The Client Workspace is a face sheet for the client’s health record in Clinical Management for Behavioral Health Services (CMBHS). The Client Workspace is the point of access for finding, viewing, and editing documents. This workspace displays important information about the client and ensures the treatment team quick access to viewing and editing documents.
Client documents in the health record are clinical and administrative records created during the client’s episode of care and between episodes of care.
The Client Workspace also displays all messages regarding document updates that are due and other messages sent to the primary clinician or other staff about the record.
The Client Workspace is the start page of the client’s electronic health record (EHR). From it, you may find, view, and edit related documents. These documents facilitate continuity of care, improve safety, are required for billing. They also back up reporting at the local, state, and federal level.
You will use the Client Workspace primarily for viewing information. If it is within your job responsibilities, you may have access to edit client workspace data. For a list of Read-Only and Read-Write page rights according to roles, click here.
Additional information you may view in the Client Workspace includes: local case number, messages, previous diagnoses, client details, and assigned staff.
Notice the Client Services Toolbar on the left side of the page when you have the Client Workspace open. This menu provides a list of actions you can perform to document the client.
From the Client Workspace you can:
You must have a CMBHS role that gives you access to the Client Workspace. For a list of the Page Rights according to CMBHS roles, click here.
Before viewing any client health records, ensure that you are knowledgeable about all rules and regulations regarding protected health information (PHI) and have a legitimate need to view the client record. CMBHS keeps a permanent record of all Client Records accessed by all CMBHS users and of every function performed within each record.
Access the Client Workspace from the Find/New Client page. After selecting a client from the Client List, click the Client Workspace button that displays at the bottom of the screen. You must be working with a client or clients on your screen for the Client Workspace button to display, and you must select a client name from the list before clicking this button.
Once you are documenting a client's information, you can return to the Client Workspace by clicking on the third item from the top of the Client Services Toolbar at the left of your screen. For you to gain access to the Client Workspace this way, the client's name must be displayed in blue in the top banner of the application.
The Client Workspace is primarily a place to gain ready access to client information. However, documenting in this workspace is limited. The exception to this is the Flags section, where flags on the client’s condition can be set.
To add a Client Flag, click the Add Flag button near the top right of the screen. A new window will open, in which you can choose a Flag Type of ARPA Housing Program, Behavioral, Homicidal, Medical, Suicidal, State Hospital, Other, Disaster, HR133 Housing Program, Homicidal, or a pandemic such as COVID-19.
Certain HHSC administrative processes or contractual agreements also may require the designation of a flag in a client’s record, indicating that the client is a member of a certain population. HHSC can monitor the status of the population using the flag. You can also set the expiration conditions for the flag and compose a narrative describing the reasons for the flag.
An example is during or after a disaster — providers serving clients impacted or displaced by the disaster may be asked to create a flag, picking the type as Other and then entering text, such as “Disaster – earthquake,” or “Disaster – hurricane."
Another example: HHSC needs immunization information about a certain population of clients, without time to code changes to CMBHS. The provider serving the client may be asked to create a flag, picking the type as Other, and then enter the text such as “Immunizations – Up to Date” or “Immunizations – Incomplete.”
Although the Flag function is not always needed, if you do set up a Flag on a client record, there are some fields that are required. They are designated with a red asterisk * next to the data field.
The client workspace is where you will document the details about and perform all work on a client. After using Find/Add Client on the left toolbar and entering your search criteria, your workspace displays the client’s information in a row at the bottom of the screen.
If you are focusing on an existing client, select the client’s row and CLICK on the Client Workspace button at the bottom right of your screen.
To view the existing documents about a client, select from the Client Document List near the bottom of your screen and CLICK the View button.
To View the list of documents, the Client Workspace has radio button options:
When a user logs in to HHSC HCBS-AMH (UM-MH) location, they can view all the documents including Consented documents created in different locations for a client.
When a user logs in to any of the Provider Agencies or Recovery Management Entities locations, then they can view only those documents created in that location and the documents received through consent.
