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

Page Reviewed and Updated: 11/6/2017

5.1.2. Placement Information

VARIABLE NAME: Payment Source

  • DESCRIPTION: Identify the payment source for treatment services at the time the service was delivered. The responses to this question will aid in the tracking grant funds per legislative request.
  • VALID ENTRIES:
  • (1) Minnesota Health Care Plan (MHCP)
  • (2) Grant funding only
  • (3) MHCP and grant funding
  • (4) Private insurance and grant funding
  • GUIDELINES: Select the type of payment source that pays all or part of the client’s mental health and support services. If private insurance is covering the complete cost of the service, then the person should not be reported in MHIS. The responses to this question will aid in the tracking grant funds per legislative request.
  • FIELD NUMBER: C4
  • FIELD LENGTH: 1
  • FIELD TYPE: Text
  • FORMAT: X
  • VARIABLE NAME: Reason Grant Funded

  • DESCRIPTION: Identify the reason why grant funding was used for all or part of the payment source.
  • VALID ENTRIES:
  • (1) Underinsured
  • (2) No insurance
  • (3) Uninsurable
  • (4) Non-MHCP covered service provided
  • GUIDELINES: This question is required if Payment Source is Grant Funding only (02), MHCP and Grant Funding (03), or Private Insurance and Grant Funding (04).
  • FIELD NUMBER: Z1
  • FIELD LENGTH: 1
  • FIELD TYPE: Text
  • FORMAT: X
  • VARIABLE NAME: Specify Grant Type

  • DESCRIPTION: Identify type of grant funding used.
  • VALID ENTRIES:
  • (1) CSP: Community Support Program grant
  • (2) AMHI: Adult Mental Health Initiative grant
  • (3) HWS: Housing With Supports grant
  • (4) Crisis grant
  • (9) Other State grant
  • GUIDELINES: This question is required if Payment Source is Grant Funding only (02), MHCP and Grant Funding (03), or Private Insurance and Grant Funding (04).
  • FIELD NUMBER: Z2
  • FIELD LENGTH: 1
  • FIELD TYPE: Text
  • FORMAT: X
  • VARIABLE NAME: Patient Master Index (PMI) ID

  • DESCRIPTION: The PMI ID is a unique client identification number assigned to each person who receives county public assistance.
  • VALID ENTRIES: An identifier with 8 text characters
  • GUIDELINES: Agencies must provide the PMI ID when reporting MHCP eligible clients. PMI first digit leads with a zero. Providers can search for a client’s PMI using the Eligibility Request function in MN-ITS.
  • FIELD NUMBER: C5
  • FIELD LENGTH: 8
  • FIELD TYPE: Text
  • FORMAT: XXXXXXXX
  • VARIABLE NAME: Shared Master Index (SMI) ID

  • DESCRIPTION: The SMI ID is a unique client identification number created to cross-reference MAXIS, MMIS, PRISM, and SSIS.
  • VALID ENTRIES: An identifier with 9 text characters
  • GUIDELINES: This element is only used when no PMI ID is assigned
  • FIELD NUMBER: C6
  • FIELD LENGTH: 9
  • FIELD TYPE: Text
  • FORMAT: XXXXXXXX
  • VARIABLE NAME: Alternative Mental Health (AMH) ID

  • DESCRIPTION: A client identifier to be used when either a PMI or SMI IDs are not available.
  • VALID ENTRIES: an identifier with 8 text characters
  • GUIDELINES: This element is only used when no PMI or SMI is assigned. The hierarchy for client IDs in MHIS are as follows:
  • 1. Patient Master Index Number (PMI) for previously and current clients on Minnesota Health Care Program (MA, MinnesotaCare, GAMC and MCO/PMAP
  • 2. Shared Master Index number (SMI) for all clients with a county case – this ID is only used when no PMI exists
  • 3. Only if PMI or SMI does not exist should the AMH ID be used.
  • 4. The AMH ID contains the first four digit numbers (which identifies the provider– contact MHIS TA for provider number), and then next four digits is created by the provider which should begin with 0001 for the first client and increase by 1 as additional AMH ID are needed.
  • 5. Grantees/Providers should search client list on MHIS, to determine next number to be assigned to a new client that does not have PMI or SMI. The provider must link the AMH ID with the client in their system, to use for future continuing and discharge client status reporting. AMH ID must not contain any part of the client’s SSN.
  • FIELD NUMBER: C7
  • FIELD LENGTH: 8
  • FIELD TYPE: Text
  • FORMAT: XXXXXXXX
  • VARIABLE NAME: Date of Birth

