Mental Health Data Alliance, LLC (MHData) June 14th, 2018 DHCS CSI and DCR Data Quality Improvement Project Batch Corrections of Errors and Counties without Errors (Suspended Record Issues) Mental Health Data Alliance, LLC (MHData) June 14th, 2018

Project Goals Support the ability to submit good data to the current state CSI and DCR mental health data systems Close the feedback loop for counties to validate that they have good data in the CSI and DCR state mental health data systems Improve the value of state CSI and DCR mental health data systems for counties, the state and stakeholders

Approach Over 1.5 years: Provided counties with 2 reports which provide an overview of current data and errors for CSI and DCR Met with counties to review reports and identify potential causes of data patterns and inconsistencies Work with counties and DHCS to improve processes to submit data to DCR and CSI Provide counties with 2 reports which provide an overview of improved data for CSI and DCR

Top Statewide Issues FY1516-1617 General Medical Condition Summary Code Two Or More General Medical Condition Summary Codes Are Identical. Additional Mental/Physical Diagnosis Fourth Diagnosis Invalid Secondary Mental Health Diagnosis Secondary MH Diagnosis Not Coded With A MH Diagnosis Substance Abuse/Dependence Diagnosis County Client Number Service Rec has no matching client rec on master database by key

CSI Historical Error Corrections FATAL ERRORS Fatal errors prevent the updating of the CSI Master database. None of the data from the transaction record are added to the CSI Master database. Types of errors in this category include the CCN, Provider Number, and Mode of Service. The DHCS has set the Fatal Error threshold for each fiscal year at no more than one percent of a county’s total CSI transaction records. NON-FATAL “CRITICAL” ERRORS This category is a subset of Non-Fatal errors that are extremely critical to CSI’s ability to adequately respond to requests for CSI data and analyses. Non-Fatal “Critical” errors will allow the updating of the CSI Master database with the exception of the fields in error, which are left blank on the CSI Master database. Types of errors in this category include Date of Birth, Race/Ethnicity, and Diagnosis. The DHCS has set the Non-Fatal “Critical” Error threshold for each fiscal year at no more than one percent of a county’s total CSI transaction records.

Error Counts FY1516-1617

Top Errors by County FY1516-1617 Butte Secondary Mental Diagnosis: 89,666 Secondary MH Diagnosis Not Coded With A MH Diagnosis Invalid Code General Medical Condition Summary Code: 34,206 Additional Mental/Physical Diagnosis: 14,338 General Medical Condition Summary Code: 11,542 PRINCIPAL MENTAL HEALTH DIAGNOSIS: 7,185 INVALID CODE El Dorado General Medical Condition Summary Code: 5,609 Two Or More General Medical Condition Summary Codes Are Identical Blank Relational Error: 2,712 SECONDARY MENTAL DIAGS: 1,731 Invalid Value SECONDARY MH DIAGNOSIS NOT CODED WITH A MH DIAGNOSIS ADDTL MENTAL/PHYS DIAGS: 1154 PRINCIPAL MENTAL HEALTH DIAGNOSIS: 932 ADDTL MENTAL/PHYS DIAGS: 594 THIRD DIAGNOSIS INVALID

Top Errors by County FY1516-1617cont. Fresno Relational Error: 3,040 Both General Medical Condition Summary Code And General Medical Condition Diagnosis Fields Contain Data. Axis I Diagnosis: 1,999 Invalid Code GENERAL MEDICAL CONDITION SUMMARY CODE: 1,746 Blank Relational Error: 1,627 Special Population = C & Age Is Less Than 3 Or Greater Than 21 SPECIAL POPULATION IS 'C' [INDIVIDUALIZED EDUCATION PROGRAM (IEP) PLAN] AND DISTRICT OF RESIDENCE DOES NOT CONTAIN DATA SECONDARY MENTAL DIAGS: 681 SECONDARY MH DIAGNOSIS NOT CODED WITH A MH DIAGNOSIS

