Reference Document
Demographics Submission Error Guide
This document is intended as a resource for management and correction of errors resulting from the
submission of demographics transactions.
For further information regarding episode of care transmissions and a list of all required fields by transaction type, refer to
the ‘Demographic and Outcome Data Set User Guide v6.01’.
Error
Field
Description
Action
DMG_001_01_01
1 – Record Type
Record type is invalid
Confirm Record type is correct or insert a valid value if
blank.
Please select from the following valid values:
H - Header record
Space - Detail Record is a space
DMG_002_01_01
1 – Record Type
RBHA ID is missing or
invalid
Confirm RBHA ID is correct or insert a valid value if
blank.
Select from the following valid values:
02 - Cenpatico GSA 2
11 - Gila River Indian T/RBHA
14 - Navajo Nation T/RBHA
15 - NARBHA 22 - Cenpatico GSA 4
25 - Pascua Yaqui T/RBHA
26 - CPSA GSA 5
28 - White Mountain Apache T/RBHA
32 – Cenpatico GSA 3
37 – Mercy Maricopa GSA 6
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_003_01_01
1 – Record Type
Transaction code is
missing or invalid
Confirm Transaction code is correct or insert a valid
value if blank.
Please select from the following valid values:
1 - Full EOC Start
2 - Complete Update
3 - Minor Update
4 - Full EOC End
5 - Crisis/Short Start
6 - Crisis/Short End
9 - Correction
DMG_003_02_01
DMG_003_04_01
DMG_003_05_01
DMG_003_07_01
DMG_003_08_01
3 – Reason for
Submission
(trans code)
Previous EOC on file for
this client has not been
closed or
EOC_START_DATE
overlaps previous
EOC_END_DATE
Verify EOC_START_DATE and previous
EOC_END_DATE are correct and in YYYYMMDD
format. If dates are correct, please refer to the
ProviderIntake application to review client file.
If attempting to submit a transaction code:
“1” (Full EOC Start) submission, all previous episodes
of care must be closed with a trans code “4” (EOC End
Complete) submission.
“5” (Crisis/Short Start) submission, there must be no
open Episode of Care on file.
Client episode of care dates can be reviewed within
the ProviderIntake application.
DMG_003_02_02
DMG_003_02_03
DMG_003_06_02
DMG_111_01_02
DMG_111_01_04
DMG_111_01_07
3 – Reason for
Submission
(trans code)
111 – EOC Start
Date
Other error occurred in
GET_NO_OPEN_EOC,
contact IT administrator
Ten Required fields (1, 2, 3, 4, 6, 8, 9, 57, 115, 116)
cannot be changed by a trans code “9” (Correction)
submission. Please contact your Provider Relations
representative for further assistance at 1-800-5645465.
DMG_003_03_01
3 – Reason for
Submission
(trans code)
No enrollment eligibility
on file for this client
Verify if the client is enrolled/eligible for starting
Episode of Care.
For Non-Title XIX/XXI clients, an 834 enrollment
record must previously exist and must match the first,
middle, last name and date of birth of the client.
For Title XIX/XXI clients, the clients must be in an
AHCCCS eligibility segment.
Verify client enrollment/eligibility in the Medicaid
Web Portal Member Eligibility Search.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_003_04_02
DMG_003_04_03
3 – Reason for
Submission
(trans code)
No master record found
for this client id - cannot
submit '2' trans code
without an open '1' on file
No master record was found for this client, a trans
code “1” (EOC Start) must be open and on file without
trans code “4” (EOC End Complete) for a trans code
“2” (Complete Update) to be entered if the data is
being submitted for an Annual Update, or significant
change.
Additionally, this record must be submitted within 365
or 366 (leap year) days of collection of the last
completed assessment (trans code 1 or 2).
DMG_003_04_04
DMG_003_08_03
3 – Reason for
Submission
(trans code)
EOC_START_DATE is
invalid
Episode of Care Start Date represents the date the
participant begins receiving services (not including
referrals or scheduling appointments). Can be equal to
submission date, but cannot be a future date.
If submitting a trans code “9” (Correction), the Start
Date may be updated but may not be more than 45
days from the originally submitted Start Date and it
must be submitted in YYYYMMDD format.
DMG_003_06_01
DMG_003_10_01
3 – Reason for
Submission
(trans code)
All required fields not
submitted for this
client/transaction code
Please see 'Demographic and Outcome Data Set User
Guide v6.01' for a list of all required fields by
transaction code.
DMG_003_07_02
DMG_003_09_01
3 – Reason for
Submission
(trans code)
EOC has already been
closed
If attempting to submit a transaction code:
“2” (Complete Update) submission, there must be a
valid “1” (EOC Start) on file and no “4” (EOC End
Complete).
“3” (Minor Update) submission, there must be a valid
“1” (EOC Start) on file and no “4” (EOC End Complete).
“4” (EOC End Complete) submission, there must be a
valid open Episode of Care on file, and no previous “4”
(EOC End Complete) submitted.
Client episode of care dates can be reviewed within
the ProviderIntake application.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_003_07_03
3 – Reason for
Submission
(trans code)
No matching EOC found
for this record OR
ECN_UPDATE value points
to an invalid record, the
record submitted must
point to the record with
the original transmission
code of 1
If attempting to submit a transaction code:
“2” (Complete Update) submission, there must be a
valid “1” (EOC Start) on file.
“3” (Minor Update) submission, there must be a valid
“1” (EOC Start) on file.
“4” (EOC End Complete) submission, there must be a
valid open Episode of Care on file, and the “ECN
Update” field must match the “ECN” field from the “1”
(EOC Start) file that opened the Episode of Care.
“6” (Crisis/Short End) submission, there must be a
valid “5” (Crisis/Short Start) on file.
DMG_003_08_02
DMG_003_08_04
3 – Reason for
Submission
(trans code)
Other error occurred in
H74PKG_DEMOG_IMPOR
T.GET_NO_OPEN_EOC,
contact IT administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_003_08_05
DMG_003_09_02
3 – Reason for
Submission
(trans code)
Duplicate EOC found with
identical RBHA ID, client
id, trans code and EOC
start date combination.
Verify all fields submitted are correct. If correct, refer
to the ProviderIntake application to confirm EOC has
not already been submitted.
DMG_003_09_03
3 – Reason for
Submission
(trans code)
When closing a crisis EOC,
the record submitted
must point to the record
with the original
transmission code of 5
If attempting to submit a transaction code “6”
(Crisis/Short End) submission there must be a valid
“5” (Crisis/Short Start) on file and the ECN Update
must be populated with the ECN of the “5”
(Crisis/Short Start) that opened the Episode of Care.
DMG_003_10_02
3 – Reason for
Submission
(trans code)
Other error occurred in
GET_ALL_REQ_FIELDS,
contact IT administrator
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_003_11_03
3 – Reason for
Submission
(trans code)
When updating the
EOC_START_DATE, the
record submitted must
point to the record with
the original transmission
code of 1
When correcting an EOC Start Date, the ECN Update
field should be completed using the ECN of the initial
assessment “1” (Full EOC Start).
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_004_01_01
4 – Member ID
Client ID does not exist in
AZ DBHS database
Unique 10 character CIS identifier for the client
(primary client ID) must match AZ DBHS database.
DMG_004_01_02
4 – Member ID
Client ID duplicated in
input file
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_006_01_01
6 – Member First Client first name does not
Name
match existing record for
this client id
Client first name must be provided with every
transaction. If the client’s first name is missing, please
provide it. Otherwise, please refer to the client record
within the ProviderIntake application to verify client
information.
DMG_008_01_01
8 – Member Last Client last name does not
Name
match existing record for
this client id
Client last name must be provided with every
transaction. If the client’s last name is missing, please
provide it. Otherwise, please refer to the client record
within the ProviderIntake application to verify client
information.
DMG_009_01_01
9 – Date of Birth
Date of birth is invalid or
missing
Client date of birth is required on all submissions and
must match DOB on 834 enrollment. If the client’s
date of birth was left blank, please provide it.
Otherwise, please refer to the client record within the
ProviderIntake application to verify client information.
DMG_010_01_01
10 – Referral
Date
Referral date is invalid
The date when the T/RBHA or provider received a
referral for service. A referral includes an oral, written,
faxed or electronic request for services made by the
member or on the member’s behalf.
The referral date must not be a future date and must
occur on or before the Episode of Care start date.
Collected for “1” (Full EOC Start) only; the referral
date is also submitted on trans codes “2” (Complete
Update) and “4” (EOC End Complete) and must match
the date reported on the “1” (Full EOC Start).
Additionally, The referral date must be before or
equal to the member’s date of death.
Date is recorded as the 4-digit year, 2-digit month and
2-digit day, YYYYMMDD format.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_011_01_01
11 – Referral
Source
Referral source is invalid
The referral source is collected for “1” (Full EOC Start)
only; the referral source is also submitted on trans
codes “2” (Complete Update) and “4” (EOC End
Complete) and must match the source reported on
the “1” (Full EOC Start).
Acceptable values include:
01 - Self/family/friend
03 - Other behavioral health provider
05 - RBHA Customer Service
19 - Federal agency (VA, HIS, Federal Prison, etc)
35 - AHCCCS health plan and/or PCP
36 - CPS urgent response (child only)
37 - Community agency other than behavioral health
provider (homeless shelter, church, employer)
38 - ADES (other CPS, DDD, RSA)
39 - ADE (Arizona Department of Education)
40 - Criminal justice/correctional (includes AOCprobation, ADOC, ADJC, Jail)
41 - Other
DMG_012_01_01
12 – OMB
American Indian
OMB American Indian
indicator is invalid - invalid
effective date (effective
date sent in must match
effective date on record
to be updated)
When submitting a trans code “9” (Correction), the
Effective Date submitted must be equal to the
effective date of the existing record to update this
field.
