The Mental Health Consortium-----------AIMS-FAQ

Question: What do we do if a CMHC has consumers that are twins and they both have the same unique id?
Answer: Use the next different letter of the first name. Page 11 in the AIMS Manual.

Question: What do we use for number of days for law enforcement information if we don't know what it is?
Answer: 0

Question: How do we determine whether a client is SED or SPMI?
Answer: Refer to Appendix E (SED) and Appendix F (SPMI) of the AIMS Manual.

Question: How do you record a screen for a child whose payment source is Healthwave 21?
Answer: Enter the screen like you would any other screen.

Question: Do we report number 30/31 days on the CSR if the client is not in case management the whole month?
Answer: Only record the number of days they were in case management. For example, if they went into case management on the 15th of the month, you would record 15 days in whatever categories are relevant.

Question: This question is related to fields 64 - Therapeutic foster care and Foster care placements. If a client is placed in foster care in October and is still living with the same family in November, do we need to mark number of foster care placements in November since the actual placement occurred in October? See page 39 of the AIMS Manual.
Answer: You would record 1 in field 62 or 63, whichever placement is applicable, for November. SRS wants to track if children are having multiple placements during a month, which a 2 or more would indicate.

Question: Does the state want record of no shows?
Answer: According to the AIMS Manual, page 2, a client is a person seen face-to-face and is not entered into AIMS until they are seen face to face, therefore no shows would not be applicable to AIMS.

Question: We enter all our clients as pending until they are seen face to face. Pending clients require a diagnosis, but since they haven't been seen we have no diagnosis to report.
Answer: The AIMS manual, page 2, states a pending client is one who has been seen face to face, so a diagnosis should be able to be given. Pending status does not mean someone pending in terms of a scheduled appointment. Do not enter a client as pending unless they have been seen face to face.

Question: Do we have to enter CSR data if the clients' information has not changed?
Answer: Yes

Question: On page 42 of the most recent AIMS manual there is a paragraph that says
"Fields 62 and 63 have to be completed if the child/adolescent had a therapeutic foster care placement or a foster care placement in field 60 (Residential Setting) or in field 61 (Current Residential Setting). If the child/adolescent did not have a therapeutic
foster care placement or a foster care placement in field 60 (Residential
Setting) or 61 (Current Residential Setting), do we leave fields 62 and 63 blank."
Answer: Yes.

Question: If we enter the Alternate ID incorrectly or the consumers name changes, should we change the Alternate ID?
Answer: Yes. Utilize the Data Manager to change the ID.

Question: We are working to get our CSR information corrected. We are finding clients listed as having incomplete information who we do not think should have had a CSR due. Could you tell me what you use to determine that a CSR should be reported. Is it the SED/SPMI with case management field or something else?
Answer: Their sed/spmi status is used and when a CSR is due is based upon the effective date of their chronicity status.

Question: Our case managers want to know when they are supposed to start completing the CSR's on a new case management case. For instance, the case managers are referred a new case from their supervisor on 11/15/2002, but don't start face-to-face contact with the consumer until 12/15/2002. What date do they use to make their case management status effective? Would it on the 11/15/2002 referral date; even though they haven't had any contact with the consumer, or would it be on 12/15/2002, which is when they have their first face-to-face contact? Or, do they wait until 1/01/2003 so the CSR begins with a new month instead of starting the CSR in the middle of a month? It is okay to start a new CSR in the middle of a month??
Answer: The case management effective date would start with the first face to face contact, not when the case was assigned. So, in your example, their chronicity status would be effective as of 12/15/2002 and you would use this as the start date to determine number of days for the CSR for the month of December. A CSR can start in the middle of the month. If you were to use an effective date of 11/15/03 AIMS would require a CSR record for November, which could not be provided due to the fact that the client hasn't been seen yet.
Because a chronicity status is required for an enrolled case, you will have to go ahead and enter a chronicity status effective 11/15/02 but may use 8 for unknown.

