4-Attachment C - CRISIS and STABILIZATION SPEC 2023 (DHHS26085).pdf

CRISIS and STABILIZATION SERVICES

File Format and Definitions

FY2023

Effective 7/1/2022

Department of Human Services

Created 6/12/2018

Change Log

DATE AUTHOR VERSION NOTES

6/30/2021 Kristin Swenson, Terry Barker .04 Added 13 (returned home) option to End_of_service_location field

7/10/2020 Kristin Swenson, Terry Barker .03 Made the County field required

6/19/2020 Kristin Swenson, Terry Barker .02 Removed the 97 (unknown) option from Emergency Indicator Field.

6/19/2020 Kristin Swenson .01 Removed requirement to round time to the nearest quarter hour

Introduction

This data specification is for information gathered by

• Local Mental Health Authorities and other agencies contracted by Department of Human Services to provide regional administration for the Stabilization and Mobile Response (SMR) program;

• Local Mental Health Authorities and other agencies contracted by DSAMH to provide Mobile Crisis Outreach Team (MCOT) services; and

• Local Mental Health Authorities providing crisis services through Receiving Centers (RC).

Comma-separated values (CSV) files, containing all records from the previous month, will be transferred from the regional administrator (SMR) on or before the 20th day of each month, or from Local Authorities or other providers (MCOT and RC) to Division of Substance Abuse and Mental Health on or before the last day of each month.

CSV File Generation Guidelines

1. All files should be submitted without a header row.

2. Non-required fields must either be blank or contain a valid value.

3. Commas are not allowed within the data in any field. (Commas are column delimiters.)

4. Do not use quotation marks in any fields.

5. Do not insert blank lines between rows of data.

File Processing Sort Rules

Sort as follows with subsequent sort rules applying within the ‘parent’ sort rule:

-Sy_trans_type_cd (Delete, Add and then Change)

-ProviderID (numeric ascending)

-SMR_ClientID (alphanumeric ascending)

-Provider_ClientID (alphanumeric ascending)

-EventDate (descending)

Filename Protocol

Uploaded filenames will be formatted to identify the service (CrisisStab), followed by the mental health or SMR-MCOT provider ID, followed by the fiscal year and quarter, followed by the year and date of the upload, followed by the daily sequence (upload attempt number for the given date), with underscore separators. The file name format is CrisisStab_NN_YYYYQQ_YYYMMDD_01.CSV. A filename example for a first file sent from Davis Behavioral Health during January of 2020 is CrisisStab_03_2020Q3_20200105_01.csv.

Upload will only be allowed only if a filename is valid. Only Contracted SMR Administrators can submit SMR data. All providers with MCOT services or Receiving Center services may submit MCOT data or RC data.

Definitions

Identified Client

SMR--Calls to the SMR phone line may be made by parents, caregivers or other concerned parties. SMR callers must identify a child, age 20 or younger, as the identified client who is the focus of the intervention.

MCOT--Identified Client for MCOT may include anyone in crisis across the lifespan that receives services from MCOT.

RC—Identified Client for RC may include anyone in crisis across the lifespan that received services from a Receiving Center.

Event

SMR--An SMR event is a transaction between a SMR staff member, or contracted provider of an SRM regional administrative agency and the identified SMR client or identified client’s caregiver(s). Every call to the SMR phone line is an event, as is every mobile response, stabilization and post-stabilization contact associated with the SMR program.

MCOT--Event for MCOT entails either a mobile crisis response from a team including a licensed mental health clinician and a peer support specialist or equivalent, or a follow-up service offered for a minimum of 60 days post-crisis.

RC—Event for RC entails any service provided, in person, at a Receiving Center.

Resolution

At the end of each SMR event, the staff member or contracted provider will code the event as resolved or unresolved. Events coded as resolved indicate that no further action is anticipated by the SMR team.

Unresolved events are open cases in which Mobile Response teams are deployed, referrals are made to Stabilization services or Stabilization services are on-going.

Stage of Engagement

● Stage 01: Triage (SMR only)—any phone call made to the SMR line about an identified client not yet referred to either Mobile Response or Stabilization services or about a previously identified client who was coded as Resolved at the last event.

● Stage 02: Mobile Response—SMR: any open-case event related to an identified client after the identified client received a triage code initiating a Mobile Response service (i.e., 1-hour response, 24-hour response or 72-hour response) and prior to any Stabilization events.

MCOT: any MCOT service provided as a crisis response by a two-person MCOT team.

● Stage 03: Stabilization (SMR only)—any open-case event in which the identified client has been referred to Stabilization services but has not yet entered the Post-Stabilization phase.

● Stage 04: Post-Stabilization—SMR: any open-case event after the Identified Client completes stabilization services and agrees to post-stabilization follow-up and before a subsequent event is marked as resolved. MCOT: any post-crisis stabilization services provided w/in 60 days of the Mobile Response service.