DMG_012_01_04
12 – OMB
American Indian
Other error in
H74PKG_DEMOG_IMPOR
T.GET_VALID_OMB_IND,
contact IT administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_012_01_05
DMG_013_01_05
DMG_014_01_05
DMG_015_01_05
DMG_016_01_05
DMG_017_01_05
12 – OMB
American Indian
To
17 – OMB
Hispanic-Latino
OMB American Indian
indicator is invalid - valid
values are 'Y' or 'N'
A valid value must be entered in this field.
Valid Values:
Y
N
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_012_02_01
12 – OMB
American Indian
At least one of the race
indicators must 'Y' for a
full assessment
A valid value of Y must be entered in at least one of
the following fields:
OMB-American Indian, OMB-Asian, OMB-Black, OMBNative Hawaiian, OMB-White.
Collected for trans code “1” (Full EOC Start);
Submitted on trans codes “2” (Complete Update) and
“4” (EOC End Complete) and must match the race
indicated on the “1” (Full EOC Start).
DMG_012_02_02
12 – OMB
American Indian
If any race indicators are
populated, then at least
one of the race indicators
must be 'Y'
A valid value of Y must be entered in at least one of
the following fields:
OMB-American Indian, OMB-Asian, OMB-Black, OMBNative Hawaiian, OMB-White.
Collected for trans code “1” (Full EOC Start);
Submitted on trans codes “2” (Complete Update) and
“4” (EOC End Complete) and must match the race
indicated on the “1” (Full EOC Start).
DMG_013_01_01
13 – OMB Asian
OMB Asian indicator is
invalid - invalid effective
date (effective date sent
in must match effective
date on record to be
updated)
When submitting a trans code “9” (Correction), the
Effective Date submitted must be equal to the
effective date of the existing record to update this
field.
DMG_013_01_04
DMG_014_01_04
DMG_015_01_04
DMG_016_01_04
DMG_017_01_04
13 – OMB Asian
To
17 – OMB
Hispanic-Latino
Other error in
H74_PKG_IMPORT.GET_V
ALID_OMB_IND, contact
IT administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_014_01_01
14 – OMB Black
OMB Black indicator is
invalid - invalid effective
date (effective date sent
in must match effective
date on record to be
updated)
When submitting a trans code “9” (Correction), the
Effective Date submitted must be equal to the
effective date of the existing record to update this
field.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_015_01_01
15 – OMB Native OMB Native Hawaiian
Hawaiian
indicator is invalid - invalid
effective date (effective
date sent in must match
effective date on record
to be updated)
When submitting a trans code “9” (Correction), the
Effective Date submitted must be equal to the
effective date of the existing record to update this
field.
DMG_016_01_01
16 – OMB White OMB White indicator is
invalid - invalid effective
date (effective date sent
in must match effective
date on record to be
updated)
When submitting a trans code “9” (Correction), the
Effective Date submitted must be equal to the
effective date of the existing record to update this
field.
DMG_017_01_01
17 – OMB
Hispanic-Latino
When submitting a trans code “9” (Correction), the
Effective Date submitted must be equal to the
effective date of the existing record to update this
field.
DMG_029_01_01
29 – Assessment Assessment date is invalid
Date
Assessment date must be in the valid YYYYMMDD
format and cannot be a future date.
The assessment date must be greater than or equal to
the EOC Start Date, less than or equal to the EOC End
Date, more than Date of Birth and less than or equal
to the Member's Date of Death.
DMG_029_01_02
DMG_029_01_03
29 – Assessment Other error in
Date
H74_PKG_IMPORT.GET_V
ALID_ASSESSMENT_DATE,
contact IT administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_029_01_04
29 – Assessment Cannot change field
Date
ASSESSMENT_DATE with a
TRANSMISSION CODE of
3.
The assessment date should not be submitted with
trans code “3” (Minor Update), “5” (Crisis/Short Start),
“6” (Crisis/Short End) or “9” (Correction).
OMB Hispanic Latino
indicator is invalid - invalid
effective date (effective
date sent in must match
effective date on record
to be updated)
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_032_01_01
32 – Treatment
Participation
Treatment participation
code is invalid
Treatment participation code must be a valid value:
V-Voluntary
C-Involuntary – Criminal: DUI or conditions of
parole/probation
N-Involuntary – Civil: MH court order, Drug court
DMG_032_01_02
32 – Treatment
Participation
Treatment participation
code is invalid - invalid
effective date
When Treatment Participation Code is updated,
Effective Date must match the effective date of the
record being updated.
DMG_032_01_03
32 – Treatment
Participation
Treatment participation
code is invalid - effective
date must match the
effective date of the
record being updated for
trans code 9 records
When Treatment Participation Code is updated in a
trans code “9” (Correction), Effective Date must match
the Effective Date of the record being updated.
DMG_033_01_01
33 – OA ADC or
Parole
OA ADC or Parole
indicator is invalid - must
be 'Y' or 'N' for clients 18
or over
If member is age 18 & older, indicator must be a valid
value of ‘Y’ or ‘N’.
DMG_033_01_02
33 – OA ADC or
Parole
OA ADC or Parole
indicator is invalid - must
be 'X' for clients under 18
If member is younger than 18 this field is not
applicable due to age, indicator must be ‘X’.
DMG_033_01_03
33 – OA ADC or
Parole
OA ADC or Parole
indicator is invalid - invalid
client age
Client age is determine by taking the difference
between the effective date and the client’s date of
birth. Both fields must be populated to determine age.
Verify both field are completed correctly.
DMG_033_01_04
33 – OA ADC or
Parole
OA ADC or Parole
indicator is invalid - invalid
effective date
Effective Date must be updated when OA ADC or
Parole field is changed.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_034_01_01
34 – OA ADJC
Parole
OA ADJC or Parole
indicator is invalid - must
be 'Y' or 'N' for clients
under 18
If member is age 17 or younger, indicator must be a
valid value of “Y” or “N”.
DMG_034_01_02
34 – OA ADJC
Parole
OA ADJC or Parole
indicator is invalid - must
be 'X' for clients 18 or
over
If member is over 18 this field is not applicable due to
age, indicator must be “X” (Not applicable due to age).
DMG_034_01_03
34 – OA ADJC
Parole
OA ADJC or Parole
indicator is invalid - age
could not be determined
Client age is determine by taking the difference
between the effective date and the client’s date of
birth. Both fields must be populated to determine age.
Verify both field are completed correctly.
DMG_034_01_04
34 – OA ADJC
Parole
OA ADJC or Parole
indicator is invalid - invalid
effective date
Effective Date must be updated when OA ADJC or
Parole field is changed.
DMG_036_01_01
36 – OA AOC
Adult Probation
OA AOC Adult Probation
indicator is invalid - must
be 'Y' or 'N' for clients 18
or over
If member is age 18 & older, indicator must be a valid
value of ‘Y’ or ‘N’.
DMG_036_01_02
36 – OA AOC
Adult Probation
OA AOC Adult Probation
indicator is invalid - must
be 'X' for clients under 18
If member is younger than 18 this field is not
applicable due to age, indicator must be ‘X’.
DMG_036_01_03
36 – OA AOC
Adult Probation
OA AOC Adult Probation
indicator is invalid - age
could not be determined
Client age is determine by taking the difference
between the effective date and the client’s date of
birth. Both fields must be populated to determine age.
Verify both field are completed correctly.
DMG_036_01_04
36 – OA AOC
Adult Probation
OA AOC Adult Probation
indicator is invalid - invalid
effective date
Effective Date must be updated when OA AOC Adult
Probation field is changed.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_037_01_01
37 – OA AOC
Juvenile
Probation
OA AOC Juvenile
Probation indicator is
invalid - must be 'Y' or 'N'
for clients under 18
If member is age 17 or younger, indicator must be a
valid value of ‘Y’ or ‘N’.
DMG_037_01_02
37 – OA AOC
Juvenile
Probation
OA AOC Juvenile
Probation indicator is
invalid - must be 'X' for
clients 18 or over
If member is over 18 this field is not applicable due to
age, indicator must be ‘X’.
DMG_037_01_03
37 – OA AOC
Juvenile
Probation
OA AOC Juvenile
Probation indicator is
invalid - age could not be
determined
Client age is determine by taking the difference
between the effective date and the client’s date of
birth. Both fields must be populated to determine age.
Verify both field are completed correctly.
DMG_037_01_04
37 – OA AOC
Juvenile
Probation
OA AOC Juvenile
Probation indicator is
invalid - invalid effective
date
Effective Date must be updated when OA AOC
Juvenile Probation field is changed.
DMG_040_01_01
40 – OA DES RSA OA DES RSA indicator is
invalid - invalid effective
date
Effective Date must be updated when OA DES RSA
field is changed.
DMG_040_01_02
40 – OA DES RSA OA DES RSA indicator is
invalid
A valid value of ‘Y’ or ‘N’ must be entered in the OA
DES RSA indicator field.
DMG_042_01_01
42 – OA School
Special Ed
Effective Date must be updated when OA School
Special Education field is changed.
OA School Special
Education indicator is
invalid - invalid effective
date
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_042_01_02
42 – OA School
Special Ed
OA School Special
Education indicator is
invalid - must be 'X' for
clients less than 3 years of
age
If member is younger than 3 years of age, the OA
School Special education field is not applicable due to
age, indicator must be ‘X’.
