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CSI Submission File Analysis Tool Version 1.0 User Manual

1. Fiscally Responsible County Code B9 Fiscally Responsible County Description unknown County Service Date 2 20 2013 Place of Service Code o Place of Service Description Other Community location Mode of Service 15 Mode of Service Description Outpatient Services Service Function 68 Mode Service Function Description Medication Support MS Units of Service 1 Units of Time 20 Special Population Code N Special Population Description No special population service s Trauma Code U Trauma Description Unknown Not Reported CSI Submission File Analysis Tool Version 1 0 User Manual Page 30 Chapter 4 Browsing Data If the source of the data was a CSI Error File an additional section will appear at the bottom of the template for records containing CSI Error File Errors as shown in Figure 4 9 This section displays the first 5 error codes returned from the CSI System and provides the description of those errors This allows users to quickly review Service record errors contained in the CSI Error File in combination with all Service record data to expedite the CSI Error File review process Please see the Data Validation section of this document which describes potential differences in validation errors reported by the CSI System and the CSI Submission File Analysis Tool gt Elements of the Service Record CSI Error File Errors Section 1
2. Periodic Record Information County Client Number 006132463 Date Completed 9 8 2005 County zz County Description Record Type Code P Record Type Description Periodic Record Transaction Code o Transaction Description Education Code m4o oo o Education Descrption Higher Education beyond High School Employment Status Code k Employment Description Not in the paid work force Other Conservatorship Statu J Conservatorship Description Not Applicable Living Arrangement Code uo o Living Description Unknown Not Reported Caregiver A Code Caregiver B Code Message Text zz006132463P 2005090814K JU CSI Submission File Analysis Tool Version 1 0 User Manual Page 38 Chapter 5 Generating CSI Submission File Reports Chapter 5 Generating CSI Submission File Error Reports The CSI Submission File Analysis Tool provides five report templates which allow for the generation of summary reports detailed error reports and detailed Service record error reports by Provider to analyze CSI Submission File errors as shown in Figure 5 1 These reports are intended to allow users to identify the number and type of errors present in submission files create reports to identify which records contain errors and create reports regarding Service record errors which can be given to Providers to assist with identifying validation errors and promoting data quality All erro
3. CSI Submission File Analysis Tool Version 1 0 User Manual Instructions for utilizing the CSI Submission File Analysis Tool This document and associated templates were funded by the Mental Health Services Oversight and Accountability Commission 5 16 2014 Table of Contents Table of Contents Table f CONC CIING sireenin taerien nnen dan aaae aaa aa aa ie E aaa aaea 1 Definitions and Abbreviations cic i ccieianaseisnccesmetdaadeniiannateelecnaas caseeamebnanasaauseesiabntastamnaaienauaaeeds 2 Chapter T IntrodtctiO Msusi a i a iii E 3 PUFDOS Eorna a a ud a aan aanta aere dianed d aea aaa Taia 3 BAC PIN acta tera E R E E A T E A 3 OVEVIEW aaia a E EA EEE A A A E T A EE 5 SCOP E A E T E E E 6 System REQUIrEMENTS aerisire eaa ERE A E A EE TR A EOR AR 7 Enabling Content oeio S 7 Data SeCUrIty Wsiituridiele niitiaemisurati oh annie EE EE 8 NOTE Regarding SUpport icewssessoiseininisnieennn iiid bonnn aian iie eanan iaaa iiia 8 Using the CSI Submission File Analysis TOOl cccsssecccssssecececssneececsenaeeeessseeeeceesseaeeeeseaaeeeene 9 Managing Open Templates in Microsoft ACCESS ccccccecssscececssnececssseeeecesssneeceessaaeeeeseseeeens 10 Encrypting the CSI Submission File Analysis TOOI ccccssssseceesessececesseeeeceeseaeeeessesueeeessseneeess 11 Compacting and Repairing the CSI Submission File Analysis Tool ccssccccsssseceeeesereeeeeeeeaes 11 Chapter 22 Importing Date siejeuiscvicasdee san agti
4. CSI Submission File Reports l CSI Error File Reports Clear Data n File Analysis Tool us Browse All Client Records Browse All Client Records ep at ea a Navigation Pane Browse All Service Records Browse All Service Records Se ea anaes Browse All Periodic Records Browse All Periodic Records PEE tae Num Lock ES Ei x Form View Encrypting the CSI Submission File Analysis Tool The CSI Submission File Analysis Tool is provided empty of data and unencrypted For security purposes Counties and Providers may elect to encrypt the CSI Submission File Analysis Tool using the functionality provided by Microsoft Access to help prevent unauthorized use or disclosure Instructions for encrypting the database can be found on Microsoft s website http office microsoft com en us access help encrypt a database by using a database password HA010341664 aspx Compacting and Repairing the CSI Submission File Analysis Tool To maintain optimal performance of the CSI Submission File Analysis Tool the database must be compacted and repaired periodically It is recommended that the CSI Submission File Analysis Tool be compacted and repaired each time before an updated set of data is imported into the tool In addition the CSI Submission File Analysis Tool may need to be compacted and repaired due to issues viewing data which may result from fragmentation inherent to the Microsoft Access platform The
5. ICSI Error File Errors Error Field Code Identifies the field for which a validation error was reported in the CSI Error File Error Severity Code Identifies the error severity code F or N indicating whether the error was Fatal or Non fatal respectively as defined in the CSI Data Dictionary Error Severity Description Provides the description of the Error Severity Code Fatal or Non Fatal Error Field Name Identifies the name of the field indicated by the Error Field Code Error Description Provides a brief definition of the field identified by the Error Field Code along with the validation conditions defined in Appendix A CSI Error Code Identifies the CSI Error Code reported in the CSI Error File CSI Error Code Description Provides the description of the CSI Error Code as defined in the CSI Data Dictionary in Section E 03 0 Figure 4 9 Service Record CSI Error File Errors Section S03 Error ty Code 1 F Error S ty Description 1 Fatal Social Security Number 1 Must be a real number or pseudo number Required on all Service records Validation ensures the value is a number and is not blank 100 Blank de 7 S03 E Severity Code 2 F z Severity Description 2 Fatal Social Security Number 2 Must be a real number or pseudo number Required on all Service records Validation ensures the value is a number and is not blank 101 Invalid code CSI Submission File Analysis Tool Version 1 0 Use
6. CSI Submission File Error Reports tab Error Summary Report Detailed Error Report Detailed Error Report Fatal Errors Only Service Record Errors by Provider Report Service Record Errors by Provider Report Fatal Errors Only 6 CSI Error File Error Reports tab Error Summary Report Detailed Error Report Detailed Error Report Fatal Errors Only Service Record Errors by Provider Report e Service Record Errors by Provider Report Fatal Errors Only 7 Clear Data tab a Clear All Data utility b Clear Client Data Only utility c Clear Service Data Only utility d Clear Periodic Data Only utility panog Qoo0 o CSI Submission File Analysis Tool Version 1 0 User Manual Page 9 Chapter 1 Introduction Figure 1 2 CSI Submission File Analysis Tool Main Menu All dd I Mls CSI Submission Tool Final Database Access 2007 2010 Microsoft Access ele 37 Home Create External Data Database Tools 7 x Z Main Menu CSI Submission File Analysis Tool v 1 0 Tool Summary Import Data Load Data Browse Data CSI Submission File Reports CSI Error File Reports Clear Data ng provides a brief summary of instructions for using the CSI Submission File Analysis Tool For more detailed information please see the CSI Submission File Analysis Too nay choose to load all data in the CSI Submission file or ma
7. Dictionary 3 Error Severity Represents the severity of the error Fatal or Non fatal Error Code Count Represents the total number of records that were reported by the CSI System in the CSI Error File that were reported as having validation errors with each field since one CSI record can have multiple issues the total of all Error Code Counts may be greater than the total number of records with errors CSI Submission File Analysis Tool Version 1 0 User Manual Page 47 Chapter 6 Generating CSI Error File Reports Figure 6 2 CSI Error File Error Summary Report CSI Error File Error Summary Report Error Field Code C03 Error Severity Non Fatal Error Code Count 1 Error Field Name Date of Birth Error Field Code C04 Error Severity Non Fatal Error Code Count 1 Error Field Name Place of Birth Error Field Code C05 Error Severity Non Fatal Error Code Count 1 Error Field Name Gender Error Field Code C07 Error Severity Non Fatal Error Code Count 1 Error Field Name Primary Language Error Field Code c08 Error Severity Non Fatal Error Code Count 1 Error FieldName Preferred Language Error Field Code P01 Error Severity Fatal Error Code Count 1 Error FieldName Date Completed Error Field Code
8. Figure 6 3 CSI Error File Detailed Report Last Name Error Field Code Severity Description Error Field Name Date of Birth Error Description Must be valid month and year must be greater than 1800 Required on all Client records Date of Birth CCN 007120829 RRN 00000043407030051297992 Error Field Name Record Reference Number Error Description If less than 23 characters in length then must be right justified zero filled and no embedded blanks Required on all Service records Validation ensures length is 26 characters is not blank and does not contain any spaces CCN Date Completed 2 26 2012 Error Field Code Severity Description Error Description Must be a valid code see the definition for this field in the CSI Data Dictionary for valid values Required on all Periodic records Validation ensures the code is valid and not blank CSI Submission File Analysis Tool Version 1 0 User Manual Page 50 Chapter 6 Generating CSI Error File Reports Service Record Errors by Provider Report Template The Service Record Errors by Provider Report template provides a summary of all Service records currently loaded in the CSI Submission File Analysis Tool that were reported as having validation issues in the CSI Error File separated by Provider In addition to being grouped by Provider the report limits Service records to a single Provider per page as a result the printed or export
9. 2 Figure 7 2 Clear Data Alert Message All Client Service Periodic and Imported data has been cleared After the desired data has been cleared from the template users can repeat the steps outlined in Chapters 2 5 of this document to import load and analyze new sets of CSI records CSI Submission File Analysis Tool Version 1 0 User Manual Page 54 Appendix A CSI Submission File Analysis Tool Validation Rules Appendix A CSI Submission File Analysis Tool Validation Rules Error Field Code Error Field Name Error Description Error Severity HO1 H02 H03 H04 C01 c02 c03 c04 co5 c07 co8 co9 County City Mental Health Plan Submitting Record County Client Number Record Type Transaction Code Birth Name Mother s First Name Date of Birth Place of Birth Gender Primary Language Preferred Language Ethnicity Must be a valid code see the definition for this field in the CSI Data Dictionary for valid codes This record must be blank for control records If less than 9 characters in length then must be right justified zero filled and no embedded blanks Must be a valid code C K P S or X Must be a valid code D K or Blank Identifies the name of the client as it appears on the birth certificate as reported by the client If any part of the name is less than the allowed characters then must be left justified with trailing bl
