Mental Health Information System (MHIS) Manual
Page Posted: 06/02/14 | Page Reviewed: 8/22/2022 | Page Updated: 8/12/2019 |
5.1.3. Client Information
VARIABLE NAME: Residential Status
DESCRIPTION: Specifies client’s residential status. See GUIDELINES for data collection.
VALID ENTRIES:
[01] Homeless/ Shelter: person has no fixed address; includes homeless shelters
[02] Foster care/ Foster home: defined as a home licensed by a county or state department to provide foster care to adults
[03] Residential Care: individual resides in a residential care facility. This level of care may include a group home, therapeutic group home, rehabilitation center, or agency- operated residential care facilities. Category includes IRTS.
[04] Crisis Residence: a time-limited residential (24 hours/day) stabilization program that delivers services for acute symptom reduction and restores clients to a pre-crisis level of functioning
[05]
[06] Jail/ Correctional Facility: individual reside in a jail and/or correctional facility with care provided on a 24 hour, 7 days a week basis. This level of care may include a jail, correctional facility, detention centers, and prison.
[11] Private residence – independent living: this category describes clients living independently in a private residence and capable of self-care. It includes clients who live independently with case management support or with supported housing supports. This category also includes clients who are largely independent and choose to live with others for reasons not related to mental illness. They may live with friends, spouse, or other family members. The reasons for shared housing could include personal choice related to culture and/or financial considerations.
[12] Private residence – dependent living: clients living in a house, apartment, or other similar dwellings and are heavily dependent on others for assistance in living in this situation. (This category includes clients receiving services such as CADI/Waiver/PCA in order to maintain their residence or is under guardianship or conservatorship indicating that they are reliant on someone else in order to maintain the housing.)
[13] Other residential status
[14] Board & Lodge: Client is living in a residential program that provides meals and lodging; without onsite staff or services. These facilities provide supportive or health supervision services such as assisting with preparation and administration of certain medications and assisting with dressing, grooming and bathing. They serve five or more people who need special services. These may include people who are frail elderly, mentally ill, developmentally disabled or chemically dependent.
[15] Nursing facility (including board and care): Residential program for clients who require nursing care and 24 hour staff (e.g. Andrew Board & Care).
[16] Hospital: services include inpatient services provided in a facility certified to participate in Medicare. Hospital services must be medically necessary and provided by or under the supervision of a physician, dentist, or other provider having medical staff privileges in the hospital.
[17] Regional Treatment Center: Any state-operated facility for people who are mentally ill, developmentally disabled, or chemically dependent under the direct administrative authority of the Commissioner (e.g.: CBHH, AMRTC, MN Security Hospital).
[18] Children’s Residential Treatment Facility: a 24/7 program with clinically supervised services provided in a community setting to prevent placement in more intensive, expensive or restrictive settings. Care and treatment are designed to help the child improve family living and social interaction skills and/or gain skills to return to the community.
[19] Detox and/or Withdrawal Management Facility: a licensed program that provides short-term medical services on a 24-hour basis for the purpose of stabilizing intoxicated patients, managing their withdrawal, and facilitating access to substance use disorder treatment as indicated by a comprehensive assessment
[20] Psychiatric Residential Treatment Facility: provides active treatment to children and youth under age 21 with complex mental health conditions. This is an inpatient level of care provided in a residential facility rather than a hospital. PRTFs deliver services under the direction of a physician, seven days per week, to residents and their families, which may include individual, family and group therapy
[21] Intensive Treatment in Foster Care: Intensive treatment services to children with mental illness residing in foster family settings
[97] Unknown
GUIDELINES:
FIELD NUMBER: C21
FIELD LENGTH: 2
FIELD TYPE: Text
FORMAT: XX
VARIABLE NAME: Housing Status
DESCRIPTION: Specifies a person’s housing or homeless status in addition to any overlapping residential status. See GUIDELINES for data collection.