DMG_042_01_03
42 – OA School
Special Ed
OA School Special
Education indicator is
invalid - must be 'Y' or 'N'
for clients between 3 and
21 years of age
A valid value of ‘Y’ or ‘N’ must be entered in the OA
School Special Education indicator field for members
between the ages of 3 and 21.
DMG_042_01_04
42 – OA School
Special Ed
OA School Special
Education indicator is
invalid - must be 'X' for
clients older than 21 years
of age
If member is older than 21 years of age, the OA School
Special Education field is not applicable due to age,
indicator must be ‘X’.
DMG_049_01_01
49 – SP
Pregnancy
Client gender is unknown cannot determine
pregnancy indicator
Pregnancy indicator cannot be determined unless the
Gender Identity field is completed with a valid value.
Ensure Gender Identity is not blank or an invalid value.
DMG_049_01_02
49 – SP
Pregnancy
Invalid Pregnancy
indicator - must be X for
male clients
Clients identified as male must have a Pregnancy
Indicator of ‘X’, not applicable due to gender.
DMG_049_01_03
49 – SP
Pregnancy
Invalid Pregnancy
indicator - must be Y or N
for female clients
Pregnancy indicator field must be ‘Y’ or ‘N’ for female
clients.
DMG_050_01_01
50 – SP Woman
DC
Client gender is unknown cannot determine woman
with dependent children
indicator
Women with Dependent Children cannot be
determined unless the Gender Identity field is
completed with a valid value. Ensure Gender Identity
is not blank or an invalid value.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_050_01_02
50 – SP Woman
DC
Invalid woman with
dependent children
indicator - must be X for
male clients
Clients identified as male must have a Women with
Dependent Children Indicator of ‘X’, not applicable
due to gender.
DMG_050_01_03
50 – SP Woman
DC
Invalid woman with
dependent children
indicator - must be Y or N
for female clients
Women with Dependent Children field must be ‘Y’ or
‘N’ for female clients.
DMG_052_01_01
52 – Axis III-1
Axis III codes are missing
or invalid
AXIS-III-1 To AXIS-III-5 are assessed together, at least
one valid value must be completed.
Please see 'Demographic and Outcome Data Set User
Guide v6.01' for a list of valid Axis III codes.
DMG_052_02_01
52 – Axis III-1
Axis III-2, 3, 4 or 5 is
missing or invalid
AXIS-III-1 To AXIS-III-5 are assessed together, only
valid values may be populated in these fields.
Please see 'Demographic and Outcome Data Set User
Guide v6.01' for a list of valid Axis III codes.
DMG_052_02_02
52 – Axis III-1
If Axis III-1 = 00, then all
Axis III codes must = 00
AXIS-III-1 To AXIS-III-5 are assessed together, if “00”
(None of the following medical conditions) is used in
AXIS III-1, then AXIS III-2 To AXIS III-5 must be “00”
(None of the following medical conditions).
Please see 'Demographic and Outcome Data Set User
Guide v6.01' for a list of all other valid Axis III codes.
DMG_052_02_03
52 – Axis III-1
Axis III codes not including
00 or 74 may only be used
once
AXIS-III-1 To AXIS-III-5 are assessed together, codes
other than “00” (None of the following medical
conditions) and “74” (No Known Medical History) may
only be used once in AXIS III-1 To AXIS III-5.
Please see 'Demographic and Outcome Data Set User
Guide v6.01' for a list of all other valid Axis III codes.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_052_02_04
52 – Axis III-1
If Axis III-1 = 74, then all
Axis III codes must = 74
AXIS-III-1 To AXIS-III-5 are assessed together, if “74”
(No Known Medical History) is used in AXIS III-1, then
AXIS III-2 To AXIS III-5 must be “74” (No Known
Medical History).
Please see 'Demographic and Outcome Data Set User
Guide v6.01' for a list of all other valid Axis III codes.
DMG_057_01_01
57 – Effective
Date
Effective Date is missing
or invalid
Effective date refers to the date of any addition or
change to a field and is required on all submissions.
Must be completed in the YYYYMMDD format.
Effective Date cannot be less than the EOC_Start_Date
or Client Date of Birth and cannot be greater than the
EOC_End_Date or Client Date of Death.
DMG_057_01_02
57 – Effective
Date
Other error in
GET_VALID_EFFECTIVE_D
ATE procedure, contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_057_01_03
57 – Effective
Date
Effective Date value
submitted on a 3 or 9
record must be equal to
the Effective Date of the
existing record to be
updated.
Effective date refers to the date of any addition or
change to a field and is required on all submissions.
Must be completed in the YYYYMMDD format.
Axis I-1 code is invalid
(cannot be 799.9)
Axis I-1 field cannot be completed with diagnostic
code 799.9 (Diagnosis or Condition Deferred on Axis I).
DMG_058_01_01
58 – Axis I-1
When submitting a trans code “9” (Correction), the
Effective Date must match the existing record.
Please see 'Demographic and Outcome Data Set User
Guide v6.01' for more information on valid Axis I
diagnostic codes.
DMG_058_01_03
DMG_063_01_03
58 – Axis I-1
63 – Axis II-1
Value V71.09 can exist in
either Axis I-1 or Axis II-1,
but not both
If AXIS I-1 is V71.09 (No Diagnosis), then AXIS I-2
through AXIS I-5 must be NONE and AXIS II-1 must
have a valid diagnosis other than V71.09 (No
Diagnosis).
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_058_01_04
DMG_059_01_04
DMG_060_01_04
DMG_061_01_04
DMG_062_01_04
DMG_063_01_04
DMG_064_01_04
58 – Axis I-1
To
64 – Axis II-2
Other error in
GET_VALID_DSM_CODE
procedure, contact IT
administrator.
If valid value V71.09 (No Diagnosis) is used in AXIS I-1,
then AXIS I-2 through AXIS I-5 must be completed with
“NONE”.
DMG_059_01_01
59 – Axis I-2
Axis I-2 code is invalid
(cannot be 799.9)
Diagnostic code 799.9 (Diagnosis or Condition
Deferred on Axis I) is not permitted in any Axis I or
Axis II fields.
Please see 'Demographic and Outcome Data Set User
Guide v6.01' for more information on valid Axis I
diagnostic codes.
DMG_059_01_02
59 – Axis I-2
Axis I-2 code is invalid
(cannot be V71.09)
If valid value V71.09 is used in AXIS I-1, then AXIS I-2
through AXIS I-5 must be “NONE” and AXIS II-1 (field
#63) must have a valid diagnosis other than V71.09.
DMG_060_01_01
60 – Axis I-3
Axis I-3 code is invalid
(cannot be 799.9)
Diagnostic code 799.9 (Diagnosis or Condition
Deferred on Axis I) is not permitted in any Axis I or
Axis II fields.
Please see 'Demographic and Outcome Data Set User
Guide v6.01' for more information on valid Axis I
diagnostic codes.
DMG_060_01_02
60 – Axis I-3
Axis I-3 code is invalid
(cannot be V71.09)
If valid value V71.09 is used in AXIS I-1, then AXIS I-2
through AXIS I-5 must be “NONE” and AXIS II-1 (field
#63) must have a valid diagnosis other than V71.09.
DMG_061_01_01
61 – Axis I-4
Axis I-4 code is invalid
(cannot be 799.9)
Diagnostic code 799.9 (Diagnosis or Condition
Deferred on Axis I) is not permitted in any Axis I or
Axis II fields.
Please see 'Demographic and Outcome Data Set User
Guide v6.01' for more information on valid Axis I
diagnostic codes.
DMG_061_01_02
61 – Axis I-4
Axis I-4 code is invalid
(cannot be V71.09)
If valid value V71.09 is used in AXIS I-1, then AXIS I-2
through AXIS I-5 must be “NONE” and AXIS II-1 (field
#63) must have a valid diagnosis other than V71.09.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_062_01_01
62 – Axis I-5
Axis I-5 code is invalid
(cannot be 799.9)
Diagnostic code 799.9 (Diagnosis or Condition
Deferred on Axis I) is not permitted in any Axis I or
Axis II fields.
Please see 'Demographic and Outcome Data Set User
Guide v6.01' for more information on valid Axis I
diagnostic codes.
DMG_062_01_02
62 – Axis I-5
Axis I-5 code is invalid
(cannot be V71.09)
If valid value V71.09 is used in AXIS I-1, then AXIS I-2
through AXIS I-5 must be “NONE” and AXIS II-1 (field
#63) must have a valid diagnosis other than V71.09.
DMG_062_03_01
58 – Axis I-1
To
64 – Axis II-2
If Axis I-1 = V71.09, all
other Axis I fields must =
NONE
If valid value V71.09 is used in AXIS I-1, then AXIS I-2
through AXIS I-5 must be “NONE” and AXIS II-1 (field
#63) must have a valid diagnosis other than V71.09.
DMG_062_03_01
58 – Axis I-1
To
64 – Axis II-2
Other error in
GET_7109_FIELDS
procedure, contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_062_04_01
58 – Axis I-1
To
64 – Axis II-2
Axis I fields must be
populated in order
For valid value other than V71.09, AXIS I-2 to AXIS I-5
must be populated in sequence and NOT out of order.
DMG_062_04_01
58 – Axis I-1
To
64 – Axis II-2
Axis II fields cannot be
repeated
If a diagnosis other than NONE is used, it may NOT be
repeated in any other AXIS II field. When entering
multiple disorders AXIS II-1 must be populated before
AXIS-II-2.
