Occupancy Management

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Occupancy Management

The Clinical Management for Behavioral Health Services (CMBHS) system provides users the ability to coordinate the placement of clients into services based on priority population status. This directly benefits clients and improves the efficiency of the overall service system. Placement coordination may be accomplished within a single service provider organization. CMBHS also helps coordination and optimization of resources within the Texas Health and Human Services Commission (HHSC) region and across regions.

The aim of the CMBHS Occupancy Management functions is to ensure user access to information needed to place clients in services in a timely and efficient manner, and to reduce delays in admission to programs.

From the top Administrative Toolbar, select Provider Tools > Occupancy Management.

Occupancy Management – Provides access to two or three submenu items, depending on from which location the menu is being accessed. These are functions related to managing program occupancy.

Provider Census Board (Only available at the clinic location level) – Gives the provider access to a census board that helps with management of residential beds and outpatient capacity.
Daily Capacity Report – Substance Use Providers use this form to report daily funded capacity, current census, percent full, and clients on the wait list.
Wait List – This function allows the management of the clients on a wait list for services.

Provider Census Board

The Provider Census Board allows Clinical Management for Behavioral Health Services (CMBHS) users to see the client census for each of their substance use disorder treatment locations. The Provider Census Board can be used to help service coordination for clients, and to conduct occupancy management and oversight of discharges.

Before You Start

The user must be assigned a role in CMBHS that provides Read-Write access to the Provider Census Board page.

Click here to view tables of all CMBHS page types and what roles have Read-Only or Read-Write access to them.

The Provider Census Board can be accessed only when the user is at substance use disorder service/clinic location in CMBHS. If you are at the administrative (parent) location of your business entity, and you try to open the Provider Census Board from the Administrative Toolbar, you will receive an error message.

Make sure that you are in the correct CMBHS location before you try to access the Provider Census Board. If you are at the wrong location, confusion and entry of incorrect information may result. If you are not in the correct location, go to Account Management on the Administrative Services Toolbar, hover over Account Management and CLICK on Change Location. Choose the correct location from the dropdown list and then CLICK on the Select button.

Business Rules for the Provider Census Board

Only clients with a Begin service at a location will display on the Provider Census Board.
Clients who have been discharged will not display on the Provider Census Board.
If a client is receiving services at two CMBHS locations within your business entity, his/her name will appear on the Provider Census Board at both locations.

How to Use the Provider Census Board

To see the Provider Census Board, go to the Administrative Toolbar at the top of the page, open Occupancy Management under Provider Tools, and select Provider Census Board. You must be at the Provider/Clinic level, not the Parent/Administrative level, to access this feature.

Once at the Provider Census Board, note the filter boxes at the top of the page. When you first open this page, each filter box will display the word All. You can change which clients are displayed on the Provider Census Board by picking a filter from the dropdown list in one or more of the filter boxes.

To return to the unfiltered view, showing all slots/beds again, CLICK the Show All button.

The Filters include:

Service Type
Gender
Age Group
Client Name (Last, First)
Begin Service Date
Current Length of Stay
Authorized Days/Units

The Provider Census Board displays the following information about each client.

Service Type	Gender	Age Group	Client Name	Begin Service Date	Current Length of Stay	Authorized Days/Units	Action
Service Type the client is receiving at this CMBHS location	Client's gender from the Client Profile	Client's Age type from the Client Profile	Client's first and last name	Begin Service date and time for the Service Type. Note: Not the Admission Date	Client's length of stay for this Service Type. Note: Not the Length of Stay for the Episode of Care (EOC)	When the Service Type requires authorization; this indicates the number of days/units that were authorized. NOTE: Will be blank if authorization is not required.	Click here to go to the Client Workspace.

Uses for the Provider Census Board

The Provider Census Board can be used by Clinicians and others to quickly access the records of clients not assigned to them, to view the record, or to make a quick progress note.

The Provider Census Board can be used as a process improvement tool. For example, supervisors can quickly identify the records of clients who have been discharged from services but not discharged in CMBHS. Their names continue to display on the Provider Census Board until discharged.

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Daily Capacity Report

Daily Capacity Report for Providers

The Daily Capacity Report allows Clinical Management for Behavioral Health Services (CMBHS) users to report daily capacity for their substance use disorder treatment locations. This report is accessible from the provider's Parent/Administrative location.

