Submission Instructions for Non-Emergency One-Time Order Medications

Confirms who is submitting the form whether it is the provider’s office, faculty/staff from a secondary institution, or from somewhere else like the caseworkers office. First name, last name, email, and phone number of the submitter are required. Providing an extension is not required but allows the processor to reach the person with the necessary information more quickly. It’s a good idea to put your preferred fax number in if you want to indicate where you want the consent sent.

The first name, last name, DOB, placement type, and name of placement are required. If available, please include the youth’s DCFS ID. ID must be 8 characters and cannot end in 00.

The first name, last name, specialty, and phone number are required information in case we need to reach out with questions.  Always only add ATTENDING physicians and FELLOWS to the consent, never Residents.

*If provider has never submitted a consent to DCFS before, adding an NPI number in the “Other” box helps us add the new provider to our system without needing to call the submitter to clarify the physician’s identity.

Select the request type. Indicate if the request is for a one-time emergency medication notification. For standing medication consent request, you would select “No”.

1. ALL psychiatric diagnoses are needed, including those that are not associated with the medications currently being requested. The diagnosis dropdown list will have the ICD10 codes listed in the same field as the DSM-5TR diagnosis that is searchable by any word or code in that item. If your diagnosis is not listed, pick “Other”, and a new box will appear where you can add that diagnosis.
2. Include medical diagnoses (if present) and any medications used to treat medical conditions. Medical conditions and medications used to treat medical conditions could affect the youth’s well-being (e.g., by adverse medication interactions, or adverse interactions between a psychotropic medication and a medical problem).
3. Include over the counter medications for the same reason. Melatonin is to be treated as psychotropic and put in the psychotropic medication section. Diphenhydramine (Benadryl), another over the counter medication (OTC) medication, should be put in the psychotropic medication section if it is being used to treat anxiety and/or a sleep disturbance.
4. Height, weight, and the date they were taken are required. Include the most recent height and weight (consultants require the height and weight to be no more than 6 months old).
   1. This is especially important when youth is taking a stimulant or antipsychotic medication, or is outside of the normal range for BMI. If the youth is under 10% or over 90% BMI, a weight related plan is required. The BMI calculator can be used to determine the youth’s BMI and their percentile.

Indicate any current medications here. Only include medications that the youth IS actively taking, not those being requested to be started. If the youth is not taking any current medications, you should mark “No”. To add a current medication, you would select the “Add” button. A new window will open requiring the medication name, the dosages, and the times each dosage is given. Four time slots are provided: AM, Noon, PM, and HS. If the dosage is administered at a time outside of the time slots, you can put it in the “Other Dosage and Time Given” box. This box should also be used for psychotropic medications given every other day or monthly.

1. At the bottom of the window, you can indicate whether this medication will be discontinued. A discontinuation reason is required. You can select from the options provided and describe the reason further in the box below it.
   • If time is needed to wean the youth off the mediation, the tapering schedule can be included in the box below that.
     • This schedule is forwarded to YouthCare and can make a difference in the ability to continue to pick up medications after DCFS is informed the medication will be discontinued. It will also signal to DCFS that though there is no active consent, youth is still in compliance.
2. Once you have done all of this, click “Submit” and the medication information will be displayed on the form. Add each medication the youth is currently taking.

The medication(s) being requested should be indicated in this section. Like the previous page, you will add medications by clicking the “Add” button. A new window will appear. Select “add” medication on the “Medication Requests” screen.

The “Type of Request” selection should be “New.” The indication of “One Time Emergency Medication” Should not be used for this purpose.

Below the type of request, you are asked to indicate if the youth has been taking medication without consent or has been on a higher dosage than the youth had been consent for. If you click “Yes”, you will get a few more boxes asking for the provider who started/increased the medication and the date the medication change was started.

1. Medication name is required.
2. The medication form is required if it is not a pill form. If you choose “Solution”, you will be asked to provide the concentration of the solution. All dosage values are assumed to be mg. If a different unit of measurement is being used, it must be converted to mg.
3. Medication duration: duration should be set at 1.
4. The desired start date should be a date in the future at which the specified medication is to be administered. If an exact date of an event is not available, the submitter’s best approximation will be needed due to the CSP application’s inability to process this request type without an associated date.
5. The time and dosage the medication will be given are required. should reflect the approximate time of the scheduled appointment or event, with the requested numerical dose entered in the appropriate field. Enter “0” for any time period during which the medication will not be given.
6. The max daily range is required. The Maximum Daily Range must reflect the dose requested. One-time orders for medications are submitted individually and as a result do not receive ranges greater than the dose requested. If multiple one-time medications are needed, each medication should be added as its own separate request to give CSP consultants the flexibility to approve one request but deny or modify the others.
7. In the Symptoms and Related Information section, submitters must select “Yes” in response to the question, “Are the youth’s symptoms current or partially improved?” This selection determines which symptom field is required, as indicated by the red asterisks. Selecting “No” makes the remitted symptoms field mandatory, which is inappropriate when the medication is requested in anticipation of behavioral challenges or emotional distress.
8. The reason for the medication should be explained in the Additional Rationale section. If more than one appointment is scheduled for a given day, each request should have its own unique indication.
9.  Lab work: Labs are not required for this type of medication request, but as always, if the submitter has them, we can take them.
10. Once you have done all of this, click “Submit” and the medication information will be displayed on the form.

The request is now complete and ready for submission. The medication request section will display the medication name, formulation, one-day duration for the one-time order, the start date or date of the event, and all other information entered in the previous steps. In this example, a youth needed two different medication requests for two distinct events occuring in the same day (a morning dental appointment, and lab draws in the evening).