Skip To: Main content|Subnavigation|
Minnesota Department of Human Services Mental Health Information System (MHIS) Manual
Advanced Search|  

Page Posted: 06/02/2014

Page Reviewed and Updated: 6/5/2015

Link to Chapter 2 - General Reporting Requirements PDF

2. General Reporting Requirements

Clients

  • New Client – A new client refers to a person who either
  • 1. has not previously received a service and now started receiving services from Public Funding,

    2. has previously received a service from private payer and now started receiving services from Public Funding, or

    3. had previously received a service from Public Funding, and, during the reporting period, resumed receiving services after being previously discharged or after an extended period of inactivity (discontinuance).

  • Continuing Client – A continuing client refers to a person who continues to receive services 180 days after the start date (anniversary date) and has not completed treatment.
  • Client Completed Treatment – A client completed treatment refers to a person who received services and completed services during the reporting period.
  • Discontinuance – A discontinuance client refers to a person who received mental health and support services and then an extended period (4 weeks) of inactivity occurred during the reporting period.
  • 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, Medicare or self-pay.

    Reporting Framework

    The MHIS client-level data reporting is a 6-month reporting cycle (July – December and January – June). This means that the agency submits information on all persons who received certain publicly funded mental health services within a 6-month period.

    The agencies should only be reporting on publicly funded clients, with the exception of two program services types: Crisis and Housing with Supports.

    The following points are essential for a better understanding of the reporting framework:

    1. For every reporting period, the agency caseload is comprised of the following:

    a. Clients already in the agency caseload at the start of the reporting period; and

    b. New clients to the agency during the reporting period.

    Note: A client who was assigned a “continuing” status during a previous reporting period is expected to be in the agency caseload at the beginning of the succeeding reporting period.

    1. For every reporting period, statuses for each outcome measure are reported:

    a. For new clients starting during the reporting period, report the status within the first week of the start date

    b. For continuing clients (clients already in the agency caseload at the beginning of the reporting period), report the most recent available status at the 6-month anniversary date, and their status either upon discharge or discontinuance (if discharged or discontinued occurred during the reporting period).

    Examples

    The following scenarios represent three separate reporting periods:

    Scenario 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 1/1/2014, 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

    PMI

    DOB

    Start Date

    Client Status

    Submit date

    Current

    Record

    Completed Record

    Edit

    New Status

    00000001

    01/01/1965

    07/01/2013

    New Client

    07/07/2013

    False

    True

    Edit

    New Status

    00000001

    01/01/1965

    07/01/2013

    Continuing

    01/08/2014

    False

    True

    Edit

    New Status

    00000001

    01/01/1965

    07/01/2013

    Complete Treatment

    03/15/2014

    True

    True

    Scenario 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
  • • 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

    PMI

    DOB

    Start Date

    Client Status

    Submit date

    Current Record

    Completed Record

    Edit

    New Status

    00000002

    01/02/1965

    03/11/2013

    Continuing

    09/17/2013

    False

    True

    Edit

    New Status

    00000002

    01/02/1965

    03/11/2013

    Continuing

    03/11/2014

    False

    True

    Edit

    New Status

    00000002

    01/02/1965

    03/11/2013

    Continuing

    9/11/2014

    True

    True

    Scenario 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

    PMI

    DOB

    Start Date

    Client Status

    Submit date

    Current Record

    Completed Record

    Edit

    New Status

    00000003

    01/03/1965

    08/17/2013

    New Client

    08/20/2012

    False

    True

    Edit

    New Status

    00000003

    01/03/1965

    08/17/2013

    Completed

    11/11/2013

    True

    True

    Scenario 4:

    Joe Doe PMI#: 00000004, DOB: 02/03/1963, Start Date: 10/16/2012, End Date: NA

  • • Joe Doe was admitted to ARMHS service on 10/16/2012 and then on 1/14/2013, Joe was transferred to ACT services (within the same agency (NPI) and same location. On 1/15/2014, Joe was transferred to ARMH services (within the same agency (NPI) and same location.
  • • On 10/20/2012, add MHIS client and entered “New Client” status with ARMHS service
  • • On 04/16/2013, search PMI and clicked on New Status to created “Continuing” status update
  • • Update the Program field by adding ACT services and removing ARMHS services
  • • On 10/16/2013, search PMI and clicked on New Status to created “Continuing” status update
  • • On 04/16/2014, search PMI and clicked on New Status to created “Continuing” status update
  • • Update the Program field by adding ARMHS services and removing ACT services
  • There should be four lines - no end date as client is still receiving services from agency

    PMI

    DOB

    Start Date

    Client Status

    Submit date

    Current Record

    Completed Record

    Edit

    New Status

    00000004

    02/03/1963

    10/16/2012

    New Client

    10/16/2012

    False

    True

    Edit

    New Status

    00000004

    02/03/1963

    10/16/2012

    Continuing

    04/16/2013

    False

    True

    Edit

    New Status

    00000004

    02/03/1963

    10/16/2012

    Continuing

    10/16/2013

    False

    True

    Edit

    New Status

    00000004

    02/03/1963

    10/16/2012

    Continuing

    04/16/2014

    True

    True

    Scenario 5:

    Sally Doe PMI#: 00000005, DOB: 03/03/1962, Start Date: 10/16/2012, End Date: NA

  • • Sally Doe was admitted to ARMHS service on 10/16/2012 and then on 1/14/2013, Sally started receiving DBT services (within the same agency (NPI) and same location. On 11/01/2013, Joe stopped receiving ARMHS services (within the same agency (NPI) and same location. On 01/15/2014, Joe stopped receiving DBT services.
  • • On 10/20/2012, add MHIS client and entered “New Client” status with ARMHS service
  • • On 04/16/2013, search PMI and clicked on New Status to created “Continuing” status update
  • • Update the Program field by adding DBT services
  • • On 10/16/2013, search PMI and clicked on New Status to created “Continuing” status update
  • • On 01/15/2014, search PMI and clicked on New Status to created “Completed” status update
  • • Update the Program field by removing ARMHS services
  • There should be four lines when all data entry has been completed

    PMI

    DOB

    Start Date

    Client Status

    Submit date

    Current Record

    Completed Record

    Edit

    New Status

    00000005

    03/03/1962

    10/16/2012

    New Client

    10/16/2012

    False

    True

    Edit

    New Status

    00000005

    03/03/1962

    10/16/2012

    Continuing

    04/16/2013

    False

    True

    Edit

    New Status

    00000005

    03/03/1962

    10/16/2012

    Continuing

    10/16/2013

    False

    True

    Edit

    New Status

    00000005

    03/03/1962

    10/16/2012

    Completed

    01/15/2014

    True

    True

    Rate/Report this pageReport/Rate this page

    © 2017 Minnesota Department of Human Services Updated: 6/8/15 10:30 AM | Accessibility | Terms/Policy | Contact DHS | Top of Page | Updated: 6/8/15 10:30 AM