Emergency Indicator

This indicator should be set to yes when a service is provided on an immediate or unscheduled basis and deals with a psychological emergency of a patient. Routine informational calls handled by crisis staff are not to be reported as crisis/emergency. Examples of behaviors targeted by crisis/emergency services are suicide attempts, violent family fights, panic attacks, uncontrollable behavior and other behaviors that are a threat to self or others.

Client Name Validation Rules:

**Same as DSMH mental health spec FY2020** *Use legal names rather than nicknames*

SMR file will have fields for the following parts of a name:

● Last name

● First name

● Middle name

Names can be entered in either upper case, lower case, or a mix.

Spaces: Allowed in first and middle names. NOT allowed in last names.

Example: Mc Donald should be entered as McDonald D La Cruz should be entered as DeLaCruz Example: Le Ann Mary Ann Mc Cartney Can be entered as:

First: Le Ann Middle: Mary Ann Last: McCartney

Hyphens: Allowed in first, middle, and last names. The hyphen is only allowable punctuation character allowed.

Examples:

(last name) Smith-Jones should be entered as Smith-Jones (first name) Jo-Ann should be entered as Jo-Ann (last name) O’Rilley should be entered as ORilley (last name) St. James should be entered as StJames (first name) D’Ann should be entered as Dann or D Ann

Numeric characters: Not allowed in any names

First name is an initial: The initial can be entered in the first name field but no periods.

Middle name: If there is no middle name or it is not available, leave blank. Supply the full legal middle name where possible and the middle initial if that is all that is available. Periods are not allowed.

Second name: Enter the second name in the middle name filed

Example: J. Edgar Hover First name: J (no period) Middle name: Edgar Last name: Hoover

Titles, Prefixes, Suffixes: not allowed

Naming rules synopsis:

Character Last Name First and Middle Names

Alpha characters Allowed Allowed

Hyphens Allowed Allowed

Spaces Not allowed Allowed

Apostrophe Not allowed Not allowed

Numeric characters Not allowed Not allowed

Unknown Clients:

Occasionally, the nature of the crisis will result in a situation where the identity of a client receiving MCOT services or services at a Receiving Center is unknown. In situations were the identity of a client cannot be determined prior to the end of the episode, the following identifiers may be entered as default. Provider_ClientID(3) = 66666666; FirstName(5) = “AKA”; LastName(6) = “Alias”; Gender(8)= 3;

DOB(9) = “01/01/1919”; County(10)= 097.

Applies to: Field Field Name Description Codes/Allowed

Values Format Required Notes

ALL 1

Program_Indicator

Identifies the service recipient as an SMR client ( 1), an MCOT client ( 2) or a receiving center client (3)

1 = SMR

2 = MCOT

3=RC

Numeric(1) Yes

SMR ONLY 2 SMR_ClientID Client identifier unique to SMR services

String varchar(15) No Required if (1) Program_Indicator =1

Client ID to be unique within the provider. It must not be reassigned to another client of the same provider.

MCOT and RC 3 Provider_ClientID Client identifier unique to service provider

String varchar(15) No Required if

(1)Program_Indic ator>1

ALL 4 Service_Event_ID Provider event record ID number

String value that uniquely identifies a client string(50) Yes Use a unique ID for every event record.

Format Required Notes event for the provider.

ALL 5 FirstName First name of the individual who is the focus of the intervention.

Only characters specified in MH Data Definitions string(25) Yes See client name validation rules.

ALL 6 LastName Last name of the individual who is the focus of the intervention.

Only characters specified in MH Data Definitions string(30) Yes See client name validation rules.

ALL 7 MiddleName Middle name of the individual who is the focus of the intervention.

Only characters specified in MH Data Definitions string(25) No See client name validation rules.

ALL 8 Gender Gender of the individual who is the focus of the intervention.

1=Male

2=Female

3=Non-binary number(1) Yes

ALL 9 DOB Date of birth of the individual who is the focus of the intervention.

Legal date

01/01/0007 if “unknown” string(10)

MM/DD/YYYY

Yes Unknowns required to be <5%

Format Required Notes

ALL 10 County County of residence at time of initial call

001=Beaver 003=Box Elder 005=Cache 007=Carbon 009=Daggett 011=Davis 013=Duchesne 015=Emery 017=Garfield 019=Grand 021=Iron 023=Juab 025=Kane 027=Millard 029=Morgan 031=Piute 033=Rich 035=Salt Lake 037=San Juan 039=Sanpete 041=Sevier 043=Summit 045=Tooele 047=Uintah 049=Utah 051=Wasatch 053=Washington 055=Wayne 057=Weber 097=Unknown string(3) Yes

Format Required Notes

ALL 11 Race Race of the individual who is the focus of the intervention.

