Placer Behavioral Health Contract Provider Invoicing Instructions

Invoices shall be sent to Placer County, within 30 calendar days of the close of each calendar month except for June billing which shall be received on or before July 15th.

Placer County will review, approve, and pay all valid invoices within 30 calendar days of receipt. In the event of multiple invoices being submitted at one time or insufficient documents supporting an invoice, payment may be delayed beyond the 30-day timeline.

If you have any questions about the process please contact your contract manager.

Monitoring and Correcting Billing Errors Instructions (PDF)
Graduate Student Billing (PDF)

Independent Network Providers

1. Provider completes CMS1500 form (see attached) for EACH client.
2. Provider tracks multiple clients on Invoice Sheet (see attached). Each client’s CMS1500 forms must be submitted along with the Invoice Sheet.
        a. CMS1500 form should indicate who secondary funding source is going to be.
3. Provider emails Invoice Sheet, with CMS1500 forms, to [email protected] at end of the month.
4. SOCFiscal enters claim into SmartCare to bill to State, and to ensure the client is set up to receive services with the respective provider.
        a. Once created in Workday an SI (Supplier Invoice) number will be issued.
                  i. A copy of the invoice and CMS1500 are attached in Workday.
        b. Megan Jones should be added, if not already entered, as an approver.
        c. Megan will review and give authorization for payment to the provider.

Email any billing questions to: [email protected]

FFS Payment Process for BH Services (PDF)
FFS Provider Invoice (DOC)
Health Insurance Claim Form (CMS-1500) Example (PDF) - Areas in yellow should be filled in.
MH Payment Reform Jan 2023 (PPT)


Contractors NOT Using SmartCare for Clinical Documentation

Please submit your invoices and Service Import File by email to according to the chart below. Contractor invoices must include the following:

• Contract number
• Contractor name and remittance address
• Unique invoice number per submission not per client
• List of expenses with dollar amounts in accordance with contracts.
• Service Import File provided by Placer County and found on the QM Website.

If you have any questions about the process or need assistance in completing the forms please contact your contract manager.

Placer Service Import File 10-26-23 (XLSX)
For Providers NOT in SmartCare Emergency and Pregnancy Indicator (PDF)


Contractors Using SmartCare for Clinical Documentation

Staff responsible for creation and certification of invoices and services will be granted a specific user role in SmartCare to pull appropriate records and reports from SmartCare for validation.

• User Role: Contractor - No Rate
• Reports available in SmartCare (for additional details on these reports click HERE                                         ) :
  • Client Face Sheet information
  • Contract Provider Charges Export
  • Service Report Excel Format
• Other Tools Available
  • Invoice Generator Tool and Instructions found HERE                                         under the heading Contract Provider Invoicing Process. You will need to follow the instructions to input your agencies contracted rates and services before using this form to generate an invoice.

 Contractor invoices must include the following:

• Contract number
• Contractor name and remittance address
• Unique invoice number per submission not per client
• List of expenses with dollar amounts in accordance with contracts. Invoices generated will be submitted to COUNTY for payment.
• Contract Provider Charges Export from SmartCare

Please submit your invoices and Service Import File by email according to the chart below.

If you have any questions about the process or need assistance in completing the forms please contact your contract manager.

SmartCare Providers Emergency and Pregnancy Indicator (PDF)

Submitting Invoices

The preferred method for submitting invoices is an encrypted email to the following: