HCBS-AMH ANSA 

Clinical Management for Behavioral Health Services (CMBHS) provides Health and Human Services Commission (HHSC) service contracted providers a place where they can document HCBS-AMH ANSA for adult clients receiving services from Home and Community Based Services -Adult Mental Health provider.

HCBS-AMH ANSA can be documented for the client if an contracted provider has documented MH Uniform Assessment in the CMBHS.

LMHA/LBHA/SH staff with a role of ‘HCBS-AMH Referral Specialist’ will be responsible for the documentation of HCBS-AMH ANSA. HCBS-AMH ANSA does not need an authorization from HHSC staff.

Before you start

• You must be assigned a CMBHS user role that allows you to utilize “HCBS-AMH ANSA” functionality in the CMBHS application. Click here to view CMBHS Roles and their Read-Only and read-Write Page Rights.
• The Client must have Client Profile in CMBHS
• You must be in the client’s CMBHS record, at the Client Workspace, to create HCBS-AMH ANSA in the CMBHS application.
• If there is no existing record of HCBS-AMH ANSA type, system check for closed complete Diagnosis record (valid) for initial 'HCBS-AMH ANSA', which should be within 365 days created under the same parent provider (business entity). 
• if the user wants to create 'Update' or 'Annual' HCBS-AMH ANSA', then the system looks for following in the CMBHS application: 

       a.   'Initial HCBS-AMH ANSA type should be available in 'Client Workspace' records (Note: 'Initial' HCBS-AMH ANSA under 'Records           created at this business entity' or in 'Consented records' record section of 'Client Workspace'.

       b. Valid Diagnosis record created within the same business entity. 

System displays the following error messages, if the user does not satisfy the Pre-conditions to access the HCBS-AMH ANSA screen

1. If the user log into the CMBHS application from one of the MH location and search 'Client' and access 'Client Workspace' where 'Diagnosis (invalid or which is >365 days) exist in closed complete status and the user tries to access 'HCBS-AMH ANSA' from 'HCBS-AMH Enrollment' services toolbar without performing new 'Diagnosis, then the system will not allow the user to access the 'HCBS-AMH ANSA' screen and will  display a pop up message 'Diagnosis should be within 1 year old, within parent organization and in closed complete". 
2. If the user received 'Diagnosis' record through Consent process and available in 'Consented Records' section of 'Client Workspace'. But, there is no valid diagnosis record created under the login business entity location and the user tries to access 'HCBS-AMH ANSA' from 'HCBS-AMH Enrollment' services toolbar, then, the system will not allow the user to access the 'HCBS-AMH ANSA' screen and must display a pop up message 'Diagnosis should be within 1 year old, within parent organization and in closed complete".  
3. If there is an existing version of the 'HCBS-AMH ANSA' in Draft status is available in "Client Workspace" of client and the LMHA/LBHA/SH staff tries to access 'HCBS-AMH ANSA' sub menu from 'HCBS-AMH Enrollment' services toolbar menu of the CMBHS application, then, the system would deny the access and must display an error message "A HCBS-AMH ANSA in 'draft' status already exists for this individual". 
4. If Initial HCBS-AMH ANSA record is available in the 'Client Workspace' of an individual (It could be available in 'Records created at this business entity' or in 'Consented Records' section of 'Client Workspace', Diagnosis (valid) must be available in the Client Workspace created within the same business entity and the user tries to access 'HCBS-AMH ANSA' sub menu from 'HCBS-AMH Enrollment' services toolbar menu of the CMBHS application to do 'Update' or 'Annual' ANSA type, then, the system must allow the user to successfully access the 'HCBS-AMH ANSA' screen. 
5. If Initial HCBS-AMH ANSA record is not available in the 'Client Workspace' of an individual and the user tries to access 'HCBS-AMH ANSA' sub menu from 'HCBS-AMH Enrollment' services toolbar menu of the CMBHS application to do 'Update' or 'Annual' ANSA type, then, the system should deny the access and must display an error message:  'Initial HCBS-AMH ANSA must exist in closed complete status to access HCBS-AMH ANSA. A consent is required and contact {Name of the provider and location} and ask them to release the consent.  
6. Initial HCBS-AMH ANSA record is not available in the 'Client Workspace' of an individual and valid diagnosis record is not available in the client workspace of an individua and the user tries to access 'HCBS-AMH ANSA' sub menu from 'HCBS-AMH Enrollment' services toolbar menu of the CMBHS application to do 'Update' or 'Annual' ANSA type, then, the system should deny the access and must display an error message in the following order

• 'Initial HCBS-AMH ANSA must exist in closed complete status to access HCBS-AMH ANSA. A consent is required and contact {Name of the provider and location} and ask them to release the consent.

•  Diagnosis should be within 1 yr old, within parent organization and in closed complete". 