Top Errors by County FY1516-1617cont. Imperial Axis II Diagnosis: 5,343 Invalid Code General Medical Condition Diagnosis: 2,595 GENERAL MEDICAL CONDITION DIAGNOSIS IS NOT LEFT JUSTIFIED AND/OR CONTAINS EMBEDDED BLANKS. Addtl Mental/Phys Diags: 1,710 THIRD DIAGNOSIS INVALID Secondary Mental Diags: 284 Invalid Value Kern Principal Mental Health Diagnosis: 2,234 Principal MH Diagnosis Not Coded With A MH Diagnosis ADDITIONAL AXIS I DIAGNOSIS: 1,347 SECONDARY MENTAL DIAGS: 1,314 SECONDARY MH DIAGNOSIS NOT CODED WITH A MH DIAGNOSIS RELATIONAL ERROR: 776 LEGAL CLASS DISCHARGE MUST BE BLANK IF DISCHARGE DATE = 00000000 RELATIONAL ERROR: 644 DATE OF SERVICE OR FROM/ENTRY DATE IS OUT OF RANGE WITH THE PROVIDER START DATE AND END DATE IN THE DMH PROVIDER SYSTEM. PROVIDER NUMBER: 282 PROVIDER NOT IN THE PROVIDER FILE

Top Errors by County FY1516-1617cont. Lassen ADDTL MENTAL/PHYS DIAGS: 2,943 COUNTY CLIENT NUMBER (CCN): 2,099 SERVICE RECORD HAS NO MATCHING REC ON MASTER DATABASE BY KEY BOTH GENERAL MEDICAL CONDITION SUMMARY CODE AND GENERAL MEDICAL CONDITION DIAGNOSIS FIELDS CONTAIN DATA: 613

Top Errors by County FY1516-1617cont. Los Angeles Relational Error: 23,490 Date Of Service Or Beginning Date Of Service Is Greater Than Or Equal To July 1, 2006 And Discontinued Field(S) Contains Data Axis I Diagnosis: 23,323 Blank Provider Number: 19,024 Provider Not In The Provider File

Top Errors by County FY1516-1617cont. Marin GENERAL MEDICAL CONDITION SUMMARY CODE: 25,623 Blank COUNTY CLIENT NUMBER (CCN): 2,805 SERVICE RECORD HAS NO MATCHING REC ON MASTER DATABASE BY KEY BOTH GENERAL MEDICAL CONDITION SUMMARY CODE AND GENERAL MEDICAL CONDITION DIAGNOSIS FIELDS ARE BLANK: 628

Top Errors by County FY1516-1617cont. Mono General Medical Condition Summary Code: 1,084 Blank Additional Mental/Physical Diagnosis: 531 County Client Number (CCN): 82 Service Rec Has No Matching Client Rec On Master Database By Key Monterey GENERAL MEDICAL CONDITION SUMMARY CODE: 177,839 Two Or More General Medical Condition Summary Codes Are Identical. Additional Mental/Physical Diagnosis: 37,956 THIRD DIAGNOSIS INVALID FOURTH DIAGNOSIS INVALID FIFTH DIAGNOSIS INVALID SECONDARY MENTAL DIAGS: 24,761 Invalid Value SECONDARY MH DIAGNOSIS NOT CODED WITH A MH DIAGNOSIS Substance Abuse/Dependence Diagnosis: 26,550 PROVIDER NUMBER: 13,665 DATE OF SERVICE OR FROM/ENTRY DATE IS OUT OF RANGE WITH THE PROVIDER START DATE AND END DATE IN THE DMH PROVIDER SYSTEM.

Top Errors by County FY1516-1617cont. Orange Relational Error: 2,805 Special Population Is 'C' [Individualized Education Program (Iep) Plan] And District Of Residence Does Not Contain Data SPECIAL POPULATION = C & AGE IS LESS THAN 3 OR GREATER THAN 21 County Client Number (CCN): 141 SERVICE REC HAS NO MATCHING CLIENT REC ON MASTER DATABASE BY KEY Principal Mental Health Diagnosis: 109 Invalid Code Placer General Medical Condition Diagnosis Summary Code: 22,946 Two Or More General Medical Condition Summary Codes Are Identical. Axis II Diagnosis: 6,058 Additional Mental/Physical Diagnosis: 2,714 Blank AXIS I DIAGNOSIS: 657

