for all grantees.

12. Can we completely take out section H when submitting the GPRA?

Yes, you may remove section H.

13. What if it wasn't possible to administer GPRA during the Intake process and the client doesn't come back within 4 days? In this case, you do not need to submit GPRA. If the client comes back to treatment, you may do an intake when they re-enter the program.

14. When conducting a follow up or discharge survey can we submit just the sections we filled out? For the sake of clarity and to ensure no missing data, please submit the full follow-up or discharge survey, including the sections that were not filled out.

15. Can the follow-up or discharge survey responses be recorded on the initial intake survey? Please fill out and submit the intake, follow-up and discharge as separate surveys. Do not record discharge or follow-up survey responses on the intake survey.

16. Is there a fillable PDF version of the form (instead of printing off all 40 pages each time?)

Yes--please visit our public DropBox folder for resources including a fillable version of the intake,

6-month follow-up and discharge surveys in English and Spanish: https://bit.ly/3amIA9T

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17. My project will be administering the GPRA to youth. Is a 3-month follow-up survey needed, or

can we just do a 6-month?

Only the 6-month follow-up is needed.

18. Can the 6-month and discharge survey be completed within the same form? Or would we need to

administer 2 separate surveys?

If the person is discharged between 5-8 months after entry, the follow-up and discharge can be completed in the same form. Fill out the survey starting with Section B, then note that this was both a follow-up and intake in Sections I and J.

19. Our organization has the Hub and Spoke grant as well as MAT Access Points grant. Can we use

the same form? Yes, the survey is the same for all grants. The client ID should distinguish between MAT Access Points clients/clients and Hub & Spoke, but the survey will be the same.

20. For diagnoses section, do we include behavioral health diagnoses that are self-reported by clients, not given by a provider at our program? GPRA is a self-reported survey. As such, you will record clients’ responses to the questions.

21. Can the GPRA be completed via phone? No, interviews must be submitted face to face. *Note: During the COVID-19 Public Health Emergency, surveys may be completed by telehealth, including telephone.

22. If my organization already completes GPRA online for our clients, do we still need to send you copies? Is this double counting? If your organization completes GPRA online for clients served under another grant, such as Tribal Opioid Response (TOR), continue to submit those surveys as you normally would. For clients served under SOR grants (MAT Access Points, Hub & Spoke, YOR, Riverside or HealthRight 360), send the surveys to Aurrera Health Group for entry.

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GPRA Tool Overview

Section A, Page 1, Record Management

Guidance

• Please ensure that your GPRA clients have unique Client IDs, which should not include date of

birth or Social Security Number. Please note that the client ID is permanent, even in multiple

treatment episodes.

• The client ID should:

o Create a unique identifier for that client that will be used across the intake, follow-up,

and discharge survey.

o Follow with the 3-letter identifier for the project. For each project, these will be:

▪ HealthRight 360: HRT

▪ Hub & Spoke System: HSS

▪ MAT Access Points: MAP

▪ Riverside County: RIV

▪ Youth Opioid Response: SPY

o Finish the client ID with the additional site identifier. This will be used under project like

Hub and Spoke, MAT Access Points, and YOR which have multiple grantees. The site

identifiers for each project are listed in the appendix.

o Example client IDs listed below:

▪ 1234HSS01 (Client 1234 at Hub #1 in the Hub & Spoke System)

▪ 1234MAP002 (Client 1234 at Organization 002 in MAT Access Points)

• The contract/grant ID should say TI081686 for all contracts. The interview date must be listed.

A. RECORD MANAGEMENT

Client ID |____|____|____|____|____|____|____|____|____|____|____|____|____|____|____|

Client Type:

Treatment client

Client in recovery

Contract/Grant ID |____|____|____|____|____|____|____|____|____|____|

Interview Type [CIRCLE ONLY ONE TYPE.]

Intake [GO TO INTERVIEW DATE.]

6-month follow-up: Did you conduct a follow-up interview? Yes No

[IF NO, GO DIRECTLY TO SECTION I.]

3-month follow-up [ADOLESCENT PORTFOLIO ONLY]:

Did you conduct a follow-up interview? Yes No

[IF NO, GO DIRECTLY TO SECTION I.]

