For Local Security Administrators

Click here to see this page in full context

For Local Security Administrators

This section of the Texas HHSC Clinical Management for Behavioral Health Services (CMBHS) Online Help contains information and instructions needed by local CMBHS Security Administrators to fulfill their responsibilities related to security, setup, and user support.

CMBHS users with the roles of User Administrator, BHO Administrator, and Drug Court Administrator also need much of this information, as their roles are similar to those of Security Administrators.

The local Security Administrator works closely with the HHSC MH/SUD CMBHS Training and Technical Assistance and Help Line Team to ensure that CMBHS works appropriately.

CLICK on the link below to go directly to that section.

Access for Local CMBHS Security Administrators

CMBHS Security Administrators

Agencies that have a contract with HHSC will be provided Security Administrator forms. The executive director or CEO of the agency will designate two individuals to be responsible for managing locations, user accounts, and agency setup information.

The local Security Administrator controls and manages access to CMBHS on the local level. They are responsible for security, protecting client health information, and assisting users with CMBHS. In order to do this, the local Security Administrator must:

be a highly trusted person, as they will have access to confidential and private client, staff, and business information.
have above average computer skills to ensure proper user setup and resolution of user problems on the local level.
have in depth knowledge of laws and rules regarding protected health information (PHI) and the business entity’s policies and procedures.
be able to communicate with the Training and Technical Assistance and Help Line Team and coordinate the resolution of problems with users.
be available when staff are using the system and need assistance.

The Security Administrator and the Backup Security Administrator have the same responsibilities and roles.

You may contact the Training and Technical Assistance and Help Line Team at 1-866-806-7806 to discuss the requirements for local CMBHS Security Administrators and how many persons should be assigned this role for your business entity.

It is important that every business entity using CMBHS develop security policies and procedures to ensure that access to CMBHS is highly controlled.

The agency is responsible for any unauthorized access to the CMBHS system due to failure to educate, inform, and/or maintain/update user information, or failure to properly implement security procedures.

Protection of Client Identifying Information

CMBHS is designed to ensure that local Security Administrators and all users have access to the components of CMBHS they need to do their jobs. Users should not have access to functions and client records they do not need. This facilitates the enforcement of increasingly complex state and federal laws regarding the protection of client identifying information.

The agency is responsible for ensuring that CMBHS users are knowledgeable of the rules, regulations, and policies and procedures regarding protected health information (PHI) in their service setting.

It is the agency's responsibility to ensure users understand that they must have a legitimate need to view a client record. Being given access to client information in CMBHS does not, in and of itself, give the user permission to view the record of any client. In order to successfully protect client health information, the agency must train, measure the competency of its staff, and implement an effective means of oversight.

CMBHS maintains records of all CMBHS users who access a client’s information, and of every act performed within the health record.

Access for Local CMBHS Security Administrators

The Local Security Administrator Setup Process

Step One – Login to CMBHS and Change Password through IAM Online

Security Administrator will get and email to Activate account.
On the CMBHS login page, Click on login Button. Or
Login Button will redirect you to IAM Online login Page.
Set up the Multifactor Authentication.
Set up the Security Questions.
Land on IAM Online Home Page.
Click on AUA Agreement and fill out the required information and submit it.
Then CMBHS tile will unlock for you. Click on CMBHS tile.
User can land CMBHS Page.
The next time you log in to CMBHS, the Security Administrator’s Workspace will open.
DO NOT leave CMBHS now. You must complete Step Two below and finish setting up your own account as Security Administrator before you can create accounts for staff or create locations or enter data into CMBHS.

Step Two – Set up Your Account in CMBHS

On the Administrative Toolbar, select Account Management and then Find/Add Staff. The Find/New Staff page will display.
An account has been started for you by HHSC. Find your name on the list, select it by clicking anywhere in the row, and then select the Staff Detail button to open your account.
Complete all the required data fields under each of the three tabs.
Staff Information tab – Under this tab, you will be required to enter your Person Information to include Title, First Name, Last Name, Contact Information, and Enter an Email Address to Access.
Location/Roles tab – Verify that you have been given the role of local Security Administrator. If not, select that role for yourself. You must also select a Primary Location (the Administrative/Parent location is recommended) and a primary role. Don’t forget to CLICK on the Add button before you Save.
Credentials tab – Under this tab, you are required to enter clinical credentials, along with begin and end dates, if you will have a clinical role in addition to that of Security Administrator. Credentials are not required for the role of Security Administrator, but if you do document credentials, don’t forget to CLICK on the Add button.
After you have completed all the required data fields, select Save. Make sure you receive a Successfully Saved message before you change pages or log out of CMBHS.