Question: When sending days for a placement of "Other" and there is more than one status, how do I submit this?
Answer: Add the days together for those that go under the "Other" category and then include the description for each status those days represent.

Question: If a center has an individual who is 19 years old and no longer in school, what do they use for "grade level estimation by age"?
Answer: 14

Question: Does the SED Waiver Stop reason need to be entered if the consumer goes off the SED Waiver the same time their case ends?
Answer: Yes

Question: If I have a client that is in the adoption contract but the payment source is Medicaid, what do I send for payment source? Does the state already recognize that Foster Care and Adoption clients automatically have Medicaid?
Answer: Send both Medicaid and Privatization Contracts.

Question: What do I send for payment source for a Foster care client where Medicaid pays for some of the services and the contractor pays for the remaining? Does the state already recognize that Foster Care and Adoption clients automatically have Medicaid?
Answer: Send both Medicaid and Privatization Contracts.

Question: If I have kids that are placed in foster care but visited home a number of days (typically weekends) during the month do I report all 31 days in foster home or do I need to report the days that they were at home? If I do report the number of days at home does this affect the number of placements for the month?
Answer: Report the residential arrangement as foster care for the entire month. The days for the home visits do not need to be reported in a different status.

Question: I have a consumer showing up on the missing CSR report that is no longer in case management.
Answer: First check their chronicity status. If a consumer has two different statuses on the same date and one of them is case management then the report will treat this person as if they are in case management.

Question: Why do I have an adult showing as missing child CSR information?
Answer: Their chronicity status shows SED (Receiving TCM or CPST).

Question: Why do I have a child showing as missing adult CSR information?
Answer: Their chronicity status shows SPMI (Receiving CSS services).

Question: What types of services are recorded for those kids we collect monthly CSR updates for? (What are considered CBS services?)
Answer: T1017 - Targeted Case Management and H0036 - Community Psychiatric Supports Treatment

Question: If another center is seeing a child that has an SED Waiver and we are also seeing that child, do we both do CSR's on the same child since both center's are seeing the client for case management services?
Answer: SRS wants unduplicated counts of clients so both centers would NOT report the same child. The "lead" CMHC should report on the child, which would more than likely be the center where the child has the SED Waiver. The center that does not report CSR's on the child should still report that they are serving the child through AIMS, but do so using a chronicity status of 7 - No, not applicable.

Question: What date do we use for the effective date for a consumer who is determined SED/CBS? Do we use the date they were determined SED/CBS or do we use the date of the first CSR report?
Answer: Use the date case management actually started (the date of the first face to face).

Question: Do we fill out "Last Contact Date" for enrolled consumers only?
Answer: Yes, for both target and non-target.

Question: When entering the CSR report period do we need to use the first day of the month or the last day of the month?
Answer: You can use either, only the month and year are relevant.

Question: When do we enter CBCL scores?
Answer: You should enter the first set of scores at admission and then every 5 months thereafter.

Question: Most of our consumers are in a head start program that we provide TSP services in one to four times a week. Do we list under other services (Therapeutic Preschool Services) and the number of days we provided for the month and then list the rest of the days of the month under Preschool Services.?
Answer: No. When completing the CSR's, if the child is receiving any TSP service (i.e. service funded through the grant) only enter 20 Therapeutic Services for Preschool Children.

Question: What fields require the global status review date to be updated?
Answer: Refer to page 5 of the AIMS manual.

Question: What fields are required at admission for a child in the target population?
Answer: Refer to page 8 of the AIMS manual.

Question: What fields are required at admission for a child in the non-target population?
Answer: Refer to page 49 and 50 of the AIMS manual.

Question: Regarding admission/discharge fields for non-enrolled or pending clients, do we need GAF (functional level) and discharge GAF?
Answer: No. Refer to page 72 of the AIMS manual.

