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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

5.1.3. Client Information

VARIABLE NAME: RESIDENTIAL STATUS

  • DESCRIPTION: Specifies client’s residential status on the date of first service use (previous night), on the date of last service or for continuing client status use (that night).
  • VALID ENTRIES:
  • o 01 HOMELESS: person has no fixed address; includes homeless, shelters
  • o 02 FOSTER HOME: defined as a home licensed by a county or state department to provide foster care to adults
  • o 03 RESIDENTIAL CARE: individual resides in a residential care facility. This level of care may include a group home, therapeutic group home, or rehabilitation center, or agency- operated residential care facilities. Category includes IRTS.
  • o 04 CRISIS RESIDENCE: a time-limited residential (24 hours/day) stabilization program that delivers services for acute symptom reduction and restores clients to a pre-crisis level of functioning
  • o 05 INSTITUTIONAL SETTING [Code discontinued, see new codes 15, 16, or 17] individual resides in an institutional care facility with care provided on a 24 hour, 7 days a week basis. This level of care may include skilled nursing/ intermediate care facility, nursing homes, institute of mental disease (IMD), inpatient psychiatric hospital, psychiatric health facility, veterans’ affairs hospital, or state hospital.
  • o 06 JAIL/CORRECTIONAL FACILITY: individual reside in a jail and/or correctional facility with care provided on a 24 hour, 7 days a week basis. This level of care may include a jail, correctional facility, detention centers, and prison.
  • o 11 PRIVATE RESIDENCE, INDEPENDENT LIVING: this category describes clients living independently in a private residence and capable of self-care. It includes clients who live independently with case management support or with supported housing supports. This category also includes clients who are largely independent and choose to live with others for reasons not related to mental illness. They may live with friends, spouse, or other family members. The reasons for shared housing could include personal choice related to culture and/or financial considerations.
  • o 12 PRIVATE RESIDENCE, DEPENDENT LIVING – clients living in a house, apartment, or other similar dwellings and are heavily dependent on others for assistance in living in this situation. (This category includes clients receiving services such as CADI/Waiver/PCA in order to maintain their residence or is under guardianship or conservatorship indicating that they are reliant on someone else in order to maintain the housing.)
  • o 13 OTHER RESIDENTIAL STATUS
  • o 14 BOARD & LODGE: Client is living in a residential program that provides meals and lodging; without onsite staff or services. These facilities provide supportive or health supervision services such as assisting with preparation and administration of certain medications and assisting with dressing, grooming and bathing. They serve five or more people who need special services. These may include people who are frail elderly, mentally ill, developmentally disabled or chemically dependent.
  • o 15 NURSING FACILITY (including board and care): Residential program for clients who require nursing care and 24 hour staff (e.g. Andrew Board & Care).
  • o 16 HOSPITAL: services include inpatient services provided in a facility certified to participate in Medicare. Hospital services must be medically necessary and provided by or under the supervision of a physician, dentist, or other provider having medical staff privileges in the hospital.
  • o 17 REGIONAL TREATMENT CENTER: Any state-operated facility for people who are mentally ill, developmentally disabled, or chemically dependent under the direct administrative authority of the Commissioner (e.g.: CBHH, AMRTC, MN Security Hospital).
  • o 97 UNKNOWN
  • GUIDELINES: New Client status report (previous night) all other client statuses [Intervention Episode, Continuing, Complete, and Discontinuance] report (that night).
  • FIELD NUMBER: C21
  • FIELD LENGTH: 2
  • FIELD TYPE: Text
  • FORMAT: XX
  • Variable Name: Housing Change

  • DESCRIPTION: Identifies if person is wanting/planning to move
  • VALID ENTRIES:
  • o 1 Wanting or planning to move from current environment.
  • o 2 Not wanting or planning to move from current environment.
  • • GUIDELINES: Required for ACT, Forensic ACT, Youth ACT, HWS, and MH-TCM.
  • FIELD NUMBER: C33
  • FIELD LENGTH: 1
  • FIELD TYPE: Text
  • FORMAT: X
  • Variable Name: Barriers to Moving

