Mental Health Information System (MHIS) Manual

Page Posted: 06/02/14

Page Reviewed: 8/22/2022

Page Updated: 8/12/2019

6.2. Batch File Upload Process

Text File Upload Process

The MHIS batch file is submitted under the Upload or Upload Crisis page in the MHIS portal.

To upload:

· Navigate to the upload page in the MHIS portal

· Upload for non-mobile crisis files

· Upload Crisis for mobile crisis files

· Use the Browse function to locate your saved comma-delimited text file.

· Enter the dates of reporting that are included in your upload file (this functions as a provider and TA reference, it does not designate your file’s reporting period).

· Select Upload File

The MHIS file upload process scans a text file for data errors in the following order:

1. Type/length

a. Is your file formatted correctly? Are there additional or deleted fields (comma error)? Has your file name already been used (file name must be unique)?

2. Field/row errors

a. Are required fields completed? Does your file contain valid data values? Does your file contain duplicate status records?

3. Client ID with date of birth.

a. Do the PMI and SMI IDs entered match the Birth Date associated with their MA profile?

4. Miscellaneous remaining errors

a. Has the portal found an error that it cannot describe? If so, email a copy of your file to dhs.amhis@state.mn.us for error resolution.

If the portal has found errors in your file, correct all errors, rename the file and re-submit until prompted with the message “File is ready to be saved.” Submit your file by clicking Save.

If the portal does not display an “Upload is Successful” message, your file was not successfully submitted. Email dhs.amhis@state.mn.us for error resolution

Text File Type

The MHIS text file is a comma delimited file that includes a header line followed by rows of individual client level data.

Text File Requirements

· Provider data (taxonomy and zip code) must match DHS-MHCP enrolled provider ID, non-consolidated NPI numbers must leave these fields blank. The MHIS portal will display information included in the MCHP provider ID near the top of the screen under the portal navigation bar.

· Header Record: Only one header record is reported per data file

· A MHIS batch file may only contain data for a single reporting period, reporting periods cannot be combined. A text file for a single reporting period should contain only clients who have received services or have discharged within the reporting period indicated in the file header.

· Information included in the header record must match the MHCP provider ID as listed on the home screen in your MHIS portal.

· Formatting : YYYY_Timeperiod,NPI,Zip,Taxonomy

· YYYY: four digit reporting year

· Time period 06 for reporting period January-June

· Time period 12 for reporting period July-December

· If the zip or taxonomy are included in the MHCP provider ID, they can be left blank. Ensure all commas for these fields are included.

· Example: 2019_06,T123456789,,

· NPI: T123456789

· Zip: none

· Tax: none

· Services provided from Jan – June 2019

· Example: 2019_06,T123456789,123456789,

· NPI: T123456789

· Zip: 123456879

· Tax: none

· Services provided from Jan – June 2019

· Example: 2019_06,T123456789,123456789,123456789X

· NPI: T123456789

· Zip: 123456879

· Tax: 123456789X

· Services provided from Jan – June 2019

Non-Required Fields

All Client-level data fields are required except for the following fields which must be left blank when hierarchy rule applies:

· Only one of the three client ID fields must be completed (PMI, SMI, AMH ID);

· Client PMI is the MHIS preferred client ID

· Clients cannot have AMH ID if they have PMI and/or SMI.

· Clients cannot have SMI if they have PMI and/or AMH ID.

· Clients cannot have PMI if they have SMI and/or AMHID.

· Client cannot have AMH ID and Payment Source = (1) Minnesota Health Care Programs

· End Date must be blank when Client Status field equals (01) – New Client or (02) – Continuing Client

· DBT fields must be blank when Program/Treatment field does not contain program/ treatment (11) – DBT

· Health Indicator fields must be blank when Program/Treatment field does not contain (02) ACT or the 10x10 optional data fields does not contain (1) Yes

· CSP fields must be blank when Program/Treatment field does not contain (06) CSP

· Grant Type and Reason Grant Funded must be blank when Payment Source = (1) MCHP

· Housing Informed Choice fields must be blank when Program/Treatment field does not contain (01) – ARMHS, (02) – ACT, (13) – HWS, (20) – MH-TCM, (26) – Youth ACT, or (29) – Forensic ACT

· Barriers to Moving field must be blank when At this time person is field = (2) or (9)

· Housing Preferences/Needs field must be blank when At this time person is field = (2) or (9)

· Employment Informed Choice fields must be blank when Program/Treatment field does not contain (01) – ARMHS, (02) – ACT, (20) – MH-TCM, (26) – Youth ACT, or (29) – Forensic ACT

· Employment Type field must be blank when Employment Status field does not contain (01), (02), (05), (06), or (74)

· Employment Satisfaction fields must be blank when Employment Status field does not contain (01), (02), (05), (06), or (74)

· Competitive Work Concerns/ Perceived Barriers field must be blank when Employment Type field does not contain (25) or (28)

· Is Veteran receiving VA Mental Health Services must be blank when Veteran/ Military Status = (1) No or (9) Unknown

· Children age range(s), Children Reside with the Client and Children have Special needs must be blank when Children under 18 years of age = (2) No or (9) Unknown

The following fields are optional and can be left blank:

· LOCUS fields when Program/Treatment field does not contain (01) – ARMHS, (02) – ACT, (15) – IRTS, (26) – Youth ACT, or (29) – Forensic ACT

· Children under 18 fields

· Secondary and Tertiary Diagnosis

· Secondary Reason for Intervention Assessment

· School District when Location of Initial Face-to-Face did not occur at School

Text File Duplicate

Duplicate status record error will be based on Client ID (PMIN, SMI, or AMHI), Client Status = New or Discontinuing, and Start Date combination.

Text File Valid Values

See manual sections 5. – 5.1.9.

Text File Client Identification Validation

PMI/SMI client identification validation with Date of Birth field. Verify client ID and Birth Date using the MN-ITS Eligibility Request Tool.