Look-Up ONLY Users- Internal Behavioral Health and Recovery Services (BHRS) Staff & External county staff and contractors that need Look-Up Only access
(For example, PES, Correctional Health, Aging & Adult, and Administrators of BHRS/AOD that only need look-up access only)
1. Sign and complete this form: Request for Look-up Only Access to Avatar, Declaration of Notice of Confidentiality. Fax to BHRS QM (650) 573-2841
2. Wait for email that says you are approved for Avatar access
3. Complete the required on-line Introduction to the Avatar Electronic Medical Record training and survey and BHRS Confidentiality & HIPAA for Mental Health & AOD
training and short survey either on-line or LMS.
4. Receive Avatar Password by email; may take up to 10 days
Review Avatar reference guides and videos
Behavioral Health and Recovery Services Contract Agency (including MH and AOD programs) that already have Avatar at their program and use PM or CWS.
Receive Avatar Password by email, may take up to 10 days
Additional Required Training
BHRS Clinical and BHRS Admin Staff, including: Extra Help, Trainees, Interns, Staff who need refresher.
All HR requirements must be “cleared” to receive Avatar Password; see below
Receive Avatar Password by e-mail; may take up to 10 days
If HELP is needed contact ISD (650)573-3400
Additional Required Training
New Contract Agency requesting Avatar Access
Contact Alys Herring (650) 573-3538
Comply with requirements per Alys Herring
Information for Behavioral Health and Recovery Services Supervisors
HR must “clear” new staff before they can receive an Avatar Password. You can check with your new staff members and if they did not have their NPI (National Provider Identification Number) at the date of hire, please have them apply and then e-mail their NPI to MIS, as this can hold up the “clearance” process!
For help, contact Michele Friedman (650) 573-2668 or Jeannine Mealey (650) 573-3659.
Introduction to the Avatar Electronic Medical Record has been posted on both the County's Learning Management System (LMS), and on the San Mateo County Internet website:
All prospective and new Avatar users are required to take the online training and complete its short survey.
The Introduction to the BHRS Avatar Electronic Medical Record training is required to gain access to Avatar and receive an Avatar Password. The training and survey will take about 1 hour and 1CEU/CME is available once the training and survey are completed.
LMS Instructions: Request the Introduction to the BHRS Avatar Electronic Medical Record training, you will return to your transcript. The Introduction to the BHRS Avatar Electronic Medical Record training will be listed on your transcript, and you can launch the training by clicking on the title. This training has sound, so please make sure your computer is not on mute. There is a short survey to complete once you have finished the training. You may take the training from your transcript at any time.