Illinois Department of Human Services Division of Mental

Illinois Department of Human Services / Division of Mental Health and Illinois Mental Health Collaborative Present Batch Registration Enhancements July 2010

Implementation of Enhancements l 2 These enhancements will be implemented 9/17/10. The last run of the current batch process will be 9/16/10 at 1 PM Central. Any files received after 1 PM will need to meet the new requirements. All files received after 1 PM will be held and processed after the changes have been implemented on 9/17/10 and the reports will be available on Monday, 9/20/10.

ABC Benefits The registration process will determine the level of benefits for the consumer based on the following: 3 – Eligibility Status (Target – Adult, Target – Child, Eligible, Ineligible or First Presentation) – Household Income – Household size – Qualifying Exception

List of enhancements l Length of the file is changing from 888 to 909 to accommodate new fields and changes to existing fields – – – 4 – Registration start date will be limited to 90 days Functional Scale Used is moving to position 889 GAF/CGAS Score is moving to positions 890 – 892 and is being expended to 3 positions – valid values for CGAS score – 100, valid values for GAF – 0 - 100 Functional Scale Used at closing is moving to position 893 GAF/CGAS Score is moving to positions 894 – 896 and is being expended to 3 positions – valid values for CGAS score – 100, valid values for GAF – 0 - 100 New field – Qualifying Exception is being added in position 897 New field – First Presentation Diagnosis is being added in position 898 New field – First Presentation Other Conditions is being added in position 899 New field – First Presentation Medication is being added in position 900 New field – Devereaux Protective Factors for infants/toddlers is being added in positions 901 – 903 New field – Devereaux Protective Factors for Youths is being added in position 904 – 906 New field – Devereaux Behavioral Concerns is being added in positions 907 – 909 Trailer Record filler changed from position 26 -888 to 26 - 909

List of enhancements Cont’d l l l l 5 l l l Position 429 will be filler (formerly Functional Scale used) Positions 430 – 431 will be filler (formerly GAF/GAS Score) Position 573 will be filler (formerly Functional Scale used at closing) Positions 574 – 575 will be filler (formerly GAF/CGAS Score at closing) Position 869 will be filler (formerly Income Verification) All Axis 3 diagnosis fields will require a valid Medical Category when entered Axis 3 Diagnosis 1 is required for registrations and closings Household Size – valid values changed to 01 – 20 Household Income – valid values changed to 00000 – 99998 Columbia Scale Score is required for consumers age 5 through 17 on registrations and closings Workers Ohio Problem Severity is required for consumers age 5 through 17 on registrations and closings Workers Ohio Functionality Scale is required for consumers age 5 through 17 on registrations and closings Output file reports (Summary, Accepted and Error report) updated to accommodate new fields and moving of fields New Eligibility Status (Target – Adult, Target – Child, Eligible and Ineligible) added to the output files New First Presentation Indicator added to the output files Ineligible consumers reporting on accepted file New error codes 208 - 230

Registration Start Date l l 6 Registration must be submitted within 90 days If registration start date is prior to 90 days the registration will be rejected with error code 006 with message “Consumer Registration Begin Date Exceeds Back Dating Limit. ”

Functional Scale Used 7 Position To Position From Length Usage 889 1 C Description Required on Indicator of R and C Valid Values: C -CGAS or G - GAF When field is required and is spaces or is not a valid value – assign error code 087 with message ‘Functional Scale Used is missing/invalid’ If C (CGAS) and the consumer is 18 or older on registration start date – assign error code 208 with message ‘Consumer is 18 or older need to submit GAF score’ If G (GAF) and the consumer is under 18 on the registration start date – assign error code 209 with message ‘Consumer under 18 need to submit CGAS score’ Note: Scale selection will prescribe which consumer functioning information has been reported. If Children’s Global Assessment Scale (CGAS) scale is used, the Child & Adolescent consumer functioning fields are populated; if Global Assessment of Functioning (GAF) scale is used, the Adult consumer functioning fields are populated.

