How do I Delete or Fix an Assessment?
If you accidentally created an Assessment (Baseline, KEC, 3M, or FCCS Update), or if you need to change or correct a piece of information that you can’t edit yourself, please use the OMA Data Change / Deletion Request. You should be able to make changes to those assessments that you created or were created by staff at your agency. Baselines, KEC’s or 3M’s created in error at other agencies may be edited by those agencies or corrected by the MHSA Implementation Team.
This is a fillable form, meaning that you can open it in Adobe Acrobat and type in your information. Hit the “Print Form” button, and then fax it to Kara Taguchi.
What happens after I send the request in?
You’ll get a confirmation email acknowledging your request and providing a “Sharepoint” number (SPID #) for that request. Save that message and record the assigned SharePoint ID onto the corresponding request form; the Sharepoint number is our identifier and will help us track your request. The backlog on these changes is large and continues to grow. To give you an idea of how large the backlog is, we receive on average 150 new requests every month. To check status on your request(s), please email Anthony Zavala email@example.com referencing the SharePoint ID that was assigned to that request. If your request for a client becomes a pending disenrollment, please notify Anthony. Standard requests are processed in the order they are received.
Important Issues for sending in an OMA Data Change/ Deletion Request Form:
1. Be sure to fill in ALL of the Requestor Information: Your Name, The date you are submitting the request, Your Phone Number with extension, Which Program the Client is in (FSP Child, FSP TAY, FCCS), Your email address, the Reporting Unit Number that the client is being seen in, and finally your agency name spelled out. All of this information is important to for us to be able to start helping you with your OMA issue. If you handwrite your request, please ensure that your writing is legible.
2. When checking a box for assessment (Baseline, KEC, 3M, FCCS Update) please be sure to list the ID number (for the Assessment you want us to look at) next to the check box. In the same way if you are requesting to have a date changed, say for program effective date, please be sure to give the date that you want change “FROM” and what date you want it changed “TO” on the form.
3. Please list the reasons for the assessment or program deletion you are requesting. This helps in several ways, first it helps us know what you want done, it helps up track confusing or difficult aspects of the OMA process and make adjustments, and it assists in making the deletion process more efficient.
PLEASE BE SURE YOU ARE USING THE MOST UP TO DATE DATA CHANGE REQUEST FORM.
Finally, after you fax in your deletion request you will be contacted by email and notified that your reqest has been recived and you will be given a unique SharePoint ID # (SPID#) which you should use in ALL further communication with us about this client. This will allow us to communicate about your client by email without any HIPAA violation of exchanging Protected Health Inforamtion (PHI).
What if I Closed an Episode before I entered any Outcomes?
Remove Discharge Date
I have already opened and CLOSED the Episode…how do I enter Outcomes?
You will need to ask DMH to remove the Discharge Date, thereby re-opening the episode so that you can enter Outcomes. The form for doing that, including instructions and contact information, is at this address:
And the list of Staff Authorized to Remove Discharge Date
Another provider is preventing me from entering outcomes! What to do?
If you are working on a client whose outcomes are still being held and worked on by another provider, you need to contact them to coordinate services with them. We’ve created a new Provider Roster to help you find those staff members you need to talk to. If you cannot find a contact for the provider you need to coordinate with, it is because that provider did not provide us with an OMA contact. If you have made multiple attempts to coordinate with a provider and have failed to get a response, contact your Countywide Administration or the OMA team to assist.
Here’s the current version of the Provider Roster — right click and save it to your local drive!
If you want to add your name to the roster, please click here and fill in the blanks!
Email the completed form to firstname.lastname@example.org.
How do I use OMA Reports?
Did you know that you can get access to all of your data through Legal Entity Extracts?
If you’d like to use one of our pre-formatted reports, then reports on Living Arrangements are now available through the new Internet Reports application.
Users will be able to access this application by loggin on to the OMA and clicking the Reports button in the upper right hand corner of the screen.
Check out this “Step by Step” document for information on using the OMA Internet Reports Step By Step v1.1
What OMA Reports can you run?
- Annualized Living Arrangement Statistic
This report shows some basic information used to compile the Annualized Living Arrangements Summary, including percentage of baselines excluded from analysis.
