South Florida Provider Coalition
Frequently Asked Data Questions
Question: How can I get a question answered?
Answer: Send your question by email to Vincent Ensenat at Vensenat@sfpc.us
You will receive a personal response, and your question may be added to our
FAQ.
Question: What is the definition of Successful SA completion?
Answer: There are two parts to the criteria: the client must meet the ASAM
discharge criteria from the last level of care in which they participated, and had
no drug use for the last 30 days.
Question: How do I create a pseudo social security number?
Answer: This is created by entering the first, middle and last initial of the client’s
name, followed immediately by the month, day, and year of birth (MMDDYY).
When there is no middle name or it is unknown, use X for the middle initial. Thus
the pseudo social security number for John Doe, DOB 5/20/82 is JXD052082.
NOTE: this alternative should be used only as a last resort, when a correct
number cannot be acquired.
Question: How do I get my staff to create pseudo social security numbers
correctly?
Answer: One solution which has proven helpful is to tape a small paper
containing the instructions to the monitor.
Question: Why do I get a Discharge (OUTD) error report stating a record was
submitted lacking a zip code?
Answer: One reason may relate to whether the client agreed to be contacted for
a follow-up survey. If the client agreed to this, the report requires an address with
a zip code at discharge. If the client agreed that a collateral could be surveyed at
follow-up, the discharge report requires an address and zip code for the collateral
as well.
Question: Why do I get a Discharge (OUTD) error when checking that the client
received prevention services?
Answer: This is an error when the client has received services in a treatment
cost center. “Prevention services” refers to substance abuse prevention, and
since the client is in substance abuse treatment, they do not receive prevention
services. This question does not refer to whether the client received HIV or other
prevention services, only substance abuse. Bottom line: if the client received
treatment during this episode of care, answer this question “no,” and your error
will disappear.
Question: How do I stop getting a error message for Admission (OUTI) and
Discharge (OUTD) data for homeless clients?
Answer: Three fields must all be consistent: zip code, county code, and
residential status. Zip code must be 88888 & county code must be 88 &
residential status must be 09. These are cross checked; any one difference
creates an inconsistency which results in your submitted record being rejected.
Question: How do I calculate my performance measures if I want to check the
Exhibit D report SFPC distributes?
Answer: Surf to www.sfpc.us, click the Data Management button, and link to the
formula (algorithm) for which you are searching. These will tell you how DCF
(and hence SFPC) calculates your agency’s performance. These are also
posted to the DCF Dashboard at http://dcfdashboard.dcf.state.fl.us/
Question: ASAM levels of care and DCF levels of care are not the same. Help!
Answer: The SFPC Website contains a data management link to the ASAM 65D-30 Crosswalk. SFPC Utilization Management uses the Florida Supplement
to the ASAM. ASAM levels are numbers such as II (Intensive Outpatient) and
III.5 (Clinically Managed High Intensity Treatment). KIS and DCF databases use
the DCF levels of care (Intensive Outpatient, Residential level 2, etc). The
Crosswalk can also be found in the Florida Supplement to the ASAM PPC-2R
manual, which can be accessed at:
http://www.dcf.state.fl.us/mentalhealth/publications/asamsuplement.pdf
Question: I’m completing a Mental Health Performance Outcome evaluation.
What are the criteria for living “in the community?”
Answer: This item is a two-digit number indicating the number of days the client
spent in community in the last 30 days, including days spent in independent
living, foster homes, ALFs, nursing homes, group homes, transitional living
arrangements, etc. In other words, this is the number of days that the client was
NOT in any of the following settings: jail, detention facility, crisis stabilization unit,
SRT (adult short term residential treatment), inpatient hospitalization for mental
health or substance abuse reasons, mental health hospital, children’s residential
treatment centers, wilderness camp, homeless or runaway. To calculate this
item, start with 30 and subtract the number of days the client was in any of these
settings during the last 30 days.
Question: Why do I get error messages indicating an unallowable diagnosis was
entered?