Discharge: Did you conduct a discharge interview? Yes No

[IF NO, GO DIRECTLY TO SECTION J.]

Interview Date |____|____| / |____|____| / |____|____|____|____|

Month Day Year

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Section A, Pages 2-5, Behavioral Health Diagnoses

Guidance

• Please select only three diagnoses within the entire behavioral health category (this includes

both substance use and mental health).

• For each diagnosis selected, please indicate whether it is primary, secondary, or tertiary. Only

one diagnosis can be primary, only one can be secondary, and only one can be tertiary.

• Do not circle or X an entire diagnosis category, but instead select the specific diagnosis within

the category.

A. BEHAVIORAL HEALTH DIAGNOSES

[REPORTED BY PROGRAM STAFF.]

Please indicate the client’s current behavioral health diagnoses using the International Classification of

Diseases, 10th revision, Clinical Modification (ICD-10-CM) codes listed below. Please note that some

substance use disorder ICD-10-CM codes have been crosswalked to the Diagnostic and Statistical Manual

of Mental Disorders, Fifth Edition (DSM-5), descriptors. Select up to three diagnoses. For each diagnosis

selected, please indicate whether it is primary, secondary, or tertiary, if known. Only one diagnosis can

be primary, only one can be secondary, and only one can be tertiary.

Behavioral Health Diagnoses Diagnosed?

For each diagnosis selected, please

indicate whether the diagnosis is

primary, secondary, or tertiary, if

known

Select up to 3 Primary Secondary Tertiary

SUBSTANCE USE DISORDER DIAGNOSES

Alcohol-related disorders

F10.10 – Alcohol use disorder, uncomplicated, mild

F10.11 – Alcohol use disorder, mild, in remission

F10.20 – Alcohol use disorder, uncomplicated,

moderate/severe

F10.21 – Alcohol use disorder, moderate/severe, in

remission

F10.9 – Alcohol use, unspecified

Opioid-related disorders

F11.10 – Opioid use disorder, uncomplicated, mild

F11.11 – Opioid use disorder, mild, in remission

F11.20 – Opioid use disorder, uncomplicated,

moderate/severe

F11.21 – Opioid use disorder, moderate/severe, in

remission

F11.9 – Opioid use, unspecified

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Section A, Page 6, Behavioral Health Diagnoses

Guidance

• On question 1.a. and 2.a., if the client received medication for opioid use disorder or alcohol use

disorder, please include the number of days that the individual received the medication.

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Section A, Page 11, Military Family and Deployment

Guidance

• Answer questions pertaining to relatives that have been in active duty. List the number

associated with the relationship in the blank spot above each set of questions.

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Section B, Page 12, Drug and Alcohol Use

Guidance

• For 1.a. - d., List number of days in the past month that the client used alcohol or illegal drugs.

o While marijuana is a legal substance in the state of California, it is still listed as a

Schedule 1 substance federally and must be listed in GPRA as illegal drug use.

• For 2.a. - g., List the number of days in the past month in which the client used the specific drug

listed, if applicable. Also include the route of use, using 1 for oral, 2 for nasal, 3 for smoking, 4

for non-IV injection, and 5 for IV injection. When multiple routes are used, use the most severe

(for example, if an individual smokes and injects heroin, list 5 for IV injection).

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Section C, Page 14, Family and Living Conditions

Guidance

• If the client has not used alcohol or drugs in the past 30 days, select “Not applicable.”

• If the client has used alcohol or drugs in the past 30 days, you must select a response between

Not at all, Somewhat, Considerably, or Extremely.

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Section E, Page 17, Crime and Criminal Justice Status

Guidance

• For E. 4. The number of times the client committed a crime must be greater than or equal to the

number of days of illegal drug use in B. 1. c.

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Section H, Page 24, Program-Specific Questions

Guidance

• Do not complete section H.