Question: Are Healthwave and Child Welfare screens submitted in AIMS?
Answer: No

Question: We have a consumer who was assigned a case manager on 9/20/2002 and on 10/02/2002 the consumer moved out of our catchment area. If there was never a face-to-face visit with the case manager do we use a chronicity status of 3 or 6?
Answer: No, you should use chronicity status of 7 or 8.

Question: Do I need to enter a new referral for each new case, or just the initial one?
Answer: You need to enter the referral source at admission for all enrolled clients for each new case.

Question: What do we use for payment source when the referral is from The Consortium, Inc.?
Answer: Privatization contracts

Question: Why do we have to update the 9 fields listed on page 5 of the AIMS manual?
Answer: This is to ensure that SRS can report accurate data in the Basic Federal tables.

Question: What date do I use for the client status review date?
Answer: The date you enter the CSR information unless it is after the case end date in which case you would use the case end date.

Question: There are times when we provide services to children in foster care who are not SED (Receiving TCM or CPST). Are we not required to report the foster care information on these consumers?
Answer: Yes, Field 63 is required for non-targeted (Current Residential Setting)

Question: How do I know if a consumer is part of the targeted population?
Answer: Refer to the AIMS manual page 16 for a list of criteria when determining if they are part of the targeted population (status 3 or 6).

Question: Which chronicity status should be used for a client who is receiving individual therapy and medication services?
Answer: Use a status of 1 - SPMI (receiving services other than medication only or CSS) or a status of 4 - SED (receiving services other than medication only, TCM, or CPST).

Question: When a child moves or is no longer being seen in case management and they are not being seen in outpatient either but the outpatient case cannot be closed for 90 days, do we put SED receiving services other than medication, TCM or CPST even though they are not coming in, or do we use No, not applicable?
Answer: Use No, not applicable.

Question: When do I update global status review date?
Answer: Refer to page 10 of the AIMS manual for a list of fields that require the global status review date to be updated when they change.

Question: Can we back date a global status review date? For example, we had not been adding waiver under payment source when a child began eligibility. Do we start with today's date or back date to the actual date?
Answer: For the global status review date just use the date you actually update the record so it indicates the most current update to the clients data. As far as the effective date, use the date the waiver actually became effective.

Question: Is the Healthwave payment source for both Healthwave 21 and Healthwave 19?
Answer: No. The Healthwave payment source (value 17) is for HW21 only. The Medicaid payment source(value 12) includes HW19. See page 17 of the AIMS manual.

Question: Where can I get a copy of the AIMS Manual?
Answer: http://www.srskansas.org/hcp/MHSIP/AIMS_v3.0entire.pdf

Question: When are the "Missing CSR Updates" report and "AIMS Exception" report updated?
Answer: Every morning by 8 am.

Question: I have several clients who are showing up on the exception reports and I know that I have entered the information.
Answer: There are many different scenarios that could cause this to happen;
                    a. You have entered the data but an EDI file has not been created and submitted yet.
                    b. The client did not make it into the EDI file because of validation errors.
                    c. The client made it into the EDI file but errors were encountered with the data and the client's data is not in AIMS REPO.
                 The bottom line is to check your error and warning reports after EDI file submission to ensure that all clients have made it
                 into AIMS REPO. Also you should be spot checking to see if your clients are actually being pulled across. Having a client show
                up on an exception report is not the time to be looking to see why their data did not come across.

Question: Where can I find information on the EDI Generator
Answer: https://www.tmhc-ks.org/allsecureusers/EDIForBCMSDownloads/listing.htm

AIMS BCMS FAQ

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Question: In the AIMS manual under Appendix D it says not to enter fields 51 - 75, only enter education placement - other. Some of the fields are required so how can I get around this?
Answer: You will have to go ahead and enter the fields that are required.

Question: In regards to BCMS and the fields that are to be updated when they change or at least annually, how do we indicate that a field was changed or has been reviewed?
Answer: Update the "event date" (Global Status Review date) on the consumer tab with the current date.

Question: How do I indicate when a consumer goes out of case management?
Answer: Enter a new SPMI/SED clinical record and indicate the new status. Also enter the case management stop reason if this is an SED consumer.

