Mental health and substance use disorder providers required by the Texas Health and Human Services (HHSC) to use Clinical Management for Behavioral Health Services (CMBHS) also must have a local CMBHS Security Administrator to set up and support the provider’s ongoing use of the application.
People assigned by their organization as a local CMBHS Security Administrator should contact the CMBHS Help Desk at 1-866-806-7806 to begin the set-up process for their organization.
Local CMBHS Security Administrators can click here for information to assist them with this process.
Provider staff and contractors must gain access to CMBHS through their local Security Administrator. The Security Administrator will set up each CMBHS user’s account and system will send email through IAM Online to set user account.
The Login Button, which appears when you open CMBHS, requires a IAM Login and password. Enter your User ID and Password on IAM and click Login.
When you are finished using the system, you should quit or exit CMBHS correctly to maintain security and the safety of protected health information (PHI). When you are finished using CMBHS, click on the Logout tab at the top right corner of the Administrative Services Toolbar, located at the top of CMBHS.
Let your local Security Administrator know if you have had a CMBHS account in the past. If you have, you will be assigned a new User ID with which to log in. You may not use your previous one.
CMBHS requires you to change your password on your first login and every 90 days for a regular user. Privileged account users, such as User Administrators or Security Administrators, must change their passwords every 60 days.
NOTE – Local Security Administrator: The account reinstatement form can be found in the Administrative Services Toolbar, under Provider Tools > Development Documentation and Supporting Materials.
Also required is the use of an Internet Web browser in which to run CMBHS. Compatible browser information can be found on the CMBHS log in Page.Check with your administrator about which browsers are compatible.
Once you activate your IAM Account and set up the account, type the following into the address bar of your browser:
https://cmbhs.dshs.state.tx.us/cmbhs/webpages/Default.aspx
Press Enter and the Login page of CMBHS will will route you to IAM login page.
Type your User ID and then your password. If this is the first time you are logging in, you are required to change your password. After using your temporary password, the Change Password page will display. Follow the steps on this page to change your password.
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NOTE – If you are still having problems logging in after you contact your local CMBHS administrator for help, you can call the HHSC CMBHS Help Desk at 1-866-806-7806. |
The CMBHS application accesses large databases for initiating, storing, and retrieving patient health information. Just as a healthcare professional must be at a client’s service location to create or maintain a paper record, the CMBHS user must go to the client’s virtual service location in CMBHS to document a client’s electronic health record.
When accessing a client record, always ensure you are in the correct location by checking the top of the CMBHS screen. Documenting in the wrong location causes delays and wasted staff time.
Your local CMBHS administrator will set up your account and workspace so that you may access the right location/s. One location will be assigned as your primary location. When you log in to CMBHS, the workspace for your primary location will display. Only one location at a time may be open in the application.
To change the location in your workspace:
Each organization in CMBHS has one Provider/Administrative location where administrative functions are documented and one or more Service/Clinic locations where service delivery is documented.
Service/Clinic Location – Start by going to a service location where that client is known to be receiving services, or where they are known to have records in CMBHS. Use the Change Location function to go there. Do not go to the Provider/Administrative level of the organization; in most cases you must be at a service location (preceded with a dash) to access client records.
Search for Client – Select Find/Add Client from the Client Services Toolbar on the left side of the page.
Select Scope of Search – Use the Global Client Index to search the entire database of clients. If your organization is currently serving or has served the client in the past, pick your location or the location where the client is being served from the dropdown list.
Probable Matches – You can avoid probable matches by having exact information for as many of the search criteria as possible, including the client First Name, Last Name, Birth Date, Gender, and Social Security Number. A probable match will be returned in several scenarios that include only some of these criteria. When probable matches are returned, proceed with caution, because selecting a probable match could result in duplicate client records.
Minimum Search Criteria – You must use, at a minimum, three characters in the First Name field, three characters in the Last Name field, and the gender. Any combination of the fields on the search page can be used to search for the client.
Select Search Type – Select a Search type depending on the type of information you have available about the client. The more information you enter, the more likely you are to find the client’s record. Adjust your search if needed.