The Clinician Workspace is the home page for users who are assigned the role of Clinician, Paraprofessional, Paraprofessional Supervisor, Clinical Supervisor, Nurse, and/or Medication Specialist-Licensed. These users interact with CMBHS to create and maintain electronic health records.
There are important functions on the Clinician’s Workspace. CLICK on one of the links below to go directly to the Help for that topic.
Document & View Client Information
If you have a role that gives you access to the Clinician Workspace, you will default to this workspace when you first log in to CMBHS. From another place in CMBHS, you can go to the Clinician Workspace by selecting Account Management > Change Workspace on the Administrative Services Toolbar at the top of the page.
The Client List displays:
The Client List box on the Clinician’s Workspace defaults to Case Load, which is all clients assigned to this Clinician.
If you pick a client from the Client List, you can perform certain functions, such as writing a progress note in that client’s health record, directly from the Client List.
Only clients who are currently admitted to your organization and location will appear in the Client List box. Clients who have been screened by your organization, but have not been admitted, do not appear in the Client List.
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NOTE: Location refers to the Service/Clinic location you are logged into in CMBHS, or the Service/Clinic location you have moved to in CMBHS using the Change Location function. To confirm your current Location in CMBHS, check the Location information at the upper left corner of any page in CMBHS. |
When you first access the Clinician Workspace, it will display the Client List on the Case Load setting. This will display all the clients, if any, that have been assigned to your caseload. Your caseload is the default setting.
Filtering
The Client List has a Filter dropdown list that you can use to display the other groups of clients on your list besides your caseload.
Use your mouse pointer to filter by CLICKING on the down arrow beside Filter at the top of the Client List page. This opens a dropdown list. CLICK on one of the choices to pick it.
The Client List filter allows you to display these groups:
Sorting
The column header of every column in the Client List allows you to sort the List by that characteristic.
To sort the List using the column header, CLICK on the header of one of the following columns:
After sorting through the Client List, you can now locate and pick a client and view or add documentation to the person's health record.
To pick a client on the Client List, move your pointer to the name of the client you need, CLICK anywhere in the client’s information row. The row you have picked will be highlighted in yellow. The color change confirms that you have successfully selected the client.
Next, CLICK on one of the buttons underneath the Client List to perform a function. The buttons available are Progress Note, Client Profile, and Client Workspace.
The Case Manager Workspace is the CMBHS homepage for users who are assigned the role of Case Manager.
There are three functions on the Case Manager’s Workspace:
CLICK on one of the links below to go directly to the Help for that topic.
Document & View Client Information
The Client List displays:
The Client List box on the Case Manager’s Workspace defaults to Case Load, which is all clients assigned to this Case Manager.
If you pick a client from the Client List, you can perform certain functions, such as writing a progress note or creating a custom reminder.
Only clients who currently have an open case management case at your location will appear in the Client List box. Clients who have been screened by your organization, but do not have an open case management case, do not display in this Client List. The Client List defaults to the Case Load setting.
Clients stay on the Client List until their case management case is closed. Once a client’s case has been closed, his/her name will no longer display on the Client List. His/her records can still be accessed using the Find/Add Client Search function.
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NOTE: Location refers to the Service/Clinic location you are logged into in CMBHS, or the Service/Clinic location you have moved to in CMBHS using the Change Location function. To confirm your current Location in CMBHS, check the Location information at the upper left corner of any page in CMBHS. |
When you first pull up your Case Manager Workspace, it will display your Client List on the Case Load setting. This will show all the clients who have been assigned to you, if any. Case Load is the default setting — your caseload will always display when you log in to CMBHS and the Case Manager Workspace displays.
Filtering
The Client List has a filter dropdown list that you can use to display the other groups of clients on your list besides your Caseload.
To use the filter, CLICK on the down button next to Filter in the Client List box. This opens a dropdown list. CLICK on one of the choices to pick it.
The Client List filter includes two groups:
Sorting
The column header of every column in the Client List allows you to sort the list by that characteristic. When you sort, you change the order of the items, but all the items still display in the list.
To sort the list using the column header, CLICK on the header of one of the following columns:
The action buttons available at the bottom of the page are Progress Note, Client Profile, and Client Workspace.