Question: Why do I have consumers showing on the Missing CSR report when the data is in my system?
Answer: For some reason the records did not replicate. Clinical records will not replicate unless they fall within the case date range and they must also fall within the effective dates of the alternate id.

Question: For the clinical record Children, do we need to enter a zero for number of days for in-school-suspension if there wasn't any or can we just leave it blank?
Answer: You must enter a 0 if there are no days. If you leave it blank, we would not know if it meant 0 days or if the field did not get entered.

Question: For the clinical record Children, do we need to enter a zero for number of days for the juvenile justice fields if there wasn't any law enforcement problems, or can we just leave it blank?
Answer: You are required to enter the number of days at admission and monthly for children. You must enter a 0 if there are no days. If you leave it blank, we would not know if it meant 0 days or if the field did not get entered.

Question: For the clinical record Adult and/or Children, is it a problem if the Practitioner name is left off a monthly report?
Answer: Practitioner information is not used for anything in AIMS so it would not create a problem.

Question: If I am entering my September CSR data on October 10, 2002 would I use 10/10/2002 as the effective date or 09/30/2002? And what would I enter as the report period date under the value column?
Answer: As the AIMS manual states, enter the date you entered the data for the effective date, therefore, the effective date should be 10/10/2002. The only exception is if the case has been closed and the date you enter the CSR data is after the case end date, then use the case end date as the effective date. The report period, value column, the day does not matter. It can be any day of the month, but should show September to represent the month you are reporting, for example: 9/1/2002, 9/30/2002. It is important that you represent the month and year you are reporting.

Question: How do I report someone who for the same month may have several different statuses simultaneously for a particular CSR category? For example, they are working and volunteering throughout the whole month in Vocational, or going to college and taking a park board class in Education.
Answer: The highest status takes precedence assuming the number of days are the same and are not divided and total 30/31 days.

Question: The Missing CSR Report shows that I am missing CSR's for consumer's and when I go check for that month the CSR record is there.
Answer: The Missing CSR Report looks at the report period to determine whether or not a particular month is missing, not the effective date of the clinical record. Make sure you are checking the report period on the clinical record Children or Adult. The effective date may be the correct month but if the month of the report period is not the correct month it will show as missing. Also make sure the clinical record effective date and alternate ID effective date are not prohibiting the replication of the record.

Question: Where do I update chronicity status?
Answer: Using the clinical record category SPMI/SED .

Question: Where do I enter Client Status Review Date when entering CSR's?
Answer: This is the effective date on the clinical record categories Adult and Child.

Question: Where do I enter the Global Status Review date?
Answer: It is the event date on the consumer tab.

Question: I have records showing as missing and when I look they are in my system. Why are they showing on the error reports?
Answer: For some reason the records did not replicate. Check to make sure the clinical record event date falls within the case dates AND the alternate id dates. Also make sure the case has a status entered.

Question: How is it determined whether a case is replicated or not?
Answer: If there is one day of overlap between the case and the alternate id the case will replicate. For example if the case has a begin date of 09/01/2002 and the alternate id has an effective date of 9/15/2002 and no term date, the case will still replicate even though it starts before the alt id effective date because it overlaps with the alt id dates. Other data is replicated only if it falls within the overlap period. The case must also have a status entered.

Question: I have a chronicity record dated 11/1/2002 that shows the consumer no longer in case management so why are they still showing as missing a November CSR?
Answer: This particular clinical record may not have the case sysid attached to it. Once you identify the case it should no longer show on the report. It is also possible the record did not replicate. In which case check the items above to ensure replication should happen (i.e. Are the alternate ID dates preventing replication? Is the effective date "outside" of the case date range? Is the record tied to a case? Is there a case status? etc)

Question: I have a child that is SED other. When I change them to SED with CPST/TCM do I add a new clinical record? And how does it know which is the most current status?
Answer: Yes, you will create a new SPMI/SED (May 2002) clinical record each time a consumer's chronicity status changes. The system will get the current status based on the most current chronicity date.