Top Errors by County FY1516-1617cont. Riverside Axis II Diagnosis: 24,942 Invalid Code General Medical Condition Diagnosis: 10,391 Social Security Number 2,903 Invalid code Additional Axis II Diagnosis 1,298 Axis I Diagnosis: 1,253 Sacramento General Medical Condition Diagnosis: 71,114 Two or more general medical condition summary codes are identical Axis II Diagnosis: 12,578 Additional Mental/Physical Diagnosis: 11,009 Two Or More General Medical Condition Summary Codes Are Identical GENERAL MEDICAL CONDITION DIAGNOSIS: 3,602 INVALID CODE

Top Errors by County FY1516-1617cont. San Bernardino Additional Mental/Physical Diagnosis: 232,430 Fourth Diagnosis Invalid FIFTH DIAGNOSIS INVALID General Medical Condition Summary Code: 14,579 Invalid code RELATIONAL ERROR: 2,776 BOTH GENERAL MEDICAL CONDITION SUMMARY CODE AND GENERAL MEDICAL CONDITION DIAGNOSIS FIELDS CONTAIN DATA. UNITS OF TIME: 774 Invalid Code Provider Number: 640 Date Of Service Or From/Entry Date Is Out Of Range With The Provider Start Date And End Date In The DMH Provider System. San Diego Axis II Diagnosis: 48,427 Social Security Number 15,112 Relational Error 9,466 Axis I Primary And Axis Ii Primary Are Both Coded ‘N’ And Both Axis I Diagnosis And Axis Ii Diagnosis Are Not Coded ‘V7109’ SOCIAL SECURITY NUMBER: 3,252 Invalid Value

Top Errors by County FY1516-1617cont. San Francisco Relational Error: 89529 Axis II Diagnosis: 2481 Invalid Code Axis I Diagnosis: 1856 San Joaquin Additional Mental/Physical Diagnosis: 428 Provider Number: 177 Date of Service or from/entry date is out of range with the provider start date and end date in the DMH provider system

Top Errors by County FY1516-1617cont. San Luis Obispo Secondary Mental Diagnosis: 9,652 Secondary MH diagnosis not coded with a MH diagnosis General Medical Condition Summary Code: 5,204 Blank Additional Mental/Physical Diagnosis: 1,577 PROVIDER NUMBER: 1,786 MODE OF SERVICE NOT IN THE PROVIDER FILE Santa Barbara County Client Number (CCN): 18,024 Service Rec Has No Matching Client Rec On Master Database By Key Addtl Mental/Phys Diags: 4,713 Relational Error: 645 BOTH GENERAL MEDICAL CONDITION SUMMARY CODE AND GENERAL MEDICAL CONDITION DIAGNOSIS FIELDS ARE BLANK. SPECIAL POPULATION = C & AGE IS LESS THAN 3 OR GREATER THAN 21

Top Errors by County FY1516-1617cont. Santa Clara ADDTL MENTAL/PHYS DIAGS: 2,146 Service Rec Has No Matching Client Rec On Master Database By Key Santa Cruz County Client Number (CCN): 11,526 General Medical Condition Summary Code: 3,216 Blank

Top Errors by County FY1516-1617cont. Shasta PRINCIPAL MENTAL HEALTH DIAGNOSIS: 433 PRINCIPAL MH DIAGNOSIS NOT CODED WITH A MH DIAGNOSIS GENERAL MEDICAL CONDITION SUMMARY CODE: 123 Blank PROVIDER NUMBER: 102 DATE OF SERVICE OR FROM/ENTRY DATE IS OUT OF RANGE WITH THE PROVIDER START DATE AND END DATE IN THE DMH PROVIDER SYSTEM. Solano Social Security Number: 1,780 Invalid Value GENERAL MEDICAL CONDITION SUMMARY CODE: 2,852 SERVICE FUNCTION: 1,302 SERVICE FUNCTION RANGE NOT IN THE PROVIDER FILE ADDTL MENTAL/PHYS DIAGS: 1,100 PRINCIPAL MENTAL HEALTH DIAGNOSIS: 967

