BHMS DATA SPECIFICATIONS

FY27 Crisis Data Rules

5-14-2026

FY27 Crisis Data Rules Page 1 of 10

Note: New fields for FY27 are highlighted in yellow. FY27 changes to existing fields are in red text.

T37 (BHC-Crisis) This is a temporary plan which allows a BHC to bill for services to individuals presenting with a psychiatric emergency that may result in an emergency detention or involuntary hospitalization.

This plan is meant for those individuals who are not enrolled in BHC benefit plans.

T35 (BHC-Full) If a client is enrolled in BHC-FULL, they can still be entered into the crisis module. However, the client will not be enrolled in T37 since they are already on the BHC-FULL benefit plan.

Note: A START form is entered at the beginning of the Crisis episode, and an EXIT form is entered at the end.

#CCRS-1 First Name FirstName Rules:

Required for START and EXIT forms Alpha up to 30 characters; can include spaces and hyphens, but no other special characters.

CCRS-1 FirstName first letter must match the first digit in CCRS-13 ClientID

#CCRS-2 Last Name LastName Rules:

Required for START and EXIT forms Alpha up to 30 characters; can include spaces and hyphens, but no other special characters.

Guidance on Address fields:

If you are completing a START form and do not have a client address, you may use a generic address, such as the local post office or the BHC address. This information can be updated later as the client stabilizes and is able to provide the required details.

#CCRS-3 Address Unknown AddressUnknown 0 No 1 Yes Rules:

Required for START and EXIT forms

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If client’s address is unknown, enter 1=Yes for CCRS-3 AddressUnknown and then enter a generic address in fields CCRS-4 AddressLine1, CCRS-5 AddressLine2, CCRS-6 City, CCRS-7 State, and CCRS-8 ZipCode

Must be 0 or 1

#CCRS-4 Address Line 1 AddressLine1 Street address, PO Box, etc.

Rules:

Required for START and EXIT forms If client’s address is unknown, enter 1=Yes for CCRS-3 AddressUnknown and then enter a generic address in fields CCRS-4 AddressLine1, CCRS-5 AddressLine2, CCRS-6 City, CCRS-7 State, and CCRS-8 ZipCode

Alphanumeric up to 255 characters; can include spaces and hyphens but no other special characters.

#CCRS-5 Address Line 2 AddressLine2 Apartment, Suite, Unit, etc.

Rules:

If client’s address is unknown, enter 1=Yes for CCRS-3 AddressUnknown and then enter a generic address in fields CCRS-4 AddressLine1, CCRS-5 AddressLine2, CCRS-6 City, CCRS-7 State, and CCRS-8 ZipCode

Enter CCRS-5 AddressLine2 if applicable Leave CCRS-5 AddressLine2 blank if not applicable. Report as

<AddressLine2></AddressLine2> or <AddressLine2 /> Alphanumeric up to 255 characters; can include spaces and hyphens but no other special characters.

#CCRS-6 City City Rules:

Required for START and EXIT forms If client’s address is unknown, enter 1=Yes for CCRS-3 AddressUnknown and then enter a generic address in fields CCRS-4 AddressLine1, CCRS-5 AddressLine2, CCRS-6 City, CCRS-7 State, and CCRS-8 ZipCode

Alpha up to 100 characters

#CCRS-7 State State Rules:

Required for START and EXIT forms If client’s address is unknown, enter 1=Yes for CCRS-3 AddressUnknown and then enter a generic address in fields CCRS-4 AddressLine1, CCRS-5 AddressLine2, CCRS-6 City, CCRS-7 State, and CCRS-8 ZipCode

Must be a valid state abbreviation

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Alpha 2 characters

#CCRS-8 Zip Code ZipCode Rules:

Required for START and EXIT forms If client’s address is unknown, enter 1=Yes for CCRS-3 AddressUnknown and then enter a generic address in fields CCRS-4 AddressLine1, CCRS-5 AddressLine2, CCRS-6 City, CCRS-7 State, and CCRS-8 ZipCode

5 or 9 digits

#CCRS-9 Phone Number PhoneNumber Rules:

Can be blank if unknown. Report as <PhoneNumber></PhoneNumber> or <

PhoneNumber /> 10 digits (digits only)

#CCRS-10 Email Email Rules:

Alphanumeric up to 50 characters Can include dots and underscores Need to follow standard email format. In Ex: XXX_XX@test.com Can be blank if unknown. Report as <Email></Email> or < Email /> Alphanumeric up to 50 characters

#CCRS-11 Citizenship Citizenship Is the crisis client a US citizen?