Question: How do you terminate a primary diagnosis and add a new one?
Answer: Enter the termination date in the row that indicates what the primary diagnosis is (not at the top of the screen). Then click Add Axis (to the right not the bottom Add) and enter the new diagnosis data.

Question: Do we have to put a termination date on the diagnosis when the case is closed?
Answer: Yes

Question: Can we just reopen the diagnosis record if a client comes back and is given the same diagnosis from a previous case?
Answer: No, you must reenter the diagnosis so you can tie it to the new case.

Question: When I enter the case management stop reason do I just enter it on the existing SPMI/SED (May 2002) clinical record?
Answer: No, will want to add a new record so it is clear what the effective date of case management stop was. More than likely their chronicity status has changed so you would add a new clinical record with the new chronicity status and also indicate the stop reason using the appropriate effective date.

Question: When do I enter a clients Alternate ID record?
Answer: Once a client has come in for a face-to-face visit, assuming it is not a Drug and Alcohol case. The alternate id is what causes a consumer to replicate and the state only wants data on clients that are actually seen face-to-face.

Question: When payment source changes do we change the existing record or add a new record with a new clinical record effective date?
Answer: You will want to add a new clinical record, Other Status Updates (May 2002), and indicate the new payment source(s). However, you do not have to re enter the other fields.

Question: Do we need to enter CBCL scores monthly even though we administer the test twice a year?
Answer: No, you are only required to enter CBCL scores every six months.

Question: Do the effective date and global status review date on SED/SPMI and Other Status Updates clinical records have to match?
Answer: Chronicity status has it's own effective date so you do not need to update global status review date. However, if data has changed for the Other Status Updates (May 2002) record, the global status review date should be updated.

Question: How do I change a consumer id?
Answer: You must have access to the admin module. If you do, go into security and then choose update consumer/personID. Do a search on the existing consumer id and if it finds that consumer it will return you to the screen to key in the new id. Enter the new id and click change id. If the ID belongs to an AIMS consumer, then go into the Data Manager and change the ID as well. The ID must be changed in your system and in AIMS REPO or you will receive a duplicate consumer error from the EDI interpreter.

Question: I entered some data shown as missing on the "Missing CSR Updates" (or the "AIMS Exception") report and the data still shows as missing on the report the next day?
Answer: The replication process may have had an error and thus all of the data has not yet been replicated. Check to see if replication completed successfully. If replication did complete, check to make sure the record is a "replicable" record (i.e. are the alternate ID dates preventing replication? is the effective date "outside" of the case date range? is the record tied to a case? etc)

Question: Now that we have migrated, we don't need to run the prevalidation scripts anymore, Right?
Answer: Wrong, you should periodically (depending on file volume) re-run the preval scripts, to catch any errors from data entry. Or if you have data flow problems that you cannot explain, then re-run the preval scripts prior to calling TMHC.

EDI FAQ

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Question: If I have previously submitted a discharge date on someone and that date is wrong, can I just resend the admit date with a new discharge date and the previous discharge date will get overwritten?
Answer: Yes. However, changing a discharge date to a date prior to the date previously submitted may result in errors when the EDI file is run.

Question: What happens if I submit a Global Status Review Date (GSRD) that is prior to the existing GSRD on the following fields: date of birth, gender, ethnicity, Resident County, and income?
Answer: The following results will occur:
DOB - Does not get updated.
Gender - Does not get updated. The error message, "Gender Not Updated" only occurs if the gender value in the file is different from the value that is currently in AIMS.
Ethnicity - A new record is inserted.
Resident County - The existing record is updated.
Income - A new record is inserted if the GSRD does not fall within the case (episode) dates. If GSRD falls within the case dates, then the current record in AIMS will be updated (assuming there is a record present in AIMS).