  • DESCRIPTION: If Housing Change = (1) Wanting or planning to move from current environment, select up to 5 barriers the person may have to moving.
  • VALID ENTRIES:
  • o 01 None
  • o 02 Can’t meet income requirements
  • o 03 Concerns for health & safety by legal rep/team
  • o 04 Credit history
  • o 05 Criminal history
  • o 06 Drug/alcohol use
  • o 07 History of evictions or Unlawful Detainers
  • o 08 Lack of affordable housing
  • o 09 Lack of rental history
  • o 10 Needs housing access assistance
  • o 11 Personal safety concerns related to available locations
  • o 12 Security deposit/first-month’s rent
  • o 13 Tobacco use
  • o 14 Transportation access / public transportation
  • o 15 Other
  • o 16 Unknown
  • GUIDELINES:
  • o Required for ACT, Forensic ACT, Youth ACT, HWS, and MH-TCM.
  • FIELD NUMBER: C34
  • FIELD LENGTH: 2
  • FIELD TYPE: Text
  • FORMAT: XX
  • Variable Name: Housing Preferences/Needs

  • DESCRIPTION: If Housing Change = (1) Wanting or planning to move from current environment, select up to five Housing Preferences/Needs.
  • VALID ENTRIES:
  • o 01 None/Prefers not to share
  • o 03 Accessibility to home and all areas of home
  • o 04 Accommodates desired routines and preferred schedule
  • o 05 Accommodates my cultural preferences or needs
  • o 06 Alcohol and/or tobacco use
  • o 07 Availability of public transportation
  • o 08 Have a pet
  • o 09 Location - concerns for personal safety
  • o 10 Location - to family/friends
  • o 11 Location - to leisure/entertainment activities
  • o 12 Location - to shopping, school, doctors, etc.
  • o 13 Location - to work or jobs
  • o 14 Own apartment/home
  • o 15 Roommate(s)
  • o 16 Space/room for caregiver
  • o 17 Other
  • o 18 Unknown
  • GUIDELINES:
  • o Required for ACT, Forensic ACT, Youth ACT, HWS, and MH-TCM

  • FIELD NUMBER: C35
  • FIELD LENGTH: 10
  • FIELD TYPE: Text
  • FORMAT: XXXXXXXXXX
  • Variable Name: Housing Status

  • DESCRIPTION: Specifies a person’s housing or homeless status in addition to any overlapping residential status. Specifies person’s housing status on the date of first service use (previous night), on the date of last service, or for the person’s continuing status use (that night).
  • VALID ENTRIES:
  • o 1 Homeless: An individual or family that lacks a fixed, regular, and adequate nighttime residence, or
  • § An individual or family whose primary nighttime residence is:
  • § A supervised, publicly or privately operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters, and transitional housing for the mentally ill)
  • § An institution that provides a temporary residence for individuals intended to be institutionalized, or
  • § A public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings.
  • o 2 Imminent Risk of Homelessness (state PATH program): A person who is currently not homeless but who will become homeless if mental health services and/or housing support are not provided in the immediate future. The definition of imminent risk for homelessness includes one or more of the following criteria:
  • § doubled-up living arrangement where the individual’s name is not on the lease;
  • § living in a condemned building without a place to move;
  • § arrears in rent/utility payments;
  • § having received an eviction notice without a place to move;
  • § living in temporary or transitional housing that carries time limits; and
  • § being discharged from a health care or criminal justice institution without a place to live.
  • o 3 Chronically Homeless/Long-Term Homeless: Persons including individuals, unaccompanied youth, or families with children who lack a permanent place to live continuously for a year or more or at least four times in the past three years. Any period of institutionalization or incarceration shall be excluded when determining the length of time a household has been homeless.
  • o 4 Housed: A person or household that has a lease or ownership based housing they can afford.
  • o 9 Unknown
  • GUIDELINES: required for all services except for mobile crisis: [23] Crisis assessment, [24] Crisis intervention, and [25] Crisis stabilization
  • FIELD NUMBER: C25
  • FIELD LENGTH: 1
  • FIELD TYPE: Text
  • FORMAT: X
  • VARIABLE NAME: EMPLOYMENT STATUS