- Annualized Living Arrangement Summary
The report yields percentage change of each of the living arrangement types when comparing post-partnership to pre-partnership day for currently enrolled clients.
- Current Living Arrangement
This report shows the current living arrangement residential type for all clients. Also includes the number of days the client has been at current living arrangements without a KEC.
- FSP Baselines with No KEC
This report shows baselines that have been entered for Full Service Partnerships (FSP) for which there are no associated Key Event Changes.
- Living Arrangement Exception
This report identifies why the Baseline and KEC living arrangements were excluded from the Annualized Living Arrangement Summary Report.
- Living Arrangement
This report lists all the pre and post- partnership living arrangements of all the Baselines and KECs entered by the agency unless the outcomes were transferred to another agency by KEC.
The May 26, 2010 release of Internet Reports includes a whole series of Graphs for Living Arrangements. They are…
- Annualized Living Arrangement Graph – Clients by Program and Residential Type: This report provides graphic representations of annualized pre-post living arrangements for a specific age group FSP program by residential type. It looks at the number of clients that have any days pre or post in each residential type.
- Annualized Living Arrangement Graph – Clients by Provider and Program: This report provides graphic representations of annualized pre-post living arrangements for a specific Provider site and FSP age group program by residential type. It looks at the number of clients that have any days pre or post in each residential type.
- Annualized Living Arrangement Graph – Clients by Provider and Program comparison Clients by Provider and Program: This report provides graphic representations of annualized pre-post living arrangements for a specific Provider site and FSP age group program and compares it to the overall age group by residential type. It looks at the number of clients that have any days pre or post in each residential type.
- Annualized Living Arrangement Graph – Days by Program and Residential Type: This report provides graphic representations of annualized pre-post living arrangements for a specific age group FSP program by residential type. It looks at the number of days pre or post in each residential type.
- Annualized Living Arrangement Graph – Days by Provider and Program: This report provides graphic representations of annualized pre-post living arrangements for a specific Provider site and FSP age group program by residential type. It looks at the number of days pre or post in each residential type.
- Annualized Living Arrangement Graph – Days by Provider and Program Comparison: This report provides graphic representations of annualized pre-post living arrangements for a specific Provider site and FSP age group program and compares it to the overall age group by residential type. It looks at the number of days pre or post in each residential type.
An additional FSP report is available: High Outlier Residential Status: This report includes those clients that meet the basic requirements to be included in living arrangements reports. These clients have a post partnership residential status of an acute psychiatric hospital/psychiatric health facility, emergency shelter, homeless, jail, juvenile hall, other, SNF-Physical, SNF-Psychiatric or Unknown for an excessive number of days.
Please note: the data in the OMA Internet Reports is only refreshed once per week (usually on Sunday). Changes made to OMA data will not show up in reports until the following week.
More about DMH and Reports
HOW DO I FIX PROBLEMS WITH REPORTS
Errors in Living Arrangements
The Living Arrangement Exception Report generates a list of problems in Baseline Living Arrangements–but what do they mean? How to fix them.
This table describes the issues and the solutions:
Errors on the Baselines
The state also has error codes we see when we are trying to process your files. If you have received a report with those errors, take a look at this guide:
Baseline Rejection List for OMA (rev. Feb 2010)
Baselines with no KEC’s
Some providers have asked us why this report exists: what does it mean, and why is it important?
Given the nature of the work that FSP teams do with clients (and the intensity of our interactions with them) one would expect that we are seeing the sorts of changes that KEC’s record. For children there should certainly be at least one KEC per year when they complete a grade level. Adults will probably see more changes per year (in jobs and housing, for example). Older Adults might be in more stable situations regarding housing and employment, but perhaps they will have more KEC’s related to health. TAY clients will probably be quite active in education, housing and employment.
While it is true that a client with NO KEC’s might be a well-stabilized client…but if that is true, one might wonder why they are in FSP at all. There might be populations for whom this is not true (as in the case of one of our providers that works with young mothers), but for most FSP clients a lack of KECs merits examination.
For a list of KEC Triggers, please take a look at this page: