Data Functions
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Data Functions
Click here to see this page in full context
 

 

 

Data Menu

This section of Clinical Management for Behavioral Health Services (CMBHS) Help provides users information about access to the functions available under the Data menu on the Administrative Toolbar. This includes information about CMBHS reports compiled from data entered into the system, and blank CMBHS pages that can be downloaded or printed. Also, for each CMBHS user organization, an internal staff directory and a system-wide directory of organizations that use CMBHS are also included under this menu item.

CLICK on the topic below to be linked to the Help information related to it.

 

Reports – This section of Help provides information about the Reports that are currently available.

 

Print Blank Forms – This function allows the user to print blank CMBHS forms for assorted purposes. Most frequently, blank forms are used for filling out paper versions of documents when staff do not have access to the CMBHS application.

 

Downloads through CMBHS  – This page will allow the user to download data by Document type, Location, Date type and Date range in raw and formatted excel formats.

 

Download through Web Service - This service will allow user to download data by Document type, location, Date type and Date range in Xml format through web service.

 

Provider Directory – A system-wide directory of organizations that use CMBHS. This directory facilitates client referrals and contact with other providers in the system for networking purposes.

 

Batch Error Correction List – Displays, in pending status, batched transactions that have severe errors.

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Downloads through CMBHS

This Page allows CMBHS users to download their data by Document Type, Location, Date Type, Date Range (Max 7 days), into Formatted or Raw data in Excel.

How to Access

Login to CMBHS -> Click on Data Menu -> Click on Downloads

Available Documents

On this page the following document types are available for download. When exporting data the user must select one document type at a time.

Administrative Note Admission Claim
Client Flag Client Profile Close Case
Consent Consent Revoke Deleted Document
Detox Plan Discharge Discharge Follow-up
Discharge Plan Discharge Summary Financial Eligibility
GPRA Assessment – Discharge GPRA Assessment – Initial GPRA Assessment – Six Month Follow-up
Lab Result Life Event Note Medication Order
Medication Service Open Case Progress Note (HEI)
Progress Note (PsychoEd) Progress Note (SU) Referral
SA Case Management Assessment SA Detox Report SA Treatment Assessment
Screening Screening (HEI) Screening (PADRE)
Screening (PPI) Service Begin Service End
Service Plan SU Treatment Plan SUD Assessment – Case Management
SUD Assessment – Detox SUD Assessment – Discharge Follow-up SUD Assessment – Treatment
TC Referral Treatment Plan Review Wait List

 

Additional Business Rules

  • The user may only select one “child” location at a time.
  • The user may choose between using the “Created date”, “Document date”, or “Updated date” for the date filter.
  • The user may enter a begin and end date for the download request. This range may be between 1 and 7 days. The system will automatically fill in 7 days as the end date, with the option to modify it to a shorter date range. If the user attempts to enter a range longer than 7 days, they will receive an error message “The date range must be 7 days or lower.”
  • The user may choose between a formatted excel or raw excel output. The formatted output displays each document with the variables grouped together on multiple rows. The raw output displays all variables in the top row of the spreadsheet with the data for each document displayed as an individual row. 
  • Data will not be available the same day that it is entered

Downloads through Web Service

The SOAP request to be used in the web service to pull data from CMBHS can be found here.  With request details located online here.

There are two required security parameters within the header of the SOAP API to allow you to access the data.

  1. CMBHS User Name
  2. CMBHS Password

Within the body of the SOAP API there are five parameters that will be needed to retrieve data through the web service as described below.

  1. Organization number:  Unique identifying number for the organization you are retrieving data for.
  2. From Date: to be formatted as YYYY-MM-DD
  3. To Date: to be formatted as YYYY-MM-DD
  4. Download Type: a number for each type for the type of data being retrieved as listed below.

