Program Participation System ( pps) mh/aoda batch Upload Release Notes updated october 18, 2013

Duplicate record ID’s will be allowed between counties’ data files, but will not be allowed within a single county data file. Previously, the following error would occur when two counties were using the same Record ID: “The associated with the provided does not match with the for the same 'Record ID' in the PPS system. Please validate that no duplicate is provided.” Now, this error will only occur when duplicate Record IDs are detected within a single county’s batch data file.

The submission of service SPC dates will now be allowed in any order. Previously, the following error would occur if services were submitted out of date order within a batch file or across batch files: “'Episode End Reason' must be provided when 'Episode End Date' has a value in the database or specified in the XML file. Please provide the 'Episode End Reason ()'.” Now, service dates may be submitted in any order at any time as long as they are within the Episode Start and End Dates.

A few service SPC codes will now be available to report in hours AND days. County feedback indicated that a few services were collected or billed for in both hours and days depending on the situation. Previously, the PPS system restricted each service to be reported in either hours or days, not both. Now, the PPS system will allow only the following 5 services to be reported in both hours and days by providing a different SPC code for each. Please note that Respite Care is only available for reporting in the mental health data system.

New codes to be offered include:
103.10 Respite Care (Days)

104.10 Supportive Home Care (Days)

501.10 Crisis Intervention (Days)

510.10 Comprehensive Community Services (Hours)

511.10 Community Recovery Services (Days)
Modified descriptions of these existing SPC codes below are now included in PPS documentation. Reporting of service units for these SPC’s remains the same and is still restricted to the units specified in parentheses.
103 Respite Care (Hours)

104 Supportive Home Care (Hours)

501 Crisis Intervention (Hours)

510 Comprehensive Community Services (Days)

511 Community Recovery Services (Hours)

December 7, 2012 releases
58872 - MH/AODA: County of Residence

The County of Residence field is no longer required if the consumer’s address is out of state. Thus, if the “State” field = Minnesota, Iowa, etc., then the requirement for County of Residence is released.

The Commitment Status Review Date is designed to be entered as a date in the future when the commitment status of a client is scheduled to be reviewed again, but future dates were generating errors in batch file submissions. Future Commitment Status Review Dates are now accepted without error.

The “MH Consumer Status” fields are now required when new enrollment data is submitted for a client. This has always been the policy, but the requirement had not been built into the batch file acceptance process until now. Data for the “MH Consumer Status” fields are only necessary to collect and submit for clients with a value of either “H” or “L” in the BRC Target Population field (i.e. clients with serious needs). The following are the “MH Consumer Status” fields:

Data for the required fields listed in the table above must now be submitted with any new client record. When a new episode is opened, the first data record submitted for the new client episode must contain data for the six required MH Consumer Status fields or else the submission will generate an error (similar to the race or gender fields). The fields listed as optional in the table above are available to submit for “H” or “L” clients, but are not required.

The Target Group field is changed to be an optional field.

The following new SPC Closing Reason code was added:  “19=Service is continuing”.

This code should be used when closing a daily service encounter although the same type of service encounters will continue next week, next month, etc. The code should also be used when closing a bundle of service units for a month/quarter, but the service will continue next month/quarter. Because this new SPC Closing Reason is actually not for a “closed” service, the requirement to complete the 5 AODA Closing Status fields is released when the closing reason = 19.  The 5 AODA Closing Status fields are AODA use, arrests, employment, living arrangement, and support group attendance.

59317 - MH only: SPC and Episode Closing Reasons

The following SPC and Episode Closing Reasons for the MH module have been renumbered to match the previous HSRS codes when possible. The code for “Death” is the exception which could not be changed to match the previous HSRS code.

11 = No probable cause

12 = Death

59317 - MH/AODA: MCI Clearance Process

The requirements for finding matching MCI’s through the MCI clearance process have been slightly relaxed. Client middle names submitted by a county that conflict with the State DHS database will no longer produce a partial match for counties to resolve. Counties that submit client information through the MCI clearance process to find an existing MCI for a client should now find an increased rate of matches.

Corrected XML tags for the Employment Status and Employment Level fields to match the encounter field definitions for Employment Status and Employment Level. Code values for the Employment Status field were corrected to the current version as written in the Data Dictionary.

Edit established so that future dates cannot be uploaded in the SPC End Date field.

Edit established so that the Primary MH Axis I or II diagnosis code is the only required diagnosis field. All other MH or Medical Condition diagnoses may be entered, but cannot be saved without a Primary MH Axis I or II diagnosis being entered.

Modified edit so that the following fields are not required for SPC’s in Group 1, Group 2, and Group 4: 1) SPC end reason, and 2) the closing status data fields including AODA Use, Support Group Attendance, Employment, Arrests, and Living Arrangement.

1. 
   The hyphen (-) character in the first name and last name fields is now accepted in the batch upload.