10. 2 P02 Error Severity Code 2 N Error Severity Description 2 Non Fatal Error Field Name 2 Education Error Field Description 2 Must be a valid code see the definition for this field in the CSI Data Dictionary for valid values Required on all Periodic records Validation ensures the code is valid and not blank CSI Error Code 2 101 CSI Error Description 2 Invalid code CSI Submission File Analysis Tool Version 1 0 User Manual Page 36 Chapter 4 Browsing Data Browse All Periodic Records with Validation Errors Template The Browse All Periodic Records with Validation Errors template allows users to view all Periodic records loaded in the tool that were identified as having validation issues according to the validation rules implemented in the CSI Submission File Analysis Tool defined in Appendix A In addition to the Periodic Record Information section as described in the previous section of this document Browse All Periodic Records Template the template contains a section describing the Periodic Record Validation Errors identified by the tool and a Message Text section which includes a copy of the errant CSI record contained within the CSI Submission File or CSI Error File as shown in Figure 4 13 gt Elements of the Periodic Record Validation Errors section i Error Field Code Identifies the field for which a validation error has been identified by the tool ac
11. 4 Browsing Data Figure 4 6 Client Record CSI Error File Errors Section CSI Error File Errors Error Field Code 1 CO1 Error Severity Code 1 N Error Severity Description 1 Non Fatal Error Field Name 1 Birth Name Error Field Description 1 Identifies the name of the client as it appears on the birth certificate as reported by the client If any part of the name is less than the allowed characters then must be left justified with trailing blanks Required on all Client irecords Validation ensures First Middle and Last Name are not all blank CSI Error Code 1 100 CSI Error Description 1 Blank Error Field Code 2 co2 Error Severity Code 2 IN Error Severity Description 2 Non Fatal Error Field Name 2 Mother s First Name Error Field Description 2 If any part of the name is less than the allowed characters then must be left justified with trailing blanks Required on all Client records Validation ensures field is not blank CSI Error Code 2 101 CSI Error Description 2 linvalid code CSI Submission File Analysis Tool Version 1 0 User Manual Page 24 Chapter 4 Browsing Data Browse All Client Records with Validation Errors Template The Browse All Client Records with Validation Errors template allows users to view all Client records loaded in the tool that were identified as having validation issues according to the validation rules implemented in the CSI Su
12. Browse All Service Records with Validation Errors template Browse All Periodic Records template Browse All Periodic Records with Validation Errors template Oy OT Bw Figure 4 1 Browse Data Tab lt 3 Main Menu CSI Submission File Analysis Tool v 1 0 Tool Summary Browse Data Error Reports Import Data Load Data Clear Data Browse All Client Records with Validation Errors Browse All Client Records Browse All Service Records Browse All Service Records NASo Browse All Periodic Records Browse All Periodic Records are TE ree CSI Submission File Analysis Tool Version 1 0 User Manual Page 19 Chapter 4 Browsing Data Using the Browse Data Templates When using the Browse Data templates there are three methods to navigate the record set gt The Three Methods of Navigating the Browse Data Templates 1 Record Navigation When using the templates to browse records in the lower left corner of the screen there will be a Record section as shown in Figure 4 2 using the direction arrows users can move through the record set or type in a record index number to jump to a record the numbers in the Record box represent the index number of the current record being displayed in the template and the total number of records available e g in Figure 4 2 record 1 of 2046 is displayed 2 Search When browsing a template the Search box displayed in Figure 4 2 allows
13. Non fatal Non fatal Non fatal Non fatal Non fatal CSI Submission File Analysis Tool Version 1 0 User Manual Page 55 Appendix A CSI Submission File Analysis Tool Validation Rules Error Field Code Error Field Name Error Description Error Severity C10 C11 S01 S02 S03 S05 S06 S07 S08 12 Race Data Infrastructure Grant Indicator Record Reference Number Current Legal Name Beneficiary Name Social Security Number Mode of Service Service Function Units of Service Units of Time Special Population Must be a valid code see the definition for this field in the CSI Data Dictionary for valid codes Do not utilize prior to July 1 2006 or if DIG Indicator is 0 Required on all Client records Validation ensures all values are valid but does not generate an error if all fields are blank Identifies whether or not the Client record contains DIG data Must contain a 0 if Client record does not contain DIG data or 1 if Client record does contain DIG data Required on all Client records Validation ensures value is valid and is not blank If less than 23 characters in length then must be right justified zero filled and no embedded blanks Required on all Service records Validation ensures length is 26 characters is not blank and does not contain any spaces If any part of the name is less than the allowed characters then must be l
14. Required on all Periodic records Validation ensures the code is valid and not blank Must be a valid code Subfield A 00 through 99 Subfield B 00 through 99 Do not utilize this field for periodic data collected prior to July 1 2006 Required on all Periodic records Validation ensures the code is valid and not blank Non fatal Non fatal Non fatal Non fatal Non fatal CSI Submission File Analysis Tool Version 1 0 User Manual Page 60
15. Service data from historical CSI Submission Files to allow for previously submitted Client data to be viewed with Services data contained in a more recent CSI Submission File Clear Data Utilities The following instructions describe the use of the Clear Data utilities to delete some or all of the records currently loaded in the CSI Submission File Analysis Tool Lb Clearing Data from the CSI Submission File Analysis Tool 1 With the CSI Submission File Analysis Tool open in Microsoft Access select the Clear Data tab from the Main Menu as seen in Figure 7 1 Figure 7 1 CSI Detailed Report CSI Submission File Analysis Tool v 1 0 Tool Summary l Import Data Load Data l Browse Data l CSI Submission File Reports CSI Error File Reports Clear Data Clear All Data Clear Client Data Only Clear Service Data Only Clear Periodic Data Only CSI Submission File Analysis Tool Version 1 0 User Manual Page 53 Chapter 7 Clearing Data 2 Press the Clear All Data button on the Clear Data tab to delete all Client Service and Periodic data currently loaded in the CSI Submission File Analysis Tool alternatively users can select the Clear Client Data Only Clear Service Data Only or Clear Periodic Data Only buttons to delete only a subset of the currently loaded data 3 After the data has been successfully deleted a message will be displayed confirming the data was cleared as shown in Figure 7
16. brief definition of the field identified by the Error Field Code along with the validation conditions defined in Appendix A CSI Submission File Analysis Tool Version 1 0 User Manual Page 32 Chapter 4 Browsing Data Filter by Error Field oe E i v Service Record Validation Errors Error Field Code 538 Figure 4 10 Browse All Service Records with Validation Errors Template Error Severity Code N E Error Severity Desc Non Fatal i Show All Errors Show Fatal Errors Only Show Non Fatal Errors Only Error Field Name Substance Abuse Dependence Diagnosis Error Description Client Record Information Axis Substance Related Disorders code or ICD9 CM code within the DSM IV TR Axis Substance Related Disorders Classification Do not utilize this field for services delivered prior to July 1 2006 Required on all Service records Validation ensures the code is valid an allowable Substance Abuse diagnosis not blank and not equal to a Substance Abuse Diagnosis if the Suhstanre Ahuse Indicator is N County Client Number CCN 002482529 Service Record Information CCN 002482529 First Name TAYLO Date of Birth 8 16 1947 Middle Name JACKS Gender Code M Last Name MSJON Gender Description Male Suffix Client information if available SSN 236 93 1905 RRN 00000076878746727890672 Servic
17. following steps can be used to Compact amp Repair the CSI Submission File Analysis Tool CSI Submission File Analysis Tool Version 1 0 User Manual Page 11 Chapter 1 Introduction La Compacting and Repairing the CSI Submission File Analysis Tool 1 Prior to attempting a Compact amp Repair of the CSI Submission File Analysis Tool it is recommended that users make a backup copy of the CSI Submission File Analysis Tool database 2 As seen in Figure 1 4 with the CSI Submission File Analysis Tool open in Microsoft Access select the File menu 3 Select the Info menu As seen in Figure 1 4 select the Compact amp Repair Database button 5 After the Compact amp Repair Database process is complete the user will be returned to the Tool Summary tab of the Main Menu to continue using other functionality of the CSI Submission File Analysis tool Figure 1 4 Compacting and Repairing the CSI Submission File Analysis Tool External Data Ostabase Tools id Save Al Save Object As Information about CSI Submission Tool v1 03 Save Database As jy Open ad Compact amp Repair ry Close Database Help prevent and correct database file problems by using Compact and Repair 3 CSI Submission Too ee ir Database B Csi Submission Too i CSI Submission Too 8 CS Submission Too Encrypt with Password Ti Use a password to restrict access to your database Files that use the 2007 nia Microsoft Access file form
18. l Show Non Fatal Errors Only Client Record Validation Errors Error Field Code C11 Error Severity F Error Severity Description Fatal Error Field Name Data Infrastructure Grant Indicator Error Description Identifies whether or not the Client record contains DIG data Must contain a 0 if Client record does not contain DIG data or 1 if Client record does contain DIG data Required on all Client records Validation ensures value is valid and is not blank Client Record Information County Client Number CCN 004216889 First Name RISMA Date of Birth 9 22 1987 Middle Name HARRI Gender Code M Last Name HITEH Gender Description Male Suffix Birth Information Race Ethnicity Data Infrastructure Grant DIG Control Record Headers County of Birth Code 01 Mother s First Name LLERW County of Birth Description Alameda State of Birth CA State of Birth Description California 7 Country of Birth Code US Country of Birth Description UNITED STATES Message Text 88004216889C RISMA HARRI HITEH LLERW 1987092201CAUSM 7 CSI Submission File Analysis Tool Version 1 0 User Manual Page 26 Chapter 4 Browsing Data Browse All Service Records Template The Browse All Service Records template allows users to view all data contained in each Service record that has been loaded into the tool The Client Record Information section displa
19. record an Error Field Code identifying the field containing the error and a CSI Error Code defined in the CSI Data Dictionary in Section E 03 0 As an example the validation rules defined in the CSI Data Dictionary stipulate that a client s date of birth must after the year 1800 Any records in a CSI Submission File submitted to the State that do not meet this requirement will receive a Non fatal error which will be written to the CSI Error File Since the error is Non fatal the record will be written to the CSI database Subsequently Counties are able to download and review the CSI Error File which includes a copy of the record with the validation error an Error Field Code indicating that the date of birth field triggered a validation error and a CSI Error Code providing more specific information regarding the condition that triggered the validation error CSI Submission File Analysis Tool Version 1 0 User Manual Page 4 Chapter 1 Introduction Overview The CSI Submission File Analysis Tool Version 1 0 is designed to assist Counties and Providers with assessing CSI Data Submission Files and CSI Error Files to identify data errors and inconsistencies The tool allows users to import CSI record data in either CSI Submission File or CSI Error File formats using the Import Data utility After the CSI record data has been imported users can select to load some or all of the CSI records into the tool for use with the available
