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Meeting Agenda

SAMH Data Integrity Committee Meeting Tampa, Florida May 14, 2019 Network: myflfamilies-guest Password: Moonstone. Meeting Agenda. Meeting Agenda. Contact Information. Sen-Yoni Musingo, Ph.D. SAMH Quality Assurance Director senyoni.musingo@myflfamilies.com (850) 717-4464.

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Meeting Agenda

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  1. SAMH Data Integrity Committee MeetingTampa, FloridaMay 14, 2019Network: myflfamilies-guestPassword: Moonstone

  2. Meeting Agenda

  3. Meeting Agenda

  4. Contact Information Sen-Yoni Musingo, Ph.D. SAMH Quality Assurance Director senyoni.musingo@myflfamilies.com (850) 717-4464

  5. SAMH Data Integrity Committee MeetingTampa, FloridaMay 14, 2019Network: myflfamilies-guestPassword: Moonstone

  6. Update on FASAMS Implementation Status

  7. Legislative Authority • Funded by the Florida Legislature through Specific Appropriation 302A to replace existing Substance Abuse and Mental Health Information System (SAMHIS) • Developed in compliance with Section 394.77, Florida Statutes, to meet the following requirements: • A uniform management information and fiscal accounting system for use by providers of community substance abuse and mental health services • A uniform reporting system with uniform definitions and reporting categories • An integrated system with automated interfaces to FMMIS and Child Welfare (FSFN) systems • Implemented in compliance with 394.9082(3)(h), F.S., to develop and provide a unique identifier for clients receiving behavioral health services through the managing entity to coordinate care

  8. FASAMS Interfaces

  9. Current Data Sets

  10. Data Submission Status • Degree of Concordance between FASAMS Record Counts (FRC) and ME Record Counts (MRC). Degree of Concordance is a percent = FRC / MRC * 100 • Varies across Managing Entities and Data Sets • Lowest for Admission and Discharge Record Counts • Neither MEs nor Providers currently have access to Raw Data Submitted into FASAMS. This is one of the major factors for variations.

  11. Data Submission Status

  12. Data Submission Status

  13. Data Submission Status

  14. Data Submission Status

  15. Data Submission Status

  16. Data Submission Status

  17. Questions and Answers

  18. SAMH Data Integrity Committee MeetingTampa, FloridaMay 14, 2019Network: myflfamilies-guestPassword: Moonstone

  19. Proposed Subcontract Data Set Structure

  20. Inconsistency in Program Codes • Current Situation: • FASAMS uses four codes to indicate the program area in which the contracted amount applies to the covered service or project under the initial subcontract or subcontract amendment: 1 for AMH; 2 for ASA; 3 for CMH, and 4 for CSA • Both GAA and the Financial Rule only require two Program codes (MH and SA) • Recommendation • Use Program codes (1 for MH and 2 for SA), instead of Program Area codes, to comply with GAA and Financial Rule policy • Add a new field (or a modifier) in Subcontract Service table to indicate how the contracted amount per covered service or project applies to age group (1 for Adult only; 2 for Children only; and 3 for both) DRAFT

  21. Subcontract Table Structure • Current Structure • Subcontract Table • Does not capture any contracted amount per OCA and subcontract number • Does not have a source record identifier (i.e., SourceRecordIdentifier) that is used to uniquely track each record in the table • The current subcontract table structure is inconsistent with the subcontract business mapping process of specifying beforehand the total contracted amount per OCA that should be used to track expenditures related to the covered service or project in the Contract Service table

  22. Subcontract Table Structure • Current Structure • Subcontract Service Table • Uses four Program Area codes instead of two Program codes, as required by GAA and Financial Rule • Requires a contract amendment record to be submitted every time there is a change in the contracted amount per covered service or project. • Does not allow different payment rates per covered service or project within the same program area • The current subcontract service table structure is data-driven and time-consuming

  23. Subcontract Table SubcontractService Table Current Subcontract Table Structure SourceRecordIdentifier CoveredServiceCode ProjectCode ProgramAreaCode ExpenditureOCACode EffectiveDate ExpirationDate ContractedAmount PaymentRatePerUnitAmount UnitOfMeasureCode PaymentMethodCode ContractNumber (key) SubcontractNumber (key) AmendmentNumber (key) Amendment Date FederalTaxIdentifier TypeCode (I or A) EffectiveDate ExpirationDate

  24. Subcontract Data Structure • Proposed Structure • Subcontract Service Table • Will have a source record identifier (SubcontractSourceRecordIdentifier) that will be used to uniquely track each record in the table • Will capture the total subcontracted amount per expenditure OCA code • Will require contract amendment only if there is a change in the subcontracted OCA amount • The proposed subcontract table structure is consistent with the subcontract business mapping process of specifying beforehand the total contracted amount per OCA that should be used to track expenditures related to the covered service or project in the Subcontract table

  25. Subcontract Data Structure • Proposed Structure • Subcontract Service Table • Will use two Program codes rather than four Program Area codes • Will not require contract amendment if there is a change in the subcontracted OCA amount • Will allow different payment rates per covered service or project within the same program area • Will have a new field (AgeGroupCode) to indicate how the contracted amount per covered service or project applies to various age groups (1 for Adult only; 2 for Children Only; and 3 for Both)