Local Security Administrator Page Access

Security Administrators have read access to every CMBHS page their business entity is permitted to access. In most cases, they also have read-write access to edit and/or delete the page.

Click here to view tables of all CMBHS pages and what roles have Read-Only or Read-Write access to the pages.

It is critical that Security Administrators understand the legal, organizational, professional, and service delivery consequences of making changes to various documents in CMBHS.

The only way to ensure that Security Administrators have this understanding is to verify that they have been provided training and have the competency needed to fulfill their responsibilities.

Other CMBHS Administrator Roles and Page Access

User Administrator

Most CMBHS User business entities may designate one or more persons to function as CMBHS User Administrators. The User Administrator is an add-on role (can be given to any user who already has a role in CMBHS) that gives the user the ability to handle routine support issues related to adding and updating staff information and enabling and disabling users.

Security Administrators and User Administrators can access Development Documentation and Supporting Materials, which is found on the Administrative Toolbar under Provider Tools. This area of CMBHS provides project news, access to forms, and technical documentation for administrators.

Behavioral Health Organizations (BHO) Administrator

This administrator role is designed especially for Behavioral Health Organizations (BHOs) to ensure they can perform the functions needed to keep their business entity and staff information current in CMBHS. This role also ensures that those who need to can view client service and treatment records, and document authorizations and/or oversight processes.

BHOs have no access to create or edit clinical documentation in a client record and access to clinical records is always view-only. BHOs do document enrollment, service authorization, and some oversight activities.

Drug Court Administrator

This role is designed especially for Texas Drug Courts. This role provides the Drug Court Administrator the access needed to keep court and staff information current in CMBHS. This role also ensures access for specialists who view client service and treatment records.

Drug Courts have no access to create or edit documentation in a client record, and clinical record access is always view-only.

‎

CMBHS Core Roles and Add-on Roles

#	CORE ROLE NAME	CORE ROLE DESCRIPTION
1	Authorization Approver	Reviews client records and authorizes services.
24	BHO Administrator	Manages limited security and support functions for BHO
3	Billing Specialist	Manages claims and invoices for a provider.
4	Business Manager	Views and documents business functions for the provider
5	Case Manager	Non-licensed trained staff that perform case management functions
6	Clinical Data Entry	Enters data for staff, licensed staff review, and place in Closed Complete
8	Clinician	A health care professional licensed to practice in Texas
12	Drug Court User	Has Read-Only access to client records with consent
80	InpatientCare Waitlist Manager	Manager of the Statewide Inpatient Care Waitlist for an LMHA/LBHA
59	MH Approver	Approves Mental Health Uniform Assessments and authorizes services
70	MH Assessment Delete	Contact CMBHS Help Line to request this role; for Security Administrators only
58	MH Assessor	Role for clinician that conducts/documents MH Uniform Assessments
56	Nurse	A person licensed as a nurse in Texas
16	Oversight	Conducts oversight and improvement activities.
17	Paraprofessional	Unlicensed staff (LCDC CI) who perform clinician functions under supervision
19	Program Clerk	Has support responsibilities that require some access to client records
86	Recovery Coach	Provides Recovery Support services
87	Recovery Supervisor	Supervises Recovery Support coaches
79	SMHF Inpatient Care Waitlist	Allows SMHF staff to view the Inpatient Care Waitlist
88	SUD Data Download	Allows access to download SUD data
22	Security Administrator	Responsible for local setup, security, maintenance, and user support
57	Student Intern	Practicum student or graduate intern providing and documenting services
69	YES Provider Agency Staff	Manages YES Waiver service provider billing functions
67	YES Waiver LPHA	LPHA that creates/updates YES Waiver CEs and/or IPCs
68	YES Waiver Provider	Delivers services to YES Waiver clients