20. reporting systems used for CSS services have not been properly maintained which limits the quality of data collected and reported via these systems CSI Submission File Analysis Tool Version 1 0 User Manual Page 3 Chapter 1 Introduction MHSA data regarding client CSS services are primarily collected via the CSI System which is currently owned and maintained by the Department of Health Care Services DHCS Counties collect required data regarding CSS services and submit this data to the DHCS Information Technology Web Services ITWS CSI System in a specified file format defined in the CSI Data Dictionary Files of this format containing CSI data are referred to as CSI Submission Files These files are uploaded to the State via the ITWS CSI System where the data is validated and subsequently written the CSI database maintained by DHCS This validation process ensures that all records submitted in CSI Submission Files adhere to the data validation rules defined in the CSI Data Dictionary Records that do not adhere to the data validation rules are identified as having either Fatal or Non fatal errors Fatal errors are rejected without being written to the CSI database while records with Non fatal errors are written to the database Both Fatal and Non fatal errors are returned to Counties in CSI Error Files which can be downloaded via ITWS after the CSI Submission File has been processed The CSI Error File includes a copy of the errant CSI
21. the first 5 error codes returned from the CSI System and provides the description of those errors This allows users to quickly review Client record errors contained in the CSI Error File in combination with all Client record data to expedite the CSI Error File review process Please see the Data Validation section of this document which describes potential differences in validation errors reported by the CSI System and the CSI Submission File Analysis Tool gt Elements of the Client Record CSI Error File Errors Section 1 Error Field Code Identifies the field for which a validation error was reported in the CSI Error File 2 Error Severity Code Identifies the error severity code F or N indicating whether the error was Fatal F or Non fatal N respectively as defined in the CSI Data Dictionary 3 Error Severity Description Provides the description of the Error Severity Code Fatal or Non Fatal Error Field Name Identifies the name of the field indicated by the Error Field Code 5 Error Description Provides a brief definition of the field identified by the Error Field Code along with the validation conditions defined in Appendix A 6 CSI Error Code Identifies the CSI Error Code reported in the CSI Error File CSI Error Code Description Provides the description of the CSI Error Code as defined in the CSI Data Dictionary in Section E 03 0 CSI Submission File Analysis Tool Version 1 0 User Manual Page 23 Chapter
22. the following activities gt Uses of the CSI Submission File Analysis Tool e Browsing all Client Service and Periodic records contained within a CSI Submission File or CSI Error File to review cross check and spot check data values e Browsing all Client Service and Periodic records with identified validation errors contained within a CSI Submission File or CSI Error File to quickly investigate and identify errant data elements e Investigating and troubleshooting data submission issues which arise from an incorrectly formatted CSI Submission File e Generating an Error Summary Report which identifies the total number of errors identified for each data element to identify trends affecting data quality e Generating Detailed Error Reports which identify records with identified validation errors e Generating Service Record Errors by Provider Reports to identify records with validation errors by Provider to enhance the ability of Counties to provide specific feedback regarding validation errors to Providers and aide in the identification of barriers to data quality e Creating additional queries and reports based on CSI Submission Files or CSI Error Files utilizing the framework and data codes provided within the CSI Submission File Analysis Tool CSI Submission File Analysis Tool Version 1 0 User Manual Page 6 Chapter 1 Introduction System Requirements The CSI Submission File Analysis Tool requires Microsoft Access
23. value is valid not blank and greater than June 30 1998 Fatal Non fatal Fatal Fatal Fatal Non fatal Non fatal Non fatal Non fatal Non fatal Fatal CSI Submission File Analysis Tool Version 1 0 User Manual Page 57 Appendix A CSI Submission File Analysis Tool Validation Rules Error Field Code Error Field Name Error Description Error Severity S24 S25 S26 S27 S28 S29 30 31 32 Place of Service Evidence Based Practices Service Strategies Trauma Client Index Number Axis Diagnosis Axis Primary Additional Axis Diagnosis Axis Il Diagnosis Axis Il Primary Must be a valid code see the definition for this field in the CSI Data Dictionary for valid codes Required on all Service records where Mode of Service 05 or 15 Validation ensures the code is valid and is not blank when required Must be a valid code left justified with no embedded blanks and no duplicates if reporting multiple codes Space fill this field for services delivered prior to July 1 2006 Must be a valid code Y N or U Space fill this field for services delivered prior to July 1 2006 Required on all Service records Validation ensures the code is valid and not blank and assumes services were delivered after 2006 Must be a valid Client Index Number CIN or zero filled Do not utilize this field for services delivered prior to J
24. version 2010 or later gt For the most up to date information regarding workstation requirements for Microsoft Access search online for System Requirements for Microsoft Office 2010 using an internet search engine A workstation will require sufficient space to store and process CSI Submission Files and or CSI Error Files it is recommended that workstations have at least 10 Gigabyte of free disk space The workstation will also require a PDF viewing application such as the free Adobe Reader software For optimal viewing a monitor with 1080p resolution 1920 x 1080 pixels is suggested The performance of the CSI Submission File Analysis Tool such as the amount of time necessary to run utilities and browse records is dependent upon the system speed and available system resources larger Counties may require more robust workstations for optimal performance Enabling Content The CSI Submission File Analysis Tool employs active content to perform various functions such as importing loading validating and clearing data As shown in Figure 1 1 when the tool is opened for the first time a security warning is displayed across the top of the Microsoft Access screen Users must click the Enable Content button to allow the functions of the tool to operate If content is not enabled functions within the tool may not operate Figure 1 1 Enable Content Button CSI Submission File Analysis Tool Version 1 0 User Manual Page 7 Cha
25. Birth d State of Birth Description e Mother s First Name 2 Language a Primary Language Code b Primary Language Description c Preferred Language Code d Preferred Language Description 3 Race Ethnicity a Ethnicity Code b Ethnicity Description c Race 1 5 Code d Race 1 5 Description 4 Data Infrastructure Grant DIG a Data Infrastructure Grant DIG Code b Data Infrastructure Grant DIG Description 5 Control Record Headers a b c d e County City Mental Health Plan Client Record Transaction Code Client Record Transaction Code Description Client Record Code Client Record Type Description CSI Submission File Analysis Tool Version 1 0 User Manual Page 22 Chapter 4 Browsing Data Figure 4 5 Browse All Client Records Template B Main Menu 5 Browse All Client Records Client Record Information nt Number CCN 007129236 First Name ESBRO Date of Birth 2 26 1968 N am ORETA zender Code M ame ERWIL sender Description Male i Birth Information Language Race Ethnicity Data Infrastructure Grant DIG Control Record Headers County of Birth Code 01 Mother s First Name ARTIN escription Test County CA California US f Birth Description UNITED STATES If the source of the data was a CSI Error File an additional section will appear at the bottom of the template for records containing CSI Error File Errors as shown in Figure 4 6 This section displays
26. CSI Submission File Analysis Tool Version 1 0 User Manual Page 34 Chapter 4 Browsing Data Figure 4 11 Browse All Periodic Records Template Client Record Information ounty Client Number CCN 000315809 First Name MPSON Date of Birth 11 2 1957 Middle Name ARTIN Gender Code F Last Name ERSON Gender Description Female abl Periodic Record Information ounty Client Number CCN 000315809 Date Completed 2 26 2012 u 88 County Descriptio Test County ecord Type Code p Record Type Description Periodic Record T actior z Tr acti e juc 99 jucati Unknown Not Reported U Unknown Not Reported s Code J Conservatorship Description Not Applicable A Living Description House or apartment includes trailers hotels dorms barracks etc If the source of the data was a CSI Error File an additional section will appear at the bottom of the template for records containing CSI Error File Errors as shown in Figure 4 12 This section displays the first 5 error codes returned from the CSI System and provides the description of those errors This allows users to quickly review Periodic record errors contained in the CSI Error File in combination with all Periodic record data to expedite the CSI Error File review process Please see the Data Validation section of this document which describes potential differences in validation errors reported by the CSI System and the CSI Submission File Analysis Tool gt Elements of th
27. Figure 6 1 CSI Error File Reports Tab 3 Main Menu Ea Browse All Client Records E3 Browse All Service Records Ea Browse All Periodic Records CSI Submission File Analysis Tool v 1 0 Tool Summary l Import Data Load Data Browse Data l CSI Submission File Reports CSI Error File Reports Clear Data Error Summary Report Detailed Error Report Detailed Error Report EEE CEON Service Record Errors By Provider Fatal Errors Only Service Record Errors By Provider CSI Submission File Analysis Tool Version 1 0 User Manual Page 46 Chapter 6 Generating CSI Error File Reports Note Please see the Using the Error Report Templates section of the previous chapter for instructions on using the built in Microsoft Access functionality to navigate and use the CSI Error File Reports Error Summary Report Template The Error Summary Report template provides a summary of the Client Service and Periodic record validation errors reported by the CSI System in the CSI Error File for records currently loaded in the tool This report is useful for reviewing the number of errors reported by data element to assist with identifying validation error trends and promoting data quality gt Elements of the Error Summary Report template 1 Error Field Code Represents the CSI field code returned in the CSI Error File 2 Error Field Name Represents the CSI field name as defined in the CSI Data
28. I Submission File Analysis Tool Version 1 0 User Manual Page 56 Appendix A CSI Submission File Analysis Tool Validation Rules Error Field Code Error Field Name Error Description Error Severity 13 S14 S15 S16 S17 S18 S19 S20 S21 S22 S23 Provider Number County City Mental Health Plan with Fiscal Resp Admission Date From Entry Date Through Exit Date Discharge Date Patient Status Code Legal Class Admission Legal Class Discharge Admission Necessity Code Service Date Must match the Provider File Required on all Service records Validation ensures the code is not blank Validation does not perform matching with the Provider File Must be a valid code see the definition for this field in the CSI Data Dictionary for valid codes Required on all Service records Validation ensures the code is valid and is not blank Must be a valid date and must be greater than 1980 Required on all Service records where Mode of Service 05 Validation ensures date value is valid not blank and greater than 1980 Must be valid date and must be greater than June 30 1998 Required on all Service records where Mode of Service 05 Validation ensures date value is valid not blank and greater than June 30 1998 Must be valid date and must be greater than June 30 1998 Required on all Service records where Mode of Service 05 Validation ensures date
