Location Tab

(FOR LOCAL CMBHS ADMINISTRATORS)

LOCATIONS

• Understanding the concept of Locations in CMBHS is very important to successful use of the application. There are several important functions that are based on the Location being set up in a particular manner. If the user does not have access to the Location or the client does not have a service at that Location the function will not be available for the client.

BEFORE YOU START

• The Local CMBHS Security Administrator has the role needed to add a new location in CMBHS.
• Before starting the process to add a new location in CMBHS, the Local CMBHS Security Administrator should have all the information that will be needed in hand. This includes the full address, phone numbers, contact persons, and services offered information for the new location.
• The business entity/provider should have already selected a name for the new location that is consistent with the naming convention you are using for all other locations. CLICK HERE for examples and hints on creating location names.

LOCATIONS – HOW MANY AND HOW TO NAME THEM?

• In CMBHS, there are very few rules restricting the how many “locations” you can create for your business entity/provider or how you name them, however, a new feature of CMBHS makes how many locations you set up and how you name them very important.
• CMBHS now has a Provider Directory available to all users that allows viewing of business entity/provider and location information for making client referrals and for networking purposes. Locations must be set up so that users outside the business entity/provider can identify the type of services provided and where they are located.

Business Rules For Adding New CMBHS Locations

• In CMBHS, a separate location is required for the provider administrative offices AND each of the Location Types below that are applicable to the business entity:
  • SA - Substance Abuse (Treatment) Services;
  • MH – Mental Health Services;
  • OSAR – Outreach, Screening, Assessment and Referral Provider;
  • UM-MH – An LMHA providing Authorizations/Utilization Management;
  • UM-BHO – Behavioral Health Business entity/provider providing Authorizations/Utilization Management;
  • PREVENTION/INTERVENTION – Prevention and/or Intervention Services.
• Each provider must have a minimum of 2 locations in CMBHS; one is the administrative location and one is the service delivery location. In CMBHS, the administrative location is referred to as the parent location. For each additional location type applicable to the provider, they must add at least one more CMBHS location.
• Optional CMBHS Locations may also be setup by the provider. Most frequently, additional locations are setup by business entity/providers for offices/clinics in different cities or counties, to distinguish between adult and youth services and for service with their own physical address and service type.
• Location setup in CMBHS is identical in appearance and function and has the same rules as Provider Setup.
• You must enter and Save Locations in CMBHS prior to adding staff because staff must be assigned to locations before they can be saved.
• The Location information displays after you have Saved the information from the first 4 tabs described above (Provider Information, Addresses, Identifiers, and Contacts Tabs).

How To Add A New Location To CMBHS

The following are instructions for adding a new location to your business entity/provider in Clinical Management for Behavioral Health Services (CMBHS).

• Login to CMBHS and go to the Administrative Toolbar at the top of the page.
• Hover over the Business Office Tab until the menu drops down. Scroll down to Provider/Location Detail and CLICK on it. The Provider Setup page ORG010 will display.
• There are Five (5) tabs at the top of the page, Provider Information, Addresses, Identifiers, Contacts and Locations.
• CLICK on the Locations Tab. The Locations List will display with all your existing locations.
• CLICK on the New Location button in the upper fight hand corner of the page. The Location Detail page, also page ORG010, will display.
• 5 tabs will display at the top of the page, Location Information, Addresses, Identifiers, Contacts and Locations. The last tab, Locations will be grayed out.
• Complete all the required data fields (designated with a red * and then CLICK on Save.
• The “Successfully Saved” message will appear. CLICK on OK and the message will disappear.

LOCATION DATA FIELDS

1. Location Information Tab – select the appropriate Location Type from the drop-down box and then type in the Location Legal Name, Functioning Type, Effective Date, Expiration Date, Business Phone Number, etc.

• NOTE: The Location Name does not need to be a “Legal” name, it can be a name of your organization’s choice.
• NOTE: Functioning Type is documented when a Location is being created in CMBHS. Internal Functioning Type means the Location being created is a part of a business entity/provider contracting with DSHS. An External functioning type is a separate business entity contracting with the business entity/provider, not with DSHS.

2. Addresses Tab - select the appropriate Address Type and then type in the address details. At minimum, one Address Type must be completed for each location. You can select an Address Type and copy the same information for other Address types. When you enter the zip code, the system automatically fills in the city information for that zip code. You may need to make a selection if the zip code spans more than one county.

3. Identifiers Tab- TYPE in the appropriate Identifiers for the location and complete the Begin Date and End Date. If this is a substance abuse location, you must enter a SITE NUMBER for the location. If you are an LMHA MH location, you must enter a COMPONENT CODE.

4. Contacts - TYPE in the required Contacts for the location.

• NOTE: Remember to CLICK on the Add button on the right hand side of the page whenever it is required. You must CLICK on the Add button for every new Address, Identifier and Contact you add.

What’s Next?

• Once you have completed the new location, you must update your staff accounts to include the new location.
• Select the staff that need access to the new location, open their accounts in CMBHS, select Edit and then go to the Location/Roles tab.
• On the Locations/Roles Tab, add the new location and then the staff Roles associated with the new location. CLICK on the Add button when required.
• Primary Location (check box): This will be the default location for the user when they login to CMBHS.
• See the Online Help for Adding and Updating staff for additional Information.

CLICK HERE to go back to Provider Locations

CLICK HERE to go to the 'ADDING STAFF' page