  • DESCRIPTION: Specifies the client’s employment status on the date of first service, on continuing client status date or on the date of last service.
  • VALID ENTRIES:
  • o 01 Employed Full Time: equal to or more than 32 hours per week
  • o 02 PART TIME: less than 32 hours per week
  • o 03 Looking For Work/Unemployed: defined as actively looking for work or laid off from job (and awaiting to be recalled) in the past 30 days. Use the appropriate valid code for the specified classification of a person who is “Not in the Labor Force,” defined as not employed or not looking for work during the past 30 days. See GUIDELINES for coding overlapping status.
  • o 04 Not Working or Looking For Employment
  • o 05 Crew/Enclave/Group Employment: Consists of group of people with disabilities working together in a community business with an onsite job coach. Typically, work duties are divided across group members and the service provider contracts with the business and employs the workgroup.
  • o 06 Self-Employed: Self-employed clients generally meet the following conditions:
  • § Work for themselves rather than for an employer.
  • § Are responsible for their own work schedule.
  • § Are not covered under an employer's liability insurance or Workers' Compensation.
  • § May or may not have Social Security tax (FICA) deducted from their pay.
  • o 14 Homemaker
  • o 24 Student
  • o 34 Retired
  • o 44 Disabled (physical and/or mental health disability)
  • o 54 Hospital Patient or Resident of Other Institutions (e.g., correctional facilities, nursing homes, mental health care facilities, etc.)
  • o 64 Other Reported Classification (e.g. volunteers)
  • o 74 Sheltered/Non-Competitive Employment: Work or skills training that occurs on site of a licensed provider program.  People with disabilities do work and typically earn wages determined by their rate of production and are paid by the service provider who contracts with various businesses. This may also be referred to as center-based work, DTH or Pre-Vocational program.
  • o 97 Unknown
  • o 98 Not applicable
  • GUIDELINES:
  • o Agencies definitions are expected to be consistent to the general concept used by the U.S. Department of Labor, as follows:
  • o People with jobs are employed
  • o People who are jobless, looking for jobs, and available for work are unemployed
  • o People who are neither employed nor unemployed are not in the labor force
  • o Use code 64 (Other Reported Classification) for other classifications of Not in the Labor Force that are collected by the agency but not provided as a category in the MHIS.
  • o When clients are engaged in two or more activities (have overlapping status) during the reporting period, use Department of Labor’s system of priorities to determine the appropriate employment status. The prioritization rule follows: labor force activities (such as working or looking for work) take precedence over non-labor force activities (such as student and homemaker); and working or having a job takes precedence over looking for work.
  • o Examples:
  • o James Kelly and Elyse Martin attend Community College. James works part-time after school at the North Star Cafe and Elyse is seeking a part-time job at the same establishment (also after school). James' job takes precedence over his non-labor force activity of going to school, as does Elyse's search for work; therefore, James is counted as part-time employed and Elyse is counted as unemployed.
  • o Last week, Mary Davis, who was working full-time for Stuart Comics, went to the Coastal Video Shop on her lunch hour to be interviewed for a higher paying job. Mary's interview constitutes looking for work, but her work takes priority, and she is counted as full-time employed.
  • o John Walker has a full-time job at the Nuts and Bolts Company, but he didn't go to work last week because of a strike at the plant. Last Thursday, he went to the Screw and Washer Factory to see about a temporary job until the strike terminates. John was "with a job but not at work" due to an industrial dispute, which takes priority over looking for work; therefore, he is counted as full-time employed.
  • o Use code 01 or 02 if the client is “employed and a student” or “employed and retired.” Use code 03 if the client is a student and actively searching for work (includes sending out resumes, visiting unemployment centers, interviewing, etc.)
  • o Use code 54 for clients in jail, prison, or receiving services from inpatient setting. Clients who received services from community-based setting and were in an inpatient setting at the time of scheduled data update or in an inpatient setting throughout the reporting period should use code 54. Employment status of clients in institutions under the justice system is not reportable. To remain consistent with the US DOL, only employment status of persons who are non-institutionalized should be reported.
  • o Use code 97 (Unknown) sparingly. Make sure to search for the most recent available status before assigning the code “Unknown”
  • FIELD NUMBER: C22
  • FIELD LENGTH: 2
  • FIELD TYPE: Text
  • FORMAT: XX
  • Variable Name: Employment Type