Below that is the Messages section, with buttons to Delete Selected message, create a Custom Reminder, or Print a message.
The local Clinical Management for Behavioral Health System (CMBHS) Security Administrator Workspace displays when a user with the local CMBHS Security Administrator role logs in to CMBHS (after the initial login). The purpose of the local CMBHS Security Administrator Workspace is to ensure that Security Administrators have quick access to the information and functions that they use most frequently.
There are two functions on the Security Administrator Workspace, System Roles and System User List; both are related to setting up CMBHS users accounts correctly and accessing current accounts quickly.
This is a list of all CMBHS User roles along with the Role Number, the Role Name, and the Role Description. The Security Administrator can use this list as a quick reference. The top section displays the CMBHS roles with a brief description. HHSC and DSHS (Department of State Health Services) roles and locally available roles display together. Do not attempt to assign any roles to your users that begin with HHSC or DSHS.
The column headers for the table are:
The second or bottom section of the Workspace displays the names of all CMBHS users at a business entity/organization and important account information.
Select the Show Disabled Staff box to see staff with accounts in disabled status.
In the list of staff, you can CLICK on the column headers to sort the staff by that criterion.
The column headers for the table are:
For more information on the Security Administrator Workspace, click here.
This function applies to both the Clinician Workspace and the Case Manager Workspace.
The custom reminder function allows the CMBHS user to create reminders that appear on his/her workspace. Currently, Custom Reminders are only available to Clinicians and Case Managers. These instructions are for Custom Reminders for both workspaces.
You must have the role of Clinician or Case Manager to use custom reminders.
Prior to the Due Date, you will receive a Reminder of the upcoming event in your Message List.
Pick a timeframe from the dropdown list for when the Reminder should be sent to you by CMBHS.
On the Clinician Workspace, below the Client List Box, there are three action buttons you can use to document and view client information.
To use these buttons, you must first select a client from the Client List Box.
To select a client on the Clinician Workspace, move your pointer to the name of the client and CLICK anywhere in the client’s row. The row will be highlighted in yellow.
CLICK on one of the buttons found below the Client List Box:
On the Case Manager Workspace, case managers have the options of deleting clients, setting up Custom Reminders, and printing the Client List. On the Clinician Workspace, Delete and Custom Reminders buttons are available.
After sorting through the Client List, you can locate and select a specific client to view or add documentation to his/her health record.
There are several Clinical Management for Behavioral Health System (CMBHS) user roles that are not assigned a Workspace. When a user with one of these roles logs in to CMBHS, he/she is taken to an appropriate page that relates to his/her role and the most frequently used page for that role.
If the Home page assigned to you is not appropriate for your job responsibilities, contact your local CMBHS Security Administrator. If your home page can be changed, it must be done by your Security Administrator, who can change the role selected as your Primary role.
| CMBHS Role | Home Page |
| SUD Business Manager | Change Location |
| SUD Authorization Requester List | Service Authorization Requests |
| SUD Program Clerk | Find/Add Client |
| SUD Clinical Data Entry | Find/Add Client |
| MH Data Entry | Find/Add Client |
| MH Batch Data Correction Role | MH Batch Correction Screen |
Each page in CMBHS has associated Page Rights (Read-Only or Read-Write) that depend on the role assigned to a user. The roles assigned to a business entity and to a user are critical to both. The roles ensure that the user has access to the CMBHS functions needed to do his/her job. Roles also limit access to protected client information to those with a legitimate need to know it.
Roles are the designations given to each CMBHS user that best represent his/her job duties and qualifications/credentials. Some roles require clinical credentials and others do not. Roles are assigned to new users when their account is initially set up by their local CMBHS Security Administrator.
Page Rights indicate the functions and/or pages the user will have access to in CMBHS based on their assigned roles. For each role, and for every page in CMBHS, rights to either view only or view and write access are granted. Or access is denied. When total access to a page is denied, the user is not able to view the page.
For a comprehensive listing of the roles and page rights in CMBHS, click here.
In CMBHS, roles are categorized as either core or add-on roles.
Core Roles – Core roles can stand alone. A user assigned the correct core role will have access to all the CMBHS functionality they need to do their job.