#	ADD-ON ROLE NAME	ADD-ON ROLE DESCRIPTION
2	Authorization Requester	Provider staff that requests authorization of services
7	Clinical Supervisor	Licensed healthcare professional who oversees the work of clinicians & others
75	CMBHS Document Access	Limited CMBHS access – view development and support documents only
60	MH COR Specialist	Only LMHA role allowed to edit MH County of Residence
65	MH Batch Data Correction	Able to access the Batch Error Correction Screen and correct all MH pages
61	MH Data Entry	Able to enter MH Data on behalf of a clinician or other MH user
94	MH Editor Role	This role has access to delete and edit multiple CMBHS MH documents
32	Measures Specialist	Manages Performance, Curriculum, Outcome and/or HEI Measures
91	Medication Claim Scribe	Staff who enter medication claim information into CMBHS
23	User Administrator	Assists users with limited security functions
18	Paraprofessional Supervisor	A QCC per the TAC that reviews the work of Paraprofessional staff
13	Medication Specialist-Licensed	Licensed professional who documents medication orders
55	Referral Specialist	User responsible for managing referrals

#	REPORT ROLE NAME	REPORT ROLE DESCRIPTION
27	Billing Reports	Allows access to substance use Billing Reports
25	Client Reports	Allows access to substance use Client Reports
50	Drug Court Reports	Allows access to Drug Court Reports
62	MH Reports	Allows access to Mental Health Reports
29	Management Reports	Provides access to substance use Management Reports
92	Recovery Support (RSS) Reports	Able to access reports for Recovery Support Services
89	Recovery Support Report (SUD)	Allows access to Recovery Support Reports (SUD)
84	YES LMHA/WPO/Provider Reports	Reports for LMHAs, WPOs, and YES Waiver Service Providers
90	YES Waiver Provider Reports	Reports for YES Waiver Service providers
30	CDS Reports	Currently unavailable

Roles by Business Type in CMBHS

In CMBHS, the Roles and Page Rights available to users are determined by the Business Entity Type. For a list of roles and page rights in CMBHS, click here. The following is a list of the nine Business Entity Types defined in CMBHS.

CMBHS Business Entity Types

Substance Use Disorder Treatment Providers – These providers deliver Substance Use Disorder Treatment Services and have contracts with HHSC.
Local Mental Health Authorities (LMHA) and Local Behavioral Health Authorities (LBHAs) – An entity designated by the department as the local mental authority in accordance with the Texas Health and Safety Code, §533.035(a).
BMOs – Behavioral Management Organizations; new name for LBHAs.
Mental Health Service Providers – Medicaid enrolled providers that contract with Medicaid Managed Care Organizations (MCOs) for the delivery of mental health services.
OSARs – Organizations designated by HHSC as a substance use Outreach Screening Assessment Referral (OSAR) providers; currently this function is provided only by LMHAs and LBHAs (BMOs).
BHOs – Behavioral Health Organizations (BHOs) are Health Insurance Plans licensed by the Texas Department of Insurance.
Drug Courts – Texas Drug Courts may apply for access to CMBHS to monitor the progress of probationers/parolees in substance use disorder treatment.
Prevention Service Providers – Providers of substance use prevention services contracting with HHSC.
Intervention Service Providers – Substance use intervention service providers contracting with HHSC.
Other Contractors – Other contractors and provider types that may be provided access to CMBHS to document services or view CMBHS.

Substance Use Disorder Treatment Providers

#	CORE ROLE NAME	CORE ROLE DESCRIPTION
3	Billing Specialist	Manages claims and invoices for a provider
4	Business Manager	Views and documents business functions for the provider
5	Case Manager	Non-licensed trained staff that perform case management functions
6	Clinical Data Entry	Enters data for staff, licensed staff review, and place in Closed Complete
8	Clinician	A health care professional licensed to practice in Texas
56	Nurse	A person licensed as a nurse in Texas
16	Oversight	Conducts oversight and improvement activities
17	Paraprofessional	Unlicensed staff (LCDC CI) that perform clinician functions under supervision
19	Program Clerk	Has support responsibilities that require some access to client records
86	Recovery Coach	Provides Recovery Support services
87	Recovery Supervisor	Supervises Recovery Support coaches
88	SUD Data Download	Allows access to download SUD data
22	Security Administrator	Responsible for local setup, security, maintenance, and user support
57	Student Intern	Practicum student or graduate intern providing and documenting services