01=Alaskan Native 02=American Indian 03=Asian 04=Native Hawaiian or Other Pacific Islander 05=Black/African American 06=White 07=Unknown 08=Two or more races 00=Other single race number(2) No Required if (1)Program indicator=3 or if (15) Stage_of_Engagm ent>1

ALL 12 Hispanic Hispanic or Latino origin of the individual who is the focus of the intervention.

Y=Yes N=No 97=Unknown string(2) No Required if (1)Program indicator=3 or if (15)Stage_of_Enga gment>1

Format Required Notes

ALL 13 Language Preferred language of the family (SMR) or individual (MCOT) who is the focus of the intervention.

00-English 01=American sign language 02=Arabic 03=Bosnian 04=Cambodian 05=Chinese 06=Croatian 07=Farsi 08=French 09=Greek 10=German 11=Italian 12=Japanese 13=Kurdish 14=Laotian 15=Native American: Navajo 16=Native American: Ute 17=Russian 18=Samoan 19=Serbian 20=Somali 21=Spanish 22=Swahili 23=Tibetan 24=Tongan 25=Vietnamese 26=Zulu 27=Other 97=Unknown string(2) No Required if (1)Program indicator=3 or if (15)Stage_of_Enga gment>1

Format Required Notes

ALL 14 Insurance Medical insurance category of the individual who is the focus of the intervention.

01=Private insurance 03=Medicare 04=Medicaid 06=Other 07=Unknown 08=None

09=CHIP

number(2) No Required if (1)Program indicator=3 or if (15)Stage_of_Enga gment>1

SMR and MCOT 15 Stage_of_Engageme nt

Phase of engagement when service was provided

01=Triage 02=Mobile crisis outreach 03=Stabilization 04=Follow up number(2) No Required if (1)

<3.

If

Program_Indicator =2, (15) Stage_of_Engage ment must =2 or

MCOT and RC

16 Primary Presenting Concerns

Primary reason for MCOT call out or admission to receiving center

1= Suicidal risk 2=Harm to self 3=Harm to others 4=substance use 5=Psychosis or grave disability concern number(2) No Required if (1) Program-Indicator =2 and (16)Stage_of_enga gement=2

Format Required Notes

6=Situational stress 7=Informational 8=Other or

If(1) Program-indicator =3

MCOT and RC

17 Secondary Presenting Concerns

Primary reason for MCOT call out or admission to receiving center

1= Suicidal risk 2=Harm to self 3=Harm to others 4=substance use 5=Psychosis or grave disability concern 6=Situational stress 7=Informational 8=Other number(2) No

SMR ONLY 18 Triage_Assessment Assessment of need at time of triage call.

01=911 emergency 02=1-hour response 03=24-hour response 04=72-hour response 05=Stabilization only number(2) No Required if (15) Stage_of_Engage ment =1.

Format Required Notes

06=Information only

07=MCOT crisis 98=Not Applicable

SMR ONLY 19 Resolved At the end of the event, was the case closed (resolved=Yes) or were further actions expected (resolved=No)?

Y=Yes N=No string(2) No Required if (1)Program_indica tor=1

ALL 20 ProviderID Provider Identifier (DSAMH Facility Identifier or other created for contractors)

State assigned MH Provider ID string(15) Yes

Identifies the provider of the service using the state assigned provider ID. IDs are always at least 2 characters in length.

ALL 21 EventDateTime Date and time of service

Legal date and time string(19)

MM/DD/YYYY

hh:mm:ss

Yes EventDateTime for receiving centers is time of arrival

Format Required Notes

ALL 22 EventDuration Duration of service in hours

Number of hours Number(6,2)

00NN.NN

Yes Hours must be expressed as decimal fractions (i.e., one hour and 45 minutes=1.75).

MCOT ONLY 23 ResponseTimeToDe stination

Elapsed time from request to arrival at destination

Numbers Number(6,2)

00NN.NN

No Required if (1) Program_Indicator ) = 2 and (15) Stage_of_engage ment =2 and (24) Service Delivery = 2 or 4.

Hours must be expressed as decimal fractions (i.e., one hour and minutes=1.75).

ALL 24 Service Delivery Manner and setting through which service was delivered.

01=Phone -service delivered via phone 02=Client's home—mobile response to client’s home 03=In office-client treated in-person at provider’s number(2) No Required if (1)Program_indica tor<3

Format Required Notes office or facility 04=In community-mobile response to any place other than the client’s home 05=Virtual/telehe alth-service delivered via remote technology including telehealth

SMR ONLY 25 Emergency Indicator Emergency Indicator

Y=Yes N=No string(2) No Required if (1)Program_Indica tor=1

See Emergency Indicator description under Definitions.