Add-on Roles – Add-on roles contain limited functionality that is not usually sufficient alone to give the user access to all the CMBHS functions needed for his/her job. The Add-on role is used to supplement a Core role and expand the user’s access to needed CMBHS functions.
Below are two examples of how CMBHS core and add-on roles are assigned.
Example 1: An RN Nurse at an Opioid Substitution Program has a wide range of job responsibilities, including administering and dispensing medications, providing group and individual counseling, completion of screenings and assessments, and participating as a treatment team member — writing and reviewing treatment plans with clients. If this RN is assigned only the Medication Specialist add-on role, this nurse would not have sufficient access to all the clinical functions she needs, such as SUD screenings, SUD assessments, and Treatment Plans. Therefore, the local CMBHS Security Administrator also assigns him/her the core role of Clinician.
Example 2: At a Substance Use Disorder Outpatient Treatment Services organization, after evaluating their CMBHS Security Administrator's process for creating and terminating CMBHS staff accounts, management decides to give those responsibilities to supervisory clinicians at each of their physical clinic locations. They hope this will reduce turnaround time and improve the suitability of the roles assigned. The supervisory clinicians are given the Add-on role of User Administrator, which gives them the access needed to perform this function.
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CORE ROLES |
CORE ROLES |
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Authorization Approver (SA) |
MH COR Specialist |
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Billing Specialist (SA) |
MH Approver |
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BHO Administrator |
MH Assessor |
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Business Manager (SA) |
Nurse (SA) |
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Case Manager (SA) |
Oversight |
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Clinical Data Entry (SA) |
Paraprofessional (SA) |
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Clinician (SA) |
Program Clerk (SA) |
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Drug Court Administrator |
Student Intern (SA) |
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Drug Court User |
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Local CMBHS Security Administrator |
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ADD-ON ROLES |
ADD-ON ROLES |
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Authorization Requester (SA) |
Client Reports (SA) |
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Clinical Supervisor (SA) |
Dashboard Reports (SA) |
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Measures Specialist (SA) |
Billing Reports (SA) |
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Medication Specialist-Licensed (SA) |
Demographic Reports (SA) |
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Paraprofessional Supervisor (SA) |
Management Reports (SA) |
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Referral Specialist (SA) |
Drug Court Reports (SA) |
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User Administrator |
CDS Reports (SA) |
For a comprehensive listing of the roles in CMBHS, click here.
During the initial setup process, HHSC assigns roles to business entities/provider organizations required to deliver the services HHSC contracts with them to provide. Local CMBHS Security Administrators can only assign roles that have been assigned to their business entity.
Example 1: HHSC has a contract with the Healthy Places substance use provider to deliver Intensive Residential services. Healthy Places is a Treatment Provider, not an OSAR. By law and contract, a Treatment Provider cannot function as an OSAR, so the HHSC CMBHS System Administrator will not assign OSAR roles to this provider. If HHSC does not assign OSAR roles to Healthy Places, then Healthy Places cannot assign OSAR roles to any of its staff.
Example 2: HHSC has a contract with the Synergy BHO to review requests for service authorization from the Texas Mountain Mental Health Providers. When setting up the Synergy BHO in CMBHS, the HHSC CMBHS System Administrator will not assign Synergy any roles related to the provision of direct client services, such as MH Assessor. Synergy will only be assigned Behavioral Health Organization (BHO) functions such as MH Approver.
Example 3: HHSC has a contract with the East Texas Pine Tree Clinic to provide mental health and substance use disorder treatment services to pregnant women. The HHSC CMBHS System Administrator will assign mental health and substance use services roles, such as MH Assessor and Clinician (SUD), to this provider.
In CMBHS, the Roles and Page Rights available to users are determined by their Business Entity Type. The following is a list of eight Business Entity Types/Providers defined in CMBHS.
The CMBHS Login page displays important notices to inform users of current information about the system. These messages are found at the top of the Login page.
Training opportunities are posted in a blue banner.
Notifications of system downtime for maintenance, and the unavailability of certain functions, are denoted by a red system alert.
The Login page is also used to ensure users are provided current information about new functionality.