VALID ENTRIES:
[1] Homeless: An individual or family that lacks a fixed, regular, and adequate nighttime residence, or
An individual or family whose primary nighttime residence is:
A supervised, publicly or privately operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters, and transitional housing for the mentally ill)
An institution that provides a temporary residence for individuals intended to be institutionalized, or
A public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings.
[2] Imminent Risk of Homelessness: A person who is currently not homeless but who will become homeless if mental health services and/or housing support are not provided in the immediate future. The definition of imminent risk for homelessness includes one or more of the following criteria:
doubled-up living arrangement where the individual’s name is not on the lease;
living in a condemned building without a place to move;
arrears in rent/utility payments;
having received an eviction notice without a place to move;
living in temporary or transitional housing that carries time limits; and
being discharged from a health care or criminal justice institution without a place to live.
[3] Chronically Homeless/Long-Term Homeless: Persons including individuals, unaccompanied youth, or families with children who lack a permanent place to live continuously for a year or more or at least four times in the past three years. Any period of institutionalization or incarceration shall be excluded when determining the length of time a household has been homeless.
[4] Housed: A person or household that has a lease or ownership based housing they can afford.
[9] Unknown
GUIDELINES:
FIELD NUMBER: C25
FIELD LENGTH: 1
FIELD TYPE: Text
FORMAT: X
VARIABLE NAME: Housing Change (At this time person is)
DESCRIPTION: Identifies if person is wanting/planning to move
VALID ENTRIES:
[1] Wanting or planning to move from current environment.
[2] Not wanting or planning to move from current environment.
[3]
[4]
[5]
[6]
[7]
[8]
[9] Unknown
GUIDELINES:
FIELD NUMBER: C33
FIELD LENGTH: 1
FIELD TYPE: Text
FORMAT: X
VARIABLE NAME: Barriers to Moving
DESCRIPTION: Indicates barriers to moving for clients receiving select program/treatments who have indicated they want or plan to move from their current environment.
VALID ENTRIES:
[01] None
[02] Can’t meet income requirements
[03] Concerns for health & safety by legal rep/team
[04] Credit history
[05] Criminal history
[06] Drug/alcohol use
[07] History of evictions or Unlawful Detainers
[08] Lack of affordable housing
[09] Lack of rental history
[10] Needs housing access assistance
[11] Personal safety concerns related to available locations
[12] Security deposit/first-month’s rent
[13] Tobacco use
[14] Transportation access / public transportation
[15] Other
[99] Unknown
GUIDELINES:
AND when
Housing Change (At this time person is) = [1] Wanting or planning to move from current environment.
FIELD NUMBER: C34
FIELD LENGTH: 2
FIELD TYPE: Text
FORMAT: XX
VARIABLE NAME: Housing Preferences/Needs
DESCRIPTION: Indicates housing preferences and/or housing needs for clients receiving select program/treatments who have indicated they want or plan to move from their current environment.
VALID ENTRIES:
[01] None/Prefers not to share
[03] Accessibility to home and all areas of home
[04] Accommodates desired routines and preferred schedule
[05]Accommodates my cultural preferences or needs
[06]Alcohol and/or tobacco use
[07]Availability of public transportation
[08]Have a pet
[05]
[06]
[07]
[08]
[09] Location - concerns for personal safety
[10] Location - to family/friends
[11] Location - to leisure/entertainment activities
[12] Location - to shopping, school, doctors, etc.
[13] Location - to work or jobs
[14] Own apartment/home
[15] Roommate(s)
[16] Space/room for caregiver
[17] Other
[99] Unknown
GUIDELINES:
AND when
Housing Change (At this time person is) = [1] Wanting or planning to move from current environment.
FIELD NUMBER: C35
FIELD LENGTH: 10
FIELD TYPE: Text
FORMAT: XXXXXXXXXX
VARIABLE NAME: Employment Status
DESCRIPTION: Specifies the client’s employment status. See GUIDELINES for data collection.