DMG_062_04_02
DMG_063_03_02
58 – Axis I-1
To
64 – Axis II-2
Other error occurred in
GET_VALID_DSM_ORDER
procedure, contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_062_05_01
58 – Axis I-1
To
64 – Axis II-2
Axis I fields cannot be
repeated
If a diagnosis other than NONE is used, it may NOT be
repeated in any other AXIS I field.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_063_01_01
63 – Axis II-1
Axis II-1 code is invalid
(cannot be 799.9)
Diagnostic code 799.9 (Diagnosis or Condition
Deferred on Axis I) is not permitted in any Axis I or
Axis II fields.
Please see 'Demographic and Outcome Data Set User
Guide v6.01' for more information on valid Axis I
diagnostic codes.
DMG_063_02_01
63 – Axis II-1
If Axis II-1 = V71.09, all
other Axis II fields must =
NONE
If valid value V71.09 is used in AXIS II-1, then AXIS II-2
must be “NONE” and AXIS I-1 (field #63) must have a
valid diagnosis other than V71.09.
DMG_063_03_01
63 – Axis II-1
To
64 – Axis II-2
Axis II fields must be
populated in order
For valid value other than V71.09, AXIS II-1 to AXIS II-2
must be populated in sequence and NOT out of order.
DMG_064_01_01
64 – Axis II-2
Axis II-2 is missing or
invalid
If AXIS II-1 is V71.09, then AXIS II-2 must be NONE and
AXIS I-1 must have a valid diagnosis other than
V71.09. Additionally, 799.9 is NOT allowed for any
AXIS I or II field.
DMG_064_01_02
64 – Axis II-2
Axis II-2 is invalid (cannot
be V71.09)
If valid value V71.09 is used in AXIS I-1, then AXIS I-2
through AXIS I-5 must be “NONE” and AXIS II-1 (field
#63) must have a valid diagnosis other than V71.09.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_065_01_01
65 – Behavioral
Health Category
Designation not met for
Behavioral Health
Category code of 'Z'
If "Z" (Z-Child, Seriously Emotionally Disturbed (SED))
is used in the Behavioral Health Category, then there
must be a valid DSM IV TR code related to SED present
in AXIS I or AXIS II (field 58 To 64) either currently or in
the past year.
When selecting valid value “Z” (Child, Seriously
Emotionally Disturbed (SED), the determination is
based on age (0-17) and that the child currently or at
any time during the past year has had a diagnosable
mental, behavioral or emotional disorder of sufficient
duration to meet diagnostic criteria specified in the
DSM IV TR. See PM Attachment 7.5.3 SMI and SED
Qualifying Diagnoses Table for a listing of qualifying
SED diagnoses. Additionally, the mental, behavioral or
emotional disorder has resulted in functional
impairment which substantially interferes with or
limits the child’s role or functioning in family, school
or community activities. Such roles or functioning
include achieving or maintaining developmentally
appropriate social, behavioral, cognitive,
communicative or adaptive skills. Functional
impairments of episodic, recurrent, and continuous
duration are included unless they are temporary and
expected responses to stressful events in the
environment.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_065_01_02
65 – Behavioral
Health Category
Behavioral Health
Category code of 'Z' or 'C'
invalid for client's age must be 17 or younger
If client is under 18 years of age, only Behavioral
Health Categories “C” (Child) or “Z" (Child, Seriously
Emotionally Disturbed (SED)) may be used.
When selecting valid value “C” (Child), the
determination is based on age (0 To 17) and absence
of meeting SED criteria.
When selecting valid value “Z” (Child, Seriously
Emotionally Disturbed (SED), the determination is
based on age (0-17) and that the child currently or at
any time during the past year has had a diagnosable
mental, behavioral or emotional disorder of sufficient
duration to meet diagnostic criteria specified in the
DSM IV TR. See PM Attachment 7.5.3 SMI and SED
Qualifying Diagnoses Table for a listing of qualifying
SED diagnoses. Additionally, the mental, behavioral or
emotional disorder has resulted in functional
impairment which substantially interferes with or
limits the child’s role or functioning in family, school
or community activities. Such roles or functioning
include achieving or maintaining developmentally
appropriate social, behavioral, cognitive,
communicative or adaptive skills. Functional
impairments of episodic, recurrent, and continuous
duration are included unless they are temporary and
expected responses to stressful events in the
environment.
DMG_065_01_03
65 – Behavioral
Health Category
Designation not met for
Behavioral Health
Category code of 'S'
If "S" (Adult, with serious mental illness) is used then
there must be a valid code related to SMI present in
AXIS I or AXIS II either currently or in the past year.
When selecting valid value “S” (Adult, with serious
mental illness), the determination is based on age (18
& Older) and secondly in accordance with ADHS/DBHS
Provider Manual Section 3.10, SMI Eligibility
Determination. See PM Attachment 7.5.3 SMI and SED
Qualifying Diagnoses Table for a listing of qualifying
SMI diagnoses.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_065_01_04
65 – Behavioral
Health Category
Behavioral Health
Category code of 'G'
cannot be coupled with a
Primary Substance Abuse
code indicating no
substance abuse
If "G" (Adult, non-seriously mentally ill, Substance
abuse, either alcohol or drug) is used then the age
should be 18 or more there must not be any code
related to SMI present in AXIS I or AXIS II either
currently or in the past year but a code related to
Substance Abuse(SA) must be present in AXIS I or AXIS
II.
When selecting valid value “G” (Adult, non-seriously
mentally ill, Substance abuse, either alcohol or drug),
the determination is based on age (18 & Older) and
secondly upon the presence of a qualifying AXIS I-1,
AXIS I-2, AXIS I-3, AXIS I-4, AXIS I-5 for substance use
disorder (field 58) diagnosis. See PM Attachment 7.5.4
Substance Abuse Disorders Qualifying Diagnoses Table
for qualifying SA diagnoses.
DMG_065_01_05
DMG_065_01_06
65 – Behavioral
Health Category
65 – Behavioral
Health Category
Designation not met for
Behavioral Health
Category code of 'G'
Invalid Behavioral Health
Category code - must be
'C', 'Z', 'S', 'M' or 'G'
Client is under the age of 18 years or a code related to
SMI is present in AXIS I or AXIS II fields.
When selecting valid value “G” (Adult, non-seriously
mentally ill, Substance abuse, either alcohol or drug),
the determination is based on age (18 & Older) and
secondly upon the presence of a qualifying AXIS I-1,
AXIS I-2, AXIS I-3, AXIS I-4, AXIS I-5 for substance use
disorder (field 58) diagnosis. See PM Attachment 7.5.4
Substance Abuse Disorders Qualifying Diagnoses Table
for qualifying SA diagnoses.
Identifies the behavioral health category on the basis
of age, diagnosis and, when applicable, functional
status.
Please select a valid value:
Only valid for ages 0 To 17:
C-Child
Z-Child, Seriously Emotionally Disturbed (SED).
Only valid for ages 18 & Older:
S-Adult, with serious mental illness
M-Adult, non-seriously mentally ill, with general
mental health need
G-Adult, non-seriously mentally ill, Substance abuse,
either alcohol or drug
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_065_01_07
65 – Behavioral
Health Category
Other error occurred in
GET_BH_CATEGORY
procedure, contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_065_01_08
65 – Behavioral
Health Category
Behavioral Health
Category code of 'S', 'M'
or 'G' invalid for client's
age - must be 18 or older
If client is younger than 18, only values “C” (Child) and
“Z” (Child, Seriously Emotionally Disturbed (SED)) may
be selected.
DMG_066_01_01
66 – Employment Employment Status code
Status
is invalid
Employment Status must be one of the valid values
listed below:
08-Unemployed
14-Volunteer
17-Unpaid Rehabilitation Activities
19-Homemaker
20-Student
21-Retired
22-Disabled
23-Inmate of Institution
24-Competitively Employed Full-Time
25-Competitively Employed Part-Time
26-Work Adjustment Training
27-Transitional Employment Placement
99-Unknown
DMG_067_01_01
67 – Education
Status
A valid school status code of “Y” (Yes) or “N” (No)
must be used. If the value “Y” (Yes) is used, the client
must be 3 years or older.
Educational Status code is
invalid
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_069_01_01
69 – Primary
Residence
Primary Residence code is
invalid
A valid Primary Residence value must be selected
from the list below. If “01” (Independent (roommate,
by self, no support)) is selected, the client must be at
least 15 years old.
Valid values:
01- Independent (roommate, by self, no support)
02- Hotel
03- Boarding home
04- Supervisory care, assisted living
4A- Assisted Living
05- Arizona State Hospital
06- Jail, prison, detention
07- Homeless, homeless shelter
08- Other
09- Foster home
9A-HCTC
12- Nursing home
16- Home with family
19- Crisis shelter
22- OBHL Level 1, 2 or 3 treatment setting
23- Transitional housing (level 4)
DMG_070_01_01
70 – Axis V
Axis V code is invalid
A valid score between 000 and 100 must be submitted
in a valid three-digit (###) format.
DMG_071_01_01
71 – Number of
Arrests
Number of arrests code
must be a numeric value
between 0 and 31
A valid value between 00 and 31 must be submitted in
the valid two-digit (##) format.
DMG_072_01_01
72 – SA Primary
Primary Substance Abuse
code is invalid
A valid primary psychoactive substance used code
must be selected from the list below:
0001 – None (no substance abuse in past 30 days)
0201 – Alcohol (beverage alcohol)
0302 – Cocaine/crack (CNS stimulants)
0401 – Marijuana/hashish (marijuana)
0501 – Heroin/morphine (opiates/narcotics)
0706 – Other opiates, synthetics
0902 – Hallucinogens
1001 – Methamphetamine/Speed (CNS stimulants)
1201 – Other stimulants
1308 – Benzodiazepines (CNS depressants)
1605 – Other sedatives, tranquilizers (CNS
depressants)
1703 – Inhalants
2002 – Other drugs
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_072_01_02
72 – SA Primary
If Primary Substance
Abuse code indicates no
substance abuse, then
Secondary and Tertiary
codes must also indicate
no usage.