How to use the Daily Capacity Report:

To access the daily capacity report, from the parent location, hover over Provider Tools and Occupancy Management on the Administrative Toolbar, and then select Daily Capacity Report. The Daily Capacity Report will display. If reports have been created and saved, they will be listed by Run Date. For each report, there will be a blue hyperlink View across from the Run Date under the Action heading. CLICK on View to display a report.

To create a new Daily Capacity Report:

From the provider location, select Provider Tools > Occupancy Management > Daily Capacity Report. The Daily Capacity Report page will be displayed. Use the New button to open a new blank Daily Capacity Report. The fields are:

Provider Name – Provider name is displayed and not editable.

List of Direct Service Contract – Which will display list of direct service locations who has entered the Daily Capacity for that day.

List of Indirect Service Contract - Which will display list of indirect service locations who has entered the Daily Capacity for that day.

Location Dropdown – Which will display locations under that provider

Report Date – Enter Report date

Report Grid with the following columns:

Service type – Service types list (not editable)
Funded Capacity – Numeric Text Box – 4 digits maximum
Current Census – Numeric Text Box – 4 digits maximum
Percent Full – System calculated field (not editable)
Clients on Wait List – Numeric Text box – 3 digits maximum

Once all the fields have been completed, there is a question at the bottom of the report: “Do you have pregnant female or an IV drug user on the wait list?” with a YES and a NO radio button. Select the appropriate response. If this field is left blank, it will default to NO.

When the report is completed, select Save. Fields that were left blank will be displayed as blank when the report is saved.

Selecting Cancel will return you to the Daily Capacity Report List and no information from the new report will be saved.

Editing a Daily Capacity Report:

From the Daily Capacity Report list, select the blue hyperlink View. The Daily Capacity Report will be displayed. Put the document in edit mode by selecting Edit. Make necessary changes and select Save.

Summary Screen for Providers

Provider Summary will display aggregate number for all direct service contract and indirect service contract locations. Summary view will list of Direct service locations and Indirect Service locations who has entered Daily Capacity data for the run date. This view will have two separate view for Direct Service and Indirect Service aggregate numbers.

How to Access

To access the daily capacity report, from the parent location, From Provider Tools and Occupancy Management on the Administrative Toolbar, and then select Daily Capacity Report. The Daily Capacity Report will display. If reports have been created and saved, they will be listed by Run Date. For each report, there will be a blue hyperlink View across from the Run Date under the Action heading. CLICK on Summary View to display a report.

Report Grid with the following columns:

Service type – Service types list (not editable)
Funded Capacity – Numeric Text Box – 4 digits maximum
Current Census – Numeric Text Box – 4 digits maximum
Percent Full – System calculated field (not editable)
Clients on Wait List – Numeric Text box – 3 digits maximum

Daily Capacity Report for Locations

How to use the Daily Capacity Report:

To access the daily capacity report, from the parent location, From Provider Tools and Occupancy Management on the Administrative Toolbar, and then select Daily Capacity Report. The Daily Capacity Report will display. If reports have been created and saved, they will be listed by Run Date. For each report, there will be a blue hyperlink View across from the Run Date under the Action heading. CLICK on View to display a report.

To create a new Daily Capacity Report:

From the provider location, select Provider Tools > Occupancy Management > Daily Capacity Report. The Daily Capacity Report page will be displayed. Use the New button to open a new blank Daily Capacity Report. The fields are:

Provider Name – Provider name is displayed and not editable.

Report Date – Enter Report date

Report Grid with the following columns:

Service type – Service types list (not editable)
Funded Capacity – Numeric Text Box – 4 digits maximum
Current Census – Numeric Text Box – 4 digits maximum
Percent Full – System calculated field (not editable)
Clients on Wait List – Numeric Text box – 3 digits maximum

When the report is completed, select Save. Fields that were left blank will be displayed as blank when the report is saved.

Selecting Cancel will return you to the Daily Capacity Report List and no information from the new report will be saved.

Editing a Daily Capacity Report:

Summary Screen for Approvers

Approver Summary View will display aggregate numbers for all the locations under that approver. This view will be non-editable only.

How to Access

To access the daily capacity report, from the parent location, From Provider Tools and Occupancy Management on the Administrative Toolbar, and then select Daily Capacity Report. The Daily Capacity Report will display. If reports have been created and saved, they will be listed by Run Date. For each report, there will be a blue hyperlink View across from the Run Date under the Action heading. CLICK on Summary View to display a report.