29. P02 Error Severity Non Fatal Error Code Count 1 Error Field Name Education Total Identified Errors 7 Page 1 CSI Submission File Analysis Tool Version 1 0 User Manual Page 48 Chapter 6 Generating CSI Error File Reports Detailed Error Report Template The Detailed Error Report template provides a listing of all Client Service and Periodic records currently loaded in the CSI Submission File Analysis Tool that were reported as having validation issues in the CSI Error File as shown in Figure 6 3 This report template can be run for all errors both Fatal and Non fatal using the Detailed Error Report button or for only fatal errors using the Detailed Error Report Fatal Errors Only button gt Elements of the Detailed Error Report template 1 Client Record Errors section a g m gt o9 290 5 County Client Number CCN Last Name Date of Birth Error Field Code Severity Description Error Field Name Error Description 2 Service Record Errors section a b c d e f County Client Number CCN Record Reference Number RRN Error Field Code Severity Description Error Field Name Error Description 3 Periodic Record Errors section a gt oa2pp County Client Number CCN Date Completed Error Field Code Severity Description Error Field Name Error Description CSI Submission File Analysis Tool Version 1 0 User Manual Page 49 Chapter 6 Generating CSI Error File Reports
30. anks Required on all Client records Validation ensures First Middle and Last Name are not all blank If any part of the name is less than the allowed characters then must be left justified with trailing blanks Required on all Client records Validation ensures field is not blank Must be valid month and year must be greater than 1800 Required on all Client records Must be a valid code see the definition for this field in the CSI Data Dictionary for valid codes Required on all Client records Validation ensures Country County and State are valid values and are not blank Must be a valid code F M O or U Required on all Client records Validation ensures code matches a valid value and is not blank Must be a valid code see the definition for this field in the CSI Data Dictionary for valid codes Required on all Client records Validation ensures value is valid and is not blank Must be a valid code see the definition for this field in the CSI Data Dictionary for valid codes Do not utilize prior to the July 2006 reporting period if DIG Indicator is O Required on all Client records Validation ensures value is valid and is not blank Must be a valid code Y N or U Do not utilize prior to the July 2006 reporting period or if the DIG Indicator is O Required on all Client records Validation ensures value is valid and is not blank Fatal Fatal Fatal Fatal Non fatal Non fatal Non fatal
31. at or later are encrypted nto Encrypt with Password Recent Note The Compact amp Repair Database task can take a number of minutes for databases containing large amounts of data or a high level of fragmentation This task can be stopped by using the CTRL BREAK or CTRL ESC keyboard combinations CSI Submission File Analysis Tool Version 1 0 User Manual Page 12 Chapter 2 Importing Data Chapter 2 Importing Data The CSI Submission File Analysis Tool is provided empty of data It is recommended that users store an empty original copy of the CSI Submission File Analysis Tool as a backup in the event that Microsoft Access file corruption issues arise while utilizing the tool The CSI Submission File Analysis Tool is designed for use only with the CSI Submission Files and CSI Error Files in the exact CSI Submission File Format defined by the CSI Data Dictionary July 2007 The CSI Submission Files and CSI Error Files should not be opened in any other editing program such as Microsoft Excel before import into the CSI Submission File Analysis Tool as this may result in changes to the file format Upon completion of the Import Data utility CSI records will be imported into the database in the Data_Raw table and the data will be prepared for the Load Data utilities Note Until the Load Data process described in the Loading Data chapter of this document is complete data will not be available for use wit
32. ata Infrastructure Grant Evidence Based Practices General Medical Condition Health Insurance Portability and Accountability Act of 1996 Health Information Technology for Economic and Clinical Health Act Information Technology Web Services Mental Health Services Act Mental Health Services Oversight and Accountability Commission Protected Health Information Record Reference Number Social Security Number CSI Submission File Analysis Tool Version 1 0 User Manual Page 2 Chapter 1 Introduction Chapter 1 Introduction Purpose In an effort to strengthen the data collected and reported via the Client and Service Information CSI system the Mental Health Services Oversight and Accountability Commission MHSOAC sponsored this effort to provide a tool to assist Counties and Providers with assessing CSI Data Submission Files and CSI Error Files to aide in the identification of data errors and inconsistencies Background The MHSOAC is responsible for providing oversight for the Mental Health Services Act MHSA and its components Within this role the MHSOAC ensures accountability As one of its oversight approaches the MHSOAC has adopted a commitment to pursuing meaningful evaluation of the MHSA and greater community mental health system The ability to successfully use evaluation methods to provide oversight and accountability within the MHSA is dependent upon access to valid data that is reliably reported and made available to
33. blanks Must report for IEP plan required services where Services record S 12 0 Special Population field C No validation is done for this field Must be a valid date and must be greater than June 30 1998 Required on all Periodic records Validation ensures the date value is valid and is not before 5 30 1998 Non fatal Non fatal Non fatal Non fatal Non fatal Non fatal Non fatal Fatal CSI Submission File Analysis Tool Version 1 0 User Manual Page 59 Appendix A CSI Submission File Analysis Tool Validation Rules Error Field Code Error Field Name Error Description Error Severity P02 P03 PO8 PO9 P10 Education Employment Status Conservatorship Court Status Living Arrangement Caregiver Must be a valid code see the definition for this field in the CSI Data Dictionary for valid values Required on all Periodic records Validation ensures the code is valid and not blank Must be a valid code see the definition for this field in the CSI Data Dictionary for valid values Required on all Periodic records Validation ensures the code is valid and not blank Must be a valid code see the definition for this field in the CSI Data Dictionary for valid values Required on all Periodic records Validation ensures the code is valid and not blank Must be a valid code see the definition for this field in the CSI Data Dictionary for valid values
34. bmission File Analysis Tool as defined in Appendix A In addition to the Client Record Information section as described in the previous section of this document Browse All Client Records Template the template contains a section describing the Client Record Validation Errors identified by the tool and a Message Text section which includes a copy of the errant CSI record contained within the CSI Submission File or CSI Error File as shown in Figure 4 7 gt Elements of the Client Record Validation Errors Section 1 Error Field Code Identifies the field for which a validation error has been identified by the tool according to the validation rules defined in Appendix A 2 Error Severity Code Identifies the error severity code F or N indicating whether the error was Fatal or Non fatal respectively as defined in the CSI Data Dictionary 3 Error Severity Description Provides the description of the Error Severity Code Fatal or Non Fatal Error Field Name Identifies the name of the field indicated by the Error Field Code 5 Error Description Provides a brief definition of the field identified by the Error Field Code along with the validation conditions defined in Appendix A CSI Submission File Analysis Tool Version 1 0 User Manual Page 25 Chapter 4 Browsing Data Figure 4 7 Browse All Client Records with Validation Errors Template Filter by Error Field M Show All Errors Show Fatal Errors Only
35. contain historical data previously submitted to the CSI System and does not currently support Provider File data validation is not possible for many relational and Provider related validation rules In some cases the validation rules implemented in the CSI Submission File Analysis Tool may identify additional validation errors in comparison to errors generated by the CSI System For example the CSI Data Dictionary may indicate that a field is required on all Service records but the CSI System may not return an error if that field is empty While these additional errors may not require correction for successful CSI submission they may be indicative of areas where data quality could be improved CSI Submission File Analysis Tool Version 1 0 User Manual Page 18 Chapter 4 Browsing Data Chapter 4 Browsing Data After CSI data has been imported and loaded into the CSI Submission File Analysis Tool as described in the Importing Data and Loading Data chapters of this document users can browse through the data using a number of available templates As seen in Figure 4 1 the Browse Data tab contains six templates to browse all Client Service and Periodic records and to browse records that contain validation errors defined in Appendix A gt The Six Templates of the Browse Data Tab 1 Browse All Client Records template Browse All Client Records with Validation Errors template Browse All Service Records template
36. cording to the validation rules defined in Appendix A Error Severity Code Identifies the error severity code F or N indicating whether the error was Fatal or Non fatal respectively as defined in the CSI Data Dictionary Error Severity Description Provides the description of the Error Severity Code Fatal or Non Fatal Error Field Name Identifies the name of the field indicated by the Error Field Code Error Description Provides a brief definition of the field identified by the Error Field Code along with the validation conditions defined in Appendix A CSI Submission File Analysis Tool Version 1 0 User Manual Page 37 Chapter 4 Browsing Data Figure 4 13 Browse All Periodic Records with Validation Errors Template Filter by Error Field v Show All Errors Show Fatal Errors Only Show Non Fatal Errors Only Periodic Record Validation Errors Error Field Code H01 Error Severity F Severity Description Fatal Error Field Name County City Mental Health Plan Submitting Record Error Description Must be a valid code see the definition for this field in the CSI Data Dictionary for valid codes Client Record Information County Client Number CCN 006132463 First Name lISMIL a Date of Birth 7 E 6 28 1977 Middle Name RCIAM Gender Code M Last Name ONWHI Gender Description Male Suffix Client information if available
