Account Management for Users

These functions on the Administrative Toolbar allow users to make changes related to their CMBHS accounts and locations in CMBHS. Others are for the use of local CMBHS Security Administrators.

CLICK on the links below to go directly to the Help on that topic.

Change Location – This function gives CMBHS users the means to move from one Location of their organization to another in CMBHS. All CMBHS users can view their organization’s Locations and Parent Organization information from the Administrative Toolbar at the top of each CMBHS page. Users, however, can only enter Locations that have been assigned to them in their CMBHS accounts.

Change Workspace – This function gives CMBHS users the means to move from one Workspace to another. When your account was first set up in CMBHS, one or more Workspaces were assigned to you as needed by your job functions within the organization.

Find/Add Staff – This function allows the user to view contact information about other staff within their own organization/business entity.

Message Inbox – Users who do not require a Workspace receive their messages in this Message Inbox.

Change Password – You can change your password in the My Account tab under Account Management. CMBHS requires that you change your first password, and then change it every 90 days thereafter.

 

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Change User Location

• This function gives CMBHS users the means to move from one location of their organization to another location.
• A user’s current location is displayed in the upper left corner on every page of CMBHS after the user has logged in to CMBHS. Moving between locations is needed because:
• Some functions are available only when the user is at his/her organization’s parent level and some functions are only available at the location level.
• Documents must be created at the location where the client is receiving a service for correct documentation.
• All CMBHS users can view their organization’s parent location, but many functions are not available from the parent location and must be accessed from a service location.
• CMBHS users can only enter Locations that have been assigned to their user account by a CMBHS Security Administrator.

 

Before You Start

• Your assignment to a CMBHS location allows you to document in the records of clients receiving services at that location. Not all users have jobs that require access to more than one CMBHS location.
• When your CMBHS user account was set up by your Local CMBHS Security Administrator, you were granted access to one or more Locations. You can only access more than one Location if you need — and have been assigned to — more than one location in your CMBHS user account.
• After being granted access to multiple Locations, you can change from your current Location to another Location by using the Administrative Toolbar at the top of each page in CMBHS.

 

How to Change your Location when you are logged in to CMBHS

1. To Change your Location when you are logged in to CMBHS, use your pointer to CLICK on the Account Management tab on the Administrative Toolbar at the top of the page. CLICK on the first item, Change Location and the Change Location page will display.
2. The Change Location page will display the Main or Parent location for your organization and all Service locations will appear on the page. In the Change Location information box, you will see your current location displayed on the first line. Beneath it is the New Location box.
3. CLICK on the blue arrow of the New Location box and your new location choices will drop down. These are the location choices that were assigned to you when your CMBHS account was set up.
4. Highlight and then CLICK on your selection.
5. Next, CLICK on the Select button. It is towards the top right corner of the page.
6. You will be returned to your workspace or home page and the new location will display at the top of the page.

 

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Change Workspace

This function gives CMBHS Users the means to move from one Workspace to another. When your account was set up in CMBHS, one or more Workspaces were assigned to you as needed by your job functions within the organization.

 

 

Before You Start

You can only select another Workspace in the manner described in this section if you have been assigned to more than one Workspace in CMBHS.

The Change Workspace function is a function on the Administrative Toolbar under Account Management.

 

Facts on Changing Your Workspace

If you have not been assigned more than one Workspace by your Local CMBHS Security Administrator when your account was set up or updated, then no Workspace choices will display on the Administrative Toolbar > Change Workspace menu.

The Workspaces assigned to you may be at different locations of your organization and may be for different roles in CMBHS. You do not need to change your location first to access these Workspaces. Your Location will automatically be changed when you use the Administrative Toolbar to select a Workspace at a different Location.

 

How to Change to another Workspace when Using CMBHS

1. With your mouse pointer, hover over the Account Management tab on the Administrative Toolbar at the top of the page.
2. A menu of choices will drop down. Move to the second item, Change Workspace. With that selected, your Workspace choices will display to the right.
3. CLICK on the Workspace to which you would like to move. You will be taken to the new Workspace you selected.

 

 

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Find/Add Staff in CMBHS

From the Account Management tab on the Administrative Toolbar, select the third listing down, Find/Add Staff. This will bring up the Find/Add Staff page.

In the Search Criteria section at the top, you can search by First Name, Last Name, Title, Office Phone, or Email Address. A check box below these fields allows you to select staff with Disabled status.