GAF/CGAS Score Position To Position From Length Usage 890 892 3 C Description Current functioning scale score as assessed in the registration process. Required on Indicator of R and C Valid Values: For CGAS: 1 – 100 For GAF: 0 – 100 When field is required and is spaces or is not a valid value – assign error code 088 with message ‘GAF/CGAS Score is missing/invalid’ 8

Functional Scale Used at Closing 9 Position To Position From Length Usage Description 893 1 C If MH closing date not spaces this is required. Spaces if not reported Valid Values: C –CGAS G -GAF If MH Closing Date is not spaces and this field is spaces or not valid value – assign error code 132 with message ‘Functional Scale Used at Closing is missing/invalid’ If C (CGAS) and the consumer is 18 or older on registration start date – assign error code 208 with message ‘Consumer is 18 or older need to submit GAF score’ If G (GAF) and the consumer is under 18 on the registration start date – assign error code 209 – Consumer under 18 need to submit CGAS score’ When the indicator is a C (Close) the registration start date that is used to calculate the age of the consumer is the registration start date of the registration you are closing not the registration start date submitted on the incoming close registration.

GAF/CGAS Score at Closing Position To Position From Length Usage 894 896 3 C Description Current functioning scale score as assessed at the time of the case closing process. If MH closing date not spaces this is required. Spaces if not reported Valid Values: For CGAS – 100 For GAF – 0 – 100 If MH Closing Date is not spaces and this field is spaces or not valid value – assign error code 133 with message ‘GAF/CGAS Score at Closing is missing/invalid’ 10

New Field - Qualifying Exception Position To Position From Length Usage 897 1 N Description Indicates if the consumer has a qualifying exception that would allow registration without documented income This field is not required and if not applicable should be left blank Valid Values: 1 – Consumer is age 12 up to 18 seeking services without parental consent or knowledge 2 – Consumer is member of household liable for household debt for medical expenses > 7. 5% of annual household income 3 – Provider is unable to obtain documented/verified income If this field is not blank or not a valid value - assign error code 210 with message ‘Qualifying Exception is invalid’ 11

New Field – First Presentation Diagnosis Position To Position From Length Usage Description 898 1 C The First Presentation Diagnosis indicates if the consumer’s primary diagnosis reported in this registration was obtained by a psychiatrist. Required for indicator of R. Report blank for indicator of C or D Valid Values: Y - The consumer’s primary diagnosis reported in this registration was obtained by a psychiatrist. N - The consumer’s primary diagnosis reported in this registration was not obtained by a psychiatrist. If the indicator is an R and this field is not a valid value - assign error code 211 with message ‘First Presentation Diagnosis is missing/invalid’ 12 If the indictor is C or D and this field is not blank - assign error code 212 with message ‘First Presentation Diagnosis needs to be blank for address change and registration closing’

New Field – First Presentation Other Conditions Position To Position From Length Usage Description 899 1 C The First Presentation Other Conditions indicates if the consumer has a history of autism, pervasive developmental disorder, mental retardation, or organic brain disease or trauma. Required for indicator of R. Report blank for indicator of C or D Valid Values: Y - The consumer does not have a history of autism, pervasive developmental disorder, mental retardation, or organic brain disease or trauma. N - The consumer does have a history of autism, pervasive developmental disorder, mental retardation, or organic brain disease or trauma. If the indicator is an R and this field is not a valid value - assign error code 213 with message ‘First Presentation Other Condition is missing/invalid’ 13 If the indictor is C or D and this field is not blank - assign error code 214 with message ‘First Presentation Other Condition needs to be blank for address change and registration closing’

New Field – First Presentation Medication Treatment Position To Position From Length Usage 900 1 C Description The First Presentation Medication Treatment indicates if the consumer has had more than 16 weeks of antipsychotic medication treatment. Required for indicator of R. Report blank for indicator of C or D Valid Values: Y - The consumer has not had more than 16 weeks of antipsychotic medication treatment. N - The consumer has had more than 16 weeks of antipsychotic medication treatment. If the indicator is an R and this field is not a valid value - assign error code 215 with message ‘First Presentation Medication is missing/invalid’ 14 If the indictor is C or D and this field is not blank - assign error code 216 with message ‘First Presentation Medication needs to be blank for address change and registration closing’