Top Errors by County FY1516-1617cont. Sonoma GENERAL MEDICAL CONDITION SUMMARY CODE: 101,994 TWO OR MORE GENERAL MEDICAL CONDITION SUMMARY CODES ARE IDENTICAL. ADDTL MENTAL/PHYS DIAGS: 7,155 GENERAL MEDICAL CONDITION DIAGNOSIS: 2,051 Invalid Code Stanislaus SECONDARY MENTAL DIAGS: 2,508 SECONDARY MH DIAGNOSIS NOT CODED WITH A MH DIAGNOSIS RELATIONAL ERROR: 842 MULTIPLE SERVICE RECS WITH SAME KEY & RRN IN SAME COUNTY FILE ADDITIONAL AXIS I DIAGNOSIS: 782

Top Errors by County FY1516-1617cont. Sutter-Yuba County Client Number (CCN): 381 Service Rec Has No Matching Client Rec On Master Database By Key Relational Error: 335 Mode = 05 & Serv Dates In Rec Overlap With Dates In Prev Serv Rec Tehama Addtl Mental/Phys Diags: 6,190 Blank Relational Error: 1,436 Substance Abuse / Dependence Is Coded ‘N’ And Substance Abuse / Dependence Diagnosis Is Coded With A Dsm-Iv-Tr Substance-Related Disorders Diagnosis, Or An Icd-9-Cm Diagnosis Within The Dsm-Iv-Tr Axis I Substance-Related Disorders Classification. County Client Number (CCN): 837 Secondary Mental Diags: 1,559 Secondary MH Diagnosis Not Coded With A MH Diagnosis

Top Errors by County FY1516-1617cont. Tri-City Relational Error: 14,631 Blank Addtl Mental/Phys Diags.: 7,502 Principal Mental Health Diagnosis: 458 Invalid Code Secondary Mental Diags.: 3,853 Invalid Value Tulare GENERAL MEDICAL CONDITION SUMMARY CODE: 19,425 TWO OR MORE GENERAL MEDICAL CONDITION SUMMARY CODES ARE IDENTICAL.

Top Errors by County FY1516-1617cont. Ventura Secondary Mental Diags 95,574 Secondary MH Diagnosis Not Coded With A MH Diagnosis GENERAL MEDICAL CONDITION SUMMARY CODE: 95,321 AXIS II DIAGNOSIS: 32,853 Invalid Code Provider Number: 6,313 Date Of Service Or From/Entry Date Is Out Of Range With The Provider Start Date And End Date In The DMH Provider System. Relational Error: 5,262 Special Population Is 'C' [Individualized Education Program (Iep) Plan] And District Of Residence Does Not Contain Data Yolo General Medical Condition Summary Code: 59,101 Two Or More General Medical Condition Summary Codes Are Identical. Blank Principle Mental Health Diagnosis: 2,429 SECONDARY MENTAL DIAGS Invalid Value

Top Errors by County FY1516-1617cont. Is your county missing from this list? Two reasons why: Your county has a very low amount of errors Your county did not report records with errors (could be by suspending records with errors via EHR)

Counties excluded for few errors Alameda Contra Costa Humboldt Mendocino San Mateo

Vendors that may be suppressing records Alpine: Cerner Anasazi and KingsView Amador: Cerner Anasazi and KingsView Calaveras: Cerner Anasazi and KingsView Colusa: Cerner Anasazi and KingsView Del Norte: Cerner Anasazi Glenn: Cerner Anasazi Inyo: Cerner Anasazi Kern: Cerner Anasazi Kings: Cerner Anasazi Lake: Cerner Anasazi Madera: Cerner Anasazi Mariposa: Cerner Anasazi and KingsView

Vendors that may be suppressing records Merced: Cerner Anasazi and KingsView Modoc: Cerner Anasazi and KingsView Napa: Cerner Anasazi Nevada: Cerner Anasazi and KingsView Plumas: Cerner Anasazi and KingsView San Benito: Cerner Anasazi and KingsView Sierra: Cerner Anasazi and KingsView Siskiyou: Cerner Anasazi and KingsView Stanislaus: Cerner Anasazi and KingsView Sutter Yuba: Cerner Anasazi and KingsView Trinity: Cerner Anasazi and KingsView Tuolumne: Cerner Anasazi and KingsView

Suppressed/suspended records Records found to have errors are suspended and excluded from the submission until the potential error is correct. Not all counties perform a pre‐submission check. Currently these unresolved errors for suspended records expire silently without report, and DHCS has no documentation of how much information is being lost due to this approach to reporting. Recommendation: Vendors and submitting counties should report the number of records which expire without resolution after being held in suspension.

