Mental Health Information System (MHIS) Manual
Page Posted: 06/02/14 | Page Reviewed: 8/22/2022 | Page Updated: 8/12/2019 |
3. How to Report
Accessing MHIS
MHIS is an application found in the secure MN-ITS Portal. Access to MN-ITS is given to all MHCP enrolled providers and billing agents. Due to security features, providers must be enrolled under a mental health provider type to access MHIS within MN-ITS; for this reason mental health grantees who are not enroll as a mental health provider should reach out to dhs.amhis@state.mn.us for information on how to enroll with MHCP for the purpose of MHIS reporting.
MHCP enrolled providers can reference the MN-ITS User Manual for instructions on MN-ITS registration, setting up staff user accounts, and adding the MHIS application (MHIS Application for Mental Health Providers). Access to the MHIS application is granted by adding the application to individual MN-ITS user accounts.
Once MHIS has been added as an application, it will appear on the left hand side of the screen on the MN-ITS homepage after log-in.
Technical assistance prior to entering the MHIS application (ex. accessing MN-ITS, creating user accounts, adding applications like MHIS) is provided by the MHCP Provider Call Center at 651-431-2700 or 800-366-5411.
Reporting Methods
MHIS offers two methods for reporting data:
Data collection requirements are the same for both methods of reporting. The differences in reporting methods are limited to the process of submitting data.
Agencies are expected to document information needed for a status record within one week of the data being collected. This is done by:
· Creating a new record or status update for online entry; or
· Recording the data on the agency’s preferred tracking method for batch upload (i.e., EHR form, batch template).
Documentation timelines can lead to delays in gathering required information for a client record (ex. LOCUS scores). For providers using online entry, it is expected that information will be recorded in a timely fashion and reported when all required documentation for the record has been completed.
Online Individual Entry
Online individual entry for MHIS reporting is completed by creating real-time individual status records for clients via an interactive form in the MHIS portal. Each client is due for a status update 6 months after they were last reported.
To access MHIS, the agency must first log-on to MN-ITS and then click on the “Mental Health Information System” link on the left-hand navigation bar.
Records are then reported by adding New Clients (client without a current MHIS record) or by completing a status update on an Existing Client (client with an active MHIS record).
Batch Upload
Batch upload reporting for MHIS is completed by submitting a comma-delimited text file for all clients in the agency caseload during a single reporting period.
To access MHIS, the agency must first log-on to MN-ITS and then click on the “Mental Health Information System” link on the left-hand navigation bar. Once in the MHIS application, batch uploads are submitted using the Upload page which can be accessed in the menu at the top of the application.
Batch uploads are submitted on a semi-annual basis. Data collection occurs Jan to June and July to Dec each calendar year. Data is due on the 31st calendar day following the end of the six month reporting period; January 31st and July 31st.
Agencies may choose to Batch Upload on a monthly or quarterly basis. Reports are due at DHS by the 31st calendar day following the end of the monthly or quarterly reporting period.
Batch Upload submissions may contain more than one client status record, duplication will be based on three fields; Client ID (PMIN or SMI), Client Status, and Start Date. Review the Text File Process section for additional requirements.
To upload your file:
File Name to be uploaded has a “Browse” button to search for file on your computer
Recommended file name: AgencyNPI_MHIS_dateofsubmissionYYYYMMDD.txt (comma delimited text)
Each file name can only be used once and must have an extension of .txt
Corrected submissions must be renamed to meet the requirements of each upload having a unique file name. Recommended to add an alpha character to the end of previous submission name
Start Date of the Reporting Period: MM/DD/YYYY
End Date of the Reporting Period: MM/DD/YYYY
See section 6 of this manual for additional batch upload resources.
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