#	ADD-ON ROLE NAME	ADD-ON ROLE DESCRIPTION
2	Authorization Requester	Provider staff who request authorization of services
7	Clinical Supervisor	Licensed health care professional who oversees the work of clinicians & others
75	CMBHS Document Access	Limited CMBHS access – View development and support documents only
32	Measures Specialist	Manages Performance, Curriculum, Outcome, and/or HEI Measures
91	Medication Claim Scribe	Staff who enter medication claim information into CMBHS
23	User Administrator	Assists users with limited security functions
18	Paraprofessional Supervisor	A QCC per the TAC that reviews the work of Paraprofessional staff
13	Medication Specialist-Licensed	Licensed professional who documents medication orders
55	Referral Specialist	User responsible for managing referrals

#	REPORT ROLE NAME	REPORT ROLE DESCRIPTION
27	Billing Reports	Allows access to substance use Billing Reports
25	Client Reports	Allows access to substance use Client Reports
29	Management Reports	Provides access to substance use Management Reports
92	Recovery Support (RSS) Reports	Able to access reports for Recovery Support Services
89	Recovery Support Report (SUD)	Allows access to Recovery Support Reports (SUD)

‎

Mental Health Service Providers

#	CORE ROLE NAME	CORE ROLE DESCRIPTION
58	MH Assessor	Role for clinician who conducts/documents MH Uniform Assessments
59	MH Approver	Approves Mental Health Uniform Assessments and authorizes services
70	MH Assessment Delete	Contact CMBHS Help Line to request this role – for Security Administrators only
16	Oversight	Conducts oversight and improvement activities
22	Security Administrator	Responsible for local setup, security, maintenance, and user support

#	ADD-ON ROLE NAME	ADD-ON ROLE DESCRIPTION
65	MH Batch Data Correction	Able to access the Batch Error Correction Screen and correct all MH pages
61	MH Data Entry	Able to enter MH Data on behalf of a clinician or other MH user
94	MH Editor Role	This role has access to delete and edit multiple CMBHS Mental Health documents
32	Measures Specialist	Manages Performance, Curriculum, Outcome, and/or HEI Measures
91	Medication Claim Scribe	Staff who enter medication claims information into CMBHS
23	User Administrator	Assists users with limited security functions
62	MH Reports	Allows access to Mental Health Reports

Local Mental Health Authorities (LMHA) and Local Behavioral Health Authorities (LBHAs) with YES Waiver Services and without Substance Use or RSS Services

#	CORE ROLE NAME	CORE ROLE DESCRIPTION
80	Inpatient Care Waitlist Manager	Manager of the Statewide Inpatient Care Waitlist for an LMHA/LBHA
59	MH Approver	Approves Mental Health Uniform Assessments and authorizes services
70	MH Assessment Delete	Contact CMBHS Help Line to request this role; for Security Administrators only
58	MH Assessor	Role for clinician who conducts/documents MH Uniform Assessments
16	Oversight	Conducts oversight and improvement activities
22	Security Administrator	Responsible for local setup, security, maintenance and user support
69	YES Provider Agency Staff	Manages YES Waiver service provider billing functions
67	YES Waiver LPHA	LPHA who creates/updates YES Waiver CEs and/or IPCs
68	YES Waiver Provider	Delivers services to YES Waiver clients

#	ADD-ON ROLE NAME	ADD-ON ROLE DESCRIPTION
75	CMBHS Document Access	Limited CMBHS access – View development and support documents only
60	MH COR Specialist	Only LMHA role allowed to edit MH County of Residence
65	MH Batch Data Correction	Able to access the Batch Error Correction Screen and correct all MH pages
61	MH Data Entry	Able to enter MH Data on behalf of a clinician or other MH user
94	MH Editor Role	This role has access to delete and edit multiple CMBHS MH documents
23	User Administrator	Assists users with limited security functions