County Comments Lake County: Staff fix issues on suspended records before data is sent to CSI. Some records remain in suspense that never get submitted. Madera: Corrects suspended errors monthly up to 12 months in arears. The errors are sent to the county and the county then submits corrections and the suspended records are bundled to be sent up to CSI. Siskiyou: The EHR was configured to transmit all records, however uncorrected suspended records would not have been transmitted.

Alameda Issues Alameda has an error correction process to maintain a very low percentage of errors for records submitted. A staff reviews the data for potential errors before submission and then cleans up any submission errors via the CSI online error correction system. Sudden drop in total clients served beginning in July 2016 from 12,200 in June down to 9,700 in July forward. Mode 05 Hospital Administrative Day sometimes has 0 values and large variability to low numbers some months. Mode 05 IMDs reported in CSI are likely lower than actually served. Mode 05 Psychiatric Health Facility dropped in January of 2015. Mode 10 Crisis Stabilization - ER monthly clients fell in early 2016 and forward. Mode 10 Vocational Services are no longer being reported (since FY 2006/07) but are still being provided by the county. They may now be coded as something else or may be missing. Mode 15 (40-48) Mental Health Services drop from 8,000 clients to 7,000 in June of 2016 and then to 5,000 in July of 2016. Mode 15 Collateral services drop from over 3,000 to just over 2,000 beginning in July of 2016. Mode 15 Crisis Intervention services dropped suddenly Mode 15 Linkage/Brokerage services drop from 2,500+to just 2,000 beginning in November of 2015. Mode 15 Medication Support services decline slowly from 5,500+ clients in October of 2014 to about 3,500 clients in October of 2016 Mode 15 Professional Inpatient Visit - MS drops to 0 in June of 2016 and thereafter. Mode 15 Therapeutic Behavioral Services drop from October 2015 forward.

Contra Costa Issues There was a dip in clients in November 2015 through February 2016 Mode 05 Adult Residential clients dipped in January of 2016. Mode 05 IMD clients are low. Mode 05 SNF Intensive clients dropped significantly in July of 2011. Mode 10 Crisis Stabilization - ER monthly clients dipped significantly in February of 2016. There was a dip in clients in November 2015 through February 2016.

Mendocino Errors Mode 05 PHF is being used but not showing on report. PHF clients dropped in FY 2008/09 and declined forward. Mode 05 PHF is being used but not showing on report. PHF clients dropped in FY2008/09 and declined forward. Periodic Records appear to be reported sometimes more and sometimes less frequently than assessments are given/collected. There were no Periodic records in November and December of 2015. Total clients dipped in September of 2015.

San Mateo Mode 05 Hospital Administrative Day clients and units dropped with the switch to Avatar. Mode 05 SNF Intensive clients dropped with the switch to Avatar. Mode 10 Crisis Stabilization units fell to unrealistically low levels with the switch to Avatar. Mode 15 Collateral clients fell with the switch to Avatar. Mode 15 Crisis Intervention clients fell with the switch to Avatar. Periodic Records appear to be reported more frequently than assessments are given/collected. County says that the assessments are not being sent up at all as they are not currently entered into EHR. There was a drop in total clients with the switch to Avatar.

Santa Clara The total number of clients has been declining unrealistically.