In the second box down, you can Filter by Character to search for a staff member by the first character of his/her last name. Staff members whose last names begin with the letter you select are listed below in the Staff List.

The Staff List default setting is to display all staff at a location. After you search for staff by the criteria you set, you can return to a listing of all staff members by clicking All at the beginning of the Filter by Character section.

The Staff List shows staff members by Last Name, First Name, Title, Office Phone, Email, Status, User Id, and Locations. Select any staff member by clicking the Select button in the Select Staff column on the left, and then click the Staff Detail button for more information about a staff member.

To add new staff, click on the New Staff button in the upper right part of the page. On the Staff Detail page that displays, fill in all of the required information for a new staff member.

The Find/New Staff page also has a Provider Detail button that displays information about your provider.

 

HCBS Find/Add Staff:  View LMHA Check box

For the Health & Community Based Services ‒ Adult Mental Health (HCBS-AMH) Provider Agencies and the Recovery Management Entities, the system will hide the View LMHA check box. This will avoid the providers viewing or accessing client information. If the providers want to access each other’s client information, then they can share this  information through Consent.

NOTE: The view LMHA check box is only available to Local Mental Health Authorities (LMHAs) and State Hospital providers.
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Message Inbox

• The CMBHS Message Inbox gives users who do not have a specialized workspace a place to receive and view their CMBHS automatically generated messages.
• The Message Inbox is the fourth choice down from the top in the Account Management tab of the Administrative Toolbar.

 

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Changing Your CMBHS Password

The use of passwords is an important part of the Texas Health and Human Services Commission (HHSC) Clinical Management for Behavioral Health Services (CMBHS) data system. CMBHS requires that users change their password every ninety (90) days or any time a user believes the privacy of her/his password has been compromised.

If your CMBHS password expires, you will automatically be taken to the Change Password page when you log in to CMBHS. If you want to change your password at any other time, go to the Change Password page using the change password function. Click here for more details about passwords and logging into CMBHS.

 

How to Change Your Password

1. To change your CMBHS password, go to the Administrative Toolbar at the top of every page of CMBHS, and select Account Management > My Account > Change Password.
2. When your password is about to expire, you will receive several warning messages. If you do not change your password prior to the expiration date, you will receive a message right after your log in that tells you your password must be changed. You are automatically taken to the Change Password page.
3. The process is similar to the first time you logged in to the system.

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Business Rule Suspension List

 

Business Rule Suspension List is a feature in CMBHS that allows HCBS-AMH staff to suspend Individual Recovery Plan, IRP, automatic approval from Recovery Management Entity, RME, Provider Locations.

 Individual Recovery Plan is the treatment document of the HCBS-AMH Program where the RME provider can select and add both Provider Agency, PA, and RME mental health services based on the needs of the clients.

Business Rule Suspension List allows HCBS-AMH Oversight role or HCBS-AMH Application Reviewer to suspend IRP automatic approvals business rule in the following fashion:

• If the suspension status on the saved Business Rule Suspension is ‘On’, then the system would turn off the IRP automatic approval for the selected provider locations in the CMBHS application. As a result, created IRP’s on selected locations on Business Rule Suspension List would not be automatically approved by the system and does not require an authorization from HCBS-AMH staff.
• If the suspension status on the saved Business Rule Suspension is ‘Off’, then the system would turn on the IRP automatic approval for the selected provider locations in the CMBHS application. As, part of the process, these IRP’s would reflect on HCBS-AMH Authorization List screen for review by HCBS-AMH staff. 

Before you start

• You must be assigned a CMBHS user role that allows you to utilize “Business Rule Suspension List” functionality in the CMBHS application. Click here to view CMBHS Roles and their Read-Only and read-Write Page Rights.
• Provider and Location must be registered in the CMBHS application on ‘Provider/Location Details’ screen. 

