6. Batch Record

Formatting

MHIS Batch file submissions are uploaded in the format of a comma-delimited text file.

Agencies who wish to complete reporting via batch upload can reference sections 6.1.1 and 6.1.2 for file layout information and/or utilize MHI Batch Template files

The comma-delimited text file includes an independent header row directly followed by individual rows of client level data (client status records):

· The general upload file contains eighty-eight (88) fields with eighty-seven (87) commas in each client status record.

· The mobile crisis upload file contains thirty-four (34) fields with thirty-three (33) commas in each client status record.

· The client level data record layout must remain as described for each upload, the file length should not be shortened or lengthened.

· When fields are not applicable to the program/ treatment selections in the client record, leave these spaces blank. For fields that collect more than one value, enter data value codes one after another, no spaces, commas or additional columns (if utilizing the batch template).

The client status record is an unduplicated record within a single agency. This means each record corresponds to one status update for a person who has received services at that provider’s location.

Name the MHIS batch file using the following naming convention: AgencyNPI_MHIS_YYYYMMDD

· Date should be the date batch file is being submitted

· Agency NPI is the NPI you are using for reporting

· File name can only be used once per upload attempt and must have a file extension of txt

Who to Report

Client status records included in the batch file are specific to the reporting period indicated in the file header. All clients in a single batch upload are those who are in the agency caseload (served or discharged) within the reported 6 month period. Records from multiple reporting periods cannot be combined into a single file, they must be reported separately with each indicating the appropriate reporting period.

· Ex. Reporting period 2019_06

· All clients included in the batch file were served or discharged during 01/01/2019 – 6/30/2019.

· Past due records from prior to 01/01/2019 would be reported in a separate file(s) that indicates the appropriate reporting period.

General Requirements

Use the code “Unknown” sparingly. Make sure to search for the most recent available status within the 30 days of the start date, status update date, and end date before assigning the code “Unknown.”

Following pages provide information on Field Number, Field Length, Field Type, and Format. For additional information regarding the coding conventions and reporting guidelines for each data element report in the client information data set, refer to section 5.1.

Batch file submissions are due at DHS by the 31st calendar day following the end of each 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.

Edits

Batch Upload: 60 days edit feature:

· The MHIS system allows client status records to be edited, via Real-time method, for up to 60 days after the submission date.

· To make data corrections to a client record that was submitted in the last 60 days:

· Navigate to the MHIS Application

· Select the agency location used to submit the Batch Record (if applicable)

· Search the client ID using the Search for Existing MHIS Records function

· Locate the record with submit date = to date of submission of the batch upload

· Click Edit

· Make the needed modifications and enter Status Update Date = batch upload date

· Mark Record Complete

· Click Save

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