ADVANCES
This section of the Clinical Management for Behavioral Health Services (CMBHS) Help provides information to assist users in creating Advances to be submitted to the Department of State Health Services (DSHS). The DSHS Source (link to glossary) provides information to CMBHS to support the correct operation of this function. The CMBHS Advance page is CON073.
Before You Start
- The CMBHS business entity/provider must have an executed contract with DSHS that permits requesting Advances.
- The CMBHS user must be assigned a CMBHS role that permits him/her to submit an Advance.
- You must be at your business entities’ administrative (parent) location in CMBHS to create, submit and view Advances. In CMBHS, the user cannot create, submit or view an Advance from a CMBHS clinic or service location.
Business Rules for Requesting an Advance
- The first request for Advance submitted to DSHS for a contract will be labeled as Initial. Any others for the same contract are labeled by CMBHS as Supplemental.
- The Maximum Advance Amount comes from the DSHS Source and is a view only field.
- If the Maximum Advance Amount is zero, you can not request an Advance. The error message “Advance page can not be viewed when the Maximum Advance is zero” will display if you try to create an Advance in this situation.
- Advances can only be edited or deleted while in Draft and Submitted status.
- When the user deletes an Advance, the record is wiped out of the CMBHS system and can not be retrieved, even by DSHS.
- If the request for Advance is rejected, you can open it, make changes, and resubmit it.
How to Create and Submit a Request for an Advance
- From the Contracts page CON070, select the Contract for which you are submitting an Advance by CLICKING anywhere in that row.
- Then CLICK on the Advance button at the bottom of the table. The Advance page CON070 will open.
- When the Advance page opens, CLICK on the New button on the right side of the table to Create a new Advance. The New button will open the Advance page CON071.
- At the top of the page, information about the Contract selected by the user will display. The information is generated by CMBHS and is view only.
- On the Advance page, you can either pick an existing Advance by CLICKING anywhere in the row or you can CLICK on the New button on the right side of the Advance List table.
- Complete the Advance data fields, ensure that the information in the Advance data fields is correct and then CLICK on the Submit button.
Advance Data Fields
At the top of the Advance Page, CON071, the following information about the DSHS Contract displays.
Contract Information
Next, is the List of Advances
Data Fields Detail
Advance Number
- Initially the Advance Number will be Blank. CMBHS will assign an Advance Number after the Advance is submitted.
Advance Date
- This is the date the Advance was submitted by the provider to DSHS.
Requested Advance Amount
- This field is filled in by CMBHS after the Advance data fields are complete.
Document Status for Advances
- Submitted - Displays after the user has submitted the Advance.
- In Process – The transmission of information to DSHS has failed.
- Pending –The Advance has been received by DSHS.
- Rejected –DSHS has rejected the Advance.
- Vouchered –The Advance has been accepted by DSHS and is being processed.
Status Date
- The Status Date will update when the document status changes.
How to Cancel the Advance
How to Find an Existing Advance
How to Edit an Existing Advance
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