Mental Health Information System (MHIS) Manual
Page Posted: 06/02/14 | Page Reviewed: 8/22/2022 | Page Updated: 8/12/2019 |
6.1.1. Text File Record Layout - General
The succeeding pages provide the Client-Level text file record layout. Batch templates for current text file layouts can be found at https://mn.gov/dhs/partners-and-providers/policies-procedures/adult-mental-health/mhis-technical-assistance/
Client Level Data Record Fields Layout – General (non-mobile crisis)
HEADER RECORD: Only one header record is reported per data file and should be submitted along with the rest of the client record. |
FIELD NAME | FIELD # | FORMAT | BRIEF DESCRIPTION |
Provider reporting period | H1 | H(39) | Identifies the provider, reporting year and period (06 for January–June or 12 for July–December). YYYY_Timeperiod,NPI,Zip,Taxonomy Example: 2019_06, 1234567891,123456789,1234567891 |
CLIENT-LEVEL DATA RECORD FIELDS LAYOUT |
FIELD NAME | FIELD # | FORMAT | BRIEF DESCRIPTION |
NPI/UMPI | C1 | X(10) | Unique identifier of the provider |
Zip-code | C2 | X(9) | Program location zip + 4 code |
Taxonomy | C3 | X(10) | Taxonomy codes distinguish providers hierarchically, by type, classification, and specialization |
Payment Source | C4 | X(1) | Identify the public payment source for treatment services |
PMIN | C5 | X(8) | Unique MHCP identifier of the client – leads with zero |
SMI Number | C6 | X(9) | Unique SMI identifier of the client |
AMH ID | C7 | X(8) | Unique AMH identifier of the client |
Date of Birth | C8 | X(10) | Identifies the date the client was born |
Client Status | C9 | X(2) | Indicates the client’s status at the time of reporting |
Start Date | C10 | X(10) | Identifies the date the client started services |
End Date | C11 | X(10) | Identifies the date the client completed treatment or last day client received services |
Program/Treatment | C12 | X(10) | Indicates the type of mental health treatment program(s) from which the client received services throughout the reporting period |
Legal Status | C13 | X(2) | Identifies client legal status at time of status |
Team Code | C14 | X(2) | Identifies the code associated with the agency specific team name |
Gender | C15 | X(1) | Identifies the gender of the client |
Race | C16 | X(5) | Identifies the race of the client |
Ethnicity | C17 | X(1) | Identifies whether the client is of Hispanic origin or not |
County of Residence | C18 | X(3) | Identifies the county the client resides |
Reside on Reservation | C19 | X(2) | Identifies the reservation the client resides |
Tribal Enrollment | C20 | X(2) | Identifies the client’s tribal enrollment |
Residential Status | C21 | X(2) | Identifies the client’s living arrangement at time of status |
Employment Status | C22 | X(2) | Specifies the client’s employment status |
Education Enrollment Status | C23 | X(1) | Specifies the education enrollment status |
Education Level Completed | C24 | X(2) | Specifies the highest education attainment completed = for all adult clients, whether currently in school or not |
Housing Status | C25 | X(1) | Specifies a person’s housing or homeless status in addition to any overlapping residential status |
Veteran/Military Status | C26 | X(1) | Identifies if the client is a Veteran or is in Active Duty status |
VA Mental Health Services | C27 | X(1) | Identifies if the Veteran or Active Military client is receiving services from Veteran Affairs provider |
Children under 18 years of age | C28 | X(1) | Identifies if the client has children under the age of 18 |
Children age Range(s) | C29 | X(3) | Identifies the age range(s) of the minor children |
Children reside with the client | C30 | X(1) | Identifies whether any of the minor children reside with the client |
Children have Special Needs | C31 | X(1) | Identifies whether any of the minor children have special needs |
DA Date | C32 | X(10) | The date the Diagnostic Assessment was completed |
Wanting/Planning to Move | C33 | X(1) | Identifies if a person is wanting or planning to move |
Barriers to Moving | C34 | X(10) | Specifies housing barriers when a person wants or plans to move |
Housing Preferences | C35 | X(10) | Specifies housing preferences when a person wants or plans to move |
Employment Type | C36 | X(2) | Specifies the client’s employment type if employed |
Hours Satisfaction | C37 | X(1) | Specifies the client’s rated satisfaction with current hours. |
Pay Satisfaction | C38 | X(1) | Specifies the client’s rated satisfaction with current pay. |
Work Type Satisfaction | C39 | X(1) | Specifies the client’s rated satisfaction with current type of work. |
Work Concerns/Barriers | C40 | X(10) | Specifies the client’s concerns/perceived barriers for competitive work |
Blank Field | C41 | Null | Blank field |
Blank Field | C42 | Null | Blank field |
Substance Abuse Screening | C43 | X(1) | Outcome of Substance Abuse Screening |
LOCUS Composite Score | L1 | N(2) | Add up the scores from each dimension in order to determine the composite score |