Report Grid with the following columns:

Service type – Service types list (not editable)
Funded Capacity – Numeric Text Box – 4 digits maximum
Current Census – Numeric Text Box – 4 digits maximum
Percent Full – System calculated field (not editable)
Clients on Wait List – Numeric Text box – 3 digits maximum

Wait List

The Wait List function in Clinical Management for Behavioral Health Services (CMBHS) gives each provider service location the ability to manage its own Wait List. The Wait List automatically prioritizes clients, based on their length of time on the Wait List and the client’s Priority Population designation.

The Wait List allows programs to coordinate services for clients, and allows referring agencies to work together with treatment providers seamlessly, with the ultimate aim of optimizing the timeliness of services.

Before You Start

To view the Wait List, you must have a role that allows you to Read the Wait List. Click here to view the Read-Only and Read-Write Page Rights available to different roles in CMBHS.

Business Rules for Wait List Entry

CMBHS Wait List requirements are determined by state laws, HHSC rules, and funding source requirements applicable to the provider type.

The client’s Priority Population designation is calculated by CMBHS based on the data contained in the client’s most recent Screening and/or Assessment, in addition to applicable laws and rules.

A client must have a current Screening or Assessment in CMBHS before he or she can be added to your CMBHS Wait List. If you try to put a client on a Wait List without a current Screening or Assessment, you will receive an error message. This message will let the user know that a screening or assessment must first be documented in CMBHS.

Each provider location can set up its own Wait List.

How to Access the Wait List

After logging in to CMBHS, go to the Administrative Toolbar at the top of the page.
Select Provider Tools > Occupancy Management > Wait List.
The Wait List page will display.

How to Use the Wait List Page

When you open the Wait List page from the Administrative Toolbar, it displays all clients who are currently on the Wait List at the location picked by the user.
If there are too many records to display on a single page, you can go to other pages using the page numbers at the bottom of the list.
If there are no clients on the Wait List, No Records Found will display.
The Placement Status will automatically update as soon as a slot becomes available for the client, and will show whether or not a slot has been reserved for the client.

CMBHS displays for Each Client

• Provider

• Location

• Age

• Gender

• Priority Population designation

• Service Type

• Number of Days Waiting

• Name of Client

• City

• Client's Contact Number

• Placement Status

View

You can see an individual Wait List Record by highlighting the record within the list and then CLICKING the View button.

When the individual Wait List Entry record displays, you can make changes to the Wait List Entry by clicking the Edit button.

Filter

The Wait List has filters you can use to control which clients show on the list. The default setting for each of the filters is All.
The Wait List may be filtered according to the categories listed below.
To activate the filters, CLICK on the dropdown list across from each category.
To return to the unfiltered view, CLICK the Show All button.

Wait List Filters

• Age Group

• Priority Population

• Number of Days Waiting

• City

• Slot Availability

• Gender

• Service Type

• Client Name

• Client’s Contact Number

Additional Wait List Features

In addition to View, the Wait List includes links to the following functions:

Client Profile – You can see the Client Profile for any client on the Wait List by highlighting the client’s name on the Wait List and CLICKING the Client Profile button.

Client Workspace – You can also go to a client’s workspace by highlighting the client’s name on the Wait List and CLICKING the Client Workspace button.

Create/View Reservation – If the Placement Status indicates that a slot is available and you want to create a reservation, highlight the client's Wait List Entry and CLICK the Create/View Reservation button. You can also use this function if a reservation already exists for a client. The Client Reservations screen will display.

Wait List Entry

Before You Start

To view the Wait List, you must have a CMBHS role that allows you to Read-Only or Read-Write access to the Wait List. Click here to view tables listing Roles and Page Rights in CMBHS.
To add, remove, or change information about a client on the Wait list, you must have a CMBHS role that allows you Read-Write access to the List. Click the link in the first bullet point above for more information.
You must have already selected the client you wish to add to the Wait List from the Clinician Workspace.
The selected client must have a valid screening on file prior to placement on the Wait List. (See business rules below for more information on this requirement.)