  26. Subcontract Table Subcontract Service Table Proposed Subcontract Table Structure SubcontractSourceRecordIdentifier SubcontractServicesSourceRecordIdentifier CoveredServiceCode (Key field) ProjectCode (Key field) ProgramCode (Key field) ExpenditureOCACode (key field) EffectiveDate (key field) ExpirationDate ContractedAmount PaymentRatePerUnitAmount (key field) UnitOfMeasureCode (Key field) PaymentMethodCode (key field) AgeGroupCode • SubcontractSourceRecordIdentifier • ContractNumber (key field) • SubcontractNumber (key field) • TypeCode • ExpenditureOCACode • SubcontractedOcaAmount • EffectiveDate • ExpirationDate • AmendmentDate • AmendmentNumber (key field)

  27. Questions and Answers

  28. SAMH Data Integrity Committee MeetingTampa, FloridaMay 14, 2019Network: myflfamilies-guestPassword: Moonstone

  29. Admission Episode Data Set

  30. Admission Treatment Episode • Length of Stay • Add a new field (LengthOfStay) in Admission Treatment Episode entity to indicate whether the person being admitted needs “Long-term” or “Short-Term” services Residential/Rehabilitation Setting • Use the following TEDS definition to determine the expected Length of Stay: • If a person is expected to stay 30 days or more, then the person would be admitted in Long-Term Residential/Rehabilitation Setting • If a person is expected to stay less than 35 days, then the person would be admitted in Short-Term Residential/Rehabilitation Setting DRAFT

  31. Admission Treatment Episode • Length of Stay • Required if the “Admission Setting” is Residential/Rehabilitation • Must be one of the following values: o 1 for Long-term o 2 for Short-term • Service Intensity • Add a new field (ServiceIntensity) in Admission Treatment Episode entity to indicate whether the person being admitted needs “Intensive” or “Non-Intensive” services in Outpatient Setting DRAFT

  32. Admission Treatment Episode • Service Intensity • Use the following TEDS definition of determine the expected Service Intensity: • If a person is expected to receive two or more services for three consecutive days per week, then the person would be admitted in “Intensive Outpatient Setting” • Else, the person would be admitted in “Non-Intensive Outpatient Setting” DRAFT

  33. Admission Treatment Episode • Service Intensity • Field Business Rules • Required if “Admission Setting” is Outpatient • Must be one of the following values: o 1 for Intensive o 2 for Non-Intensive • Crosswalk to “TEDS Treatment Setting Codes” DRAFT

  34. Crosswalk to TEDS Treatment Setting Codes

  35. Questions and Answers

  36. SAMH Data Integrity Committee MeetingTampa, FloridaMay 14, 2019Network: myflfamilies-guestPassword: Moonstone

  37. Pending Enhancements and Supplemental Data Integration Plan

  38. Pending Enhancements • Unique Client Identifier (UCI) • Build two new reports allowing submitting entities to retrieve all of their clients with UCIs and clients without a UCI. • New XML file for ME Outcome Targets • Allow submitting entities to submit an XML data set for submitting the Targets for both Outcome Measures and Output Measures. • New Baker Act Data Elements in Treatment Episode • Add BakerActRouteCode of 4 for Voluntary Examination

  39. Pending Enhancements • New Baker Act Data Elements in Treatment Episode • BakerActRoleCode 01 – Judge02 – Police Officer 03 - School Resource Officer 05 – Licensed Practitioner of the Healing Arts 06 – PhD/PsyD/Ed.D 07 – MD/DO08 – Self 09 – Unknown

  40. Pending Enhancements • New Baker Act Data Elements in Treatment Episode • BakerActCrisisInterventionTrained? 0 – No 1 – Yes 3 – Unknown • BakerActMobileUnit? 0 – No 1 – Yes

  41. Pending Enhancements • New Baker Act Data Elements in Treatment Episode • BakerActSchoolSetting? 0 – No 1 – Yes • Reference Document :0003_Baker_Act_Role (8349) is the FEI reference document describing the existing functionality, the proposed functionality, the Final Estimate/Quote, and the Requirements for completing the enhancement

  42. Pending Enhancements • New Pregnancy Data Elements in Discharge Entity • ExpectedDeliveryDate • This data element will be added to the Health Sub-Entity of Performance Outcome Measure • Must be provided and is required if PregnantCode is 1 • ActualDeliveryDate • This data element will be added to the Discharge Entity • Must be provided and is required if BirthOutcomeCode is 1 or 2 • BirthWeight (pounds and ounces) • Conditionally Optional. Required only if BirthOutcomeCode is 1 or 2. M

  43. Pending Enhancements • New Pregnancy Data Elements in Discharge Entity • Reference Document :0002_Pregnancy_Fields_20180529 is the FEI reference document describing the existing functionality, the proposed functionality, the Final Estimate/Quote, and the Requirements for completing the enhancement

  44. Pending Enhancements • Integration of Supplemental Data Sets • Florida Assertive Community Treatment (FACT) Report • Community Action Team (CAT) Report • Behavioral Health Catalog of Care Report • Managing Entity Monthly Progress Report • Women’s Special Funding Report • Family Intervention Treatment (FIT) Report • Monthly Care Coordination Report • Conditional Release Report • Forensic Diversion Report • Forensic Multidisciplinary Team Repo

  45. Supplemental Data Integration Plan

  46. Supplemental Data Integration Plan

  47. Questions and Answers

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