37. cription Secondary GMC Summary Code i OO 2 3 Secondary GMC Summary Code Description Secondary GMC Diagnosis Code rn Secondary GMC Diagnosis Description 5 Evidence Based Practices EBP Tab a Evidence Based Practices Service Strategies Code 1 b Evidence Based Practices Service Strategies Description 1 c Evidence Based Practices Service Strategies Code 2 d Evidence Based Practices Service Strategies Description 2 e Evidence Based Practices Service Strategies Code 3 f Evidence Based Practices Service Strategies Description 3 6 Service Record Headers City County Mental Health Plan Service Record Transaction Code Service Record Transaction Code Description aQo gt noo Service Record Type Code CSI Submission File Analysis Tool Version 1 0 User Manual Page 29 Chapter 4 Browsing Data Figure 4 8 Browse All Service Records Template Client Record Information County Client Number CCN 005477959 First Name MARTI Date of Birth 10 19 2012 a j Middle Name MASJA Gender Code FSO Last Name THJOH Gender Description Female Suffix Client information if available Service Record Information CCN 005477959 SSN 777 95 1931 RRN 00000093310867619379824 Service Information Admit Discharge Legal Beneficiary Diagnosis EBP Service Record Headers Provider Number 0002 District of Residence
38. e Information Legal Beneficiary Diagnosis EBP Service Record Headers Provider Number 0000 District of Residence Fiscally Responsible County Code 01 Fiscally Responsible County Description Service Date 1 10 2013 Place of Service Code s Place of Service Description School Mode of Service 15 Mode of Service Description Outpatient Services Service Function 40 Mode Service Function Description Mental Health Services MHS Units of Service 1 Units of Time 65 Special Population Code N Special Population Description No special population service s Trauma Code N Trauma Description No Message Text 880024825295 99 N 000000768787 46727890672KSONW WILSO AMSJO 236931905 1540010065 N000001 SASAS 201301108 4190728323129 Yo000000 7109 NO000000 0000000 O60NSSSSSSS CSI Submission File Analysis Tool Version 1 0 User Manual Page 33 Chapter 4 Browsing Data Browse All Periodic Records Template The Browse All Periodic Records template allows users to view all data contained in each Periodic record that has been loaded into the CSI Submission File Analysis Tool The Client Record Information section displays general information about the client such as County Client Number name date of birth and gender if a Client record exists in the data currently loaded into the CSI Submission File A
39. e Periodic Record CSI Error File Errors Section 1 Error Field Code Identifies the field for which a validation error was reported in the CSI Error File Error Severity Code Identifies the error severity code F or N indicating whether the error was Fatal or Non fatal respectively as defined in the CSI Data Dictionary Error Severity Description Provides the description of the Error Severity Code Fatal or Non Fatal Error Field Name Identifies the name of the field indicated by the Error Field Code Error Description Provides a brief definition of the field identified by the Error Field Code along with the validation conditions defined in Appendix A CSI Error Code Identifies the CSI Error Code reported in the CSI Error File CSI Error Code Description Provides the description of the CSI Error Code as defined in the CSI Data Dictionary in Section E 03 0 CSI Submission File Analysis Tool Version 1 0 User Manual Page 35 Chapter 4 Browsing Data Figure 4 12 Periodic Record CSI Error File Errors Section CSI Error File Errors Error Code 1 POL Error Severity Code 1 F Error Severity Description 1 Fatal Error Field Name 1 Date Completed Error Field Description 1 Must be a valid date and must be greater than June 30 1998 Required on all Periodic records Validation ensures the date value is valid and is not before 5 30 1998 CSI Error Code 1 100 CSI Error Description 1 Blank Error Code
40. eaadedanis 40 Error Summary Report Template iczicaseveeccsacucdenigcdeonesdureeseaduvdeccsdizadonsscdeduengaacasenseetasanmeectandgeledens 41 Detailed Error Report Template serri sciioeteisviiisisiieiininnte siret n astia NEE Ek AE EERTE STEI ENEAN EE 42 Service Record Errors by Provider Report Template ccssscccesssntecesssneceessseeeeesseeeeeeeeeaaes 44 Chapter 6 Generating CSI Error File Reports cccessscccssssneececsseececseaeeeessseeeeceeseneeceessaaeeeenea 46 Error Summary Report Template s ssssssssseeeeessrsssssrsrtssrrtttsttttstettenssstrntssrtttssttenteetennssrennssenet 47 Detailed Error Report Template incsirisoirirorisniinii nien AEREE EE EATER EA 49 Service Record Errors by Provider Report Template cccccssscccesssseececssseeecesseeeesssseeeeeeseaaes 51 Chapter 7 Clearing Data pencnensiostoriosiniiisi etnia e aa eaa ania 53 Clear Data Utilitie S icosiziscotatsdec faciedocagedaadnsaudeadns oii oie aan eia aat saie ohiarena ria 53 Appendix A CSI Submission File Analysis Tool Validation Rules cccssccccessssteeesssseeeessseeeeees 55 CSI Submission File Analysis Tool Version 1 0 User Manual Page 1 Definitions and Abbreviations Definitions and Abbreviations Term CCN CSI CSS DHCS DIG EBP GMC HIPAA HITECH ITWS MHSA MHSOAC PHI RRN SSN Meaning County Client Number Client and Service Information Community Services and Supports Department of Health Care Services D
41. ed report can be separated out and pages disseminated appropriately to Providers to assist with identifying and addressing validation errors and promoting data quality This report template can be run for all errors both Fatal and Non fatal using the Service Record Errors by Provider Report button or for only fatal errors using the Service Record Errors By Provider Fatal Errors Only button gt Elements of the Service Record Errors by Provider Report Template 1 Provider Number County Client Number CCN Record Reference Number RRN Error Field Code Severity Description Error Field Name Or eet Error Description CSI Submission File Analysis Tool Version 1 0 User Manual Page 51 Chapter 6 Generating CSI Error File Reports Figure 6 4 CSI Error File Service Record Errors by Provider Report Provider Number Error Field Code Error Field Name Error Description Provider Number Error Field Code Error Field Name Error Description Provider Number Error Field Code Error Field Name Error Description CSI Submission File Analysis Tool Version 1 0 User Manual CSI Error File Service Record Errors by Provider 0000 CCN 008943767 RRN 00000016850438721874004 02 Non Fatal Severity Description Current Legal Name Beneficiary Name If any part of the name is less than the allowed characters then must be left justified with trail
42. eft justified with trailing blanks Required on all Service records Validation ensures beneficiary s first middle and last names are not all blank Must be a real number or pseudo number Required on all Service records Validation ensures the value is a number and is not blank Must be a valid code 05 10 15 and match the Provider File Required on all Service records Validation ensures the code is valid and is not blank Validation does not perform matching with the Provider File Must be a valid code for that Mode of Service see the definition for this field in the CSI Data Dictionary for valid codes and match within the service range in the Provider File Required on all Service records Validation ensures the code is valid and is not blank Validation does not perform matching with the Provider File Must be a valid code see the definition for this field in the CSI Data Dictionary for valid values Required on all Service records Validation ensures the value is numeric and is not blank Must be a valid code see the definition for this field in the CSI Data Dictionary for valid values Required on all Service records Validation ensures the value is numeric and is not blank Must be a valid code A C G N or W Required on all Service records Validation ensures the code is valid and is not blank Non fatal Fatal Fatal Non fatal Fatal Fatal Fatal Fatal Fatal Non fatal CS
43. ervice records Validation ensures the code is valid GMC Summary Code and GMC Diagnosis do not both contain data and GMC Summary Code and GMC Diagnosis are not both blank Report up to three separate GMC diagnosis Utilize either S 34 0 GMC Summary Code Field or the 35 0 GMC Diagnosis field but not both fields on the same service record Do not utilize this field for services delivered prior to July 1 2006 Required on all Service Records Validation ensures the code is valid is an allowed value for the Axis III GMC field and is not coded as V7109 Must be a valid code 000 through 100 Do not utilize this field for services delivered prior to July 1 2006 Required on all Service records Validation ensures the value is greater than or equal to 000 and less than or equal to 100 and is not blank Must be a valid code Y N or U Do not utilize this field for services delivered prior to July 1 2006 Required on all Service records Validation ensures the code is valid and not blank Axis Substance Related Disorders code or ICD9 CM code within the DSM IV TR Axis Substance Related Disorders Classification Do not utilize this field for services delivered prior to July 1 2006 Required on all Service records Validation ensures the code is valid an allowable Substance Abuse diagnosis not blank and not equal to a Substance Abuse Diagnosis if the Substance Abuse Indicator is N Must be seven bytes No embedded
44. functions for use with the CSI Submission File Analysis Tool are the Page Selector Zoom Slide bar and Print Preview Ribbon As seen in Figure 5 2 the Page Selector in the lower left hand corner allows scrolling or jumping to any page in the report Figure 5 2 The Page Selector Page 1 gt h As seen in Figure 5 3 a Zoom Slide bar in the lower right hand corner allows enlarging or shrinking the view of the report on the screen for visibility Figure 5 3 Zoom Slide bar 73 y As seen in Figure 5 4 The Print Preview ribbon heading has options for printing and exporting the report Clicking Print will print the report Clicking the PDF or XPS button allows users to export the report in PDF format Users can also zoom in or out and view the report by more than one page in the Zoom section of the ribbon The Close Print Preview option will exit the report and return focus to the Main Menu Figure 5 4 Print Preview Ribbon Print Preview Acrobat 5 E A A J FA A pem g A lt BJL E E i ON UL 3 wea wey B Size Margins M print Data Only Portrait Columns Page Zoom Two More Excel Text PDF E mail More Close Print z x Setup X Pages Pages File or XPS z Preview Print Page Size Page Layout Zoom Data Close Preview Note The margins of the reports are set for printing on standard printers Adjusting the margins may affect the quality of the report However if the report pri
45. h templates and reports on the Browse Data CSI Submission File Error Reports and CSI Error File Reports tabs CSI Submission File Analysis Tool Version 1 0 User Manual Page 13 Chapter 2 Importing Data Import Data Utility The Import Data tab allows users to import CSI records from a CSI Submission File or CSI Error File as shown in Figure 2 1 The following steps can be used to import data into the CSI Submission File Analysis Tool Note Before importing new data for the first time it is recommended that the user make a backup copy of the empty CSI Submission File Analysis Tool CS Importing Data into the CSI Submission File Analysis Tool 1 With the CSI Submission File Analysis Tool open in Microsoft Access as seen in Figure 2 1 select the Import Data tab from the Main Menu Figure 2 1 Import Data Tab 3 Main Menu CSI Submission File Analysis Tool v 1 0 Tool Summary Import Data Load Data Browse Data CSI Submission File Reports CSI Error File Reports Clear Data Import Data CSI Submission File Analysis Tool Version 1 0 User Manual Page 14 Chapter 2 Importing Data 2 Press the Import Data button on the Import Data tab 3 A Browse window will open allowing the user to select the CSI Submission File or CSI Error File to import after selecting a file and pressing Open the CSI record file will be imported 4 After the data has bee
46. ient Service and Periodic tables Data_Clients Data_Services and Data_Periodics respectively and this data will be available for use with templates and reports located on the Browse Data CSI Submission File Error Reports and CSI Error File Reports tabs Load Data Utilities The following instructions describe the use of the Load Data utilities to parse validate and load selected records into the CSI Submission File Analysis Tool b Loading Data into the CSI Submission File Analysis Tool 1 With the CSI Submission File Analysis Tool open in Microsoft Access select the Load Data tab from the Main Menu as seen in Figure 3 1 CSI Submission File Analysis Tool Version 1 0 User Manual Page 16 Chapter 3 Loading Data Figure 3 1 Load Data tab 3 Main Menu CSI Submission File Analysis Tool v 1 0 Tool Summary l Import Data Load Data Browse Data CSI Submission File Reports CSI Error File Reports Clear Data ps on the Import Data tab the raw data must be loaded into the dataset for use s and templates Initially users should select Load All Data After importing the CSI file following the s with the CSI Submission File Ana to import only Client d from historical es data contained in a more recent CSI Load Client Data Only Load Service Data Only Load Periodic Data Only 2 Press the Load All Data button on the L