  • DESCRIPTION: This is the date the client was born
  • VALID ENTRIES: An identifier using 10 date
  • GUIDELINES: This must match the date of birth associated with PMIN or SMI number
  • FIELD NUMBER: C8
  • FIELD LENGTH: 10
  • FIELD TYPE: Date
  • FORMAT: MM/DD/YYYY
  • VARIABLE NAME: CLIENT STATUS

  • DESCRIPTION: Indicates the client’s status at the time of reporting.
  • VALID ENTRIES:
  • • 01 New Client – a person who began services during the reporting period. Services began on the first day of the reporting period or thereafter
  • • 02 Continuing Client – a person on the agency caseload (i.e. has not completed treatment) at the start of the reporting period. Services began at least a day prior to the start of the reporting period.
  • • 03 Intervention Episode – a person who received Crisis Assessment, Intervention, Stabilization, or Residential services.
  • • 11 Client Completed Treatment – a person who completed services during the reporting period. Services completed on the last day of reporting period or prior.
  • • 12 Transferred to Same Level of Service
  • • 13 Transferred to Higher Level of Service
  • • 14 Transferred to Lower Level of Service
  • • 21 Client Moved or Relocated
  • • 22 No Contact With Client
  • • 32 Client was Incarcerated, Jail
  • • 41 Death - Suicide
  • • 42 Death – Not Suicide or Unknown (unknown cause)
  • • 62 Other Specified Reasons
  • GUIDELINES: A client has a ‘continuing’ status if the person has not yet completed or discontinued services from the agency at the end of the reporting period.
  • • A client who received a service during the reporting period and died during the reporting period should be included in the file, using the most recent available data prior to the client’s death. Use code 41 or 42 as the client’s status at the end of the reporting period.
  • • To determine type of transfer to same, higher, or lower level of service, use LOCUS assessment level of care score.
  • • Use code 62 for clients that are no longer covered by public funds.
  • • Use code 62 for a discontinuance client with discontinuance reason not in the provided selection above.
  • • There is no unknown client status.
  • Field Number: C9
  • Field Length: 2
  • Field Type: Text
  • Format: XX
  • VARIABLE NAME: STATUS UPDATE DATE

  • Description: date client’s status was last updated during current reporting period. For online entry only.
  • Valid Entries: 2- digit month and day followed by the 4-digit year. The numeric format for months and days 1-9 must have a zero as the leading digit.
  • Guidelines: For Crisis services Status Update Date will be the same as the Start Date. Unknown status update date enter: 01/01/1900
  • Field Type: Date
  • FORMAT: MM/DD/YYYY
  • VARIABLE NAME: START DATE

  • DESCRIPTION: Identifies the date the client started services.
  • VALID ENTRIES: 2- digit month and day followed by the 4-digit year. The numeric format for months and days 1-9 must have a zero as the leading digit.
  • GUIDELINES: Must be consistent throughout the duration of the client’s services.
  • FIELD NUMBER: C10
  • FIELD LENGTH: 10
  • FIELD TYPE: Date
  • FORMAT: MM/DD/YYYY
  • VARIABLE NAME: END DATE

  • DESCRIPTION: Identifies the date of the client completed treatment or last day client received services.
  • VALID ENTRIES: 2- digit month and day followed by the 4-digit year. The numeric format for months and days 1-9 must have a zero as the leading digit.
  • GUIDELINES: When the client’s status is “Discontinuance – No contact with client,” enter the last day of the reporting period.
  • FIELD NUMBER: C11
  • FIELD LENGTH: 10
  • FIELD TYPE: DATE
  • FORMAT: MM/DD/YYYY
  • VARIABLE NAME: CURRENT PROGRAM / TREATMENT