Answer: The primary diagnosis of a client whose care is supported by MH funds
must be a MH diagnosis (and not a V-code unless other criteria are also met—
see specific target population below), and appear on the MH Outcome
Evaluation form. The secondary diagnosis may be either MH or SA, or blank.
Similarly, a client whose care is supported by SA funding must have a primary
diagnoses of Substance abuse or dependence on the SA Outcome evaluation
forms, while the secondary diagnosis may be either SA or MH, or blank.
Question: What must happen for my agency to get additional or new staff
access to the SFPC KIS, DCF SAMH, and TANF systems?
Answer: Any person requesting access to the SAMH system must complete,
sign and submit to SFPC the Database Access Request Form, the DCF Security
Agreement Form (CF114), and Security Awareness Training Certificate of
Completion. These documents can be downloaded from:
http://www.dcf.state.fl.us/mentalhealth/publications and clicking on Chapter 2Security.
The required online security training course is available at:
https://admin.acrobat.com/_a302921195/internet
Once the proper authorizations have been given, the applicant will be contacted
by DCF and provided with a unique personal identifier (i.e., DS number).
Question: What does it mean when the report card says that the clients in the
KIS and TANF data bases do not match?
Answer: The KIS and TANF databases are separate and distinct. Data is
entered into each one separately. All clients entered into KIS which are billed to
TANF must appear in the TANF database and been determined eligible by the
SFPC TANF specialist. When a client is discharged from an agency, they client’s
discharge status must be entered separately into BOTH databases.
Question: An agency with an SFPC contract for Substance Abuse is also
contracted with a local source of funding. The agency wants to discharge a client
from the SFPC contract and readmit the client under the local
contract. The client will continue to stay in the same bed and services will
continue without interruption.
ANSWER: When SFPC funded, DCF considers SFPC to be the provider and the
agency a subcontractor. The agency needs to discharge the client from using a
DREASON '14' so that SFPC is no longer the provider, and make a note in the
client record to show the client is no longer being handled under the SFPC
contract and will be handled by the local contract instead. DREASON 14 is used
because there is going to be a continuation of care. The agency should
immediately admit the client with itself as the provider, and services continued.
Question: I have a question in reference to the SA Target Group algorithm. I
was wondering why frequency of use is not part of the algorithm for both target
groups. It states that only clients that have never used substances are at risk of
SA problem and those that have used substances all fall under the category of
SA problem. That means that a client that states they have used any drug, but
have had no past month use would also fall under the with SA problem category.
The point here is that frequency of use is not used in the equation for either
target group. Is this correct?
ANSWER: The consumer is identified as someone with a substance abuse
problem if he/she has any substance abuse problem or any substance abuse
diagnosis that contributed to his/her admission into the agency and/or has such
problem or diagnosis at the time of discharge. The frequency of use is somewhat
less important, because even less use, e.g., no past month use or 1-2 times in
past month, can be serious if the person still has a substance abuse problem or
diagnosis.
The differentiation between SA @ Risk and w/SA is the diagnosis: @ Risk
generally has none and w/SA does. In the clinical determination of a
diagnosable QUESTION, the major consideration is impairment. A diagnosis of
ABC Abuse indicates a lesser impairment than ABC Dependence.
A comparison of the Frequency of Use is useful as one indicator of movement
away from the diagnosed problem, although not a sole indicator. I am told it is
not a consideration in the diagnosis as per DSM IV-TR.
Question: What are the algorithms that are used in SAMH system to derive
target groups for both MH and SA.
ANSWER: The algorithms are available at: http://dcfdashboard.dcf.state.fl.us/
Question: Why on the outcomes file is there a 4 and a 5 for purpose of
evaluation and on the CFARS file there is no 5. I don't understand why these are
different.
ANSWER: For MH outcome file, purpose 4 (administrative discharge) requires a
prior purpose 1 (initial outcome), whereas purpose 5 (immediate discharge)
doesn't have this requirement.
For CFARS, purpose 4 pertains to both administrative and immediate discharge,
because CFARS is NOT needed for purpose 5. If the client will not remain in care
beyond the assessment on the first day, do not submit any CFARS.