If valid value “0001” (None) is used as the Primary
Substance Abuse Code, then frequency, transmission
route and age of first use must also indicate no usage.
Additionally, Secondary and Tertiary Substance Abuse
Codes should also indicate no usage:
“1” (No Use) should be used in field 73 (SA Frequency
1)
“6” (No Use) should be used in 74 (SA Route 1)
“00” (No Use) should be used in 75 (SA-Age-First-Use1)
“0001” (None) should be used in 76 (SA-Secondary)
“1” (No Use) should be used in field 77 (SA Frequency
2)
“6” (No Use) should be used in 78 (SA Route 2)
“00” (No Use) should be used in 79 (SA-Age-First-Use2)
“0001” (None) should be used in 97 (SA Tertiary)
“1” (No Use) should be used in field 98 (SA Frequency
3)
“6” (No Use) should be used in 99 (SA Route 3)
“00” (No Use) should be used in 100 (SA-Age-FirstUse-3)
DMG_072_01_03
72 – SA Primary
If Primary Substance
Abuse code indicates no
substance abuse,
frequency of use must
also indicate no usage.
If valid value “0001” (None) is used as the Primary
Substance Abuse Code, then “1” (No Use) should be
used in field 73 (SA Frequency 1).
DMG_072_01_04
72 – SA Primary
If Primary Substance
Abuse code indicates no
substance abuse,
transmission route must
also indicate no usage.
If valid value “0001” (None) is used as the Primary
Substance Abuse Code, then “6” (No Use) should be
used in 74 (SA Route 1).
DMG_072_01_04
72 – SA Primary
If Secondary Substance
Abuse code indicates no
substance abuse,
transmission route must
also indicate no usage.
If valid value “0001” (None) is used as the Secondary
Substance Abuse Code, then “6” (No Use) should be
used in 78 (SA Route 2).
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_072_01_05
72 – SA Primary
If Primary Substance
Abuse code indicates no
substance abuse, age of
1st use must also indicate
no usage.
If valid value “0001” (None) is used as the Primary
Substance Abuse Code, then frequency, transmission
route and age of first use must also indicate no usage.
“00” (No Use) should be used in 75 (SA-Age-First-Use1).
DMG_072_01_06
72 – SA Primary
If Primary Substance
Abuse code indicates no
substance abuse, field 65
Behavioral Health
Category cannot be 'G'.
If Primary Substance Abuse code indicates no
substance abuse, Axis fields must also indicate no
usage. Field 65 Behavioral Health Category should not
have a value of "G" (Adult, non-seriously mentally ill,
Substance abuse, either alcohol or drug).
DMG_072_01_07
72 – SA Primary
If Primary Substance
Abuse code indicates no
substance abuse, Axis
fields must also indicate
no usage.
If Primary Substance Abuse code of “0001” (None) is
indicated, then AXIS I-1, AXIS I-2, AXIS I-3, AXIS I-4, and
AXIS I-5 fields must not indicate usage.
Substance Abuse codes
cannot be repeated
If a valid value other than “0001” (None) is entered in
the Substance Abuse code, then that value may NOT
be repeated in SA-Secondary or SA-Tertiary. Values
may only be used once.
DMG_072_01_08
DMG_076_01_08
DMG_097_01_08
72 – SA Primary
This error code may also be generated when AXIS I-1,
AXIS I-2, AXIS I-3, AXIS I-4, and AXIS I-5 fields are left
blank. If no additional values are needed, unused
fields should also indicate “None.”
When entering multiple substance use, SA-Primary,
SA-Secondary, and SA-Tertiary must be populated in
order.
DMG_072_01_09
72 – SA Primary
Substance Abuse codes
must be populated in
order
When entering multiple substance use, SA-Primary,
SA-Secondary, and SA-Tertiary must be populated in
order.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_072_01_10
72 – SA Primary
If Primary Substance
Abuse code indicates
usage, then the frequency
and transmission routes
must also indicate usage.
If Primary Substance Abuse code indicates usage, then
the frequency and transmission routes may not be left
blank. Select a valid value from the lists below.
Primary substance abuse frequency:
1-No use past month
2-One to three times in past month
3-One to two times per week
4-Three to six times per week
5-One or more times per day
6-No use during the past 3 months
7-No use during the past 6 months
8-No use during the past 12 months
Primary substance abuse route of administration:
1-Oral
2-Smoking
3-Inhalation
4-Injection
6-No Use (Only allowed if SA-Type-1 = 0001)
DMG_072_01_11
72 – SA Primary
Other error occurred in
GET_VALID_SA_PRIMARY
procedure, contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_073_01_01
73 – SA Freq 1
Primary Substance Abuse
Frequency code is invalid
Primary Substance Abuse Frequency code is invalid,
please select from the valid values below:
1-No use past month
2-One to three times in past month
3-One to two times per week
4-Three to six times per week
5-One or more times per day
6-No use during the past 3 months
7-No use during the past 6 months
8-No use during the past 12 months
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_073_01_02
DMG_073_01_03
DMG_074_01_02
DMG_074_01_03
DMG_077_01_02
DMG_077_01_03
DMG_078_01_02
DMG_078_01_03
DMG_098_01_02
DMG_098_01_03
DMG_099_01_02
DMG_099_01_03
Other error occurred in
GET_VALID_SA_FREQ_OR
_ROUTE procedure,
contact IT administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
Primary Substance Abuse
Transmission Route code
is invalid
Primary substance abuse route of administration is
invalid, please select from the list of valid values
below:
1-Oral
2-Smoking
3-Inhalation
4-Injection
6-No Use (Only allowed if SA-Type-1 = 0001)
DMG_074_01_01
74 – SA Route 1
DMG_075_01_01
75 – SA Age First Primary Substance Abuse
Use 1
Age of First Use code is
invalid
If “0001” is entered for SA-Primary (72), then the valid
value “00” must be entered. Otherwise, valid value
between 01 and 99 must be entered.
DMG_076_01_01
76 – SA
Secondary
A valid Secondary Substance Abuse code must be
selected from the list below:
0001 – None (no substance abuse in past 30 days)
0201 – Alcohol (beverage alcohol)
0302 – Cocaine/crack (CNS stimulants)
0401 – Marijuana/hashish (marijuana)
0501 – Heroin/morphine (opiates/narcotics)
0706 – Other opiates, synthetics
0902 – Hallucinogens
1001 – Methamphetamine/Speed (CNS stimulants)
1201 – Other stimulants
1308 – Benzodiazepines (CNS depressants)
1605 – Other sedatives, tranquilizers (CNS
depressants)
1703 – Inhalants
2002 – Other drugs
Secondary Substance
Abuse code is invalid
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_076_01_02
76 – SA
Secondary
If Secondary Substance
Abuse code indicates no
substance abuse, then
Tertiary code must also
indicate no usage.
If valid value “0001” (None) is used as the Secondary
Substance Abuse Code, then frequency, transmission
route and age of first use must also indicate no usage.
Additionally, the Tertiary Substance Abuse Code
should also indicate no usage:
“0001” (None) should be used in 76 (SA-Secondary)
“1” (No Use) should be used in field 77 (SA Frequency
2)
“6” (No Use) should be used in 78 (SA Route 2)
“00” (No Use) should be used in 79 (SA-Age-First-Use2)
“0001” (None) should be used in 97 (SA Tertiary)
“1” (No Use) should be used in field 98 (SA Frequency
3)
“6” (No Use) should be used in 99 (SA Route 3)
“00” (No Use) should be used in 100 (SA-Age-FirstUse-3)
DMG_076_01_03
76 – SA
Secondary
If Secondary Substance
Abuse code indicates no
substance abuse,
frequency of use must
also indicate no usage.
If valid value “0001” (None) is used as the Secondary
Substance Abuse Code, then “1” (No Use) should be
used in field 77 (SA Frequency 2).
DMG_076_01_05
76 – SA
Secondary
If Secondary Substance
Abuse code indicates no
substance abuse, age of
1st use must also indicate
no usage.
If “0001” is entered for the Secondary Substance
Abuse Code then the valid value “00” must be
entered. Otherwise, valid value between 01 and 99
must be entered.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_076_01_10
76 – SA
Secondary
If Secondary Substance
Abuse code indicates
usage, then the frequency
and transmission routes
must also indicate usage.
If Secondary Substance Abuse code indicates usage,
then the frequency and transmission routes may not
be left blank. Select a valid value from the lists below.
Secondary substance abuse frequency:
1-No use past month
2-One to three times in past month
3-One to two times per week
4-Three to six times per week
5-One or more times per day
6-No use during the past 3 months
7-No use during the past 6 months
8-No use during the past 12 months
Secondary substance abuse route of administration:
1-Oral
2-Smoking
3-Inhalation
4-Injection
6-No Use (Only allowed if SA-Type-1 = 0001)
DMG_076_01_11
76 – SA
Secondary
Other error occurred in
GET_VALID_SA_SECONDA
RY procedure, contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_077_01_01
77 – SA Freq 2
Secondary Substance
Abuse Frequency code is
invalid
Secondary Substance Abuse Frequency code is invalid,
please select from the valid values below:
1-No use past month
2-One to three times in past month
3-One to two times per week
4-Three to six times per week
5-One or more times per day
6-No use during the past 3 months
7-No use during the past 6 months
8-No use during the past 12 months
DMG_078_01_01
78 – SA Route 2
Secondary Substance
Abuse Transmission Route
code is invalid
Secondary substance abuse route of administration is
invalid, please select from the list of valid values
below:
1-Oral
2-Smoking
3-Inhalation
4-Injection
6-No Use (Only allowed if SA-Type-1 = 0001)
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_079_01_01
79 – SA Age First Secondary Substance
Use 2
Abuse Age of First Use
code is invalid
If “0001” is entered for SA-Secondary (76), then the
valid value “00” must be entered. Otherwise, valid
value between 01 and 99 must be entered.