Most Common Issues Faced By Counties General Medical Condition Summary Code Error Code: Secondary MH Diagnosis Not Coded With A MH Diagnosis Error Code: Two Or More General Medical Condition Summary Codes Are Identical.’ Error Code: Invalid code

Note from DHCS DHCS is preparing documentation listing acceptable diagnoses for S-09.0 (Principal Mental Health Diagnosis), S-10.0 (Secondary Mental Health Diagnosis), and S-38.0 (Substance Abuse/Dependence Diagnosis). A: DHCS should have this available by middle of July. This should help to alleviate some errors related to Principle Mental Health Diagnosis, Secondary Mental Health Diagnosis, and Substance Abuse/Dependence Diagnosis

Most Common Issues Faced By Counties Additional Mental/Physical Diagnosis Third Diagnosis Invalid Fifth Diagnosis Invalid A: Error FS11455 - Date of Service or From/Entry Date of Service is on or after October 1, 2015 and Secondary Mental Health Diagnosis field is coded 0000000 (No Diagnosis) or 9999999 (Unknown/Deferred Diagnosis), diagnosis within mental, behavioral and neurodevelopmental disorders range (F01-99) are not allowed in additional 3 mental or physical health diagnosis. This means that you can’t put an Fcode in the add’l Dx fields when the primary has a valid Fcode and the secondary has 9’s or 0’s For example, an error report may have a record showing this: F902   9999999 F919   F419   0000000 (Principal MH Dx, Secondary MH Dx, Add’l MH or Physical Health Dx respectively).  The correct way to enter would be to put F919 in the secondary MH Dx field, then list the F419 in the first of the three Add’l MH or Physical Health Dx code field, then end the remaining Add’l MH or Physical Health Dx fields with zeros. The system expects a logical order Two Or More General Medical Condition Summary Codes Are Identical. A: FS34440 - Two or more General Medical Condition Summary Codes are identical. All three fields cannot be duplicated.  If Unknown, put 99 in the first two digits and leave the other bytes empty. 000000 or 999999 is not allowed. I unknown or no Dx then put either 99 or 00 in the first two fields and leave the others blank *See 10-Reporting Tips – Tip Three – April 2016 (Technical Supplement F).pdf in system documentation folder CSI MoveIT

Most Common Issues Faced By Counties Secondary Mental Diagnosis Secondary MH diagnosis not coded with a MH diagnosis Invalid Value *See 10-Reporting Tips – Tip Three – April 2016 (Technical Supplement F).pdf in system documentation folder CSI MoveIT

Most Common Issues Faced By Counties Relational Error Special Population Is 'C' [Individualized Education Program (Iep) Plan] And District Of Residence Does Not Contain Data Both General Medical Condition Summary Code And General Medical Condition Diagnosis Fields Contain Data. Special Population = C & Age Is Less Than 3 Or Greater Than 21 Date Of Service Or Beginning Date Of Service Is Greater Than Or Equal To July 1, 2006 And Discontinued Field(S) Contains Data Axis I Primary And Axis Ii Primary Are Both Coded ‘N’ And Both Axis I Diagnosis And Axis Ii Diagnosis Are Not Coded ‘V7109’. Mode = 05 & Serv Dates In Rec Overlap With Dates In Prev Serv Rec Multiple Service Recs With Same Key & Rrn In Same County File

Most Common Issues Faced By Counties Social Security Number Invalid Value What should counties do for folks without valid SSNs (undocumented)? Treat as Unknown A: From CSI DD 000000000 = Social Security is unknown. Do not use any spaces or special characters such as hyphens. Do not allow all 1’s, all 2’s, etc., 123456789, and similar artificial numbers. Pseudo-Social Security Numbers are accepted. A pseudo Social Security Number is defined as eight number digits followed by a 'P.'

Most Common Issues Faced By Counties Axis II Mental Health Diagnosis Invalid code A: Axis II is pre-ICD 10. From CSI DD: All DSM-IV-TR Axis II codes and ICD-9-CM codes within the DSM-IV-TR Axis II Personality Disorders / Mental Retardation classification are accepted. The V7109 and 7999 codes are valid in the Axis II Diagnosis field. V7109 means No Diagnosis on Axis II, and 7999 means Diagnosis is Deferred on Axis II. However, if there is a valid DSM-IV-TR Axis II or ICD-9-CM code within the DSM-IV-TR Axis II Personality Disorders / Mental Retardation classification, then V7109 and 7999 are not allowed in the Axis II Diagnosis field. V7109 = No Dx on Axis II 7999 = Dx Deferred on Axis II

Most Common Issues Faced By Counties Provider Number Service function range not in provider file Provider Not In The Provider File Date Of Service Or From/Entry Date Is Out Of Range With The Provider Start Date And End Date In The DMH Provider System. A: Send an email to Master Provider File at DHCSMPF@dhcs.ca.gov as there is a disconnect between the MPF and the submitted record. The CSI provider table is updated daily.