47. ing blanks Required on all Service records Validation ensures beneficiary s first middle and last names are not all blank 0000 CCN 007120829 RRN 00000043407030051297992 s01 Severity Description Fatal Record Reference Number If less than 23 characters in length then must be right justified zero filled and no embedded blanks Required on all Service records Validation ensures length is 26 characters is not blank and does not contain any spaces 0002 CCN 007612351 RRN 00000051501005911967256 Sil Severity Description Warning FILLER Formerly S 11 0 Additional Mental or Physical Health Diagnosis Space fill this field for services delivered on or after July 1 2006 No validation is performed on this field Pagel Page 52 Chapter 7 Clearing Data Chapter 7 Clearing Data The Clear Data utilities provide the ability to delete records that have been previously loaded into the template These utilities automate the removal of some or all of the data currently loaded in the tool to allow for reuse of the tool with different CSI Submission Files and CSI Error Files The Clear Data utilities delete data imported and loaded via the Import Data and Load Data tabs respectively Advanced options are available for users who wish to control which data is cleared from the tool For example users may want to clear only
48. is field for services delivered prior to July 1 2006 Required on all Service records Validation ensures the code is valid and not blank Non fatal Non fatal Non fatal Fatal Non fatal Non fatal Non fatal Non fatal Non fatal CSI Submission File Analysis Tool Version 1 0 User Manual Page 58 Appendix A CSI Submission File Analysis Tool Validation Rules Error Field Code Error Field Name Error Description Error Severity 33 34 35 S36 S37 S38 39 PO1 Additional Axis II Diagnosis General Medical Condition Summary Code General Medical Condition Diagnosis Axis V GAF Rating Substance Abuse Dependence Substance Abuse Dependence Diagnosis District of Residence Date Completed Axis Il code or ICD 9 CM code within DSM IV TR Axis II classification Do not utilize this field for services delivered prior to July 1 2006 Required on all Service records Validation ensures that the code is valid not blank allowed in the Axis II field not V7109 coded as 0000000 if the Axis II Diagnosis is V7109 and is not the same as the Axis II Diagnosis Report up to three separate General Medical Condition GMC Summary Codes Utilize either S 34 0 GMC Summary Code Field or the 35 0 GMC Diagnosis field but not both fields on the same service record Do not utilize this field for services delivered prior to July 1 2006 Required on all S
49. l Error Code Count 3 Error Field Name County City Mental Health Plan Submitting Record Error Field Code PO1 Error Severity Fatal Error Code Count 2 Error Field Name Date Completed Error Field Code S01 Error Severity Fatal Error Code Count 2 Error Field Name Record Reference Number Error Field Code S02 Error Severity Non Fatal Error Code Count 2 Error Field Name Current Legal Name Beneficiary Name CSI Submission File Analysis Tool Version 1 0 User Manual Page 41 Chapter 5 Generating CSI Submission File Reports Detailed Error Report Template The Detailed Error Report template provides a listing of all Client Service and Periodic records currently loaded in the CSI Submission File Analysis Tool that were identified as having validation issues according to the validation rules implemented in the CSI Submission File Analysis Tool as defined in Appendix A This report template can be run for all errors both Fatal and Non fatal using the Detailed Error Report button or for only fatal errors using the Detailed Error Report Fatal Errors Only button gt Elements of the Detailed Error Report template 1 Client Record Errors section a County Client Number CCN Last Name Date of Birth Error Field Code Severity Description hoap 5 Error Field Name g Error Description 2 Service Record Errors section a County Client Number CCN b Record Reference Number RRN c Error Field Code d Severity Desc
50. n ensures the code is valid and is not blank when required Pagel CSI Submission File Analysis Tool Version 1 0 User Manual Page 45 Chapter 6 Generating CSI Error File Reports Chapter 6 Generating CSI Error File Reports The CSI Submission File Analysis Tool provides five report templates which allow for the generation of summary reports detailed error reports and detailed Service record error reports by Provider for errors returned in CSI Error Files as shown in Figure 6 1 These reports are intended to allow users to identify the number and type of errors reported in CSI Error Files create reports to identify which records contain errors and create reports regarding Service record errors which can be given to Providers to assist with identifying validation errors and promoting data quality Since these reports present errors contained in CSI Error Files only the reports will be blank if the CSI record source was a CSI Submission File Please see the Data Validation section of this document which describes potential differences in validation errors reported by the CSI System and the CSI Submission File Analysis Tool gt The Five Error Report Templates of the CSI Error File Reports Tab 1 Error Summary Report Detailed Error Report Detailed Error Report Fatal Errors Only Service Record Errors by Provider Report Service Record Errors by Provider Report Fatal Errors Only Se a
51. n imported a message will be displayed confirming the file was successfully imported as shown in Figure 2 2 any errors generated during the import process may be indicative of the selected file not adhering to the file format defined in the CSI Data Dictionary Figure 2 2 Import Data Alert Message The following CSI submission file has been imported C Submission Files CSI Submission File txt Please proceed to the Load Data tab to load the data for use with reports and templates CSI Submission File Analysis Tool Version 1 0 User Manual Page 15 Chapter 3 Loading Data Chapter 3 Loading Data After importing the CSI file following the steps described in the Importing Data chapter of this document the raw imported data must be loaded into the tool for use with the CSI Submission File Analysis Tool reports and templates Initially users should select Load All Data Advanced options are available for users who wish to control which data from the CSI file i e Client Service or Periodic data is loaded into the tool for use with the CSI Submission File Analysis Tool reports and templates For example users may want to import only Client data from historical CSI Submission Files to allow for previously submitted Client data to be viewed with Services data contained in a more recent CSI Submission File Upon completion of the Load Data process all selected records will be parsed validated and loaded into the Cl
52. nalysis Tool Since Client records are submitted once per client clients who began receiving services in previous months may not have a Client record in a CSI Submission File As a result this section may be blank for many clients when evaluating a single CSI Submission File Using advanced options on the Load Data tab users are able to import Client records from multiple CSI Submission Files to increase the number of matching Client records available for display on the Browse All Periodic Records template For example users could import Client records only from all historical CSI Submission Files to create a dataset which contains Client record information for all clients The Periodic Record Information section provides all information reported in Periodic records in CSI Submission Files and CSI Error Files as shown in Figure 4 11 gt Elements of the Periodic Record Information 1 County Client Number CCN Date Completed County County Description Record Type Record Type Description Transaction Code Transaction Code Description SO 00 Oy OB E Education Code m O Education Code Description p pay Employment Status Code N Employment Description m Ww Conservatorship Status Code m Conservatorship Description m uI Living Arrangement Code m o gt Living Arrangement Description m N Caregiver A Code m ie Caregiver B Code
53. nts extra blank pages then slightly widening the margins may resolve the issue CSI Submission File Analysis Tool Version 1 0 User Manual Page 40 Chapter 5 Generating CSI Submission File Reports Error Summary Report Template The Error Summary Report template provides a summary of the Client Service and Periodic record validation errors according to the validation rules implemented in the CSI Submission File Analysis Tool as defined in Appendix A for records currently loaded in the tool This report is useful for reviewing the number of errors identified by data element to assist with identifying validation error trends and promoting data quality gt Elements of the Error Summary Report template 1 Error Field Code Represents the CSI field code as defined in the CSI Data Dictionary 2 Error Field Name Represents the CSI field name as defined in the CSI Data Dictionary 3 Error Severity Represents the severity of the error Fatal or Non fatal Error Code Count Represents the total number of records that were identified by the tool as having validation errors with each field according to the validation rules defined in Appendix A since one CSI record can have multiple issues the total of all Error Code Counts may be greater than the total number of records with errors Figure 5 5 CSI Submission File Error Summary Report CSI Submission File Error Summary Report Error Field Code HO1 Error Severity Fata
54. oad Data tab to load all Client Service and Periodic records from the most recently imported CSI Submission File or CSI Error File alternatively users can select the Load Client Data Only Load Service Data Only or Load Periodic Data Only buttons to load on imported data ly a subset of the 3 After the CSI records have been loaded a message will be displayed confirming the data load was completed successfully as shown in Figure 3 2 any errors generated during the import process may be indicative of one or more CSI records containing data that could not be parsed as text which could indicate data file corruption or a file format that does not adhere to the formats defined in the CSI Data Dictionary Figure 3 2 Data Loaded Alert Message All Client Service and Periodic data has been loaded into the dataset CSI Submission File Analysis Tool Version 1 0 User Manual Page 17 Chapter 3 Loading Data Data Validation During the Load Data process a subset of the validation rules defined in the CSI Data Dictionary are performed against the CSI records The implemented validation rules focus on verifying that the reported data for each field is in compliance with the values defined in the CSI Data Dictionary and that the data is not blank when required A full listing of the rules implemented in the CSI Submission File Analysis Tool can be found in Appendix A Since the CSI Submission File Analysis Tool does not