  • DESCRIPTION:
  • VALID ENTRIES:
  • o [25] Currently working in non-competitive job and interested in exploring competitive options.
  • o [26] Currently working in competitive job and interested in exploring other competitive options.
  • o [27] Currently working in competitive job and seeking no changes
  • o [28] Currently working in non-competitive job and seeking no changes.
  • GUIDELINES:
  • o Required for ACT, Forensic ACT, Youth ACT, and MH-TCM
  • o Required if Employment Status = Employed full-time (01), Employed part-time (02), Crew/Enclave/Group Employment (05), Self-employed (06), or Sheltered Employment (74).
  • FIELD NUMBER: C36
  • FIELD LENGTH: 2
  • FIELD TYPE: Text
  • FORMAT: XX
  • VARIABLE NAME: Rate satisfaction with current hours

    • DESCRIPTION:

    • VALID ENTRIES:

  • o [1] Dissatisfied
  • o [2] Neither dissatisfied or satisfied
  • o [3] Satisfied
  • • GUIDELINES:
  • o Required for ACT, Forensic ACT, Youth ACT, and MH-TCM
  • o Required if Employment Status = Employed full-time (01), Employed part-time (02), Crew/Enclave/Group Employment (05), Self-employed (06), or Sheltered Employment (74).
  • • FIELD NUMBER: C37
  • • FIELD LENGTH: 1
  • • FIELD TYPE: Text
  • • FORMAT: X
  • VARIABLE NAME: Rate satisfaction with current pay

    • DESCRIPTION:

    • VALID ENTRIES:

  • o [1] Dissatisfied
  • o [2] Neither dissatisfied or satisfied
  • o [3] Satisfied
  • • GUIDELINES:
  • o Required for ACT, Forensic ACT, Youth ACT, and MH-TCM
  • o Required if Employment Status = Employed full-time (01), Employed part-time (02), Crew/Enclave/Group Employment (05), Self-employed (06), or Sheltered Employment (74).
  • • FIELD NUMBER: C38
  • • FIELD LENGTH: 1
  • • FIELD TYPE: Text
  • • FORMAT: X
  • VARIABLE NAME: Rate satisfaction with current type of work

    • DESCRIPTION:

    • VALID ENTRIES:

  • o [1] Dissatisfied
  • o [2] Neither dissatisfied or satisfied
  • o [3] Satisfied
  • • GUIDELINES:
  • o Required for ACT, Forensic ACT, Youth ACT, and MH-TCM
  • o Required if Employment Status = Employed full-time (01), Employed part-time (02), Crew/Enclave/Group Employment (05), Self-employed (06), or Sheltered Employment (74).
  • • FIELD NUMBER: C39
  • • FIELD LENGTH: 1
  • • FIELD TYPE: Text
  • • FORMAT: X
  • VARIABLE NAME: Competitive work concerns/barriers

    • DESCRIPTION:

    • VALID ENTRIES:

