Mental Health Information SystemMHIS

• The Minnesota Department of Human Services (DHS) requires regular reporting of client outcomes information for publicly funded services.

• Minnesota will focus its mental health data

reporting on client and program outcomes with a special focus on recovery for clients receiving more intensive mental health services.

• Efforts were also made to eliminated duplicate reporting by utilizing demographic information from the DHS data systems; MMIS for PMIN clients and SMI for Shared Master Index clients.

 

Introduction

• Mental Health Information System (MHIS) will be replacing the Program Outcome Status Reporting (POSR) system and CRISIS system as of July 1st, 2013.

• MHIS will focus on key client status points during treatment service: at start, at six month anniversary of the start date and at end of service. 

• MHIS is a secure web-based reporting system that uses MN-ITS security system for web-access.  

Introduction. . .continued

Client Types• New Client – clients began service on or

after 7/1/2013

• Intervention Episode – crisis services only

• Continuing Client – clients receiving services as of 7/1/2013

• Client Completed Treatment – clients who completed services on or after 7/1/2013

• Discontinuance – clients who stopped receiving services on or after 7/1/2013

Clients. . .continued

• In order to report meaningful outcome measures, Agencies are encouraged to observe best practices in data collection such as:  (1) collecting client status at time of completing treatment; (2) judicious and timely implementation of agency discharge policy, including administrative discontinuances; and (3) consistent and frequent update of client status (consider a quarterly update).  

• Persons who should not be reported:– Persons who received services reimbursed entirely

by private insurance or self-pay.

Services

• Include all identified persons (adults) who received one of the following publicly funded mental health services: ACT, ARMHS, DBT, ICRS, IRTS or State Operated MH services.

• July 1st, 2013: HWS and CRISIS services

Reporting

–Record client-level information within one week of the status:• Start date – first date of service•Anniversary date - 6 months •End date – last date of service

–Enter in MHIS within 30 days of the date of the status

Persons who are in the Agency caseload but did not receive services for extended period (4 weeks), a “Discontinuance” client status must be reported with an End Date of the last date of service. A “New Client” status is reported if the client started to receive services after the 4 week extended period.

Reporting

Example 1:

• Jane Doe PMI #: 00000001, DOB: 01/01/1965, Start Date: 07/01/2013, End Date: 03/11/2014

• On 7/7/2013, add MHIS client and entered “New Client” status

• On 1/8/2014, search PMI and clicked on New Status to created Continuing Client status

• On 3/15/2014, search PMI and clicked on New Status to created Completed Program status

*There should be three lines when all data entry has been completed.

Example 1:

    PMI DOB Start Date Client Status Submit date Current Rec Completed Record

Edit NewStatus

00000001 01/01/1965 07/01/2013 New Client 07/07/2013 False True

Edit NewStatus

00000001 01/01/1965 07/01/2013 Continuing 01/08/2014 False True

Edit NewStatus

00000001 01/01/1965 07/01/2013 Completed Treatment

03/15/2014 True True

Example 2:

• Jon Doe PMI#:00000002, DOB: 01/02/1965, Start Date: 03/11/2013

• On 9/17/2013, add MHIS client and entered “Continuing Client” status*There should be two lines when all data entry has been completed

• On 3/11/2014, search PMI and clicked on New Status to created “Continuing Client” status

• On 9/11/2014, search PMI and clicked on New Status to create “Continuing Client” status

*There should be three lines when all data entry has been completed

Example 2:

    PMI DOB Start Date Client Status Submit date Current Rec Completed Record

Edit NewStatus

00000002 01/02/1965 03/11/2013 Continuing 09/17/2013 False True

Edit NewStatus

00000002 01/02/1965 03/11/2013 Continuing 03/11/2014 False True

Edit NewStatus

00000002 01/02/1965 03/11/2013 Continuing 9/11/2014 True True

Example 3:

• Barb Doe PMI#: 00000003, DOB: 01/03/1965, Start Date: 08/17/2013, End Date: 11/10/2013

• On 8/20/2013, add MHIS client and entered “New Client” status

• On 11/11/2013, search PMI and clicked on New Status to created “Completed Treatment” status

*There should be two lines when all data entry has been completed

Example 3:

    PMI DOB Start Date Client Status Submit date Current Rec Completed Record

Edit NewStatus

00000003 01/03/1965 08/17/2013 New Client 08/20/2013 False True

Edit NewStatus

00000003 01/03/1965 08/17/2013 Completed 11/11/2013 True True

All GRANTEES AND PROVIDERS

• Must have access to MN-ITS for accessing MHIS-

• Request access with the MN-ITS administrator in your agency for logon ID and password– If you already have access then request

MHIS be added to your user profile.

MN-ITS (Provider Help Desk) call 651-431-2700

MHIS Flow Chart

MN-ITS Logon

MHIS Client

MHIS Multiple Provider

MHIS Flow Chart

Upload MHIS Client

Provider Informati

onReports

Add New

Client

Edit Existing Client

New Status

Input for Existing Client

UPLOADUpload

• Select File

Browse

Add Start Date of Reporting Period

Add End Date of Reporting Period

Select “Upload File”

aka: Batch Uploading

Provider Information

• Provides IDDT Services

Provider Information

• Primary Contact Information• Secondary Contact Information• Team Names / Add a Team – HWS required

Provider Contact Information

• Secondary NPI

Provider Batch

Provider Informati

on

MHIS Client

• Placement Information• Client Information• DA & SA Screening• LOCUS –if applicable• DBT – if applicable• CRISIS – if applicable

Add a MHIS Client

Edit Existing Client

New Status Input for Existing Client

MHIS Client

MHIS Client

Add a New Client

• Edit any field as necessary

Edit Existing Client

New Status Input for Existing Client

MHIS Client

MHIS ClientAdd a New Client

Edit Existing Client

• Client status• Residential Status• Employment status• Number of arrests• LOCUS – if applicable• DBT – if applicable

New Status Input for Existing Client

MHIS Client

Reports

• List of clients who’s six months anniversary date will occur.

Monthly Status Update

• List of clients who have status record that have not been checked “Complete”

Incomplete Record

• Client Status• New and Continuing Clients by race, ethnicity, gender

6 Month Summary

Reports

MHIS

• MHCP (MinnesotaCare, PMAP, GA, MA)• Verify DOB with PMI via MN-ITS eligibility section

Client

• Verify client has not already been added (PMI – search)Start Date = First date of service

• Start Date = First date of service• Only select Program/Treatment that your agencies location is providing

MHIS – hints

• Access to MHIS is via MN-ITS / Technical Support @ 651-431-2700• Quick Sheet, Manual and Step-by-Step Instruction

MHIS & MN-ITS Tools

FYI

Multiple Provider Screen

Edit

New

Upload

Provider Reports