55. on Must be a valid date and must be greater than June 30 1998 Required on all Periodic records Validation ensures the date value is valid and is not before 5 30 1998 CCN 006132463 Date Completed 4 7 2009 Error Field Code Severity Description Error Field Name Date Completed Error Description Must be a valid date and must be greater than June 30 1998 Required on all Periodic records Validation ensures the date value is valid and is not before 5 30 1998 Page 1 CSI Submission File Analysis Tool Version 1 0 User Manual Page 43 Chapter 5 Generating CSI Submission File Reports Service Record Errors by Provider Report Template The Service Record Errors by Provider Report template provides a summary of all Service records currently loaded in the CSI Submission File Analysis Tool that were identified as having validation issues according to the validation rules implemented in the CSI Submission File Analysis Tool as defined in Appendix A separated by Provider In addition to being grouped by Provider the report limits Service records to a single Provider per page as a result the printed or exported report can be separated out and pages disseminated appropriately to Providers to assist with identifying and addressing validation errors and promoting data quality This report template can be run for all errors both Fatal and Non fatal using the Service Record Errors by Provider Report button or for only fatal e
56. pe of identified validation errors present in submission files create reports to identify which Client Service and Periodic records contain errors and create reports regarding Service record errors which can be given to Providers to assist with data correction and promoting data quality The Clear Data utilities provide the ability to delete records that have been previously loaded into the tool These utilities automate the removal of some or all of the data currently loaded in the tool to allow for reuse of the tool with different CSI Submission Files CSI Error Files or subsets of data from multiple files CSI Submission File Analysis Tool Version 1 0 User Manual Page 5 Chapter 1 Introduction Scope The CSI Submission File Analysis Tool is provided empty of data and is designed to work with CSI Submission Files and CSI Error Files as defined in the CSI Data Dictionary The purpose of the CSI Submission File Analysis Tool is to organize and display CSI data extracted from CSI Submission Files and CSI Error Files such that users can review records identify validation errors and generate validation error reports to aide in the improvement of CSI data quality The templates and reports are designed for read only viewing of CSI data Any changes to CSI data must be entered separately using the County s existing electronic medical record system or the CSI online system The CSI Submission File Analysis Tool may be useful for
57. pport The CSI Submission File Analysis Tool is offered as an unsupported tool to assist users to promote CSI data quality This tool was constructed using standard Microsoft Access functionality and can be utilized using a standard installation of Microsoft Office Users do not need previous experience with Microsoft Access in order to utilize the CSI Submission File Analysis Tool CSI Submission File Analysis Tool Version 1 0 User Manual Page 8 Chapter 1 Introduction Using the CSI Submission File Analysis Tool After opening the CSI Submission File Analysis Tool in Microsoft Access a set of tabs are displayed on the Main Menu as seen in Figure 1 2 There are seven tabs which contain buttons to launch utilities templates and reports as described below gt The Seven Tabs of the CSI Submission File Analysis Tool 1 Tool Summary tab 2 Import Data tab a Import Data utility 3 Load Data tab a Load All Data utility b Load Client Data Only utility c Load Service Data Only utility d Load Periodic Data Only utility 4 Browse Data tab a Browse All Client Records template b Browse All Client Records with Validation Errors template c Browse All Service Records template d Browse All Service Records with Validation Errors template e Browse All Periodic Records template f Browse All Periodic Records with Validation Errors template 5
58. pter 1 Introduction Data Security The CSI Submission File Analysis Tool is provided empty without data CSI Submission Files and or CSI Error Files must be used to populate the CSI Submission File Analysis Tool After being populated with data the CSI Submission File Analysis Tool and any reports exported or printed from the tool may contain personally identifying information and confidential protected health information As a result the CSI Submission File Analysis Tool and any data exported or printed must be secured using reasonable and appropriate safeguards Note Data imported into the CSI Submission File Analysis Tool as well as any reports generated from this data may contain Protected Health Information PHI PHI must be protected with administrative technical and physical safeguards as required by law pursuant to the Health Insurance Portability and Accountability Act of 1996 HIPAA Security Rule 45 CFR Part 160 and Part 164 Subparts A and E the Health Information Technology for Economic and Clinical Health Act HITECH Act the California Security Breach Information Act SB 1386 and other state and federal law Unauthorized use or disclosure is prohibited It is the responsibility of the user of the CSI Submission File Analysis Tool to ensure the confidentiality of the PHI of clients in accordance with the aforementioned laws and the user s organization s information security policies and procedures Note Regarding Su
59. r Manual Page 31 Chapter 4 Browsing Data Browse All Service Records with Validation Errors Template The Browse All Service Records with Validation Errors template allows users to view all Client records loaded in the tool that were identified as having validation issues according to the validation rules implemented in the CSI Submission File Analysis Tool as defined in Appendix A In addition to the Service Record Information section as described in the previous section of this document Browse All Service Records Template the template contains a section describing the Service Record Validation Errors identified by the tool and a Message Text section which includes a copy of the errant CSI record contained within the CSI Submission File or CSI Error File as shown in Figure 4 10 gt Elements of the Service Record Validation Errors section gt Error Field Code Identifies the field for which a validation error has been identified by the tool according to the validation rules defined in Appendix A gt Error Severity Code Identifies the error severity code F or N indicating whether the error was Fatal or Non fatal respectively as defined in the CSI Data Dictionary gt Error Severity Description Provides the description of the Error Severity Code Fatal or Non Fatal gt Error Field Name Identifies the name of the field indicated by the Error Field Code gt Error Description Provides a
60. ription e Error Field Name f Error Description 3 Periodic Record Errors section a County Client Number CCN Date Completed Error Field Code Severity Description Error Field Name hoap Error Description CSI Submission File Analysis Tool Version 1 0 User Manual Page 42 Chapter 5 Generating CSI Submission File Reports Figure 5 6 CSI Submission File Detailed Report CSI Submission File Detailed Error Report CCN Last Name ee Date of Birth 5 9 1954 Error Field Code Severity Description Non Fatal Error Field Name Mother s First Name Error Description If any part of the name is less than the allowed characters then must be left justified with trailing blanks Required on all Client records Validation ensures field is not blank CCN 001697111 RRN 00000067734204124535528 Error Field Code s33 Severity Description Error Field Name Additional Axis II Diagnosis Error Description Axis II code or ICD 9 CM code within DSM IV TR Axis II classification Do not utilize this field for services delivered prior to July 1 2006 Required on all Service records Validation ensures that the code is valid not blank allowed in the Axis II field not V7109 coded as 0000000 if the Axis II Diagnosis is V7109 and is not the same as the Axis II Diagnosis CCN 006132463 Date Completed 4 7 2009 Error Field Code Severity Description Error Field Name Date Completed Error Descripti
61. rough the subset of filtered records Figure 4 2 Record Navigation Buttons Record M 1of 2046 gt gt i K Unfiltered Search Figure 4 3 Record Filters v Show All Errors Show Fatal Errors Only Show Non Fatal Errors Only CSI Submission File Analysis Tool Version 1 0 User Manual Page 20 Chapter 4 Browsing Data Figure 4 4 Filter by Error Field Drop down Menu Filter by Error Field E Iv Show All Errors Client Recor Error Field Code c02 rs c03 ror Severity N Error Field Name Error Description d C07 lientas it appears on the birth certificate a iy COS facters then must be left justified with tra Hdle and Last Name are not all blank c10 Client Recorde H01 County Client Numbe H02 First Name Middle Name CSI Submission File Analysis Tool Version 1 0 User Manual Page 21 Chapter 4 Browsing Data Browse All Client Records Template The Browse All Client Records template allows users to view all data contained in each Client record that has been loaded into the CSI Submission File Analysis Tool General information about the client is displayed at the top of the template and the remaining information contained in the Client record is grouped and displayed across five tabs as shown in Figure 4 5 gt Elements of the Five CSI Client Record Information Field Groupings 1 Birth Information a County of Birth Code b County of Birth Description c State of
62. rrors using the Service Record Errors By Provider Fatal Errors Only button gt Elements of the Service Record Errors by Provider Report template 1 Provider Number County Client Number CCN Record Reference Number RRN Error Field Code Severity Description Error Field Name NOOS w Error Description CSI Submission File Analysis Tool Version 1 0 User Manual Page 44 Chapter 5 Generating CSI Submission File Reports Figure 5 7 CSI Submission File Service Record Errors by Provider Report CSI Submission File Service Record Errors by Provider Provider Number Error Field Code Error Field Name Error Description Provider Number Error Field Code Error Field Name Error Description 0002 S24 CCN 008029983 RRN 00000025371620443356980 Severity Description Non Fatal Place of Service Must be a valid code see the definition for this field in the CSI Data Dictionary for valid codes Required on all Service records where Mode of Service 05 or 15 Validation ensures the code is valid and is not blank when required 0002 24 CCN 008287087 RRN Severity Description Non Fatal 0000009799106 7682388736 Place of Service Must be a valid code see the definition for this field in the CSI Data Dictionary for valid codes Required on all Service records where Mode of Service 05 or 15 Validatio
63. rs presented in these reports were identified by the tool during the Load Data process based on the validation rules defined in Appendix A These reports analyze CSI records imported from both CSI Submission Files and CSI Error Files but ignore any error information returned from the CSI System in CSI Error Files gt The Five Error Report Templates of the CSI Submission File Reports Tab 1 Error Summary Report Detailed Error Report Detailed Error Report Fatal Errors Only Service Record Errors by Provider Report Service Record Errors by Provider Report Fatal Errors Only oe wis Figure 5 1 CSI Submission File Reports Tab CSI Submission File Analysis Tool v 1 0 Tool Summary Import Data Load Data l Browse Data CSI Submission File Reports CSI Error File Reports Clear Data Error Summary Report Detailed Error Report Detailed Error Report E Service Record Errors By Provider Fatal Errors Only Service Record Errors By Provider CSI Submission File Analysis Tool Version 1 0 User Manual Page 39 Chapter 5 Generating CSI Submission File Reports Using the Error Report Templates All report templates of the CSI Submission File Analysis Tool were created in Microsoft Access as standard Microsoft Access Reports As a result all built in functionality for reports is compatible with the report templates The three most commonly used Microsoft Access reporting
