Project Description



Treat First File Interface SpecificationVersion 1.0Table of Contents TOC \o "1-3" \h \z \u 1.Project Description PAGEREF _Toc467240574 \h 31.1Background PAGEREF _Toc467240575 \h 32.File Information PAGEREF _Toc467240576 \h 32.1File Transfer Options PAGEREF _Toc467240577 \h 32.2File Format PAGEREF _Toc467240578 \h 32.3Error Handling PAGEREF _Toc467240579 \h 32.4Contact Information PAGEREF _Toc467240580 \h 33.Data Files PAGEREF _Toc467240581 \h 43.1Client Registration File PAGEREF _Toc467240582 \h 43.2Follow-up File PAGEREF _Toc467240583 \h 63.3Notes PAGEREF _Toc467240584 \h 73.4Visit File PAGEREF _Toc467240585 \h 74.Document Properties PAGEREF _Toc467240586 \h 84.1Revision History PAGEREF _Toc467240587 \h 8Project DescriptionBackgroundThe New Mexico State Behavioral Health Services Division requires the ability to capture client registration, visit, follow-up, and notes and in BHSDSTAR for the Treat First program. This document describes the file specifications required to upload the data from an external system to BHSDSTAR.File InformationFile Transfer OptionsFiles can be sent to our SFTP server via any SFTP compliant application such as FileZilla or WinSCP. Alternatively, files can be uploaded directly to the web application.File FormatAll Treat First Interface Files are pipe delimited, flat files containing one record per row. Field values may be surrounded in double quotes; however, double quotes are only required when including a pipe character in the data field. A header row is not required for the Client Registration File but may be included. A header row IS required for the Follow-up, Notes, and Visit Files. (Note: If a header row is not included in the Follow-up, Notes, and Visit Files it will cause the first row of data to be skipped.) If the header is included the header column names must match the values in the Name column provided below. Also, the data fields are required to be in the order specified below. Finally, the file name can be any valid Windows OS file name but must use the “txt” extension.Error HandlingErrors for Invalid Records will be displayed in the Web Application on the Upload History tab. A drill-down on the errors is provided to see specific details. These errors include uploads performed through the web application and through SFTP. Providers are expected to review the upload history, correct any errors and re-upload.Contact InformationPlease send your question via email. Please remember that it is a HIPAA Violation to send client personally identifiable information (PII) through email. If your question does not contain any PII, please send an email to: support@. If your question is about a client and you do not know the individual's Id number, click on the Find tab, enter their name or part of their name and click search. Use the Id number when communicating a question about a client.Data FilesClient Registration FileFieldNameDescriptionRequiredValidation1ProgramName of the program the data is being uploaded to.YesValue must be Treat First2NPIThe NPI of the vendor that provided the services.YesMust match NPI of vendor already registered in Star.3ProviderSiteThe name of the site uploading documentsNo4FirstNameThe first name of the clientYes5MIThe middle initial of the clientNo6LastNameThe last name of the clientYes7DOBThe date of birth of the clientYesMust be a valid formatted as “yyyy/mm/dd”8SSNThe Social Security Number of the clientYesCan either be nine consecutive numbers or include the “-“ character9MedicaidRecipientIs this client a Medicaid Recipient or notNoA single character either “Y” or “N”10MedicaidIDThe Medicaid identification number of the clientYes - if Field 9 above is Y11MCONoMust be one of the following values:BCBSFFSIHSMolinaOptumPresUnited12MCOIDA unique identifier of the MCO.No13MRNThe MRN of the client at the provider specified by the NPI.YesMust match MRN of client already registered in Star for vendor identified by NPI.14StreetThe street address of the clientNo15CityThe city the client lives inNo16StateThe State the client lives inNoProvide either the valid two-digit State abbreviation or the fully spelled out name.17ZipThe zip code the client lives inNoProvide either the five-digit zip code or the 5+4 code.18PhoneThe primary phone number of the clientNo19MessageCan a message be left at this phone numberNoA single character either “Y” or “N”20EthnicityThe