#	REPORT ROLE NAME	REPORT ROLE DESCRIPTION
62	MH Reports	Allows access to Mental Health Reports
84	YES LMHA/WPO/Provider Reports	Reports for LMHAs, WPOs and YES Waiver Service Providers
90	YES Waiver Provider Reports	Reports for YES Waiver Service providers

‎

Local Mental Health Authorities (LMHA) and Local Behavioral Health Authorities (LBHAs) with YES Waiver Services, designated as the OSAR but no Substance Use Disorder Treatment or RSS Services

#	CORE ROLE NAME	CORE ROLE DESCRIPTION
1	Authorization Approver	Reviews client records and authorizes services
4	Business Manager	Views and documents business functions for the provider
5	Case Manager	Non-licensed trained staff who perform case management functions
6	Clinical Data Entry	Enters data for staff, Licensed staff review, and place in Closed Complete
8	Clinician	A health care professional licensed to practice in Texas
56	Nurse	A person licensed as a nurse in Texas
16	Oversight	Conducts oversight and improvement activities
17	Paraprofessional	Unlicensed staff (LCDC CI) that perform clinician functions under supervision
19	Program Clerk	Has support responsibilities that require some access to client records
88	SUD Data Download	Allows access to download SUD data
22	Security Administrator	Responsible for local setup, security, maintenance, and user support
57	Student Intern	Practicum student or graduate intern providing and documenting services
69	YES Provider Agency Staff	Manages YES Waiver service provider billing functions
67	YES Waiver LPHA	LPHA that creates/updates YES Waiver CEs and/or IPCs
68	YES Waiver Provider	Delivers services to YES Waiver clients

#	ADD-ON ROLE NAME	ADD-ON ROLE DESCRIPTION
7	Clinical Supervisor	Licensed health care professional who oversees the work of clinicians and others
75	CMBHS Document Access	Limited CMBHS access - View development and support documents only
32	Measures Specialist	Manages Performance, Curriculum, Outcome, and/or HEI Measures
91	Medication Claim Scribe	Staff who enter medication claim information into CMBHS
23	User Administrator	Assists users with limited security functions
18	Paraprofessional Supervisor	A QCC per the TAC that reviews the work of Paraprofessional staff
13	Medication Specialist-Licensed	Licensed professional who documents medication orders
55	Referral Specialist	User responsible for managing referrals

#	REPORT ROLE NAME	REPORT ROLE DESCRIPTION
25	Client Reports	Allows access to substance use disorder Client Reports
62	MH Reports	Allows access to Mental Health Reports
29	Management Reports	Provides access to substance use Management Reports
84	YES LMHA/WPO/Provider Reports	Reports for LMHAs, WPOs, and YES Waiver Service Providers
90	YES Waiver Provider Reports	Reports for YES Waiver Service providers

Intervention Service Providers

For example, PPI (Pregnancy and Postpartum Intervention Services PPI) without RSS Services

#	CORE ROLE NAME	CORE ROLE DESCRIPTION
4	Business Manager	Views and documents business functions for the provider
5	Case Manager	Non-licensed trained staff who perform case management functions
6	Clinical Data Entry	Enters data for staff. Licensed staff review and places in Closed Complete
8	Clinician	A health care professional licensed to practice in Texas
16	Oversight	Conducts oversight and improvement activities
17	Paraprofessional	Unlicensed staff (LCDC CI) that perform clinician functions under supervision
19	Program Clerk	Has support responsibilities that require some access to client records
88	SUD Data Download	Allows access to download SUD data
22	Security Administrator	Responsible for local setup, security, maintenance, and user support
57	Student Intern	Practicum student or graduate intern providing and documenting services

#	ADD-ON ROLE NAME	ADD-ON ROLE DESCRIPTION
32	Measures Specialist	Manages Performance, Curriculum, Outcome, and/or HEI Measures
23	User Administrator	Assists users with limited security functions
18	Paraprofessional Supervisor	A QCC per the TAC that reviews the work of Paraprofessional staff
55	Referral Specialist	User responsible for managing referrals

#	REPORT ROLE NAME	REPORT ROLE DESCRIPTION
25	Client Reports	Allows access to substance use Client Reports
29	Management Reports	Provides access to substance use Management Reports