64. sponsible County Description Service Date Place of Service Code Place of Service Description sm hopo Mode of Service Mode of Service Description Service Function zx S gt Mode Service Function Description Units of Service Units of Time Special Population Code Special Population Description p o FB g Trauma Code q Trauma Description 2 Admit Discharge tab a Admission Date Discharge Date Begin Service Date End Service Date Patient Status Code Patient Status Description Admission Necessity Code sm O20 Admission Necessity Description i Legal Admission Code j Legal Admission Description k Legal Discharge Code Legal Discharge Description 3 Legal Beneficiary tab a Legal Beneficiary First Name b Legal Beneficiary Middle Name c Legal Beneficiary Last Name CSI Submission File Analysis Tool Version 1 0 User Manual Page 28 Chapter 4 Browsing Data 4 Diagnosis a Axis Diagnosis Code Axis Primary Code Axis Primary Description Axis Diagnosis Description Axis Additional Diagnosis Code Axis Additional Diagnosis Code Description Axis II Diagnosis Code sm O A290 Axis Il Primary Code Axis Il Primary Description Axis Il Diagnosis Description x gt Axis Il Additional Diagnosis Code Axis II Additional Diagnosis Code Description Primary General Medical Condition GMC Summary Code Primary GMC Summary Code Description Primary GMC Diagnosis Code Primary GMC Diagnosis Des
65. templates and reports using the Load Data utilities During this step many of the validation rules defined in the CSI Data Dictionary are performed against the loaded CSI records to identify validation errors A table which describes the validation rules implemented in the CSI Submission File Analysis Tool is included in Appendix A After the CSI records have been loaded into the tool users are able to browse through the loaded CSI records using the Browse Data templates and generate error reports using the CSI Submission File Error Reports and CSI Error File Reports templates The Browse Data templates provide an interface which allows users to easily review all data elements contained within each CSI record view the defined value for each reported data element such as the gender code M submitted in the CSI record with its defined value of Male as described in the CSI Data Dictionary view CSI errors returned from the State if the data was imported from a CSI Error File and view all records with validation errors according to the validation rules implemented in the CSI Submission File Analysis Tool as defined in Appendix A The CSI Submission File Error Reports and CSI Error File Reports templates allow for the generation of summary reports detailed error reports and detailed Service record error reports by Provider These reports are intended to allow users to identify the number and ty
66. the MHSOAC on a regular basis The MHSOAC has identified areas within the current county level and statewide data collection and reporting systems that are problematic and in need of improvement The MHSOAC has begun to directly address some of these issues although it is not clear that the MHSOAC was intended to provide this function Nonetheless the MHSOAC is committed to advocating for improvement of the current data collection and reporting systems since the MHSOAC is dependent on the information that is made available via these systems in order to fulfill the statutory role in evaluation of the public mental health system Improvements in data collection and reporting systems will increase confidence in the information obtained and conclusions drawn regarding the state of the MHSA and the California community mental health system As part of its oversight and accountability role the MHSOAC conducts statewide evaluations of services funded under the Community Services and Supports CSS component of the MHSA Counties Providers and stakeholders need accurate and timely data that promote quality improvement efforts within the services that are being offered throughout the state The MHSOAC also requires data on CSS component services and clients in order to fulfill part of its oversight and accountability role and to support quality improvement efforts of the mental health system and services within that system Unfortunately the data collection and
67. the user to search the record set for a specific value this allows users to find the next record with matching criteria within searchable fields for the Browse All Records templates any field in the Record Information section is searchable for Browse All Records with Validation Errors templates any field in the Record Validation Errors section is searchable 3 Filters available on validation error templates only a Filter by Error Field This drop down menu allows users to select from a list of fields for which the CSI Submission File Analysis Tool identified validation errors as shown in Figure 4 3 when an Error Field is selected such as C01 as shown in Figure 4 4 only records containing errors in the selected field will be shown the Record Navigation and Search functions can be used to navigate through the subset of filtered records b Show All Errors This button removes all filters from the template allowing users to browse all records in the record set with validation errors c Show Fatal Errors Only This button filters the records such that only records with Fatal validation errors are shown the Record Navigation and Search functions can be used to navigate through the subset of filtered records d Show Non Fatal Errors Only This button filters the records such that only records with Non fatal validation errors are shown the Record Navigation and Search functions can be used to navigate th
68. tsoussaieides iEn aT EE E AAT 13 Import Data Utilitycrseiiei i E EE E E a EA 14 Chapters Loading Data seri cciscccresioieansicsuneuaddniaraabatesanaucdesianicuceid cdauxa seas EE nati EAR TERRE 16 Load Data Utilities scese tinnis ssnannsi einiino aisina eiaa 16 BEIRA ELAO EEE 18 Chapter4 Browsing Dale i iesci cies succenss nce tana iciremsesalyncccasaeetcnuu va naa aUi VENENA SER EEE ARNAR EUNN E Ni ant 19 Using the Browse Data Templates os caciesasiaidensesasdatesiasiantsaiatazesdeadiansidaauiaeacanieaieiewedterdesadasionnss 20 Browse All Client Records Template cccccccssssececssssecececsseeececssaaececessneeeeeessnaeeeeeeaaeeeeseseneeees 22 Browse All Client Records with Validation Errors Template ccccccsssccccesssneeeesessneeeesssteeeens 25 Browse All Service Records Template c cccisccccnsccsscceceesscncccanceiecevceannseanessnsaceensacccneneesovecwesnneesens 27 Browse All Service Records with Validation Errors Template cccccssccccesssstecessssteeeesssseeeees 32 Browse All Periodic Records Template cccccsssccecssssecececsseececssnaececsssneeeceesseaeeeeseaueeesseseneeens 34 Browse All Periodic Records with Validation Errors Template cssccccssssstecesessteeeesssseeeees 37 Chapter 5 Generating CSI Submission File Error Reports cccccssscecssssececesseeeeceeseeeeeeeseaeeeeeees 39 Using the Error Report Templates ic cissssesiansassnsaaaeicusavectiasdanseeriacausescaantacddisieawhe tareen
69. uly 1 2006 Required on all Service records Validation ensures the CIN is not blank Axis code or ICD 9 CM code within DSM IV TR Axis classification Do not utilize this field for services delivered prior to July 1 2006 Required on all Service records Validation ensures the code is valid not blank and allowed in the Axis field Must be a valid code Y N or U Do not utilize this field for services delivered prior to July 1 2006 Required on all Service records Validation ensures the code is valid not blank does not contain N if N is reported in the Axis Il Primary field unless the Axis and Axis II diagnosis are both V7109 the Axis Primary and Axis II Primary fields are not both Y and Axis Primary is not Y if Axis Diagnosis is V7109 Axis code or ICD 9 CM code within DSM IV TR Axis classification Do not utilize this field for services delivered prior to July 1 2006 Required on all Service records Validation ensures the code is valid not blank allowed in the Additional Axis field is zero filled if the Axis Diagnosis is V7109 and is not the same as the Axis Diagnosis Axis Il code or ICD 9 CM code within DSM IV TR Axis II classification Do not utilize this field for services delivered prior to July 1 2006 Required on all Service records Validation ensures the code is valid not blank and allowed in the Axis II field Must be a valid code Y N or U Do not utilize th
70. value is valid not blank and greater than June 30 1998 Must be valid date and must be greater than June 30 1998 Required on all Service records where Mode of Service 05 Validation ensures date value is valid greater than June 30 1998 and after the Admission Date Must be a valid code see the definition for this field in the CSI Data Dictionary for valid codes Required on all Service records where Mode of Service 05 and Service Function 10 79 Validation ensures the code is valid and not blank when required Must be a valid code see the definition for this field in the CSI Data Dictionary for valid codes Required on all Service records where Mode of Service 05 and Service Function 10 39 Validation ensures the code is valid and not blank when required Must be a valid code see the definition for this field in the CSI Data Dictionary for valid codes Required on all Service records where Mode of Service 05 and Service Function 10 39 Validation ensures the code is valid and not blank when required and Discharge Date is not null Must be a valid code 1 2 or 9 Required on all Service records where Mode of Service 05 and Service Function 10 39 Validation ensures the code is valid and not blank when required The Date of Service must be greater than June 30 1998 in format YYYYMMDD Required on all Service records where Mode of Service 05 or 15 Validation ensures date
71. y use Navigation Pane ye data and can generate error reports See Num Lock E E Form View As shown in Figure 1 2 the Tool Summary tab provides a brief summary of instructions for using the CSI Submission File Analysis Tool This tab opens by default when the tool is opened in Microsoft Access Managing Open Templates in Microsoft Access The CSI Submission File Analysis Tool organizes all open templates and reports into tabs across the top of the page in Microsoft Access As seen in Figure 1 3 a tab is generated each time a user selects a button from the Main Menu In Figure 1 3 a tab is open for the Main Menu and along with several templates Any open template tab can be closed using the X in the upper right hand corner of the open template No information is lost from the CSI Submission File Analysis Tool by closing and opening the templates If the Main Menu is accidentally closed then users can close and re open the CSI Submission File Analysis Tool using Microsoft Access and the Main Menu will once again be accessible CSI Submission File Analysis Tool Version 1 0 User Manual Page 10 Chapter 1 Introduction Figure 1 3 Managing Open Templates CSI Submission Tool Final Database Access 2007 2010 Mi Create External Data Database Tools CSI Submission File Analysis Tool v 1 0 Tool Summary Import Data Load Data Browse Data
72. ys general information about the client such as County Client Number name date of birth and gender if a Client record exists in the data currently loaded into the CSI Submission File Analysis Tool Since Client records are submitted once per client clients who began receiving services in previous months may not have a Client record in a CSI Submission File which contains Service records for that client As a result this section may be blank for many clients when evaluating a single CSI Submission File Using advanced options on the Load Data tab users are able to import Client records from multiple CSI Submission Files to increase the number of matching Client records available for display on the Browse All Service Records template For example users could import Client records only from all historical CSI Submission Files so that Client record information has been loaded for all clients The Service Record Information section provides the County Client Number CCN Social Security Number SSN and Record Reference Number RRN the remaining information contained in the CSI Service record is grouped and displayed across six tabs as shown in Figure 4 8 CSI Submission File Analysis Tool Version 1 0 User Manual Page 27 Chapter 4 Browsing Data gt Elements of the Six CSI Client Record field Groupings 1 Service Information tab a Provider Number District of Residence Fiscally Responsible County Code Fiscally Re

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