7. if there is an existing draft of HCBS-AMH ANSA (initial Assessment type) on one of the Provider location (business entity 1), and another provider from different business entity (2) tries to access the 'HCBS-AMH ANSA' form from HCBS-AMH Enrollment menu after meeting diagnosis validation, then the system will show a pop up 'An HCBS-AMH already exists in draft status under [parent location name] and will need to be deleted or placed in closed complete status before a new HCBS-AMH ANSA can be opened under your location. 

Note: Ask the provider to delete the created draft version of Initial HCBS-AMH ANSA type or close complete it and then ask for consent for Initial HCBS-AMH ANSA type, so that new provider can start with update or annual version.

How to access “HCBS-AMH ANSA” screen to document HCBS-AMH ANSA 

HCBS-AMH ANSA screen can be accessed from ‘Client Workspace’ 

How to access Client Workspace: Use Find/Add in the Client Services toolbar to locate the client’s record in CMBHS and then select “Client Workspace”.

 

When the assigned HCBS-AMH Referral Specialist is on “Client Workspace”, CMBHS application will display “HCBS-AMH ANSA” in the ‘HCBS-AMH Enrollment’ menu.

HCBS-AMH ANSA is available along with ‘Clinical Eligibility, Provider Selection Form and Notification of Individual’s Rights’ sub menu items.

How to edit “HCBS-AMH ANSA” record

1. From Client Workspace

HCBS-AMH ANSA documents which are in draft document status can be selected from Client Workspace to make the required changes. LMHA/LBHA/SH can open the HCBS-AMH ANSA document in view mode and clicks on “Edit” button to make the required changes.

Types of HCBS-AMH ANSA

• Initial
• Update
• Annual

HCBS-AMH Screen is divided into following segments and fields  

1. Assessment Type (Required) 

 

Action: Select the ‘Assessment Type’ from the ‘Assessment Type’ drop-down.    

Notes: 

 

1. There can only be one 'Initial' HCBS-AMH ANSA per enrollment. But, there can be multiple 'Update' or Annual HCBS-AMH ANSA for the client under the different provider locations based on the needs of the client.  
2. If there is no 'HCBS-AMH ANSA' record available in the CMBHS application and the user accesses the "HCBS-AMH ANSA" sub menu from the left-hand side of the CMBHS application after meeting all the required preconditions, then, the system will display "Assessment Type" on the 'HCBS-AMH ANSA screen. It will be defaulted to "None Selected". Only one value must be available in the drop-down box 'Initial'. 
3. If Assessment Type 'Initial' exist in the 'Client Workspace' of an individual along with valid diagnosis record and the user accesses 'HCBS-AMH ANSA' screen from the 'HCBS-AMH Enrollment' services toolbar menu then the system will default the 'Assessment Type' to 'None Selected' and must have following options in the drop-down: 

• Update
• Annual 

4. If Assessment Type 'Update' exist in the 'Client Workspace' of an individual and the user accesses 'HCBS-AMH ANSA' screen from the 'HCBS-AMH Enrollment' services toolbar menu, then, the system will default the 'Assessment Type' to 'None Selected' and will have following options in the drop-down: 

• Update
• Annual

5. If Assessment Type 'Annual' exist in the 'Client Workspace' of an individual and the user accesses 'HCBS-AMH ANSA' screen from the 'HCBS-AMH Enrollment' services toolbar menu, then, the system will default the 'Assessment Type' to 'None Selected' and will have following options in the drop-down: 

• Update
• Annual

6. When the client is disenrolled on the clinical eligibility screen on any provider location of HCBS-AMH Program, and after the disenrollment, when the client again wants to enroll back to the program and user go on ‘HCBS-AMH ANSA’ screen:
   • The system will display ‘Initial’ value in ‘Assessment Type’ field.
   • There will not be any change in the preconditions to access the ‘Initial’ HCBS-AMH ANSA type.
7. When ‘Initial’ HCBS-AMH Type exist for the client for the new enrollment period, then the system would display ‘Update’ and ‘Annual’ values. And there would not be any change in preconditions discussed earlier.   

 

2. Assessment Date (Required) 

Action: Enter the date into ‘Assessment Date’. 