New Field – Devereaux Protective Factors Infants/Toddlers Position To Position From Length Usage Description 901 903 3 C Required on an indicator of R or C when the consumer’s age is < 3 (calculated age based on age on file as of the registration start date – when indicator is C the registration start date is based on the registration on file that is being closed) Valid Values: 0 – 100 If required and is blank or not a valid value – assign error code 217 with error message ‘Protective Factors infants/toddlers missing/invalid’ If the consumer is ≥ 3 and this field is not blank – assign error code 218 with error message ‘Protective Factors infants/toddlers not valid for consumer 3 and over’. 15

New Field – Devereaux Protective Factors Youths Position To Position From Length Usage 904 906 3 C Description Required on an indicator of R or C when the consumer’s age is ≥ 3 and < 5 (calculated age based on age on file as of the registration start date – when indicator is C the registration start date is based on the registration on file that is being closed) Valid Values: 0 – 100 If required and is blank or not a valid value – assign error code 219 with error message ‘Protective Factors Youths missing/invalid’ If the consumer is < 3 or ≥ 5 and this field is not blank – assign error code 220 with error message ‘Protective Factors Youths not valid for consumer < 3 or ≥ 5. 16

New Field – Devereaux Behavioral Concerns Position To Position From Length Usage 907 909 3 C Description Required on an indicator of R or C when the consumer’s age is ≥ 3 and < 5 (calculated age based on age on file as of the registration start date – when indicator is C the registration start date is based on the registration on file that is being closed) Valid Values: 0 – 100 If required and is blank or not a valid value – assign error code 221 with error message ‘Behavioral Concerns is missing/invalid’ If the consumer is < 3 or ≥ 5 and this field is not blank – assign error code 222 with error message ‘Behavioral Concerns not valid for consumer < 3 or ≥ 5. 17

Trailer Record – Filler field Position To Position From Length Usage Field Name 1 10 10 R Trailer Constant ‘TRAILER ‘ 11 25 15 R Record Number of records submitted in this batch excluding the trailer record – this should be left justified, space filled. Number Description Example: 14 records would be ’ 14 26 18 909 883 R filler blank ‘

Filler Fields Position To Position From 429 Length 1 Usage R Description Filler Required – blank/spaces (formerly Functional Scale Used) If this field is not blank – assign error code 223 with error message ‘Position 429 needs to be spaces’ 430 19 431 2 R Filler Required – blank/spaces (Formerly GAF/CGAS Score) If this field is not blank – assign error code 224 with error message ‘Positions 430 - 431 needs to be spaces’

Filler Fields Cont’d Position To Position From 573 Length 1 Usage R Description Filler Required – blank/spaces (Formerly Functional Scale Used at Closing) If this field is not blank – assign error code 225 with error message ‘Position 573 needs to be spaces’ 574 20 575 2 R Filler Required – blank/spaces (formerly GAF/CGAS Score at Closing) If this field is not blank – assign error code 226 with error message ‘Positions 574 - 575 needs to be spaces’

Filler Fields Cont’d Position To 869 Position From Length Usage 869 1 R Description Filler Required – blank/spaces (Formerly Income Verification) If this field is not blank – assign error code 227 with error message ‘Position 869 needs to be spaces’ 21

Axis 3 Diagnosis 1 Positio n To Positio n From Length Usag e 413 417 5 C Description Must be Valid Medical Category Required when indicator is R or C. Ignored when submitted for indicator D Left justified, blank filled Valid Values: When required and field is spaces or is not a valid value – assign error code 083 with message ‘MH Axis 3 Diagnosis 1 is invalid’ 22 When the fifth position is not blank – assign error code 083 with message ‘MH Axis 3 Diagnosis 1 is invalid’

Axis 3 Diagnosis 2 Position To Position From Length Usage 418 422 5 C Description Must be Valid Medical Category Valid Values: Spaces if not reported Left justified, blank filled If field is not spaces or not a valid value – assign error code 084 with message ‘MH Axis 3 Diagnosis 2 is invalid’ When the fifth position is not blank – assign error code 084 with message ‘MH Axis 3 Diagnosis 2 is invalid’ 23

Axis 3 Diagnosis 3 Position To Position From Length Usage 423 427 5 C Description Must be Valid Medical Category Valid Values: Spaces if not reported Left justified, blank filled If field is not spaces or not a valid value – assign error code 085 with message ‘MH Axis 3 Diagnosis 3 is invalid’ When the fifth position is not blank – assign error code 085 with message ‘MH Axis 3 Diagnosis 3 is invalid’ 24

