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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: 6/8/2015

Mental Health Information System (MHIS) Manual

The Minnesota Department of Human Services (DHS) requires regular reporting of client outcomes information for publicly funded services. This information is used by DHS in the analysis of those services to assist in policy making, program management, services administration and federal mandated reporting.

Minnesota will focus its mental health data reporting on client and program outcomes with a special focus on recovery for clients receiving more intensive mental health services. Minnesota received a SAMHSA – Data Infrastructure Grant (DIG) to assist in the development of a new outcome client-level data system. Efforts were also made to eliminated duplicate reporting by utilizing demographic information from the DHS data systems; MMIS for PMIN clients and SMI for SMI clients.

The Mental Health Information System (MHIS) is a secure web-based reporting system that uses MN-ITS security system for web-access. All enrolled MHCP providers and billing agencies have secure access to MN-ITS. MHIS provides two methods of reporting: 1) an individual web-based data entry (real-time) and 2) batch submissions of data (Upload).

Who Should Read and Use this Manual?

It is recommended that this manual be provided to all Agency staff and/or contractors involved in the collection, extraction, and submission of the client-level data files. Training in the use of this manual is highly recommended to all Agency staff responsible for developing the provider data crosswalk, data extraction, and data file production.


Although DHS has made reasonable efforts to assure that the contents of this manual are both accurate and up to date, DHS cannot be responsible for matters beyond its scope or level of detail, provider implementation of information, or future developments.

This Manual is not intended to provider legal, financial, ethical or clinical advice. Providers are responsible for seeking professional advice, as appropriate, to operate their business.

This information is available in other forms to people with disabilities by calling (651) 431-2321. TTY/TDD users can call Minnesota Relay at 711 or (800) 627-3529. For Speech-to-Speech Relay, call (877) 627-3848.

Compliance with HIPAA Privacy and Confidentiality Rules

The client level data files use a unique client ID for reporting the required and optional information on a particular person within and across reporting periods. This ID allows for matching of the MHIS data file and the MMIS data file on the same as well as succeeding reporting periods. While the client ID is unique to each person, the ID cannot be translated to identify the individual because it does not contain any protected health information such as Social Security number, birth date, and other demographics.

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