ethnicity of the clientNoIf included, must be one of the following values:Hispanic or LatinoNot Hispanic or LatinoUnknown21RaceThe race of the clientNoIf included, must be one of the following values:Native American or Alaskan NativeAsianBlack or African AmericanNative Hawaiian or other Pacific IslanderWhiteOther RaceUnknown22GenderThe gender of the clientNoA single character: “M”, “F”, or “O”23PregnantIs the client pregnantNoA single character either “Y” or “N”24LanguageThe primary language of the clientNoIf included, must be one of the following values:EnglishSpanishChineseJapaneseVietnameseKeresNavajoTewaTowaFrenchZuniTagsalogUrduHindiItalianK'iche'MayaTiwaOther25OtherLanguageThe secondary language of the clientNoFreeform text – maximum of 20 characters.26VeteranIs the client a veteranNoA single character either “Y” or “N”27ActiveMilitaryIs the client active in the militaryNoA single character either “Y” or “N”28LivingConditionIs the client currently homelessNoA single character either “Y” or “N”Follow-up FileFieldNameDescriptionRequiredValidation1ProgramName of the program the data is being uploaded to.YesValue must be Treat First2NPIThe NPI of the vendor that provided the services.YesMust match NPI of vendor already registered in Star.3ProviderSiteThe name of the site uploading documentsNo4MRNThe MRN of the client at the provider specified by the NPI.YesMust match MRN of client already registered in Star for vendor identified by NPI.5FollowUpVisitIDUnique identifier on the provider's system for the follow up visit.Yes6AttendanceStatusStatus of the visit.YesMust be one if the following:ShowAgency CancelledClient CancelledNo ShowAgency RescheduledClient Rescheduled7RescheduleDateDate of next appointment.Yes-If above is Agency Rescheduled or Client Rescheduled.MM/DD/YYYY8RescheduledVisitIDUnique identifier on the provider's system for the rescheduled visit.Yes-If above is Agency Rescheduled or Client Rescheduled.NotesFieldNameDescriptionRequiredValidation1ProgramName of the program the data is being uploaded to.YesValue must be Treat First2NPIThe NPI of the vendor that provided the services.YesMust match NPI of vendor already registered in Star.3ProviderSiteThe name of the site uploading documentsNo4MRNThe MRN of the client at the provider specified by the NPI.YesMust match MRN of client already registered in Star for vendor identified by NPI.5NoteDateDate of the NoteYesMM/DD/YYYY6NoteContent of the NoteYes200 charactersVisit FileFieldNameDescriptionRequiredValidation1ProgramName of the program the data is being uploaded to.YesValue must be Treat First2NPIThe NPI of the vendor that provided the services.YesMust match NPI of vendor already registered in Star.3ProviderSiteThe name of the site uploading documentsNo4MRNThe MRN of the client at the provider specified by the NPI.YesMust match MRN of client already registered in Star for vendor identified by NPI.5AdultOrChildIndicates the type of check-in that were presented to the client.YesMust be one if the following:A = AdultC = Child6VisitDateDate of the client visit.YesMM/DD/YYYY7SelfQ1Score for Question 1.Yes1-5 for Child Check-Ins1-10 for Adult Check-Ins8SelfQ2Score for Questions 2.Yes1-5 for Child Check-Ins1-10 for Adult Check-Ins9SelfQ3Score for Question 3.Yes1-5 for Child Check-Ins1-10 for Adult Check-Ins10SelfQ4Score for Question 4.Yes1-5 for Child Check-Ins1-10 for Adult Check-Ins11SessionQ1Score for Question 1.Yes1-5 for Child Check-Ins1-10 for Adult Check-Ins12SessionQ2Score for Questions 2.Yes1-5 for Child Check-Ins1-10 for Adult Check-Ins13SessionQ3Score for Question 3.Yes1-5 for Child Check-Ins1-10 for Adult Check-Ins14SessionQ4Score for Question 4.Yes1-5 for Child Check-Ins1-10 for Adult Check-Ins15IssueAddressedDoes client feel the reason for visit has been completely addressed.YesA single character either “Y” or “N”16FollowUpVisitWas another visit scheduled.YesA single character either “Y” or “N”17FollowUpVisitDateDate of next appointment.NoMM/DD/YYYY18FollowUpVisitIDUnique identifier on the provider's system for the follow up visit. Will be used in the followup file to update the status.NoDocument PropertiesRevision Historydateversion no.authordetails of change11/18/20160.1Tracy ArchuletaInitial Document11/18/20160.2Adrian MeeMinor formatting changes11/18/20161.0Tracy ArchuletaInitial Release ................
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