Medical Categories 25 Category Description ICD-9 codes NONE No Diagnosis V 71. 09 ALLE Allergies 995 ALZH Alzheimer's Disease 330, 331 ANEM Anemia 280, 281, 282 ARTH Arthritis/Rheumatism 714, 715, 711, ASTH Asthma 493 CANC Cancer or Leukemia 153, 174, 180, 201, 203, 208, CARD Cardiovascular Problems 410, 428, 440, 443, 456, 424, 402, 745, 746 CHRO Chronic Pain 338, 780, 789 COPD Chronic Ob Pul Disease 491 CIRC Circulation problems in arms or Legs 454 DIAB Diabetes 250 DISA Disab or Phys Impair (eg Blind) 366, 369 EMPH Emphysema or Chronic Bronchitis 492

Medical Categories cont’d 26 Category Description ICD-9 codes EPIL Epilepsy/seizures 345 FIBR Fibromyalgia 729 GLAU Glaucoma 365 HIGH High Blood Pressure (Hypertension) 401 HINJ Head Injury 850, 851, 854 HIVA HIV/AIDAS 042 KIDN Kidney Disease 586, 593, LIVD Liver Disease 571, 070 MIGR Migraine Headaches 346 MSLE Multiple Sclerosis 340 OBES Obesity 278 PARK Parkinson's Disease 332 PREG Pregnancy 642, 643, 646, SKIN Skin Disorders (severe burns, leg ulcers, etc) 692, 696, 708, 707 SPCH Speech Impediment or Impairment 784

Medical Categories cont’d 27 Category Description ICD-9 codes STOM Stomach GI Problems (eg acid reflux, ulcers) 531, 535, 536, 564, 577, 558, 562, 787 STRK Stroke/Effects of Stroke 435, 436, 094 THYR Thyroid/ other Gland Dis 242, 244, 240, 252 URIN Urinary or Prostate Prob 185, 599, 601, 596 OTHE Med Condition seriously impacting member's health 354, 322, 357, 333, 455, 011, 274, 617, 218, 620, 722, 455, 724, 805, 728, 733 UNKN Unknown 799

Household Size Position To Position From Length Usage 270 271 2 C Description The total number of persons in consumer’s household, including the consumer. This is required for indicator of ‘C’ and ‘R’. Can be sent on ‘D’ but will be not be used in processing. Valid Values: Range: 01 – 20 When field is required and is spaces or is < 1 or > 20– assign error code 034 with message ‘Household size is missing/invalid’ 28

Household Income Position To Position From Length Usage 258 263 6 C Description The total monthly income of all family members in the consumer’s household. This is required for indicator of ‘C’ and ‘R’. Can be sent on ‘D’ but will be not be used in processing. Valid Values: Range: 00000 – 99998 (99998 does not indicate unknown income but an income of $99, 998) When field is required and is spaces or is not numeric – assign error code 032 with message ‘Household Income is missing/invalid’ 29

Columbia Scale Score Position To Position From Length Usage Description 862 863 2 C This is required for indicator of ‘C’ and ‘R’ when the consumer is ≥ 5 and ≤ 17. Can be sent on ‘D’ but will be not be used in processing. Calculated age based on age on file as of the registration start date – when indicator is C the registration start date is based on the registration on file that is being closed Valid range: 00 – 52 If this field is not within the valid range (00 – 52) – assign error code 188 with message ‘Columbia Scale is missing/invalid’. For indicator of ‘C’ and ‘R’ and the consumer is < 5 or >17 and this field is not spaces – assign error code 228 with message ‘Columbia Scale Score needs to be blank for consumer <5 or > 17’. 30

Ohio Scale – Problem Severity Position To Position From Length Usage Description 864 866 3 C This is required for indicator of ‘C’ and ‘R’ when the consumer is ≥ 5 and ≤ 17. Can be sent on ‘D’ but will be not be used in processing. Calculated age based on age on file as of the registration start date – when indicator is C the registration start date is based on the registration on file that is being closed Valid Range: 000 – 100 If this field is not within the valid range (000 – 100) – assign error code 189 with message ‘Ohio Scale – Problem Severity is missing/invalid’. 31 For indicator of ‘C’ and ‘R’ when the consumer is < 5 or > 17 and this field is not spaces – assign error code 229 with message ‘Ohio Scale – Problem Severity needs to be blank for consumer < 5 or > 17’

