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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: 5/19/2016

Link to 5.2.1 Text File Record Layout PDF

5.2.1. Text File Record Layout

The succeeding pages provide the Client-Level text file record layout.

Table 2: Client-Level Data Record Fields Layout

HEADER RECORD: Only one header record is reported per data file and should be submitted along with the rest of the client record.

FIELD NAME

FIELD #

FORMAT

BRIEF DESCRIPTION

Provider reporting period

H1

H(39)

Identifies the provider, reporting year and period (06 for January–June or 12 for July–December). YYYY_Timeperiod,NPI,Zip,Taxonomy Example: 2016_06, 1234567891,123456789,1234567891

CLIENT-LEVEL DATA RECORD FIELDS - REQUIRED FOR EACH CLIENT RECORD

FIELD NAME

FIELD #

FORMAT

BRIEF DESCRIPTION

NPI/UMPI

C1

X(10)

Unique identifier of the provider

Zip-code

C2

X(9)

Program location zip + 4 code

Taxonomy

C3

X(10)

Taxonomy codes distinguish providers hierarchically, by type, classification, and specialization

Payment Source

C4

X(1)

Identify the public payment source for treatment services

Note: the following field is at the end of the batch file, following field “S5”.

Grant Funding Reason

Z1

X(1)

Identify the reason why grant funding was used for all or part of the payment source.

 

PMIN

C5

X(8)

Unique MHCP identifier of the client – leads with zero

SMI Number

C6

X(9)

Unique SMI identifier of the client

AMH ID

C7

X(8)

Unique AMH identifier of the client

Date of Birth

C8

X(10)

Identifies the date the client was born

Client Status

C9

X(2)

Indicates the client’s status at the time of reporting

Start Date

C10

X(10)

Identifies the date the client started services

End Date

C11

X(10)

Identifies the date of the client completed treatment or last day client received services

Program/Treatment

C12

X(10)

Indicates the type of mental health treatment program(s) from which the client received services throughout the reporting period

Legal Status

C13

X(2)

Identifies if the client has a legal status at the start of service

Team Code

C14

X(2)

Identifies the code associated with the agency specific team name

Gender

C15

X(1)

Identifies the gender of the client

Race

C16

X(5)

Identifies the race of the client

Ethnicity

C17

X(1)

Identifies whether the client is of Hispanic origin or not

County of Residence

C18

X(3)

Identifies the county the client resides

Reside on Reservation

C19

X(2)

Identifies the reservation the client resides

Tribal Enrollment

C20

X(2)

Identifies the client’s tribal enrollment

Residential Status

C21

X(2)

Identifies the client’s living arrangement at time of status

Employment Status

C22

X(2)

Specifies the client’s employment status at start date or the most recent available employment status at the end of the reporting period

Education Enrollment Status

C23

X(1)

Specifies the education enrollment status of adults at time of start date or end of the reporting period (for continuing clients, discharge and discontinuance)

Education Level Completed

C24

X(2)

Specifies the highest education attainment completed = for all adult clients, whether currently in school or not

Number of Arrest

C25

N(2)

The number of arrests -previous 30 days

Veteran/Military Status

C26

X(1)

Identifies if the client is a Veteran or is in Active Duty status

VA Mental Health Services

C27

X(1)

Identifies if the Veteran or Military client is receiving services from Veteran Affairs provider

Children under 18 years of age

C28

X(1)

Identifies if the client has children under the age of 18

Children age Range(s)

C29

X(3)

Identifies the age range(s) of the minor children

Children reside with the client

C30

X(1)

Identifies whether any of the minor children reside with the client

Children have Special Needs

C31

X(1)

Identifies whether any of the minor children have special needs

DA Date

C32

X(10)

The date the DA was completed

AXIS I – Primary or DSM5 ICD-9

C33

X(8)

Specifies the client’s current Clinical diagnoses per Diagnostic Assessment

AXIS I – Secondary or DSM5 ICD-9

C34

X(8)

Specifies the client’s current Clinical diagnoses per Diagnostic Assessment, if a second diagnosis is available

AXIS I – Tertiary or DSM5 ICD-9

C35

X(8)

Specifies the client’s current Clinical diagnoses per Diagnostic Assessment, if a third diagnosis is available

AXIS II - Primary

C36

X(8)

Specifies the client’s current Mental Health diagnoses per Diagnostic Assessment

AXIS II - Secondary

C37

X(8)

Specifies the client’s current Mental Health diagnoses per Diagnostic Assessment, if a second diagnosis is available

AXIS II - Tertiary

C38

X(8)

Specifies the client’s current Mental Health diagnoses per Diagnostic Assessment, if a third diagnosis is available

AXIS III

C39

X(8)

Specifies the client’s current Medical diagnosis per Diagnostic Assessment

AXIS III

C40

X(8)

Specifies the client’s current Medical diagnosis per Diagnostic Assessment, if a second diagnosis is available

AXIS III

C41

X(8)

Specifies the client’s current Medical diagnosis per Diagnostic Assessment, if a third diagnosis is available

Functional Status (GAF/CGAS)

C42

N(3)

Specifies the client’s current GAF score per Diagnostic Assessment

Substance Abuse Screening

C43

X(1)

Outcome of Substance Abuse Screening

Note: the following 5 fields are at the end of the batch file, following field “T18”.