  • DESCRIPTION: Indicates the type of mental health service(s) the client received at the time of reporting from the reporting agency.
  • VALID ENTRIES:
  • 01 ARMHS: Adult Rehabilitative Mental Health Services
  • 02 ACT: Assertive Community Treatment
  • 06 CSP: Community Support Program Services
  • 08 Crisis Residential
  • 09 Day Treatment
  • 10 Diagnostic Assessment
  • 11 DBT: Dialectical Behavior Therapy IOP
  • 13 HWS: Housing With Supportive Services
  • 15 IRTS: Intensive Residential Treatment Services
  • 16 Medication Management
  • 17 Outpatient Psychotherapy
  • 18 Partial Hospitalization
  • 19 Peer Support Services
  • 20 MH-TCM: Mental Health Targeted Case Management
  • 21 State-Operated Inpatient
  • 22 Supported Employment
  • 23 Crisis Assessment
  • 24 Crisis Intervention
  • 25 Crisis (non-residential) Stabilization
  • 26 Youth ACT
  • 28 BHH: Behavioral Health Homes
  • 29 Forensic ACT
  • 30 CTSS: Children’s Therapeutic Services & Supports
  • 31 Outreach Services (HWS)
  • 32 Housing Transition Services (HWS)
  • 33 Tenancy Sustaining Services (HWS)
  • 34 General Case Management
  • GUIDELINES:
  • • Multiple entry field - five codes; select all that apply for services delivered by the agency at the time of reporting. Exception: Intervention Episode – client status can only have up to three Crisis services: codes 23, 24, and 25.
  • • For definitions of Program/Treatment service, refer to the GLOSSARY OF TERMS and ACRONYMS section in this manual.
  • FIELD NUMBER: C12
  • FIELD LENGTH: 10
  • FIELD TYPE: Text
  • FORMAT: XXXXXXXXXX
  • VARIABLE NAME: LEGAL STATUS AT START DATE

  • DESCRIPTION: Identifies the client’s legal status at the time of reporting.
  • VALID ENTRIES:
  • 01 Voluntary, Self
  • 02 Voluntary, Others (By guardian, parents, etc.)
  • 03 Civil Commitment MI
  • 04 Civil Commitment MICD
  • 05 Civil Commitment MI/DD
  • 06 Civil Commitment MI&D
  • 07 Civil Commitment, Sexual
  • 08 Civil Commitment, Other
  • 09 Court Hold
  • 10 Criminal Commitment
  • 11 Emergency Hold
  • 12 Provisional Discharge
  • 99 Unknown
  • GUIDELINES:
  • • Code 03, 04, 05, 06 & 08 (civil) describes individuals who have been committed for dangerousness due to mental illness.
  • • Use code 01 or 02 for Stayed Order of commitment that describes when the commit- met order was defer (hold off, put off).
  • • Use code 07 (sexual) for clients civilly committed under laws that are referred to as ‘sexual predator’ or ‘sexually dangerous’ or ‘sexual psychopathic personality’.
  • • Use code 99 (Unknown) if the Agency collects these data but for some reason a particular record does not reflect and acceptable value.
  • FIELD NUMBER: C13
  • FIELD LENGTH: 2
  • FIELD TYPE: Text
  • FORMAT: XX
  • VARIABLE NAME: TEAM CODE (OPTIONAL REPORTING)

  • DESCRIPTION: Identifies the code associated with the agency specific team name.
  • VALID ENTRIES: SEE PROVIDER INFORMATION TAB SECTION
  • GUIDELINES: Identifier for the specific team, if applicable, providing the same service at the same location. For example, the agency has three teams providing this service at the same location, the agency assigns a team name and team code for each team. These codes are reported rather than the team name.
  • NOTE: Housing with Supportive Services grantees, ACT, and Forensic ACT must complete this field.
  • FIELD NUMBER: C14
  • FIELD LENGTH: 2
  • FIELD TYPE: Text
  • FORMAT: XX
  • VARIABLE NAME: GENDER