Question: If a client is there less than 24 hours which code do we use.
(Definition of purpose code 4 and 5 pertaining to CSUs.)
ANSWER: As specified in Pamphlet 155-2 under the definition of the Purpose
data element, Purpose 5 for “Immediate discharge” should be used only for
clients whose length of stay at the agency is less than 24 hours and who receive
assessment-only services.
Question: How can providers determine the population group that the state has
derived for a client?
ANSWER: The MH target populations are derived from the client's FIRST MH
Outcome form of the fiscal year. Determination of the target population group
must follow the sequence in order, assigning the first population in the list for
which the client qualifies.
Calculate age based on Evaluate in Mental Health Performance Outcome
Records.
A client who is SED (Population Code, 12) must:
Be 17 years old or less and meet ONE or ALL of the following criteria:
 Have a Mental Health Diagnosis ICD9 Code beginning with 295, 296,
298, or 301
OR
 Receive income due to psychiatric disability, SSI, SSDI, etc.
OR
 CGAS is less than 51 AND the first digits of the client’s Primary ICD9
code DO NOT START WITH any of the following: 291, 292, 295, 296,
298, 301, 303, 304, 305, 317, 318, 319, 888, 999 or V
A client who is ED (Population Code, 13) must:
 Not be SED
 Be 17 years old or less
 Have a Primary ICD9 code that DOES NOT START WITH 291, 292,
295, 296, 298, 301, 303, 304, 305, 317, 318, 319, 888, 999 or V
A client who is At Risk (Population Code, 14) must:
 Not be SED, or ED
 Be 17 years old or less
 Have one of the following conditions be true
o Risk Factor =1
o Mental Health Diagnosis code = V
A client who is CMH ADMINSTATIVE DISCHARGE (Population Code, 80)
must:

Client is discharged with a Purpose equal to 4.
A client who is OTHER CMH (Population Code, 77) must:

These clients do not meet the criteria for all above Target Populations.
This Target Population should not happen frequently as it reflects the
absence of Mental Health Problems or Risks for Mental Health Problems.
The following Mental Health populations are for Adults and require the client’s age be 18
or greater PLUS the population specific criteria.
A client who is FORENSIC (06) must:
 Have a Dependency/Criminal Status= 16 through 19 or 21 through 26
A client who is counted as SPMI (07):
Not qualify as Forensic AND
One of the following conditions is true:
1. Have the first 3 digits of their Mental Health diagnosis ICD9 code be
between 295 and 299
OR
2. The first 3 digits of the client’s Mental Health diagnosis ICD9 code do
not start with 291, 292, 295, 296, 297, 298, 299, 303, 304, 305, 317,
318, 319, 888, 999, or V and one of the following is true:
a. Prognosis = 1 indicating that the person has or will need to
receive services for the current MH problem for at least 12
months OR
b. Disability Income = 1 indicating that the person receives
income due to psychiatric disability, (SSI, SSDI, Veterans, etc.)
OR
c. ADL Functioning = 1 indicating that the person demonstrates
an inability to perform independently in Activities of Daily Living
A client who is counted as Adult with Serious & Acute Episodes of Mental
Illness (17):
Not qualify as Forensic or SPMI AND
 The person meets the criteria for a Baker Act receiving facility
A client who is counted as an Adult with Mental Health Problems (18):
Not qualify as Forensic, SPMI or Serious & Acute Episodes of Mental
Illness AND
 MH Problem = 1, 2 or 3 indicating the client shows evidence of stress
and Mental Health Problems OR
 MH Diagnosis begins with = V
A client who falls into the AMH ADMINISTRATIVE DISCHARGE (88):
 Client is discharged with a Purpose equal to 4.
A person who falls into the OTHER AMH (66):

These clients do not meet the criteria for any of the above Target
Populations. This Target Population should not happen frequently as it
reflects the absence of Mental Health Problems or Risks for Mental
Health Problems..
Question: On the substance abuse discharge form there is the discharge reason
of “Completed Episode of Care – No substance Abuse”. Our clinical people
would like some definition of this statement. Is it definitely no substance
ABUSE? Or should it be “USE”?