LOCUS Assessment Date | L2 | X(10) | This is the date the LOCUS Assessment was completed and signed by the Mental Health Professional |
LEVEL of care / service match LOCUS score | L3 | X(2) | Identifies level of care / service is different level of care form LOCUS |
Age client received first Mental Health service | D1 | N(2) | Age client first received any type of mental health service |
Number of years client received DBT services | D2 | X(2) | Total number of years client received any treatment the client refers to as DBT treatment |
Borderline Symptom List total score | D3 | N(2) | Enter total score of 23-item client self-report of symptoms |
Borderline Symptom List – Supplemental total score | D4 | N(2) | Enter total score of 11-item client self-report of behaviors |
Medical admission for self-harm injuries – days | D5 | N(3) | Number of days the client was on an inpatient medical unit for self-harm medical injuries-previous 6 months |
Medical admission for self-harm injuries – times | D6 | N(3) | Number of episodes the client was seen on an inpatient medical unit for self-harm medical injuries-previous 6 months |
Emergency room visits for behavioral issues | D7 | N(3) | Number of episodes the client presented at an urgent care or emergency room for psychiatric reasons, including self-harm/threats of self-harm-previous 6 months |
Suicide attempts | D8 | N(3) | Number of suicide attempts or threats-previous 6 months |
Non-suicidal self-injuries | D9 | N(3) | Number of self-harm episodes-previous 6 months |
Average hours per week in School | D10 | X(1) | Average number of hours per week client participates in educational activity-previous 30 days-previous 6 months |
Average hours per week doing Volunteer Work | D11 | X(1) | Average number of hours per week that client participates in volunteer work activity-previous 30 days |
Average hours per week Employed | D12 | X(1) | Average number of hours per week client participates in employment work activity-previous 30 days |
Blank Field | R1 | Null | Blank field |
Blank Field | R2 | Null | Blank field |
Health Indicator Optional Data | T1 | X(1) | Specifies the provider is reporting Health Indicator fields |
General Physical Exam Date | T2 | X(10) | Specifies the client’s physical exam date |
Height/Weight Date | T3 | X(10) | Specifies the client’s height/weight access date |
Height in inches (round up) | T4 | X(2) | Specifies the client’s height |
Weight (round up) | T5 | X(3) | Specifies the client’s weight |
Blood Pressure Date | T6 | X(10) | Specifies the client’s blood pressure access date |
Systolic blood pressure | T7 | X(3) | Specifies the client’s systolic number |
Diastolic blood pressure | T8 | X(3) | Specifies the client’s diastolic number |
LDL Date | T9 | X(10) | Specifies the client’s LDL test date |
LDL | T10 | X(1) | Specifies the client’s LDL level |
Blood Sugar Date | T11 | X(10) | Specifies the client’s Blood Sugar test date |
Blood Sugar Level | T12 | X(1) | Specifies the client’s blood sugar level |
Tobacco Use Date | T13 | X(10) | Specifies the client’s tobacco use access date |
Tobacco Use | T14 | X(1) | Specifies the client’s tobacco use |
Alcohol Use Date | T15 | X(10) | Specifies the client’s alcohol use access date |
How many days per week did the client drink | T16 | X(1) | Specifies the client’s weekly alcohol use |
Average # of drinks per day | T17 | X(2) | Specifies the client’s daily alcohol use |
Total # of drinks on given occasion | T18 | X(2) | Specifies the client’s number of drinks |
DSM 5 Primary (ICD-10) | S1 | X(8) | Specifies the client’s current clinical disorders, including major mental disorders, learning disorders and Substance Use disorders per specified assessment in Diagnosis Assessment Date guideline. |
DSM 5 Secondary (ICD-10) | S2 | X(8) | Specifies the client’s current clinical disorders, including major mental disorders, learning disorders and Substance Use disorders per specified assessment in Diagnosis Assessment Date guideline. |
DSM 5 Tertiary (ICD-10) | S3 | X(8) | Specifies the client’s current clinical disorders, including major mental disorders, learning disorders and Substance Use disorders per specified assessment in Diagnosis Assessment Date guideline. |
WHODAS 2.0 Score (12-item version) | S4 | X(3) | Specifies the client’s current WHODAS 12-item version score per specified assessment in Diagnosis Assessment Date field. |
WHODAS 2.0 Score (36-item version) | S5 | X(3) | Specifies the client’s current WHODAS 36-item version score per specified assessment in Diagnosis Assessment Date field. |
Grant Funding Reason | Z1 | X(1) | Identify the reason why grant funding was used for all or part of the payment source. |
Grant Type | Z2 | X(7) | Identify the grant(s) that fund all or part of the services indicated on the client record |
CSP Direct Services | Z3 | X(10) | Identify up to 5 CSP Direct Services |
CSP Direct Subsidies | Z4 | X(10) | Identify up to 5 CSP Direct Subsidies |
CSP Outreach Services | Z5 | X(3) | Identify up to 3 CSP Outreach Services |
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