Mental Health Information System (MHIS) Manual
Page Posted: 06/02/14 | Page Reviewed: 8/22/2022 | Page Updated: 8/12/2019 |
1. Overview
About the manual
This Reporting Manual contains guidelines for reporting mental health client-level data that conforms to the confidentiality and privacy rules of the Health Insurance Portability and Accountability Act (HIPAA).
Reported data is used by DHS in the analysis of those services to assist in policy making, program management, services administration, and federal mandated reporting.
NOTE: This manual must be used in conjunction with federal rules and regulations, with Minnesota statutes and rules, and with the MHCP Provider Manual.
Table of contents
1. Overview
2. Reporting Requirements
3. How to Report
4. Provider Information
5. Client Data Elements
5.1. Client Status Record
5.1.1. Provider Data Elements
5.1.2. Client Placement Information
5.1.3. Client Outcomes Information
5.1.4. Diagnostic Assessment & Substance Abuse Screening
5.1.5. Level of Care Utilization System (LOCUS)
5.1.6. Dialectical Behavior Therapy IOP (DBT)
5.1.7. Health Indicators
5.1.8. Community Support Programs (CSP)
5.1.9. Mobile Crisis
6. Batch Record
6.1.1 Text File Record Layout - General
6.1.2 Text File Record Layout – Mobile Crisis
6.2 Batch File Upload Process
7. Mobile Crisis Call Reporting
8. Reports
9. Glossary of Terms and Acronyms
About the Mental Health Information System
The Mental Health Information System (MHIS) is an application found in the secure MN-ITS web portal.
Access to MN-ITS is given to all Minnesota Health Care Programs (MHCP) enrolled providers and billing agents. Grantees who are not enrolled with MHCP as a mental health provider should reach out to dhs.amhis@state.mn.us for information on how to enroll as a Health Care Data Trading Partner (EDI Trading Partner) for MN-ITS and MHIS access.
MHIS provides two methods of reporting client level data:
1. An individual web-based data entry (real-time); and
2. Batch submissions of data (upload).
This manual will cover both methods of reporting. Providers will self-select one method of reporting to submit data.
Organization and navigation
The most current version of the manual is the online version. This means it can be updated immediately and can offer links to other important material, whether on this or other government websites. An online version also allows the manual to be comprehensive while remaining easy to navigate. It is not recommended to print paper copies of the manual. If you choose to print a paper version, regularly check the online manual for updates.
Acronyms
A list of terms and acronyms, with definitions, as reference material for those using the manual is provided.
Guidelines
Familiarity with the guidelines contained in this manual is essential to ensure that all reporters use consistent reporting formats and data definitions. Providers are responsible for assuring that all staff and/or contractors involved in data collection, extraction, and submission of the client level data files addressed in this manual, comply with these guidelines.
Who should read 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 involved with reporting.
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