ALL 26 Initiator_of_episode person who made the initial call for SMR, Source of call-out for MCOT, or brought client to receiving center for RC

01 = Parent 02 = Identified client 03 = Other family member or friend 04 = Physician or medical facility number(2) No Required if (1) Program_Indicator =1 and (15) Stage_of_engage ment =1

Or if

Format Required Notes

05 = Social or community agency 06 = Educational system 16=law enforcement officer 17=courts or corrections 08 = Private psychiatric/menta l health program 09 = Public psychiatric/menta l health program 10 = Clergy 11 = Private practice mental health professional 12= Stabilization worker 13=Utah Crisis Line 14=Dispatch/911 15 = Other persons or organizations 97 = Unknown 98= Not Applicable

=2 and (15)Stage_of_Enga gement=2

Or if

(1)

= 3

Format Required Notes

SMR ONLY 27 UFACET_completed Has a UFACET been completed?

Y=Yes N=No string(2) No Required if (15)Stage_of_Enga gment=3

SMR ONLY 28 Outcome_assessme nt_completed

Was the Outcome assessment completed during this service?

Y=Yes N=No string(2) No Required if (15)Stage_of_Enga gment=3

ALL 29 End_of_service_loca tion

At the end of the service, where was the client or where was the client expected to go?

13=Went home 01=Remained at home 02=Went to Hospital/ER 31=Went to Residential (substance Use) 32=Went to residential (mental health) 04=Went to Detention/Jail 05=Went to Emergency shelter/Homeless shelter 06=Went to home of friend or family 07=Went to Foster/Proctor placement 08=Individual went missing or number(2) No Required if (1)Program_Indica tor=1 And (15)Stage_of_Enga gement>1 and

(24) Service Delivery >1

Or if

(1)Program_Indica tor=2 and ment=2

(1)Program_Indica tor=3

Format Required Notes left without discharging 09=Went to other 10=Went to Access center/23 hour crisis bed

(MCOT

only)/receiving center 11=Went to Detox (outside of ER) 12=Remained in place

(29) End of service location is not Null

All 30 End of service location2

If answer to (29) End of service location was 9 please clarify response string(30) No Required if (1) (29)End of service location=9 (other)

ALL 31 Law_enforcement_i nvolved

SMR: Between end of previous service (if applicable) and the end of current service, what was the interaction with LE?

MCOT: Between taking the call and ending the client interaction, what

01=No law enforcement was involvement 02=Law enforcement was involved but no charges are filed 03=Law enforcement was involved and charges were filed 04=Family (or provider) doesn't know if law number(2) No Required if (1)Program_Indica tor=1 And Stage_of_Engage ment>1 and (24) Service Delivery >1

Or if

(1)Program_Indica tor=2 and ment=2

Format Required Notes was LE involvement?

RC: Between the client’s arrival and discharge, what was LE involvement?

enforcement was involved or not

Or if (1)Program_Indica tor=3 or if

Or if (31) Law_enforcement _involved is not Null

ALL 32 Perception_of_alter native

"If this service were not available , what do you think the most likely result would have been? "

01=Remain at home 02=Call law enforcement or 03=Hospital/ER 04=Detention/Jail 05=Emergency Shelter/Homeless Shelter 06=Foster or proctor home 07=Youth run away 08=Youth stay with other family member 09=Seek information in another way 27=Other 10=Call child welfare number(2) No Required if (1)SMR_Flag=Y(es) Program_Indicator =1 And Stage_of_Engage ment>1 and (24) service delivery >1

Or if

(1) Program_Indicator =2 and (15)Stage_of_Enga gement=2

Or if (1)Program_Indica tor=3

Or if (32) perception of

Format Required Notes alternative is not Null

ALL 33 Peception_of_altern ative2

If answer to Perception_of_Alt ernative was 27 please answer response string(30) No Required if (32)Perception_of _Alternative=27 (other)

SMR ONLY 34 Outcome_ladder_pr esent

Item score from outcome assessment

1 through 10 =item score number(2) No Required if (28)Outcome_asse ssment_complete d=Y(Yes)

SMR ONLY 35 Outcome_ladder_fu ture

Item score from outcome assessment

1 through 10 =item score number(2) No Required if (28)Outcome_asse ssment_complete d=Y(Yes)

RC ONLY 36 Drop_Off_Time How long the law enforcement officer spent at the receiving center

Number of hours Number(6,2)

00NN.NN

No Required if (1)Program_Indica tor=3 and (26) Initiator of episode =16

Hours must be expressed as decimal fractions (i.e., one hour and

Format Required Notes minutes=1.75).

ALL 37 sy_trans_type_cd System Transaction Type Code

A-Add D-Delete C-Change string(1) Yes