VALID ENTRIES:
[01] Employed Full Time: equal to or more than 32 hours per week, includes members of the Armed Forces and clients in full-time Supported Employment
[02] Employed Part Time: less than 32 hours per week, includes clients in part-time Supported Employment
[03] Looking For Work/Unemployed: defined as actively looking for work or laid off from job (and awaiting to be recalled) in the past 30 days. Use the appropriate valid code for the specified classification of a person who is “Not in the Labor Force,” defined as not employed or not looking for work during the past 30 days. See GUIDELINES for coding overlapping status.
[04] Not Working or Looking For Employment
[05] Crew/Enclave/Group Employment: Consists of group of people with disabilities working together in a community business with an onsite job coach. Typically, work duties are divided across group members and the service provider contracts with the business and employs the workgroup.
[06] Self-Employed: Self-employed clients generally meet the following conditions:
Work for themselves rather than for an employer.
Are responsible for their own work schedule.
Are not covered under an employer's liability insurance or Workers' Compensation.
May or may not have Social Security tax (FICA) deducted from their pay.
[1]
[2]
[3]
[4]
[5]
[6]
[7]
[8]
[9]
[10]
[11]
[12]
[13]
[14] Homemaker
[15]
[16]
[17]
[18]
[19]
[20]
[21]
[22]
[23]
[24] Student
[25]
[26]
[27]
[28]
[29]
[30]
[31]
[32]
[33]
[34] Retired
[35]
[36]
[37]
[38]
[39]
[40]
[41]
[42]
[43]
[44] Disabled (physical and/or mental health disability)
[45]
[46]
[47]
[48]
[49]
[50]
[51]
[52]
[53]
[54] Hospital Patient or Resident of Other Institutions (e.g., correctional facilities, nursing homes, mental health care facilities, etc.)
[55]
[56]
[57]
[58]
[59]
[60]
[61]
[62]
[63]
[64] Other Reported Classification (e.g. volunteers)
[65]
[66]
[67]
[68]
[69]
[70]
[71]
[72]
[73]
[74] Sheltered/Non-Competitive Employment: Work or skills training that occurs on site of a licensed provider program. People with disabilities do work and typically earn wages determined by their rate of production and are paid by the service provider who contracts with various businesses. This may also be referred to as center-based work, DTH or Pre-Vocational program.
[75]
[76]
[77]
[78]
[79]
[80]
[81]
[82]
[83]
[84]
[85]
[86]
[87]
[88]
[89]
[90]
[91]
[92]
[93]
[94]
[95]
[96]
[97] Unknown
[98] Not applicable
GUIDELINES:
· Use code [64] (Other Reported Classification) for other classifications of Not in the Labor Force that are collected by the agency but not provided as a category in the MHIS.
FIELD NUMBER: C22
FIELD LENGTH: 2
FIELD TYPE: Text
FORMAT: XX
VARIABLE NAME: Employment Type
DESCRIPTION: Categorized employment type for clients with an employment status currently in the labor force
VALID ENTRIES:
[25] Currently working in non-competitive job and interested in exploring competitive options.
[26]Currently working in competitive job and interested in exploring other competitive options.
[27]Currently working in competitive job and seeking no changes
[26]
[27]
[28] Currently working in non-competitive job and seeking no changes.
[29]
[30]
[31]
[32]
[33]
[34]
[35]
[36]
[37]
[38]
[39]
[40]
[41]
[42]
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[53]
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[56]
[57]
[58]
[59]
[60]
[61]
[62]
[63]
[64]
[65]
[66]
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[68]
[69]
[70]
[71]
[72]
[73]
[74]
[75]
[76]
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[87]
[88]
[89]
[90]
[91]
[92]
[93]
[94]
[95]
[96]
[97]
[98]
[99] Unknown
GUIDELINES:
AND when
Employment Status = Employed full-time [01], Employed part-time [02], Crew/Enclave/Group Employment [05], Self-employed [06], or Sheltered Employment [74].