ANSWER: No substance use in the past 30 days prior to discharge. This is
inclusive of use, but is broader.
Question: What are the acceptable ways of sending detox outcomes?
ANSWER: The detox record is a stand-alone record which is reported at the time
of discharge.
Question: A client enters an SA agency through its Detox unit, immediately
begins Outpatient upon discharge from Detox, but leaves Outpatient after 3
sessions.
Should the agency do an Admit/Cert/Discharge sequence to isolate the Detox
services, a new Admit/Cert to begin the Outpatient and a DREASON 16 when he
quits? This seems to match the SAMH Detox form procedures, plus it avoids
the problem of an unfavorable treatment DC.
ANSWER: When a client enters DETOX and then goes immediately into
outpatient, the agency can use one of two approaches.
1) The agency can do the DETOX record (Purpose Code '5') and then an
initial/admission record (Purpose Code '1'). This will keep the two parts
separate.
2) The agency can just do an initial/admission (Purpose Code '1') only.
Rational, the DETOX record is not submitted until after the client leaves detox,
and the agency can look at it as a continuing episode of care.
In either case, the agency is going to have to submit the appropriate service
event records. Secondly, since the client went into treatment following detox,
there is an indication the client has been engaged to seek treatment. If the client
walks after a couple of sessions, then it is a bad discharge. Also, this does not
become an immediate discharge.
Question: When do I use Immediate Discharge of a client - Code '2' on the
admission form, - and what is the difference between “purpose” and “discharge
type?”
ANSWER: “Purpose” appears on the SA admission form and the MH Outcome. It
does not appear on the SA discharge form.
The SA admission form asks whether the admission is one that is admitting the
client to care (purpose 1) or is immediately discharging the client from care the
same day as the admission (purpose 2). If immediate discharge (2), then no
other discharge form needs to be completed. For clients who are inappropriately
placed or do not engage in treatment but remain longer than 1 day, the
admission code is 1, and the discharge code 16 for “Administrative Discharge
(Agency Initiated)” may be used under the following circumstances and time
limits:
* For Residential treatment, within 72 hours of admission
* For Outpatient treatment, through the third treatment session
The SA discharge form does not ask about “purpose,” but does ask for what
reason (type) the client is being discharged. The agency has 12 choices
(numbers ranging 1-16, with some numbers skipped). This form is use for any
SA admission lasting longer than 1 day.
The MH Outcome form asks about the purpose of the evaluation, which may be
admission, quarterly, regular discharge, administrative discharge, or immediate
discharge. It does not ask the reason for the discharge.
Question: If we have a client come into our agency through our detox center,
stay 5 days, be put immediately into our res program for two months, then go
immediately into our o/p program for 60 days and then into our aftercare
program, what outcomes and services you would expect to see for that entire
sequence of events. Would this change if part of the services were provided
under a MCO and part under acts or between separate districts?
The second scenario would be a client that comes into detox, stays 5 days and
then gets no more services from our agency.
ANSWER: Your agency has two ways to handle this question.
Option 1: You can report the detox portion separately (Purpose Code = '5')
with the appropriate service events. Then submit an admission (Purpose
Code = '1') and then submit the service events for residential and later
outpatient.
Option 2: You can submit an admission (Purpose Code = '1') and submit the
service events for each of the services the clients receives during the episode
of care. We would expect to see detox, residential and other services as the
client makes their way through the levels of care.
Based on how your agency conducts business, select what is best for your
agency. Please note that many agencies elected in ADMDW to submit detox
separately and follow-up with a new admission when the client continued to
receive further treatment services. The explanation was that it was a cleaner
reporting process for agencies.
Question: There is a question on the form regarding receiving medication
through an Indigent Psychiatric Medication Program, would SIPP qualify as such
a program?
ANSWER: This program (IDP) is a special allocation from the State Legislature
for the purpose of buying psychotropic meds for indigent clients who can't pay for
their meds and don't have any other source, like an agency. No treatment
services are included in the program.
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