DMG_081_01_01
81 – EOC Status
EOC Status Code must be completed for all submission
types except for trans code “9” (Correction)
transmission. Please complete the field using the valid
values listed below:
00 – Participant in EOC
01 – Treatment completed
02 – Change in eligibility or entitlement information
03 – Client declined further service
04 – Lack of contact
06 – Incarceration (committed to ADOC)
07 – Death of client
08 – Moved out of area
09 – Inter-RBHA transfer
20 – CRISIS EOC
25 – CRISIS End: Referred for Treatment
30 – Short EOC
EOC Status code is missing
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_081_01_02
DMG_081_01_03
81 – EOC Status
EOC Status code is invalid
For submission with trans code "1" (Full EOC Start),
"2" (Complete Update) or "3" (Minor Update), "5"
(Crisis/Short Start) valid values must be selected from
the list below:
00 – Participant in EOC
20 – CRISIS EOC
30 – Short EOC
The following values are only valid with trans code
type "4" (EOC End Complete), or "6" (Crisis/Short
End):
01 – Treatment completed
02 – Change in eligibility or entitlement information
03 – Client declined further service
04 – Lack of contact "06"( Incarceration (committed to
ADOC))
07 – Death of client
08 – Moved out of area
09 – Inter-RBHA transfer
The following values are only valid with trans code
type "3" (Minor Update) or "5" (Crisis/Short Start):
20 – CRISIS EOC
30 – Short EOC
The following values are only valid with trans code
type "1" (Full EOC Start), "2" (Complete Update) or "3"
(Minor Update):
00 – Participant in EOC
DMG_081_01_04
DMG_081_01_05
DMG_081_01_07
81 – EOC Status
Other error occurred in
GET_VALID_EOC_STATUS
procedure, contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_081_01_06
81 – EOC Status
No record found with
TRANS_CD = 5. Cannot
determine EOC Status for
a 6 record without a
corresponding 5 record.
The value of “25” (CRISIS End: Referred for Treatment)
should be entered for trans code "6" (Crisis/Short End)
only if the current EOC started with a trans code of "5"
(Crisis/Short Start) and EOC Status code of “20”
(CRISIS EOC ).
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_097_01_01
97 – SA Tertiary
Tertiary Substance Abuse
code is invalid
A valid tertiary psychoactive substance used code
must be selected from the list below:
0001 – None (no substance abuse in past 30 days)
0201 – Alcohol (beverage alcohol)
0302 – Cocaine/crack (CNS stimulants)
0401 – Marijuana/hashish (marijuana)
0501 – Heroin/morphine (opiates/narcotics)
0706 – Other opiates, synthetics
0902 – Hallucinogens
1001 – Methamphetamine/Speed (CNS stimulants)
1201 – Other stimulants
1308 – Benzodiazepines (CNS depressants)
1605 – Other sedatives, tranquilizers (CNS
depressants)
1703 – Inhalants
2002 – Other drugs
DMG_097_01_03
97 – SA Tertiary
If Tertiary Substance
Abuse code indicates no
substance abuse,
frequency of use must
also indicate no usage.
If valid value “0001” (None) is used as the Tertiary
Substance Abuse Code, then “1” (No Use) should be
used in field 98 (SA Frequency 3).
DMG_097_01_04
97 – SA Tertiary
If Tertiary Substance
Abuse code indicates no
substance abuse,
transmission route must
also indicate no usage.
If valid value “0001” (None) is used as the Tertiary
Substance Abuse Code, then “6” (No Use) should be
used in 99 (SA Route 3).
DMG_097_01_05
97 – SA Tertiary
If Tertiary Substance
Abuse code indicates no
substance abuse, age of
1st use must also indicate
no usage.
If “0001” is entered for the Tertiary Substance Abuse
Code then the valid value “00” must be entered.
Otherwise, valid value between 01 and 99 must be
entered.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_097_01_10
97 – SA Tertiary
If Tertiary Substance
Abuse code indicates
usage, then the frequency
and transmission routes
must also indicate usage.
If Tertiary Substance Abuse code indicates usage, then
the frequency and transmission routes may not be left
blank. Select a valid value from the lists below.
Tertiary substance abuse frequency:
1-No use past month
2-One to three times in past month
3-One to two times per week
4-Three to six times per week
5-One or more times per day
6-No use during the past 3 months
7-No use during the past 6 months
8-No use during the past 12 months
Tertiary substance abuse route of administration:
1-Oral
2-Smoking
3-Inhalation
4-Injection
6-No Use (Only allowed if SA-Type-1 = 0001)
DMG_097_01_11
97 – SA Tertiary
Other error occurred in
GET_VALID_SA_TERTIARY
procedure, contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_098_01_01
98 – SA Freq 3
Tertiary Substance Abuse
Frequency code is invalid
Tertiary Substance Abuse Frequency code is invalid,
please select from the valid values below:
1-No use past month
2-One to three times in past month
3-One to two times per week
4-Three to six times per week
5-One or more times per day
6-No use during the past 3 months
7-No use during the past 6 months
8-No use during the past 12 months
DMG_099_01_01
99 – SA Route 3
Tertiary Substance Abuse
Transmission Route code
is invalid
Tertiary substance abuse route of administration is
invalid, please select from the list of valid values
below:
1-Oral
2-Smoking
3-Inhalation
4-Injection
6-No Use (Only allowed if SA-Type-1 = 0001)
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_100_01_01
100 – SA Age
First Use 3
Tertiary Substance Abuse
Age of First Use code is
invalid
If “0001” is entered for SA-Tertiary (97), then the valid
value “00” must be entered. Otherwise, valid value
between 01 and 99 must be entered.
DMG_101_01_01
101 – Date of
Treatment Plan
Date of Treatment is in an
invalid format (must be
YYYYMMDD) or Date of
Treatment must be
greater than EOC Start
Date
Date of Treatment must be in the valid YYYYMMDD
format. The date of treatment must also be greater
than or equal to the Episode of Care Start Date.
DMG_101_01_02
101 – Date of
Treatment Plan
Date of Treatment is
invalid - invalid effective
date
Date of Treatment cannot be a future date and must
be less than or equal to the Mercy Maricopa process
date, EOC End Date, and the Member’s Date of Death.
Required on all trans code "1" (Full EOC Start), "2"
(Complete Update), and “4” (EOC End Complete)
submissions.
Effective date must be updated when the Date of
Treatment is changed.
DMG_105_01_01
105 – Principal
Diagnosis
Principal Diagnosis code is
invalid
Principal Diagnosis code must be a valid DSM-IV-TR
code and cannot be any of the following values:
NONE
799.9
V71.09
DMG_105_01_02
105 – Principal
Diagnosis
Principal Diagnosis does
not match any AXIS I or II
code
Value must match diagnoses listed for AXIS I-1
through AXIS I-5 or AXIS II-1 through AXIS II-2.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_106_01_01
106 – CASII
Intensity Level
CASII Intensity Level code
is invalid
Please select a valid CASIII Intensity Level code from
the list below:
00-Basic Services for Prevention and Maintenance
01-Recovery Maintenance and Health Management
02-Outpatient Services
03-Intensive Outpatient Services
04-Intensive Integrated Services without 24-Hour
Psychiatric Monitoring
05-Non-Secure, 24-Hour Services with Psychiatric
Monitoring
06-Secure, 24-Hour Services with Psychiatric
Management
XX-Not applicable due to age
DMG_106_01_02
106 – CASII
Intensity Level
CASII Intensity Level code
is invalid - must be 'XX' for
clients younger than 6 or
older than 17
The CASII applies to children ages 6 To 17, measuring
objective quantifiable criteria for determination of
service intensity. If client is younger than 6 years OR
18 years old or greater CASII Intensity Level must be
“XX” (Not applicable due to age).
DMG_106_01_03
106 – CASII
Intensity Level
CASII Intensity Level code
is invalid - cannot be 'XX'
for clients between ages 6
and 17
The CASII applies to children ages 6 To 17, measuring
objective quantifiable criteria for determination of
service intensity. The CASII is required as part of the
initial 45 day assessment period and at a minimum of
every 6 months thereafter. Code must be from the
valid list below and cannot be “XX” (Not applicable
due to age).
Valid Values:
00-Basic Services for Prevention and Maintenance
01-Recovery Maintenance and Health Management
02-Outpatient Services
03-Intensive Outpatient Services
04-Intensive Integrated Services without 24-Hour
Psychiatric Monitoring
05-Non-Secure, 24-Hour Services with Psychiatric
Monitoring
06-Secure, 24-Hour Services with Psychiatric
Management
DMG_106_01_04
DMG_106_01_05
106 – CASII
Intensity Level
Other error occurred in
GET_VALID_CASII_LEVEL
procedure, contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_107_01_01
107 – CASII
Intensity Level
Date
CASII Intensity Date is
invalid - must be null if
CASII intensity level has no
value
CASII Assessment date must be null (spaces) when
CASII Intensity Level value of “XX” (Not applicable due
to age) is provided.