Ohio Scale – Functioning Position To Position From Length Usage Description 867 868 2 C This is required for indicator of ‘C’ and ‘R’ when the consumer is ≥ 5 and ≤ 17. Can be sent on ‘D’ but will be not be used in processing. Calculated age based on age on file as of the registration start date – when indicator is C the registration start date is based on the registration on file that is being closed Valid Range: 00 – 80 If this field is not within the valid range (00 – 80) – assign error code 190 with message ‘Ohio Scale – Functioning is missing/invalid’. For indicator of ‘C’ and ‘R’ when the consumer is < 5 or > 17 and this field is not spaces – assign error code 230 with message ‘Ohio Scale – Functioning needs to be blank for consumer < 5 or > 17’. 32

Output File – Summary File Position To Position From Length 910 1 Description First Presentation Status as determined by the registration process When the registration fields (First Presentation Diagnosis, First Presentation Other Condition and First Presentation Medications) are all = Y and the consumer’s calculated age is 18 through 40 on the registration start date and the consumer’s primary diagnosis is 295. 00, 295. 05, 295. 10, 295. 25, 295. 30, 295. 40, 295. 70, 295. 90, 296. 04, 296. 44, 296. 54, 296. 64 then the consumer’s First Presentation Status will by Y. If the Criteria above not met then First Presentation Status will be N. When the registration record has errors then this field will be blank 911 33 914 4 Eligibility Status as determined by the registration process Valid Value: TADL – Target Adult TCHD – Target Child ELIG – Eligible INEL - Ineligible When the registration record has errors then this field will be blank

Output File – Summary File Cont’d Position To Position From Length 915 1 Description Upload Status This indicates the status of this registration record Valid values: 0 = accepted 1 = rejected 916 1 Registration Status Will only be present for records that have an upload status of ‘ 0’ Valid values: A = Approved 34

Output File – Accepted File Position To Position From Length 910 1 Description First Presentation Status as determined by the registration process When the registration fields (First Presentation Diagnosis, First Presentation Other Condition and First Presentation Medications) are all = Y and the consumer’s calculated age is 18 through 40 on the registration start date and the consumer’s primary diagnosis is 295. 00, 295. 05, 295. 10, 295. 25, 295. 30, 295. 40, 295. 70, 295. 90, 296. 04, 296. 44, 296. 54, 296. 64 then the consumer’s First Presentation Status will by Y. If the Criteria above not met then First Presentation Status will be N. 911 35 914 4 Eligibility Status as determined by the registration process Valid Value: TADL – Target Adult TCHD – Target Child ELIG – Eligible INEL - Ineligible

Output File – Accepted File Cont’d Position To Position From Length 915 1 Description Upload Status This indicates the status of this registration record Valid values: 0 = accepted 916 1 Registration Status Will only be present for records that have an upload status of ‘ 0’ Valid values: A = Approved 36

Output File – Accepted File Cont’d Position To Position From Length 917 920 4 921 928 8 929 936 8 Description Core or Special Program Code Date on which the consumer became eligible for the program Expiration Date by which the consumer will need to be re-registered if the consumer is still receiving services 937 1036 100 Comments This field will indicate why a specific program requested was not accepted. This field will also contain a reminder message concerning authorizations for specific programs. 37

Output File – Accepted File – reporting of Ineligible Consumers l 38 Reporting of Ineligible Consumers: – When a consumer is determined to be ineligible and this is the initial registration the consumer will be reported with no funds listed. The consumer’s eligibility status will be INEL. – When a consumer is determined to be ineligible and this is a re-registration all funds from the prior registration will be terminated one day before the re-registration start date. The consumer’s eligibility status will be INEL.

Output File – Error File Position To Position From Length 910 1 Description This indicates the status of this registration record Valid values are: 1 = rejected 911 1 All records will be blank. 912 914 3 Error Code A code assigned that indicates why the record was rejected 915 1014 100 Error Description of why the record was rejected 39

Questions? 40

Thank you!