the minnesota department of human services (dhs) requires regular reporting of client outcomes...
TRANSCRIPT
Mental Health Information SystemMHIS
• The Minnesota Department of Human Services (DHS) requires regular reporting of client outcomes information for publicly funded services.
• Minnesota will focus its mental health data
reporting on client and program outcomes with a special focus on recovery for clients receiving more intensive mental health services.
• Efforts were also made to eliminated duplicate reporting by utilizing demographic information from the DHS data systems; MMIS for PMIN clients and SMI for Shared Master Index clients.
Introduction
• Mental Health Information System (MHIS) will be replacing the Program Outcome Status Reporting (POSR) system and CRISIS system as of July 1st, 2013.
• MHIS will focus on key client status points during treatment service: at start, at six month anniversary of the start date and at end of service.
• MHIS is a secure web-based reporting system that uses MN-ITS security system for web-access.
Introduction. . .continued
Client Types• New Client – clients began service on or
after 7/1/2013
• Intervention Episode – crisis services only
• Continuing Client – clients receiving services as of 7/1/2013
• Client Completed Treatment – clients who completed services on or after 7/1/2013
• Discontinuance – clients who stopped receiving services on or after 7/1/2013
Clients. . .continued
• In order to report meaningful outcome measures, Agencies are encouraged to observe best practices in data collection such as: (1) collecting client status at time of completing treatment; (2) judicious and timely implementation of agency discharge policy, including administrative discontinuances; and (3) consistent and frequent update of client status (consider a quarterly update).
• Persons who should not be reported:– Persons who received services reimbursed entirely
by private insurance or self-pay.
Services
• Include all identified persons (adults) who received one of the following publicly funded mental health services: ACT, ARMHS, DBT, ICRS, IRTS or State Operated MH services.
• July 1st, 2013: HWS and CRISIS services
Reporting
–Record client-level information within one week of the status:• Start date – first date of service•Anniversary date - 6 months •End date – last date of service
–Enter in MHIS within 30 days of the date of the status
Persons who are in the Agency caseload but did not receive services for extended period (4 weeks), a “Discontinuance” client status must be reported with an End Date of the last date of service. A “New Client” status is reported if the client started to receive services after the 4 week extended period.
Reporting
Example 1:
• Jane Doe PMI #: 00000001, DOB: 01/01/1965, Start Date: 07/01/2013, End Date: 03/11/2014
• On 7/7/2013, add MHIS client and entered “New Client” status
• On 1/8/2014, search PMI and clicked on New Status to created Continuing Client status
• On 3/15/2014, search PMI and clicked on New Status to created Completed Program status
*There should be three lines when all data entry has been completed.
Example 1:
PMI DOB Start Date Client Status Submit date Current Rec Completed Record
Edit NewStatus
00000001 01/01/1965 07/01/2013 New Client 07/07/2013 False True
Edit NewStatus
00000001 01/01/1965 07/01/2013 Continuing 01/08/2014 False True
Edit NewStatus
00000001 01/01/1965 07/01/2013 Completed Treatment
03/15/2014 True True
Example 2:
• Jon Doe PMI#:00000002, DOB: 01/02/1965, Start Date: 03/11/2013
• On 9/17/2013, add MHIS client and entered “Continuing Client” status*There should be two lines when all data entry has been completed
• On 3/11/2014, search PMI and clicked on New Status to created “Continuing Client” status
• On 9/11/2014, search PMI and clicked on New Status to create “Continuing Client” status
*There should be three lines when all data entry has been completed
Example 2:
PMI DOB Start Date Client Status Submit date Current Rec Completed Record
Edit NewStatus
00000002 01/02/1965 03/11/2013 Continuing 09/17/2013 False True
Edit NewStatus
00000002 01/02/1965 03/11/2013 Continuing 03/11/2014 False True
Edit NewStatus
00000002 01/02/1965 03/11/2013 Continuing 9/11/2014 True True
Example 3:
• Barb Doe PMI#: 00000003, DOB: 01/03/1965, Start Date: 08/17/2013, End Date: 11/10/2013
• On 8/20/2013, add MHIS client and entered “New Client” status
• On 11/11/2013, search PMI and clicked on New Status to created “Completed Treatment” status
*There should be two lines when all data entry has been completed
Example 3:
PMI DOB Start Date Client Status Submit date Current Rec Completed Record
Edit NewStatus
00000003 01/03/1965 08/17/2013 New Client 08/20/2013 False True
Edit NewStatus
00000003 01/03/1965 08/17/2013 Completed 11/11/2013 True True
All GRANTEES AND PROVIDERS
• Must have access to MN-ITS for accessing MHIS-
• Request access with the MN-ITS administrator in your agency for logon ID and password– If you already have access then request
MHIS be added to your user profile.
MN-ITS (Provider Help Desk) call 651-431-2700
MHIS Flow Chart
MN-ITS Logon
MHIS Client
MHIS Multiple Provider
MHIS Flow Chart
Upload MHIS Client
Provider Informati
onReports
Add New
Client
Edit Existing Client
New Status
Input for Existing Client
UPLOADUpload
• Select File
Browse
Add Start Date of Reporting Period
Add End Date of Reporting Period
Select “Upload File”
aka: Batch Uploading
Provider Information
• Provides IDDT Services
Provider Information
• Primary Contact Information• Secondary Contact Information• Team Names / Add a Team – HWS required
Provider Contact Information
• Secondary NPI
Provider Batch
Provider Informati
on
MHIS Client
• Placement Information• Client Information• DA & SA Screening• LOCUS –if applicable• DBT – if applicable• CRISIS – if applicable
Add a MHIS Client
Edit Existing Client
New Status Input for Existing Client
MHIS Client
MHIS Client
Add a New Client
• Edit any field as necessary
Edit Existing Client
New Status Input for Existing Client
MHIS Client
MHIS ClientAdd a New Client
Edit Existing Client
• Client status• Residential Status• Employment status• Number of arrests• LOCUS – if applicable• DBT – if applicable
New Status Input for Existing Client
MHIS Client
Reports
• List of clients who’s six months anniversary date will occur.
Monthly Status Update
• List of clients who have status record that have not been checked “Complete”
Incomplete Record
• Client Status• New and Continuing Clients by race, ethnicity, gender
6 Month Summary
Reports
MHIS
• MHCP (MinnesotaCare, PMAP, GA, MA)• Verify DOB with PMI via MN-ITS eligibility section
Client
• Verify client has not already been added (PMI – search)Start Date = First date of service
• Start Date = First date of service• Only select Program/Treatment that your agencies location is providing
MHIS – hints
• Access to MHIS is via MN-ITS / Technical Support @ 651-431-2700• Quick Sheet, Manual and Step-by-Step Instruction
MHIS & MN-ITS Tools
FYI
Multiple Provider Screen
Edit
New
Upload
Provider Reports