Question: Does global status review date need to be sent when only sending CSR data?
Answer: No

Question: Does global status review date need to be sent when only sending service data?
Answer: No

Question: Does global status review date need to be sent when only sending chronicity data?
Answer: No

Question: What date do we use for global status review date when sending Admission data?
Answer: Same date as the admission date.

Question: What date do we use for global status review date when sending discharge data?
Answer: Same date as the discharge date.

Question: Do we send the global status review date for every new admission?
Answer: You must send the global status review date at admission if the client does not already exist in AIMS. If the client already exists, the global status review date is not required for every admission.

Question: What causes the error: overlapping admission?
Answer: This results from a file sending an admission and/or discharge that "overlaps" with an existing admission/discharge record that is currently in AIMS. For example, AIMS shows consumer A with an admission date of 11/01/2002 and no discharge date. The EDI file is sending an admission date of 11/20/2002 for consumer A.

Question: What causes the error: Client not registered on status effective date/ No Open Registration.
Answer: These both result from a date in the EDI file for a consumer that does not fall within the admission/discharge date range for the consumer. For example, consumer B has an admission date of 10/1/2002 and a discharge of 10/30/2002. The EDI file is sending a diagnosis date of 1/02/2002 for consumer B.

Question: I have a "No Open Registration" error and when I look in the file the data for that registration is correct?
Answer: Make sure there are not multiple admissions in the file. It is likely that a second admission record exists and that it has invalid data.

Question: What causes the error: Duplicate Service?
Answer: This results from an EDI file sending a service that has already been submitted in a previous EDI file.

Question: What causes the error: Required "value of status"?
Answer: This results from a missing element in the EDI file. For example, CSR data is being sent in the file but the "report period" for this data is not included in the file.

Question: What causes the error: Syntax error - invalid segment sequence error: Line no: 13…?
Answer: This results from a line in the file missing. For example, data for consumer A is contained in an EDI file but there is no admission line in the file. (The line containing the admission must always be present in the file.)

Question: What causes the error: More than one "value of status"?
Answer: This results from duplicate data being sent in the file. For example, a file contains an Acuity value of 1 for consumer A and the effective date is 10/01/2002. The file also contains an Acuity value of 3 for consumer A and the effective date is 10/01/2002.

Question: What causes the error: Invalid global status review date?
Answer: This usually results from the global status review date not being present in the file.

Question: What causes the error: Invalid code?
Answer: This results from a code in the file that is not a valid code in our system. For example, consumer A has a diagnosis in the file of "309.". Since this code is not in our system, an error occurs. It is possible that you may be sending a valid code that is not present in our system. If this is the case, please let us know so that the code may be entered into the Consortium's database. The error "Invalid Procedure code" is similar to this.

Question: What causes the warning: Reopening the registration?
Answer: This results from a consumer being sent in the file with the original admission date but without a discharge date. This means that the consumer was previously sent in an EDI file with a discharge date and that data is currently in AIMS. If this warning is ignored, the existing discharge data will be removed from the system.

Question: What causes the warning: Status data exist after discharge date?
Answer: This results from data being "outside" of the admission/discharge date range. For example, consumer A is sent in an October EDI file with an admission of 10/01/2002 and CSR data with a review date of 10/15/2002. Then in the November EDI file the same consumer is sent with a discharge of 10/01/2002 which results in the "status data" error because the 10/15/2002 CSR date is "outside" the case date range. The errors "Diagnosis exists after discharge date" and "Referrals exist after discharge date" are similar.

Question: Where can I get an example of an EDI file?
Answer: https://www.tmhc-ks.org (This is a secure site that requires a username and password.)

DATA MANAGER

Question: Do we need to inform TMHC of data changes? Such as when we change a aims_uid, or need a consumer deleted, etc.
Answer: No, you may log into the Data Manager and make the corrections yourself.

Question: Where can I find documentation on the Data Manager?
Answer: We are currently working in collaboration with other CMHC's on coming up with documentation for the Data Manager

Revised: Friday, February 09, 2007 18:33