  • DESCRIPTION: Identifies the client’s self-identified gender at the start of services.
  • VALID ENTRIES:
  • 1 MALE
  • 2 FEMALE
  • GUIDELINES: Agencies that collect transgender as an option have to report the data as follows: Transgender man (female sex at birth but identifies as male) - code as Male. Transgender woman (male sex at birth but identifies as female) - code as Female. If the gender of a client changes during the reporting period, notify AMHD Technical Support.
  • FIELD NUMBER: C15
  • FIELD LENGTH: 1
  • FIELD TYPE: Text
  • FORMAT: X
  • VARIABLE NAME: RACE

  • DESCRIPTION: Identifies the client’s race at the start of services.
  • VALID ENTRIES:
  • 1 AMERICAN INDIAN AND ALASKA NATIVE: origins in any of the original people of North America and South America (including Central America) and who maintain cultural identification through tribal affiliation or community attachment.
  • 2 ASIAN: origins in any of the following people of the Far East, the Indian Subcontinent, or Southeast Asia, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Philippine Islands, Thailand, and Vietnam.
  • 3 NATIVE HAWAIIAN OR OTHER PACIFIC ISLANDER: origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
  • 4 BLACK OR AFRICAN AMERICAN: origins in any of the Black racial groups of Africa.
  • 5 WHITE: origins in any of the original people of Europe, North Africa or the Middle East.
  • 6 SOME OTHER RACE ALONE: use this category for instances in which the client does not identify with any category above or whose origin group, because of area custom, is regarded as a racial class distinct from the above categories (do not use this category for clients indicating multiple or mixed races).
  • 9 UNKNOWN
  • GUIDELINES:
  • • Multiple entries field; select all races that the client reported at the beginning of program.
  • • For agencies that collect “Other Race” or allow clients to specify a single race not provided in the selection categories, use code 6 (Some Other Race alone). Note that this category cannot be used if the client is indicating another race.
  • • Agencies may use the following guidelines in the absence of an agency business rule or to supplement an existing business rule: Use the most recent race reported if variation in a person’s race was reported.
  • • Use code 9 (Unknown) if the agency collects race data but for some reason a particular record does not reflect an acceptable value. Note that this category cannot be used if the client is indicating another race.
  • • For further reading on the implementation of the OMB guidelines regarding the reporting of race, please see the latest publication by the National Academy of Sciences.
  • FIELD NUMBER: C16
  • FIELD LENGTH: 5
  • FIELD TYPE: Text
  • FORMAT: XXXXX
  • VARIABLE NAME: ETHNICITY

  • DESCRIPTION: Identifies whether or not the client is of Hispanic or Latino origin.
  • VALID ENTRIES:
  • 1 NOT OF HISPANIC ORIGIN
  • 2 PUERTO RICAN (OPTIONAL) – of Puerto Rican origin regardless of race.
  • 3 MEXICAN (OPTIONAL) – of Mexican origin regardless of race.
  • 4 CUBAN (OPTIONAL) – of Cuban origin regardless of race.
  • 5 OTHER SPECIFIC HISPANIC (OPTIONAL) – of known Central or South American or any other Spanish cultural origin (including Spain), other than Puerto Rican, Mexican or Cuban, regardless of race.
  • 6 HISPANIC ORIGIN regardless of race
  • 9 UNKNOWN
  • GUIDELINES:
  • • If codes 2, 3, 4, and 5 are not collected, then use code 6.
  • • Use code 9 (Unknown) if the agency collects ethnicity data but for some reason a particular record does not reflect an acceptable value.
  • • For further reading on the implementation of the OMB guidelines regarding the reporting of ethnicity, please see the latest publication by the National Academy of Sciences.
  • FIELD NUMBER: C17
  • FIELD LENGTH: 1
  • FIELD TYPE: Text
  • FORMAT: X
  • VARIABLE NAME: COUNTY OF RESIDENCE