1 Yes

No Unknown

Rules:

Required for START and EXIT forms Must be 1, 2, or 9

#CCRS-12 Citizenship Verification CitizenshipVerification Has the crisis client’s US citizenship been verified?

1 Yes

No Unknown

Required for START and EXIT forms

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Must be 1, 2, or 9

#CCRS-13 Client ID ClientID Enter the 14-digit (letters and numbers) Client Identification Number. That number is derived by using the following State-approved procedure:

o Space 1: First letter of client’s first name (e.g., Charlotte = C) o Space 2: Last letter of client’s last name o Space 3: Letter for the sex of client (M = Male, F = Female, or U = Unknown) o Space 4 & 5: Two-digit number for birth month of client (e.g., January= 01, November =

11).

o Space 6 & 7: Two-digit number for birth day of client (e.g., 14th day of month=14) o Space 8, 9 & 10: Birth century of client (one digit number in space 8 which is the second digit of the century date, e.g., second digit of century in 1948 = 9; plus birth year in spaces 9 & 10, e.g., birth year of person born in 1948 = 48).

o Space 11 - 14: Last 4 digits of the client’s Social Security Number, if unavailable use “0000”

Using the examples above, the Client Identification Number using this system would be:

CSF01149480000.

Rules:

Required for START and EXIT forms First 2 spaces of Client ID can be any alpha character (A-Z or a-z).

Third space of Client ID must be F, M, or U (or f, m, or u).

Third space designation of sex must match CCRS-15 Sex.

Last 11 spaces of Client ID must be a number 0-9 Last 4 spaces of Client ID must match last 4 characters of CCRS-17

SocialSecurityNumber (use zeros if unknown) Birth date in Client ID must match CCRS-14 DateOfBirth Birth date in Client ID must not be the same date as CCRS-19 StartDate Birth date in Client ID must not be after CCRS-19 StartDate Birth date must not be before 1900 The first digit of CCRS-13 ClientID must match the first letter of CCRS-1 FirstName

#CCRS-14 Date of Birth DateOfBirth The date of birth of the client - enter two digits for birth month (e.g., April = 04), two digits for day of the month on which person was born (e.g., the 14th day of the month = 14) and four digits for the century and year in which person was born (e.g., 1962 = 1962).

Rules:

Required for START and EXIT forms CCRS-14 DateOfBirth must match date used in CCRS-13 ClientID Must not be prior to 1900 Must not be in the future Format options o mm/dd/yyyy

FY27 Crisis Data Rules Page 5 of 10 o mm-dd-yyyy o mm,dd,yyyy o mmddyyyy o yyyy/mm/dd o yyyy-mm-dd o yyyy,mm,dd

NOTE: The above date formats are those that are permitted in both the online system and through upload. Additional formats are allowable through upload. Some of these formats are: mm dd yyyy, yyyy mm dd, yyyy October dd (or any other month in place of October), January 1 2008.

#CCRS-15 Sex Sex The client's immutable biological classification as either male or female. (Changed to reflect updated HHS guidance.)

1 Male 2 Female 3 Unknown Rules:

Required for START and EXIT forms CCRS-15 Sex must match the sex in CCRS-13 ClientID Must be 1, 2, or 3

#CCRS-16 Provider Client ID ProviderClientID Each agency may enter its own client ID here for agency cross-check and internal audit. It is essential that these ID’s remain the same for a specific client.