DSM 5 Primary (ICD-10)

S1

X(8)

Leave this field blank (no spaces) for now until the ICD-10 codes are used starting

Oct 1, 2015

DSM 5 Secondary (ICD-10)

S2

X(8)

Leave this field blank (no spaces) for now until the ICD-10 codes are used starting

Oct 1, 2015

DSM 5 Tertiary (ICD-10)

S3

X(8)

Leave this field blank (no spaces) for now until the ICD-10 codes are used starting

Oct 1, 2015

WHODAS 2.0 Score (12-item version)

S4

X(3)

Specifies the client’s current WHODAS 12-item version score per specified assessment in Diagnosis Assessment Date guideline.

WHODAS 2.0 Score (36-item version)

S5

X(3)

Specifies the client’s current WHODAS 36-item version score per specified assessment in Diagnosis Assessment Date guideline.

 

Table 3: LOCUS Record Fields Layout

LOCUS Record: required for each client who received ARMHS, ACT, Day Treatment, IRTS, ICRS, Partial Hospitalization, and TCM Services

FIELD NAME

FIELD #

FORMAT

BRIEF DESCRIPTION

LOCUS Composite Score

L1

N(2)

Add up the scores from each dimension in order to determine the composite score

LOCUS Assessment Date

L2

X(10)

This is the date the LOCUS Assessment was completed and signed by the Mental Health Professional

LEVEL of care / service match LOCUS score

L3

X(2)

Identifies level of care / service is different level of care form LOCUS

Table 4: DBT Record Fields Layout

DBT Record: required for each client who received DBT services

FIELD NAME

FIELD #

FORMAT

BRIEF DESCRIPTION

Age client received first Mental Health service

D1

N(2)

Age client first received any type of mental health service

Number of years client received DBT services

D2

X(2)

Total number of years client received any treatment the client refers to as DBT treatment

Borderline Symptom List total score

D3

N(2)

Enter total score of 23-item client self-report of symptoms

Borderline Symptom List – Supplemental total score

D4

N(2)

Enter total score of 11-item client self-report of behaviors

Medical admission for self-harm injuries – days

D5

N(3)

Number of days the client was on an inpatient medical unit for self-harm medical injuries-previous 6 months

Medical admission for self-harm injuries – times

D6

N(3)

Number of episodes the client was seen on an inpatient medical unit for self-harm medical injuries-previous 6 months

Emergency room visits for behavioral issues

D7

N(3)

Number of episodes the client presented at an urgent care or emergency room for psychiatric reasons, including self-harm/threats of self-harm-previous 6 months

Suicide attempts

D8

N(3)

Number of suicide attempts or threats-previous 6 months

Non-suicidal self-injuries

D9

N(3)

Number of self-harm episodes-previous 6 months

Average hours per week in School

D10

X(1)

Average number of hours per week client participates in educational activity-previous 30 days-previous 6 months

Average hours per week doing Volunteer Work

D11

X(1)

Average number of hours per week that client participates in volunteer work activity-previous 30 days

Average hours per week Employed

D12

X(1)

Average number of hours per week client participates in employment work activity-previous 30 days

Table 5: Blank fields

See MHIS Manual Section 5.2.4. Crisis Text File Record Layout for information on Crisis batch reporting.

FIELD NAME

FIELD #

FORMAT

BRIEF DESCRIPTION

Blank Field

R1

X(1)

 

Blank Field

R2

X(2)

 

Table 6: Health Indicator Record Fields Layout

HEALTH INDICATORS RECORD- REQUIRED FOR EACH CLIENT WHO RECEIVED ACT SERVICES

 

FIELD NAME

FIELD #

FORMAT

BRIEF DESCRIPTION

Health Indicator Optional Data

T1

X(1)

Specifies the provider is reporting Health Indicator fields

General Physical Exam Date

T2

X(10)

Specifies the client’s physical exam date

Height/Weight Date

T3

X(10)

Specifies the client’s height/weight access date

Height in inches (round up)

T4

X(2)

Specifies the client’s height

Weight (round up)

T5

X(3)

Specifies the client’s weight

Blood Pressure Date

T6

X(10)

Specifies the client’s blood pressure access date

Systolic blood pressure

T7

X(3)

Specifies the client’s systolic number

Diastolic blood pressure

T8

X(3)

Specifies the client’s diastolic number

LDL Date

T9

X(10)

Specifies the client’s LDL test date

LDL

T10

X(1)

Specifies the client’s LDL level

Blood Sugar Date

T11

X(10)

Specifies the client’s Blood Sugar test date

Blood Sugar Level

T12

X(1)

Specifies the client’s blood sugar level

Tobacco Use Date

T13

X(10)

Specifies the client’s tobacco use access date

Tobacco Use

T14

X(1)

Specifies the client’s tobacco use

Alcohol Use Date

T15

X(10)

Specifies the client’s alcohol use access date

How many days per week did the client drink

T16

X(1)

Specifies the client’s weekly alcohol use

Average # of drinks per day

T17

X(2)

Specifies the client’s daily alcohol use

Total # of drinks on given occasion

T18

X(2)

Specifies the client’s number of drinks

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