FIELD NUMBER: C36
FIELD LENGTH: 2
FIELD TYPE: Text
FORMAT: XX
VARIABLE NAME: Rate satisfaction with current hours
DESCRIPTION:
VALID ENTRIES:
[1] Dissatisfied
[2] Neither dissatisfied or satisfied
[3] Satisfied
[4]
[5]
[6]
[7]
[8]
[9] Unknown
GUIDELINES:
AND when
Employment Status = Employed full-time [01], Employed part-time [02], Crew/Enclave/Group Employment [05], Self-employed [06], or Sheltered Employment [74].
FIELD NUMBER: C37
FIELD LENGTH: 1
FIELD TYPE: Text
FORMAT: X
VARIABLE NAME: Rate satisfaction with current pay
DESCRIPTION:
VALID ENTRIES:
[1] Dissatisfied
[2] Neither dissatisfied or satisfied
[3] Satisfied
[4]
[5]
[6]
[7]
[8]
[9] Unknown
GUIDELINES:
AND when
Employment Status = Employed full-time [01], Employed part-time [02], Crew/Enclave/Group Employment [05], Self-employed [06], or Sheltered Employment [74].
FIELD NUMBER: C38
FIELD LENGTH: 1
FIELD TYPE: Text
FORMAT: X
VARIABLE NAME: Rate satisfaction with current type of work
DESCRIPTION:
VALID ENTRIES:
[1] Dissatisfied
[2] Neither dissatisfied or satisfied
[3] Satisfied
[4]
[5]
[6]
[7]
[8]
[9] Unknown
GUIDELINES:
AND when
Employment Status = Employed full-time [01], Employed part-time [02], Crew/Enclave/Group Employment [05], Self-employed [06], or Sheltered Employment [74].
FIELD NUMBER: C39
FIELD LENGTH: 1
FIELD TYPE: Text
FORMAT: X
VARIABLE NAME: Competitive work concerns/barriers
DESCRIPTION:
VALID ENTRIES:
[01] None
[02] Chooses not to answer
[03] Retired/approaching retirement
[04] Impact on disability benefits
[05] Transportation
[06] Safety or vulnerability in the community
[07] Lack of service, supports or resources
[08] Intermittent health crisis or needs
[09] Limited skills
[1]
[2]
[3]
[4]
[5]
[6]
[7]
[8]
[9]
[10] Limited experiences with work; uncertainty about what is possible
[11] Impact on caregivers
[12] Criminal history
[13] Unstable housing
[14] No longer interested in work due to negative experiences
[15] Other
[16]
[17]
[18]
[19]
[20]
[21]
[22]
[23]
[24]
[25]
[26]
[27]
[28]
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[70]
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[90]
[91]
[92]
[93]
[94]
[95]
[96]
[97]
[98]
[99] Unknown
GUIDELINES:
AND when
Employment Status = [25] currently working in non-competitive job and interested in exploring competitive options or [28]currently working in non-competitive job and seeking no changes.
FIELD NUMBER: C40
FIELD LENGTH: 10
FIELD TYPE: Text
FORMAT: XXXXXXXXXX
VARIABLE NAME: Education Enrollment Status
DESCRIPTION: Specifies the client education enrollment status
VALID ENTRIES:
[1] Enrolled: Client has attended school at any time in the past three months
[2] Not Enrolled: Client has not attended school at any time in the past three months
[3]
[4]
[5]
[6]
[7]
[8]
[9] Unknown
GUIDELINES:
FIELD NUMBER: C23
FIELD LENGTH: 1
FIELD TYPE: Text
FORMAT: X
VARIABLE NAME: Highest Education Level Completed
DESCRIPTION: Specifies the highest education attainment completed for clients, whether currently in school or not.