Rules:

Alphanumeric up to 30 characters; can include hyphens and spaces, but no other special characters No value or not available should be reported as

<ProviderClientID></ProviderClientID>or<ProviderClientID />

#CCRS-17 Social Security Number SocialSecurityNumber Must be 9 digits Rules:

Required for START and EXIT forms If known, must be 9 characters, and the last 4 characters must match last 4 characters of

CCRS-13 ClientID If unknown, the last 4 characters of the CCRS-13 ClientID must be 0000 and CCRS-17

SocialSecurityNumber must be 000000000.

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#CCRS-18 Location Code LocationCode o Enter the state-assigned four-digit code of the provider location delivering services.

Rules:

Required for START and EXIT forms Must have a valid location code (checked against codes in the lookup table) Must be 4 characters The data submitted is checked to see if the person logged in has rights to submit this location code. (i.e., someone from one agency cannot submit data for another agency)

#CCRS-19 Start Date StartDate Rules:

Required for START forms.

Can be blank on EXIT form. Report as <StartDate></StartDate>or<StartDate /> If present on EXIT form, must match date entered on START form.

Must be a valid date Must not be in the future Must not be before CCRS-14 DateOfBirth CCRS-19 StartDate and CCRS-21 ExitDate cannot be the same date CCRS-19 StartDate cannot be after CCRS-21 ExitDate Format options o mm/dd/yyyy o mm-dd-yyyy o mm,dd,yyyy o mmddyyyy o yyyy/mm/dd these formats are: mm dd yyyy, yyyy mm dd, yyyy October dd (or any other month in place of October), January 1, 2008.

#CCRS-20 Crisis Status CrisisStatus Identify the status of the client at start of Crisis episode 1 Danger to Self 2 Danger to Others

Rules:

Required for START forms.

Can be blank on EXIT form. Report as <CrisisStatus></CrisisStatus>or<CrisisStatus /> If present on EXIT form, must match value entered on START form.

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Must be 1 or 2

#CCRS-21 BHCFULLClient BHCFULLClient Is the client on a current BHC-FULL plan?

1 Yes 2 No Rules:

Required for START forms.

Can be blank on EXIT form. Report as < BHCFULLClient ></ BHCFULLClient >or<

BHCFULLClient />

#CCRS-22 MHOPBillingTaxonomy MHOPBillingTaxonomy Identify the taxonomy the Crisis client is in.

1 Yes 2 No Rules:

Required for START forms.

Can be blank on EXIT form. Report as < MHOPBillingTaxonomy ></

MHOPBillingTaxonomy >or< MHOPBillingTaxonomy /> At least one of the taxonomy fields (CCRS-22 MHOPBillingTaxonomy, CCRS-23

SUDOPBillingTaxonomy, CCRS-24 MHRESBillingTaxonomy, and CCRS-25 SUDRESBillingTaxonomy) must be marked 1=Yes

If a change needs to be made to one of the Billing Taxonomy fields (remove one or add one), use the online edit form and make your updates there

Must be 1 or 2

#CCRS-23 SUDOPBillingTaxonomy SUDOPBillingTaxonomy Identify the taxonomy the Crisis client is in.

1 Yes 2 No Rules:

Required for START forms.

Can be blank on EXIT form. Report as < SUDOPBillingTaxonomy ></

SUDOPBillingTaxonomy >or< SUDOPBillingTaxonomy /> At least one of the taxonomy fields (CCRS-22 MHOPBillingTaxonomy, CCRS-23

SUDOPBillingTaxonomy, CCRS-24 MHRESBillingTaxonomy, and CCRS-25 SUDRESBillingTaxonomy) must be marked 1=Yes

If a change needs to be made to one of the Billing Taxonomy fields (remove one or add one), use the online edit form and make your updates there

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#CCRS-24 MHRESBillingTaxonomy MHRESBillingTaxonomy Identify the taxonomy the Crisis client is in.

1 Yes 2 No Rules:

Required for START forms.