Notes: 

• The functionality of ‘Assessment Date’ is dependent on ‘Assessment Type’ drop-down. 
• If ‘Assessment Type’ is initial is selected in the drop-down of ‘Assessment Type’, then the Assessment Date can be backdated to 180 days in the past from system’s current date. 
• If the user tries to backdate the Assessment Date more than 180 calendar days on ‘Initial HCBS-AMH ANSA’ type, then the system would display a pop -up message on the screen ‘HCBS-AMH ANSA can be backdated to only 180 days’ 
• If ‘Assessment Type’ is Update or Annual is selected in the drop-down of ‘Assessment Type’, then the Assessment Date can be backdated to only 30 days in the past from system’s current date.  
• If the user tries to backdate the Assessment Date more than 30 calendar days on ‘Update or Annual’ HCBS-AMH ANSA type, then the system would display a pop -up message on the screen ‘HCBS-AMH ANSA can be backdated to only 30 days’. 
• Assessment Date cannot be future dated regardless of version of the HCBS-AMH ANSA type (Initial, Update and Annual). 
• Whenever the user will enter the date into the ‘Assessment Date’ field, then the system will check for valid diagnosis record created around the HCBS-AMH ANSA system date. 
• if valid diagnosis is available under the same business entity at the Assessment date level, then the system would allow the user to proceed further with the form. 
• If valid diagnosis is not available under the same business entity, then the system will show up a pop message ‘Diagnosis should be within 1 yr old, within parent organization and in closed complete”.  

3. Performed By (Required) 

Action: Select the name of the person who performed HCBS-AMH on the client value from drop-down. If the user does not find the name they are looking for, select ‘Other’ value from drop-down values. 

 

Note: When the user will select ‘Other’, then the system would conditionally display a data input field. And it is required to enter the name into the field.

 

4. I certify that I am trained and certified to administer the ANSA (Required)

Action: Acknowledge or check the check box with a standard language ‘I certify that I am trained and certified to administer the ANSA’. 

 

5. Notes (Optional) 

Action: Enter the text into ‘Notes’ field. 

 

6. Adult Needs and Strengths Assessment (ANSA) Texas Comprehensive (Age 18+)

HCBS-AMH ANSA screen’ section ‘Adult Needs and Strengths Assessment (ANSA) Texas Comprehensive (Age 18+)’ is similar in domain name, parameter rating conditionally displayed additional set of domain names to MH Uniform Assessment screen with following few exceptions: 

On MH Uniform Assessment screen, Assessment Type is changed to 'Crisis', whenever the user selects any domain rating that falls the client under 'Crisis'. In HCBS-AMH ANSA screen, the system will not change the 'Assessment Type' to Crisis, if the he user selects any domain rating that falls the client under 'Crisis 

HCBS-AMH ANSA and MH Crisis logic is similar with no exception. But, the system allows the user to save the HCBS-AMH ANSA document in closed complete status, even if the individual falls in crisis parameter. 

 

7. Populate ANSA scores 

Action: click on ‘Populate ANSA scores’ control in section ‘Adult Needs and Strengths Assessment (ANSA) Texas Comprehensive (Age 18+)  

otes: The system would pre-populate the domain rating from MH Uniform Assessment to HCBS-AMH ANSA screen, if available. The user can edit the pre-populated data.  

Assumption: MH Uniform Assessment might be created on the location under the same business entity, where the user is trying to document 'HCBS-AMH ANSA' in the CMBHS application.  

 

or  

MH Uniform Assessment record might be received through consent on the provider location, where the user is trying to document 'HCBS-AMH ANSA' in the CMBHS application. 

Pre-population would not happen from previous version of HCBS-AMH ANSA record. 

If there is no valid 'MH Uniform Assessment' available in 'Client Workspace' of an individual, and the user accesses 'HCBS-AMH ANSA' screen under the location of same business entity, and user clicks on 'Populate ANSA scores' control button, then the system must show pop up message 'There is no active MH Uniform Assessment available'. This pop up must have 'OK' control button, when the user will click on 'OK' then the all the fields must be empty for the user to enter the data into the domains.  

Enter the data/select radio buttons for each domain as per assessment performed on the client.  

The system will do pre-population from MH Uniform Assessment based on the HCBS-AMH ANSA system date. The validity of MH Uniform Assessment will be checked based on HCBS-AMH ANSA system date not from the date entered into Assessment Date. 

Document Status (Required) 

• Select the value from drop-down. 
• The drop-down values are Draft and Closed Complete. 
• If the user selects “Draft” drop down value, then the user can make the changes in the document later or in the future, only if the document is in Edit View. 
• If the user has entered the data into the form with no more edits needed can close complete the HCBS-AMH ANSA. 

Audit Information

This section provides following details to the user, when the document is saved in the system

• Created By: It is a system generated value. It displays the name of the user who has the initiated to complete the document.
• Created Date: It is a system generated value. It displays document saved date and time.
• Last Saved by: It is a system generated value. The system displays the name of the user, who saved the document in the system.
• Last Saved Date: It is a system generated value. The system displays the document last saved date.
• Approved By: This information is displayed only when the document is in closed complete status.
• Approved Date: It is a system generated value. The system displays the last saved date of document and time. 

Printing HCBS-AMH ANSA Form

• You can print the HCBS-AMH ANSA in a printer friendly format after it has been Saved in any status, by selecting the Print button.
• The printed document does not display the tab headers.