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Minnesota Department of Human Services Mental Health Information System (MHIS) Manual
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Page Posted: 06/02/2014

Page Reviewed and Updated: 6/5/2015

Link to Chapter 4 - How to Report PDF

4. How to Report

Real-Time

The MHIS is an individual web-based data entry system, which is completed by the agency that provided the services. To access MHIS, the agency must first log-on to MN-ITS and then click on the MHIS link.

Agencies are required to record information needed for the status report within one week of the status and complete a status report in MHIS within 30 days of the date of the status.

Batch Upload

The MHIS has an Upload tab, which is completed by the agency who submits a comma delimited text file.

To access MHIS, the agency must first log-on to MN-ITS and then click on the Mental Health Information System link on the left hand side of the page.

Agencies are required to record information needed for the status report within one week of the status and complete batch upload submissions are on a semi-annual reporting period, based upon the calendar year (January- June & July – December).

Reports are due at DHS by the 31st calendar day following the end of the six month reporting period; January 31st and July 31st.

Agency may choose to Batch Upload on a monthly or quarterly base. Reports are due at DHS by the 31st calendar day following the end of the monthly or quarterly reporting period.

Batch Upload submission may contain more than one client status record, duplication will be based on three fields; Client ID (PMIN or SMI), Client Status, and Start Date. Review the Text File Process section for additional requirements.

Agencies complete the following fields on the Upload tab to submitting a Client Level data report:

  • • File Name to be uploaded has a “Browse” button to search for file on your computer
  • • Name the file as: NPI_MHIS_20110721.txt (comma delimited text)
  • • Remember to use all capital letters and date should be the date submitted
  • • File name can only be used once and the file has to have an extension of txt
  • • Start Date of the Reporting Period: MM/DD/YYYY
  • • End Date of the Reporting Period: MM/DD/YYYY
  • Real - Time and Batch Upload: 60 days edit feature

    The MHIS system allows a client status records to be edited, via Real-time method, for up to 60 days after the submission date and the Completed Record value is “True”. Real-time and Batch client status records are automatically stamped with submission date, which is the date the client status records was created or uploaded. Also, Batch client status records are by default in a “True” value for the Completed Record field.

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