VALID ENTRIES:
[00] Under grade 1
[01] Grade 1
[02] Grade 2
[03] Grade 3
[04] Grade 4
[05] Grade 5
[06] Grade 6
[07] Grade 7
[08] Grade 8
[09] Grade 9
[1]
[2]
[3]
[4]
[5]
[6]
[7]
[8]
[9]
[10] Grade 10
[11] Grade 11
[12] Grade 12
[13]
[14]
[15]
[16] Vocational school (see Guidelines for definition)
[17] College undergraduate freshman (1st Year)
[18] College undergraduate sophomore (2nd Year)
[19] College undergraduate junior (3rd Year)
[20] College undergraduate senior (4th Year)
[21] Graduate or professional school (e.g.: Master’s, Doctoral, Medical or Law School)
[22]
[23]
[24]
[25]
[26]
[27]
[28]
[29]
[30]
[31]
[32]
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[60]
[61]
[62]
[63]
[64]
[65]
[66]
[67]
[68]
[69]
[70]
[71]
[72]
[73]
[74]
[75]
[76]
[77]
[78]
[79]
[80]
[81]
[82]
[83]
[84]
[85]
[86]
[87]
[88]
[89]
[90]
[91]
[92]
[93]
[94]
[95]
[96]
[97] Unknown
GUIDELINES:
FIELD NUMBER: C24
FIELD LENGTH:1
FIELD TYPE: Text
FORMAT: X
VARIABLE NAME: Veteran/Military Status
DESCRIPTION: Identifies if the client is a Veteran or is in Active Duty Military status.
VALID ENTRIES:
[1] No
[2]
[3]
[4]
[5] Active duty military
[6] Prior military/veteran
[7]
[8]
[9] Unknown
GUIDELINES: Use code [9] Unknown if the agency collects these data but for some reason a particular record does not reflect an acceptable value.
FIELD NUMBER: C26
FIELD LENGTH: 1
FIELD TYPE: Text
FORMAT: X
VARIABLE NAME: Is Veteran Receiving VA Mental Health Services
DESCRIPTION: Identifies if the Veteran or Active Duty Military client is receiving services from Veteran Affairs provider.
VALID ENTRIES:
[1] Yes
[2] No
[3]
[4]
[5]
[6]
[7]
[8]
[9] Unknown
GUIDELINES:
FIELD NUMBER: C27
FIELD LENGTH: 1
FIELD TYPE: Text
FORMAT: X
VARIABLE NAME: Children Under 18 Years of Age
DESCRIPTION: Identifies if the client has children under the age of 18.
VALID ENTRIES:
[1] Yes
[2] No
[3]
[4]
[5]
[6]
[7]
[8]
[9] Unknown
GUIDELINES:
FIELD NUMBER: C28
FIELD LENGTH: 1
FIELD TYPE: Text
FORMAT: X
VARIABLE NAME: Children Age Range
DESCRIPTION: Identifies the age range(s) of the minor children for records indicating Children under 18 years of age.
VALID ENTRIES:
[1] 0-5
[2] 6-11
[3] 12-17
[4]
[5]
[6]
[7]
[8]
[9] Unknown
GUIDELINES:
FIELD NUMBER: C29
FIELD LENGTH: 3
FIELD TYPE: Text
FORMAT: XXX
VARIABLE NAME: Children Reside With the Client
DESCRIPTION: Identifies how often any of the minor children reside with the client for records indicating Children under 18 years of age.
VALID ENTRIES:
[1] Full-time
[2] Part-time
[3] Not at all
[4]
[5]
[6]
[7]
[8]
[9] Unknown
GUIDELINES:
FIELD NUMBER: C30
FIELD LENGTH: 1
FIELD TYPE: Text
FORMAT: X
VARIABLE NAME: Children Have Special Needs
DESCRIPTION: Identifies whether any of the minor children have special needs for records indicating Children under 18 years of age.
VALID ENTRIES:
[1] Yes
[2] No
[3]
[4]
[5]
[6]
[7]
[8]
[9] Unknown
GUIDELINES:
FIELD NUMBER: C31
FIELD LENGTH: 1
FIELD TYPE: Text
FORMAT: X
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