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Appendix: Site-Specific Identifiers

I. Hub and Spoke System Identifiers

STR # Name of Entity

STR 01 San Diego Health Alliance dba Fashion Valley Clinic

STR 02 WCHS, Inc. dba Riverside Treatment Center

STR 04 BAART Behavioral Health Services, Inc. - Contra Costa

STR 05 MedMark Services, Inc. - Fresno

STR 08 BAART Behavioral Health Services, Inc. - San Francisco

STR 10 MedMark Services, Inc. - Solano

STR 12 Aegis Treatment Centers, LLC - Yuba

STR 14 Aegis Treatment Centers, LLC - Placer

STR 15 Aegis Treatment Centers, LLC - Shasta

STR 50 Aegis Treatment Centers, LLC - Butte

STR 51 Aegis Treatment Centers, LLC - Humboldt

STR 52 Aegis Treatment Centers, LLC - San Joaquin

STR 53 Tarzana Treatment Centers, Inc. - Los Angeles

STR 55 Marin Treatment Center - Marin

STR 56 Janus of Santa Cruz - North

STR 57 Janus of Santa Cruz - South

STR 58 CommuniCare Health Centers - Yolo

STR 61 Matrix Institute on Addictions - Los Angeles

II. MAT Access Points Identifiers

Organization Request # # of Access Points

Name of Access Points Access Point Unique Identifier

A & J Social Services, LLC DBA: Special Services Community Center

CA19MAT007 1 A & J Social Services, LLC DBA: Special Services Community Center

001

Adventist Health Clear Lake Hospital, Inc

CA19MAT009 3 Main Clinic 002

AHCL Hospital 003

Resoration House 004

Alcohol Drug Care Services, Inc.

CA19MAT011 1 Waterfront Recovery Services

005

Ampla Health CA19MAT014 4 Chico Clinic (Butte) 006

Oroville Clinic (Butte) 007

Lindhurst Clinic (Yuba) 008

Yuba City Clinic (Sutter) 009

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Organization Request # # of Access Points

Name of Access Points Access Point Unique Identifier

Bienestar Human Services

CA19MAT020 1 Bienestar Human Services 010

Center Point, Inc. CA19MAT023 6 Manor Men's Residential (Marin)

011

Center Point Napa (Napa) 012

Center Point The Village (Marin)

013

Turning Point Residential (Sonoma)

014

Turning Point Orenda Center (Sonoma)

015

CPDAAC Outclient Clinic (Sonoma)

016

Chapa-De Indian Health Program, Inc.

CA19MAT024 2 Auburn Clinic 017

Grass Valley Clinic 018

City of Berkeley CA19MAT025 1 City of Berkeley 019

County of San Luis Obispo

CA19MAT030 3 Paso Robles 020

Morro Bay 021

South County 022

Elica Health Centers CA19MAT035 2 Midtown Clinic 023

Arden Arcade Clinic 024

Encompass Community Services

CA19MAT036 4 Alto South Outclient Center

025

Alto North Outclient Center

026

Si Se Puede Residential Treatment Center

027

Santa Cruz Residential Recovery Center

028

Humboldt Independent Practice Association

CA19MAT047 1 Humboldt Independent Practice Association

029

Kaweah Delta Hospital Foundation

CA19MAT052 4 ED 030

Mental Health Hospital (Visalia)

031

Exeter Outclient 032

Lindsay Outclient 033

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Organization Request # # of Access Points

Name of Access Points Access Point Unique Identifier

Korean Community Services

CA19MAT053 5 KCS Health Center Buena Park

034

Medical Mobile Garden Grove

035

Irvine Drug Medi-Cal 036

KCS Fullerton 037

Garden Grove 038

Marin Treatment Center

CA19MAT060 2 Marin County Jail 039

Marin Treatment Center 040

Mathiesen Memorial Health Clinic

CA19MAT063 1 Mathiesen Memorial Health Clinic

041

Mercy Foundation CA19MAT066 1 Mercy Foundation 042

National Health Foundation

CA19MAT071 13 LAC+USC Hospital Urgent Care

043

LAC+USC Primary Care 044

Olive View 045

Harbor UCLA Adult Med Clinic

046

Harbor UCLA Family Med Clinic

047

MLK Outclient Adult Medicine Center

048

Housing for Health 049

Olive View Medical Center Urgent Care

050

Harbor UCLA Urgent Care 051

Humphrey Comprehensive Health

052

MLK Outclient Urgent Care Center

053

Mid-Valley Comprehensive Health

054

High Desert Regional Health Center

055

North Coast Substance Abuse Council, Inc.