Can be blank on EXIT form. Report as < MHRESBillingTaxonomy ></

MHRESBillingTaxonomy >or< MHRESBillingTaxonomy /> At least one of the taxonomy fields (CCRS-22 MHOPBillingTaxonomy, CCRS-23

SUDOPBillingTaxonomy, CCRS-24 MHRESBillingTaxonomy, and CCRS-25 SUDRESBillingTaxonomy) must be marked 1=Yes

If a change needs to be made to one of the Billing Taxonomy fields (remove one or add one), use the online edit form and make your updates there

Must be 1 or 2

#CCRS-25 SUDRESBillingTaxonomy SUDRESBillingTaxonomy Identify the taxonomy the Crisis client is in.

1 Yes 2 No Rules:

Required for START forms.

Can be blank on EXIT form. Report as < SUDRESBillingTaxonomy ></

SUDRESBillingTaxonomy >or< SUDRESBillingTaxonomy /> At least one of the taxonomy fields (CCRS-22 MHOPBillingTaxonomy, CCRS-23

SUDOPBillingTaxonomy, CCRS-24 MHRESBillingTaxonomy, and CCRS-25 SUDRESBillingTaxonomy) must be marked 1=Yes

If a change needs to be made to one of the Billing Taxonomy fields (remove one or add one), use the online edit form and make your updates there

Must be 1 or 2

#CCRS-26 Exit Date ExitDate Rules:

Required for EXIT forms.

Must be blank on START form. Report as <ExitDate></ExitDate> or <ExitDate /> Cannot be more than 60 days from CCRS-19 StartDate Must be a valid date Must not be in the future Must not be before CCRS-14 DateOfBirth CCRS-19 StartDate and CCRS-26 ExitDate cannot be the same date CCRS-26 ExitDate cannot be before CCRS-19 StartDate

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Format options o mm/dd/yyyy o mm-dd-yyyy o mm,dd,yyyy o mmddyyyy o yyyy/mm/dd these formats are: mm dd yyyy, yyyy mm dd, yyyy October dd (or any other month in place of October), January 1 2008.

#CCRS-27 Exit Reason ExitReason 1 Stabilized and moving into another level of care within the BHC system 2 Stabilized but does not want to continue treatment within the BHC system

Stabilized but is rejecting further treatment Involuntary Hospitalization Emergency Detention Death by suicide Death (causes other than suicide) No Show Other Unknown

Required on EXIT forms Must be blank on START form. Report as <ExitReason></ExitReason> or

<ExitReason/> Must be 1 through 10

Important Guidelines

• If the START form includes the SSN, it has all of the information needed to verify whether or not the client is already enrolled in a benefit plan (Medicaid or BHC-Full). If the client is already enrolled, the START form will be rejected in BHMS and all claims should be submitted under the existing benefit plan.

• All services offered on the BHC-Full benefit plan are available for Crisis clients under the T-37 (BHC-Crisis) episode.

• If you are completing a START form and do not have a client address, you may use a generic address, such as the local post office or the BHC address. This information can be updated later as the client stabilizes and is able to provide the required details.

• Services for Crisis clients are submitted as claims, and the service dates must be within the Start and Exit dates of the Crisis episode.

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• The T-37 (BHC-Crisis) episode covers services for 60 days. Therefore, the length of the Crisis episode (from Start Date to Exit Date) cannot exceed 60 days.

• A Crisis episode will incur a system discharge at 61 days past the Start date if no Exit form has been submitted. A tickler in BHMS will provide a list of system-discharged Crisis episodes to inform providers which Exit forms still need to be submitted. (The important data needed on Exit forms is the Exit Reason.)

• Crisis clients cannot have more than 2 Crisis episodes (i.e., T-37 BHC-Crisis) in the same calendar year (if the episode crosses calendar years, it is counted in the year it started). BHMS will reject a third START form from being submitted for the same client in the same calendar year (even if different agencies have provided the services).

• Every effort should be made to enroll Crisis clients into regular treatment after they are stabilized, so it is important to collect MIS information (including remaining eligibility components) and have the client submit a Medicaid application as soon as possible.

• If a Crisis client becomes a regular client, the data can be merged in BHMS.