The CMBHS Find/Add Client function allows users to search CMBHS to determine if a client already has a Client Profile. The creation of duplicate Client Profiles produces inaccurate data and confusion for provider staff. If you do create a duplicate Client Profile, contact your Security Administrator or call the CMBHS Help Line at 1-866-806-7806 to have the client profiles merged.
To prevent duplicate client profiles, use the Global Client Index search on the Find/New Client screen. The Global Client Index search is the first choice in the Scope of Search dropdown list on the Find/New Client screen. Only create a new Client Profile in CMBHS if you have thoroughly searched CMBHS and the person does not have an existing Client Profile.
You must have a CMBHS user role that allows access to the Find/Add Client page to search for a client in CMBHS. To view tables of CMBHS Roles and their Page Rights — Read-Only or Read-Write — click here.
Ensure that you are in compliance with all federal, state, and organizational requirements related to confidentiality and that you have a “need to know” before you search for a person in CMBHS. If you have any questions about the laws and rules related to accessing records, do not search CMBHS. Discuss the process with your supervisor.
Have available as much information as possible about the person before you begin the search to ensure that you will be able to distinguish this person from others with similar names and demographics. These are called “probable” and “possible” matches.
Take the extra time to conduct a thorough search for the person and it will save you from having to spend more time in the future correcting mistakes.
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NOTE: If you accidentally document in the wrong client’s health record, contact your supervisor and/or your CMBHS Security Administrator for assistance in correcting this error. If they are not able to correct the problem, contact the HHSC CMBHS Help Line at 1-866-806-7806. |
CAUTION: If you create a Client Profile in CMBHS today, and then later today you search for the new client in CMBHS, you must enter the client's First Name, Last Name, or the client's CMBHS Number. The other search criteria will work tomorrow, but not on the day the Client Profile is created. The system will update overnight and you can search for the client using any of the other criteria the following day.
You can search for a person in CMBHS using the Find/New Client page from any CMBHS location.
The Find/Add Client option is located on the Client Services Toolbar menu on the left side of your screen after your login to CMBHS. CLICK on Find/Add Client and the Find/New Client page will display.
To conduct a search of CMBHS for a client, begin by picking the Scope of Search.
The minimum search criteria are three characters in the first name, three characters in the last name, and gender. Any combination of the search fields can be used.
Enter your search criteria, and then click Search. CMBHS will prompt you to enter additional search criteria if needed.
Matches to the search criteria will display at the bottom of your screen. If no matches are found, No Records Found will display in the Existing Client List. If no records are found, you can adjust the search criteria or use the Global Client Index.
The CMBHS search page is separated into six sections:
Scope of Search – This allows you to select either the entire database or a location within your organization.
New Clients – If you are searching for a client in CMBHS who is unknown to your organization and you do not know if they have records in CMBHS, pick Global Client Index (GCI) from the Scope of Search dropdown list. This is the most thorough search you can conduct, but it will take some time depending on the Search Criteria you enter.
Existing Clients – If you are searching for a client that your organization has served in the past, the system will default to your organization or your location.
Direct Search – Use this search type when you have one of the identifiers that are unique to a person. This can be the CMBHS Client Number, Social Security Number, the CARE Identifier, or the Medicaid Identifier. This is a very accurate search method that will produce the fewest results. Although this search method is the most likely to locate the correct person, a second search, using other criteria, is always recommended before you create a new Client Profile.
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CAUTION: If you create a Client Profile in CMBHS today, and then later today you search for the new client in CMBHS, you must enter the client's First Name, Last Name, or the client's CMBHS Number. The other search criteria will work tomorrow, but not on the day the Client Profile is created. The system will update overnight and the next day, you can search for the client using any of the other criteria. |
Primary Search – This search type is used when you want to search the entire CMBHS database for a client and you have some personal information about them such as Name, Date of Birth, City of Birth, Gender, Phone Number, or Zip Code. Depending on the number of search criteria you complete, this search type will either locate your client quickly, or it will produce so many similar results that your client cannot be identified without additional information and a new search. The greater the number of Primary Search criteria you enter, the greater the likelihood of finding the correct person.
Provider Based Search – With this search, the criteria center on details about the provider and certain aspects of patient care.
For HHSC HCBS-AMH locations (Provider Agency, Recovery Management Entity and HHSC HCBS-AMH UM-MH locations), Provider Based Search Criteria section will be hidden.