How to access ‘Business Rule Suspension List’ screen in the CMBHS application

• Business Rule Suspension List is available as a sub menu option under ‘System Management’ menu on Department of State Health Service locations for those with access.
• Navigation: Go to ‘System Management’ > Business Rule Suspension List  

How to create ‘Business Rule Suspension’ on the screen 

• Login into the CMBHS application with ‘HCBS-AMH Oversight or HCBS-AMH Application Reviewer’ role. 
• Select the Business Rule Suspension List screen from the System Management menu of Administrative Toolbar. 
• System displays a ‘Business Rule Suspension Table’ along with couple of control buttons ‘New’ and ‘Close’. 
• Click on ‘New’ control button to create a record. 
• System displays a new Business Rule Suspension screen. 
• Select the drop-down value from Business Rule field as ‘IRP Automatic Approvals’. 
• Enter the ‘Start Date’ and ‘End Date’ 
• Set the field ‘For All Providers’ to ‘Yes’ or ‘No’ 
• Select a value from ‘Suspension Category’ and ‘Suspension Status’. 
• Click ‘Save’ button. 
• The system saves Business Rule Suspension to ‘Business Rule Suspension List’ table.

Details about the New Business Rule Suspension screen:

1. Business Rule (Required): The control type of the field is drop-down functionality.

• Select the value ‘IRP Automatic Approvals’ from the ‘Business Rule’ field.             
• If the user has a role called HCBS-AMH Oversight or HCBS-AMH Application Reviewer, only then will the system allow the user to make the selection from the drop-down for the value. 

2. Start Date (Required)

• Enter the date in the field in the format mm/dd/yyyy.
• Start Date should always be greater than End Date
• Start Date cannot be future dated. 

3. End Date (Optional)

• Enter the date in the field in the format mm/dd/yyyy.
• If the 'Suspension Status' is selected as 'On' then from the effectiveness of 'Start Date', the system will turn off the automatic IRP approval for HCBS-AMH Providers in the CMBHS application and the suspension status will be valid until the date entered in the 'End Date' field. 
• If the user does not enter a date in the 'End Date' field, then the 'IRP Automatic Approval' will turn off without having an end date.
• If the 'Suspension Status' is selected as 'OFF', then from the effectiveness of 'Start Date', the system will turn on the automatic IRP approval for HCBS-AMH Providers in the CMBHS application and the suspension status will be valid until the date entered in the 'End Date' field.
• If the user does not enter a date in 'End Date' field, then the 'IRP Automatic Approval' will be on without having an end date. 
• If the ‘End Date’ on created Business Rule Expires, then the system should automatically will the ‘Suspension Status’ from the next day of listed End Date on form for selected providers.

4. For All Providers (Required)

• Select one of the radio buttons: Yes or No.
• If user selects ‘No’, then the system conditionally displays following fields:
• Provider (Required): Select one of the Provider from the drop-down box.
• Location (Required): Based on selection made in ‘Provider’ drop-down, system shows all the locations falls under the provider. Select the applicable locations from the list given. 

5. Suspension Category (Required)

• Select one of the values from drop-down values.
• Following values are available in the drop-down:

1. QM
2. Billing
3. IRP Deficiency
4. Setting Check
5. Other

• If the ‘Suspension Category’ is different from the given values, then select ‘Other’ drop-down, and system display a free text field of 100 characters to enter the value. 

6. Suspension Justification (Required)

• Enter the text in free text box.
• Character length of the free text box is 500. 

7. Suspension Status (Required)

• Select one of the values from drop-down values: On or Off
• if the user saves the 'New Business Rule Suspension' with 'On' Suspension Status, then the system will turn off the automatic approval for the mentioned provider locations with the applicable dates on the form.
• if the user saves the 'New Business Rule Suspension' with 'Off' Suspension Status, then the system will turn on the automatic approval for the mentioned provider locations with the applicable dates on the form. 

How to edit added or saved Business Rule Suspension in the table

• Select a created record from ‘Business Rule Suspension List’ table and click on ‘View’ control button.
• System will display the View Business Rule Suspension screen with editable prepopulated fields
• Click ‘Edit’ on the View Business Rule Suspension screen
• Edit the data on the screen then click ‘Save’
• System will update the record in Business Rule Suspension List table.

Features on Business Rule Suspension List

• New: Clicking on ‘New’, the system will open a New Business Rule Suspension screen to create a record.
• Close: Control feature is used to exit out of the page.
• Edit: Used to make changes on the saved/created business rule.
• Attachments: This control feature provides an opportunity for the user to attach documents with the record.
• Save: The control button allows the user to save the entered data on the created business rule.

Audit Information

This Audit information will be populated on the saved document/form at the bottom of the page.

• Created By: This system generated Value- Displays the user's name, who has initiated to complete the document.
• Created Date: This system generated value- Displays the document saved date & time.
• Last Saved By: This system generated value- Displays the user's name, who saved this document.
• Last Saved Date: This system generated value- Displays the document last saved date