FY27 ESR-FUNDED BY GRANT (FBG) Data Rules.pdf

BHMS DATA SPECIFICATIONS

FY27 ESR-FUNDED BY GRANT (FBG) Data Rules

5-14-2026

Note: FY27 changes to existing fields are in red text. ESRs are ONLY allowed for clients in programs that are FUNDED BY GRANTS (FBG), such as SOR, etc.

Abbreviations: “MH” is for mental health, and “SUD” is for substance use disorder

#SR-1 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 – (e.g., Ross = S) o Space 3: Letter for sex of client (M = Male, F = Female, 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

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

CSF01149481234

Rules:

Required for every record 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 SR-3 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 the client’s SSN.

Birth date in Client ID must match SR-2 DateOfBirth Birth date in Client ID must not be the same date as SR-6 DateOfService Birth date in Client ID must not be after SR-6 DateOfService Birth date must not be before 1900

#SR-2 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 every record SR-2 DateOfBirth must match date in SR-1 ClientID

Must be a valid date Must not be prior to 1900 Must not be in the future Format options o mm/dd/yyyy 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.

#SR-3 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 every record SR-3 Sex must match sex in SR-1 ClientID Must be 1, 2, or 3

#SR-4 Provider Client ID ProviderClientID Each agency may enter their 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 />

#SR-5 Agency Code AgencyCode o Enter the six-digit FUNDED BY GRANT (FBG) agency code of the provider program delivering services.

Rules:

Must be a valid FUNDED BY GRANT (FBG) program (checked against codes in the lookup table)

Must be 6 characters The data submitted is checked to see if the person logged in has rights to submit this agency code. (i.e., someone from one agency group cannot submit data for another agency group.)

#SR-6 Date of Service DateOfService Rules:

Required for every record Must be a valid date Must not be in the future Must not be before SR-2 DateOfBirth Format options o mm/dd/yyyy 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.

#SR-7 Funding Source FundingSource

1 (not a valid code) 2 (not a valid code) 3 (not a valid code)

Other (Grant-funded programs) (not a valid code)

Must be 4

#SR-8 Location of Service LocationOfService Code identifies the location where the service was provided.

1 Office 2 Community 3 Correctional Facility (Jail)

4 Inpatient 5 Homeless/Emergency Shelter 6 Faith-based (Church) 7 Primary Care/Health Care 8 Home 9 Client Job Site 10 Residential Care (not SA or MH specialty) 11 School 12 Telehealth/Telepsychiatry 13 Early Childcare Setting 14 Hospital 15 Nursing Home/Assisted Skilled Nursing Facility 16 MH Supervised Apartment 17 MH Group Home 18 RTC for Co-Occurring 19 SA Residential 20 SA Transitional Residential 21 Social Detox Facility 22 Phone 23 Other/Unknown 24 Senior Citizen Center 25 Mobile Crisis Team

Rules:

Must be 1 through 25

#SR-9 Mental Health Event Service Type MentalHealthServiceEventType 1 unit = 15 minutes unless otherwise specified

1 Clinical Assessment 2 (not a valid code) 3 Group Therapy 4 Day Treatment 5 (not a valid code) 6 Case Management 7 Group Case Management 8 Individual Rehabilitative Services 9 (not a valid code) 10 Group Rehabilitation Services 11 Individual Recreation/Socialization 12 (not a valid code) 13 Medication Management Services by Psychiatrist 14 Medication Management Services by General Physician 15 Medication Management Services by Advanced Practitioner of Nursing 16 Medication Management Services by Physician Assistant 17 Medication Management Services by RN 18 Medication Management Services by LPN 19 (not a valid code) 20 Group Recreation/Socialization

21 (not a valid code) 22 (not a valid code) 23 MH Residential (1 unit = 1 day) 24 Supported Employment 25 (not a valid code) 26 Peer Specialist - Individual 27 Peer Specialist – Group Values 28-39 (not valid codes) 40 Crisis Clinical Response Services (CCRS) 41 Acute Crisis and Diversion Services (ACDS) 42 (not a valid code) 43 Sub-Acute Crisis Residential (1 unit = 1 day) 44 Intensive Outpatient Group 45 After Hours Emergency Line 46 (not a valid code) 47 Client Engagement Services Values 48-49 (not valid codes) 50 Agency-based Individual Therapy 51 Agency-based Family Therapy 52 Community-based Individual Therapy 53 Community-based Family Therapy Values 54-58 (not valid codes)

