COUNTY OF LOS ANGELES

DEPARTMENT OF MENTAL HEALTH

  

NUMBER:

179

DATE:

2/3/2004

PAGE

1 of 2

                         MIS

                INFO-LINE

  

SUBJECT:             PROCEDURES FOR 2/9/04 ROLL OUT OF THE INTEGRATED SYSTEM

DIRECTED TO:     All Providers           

Beginning at 6:01 p.m. on Thursday, February 5, 2004 all access to the Los Angeles County Department of Mental Health’s Management Information System will cease.  All activities normally entered in the MHMIS will be suspended until Monday, February 9.  The system will be down and not available for use during that time. On Monday morning, February 9 the Integrated System will replace the MHMIS and users will begin entering data into this system.  Below are the procedures provider staff should follow during the period the system is down:

Episode, Units of Service and COS Data

Provider staff should enter all January 2004 and prior data in the MHMIS by February 5.  February 2004 episode, units of service and community outreach/case management support data cannot be entered into MHMIS during February 1-8 and must be held until February 9.  On February 9th provider staff may begin entering all data into the IS. 

All providers must begin collecting and recording data with HIPAA-compliant codes using the new forms for February services.  The Client Face Sheet, Episode, and Service Log are on the DMH Internet Website (www.dmh.co.la.ca.us).  Click on the link, HIPAA and the Integrated System.  All services entered into the Integrated System, including services prior to February 2004, but were not entered into MHMIS must carry HIPAA compliant codes. 

              Example 1) January 25 service added into MHMIS by February 5th, use activity code, MHMIS service location and late (good cause) codes;

              Example 2) January 25 service added into the Integrated System on February 9th or later, use CPT or HCPC code, HIPAA compliant place of service and delayed reason (late) codes.

Questions regarding client, episode, units of service and community outreach services should be directed to the Help Desk at (213) 351-2937.

PATS

Fortunately this new implementation schedule does not include a significant system down period (one work day) therefore there should be minimal interruption for clients who receive PATS prescriptions.  Questions regarding PATS should be directed to Arthur Schlichting at (213) 738-4725. 

Continued on next page.

Contact Person:

CIOB Customer Services Help Desk

Telephone:   (213)

351-2937

Fee-for-Service Inpatient Admissions

Enter episode data on all clients admitted and/or discharged on or before January 31, 2004 into the MHMIS by 6 pm on Thursday the 5th of February.  Data on all February admissions & discharges must be held until the IS system goes live on Monday the 9th of February. To summarize: Data on or before the last day in January is to be entered into MHMIS, all subsequent data – starting with February 1st is to be entered into the IS. 

Timely submission of TARs and charts needs to continue during this period.  If it is not possible to enter data into the IS system in a timely manner, submit the TAR and chart, keep a copy of the face sheet and the TAR and enter the episode data as soon as possible when the system is available.    Questions regarding Fee-for-Service admissions should be directed to the TAR unit at (213) 739-7300. 

Other Applications

There will be no down period for the Medi-Cal Administrative Activties (MAA), Day Treatment Authorization and Electronic Clinical Records System* (ECRS) Applications for users who have access.

*Juvenile Hall Programs only