NC-TOPPS Update Interviews

The Alliance Health (Alliance) NC‑TOPPS team wants to make sure you are supported with your NC‑TOPPS requirements. NC DMH/DD/SAS monitors for compliance with NC‑TOPPS update interviews and requires interviews to be submitted on time at a rate of at least 90%. Alliance Health strives to reach a 100% on‑time rate for NC‑TOPPS update interviews.

We asked some providers who consistently have a 100% on time rate to share what their offices do so that it may help other providers.

“I have my workers put the dates on their calendars when their kids are due for the next interview. I also have my calendar reminder set monthly to check on my end and make sure there are not any overdue. It has been working so far!”

“Honestly, we know the importance of timely submission, and we track it like it is our doctor’s appointment. We check for updates weekly on Mondays and sometimes on Fridays.”

“…clinicians are responsible for managing NCTOPPS updates for their caseload. I do check several times a month to see what updates are needed and send reminders to clinical staff as necessary.”

“Every Friday, I (QA Manager) run the Updates Needed Report and send it to supervisors as well as any QPs listed as having an upcoming interview via email. It works great as a reminder, as well as a way for me and supervisors to keep track of which interviews are due and follow up with staff as needed. Any late interviews are immediately addressed by supervisors. …. Being consistent with running the reports and communicating that information has been incredibly helpful for staff in terms of staying on track.”

“Something else I started doing was adding our Day Treatment assistants as Data Entry Users since we typically have one assigned to every class. It allows them to help their QPs with submitting interviews, which relieves pressure on days when things may get derailed by managing crises or other issues. Another thing that I think has been a major help is support from upper management. Our CEO has been incredibly on board and willing to lend credibility and authority, and program directors and supervisors have been great about following through and supporting individual staff.”

Training Available

Training and Technical Assistance is available by emailing [email protected] or by calling Alison McCall, NC‑TOPPS Supervisor, at 828‑201‑3441.

Additionally, Alliance has two training modules available on Knowledge Point. You can find the Learning Plan here.

Introduction to NC-TOPPS is a 40-minute module designed for users new to NC-TOPPS.

Introduction to NC-TOPPS

Participants will learn:

• To define NC-TOPPS and its purpose,
• How the program works and its benefits
• Understand criteria and eligibly
• Identify program responsivities for providers and tailored plans
• determine requirements & qualifying services

NC-TOPPS: Completing an interview & Program Requirements is a 30-minute module designed for all new and existing NC-TOPPS users.

NC-TOPPS: Completing an Interview & Program Requirements

Participants will learn:

• Locate the correct website to submit NC-TOPPS interviews
• Explain the purpose of Consumer Record Numbers (CRN) and Common Name Data Services numbers (CNDS#)
• Apply system access requirements, including correct email usage, username password rules, and support resources.
• Differentiate interview submission requirement, timeframes, episode completion and provider changes

NC‑TOPPS Submission Criteria

• Initial interviews should be submitted into the NC‑TOPPS web‑based system by the second treatment visit.
• 3‑month updates are due 90 days after the initial interview is submitted (you have a grace period of two weeks prior to two weeks after this date to submit an “on‑time” interview).
• 6‑month updates are due 180 days after the initial interview is submitted (you have the same two‑week grace period).
• All other updates are due at 180‑day increments until an episode completion is submitted (all updates have the two-week grace period).

Thank you for your continued partnership and commitment to timely and accurate NC‑TOPPS reporting. Please do not hesitate to reach out if you have questions or need additional support.