Advances

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

• Contract ID (Read-Only) - This is a DSHS assigned contract identification number.
• Contract Type – The type of DSHS contract.
• Begin Date (Read-Only) - This is the contract begin date.
• End Date (Read-Only) - This field displays the date the contract terminates or ends.
• Contract Type (Read-Only) - The contract type will display.

Next, is the List of Advances

• If the provider has already submitted a request for an Advance for this contract or if there are Advances still in Draft status, they will display on the List of Advances.
• The List of Advances includes the following information about each Advances:
  • Advance Number – Initially this will be Blank. CMBHS will assign a number after the Advance is submitted.
  • Advance Date - The date the Advance was submitted by the provider to DSHS.
  • Advance Amount – The dollar amount of the Advance.
  • Advance Status – One of the following statuses will display: Draft, Submitted, In-process, Vouchered, Rejected.

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

• When the user is documenting on the Advance page, the document is always in Draft status.
• When in Draft status, if the user CLICKS on the Cancel button, the page will closes and any information you entered will be deleted and can not be retrieved, even by DSHS. A message “Are you sure you want to leave this page without saving your changes? Note: If you click Ok, you will loose any changes you have made.” will appear, to remind you of the consequences of CLICKING on the Cancel button.
• To create a new Advance, begin the process over again.
• The Cancel button only works this way on changes made before the Save and Submit button are CLICKED.

How to Find an Existing Advance

• Log in to CMBHS.
• On the Administrative toolbar at the top of the page, Hover over the Business Office Tab and then CLICK on the Contracts sub-menu when it appears.
• The Contracts page CON070 will open and display a list of your business entities’ DSHS contracts.
• Select the Contract for which you want view an existing Advance by CLICKING anywhere in that row. The row will highlight with a darker color to indicate it is selected.
• Then CLICK on the Advance button at the bottom of the table. If the Advance button is grayed-out, that indicates that requests for Advances may not be submitted for this contract. If you believe this is an error, contact your DSHS Contract Manager for clarification.
• If you are permitted to submit Advances for the selected Contract, CLICK on the Advance button, and the Advance s page, CON072, will open. A table “List of Advances” will display.
• Select the you wish to view by CLICKING anywhere in the row, the row will highlight. Then CLICK on the VIEW button.
• The Invoice or Activity Based Invoice page CON071, will display depending on your contract type.
• When you have finished viewing the Advance CLICK on the CLOSE button and you will return to the List of Advances.

How to Edit an Existing Advance

• Users can edit an Advance while it is in Draft Status. From the Contracts page, CON070, select the Contract with the Advance you wish to Edit by CLICKING anywhere in that row.
• Then CLICK on the Advance button at the bottom of the table. The Advance page CON072 will open.
• When the Advance page opens, you will see the Contract Information for the Advance displayed at the top of the page. This information is generated by CMBHS and is view only.
• Pick an existing Advance by CLICKING anywhere in the row. When the Advance opens, check the Advance Status field. If the Status is anything other than Draft or Submitted, you will not be able to make a change to the Advance.
• If the Status is Draft or Submitted, make the needed changes to the data fields. Ensure that the information is correct and then CLICK on the Submit button.

NEXT,

CLICK HERE to go to 'CONTRACT ACTIVITY