 

Download Type Name Number
Administrative Note 9
Admission 3
Claim 33
Client Flag 4
Client Profile 1
Close Case 6
Consent 17
Consent Revoke 18
Deleted Document 16
Detox Plan 30
Discharge 45
Discharge Follow-up 47
Discharge Plan 25
Discharge Summary 39
Financial Eligibility 24
GPRA Assessment - Discharge 50
GPRA Assessment - Initial 48
GPRA Assessment - Six Month 49
Lab Result 23
Life Event Note 38
Medication Order 40
Medication Service 41
Open Case 5
Progress Note (Case Management Activity) 28
Progress Note (PsychoEd) 27
Progress Note (SU) 26
Referral 22
SA Case Management 20
SA Detox Report 19
SA Treatment Assessment 21
Screening 2
Screening (HEI) 34
Screening (PADRE) 36
Screening (PPI) 35
Service Begin 7
Service End 8
Service Plan 31
SU Treatment 29
SUD Assessment - Case Management 15
SUD Assessment - Detox 13
SUD Assessment - Discharge 14
SUD Assessment - Treatment 12
TC Referral 37
Treatment Plan Review 32
Wait List 44

5. Download Date Type:

Download Date Type Number
Created Date Created Date 1
Updated Date Updated Date 2
Document Date Document Date 3


Note: Data will not be available the same day that it is entered.

Print Blank Forms

This function allows the CMBHS user to print blank pages and forms for assorted purposes. Most frequently, blank forms are used to fill out paper versions of documents when staff do not have access to the CMBHS application or the Internet, and for training purposes.

How to Print Blank CMBHS Forms

  1. To print blank CMBHS forms, login to the CMBHS system.
  2. Go to the Administrative Toolbar at the top of each CMBHS page. Hover your mouse pointer over Data until the menu displays. Then CLICK on Print Blank Form.
  3. A table will display listing available blank forms.
  4. This table represents the blank forms currently available in CMBHS for printing.
  5. CLICK on the name or the folder and arrow icon of a form.
  6. The selected form will display as a PDF in a new tab on your web browser.
  7. To print the form, CLICK on Printer icon at the top right of the page.
  8. Adjust your Print settings if needed, and click Print.

If you have problems printing, contact your Local CMBHS Security Administrator. If she or he is not able to correct the problem, contact the HHSC CMBHS Help Line at 1-866-806-7806.

 

More on Printing Blank Forms

  • From the table of available forms, CLICK on the icon left of the name of the form you wish to print.

  • CMBHS will display a PDF file of the form. From here, CLICK on the Printer icon at the top of the page.

  • Note the warning that displays at the top of the forms page: "NOTE: Blank forms cannot be completed electronically. Blank forms can be downloaded and printed for completion with pen/pencil, and then entered into CMBHS."

 

NOTE: If you have problems printing, contact your Local CMBHS Security Administrator or other staff designated to assist you with printing problems. If your Local CMBHS Security Administrator is not able to correct the problem, contact the HHSC CMBHS Help Line at 866-806-7806.

 


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Provider Directory

This function in CMBHS gives users access to a directory of all CMBHS User Organizations, including information that can be used to make referrals and network.

 

How to Access the CMBHS Provider Directory

The Provider Directory is available to all CMBHS user organizations from the Administrative Toolbar at the top of all pages of CMBHS. Click on Data, and then click on Provider Directory.

The CMBHS Search Provider Directory page has three buttons in the upper right corner: Search, Clear, and Print.

 

Search by Service Type

  • Select the Search by Service Type check box. You can choose Location Type and Service Type from dropdown lists. You can search by Service Offered or Age Group by clicking the check boxes.

 

Search by Provider

  • CLICK inside the Search by Provider check box. You can search based on the name of the provider and on locations relevant to the provider you choose.

 

Search by County and/or City

  • Select the Search by County and/or City check box. You can search by the Texas county and/or the Texas city where the Provider is located.

 

Search by Identifier

  • CLICK inside the Search by Identifier check box. You can search by identifier types from the dropdown list, and then by the actual identifier by TYPING it in the text box to the right.

 

NOTE: When you select a Search type by clicking its check box, any check boxes for other Search types are cleared. You can only use one of the above Search categories at a time.

 

 

Batch Error Correction List

Some providers who use CMBHS relay their information to CMBHS in batches. Transactions that are batched are validated against the Batch Error Correction List (BECL) business rules in CMBHS.

Transactions that have severe errors are stored in Pending Status and displayed on the BECL in CMBHS.

Provider business entities that send batched data to CMBHS include contracted mental health providers, hospitals, and sub-contracted mental health providers sending batched transactions for a Local Behavioral Health Authority (LBHA).

Transactions displayed on the BECL are available to batching providers to make changes or deletions.

Although the BECL screen is refreshed each time the screen is searched, the batch parser runs only once per evening, so the data on the BECL reflects the previous night's transactions.

After 120 days, transactions are deleted from the BECL. The Batch Error Correction List is accessible from the Administrative Toolbar > Data > Batch Error Correction List.