Indicate whether only the active/current Episode of Care should be included in the search, or if inactive/past Episodes of Care should also be searched.
CMBHS will search by Episode of Care within a range of dates up to 90 days. This applies whether the Episode of Care is Active or Inactive.
More than one Recent Activity can be picked as search criteria.
The activities that will display for you depend on the program type of your current CMBHS Location. Look in the upper left corner of your screen, under the CMBHS logo, to see your current location in CMBHS.
For substance use disorder treatment services, the following activities display:
For substance use prevention/intervention services, the following
activities display:
For mental health services, the following activities display:
For mental health utilization management, the following activities display:
For this type of search, you can also specify the Primary Counselor of the case.
This is the fourth main section of the Find/New Client screen. You can sort at three levels (First Sort, Second Sort, and Third Sort) for:
This is where information is displayed about the clients who meet your search criteria. Information displayed includes CMBHS Client Number, Last Name, First Name, Middle Name, Date of Birth, Phone Number, Gender, Age Type (child or adult), City of Birth, Mother’s Maiden Name, and Social Security Number.
Select a client from the existing client list, and then choose the Client Profile, Add New Client, or Client Workspace buttons at the bottom right of the screen, according to what you want to do next.
If the client information you start with is correct, you do a thorough search, and you still do not find the client you are looking for, you may assume they do not have a client record in the CMBHS System. Not finding a client record in CMBHS does not guarantee that the client never received services from an HHSC provider, but it means that a record of the client cannot be found in CMBHS using the available identifying data. You will need to create a new record for this client.
The add new client function in Clinical Management for Behavioral Health Services (CMBHS) allows you to add a new person to CMBHS. Only add a new person to CMBHS after you have searched and determined that they are not already in the system. Avoiding the creation of duplicate clients is important to ensure the availability of information for continuity of care and accurate reporting on the local and state level.
Your CMBHS role must allow you to add a new client to CMBHS. For a list of roles and their respective page rights in CMBHS, click here.
Ensure that you have conducted a thorough search for the client in CMBHS before you create a new client.
When you are going to add a new client to CMBHS, have available as much information about the client as possible so you can complete the process in one session. This reduces errors.
If you believe that the system is in error and that there should be a record for the client in CMBHS (for example if your business entity/provider has served the client and/or the client had an active BHIPS record) contact the HHSC CMBHS Help Line at 1-866-806-7806 for assistance.
CMBHS requires that you search for a client before you can add a new client to CMBHS.
If you are not able to find an existing Client Profile for a client after conducting a thorough search and you want to create a new health record, CLICK on the Add New Client button in the bottom right corner of the Find/New Client page, just below the Search Results Table.
The Find/Add New Client page will display. Here, you can create a Client Profile for the new client, thereby adding them to the CMBHS system.
Complete all the required data fields and any optional data fields required by your organization, or that are relevant to the client, in all five of the tabs. In addition to basic Client Information, these tabs — Address, Contacts, Identifiers, and Additional Information — should be completed.
There is no Document Status for the Client Profile. CLICK on Save.
Completion of the Client Profile is all that is needed to add a client to CMBHS. The client now has a Client Workspace and clinical and administrative documents can be created and added to the client’s CMBHS health record.
Your search results will display at the bottom of the page, in the Existing Client List. (You may need to scroll down.)
Pick your client by selecting the client’s row, and then pick one of the three buttons at your lower right: Client Profile, Add New Client, or Client Workspace.
When you create a new client, he or she becomes a unique person within CMBHS. You are saying that person has never before received services.
If you do locate a specific client in your search, you may find as little as a client profile, or as much as several complete health records documenting different episodes of care. Have as much information as possible about the client before you search for an existing client or add a new one.
If you accidentally begin documenting in the wrong client’s health record, contact your clinical supervisor or your local CMBHS Security Administrator for help in correcting the error.
You may search directly for a client using such data as CMBHS client number, Medicaid number, or Social Security number. In addition, you can search on the following fields: name, date of birth, city of birth, race, ethnicity, or mother’s maiden name. You can also search for a client by location if you have at least one other criteria.
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NOTE – If a client states they have received services from an HHSC provider but you can’t find that client in CMBHS, contact the CMBHS Help Desk at 1-866-806-7806 for help with your search. |