Business Rules for Wait List Entry

HHSC sets the requirements for the CMBHS Wait List according to laws, rules, and funding source requirements applicable to your provider type.
The client’s Priority Population designation is calculated by CMBHS based on the data contained in the client’s most recent Screening or Assessment and applicable laws and rules.
A client must have a current Screening or Assessment in CMBHS before they can be added to your CMBHS Wait List. If you attempt to put a client on a Wait List without a current Screening or Assessment, you will receive an error message.
Each provider Location can set up its own Wait List.

How to Create a Wait List Entry

From the Client Services Toolbar on the left side of the page, go to the Intake menu and select Wait List Entry by CLICKING on it. You will be taken to the Wait List Entry page.
The CMBHS Wait List Entry page allows you to put a client on a wait list and gives you a place to document the interim services that the client is receiving while awaiting Admission.
Some fields in the Wait List Entry are required, others are optional. Required fields are designated by a red * asterisk.
The client’s priority population will be calculated based on the data contained in the most recent assessment or screening in the client’s record. A screening or an assessment must exist in the client’s CMBHS record for this episode of care, or from another episode of care that is less than 30 days old.
If the screening or assessment was completed by another provider, then the new provider must have the needed consent in CMBHS to access the screening or assessment and it must have been created within 30 days of the date of admission.
If an open episode of care with this provider does not exist, then the system checks the most recent screening or assessment for the priority population status to determine the priority population designation for the Wait List.
After a client is added to the Wait List, CMBHS will refresh the prioritization of all the clients — clients from the priority population category get added to the list based on their priority population category list, and in the order of their addition to the list.

Wait List Start Date

This field represents the date on which the client is added to the Wait List Entry.
To enter the date TYPE in the eight (8) numbers that represent the date (mmddyyyy) and the system will format them. Or you may enter them as (mm/dd/yyyy) with the forward slash marks.

Priority Population

This field represents the client’s priority population designation and will pre-populate, based on information in the most recent screening or assessment in the client’s record.
If the Priority Population is not correct, you may change it. If you change the Priority Population designation, you must document a valid reason for making the change in the Comments section below.

Service Type

This field reflects the Service Type that the client is waiting for.
Pick from the available answer choices in the dropdown list.
If the Service Type that you wish to pick is not in the list of choices, it may be because that Service Type is not available at this location.
If this appears to be in error, contact your local CMBHS Security Administrator for assistance.

Interim Services

If the client is or will be receiving Interim Services until they can be admitted, document this by clicking a check box in the list to identify the interim services.
You may pick more than one service.
Enter comments about the client or the Wait List in the Comments text box.

How to Remove a Waitlist Entry

Go to the client’s workspace.
From the Document List, locate the Waitlist Entry Document and click view button.
Select the “Remove” button on the right side of the document.
Enter Wait List End Date. This is a required field. Date will default to current date
Enter Removal Reason. This is a required field. Choices are:
- Client started into the wait list service
- Client withdrew request for services
- Client started in alternate service
- Client referred to another provider
- Client did not present for service
- Client could not be contacted
- Client deceased
- Other
  - If Other is selected an “Other Reason” text box will be displayed. This is a required field.
Comments text box is optional

Select Save

Once saved, the document cannot be Deleted. The document can be printed and if necessary, Attachments can be added (see Attachments for more information

How to Remove a Waitlist Entry from An Inactive Location

Note: Before locations are made inactive in CMBHS, providers are responsible for finishing up all business including removing clients from the waitlist. The following would be the process for removing clients from the waitlist at the inactive locations.

To remove the client from inactive locations:

HHSC Office of Decision Support (ODS) Training and Technical Assistance Team will need to coordinate with the provider organization’s Security Administrator to ensure documentation is handled appropriately.
HHSC ODS Training and Technical Assistance Team will make locations active, so clients can be removed from Waitlist.
The provider’s Security Administrator will remove the Client’s Waitlist Entry document, or they will give a staff member temporary access to remove the Client’s Waitlist Entry document.
1. The provider must remove this document because there are required fields that need to be completed to explain the reason for removing the client from the waitlist. Please see “How to remove a Waitlist Entry” section for more details.
Once the clients are removed from the waitlist, the provider’s security administrator will contact HHSC ODS Training and Technical Assistance Team to have the location will be made inactive. (Coordination between CMBHS Helpline & Security Administrator will take place.)
1. No other documentation activity should occur at this location, only removal of clients from the waitlist.