CA19MAT074 1 North Coast Substance Abuse Council, Inc.

056

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Organization Request # # of Access Points

Name of Access Points Access Point Unique Identifier

North County Health Project Inc.

CA19MAT075 3 San Marcos (San Diego) 057

Perris Center (Riverside) 058

Ramona Center (San Diego)

059

Northeastern Rural Health Clinics

CA19MAT077 1 Northeastern Rural Health Clinics

060

Northridge Hospital Foundation

CA19MAT079 1 Northridge Hospital Foundation

061

OLE Health CA19MAT027 3 Napa County Campus 062

Pear Tree Lane Health Center

063

South Napa Campus 064

Omni Family Health CA19MAT080 4 North Chester Bakersfield Center

065

Panama Center (unincorporated area)

066

Taft Center 067

Stine Health Center 0671

Pacific Rehabilitation & Pain

CA19MAT082 2 Monterey Clinic 068

King City Clinic 069

Pacific Solstice, LLC CA19MAT083 1 Pacific Solstice, LLC 070

Petaluma Health Center

CA19MAT084 2 Petaluma Health Center 071

Rohnert Park Health Center

072

Reedley Community Hospital

CA19MAT086 3 Sanger Medical Office 073

Fowler Medical Office 074

Reedley Community Hospital

075

River City Medical Group, Inc.

CA19MAT087 2 J Street Transitional Care Clinic

076

Watt Avenue Clinic 077

San Diego Health Alliance, dba Fashion Valley Clinic

CA19MAT094 3 Alpine/Campo Office Based Opioid Treatment

078

Ramona OBOT 079

Imperial County Jail OBOT 080

School Health Clinics of Santa Clara County

CA19MAT098 1 Washington Clinic (School-based FQHC)

081

Share Our Selves Corporation (SOS)

CA19MAT101 2 Bridges at Kraemer Place 082

SOS-Costa Mesa 083

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Organization Request # # of Access Points

Name of Access Points Access Point Unique Identifier

St. Joseph Hospital of Orange

CA19MAT109 1 St. Joseph Hospital of Orange

084

Sun Street Centers CA19MAT112 3 Salinas Men's Facility 085

King City 086

Hollister Women's Perinatal Facility

087

The Professional Wellness Academy

CA19MAT114 5 Westlake Village Academy 088

Encino Academy 089

Santa Monica Academy 090

Torrance Academy 091

Ventura Academy (Ventura)

092

The Regents of the University of California, San Francisco

CA19MAT116 3 HIVE Clinic 093

Team LILY (roving care) 094

Nurse-Midwives of Zuckerberg San Francisco General Hospital

095

Transitions Buprenorphine Treatment Clinic of Sacramento

CA19MAT118 1 Transitions Buprenorphine Treatment Clinic of Sacramento

096

Montage Health Foundation

CA19MAT068 1 Montage Health Foundation

097

III. YOR Identifiers

Vendor GPRA Identifier

Arrowhead Regional Medical Center SPY - 001

California School-Based Health Alliance SPY - 002

Center Point Drug Abuse Alternative Center SPY - 003

Children's Hospital Los Angeles SPY - 004

CommuniCare Health Centers SPY - 005

Contra Costa Health Services SPY - 006

Door to Hope, Inc. SPY - 007

Granite Wellness Centers SPY - 008

Imperial County Behavioral Health Services SPY - 009

La Maestra Family Clinic, Inc. SPY - 010

Los Angeles Centers for Alcohol and Drug Abuse SPY - 011

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Vendor GPRA Identifier

Mind OC SPY - 012

Partnership HealthPlan of California SPY - 013

Phoenix Houses of Los Angeles, Inc. SPY - 014

Santa Barbara Neighborhood Clinics SPY - 015

Santa Clara County SPY - 016

Shasta County Health and Human Services Agency SPY - 017

Tarzana Treatment Centers, Inc. SPY - 018

The Teen Project, Inc. SPY - 019

UCSF Div. of Adolescent and Young Adult Medicine SPY - 020

Volunteers of America of Los Angeles SPY - 021

Yurok Tribe SPY - 022