  • o [01] None
  • o [02] Chooses not to answer
  • o [03] Retired/approaching retirement
  • o [04] Impact on disability benefits
  • o [05] Transportation
  • o [06] Safety or vulnerability in the community
  • o [07] Lack of service, supports or resources
  • o [08] Intermittent health crisis or needs
  • o [09] Limited skills
  • o [10] Limited experiences with work; uncertainty about what is possible
  • o [11] Impact on caregivers
  • o [12] Criminal history
  • o [13] Unstable housing
  • o [14] No longer interested in work due to negative experiences
  • o [15] Other
  • o [16] Unknown
  • • GUIDELINES:
  • o Required for ACT, Forensic ACT, Youth ACT, and MH-TCM
  • o Required if Employment Status = (25) currently working in non-competitive job and interested in exploring competitive options or (28) currently working in non-competitive job and seeking no changes.
  • • FIELD NUMBER: C40
  • • FIELD LENGTH: 10
  • • FIELD TYPE: Text
  • • FORMAT: XXXXXXXXXX
  • VARIABLE NAME: EDUCATION ENROLLMENT STATUS

  • DESCRIPTION: Specifies the education enrollment status of adults on the date of first service, on continuing client status date or on the date of last service.
  • VALID ENTRIES:
  • o 1 ENROLLED: Client has attended school at any time in the past three months
  • o 2 NOT ENROLLED: Client has not attended school at any time in the past three months
  • o 9 UNKNOWN
  • GUIDELINES:
  • o At any time in the past three months’ means at least one day of school attendance in the past three months, counting from the day the information is collected.
  • o “Education” includes: high school, General Equivalency Degree or GED, home- schooling, online education, alternative school, vocational school (including business, technical, secretarial, trade), college/professional degree or correspondence courses which are not for recreation.
  • o Use code 9 (Unknown) sparingly. Make sure to search for the most recent available status before assigning the code “Unknown”
  • FIELD NUMBER: C23
  • FIELD LENGTH: 1
  • FIELD TYPE: Text
  • FORMAT: X
  • VARIABLE NAME: HIGHEST EDUCATION LEVEL COMPLETED

  • DESCRIPTION: Specifies the highest education attainment completed for all adult clients, whether currently in school or not.
  • VALID ENTRIES:
  • o 00 Under grade 1
  • o 01 Grade 1
  • o 02 Grade 2
  • o 03 Grade 3
  • o 04 Grade 4
  • o 05 Grade 5
  • o 06 Grade 6
  • o 07 Grade 7
  • o 08 Grade 8
  • o 09 Grade 9
  • o 10 Grade 10
  • o 11 Grade 11
  • o 12 Grade 12
  • o 16 Vocational school (see Guidelines for definition)
  • o 17 College undergraduate freshman (1st Year)
  • o 18 College undergraduate sophomore (2nd Year)
  • o 19 College undergraduate junior (3rd Year)
  • o 20 College undergraduate senior (4th Year)
  • o 21 Graduate or professional school (e.g.: Master’s, Doctoral, Medical or Law School)
  • o 97 Unknown
  • GUIDELINES:
  • o Education includes: high school, General Equivalency Degree or GED, home-schooling, online education, alternative school, vocational school (including business, technical, secretarial, trade), college/ professional degree or correspondence courses which are not for recreation.
  • o Include the most recent education level the adult has completed, not the education level in which he/she is participating or intends to participate.
  • o For clients who did not attend USA school system, select a grade that compares to USA grade age. If they completed school in their country then Grade 12.
  • o Use code 97 (Unknown) if the Agency collects these data but for some reason a particular record does not reflect an acceptable value.
  • FIELD NUMBER: C24
  • FIELD LENGTH:1
  • FIELD TYPE: Text
  • FORMAT: X
  • VARIABLE NAME: VETERAN/MILITARY STATUS