Data correction Overwriting existing records with errors: Duplicate submitted client records will be overwritten. When a client record is submitted: If there is no Client record with the same Submitting County Code and CCN on the CSI Master database, the above record will be added. If there is a matching Client record it will be replaced with the above transaction record. Duplicate service records will be overwritten if submitting county code, CCN and RRN already exist in CSI. When a service record is submitted: If there is no Service record with the same Submitting County Code, CCN, and RRN on the CSI Master database, the above record will be added. If there is a matching Service record it will be replaced with the above transaction record.

Data correction Records with fatal errors are not registered in CSI It is possible that some records were corrected and resubmitted with new RRNs, but the fatal error on the original submitted record persists. If there is a fatal error on your error report, you are able to Delete this record by submitting a deletion with the same CCN, RRN and service dates. It will then come off of your error report. To clear fatal errors, the same RRN should be used to submit the updated record without the fatal flaw If the same batch of records is submitted with different RRNs, this could result in duplicate records in CSI To clean up duplicate or faulty records, records must be resubmitted for deletion

Deleting Records ADD AND REPLACE TRANSACTIONS These transactions will add and replace individual Client, Service, and Periodic records on the CSI Master database. The data fields for any type of record to be added or replaced must be filled in and the Transaction Code field must be blank. If there is no matching record already on the database, the transaction record will be added to the database. If there is a matching record on the database, the transaction record will replace it. DELETE TRANSACTIONS Delete transactions will be used to delete individual Client, Service, and Periodic records from the CSI Master database. The data fields in these transaction records must be blank and the Transaction Code field must be coded ‘D’ (for delete).

KEY CHANGE TRANSACTIONS Key Change transactions may be used to: Change a County Client Number (CCN). Change Service and Periodic records on the CSI Master database from one or more CCN(s) to a different CCN. Merge two or more CCN’s on the CSI Master database into one CCN. Key Change transactions use ‘Source’ and ‘Target’ County Client Number (CCN) fields. A Source CCN is a County Client Number providing data to a Target CCN. A Source CCN must not be identical to a Target CCN. A Key Change transaction may specify multiple Source CCN’s The Target CCN is the County Client Number receiving the data. A Key Change transaction specifies only one Target CCN. Any given Target CCN may be specified in only one Key Change transaction per file. Only one Key Change transaction may be used to build a Target CCN. Do not use multiple compounding Key Change transactions. The Key Change transaction record is capable of handling up to twenty-nine Source CCN’s, which should be adequate for any Key Change situation. The source of the Client record information for a Key Change transaction depends on whether or not the Target CCN is on the CSI Master database. For specific examples of Key Change transactions, see 08-Transaction Processing-(Technical Supplement D) is pdf in system documentation folder CSI MoveIT. Pages 3-4. Table 1: Key Change Transaction Record Layout Example H-01.0 H-02.0 H-03.0 H-04.0 K-01.0 K-02.0 Submitting County Code County Client Number (CCN) Target CCN Record Type Transaction Code First Source CCN ADD'L Source CCN ADD'L Source CCN 99 987654321 K 955555555 854545454  

Process for Batch Correction Review the report of errors Attempt to use the technical assistance provided today to fix the errors Contact MH Data for assistance with errors if unable to fix independently Email Support DHCS: mhsdata@dhcs.ca.gov MHData: support@mhdata.org Please note - DHCS will be issuing a report of batch submission errors identified for each county Counties are required to submit CSI data on a monthly basis

Discussion Other issues? Comments? Next Steps? Email Support DHCS: mhsdata@dhcs.ca.gov MHData: support@mhdata.org

DHCS CSI and DCR Data Quality Improvement Project Mental Health Data Alliance, LLC (MHData)