See contract documents for service definitions Rules:

Required for every MH record Must be 1-4, 6-8, 10-11, 13-18, 20-24, 26-27, 40-41, 43-45, 47, or 50-53 MH Residential Event Service Types (23=MH Residential and 43=Sub-Acute Crisis

Residential) cannot be selected when SR-5 AgencyCode is for an outpatient FUNDED BY GRANT (FBG) program

For SUD records, field must be blank. Report as <MentalHealthServiceEventType></MentalHealthServiceEventType> or <MentalHealthServiceEventType />

#SR-10 Mental Health Event Service Units MentalHealthServiceEventUnits Rules:

Required for every MH record Must be 1 to 32 A unit can be 1 of 3 types: 1) 15 minutes (Outpatient); 2) 1 day (Residential) ; 3) 1 day

(Sub-Acute Crisis Residential) Mental Health Residential and Sub-Acute Crisis Residential services (23=MH

Residential, 43=Sub-Acute Crisis Residential should be submitted by event (1 unit=1 day); therefore only one unit per record is allowed for this service.

For SUD records, field must be blank. Report as <MentalHealthServiceEventUnits></MentalHealthServiceEventUnits> or <MentalHealthServiceEventUnits />

#SR-11 Substance Abuse Event Service Type SubstanceAbuseServiceEventType 1 unit = 15 minutes unless otherwise specified

1 Client Engagement Services 2 Clinical Assessment 3 (not a valid code) 4 (not a valid code) 5 Group Therapy 6 Intensive Outpatient Group 7 (not a valid code) 8 Women’s Intensive Outpatient Group 9 Case Management 10 Medication Management Services by Psychiatrist 11 Medication Management Services by General Physician 12 Medication Management Services by Advanced Practitioner of Nursing 13 Medication Management Services by Physician Assistant 14 Medication Management Services by RN 15 Medication Management Services by LPN 16 Social Detox (1 unit = 1 day) 17 (not a valid code) 18 Primary Residential Treatment—Adult (1 unit = 1 day) 19 Primary Residential Treatment—Adolescent (1 unit = 1 day) 20 Transitional Housing (1 unit = 1 day) 21 Peer Specialist - Individual 22 Peer Specialist – Group Values 23 – 26 (not valid codes) 27 Supported Employment Values 28 – 31 (not valid codes) 32 (not a valid code) 33 MAT for Opioid Use 34 (not a valid code) 35 Group Case Management 36 Individual Rehabilitative Services Values 37 – 45 (not valid codes) 46 SA Rehabilitative Services – Group 47 Crisis Clinical Response Services (CCRS) 48 (not a valid code) 49 After Hours Emergency Line Values 50-53 (not valid codes) 54 Agency-based Individual Therapy 55 Agency-based Family Therapy 56 Community-based Individual Therapy 57 Community-based Family Therapy Values 58-62 (not valid codes) 63 Acute Crisis and Diversion Services (ACDS) 64 Individual Activity Therapy 65 Group Activity Therapy 66 Medication Management Services (shadow)

See contract documents for service definitions

Rules:

Required for every SUD record Must be 1-2, 5-6, 8-16, 18-22, 24, 27, 32-33, 35-36, 46-47, or 49, 54-57, or 63-66 SUD Residential Event Service Types (16=Social Detox, 18=Primary Residential

Treatment – Adult, 19=Primary Residential Treatment – Adolescent, and 20=Transitional Housing ) cannot be selected when SR-5 AgencyCode is for an outpatient FUNDED BY GRANT (FBG) program.

For MH records, the field must be blank. Report as <SubstanceAbuseServiceEventType></SubstanceAbuseServiceEventType> or <SubstanceAbuseServiceEventType />

#SR-12 Substance Abuse Event Service Units SubstanceAbuseServiceEventUnits Rules:

Required for every SUD record Must be 1 to 32 A unit can be 1 of 4 types: 1) 15 minutes (Outpatient); 2) 1 day (Residential); 3) 1 day

(Social Detox); 4) 1 day (Transitional Housing) Substance use disorder residential and detox services (18=Primary Residential Treatment

– Adult, 19=Primary Residential Treatment – Adolescent, 20=Transitional Housing, and 16=Social Detox) should be submitted by event (1 unit=1 day); therefore only one unit per record is allowed for these services.

For MH records, field must be blank. Report as <SubstanceAbuseServiceEventUnits></SubstanceAbuseServiceEventUnits> or <SubstanceAbuseServiceEventUnits />