  • DESCRIPTION: Identifies the county in which the client resides.
  • VALID ENTRIES:
  • 001 AITKIN
  • 002 ANOKA
  • 003 BECKER
  • 004 BELTRAMI
  • 005 BENTON
  • 006 BIG STONE
  • 007 BLUE EARTH
  • 008 BROWN
  • 009 CARLTON
  • 010 CARVER
  • 011 CASS
  • 012 CHIPPEWA
  • 013 CHISAGO
  • 014 CLAY
  • 015 CLEARWATER
  • 016 COOK
  • 017 COTTONWOOD
  • 018 CROW WING
  • 019 DAKOTA
  • 020 DODGE
  • 021 DOUGLAS
  • 022 FARIBAULT
  • 023 FILLMORE
  • 024 FREEBORN
  • 025 GOODHUE
  • 026 GRANT
  • 027 HENNEPIN
  • 028 HOUSTON
  • 029 HUBBARD
  • 030 ISANTI
  • 031 ITASCA
  • 032 JACKSON
  • 033 KANABEC
  • 034 KANDIYOHI
  • 035 KITTSON
  • 036 KOOCHICHING
  • 037 LAC QUI PARLE
  • 038 LAKE
  • 039 LAKE OF THE WOODS
  • 040 LE SUEUR
  • 041 LINCOLN
  • 042 LYON
  • 043 MCLEOD
  • 044 MAHNOMEN
  • 045 MARSHALL
  • 046 MARTIN
  • 047 MEEKER
  • 048 MILLE LACS
  • 049 MORRISON
  • 050 MOWER
  • 051 MURRAY
  • 052 NICOLLET
  • 053 NOBLES
  • 054 NORMAN
  • 055 OLMSTED
  • 056 OTTER TAIL
  • 057 PENNINGTON
  • 058 PINE
  • 059 PIPESTONE
  • 060 POLK
  • 061 POPE
  • 062 RAMSEY
  • 063 RED LAKE
  • 064 REDWOOD
  • 065 RENVILLE
  • 066 RICE
  • 067 ROCK
  • 068 ROSEAU
  • 069 ST. LOUIS
  • 070 SCOTT
  • 071 SHERBURNE
  • 072 SIBLEY
  • 073 STEARNS
  • 074 STEELE
  • 075 STEVENS
  • 076 SWIFT
  • 077 TODD
  • 078 TRAVERSE
  • 079 WABASHA
  • 080 WADENA
  • 081 WASECA
  • 082 WASHINGTON
  • 083 WATONWAN
  • 084 WILKIN
  • 085 WINONA
  • 086 WRIGHT
  • 087 YELLOW MEDICINE
  • 088 NON-MINNESOTA RESIDENT
  • 099 UNKNOWN
  • FIELD NUMBER: C18
  • FIELD LENGTH: 3
  • FIELD TYPE: Text
  • FORMAT: XXX
  • VARIABLE NAME: RESIDE ON RESERVATION

  • DESCRIPTION: Identifies the reservation on which the client resides.
  • VALID ENTRIES:
  • 01 BOIS-FORTE
  • 02 FOND-DU-LAC
  • 03 GRAND-PORTAGE
  • 04 LEECH LAKE
  • 05 LOWER SIOUX
  • 06 MILLE-LACS BAND
  • 07 PRAIRIE ISLAND
  • 08 RED LAKE
  • 09 SHAKOPEE
  • 10 UPPER SIOUX
  • 11 WHITE EARTH
  • 12 OTHER
  • 13 NO
  • 99 UNKNOWN
  • FIELD NUMBER: C19
  • FIELD LENGTH: 2
  • FIELD TYPE: Text
  • FORMAT: XX
  • VARIABLE NAME: TRIBAL ENROLLMENT

  • DESCRIPTION: Identifies the client’s tribal enrollment.
  • VALID ENTRIES:
  • 01 BOIS-FORTE
  • 02 FOND-DU-LAC
  • 03 GRAND-PORTAGE
  • 04 LEECH LAKE
  • 05 LOWER SIOUX
  • 06 MILLE-LACS BAND
  • 07 PRAIRIE ISLAND
  • 08 RED LAKE
  • 09 SHAKOPEE
  • 10 UPPER SIOUX
  • 11 WHITE EARTH
  • 12 OTHER
  • 13 NOT ENROLLED
  • 99 UNKNOWN
  • FIELD NUMBER: C20
  • FIELD LENGTH: 2
  • FIELD TYPE: Text
  • FORMAT: XX
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