  • DESCRIPTION: Identifies if the client is a Veteran or is in Active Duty status.
  • VALID ENTRIES:
  • o 1 No
  • o 5 Active duty military
  • o 6 Prior military/veteran
  • o 9 Unknown
  • GUIDELINES: Use code 9 (Unknown) if the agency collects these data but for some reason a particular record does not reflect an acceptable value.
  • FIELD NUMBER: C26
  • FIELD LENGTH: 1
  • FIELD TYPE: Text
  • FORMAT: X
  • VARIABLE NAME: IS VETERAN RECEIVING VA MENTAL HEALTH SERVICES

  • DESCRIPTION: Identifies if the Veteran or Military client is receiving services from Veteran Affairs provider.
  • VALID ENTRIES:
  • o 1 YES
  • o 2 NO
  • o 9 UNKNOWN
  • GUIDELINES: Use Code 9 (Unknown) if the agency collects these data but for some reason a particular record does not reflect an acceptable value.
  • FIELD NUMBER: C27
  • FIELD LENGTH: 1
  • FIELD TYPE: Text
  • FORMAT: X
  • VARIABLE NAME: CHILDREN UNDER 18 YEARS OF AGE

  • DESCRIPTION: Identifies if the client has children under the age of 18.
  • VALID ENTRIES:
  • o 1 Yes
  • o 2 No
  • o 9 Unknown
  • GUIDELINES:
  • o If the client is one of the primary caregivers for the child it does not matter if the child is biological, adopted, step-child, custodial etc. If a grandparent is raising a grandchild, then she has primary caregiving responsibility for that child and should be indicated in the MHIS system. If a friend and her child are staying with a client, but the client does not have primary caregiving responsibility for the child then you would not need to include that in the MHIS data.
  • o Use Code 9 (Unknown) if the agency collects these data but for some reason a particular record does not reflect an acceptable value.
  • FIELD NUMBER: C28
  • FIELD LENGTH: 1
  • FIELD TYPE: Text
  • FORMAT: X
  • VARIABLE NAME: CHILDREN AGE RANGE

  • DESCRIPTION: Identifies the age range(s) of the minor children.
  • VALID ENTRIES:
  • o 1 0-5
  • o 2 6-11
  • o 3 12-17
  • o 9 Unknown
  • GUIDELINES:
  • o Multiple entries field; select all age range that the client reported at the beginning of program.
  • o Use code 9 (Unknown) if the agency collects these data but for some reason a particular record does not reflect an acceptable value.
  • o Note that this category cannot be used if the client is indicating another age range.
  • FIELD NUMBER: C29
  • FIELD LENGTH: 3
  • FIELD TYPE: Text
  • FORMAT: XXX
  • VARIABLE NAME: CHILDREN RESIDE WITH THE CLIENT

  • DESCRIPTION: Identifies how often any of the minor children reside with the client.
  • VALID ENTRIES:
  • o 1 Full-time
  • o 2 Part-time
  • o 3 Not at all
  • o 9 Unknown
  • GUIDELINES:
  • o Parents can define what full-time and part-time means to them, as this is self-reported. If the parents ask for guidance; we would consider residence overnight for 5 or more nights per week on average as full-time, and residence overnight for less than 5 nights per week on average as part-time.
  • o When clients have two or more valid values (have overlapping status) during the reporting period, use the highest code value that applies.
  • o Use Code 9 (Unknown) if the agency collects these data but for some reason a particular record does not reflect an acceptable value.
  • FIELD NUMBER: C30
  • FIELD LENGTH: 1
  • FIELD TYPE: Text
  • FORMAT: X
  • VARIABLE NAME: CHILDREN HAVE SPECIAL NEEDS

  • DESCRIPTION: Identifies whether any of the minor children have special needs.
  • VALID ENTRIES:
  • o 1 Yes
  • o 2 No
  • o 9 Unknown
  • GUIDELINES: One or more children have a diagnosed physical, developmental, behavioral or emotional condition that requires health and/or related services.
  • FIELD NUMBER: C31
  • FIELD LENGTH: 1
  • FIELD TYPE: Text
  • FORMAT: X
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