DMG_107_01_02
107 – CASII
Intensity Level
Date
CASII Intensity Date is
invalid - invalid date
A valid date value in YYYYMMDD format must be
provided each time a CASII Intensity Level is provided.
DMG_107_01_03
107 – CASII
Intensity Level
Date
CASII Intensity Date is
invalid - other error (2)
occurred in
GET_VALID_DATE
procedure, contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_107_01_04
107 – CASII
Intensity Level
Date
CASII Intensity Date is
invalid - other error (3)
occurred in
GET_VALID_DATE
procedure, contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_107_01_05
107 – CASII
Intensity Level
Date
CASII Intensity Date is
invalid - client's eligibility
could not be validated.
DMG_108_01_01
108 – Social
Support of
Recovery
Social Support of Recovery
code not valid for this
effective date
The following conditions must apply:
Must be a valid date
Must be less than or equal to the Mercy Maricopa
process date
Must be greater than or equal to the EOC Begin Date
Must be greater than or equal to the Assessment Date
Must be less than or equal to the EOC End Date
Must be less than or equal to the closure date
Must be greater than the client Date of Birth
For trans code “3” (Minor Change) or “9” (Correction)
the Effective Date must be equal to the effective date
of the original record.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_108_01_02
108 – Social
Support of
Recovery
Social Support of Recovery
code is invalid
Social Support of Recovery code must be selected
from the list of valid values below:
1 – None
2 – 1-3 times in past month
3 – 1-2 times in past week
4 – 3-6 times in past week
5 – Daily
DMG_108_01_03
108 – Social
Support of
Recovery
Other error occurred in
GET_VALID_SSR, contact
IT administrator
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_109_01_01
109 – Gender
Identity
Gender Identity code
must be 98 for clients
under 18
For clients age 17 and younger, the valid value of “98”
(Not Applicable Due to Age: Ages 0 through 17) must
be selected.
DMG_109_01_02
109 – Gender
Identity
Gender Identity code is
invalid
For clients age 18 and older, a valid Gender Identity
code other than “98” (Not Applicable Due to Age:
Ages 0 through 17) must be selected. Please select a
valid value from the list below:
01 – Gender Variant:a person who self-identifies as
both male and female OR as neither male nor female.
02 – Intersex:a person born with a set of recognized
medical conditions that may make gender difficult to
determine.
03 – Man:a person who self-identifies as a man.
04 – Questioning:a person who is questioning his or
her gender identity.
05 – Transgender:a person who lives or self-identifies
as a member of a gender other than that expected
based on anatomical sex.
06 – Woman:a person who self-identifies as a woman.
97 – Decline to Answer:a person who did not answer
the question; or a person who declined to answer the
question.
DMG_109_01_03
109 – Gender
Identity
No valid gender identity
code found for the given
effective date
Effective Date must be updated when the Gender
Itentity is changed.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_109_01_05
DMG_110_01_05
109 – Gender
Identity
110 – Sexual
Orientation
Other error occurred in
GET_VALID_GENDER_ORI
ENTATION, contact IT
administrator
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_110_01_01
110 – Sexual
Orientation
Sexual Orientation code
must be 98 for clients
under 18
For clients age 17 and younger, the valid value of “98”
(Not Applicable Due to Age: Ages 0 through 17) must
be selected.
DMG_110_01_02
110 – Sexual
Orientation
Sexual Orientation code is
invalid
For clients age 18 and older, a valid Sexual Orientation
code other than “98” (Not Applicable Due to Age:
Ages 0 through 17) must be selected. Please select a
valid value from the list below:
Asexual: a person who is not romantically, sexually,
and/or emotionally attracted to persons of any
gender.
Bisexual: a person who is romantically, sexually,
and/or emotionally attracted to men, women, or all
genders/gender identities.
Gay: a man who is romantically, sexually, and/or
emotionally attracted to persons of the same
gender/gender identity.
Heterosexual: a person who is romantically, sexually,
and/or emotionally attracted to persons of the
opposite gender/gender identity.
Lesbian: a woman who is romantically, sexually,
and/or emotionally attracted to persons of the same
gender/gender identity.
Questioning: a person who is questioning his or her
sexual orientation.
Decline to Answer: a person who did not answer the
question; or a person who declined to answer the
question.
DMG_110_01_03
110 – Sexual
Orientation
No valid sexual
orientation identity code
found for the given
effective date
Effective Date must be updated when the Sexual
Orientation Identity Code is changed.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_111_01_01
111 – EOC Start
Date
EOC Start Date is invalid or
previous EOC on file for
this client has not been
closed or
EOC_START_DATE
overlaps previous
EOC_END_DATE
Verify EOC_START_DATE and previous
EOC_END_DATE are correct and in YYYYMMDD
format. If dates are correct, please refer to the
ProviderIntake application to review client file.
If attempting to submit a transaction code:
“1” (Full EOC Start) submission, all previous episodes
of care must be closed with a trans code “4” (EOC End
Complete) submission.
“5” (Crisis/Short Start) submission, there must be no
open Episode of Care on file.
Client episode of care dates can be reviewed within
the ProviderIntake application.
DMG_111_01_03
111 – EOC Start
Date
Cannot change field
EOC_START_DATE with a
TRANSMISSION CODE of 3
EOC_START_DATE can only be changed with a
transition code of “9” (Correction).
DMG_111_01_05
111 – EOC Start
Date
Cannot change field
EOC_START_DATE with a
TRANSMISSION CODE
other than 9
EOC_START_DATE can only be changed with a
transmission code of “9” (Correction).
DMG_111_01_06
111 – EOC Start
Date
ECN_UPDATE field must
point to the original
opening record
(transmission code of 1)
when updating
EOC_START_DATE
When updating the EOC Start Date field, field 116-ECN
Update must be identical to field 115-ECN on a
previously accepted submission.
DMG_111_01_08
111 – EOC Start
Date
Records with an
EFFECTIVE_DATE prior to
10/01/2009 cannot be
updated with any other
transmission code except
4 or 6 (close only).
Records with an effective date prior to 10/01/2009
cannot be edited except with a trans code of “4” (EOC
End Complete) or “6” (Crisis/ Short End).
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_112_01_01
112 – Axis IV-1
Axis IV-1 code is invalid Axis IV-1 cannot match
Axis IV-2 unless both are =
0
The value entered in AXIS IV-2 cannot match the value
entered in AXIS IV-1 unless both fields are completed
using “0” (None of the Following), otherwise another
value must be selected.
DMG_112_01_02
DMG_112_01_04
112 – Axis IV-1
Axis IV-1 code is invalid no matching value found
in the reference table
Value entered in AXIS IV-1 is not valid. Please select
from a value listed below:
0 - None of the Following
1 - Problems with the Primary Support Group
2 - Problems Related to the Social Environment
3 - Educational Problems
4 - Occupational Problems
5 - Housing Problems
6 - Economic Problems
7 - Problems with Access to Health Care Services
8 - Problems Related to Interaction with the Legal
System/Crime
DMG_112_01_03
112 – Axis IV-1
Axis IV-1 code is invalid other error occurred,
contact IT administrator
Field 57-Effective date must be updated when the Axis
IV-1 code is changed.
DMG_113_01_01
113 – Axis IV-2
Axis IV-2 code is invalid Axis IV-2 cannot match
Axis IV-2 unless both are =
0
The value entered in AXIS IV-2 cannot match the value
entered in AXIS IV-1 unless both fields are completed
using “0” (None of the Following), otherwise another
value must be selected.
DMG_113_01_02
DMG_113_01_04
113 – Axis IV-2
Axis IV-2 code is invalid no matching value found
in the reference table
Value entered in AXIS IV-2 is not valid. Please select
from a value listed below:
0 - None of the Following
1 - Problems with the Primary Support Group
2 - Problems Related to the Social Environment
3 - Educational Problems
4 - Occupational Problems
5 - Housing Problems
6 - Economic Problems
7 - Problems with Access to Health Care Services
8 - Problems Related to Interaction with the Legal
System/Crime
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_113_01_03
113 – Axis IV-2
Axis IV-2 code is invalid other error occurred,
contact IT administrator
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_114_01_01
114 – Veteran
Status
Veteran Status code must
be 'X' for clients under 16
If member is younger than 16 this field is not
applicable due to age, indicator must be ‘X’ (X-Not
applicable due to age (0 through 16 only)).
DMG_114_01_02
114 – Veteran
Status
Veteran Status code must
be 'Y' or 'N' for clients
over 16
If member is age 16 or older, indicator must be a valid
value of “Y” or “N”.
DMG_115_01_01
115 – ECN
ECN Number is not in a
valid 15-digit format
ECN Number must be submitted in the following
format.
15 digit string formed by:
4 digits - calendar year of record submission
2 digits – T/RBHA ID
9 digits – sequence of numbers, left padded with 0
DMG_115_01_02
115 – ECN
ECN Number is a duplicate
of a previously used
number
Episode Control Number (ECN) is assigned to every
record by the submitting T/RBHA. The ECN is a unique
number used to identify every record and is generated
by the T/RBHA based on an pre-established algorithm
and is required on all submissions. No two records
may have the same ECN.
ECN Number must be submitted in the following
format.
15 digit string formed by:
4 digits - calendar year of record submission
2 digits – T/RBHA ID
9 digits – sequence of numbers, left padded with 0
DMG_115_01_03
115 – ECN
RBHA id used in ECN
Number does not match
field 2 value
ECN Number must be submitted in the following
format.
15 digit string formed by:
4 digits - calendar year of record submission
2 digits – T/RBHA ID
9 digits – sequence of numbers, left padded with 0
The T/RBHA ID must match the T/RBHA ID entered in
Field 2-T/RBHA ID.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_115_01_04
DMG_115_01_06
115 – ECN
Other error occurred in
GET_VALID_REC_CONTRO
L procedure, contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_115_01_05
115 – ECN
ECN Number duplicated in
input file
Episode Control Number (ECN) is assigned to every
record by the submitting T/RBHA. The ECN is a unique
number used to identify every record and is generated
by the T/RBHA based on an pre-established algorithm
and is required on all submissions. No two records
may have the same ECN.
ECN Number must be submitted in the following
format.
15 digit string formed by:
4 digits - calendar year of record submission
2 digits – T/RBHA ID
9 digits – sequence of numbers, left padded with 0
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_116_01_01
116 – ECN
Update
ECN Update Number or
required fields are invalid
The ECN update Field is submitted on a type 2, 3, 4 or
6 record on an Inbound demographic the record.
If the record is a type 2 or 4, then:
Field 116 ECN Update must be identical to field 115
ECN of the type 1 Record that started the EOC
The values in the following seven fields must be
identical to the values in the type 1 record that started
the EOC:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date
If the record is a type 3, then:
Field 116 ECN Update must be identical to field 115
ECN of the type 1 that started the EOC or type 2
record - whichever is the most recent
The values in the following seven fields must be
identical to the values in the type 1 record that started
the EOC:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date
If the record is a type 6, then:
Field 116 ECN Update must be identical to field 115
ECN of the type 5 Record that started the EOC.
The values in the following seven fields must be
identical to the values in the type 1 record that started
the EOC:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_116_01_02
116 – ECN
Update
ECN Update Number
invalid - ECN Update
Number has been
previously submitted
The ECN Update is used to refer to a previously
submitted and accepted demographic record.
If the record is a type 2 or 4, then:
Field 116 ECN Update must be identical to field 115
ECN of the type 1 Record that started the EOC
The values in the following seven fields must be
identical to the values in the type 1 record that started
the EOC:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date
If the record is a type 3, then:
Field 116 ECN Update must be identical to field 115
ECN of the type 1 that started the EOC or type 2
record - whichever is the most recent
The values in the following seven fields must be
identical to the values in the type 1 record that started
the EOC:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date
If the record is a type 6, then:
Field 116 ECN Update must be identical to field 115
ECN of the type 5 Record that started the EOC.
The values in the following seven fields must be
identical to the values in the type 5 record that started
the EOC:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date.
If record is a trans code “9” (Correction), then:
Field 116-ECN Update must be identical to field 115
ECN on the previously accepted record being
corrected.
The ten always-required fields (1, 2, 3, 4, 6, 8, 9, 57,
111, 115) must all be populated.
Seven of the ten always-required fields must be
identical to the record being corrected (1, 2, 4, 6, 8, 9,
57).
DMG_116_01_03
116 – ECN
Update
ECN Update Number or
required fields are invalid
- RBHA id does not match
the RBHA portion of the
ECN
ECN Update Number must be submitted in the
following format.
15 digit string formed by:
4 digits - calendar year of record submission
2 digits – T/RBHA ID
9 digits – sequence of numbers, left padded with 0
The T/RBHA ID must match the T/RBHA ID entered in
Field 2-T/RBHA ID.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_116_01_04
116 – ECN
Update
ECN Update Number
invalid - invalid first name
When updating a record, the values in the following
seven fields must be identical to the values in the
trans code “1” or “5” record that started the EOC, or
any subsequent trans code “2” submissions,
whichever is most recent:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date
DMG_116_01_05
116 – ECN
Update
ECN Update Number
invalid - invalid last name
When updating a record, the values in the following
seven fields must be identical to the values in the
trans code “1” or “5” record that started the EOC, or
any subsequent trans code “2” submissions,
whichever is most recent:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date
DMG_116_01_06
116 – ECN
Update
ECN Update Number
invalid - invalid date of
birth
When updating a record, the values in the following
seven fields must be identical to the values in the
trans code “1” or “5” record that started the EOC, or
any subsequent trans code “2” submissions,
whichever is most recent:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date
DMG_116_01_09
116 – ECN
Update
ECN Update Number
invalid - invalid first
name/last name
When updating a record, the values in the following
seven fields must be identical to the values in the
trans code “1” or “5” record that started the EOC, or
any subsequent trans code “2” submissions,
whichever is most recent:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date
DMG_116_01_10
116 – ECN
Update
ECN Update Number
invalid - invalid first
name/date of birth
When updating a record, the values in the following
seven fields must be identical to the values in the
trans code “1” or “5” record that started the EOC, or
any subsequent trans code “2” submissions,
whichever is most recent:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_116_01_11
116 – ECN
Update
ECN Update Number
invalid - invalid last
name/date of birth
When updating a record, the values in the following
seven fields must be identical to the values in the
trans code “1” or “5” record that started the EOC, or
any subsequent trans code “2” submissions,
whichever is most recent:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date
DMG_116_01_13
116 – ECN
Update
ECN Update Number
invalid - other error
occurred during call to
GET_FIELDS - contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_116_01_14
116 – ECN
Update
ECN Update Number must
be NULL for records with a
TRANS_CD of 1 or 5
The ECN Update is used to refer to a previously
submitted and accepted demographic record. For all
trans code “1” and “5” submissions, the ECN Update
Number must be NULL.
DMG_116_01_15
116 – ECN
Update
ECN Update Number
invalid - invalid first
name/last name/date of
birth
When updating a record, the values in the following
seven fields must be identical to the values in the
trans code “1” or “5” record that started the EOC, or
any subsequent trans code “2” submissions,
whichever is most recent:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date
DMG_116_01_16
116 – ECN
Update
ECN Update Number
invalid - other error
occurred - contact IT
administrator.
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_116_01_17
116 – ECN
Update
ECN Update Number
invalid - No record in
H74_DEMOG_MSTR or
H74_DEMOG_TRANS with
an ECN matching this ECN
Number
ECN Update number submitted does not match any
records on file. When updating a record, the values in
the following seven fields must be identical to the
values in the trans code “1” or “5” record that started
the EOC, or any subsequent trans code “2”
submissions, whichever is most recent:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_116_01_18
116 – ECN
Update
ECN Update Number
invalid - Matching record
in H74_DEMOG_TRANS
with this ECN Number
belongs to a different
Client ID
ECN Update number submitted does not match Client
ID submitted. Confirm both ECN Update Number and
Client ID are correct.
When updating a record, the values in the following
seven fields must be identical to the values in the
trans code “1” or “5” record that started the EOC, or
any subsequent trans code “2” submissions,
whichever is most recent:
Record Type, RBHA ID, Client ID (CIS ID), Client First
Name, Client Last Name, Date of Birth, EOC Start Date
DMG_116_01_19
116 – ECN
Update
ECN Update Number
invalid - ECN Update
Number cannot be null for
update or closure records
(trans codes 3, 4, 6 or 9)
The ECN update field is required on update or closure,
trans code “2”, “3”, “4”, “6” and “9”, submission
types.
DMG_117_01_01
117 – EOC End
Date
EOC End Date field is in an
invalid format or <
Effective Date
EOC End Date field must be in the valid YYYYMMDD
date format and it must be greater than or equal to
the Date of Treatment, CASII Intensity Date,
Assessment Date and Effective Date.
DMG_117_01_02
117 – EOC End
Date
EOC End Date field is in an
invalid format or < EOC
Start Date
The EOC End Date cannot be less than any value in any
other date field in the EOC and must be greater than
or equal to the EOC Start Date.
DMG_117_01_03
117 – EOC End
Date
EOC End Date field cannot
be greater than the
current date
EOC End Date cannot be greater than the current date
or the Mercy Maricopa process date.
DMG_117_01_04
117 – EOC End
Date
Other error occurred
while validating EOC End
Date, contact IT
administrator
Please contact your Provider Relations representative
for further assistance at 1-800-564-5465.
DMG_117_01_05
117 – EOC End
Date
EOC End Date cannot be
NULL for transaction
codes of 4 or 6
The EOC End Date is required on all closure records,
trans code “4” and “6” submissions.
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.
DMG_117_01_06
117 – EOC End
Date
EOC End Date must be
NULL for this type of
transaction code
The EOC End Date must be null for all trans code “1”,
“2”, “3” and “5” submissions.
DMG_117_01_07
117 – EOC End
Date
Cannot change field
EOC_END_DATE with a
TRANSMISSION CODE of 3
The EOC End Date cannot be updated and is not
required for a type “3” (Minor Change) transmission.
DMG_118_01_01
118 – Formal
Schooling Level
Formal Schooling Level
indicator is invalid - not
among the acceptable
values
Refers to the highest level of formal (school)
education completed. Please select from the following
valid values:
A – Early Intervention
B – Early Childhood Education
C – Kindergarten
00 – Less than one grade completed
01 – First grade
02 – Second grade
03 – Third grade
04 – Fourth grade
05 – Fifth grade
06 – Sixth grade
07 – Seventh grade
08 – Eighth grade
09 – Ninth grade
10 – Tenth grade
11 – Eleventh grade
12 – Twelfth grade
13 – 13 years of schooling completed
14 – 14 years of schooling completed
15 – 15 years of schooling completed
16 – 16 years of schooling completed
17 – 17 years of schooling completed
18 – 18 years of schooling completed
19-25 years of school completed
This document is maintained by the Mercy Maricopa Data Management Group. If any corrections, additions, or updates are needed, please contact
DataMgmt@AETNA.com.