Substance Abuse and Mental Health (SAMH) FTP Error Correction Guide (Version 3.00) (Effective March 18, 2013,)

Transcription

1 Substance Abuse and Mental Health (SAMH) FTP Error Correction Guide (Version 3.00) (Effective March 18, 2013,) State of Florida Department of Children & Families Substance Abuse and Mental Health Program Offices 1 Revised: March 18, 2013

2 PURPOSE: This guide is to assist providers who submit data to the Program Office using file transfer protocol (FTP) and correcting records that are rejected during the process. Under each file name is a list of the error codes, followed by the data element with the error reason. This should provide users with the necessary information to correct the error and resubmit the record. Questions about the content of this guide should be directed to one of the following individuals: Russell Stovall at (850) Russell_Stovall@dcf.state.fl.us Sherry Catledge at (850) sherry_catledge@dcf.state.fl.us Table of Contents Demographics (DEMO) 3 Childrens Functional Assessment Rating Scale (CFARS) 5 Functional Assessment Rating Scale (FARS) 6 Social Security Number Update (SSNU) 7 Non-Client Specific Service Events (EVNT) 10 Mental Health Performance Outcome (PERF) 12 Client Specific Service Event (SERV) 17 Substance Abuse Performance Outcome (OUTC) 19 ASAM 25 Seclusion and Restraint (SANDR) 29 2 Revised: March 18, 2013

3 Demographics (DEMO) -1 UNKNOWN ERROR The error has not been previously identified by programmers. If you get this error code, notify the Program Office with the file name and when the error was received. The Program Office with Northwood staff will determine the cause of the rejection and resolve the problem. 1. Contractor Id: The value submitted is blank. The provider identifier must be in the Provider table. If not, then contact the Program Office to have your agency registered. See the instructions in the Provider Chapter for registering an agency with the Program Office. 2. SSN: The entry for social security number is blank. 3. SSN: The entry for social security does not equal nine (9) characters. The value submitted could also start with 000, which is not allowed. If the SSN is a pseudossn, then the structure is not correct. Refer to the instructions in Chapter 4 about how to construct a psuedossnpseudossn. 4. Last Name: The entry for the last name is null. 5. First Name: The entry for the first name is null. 6. Middle Name: The entry for the middle name is null. 7. Contractor Id: The entry entered in the record cannot be found in the provider table and is deemed invalid. See the instructions above to register the contractor with the program office. 8. DOB: The entry for the date of birth is invalid or blank. The correct format is YYYYMMDD. 9. Gender: The value submitted cannot be found in the look-up table or the entry is blank. Valid values are 1 for Male and 2 for Female. 10. Race: The value submitted cannot be found in the look-up table or the entry is blank. Valid values are: 1 = White 2 = Black 3 = American Indian or Alaskan Native 7 = Asian 8 = Native Hawaiian or Other Pacific Islander 9 = Multi-Racial 11. Ethnicity: The value submitted cannot be found in the look-up table or the entry is blank. Valid values are: 1 = Puerto Rican 2 = Mexican 3 = Cuban 4 = Other Hispanic 5 = Haitian 6 = None of the above 7 = Mexican American 8 = Spanish/Latino 12. Subcontractor: The value submitted cannot be found in the provider look-up table or the entry is blank. 13. DOB>SYSDATE: The date of birth is greater than the system date, the date the record is transmitted and processed. 14. Contractor National Provider Identifier (ContNPI) is invalid. The NPI submitted does not match the identifier on file with the Program Office. 15. Service Provider National Provider Identifier (ServProvNPI) is invalid. The NPI submitted for the service provider does not match the identifier on file with the Program Office. 20. SSN starts with 000. No SSN has been issued where the first three numbers are Invalid format for date of birth. The correct format is YYYYMMDD 22. Invalid SSN: Generally this is either a psuedossn which is not properly formatted, or the provider included the dash (-) in the SSN, or there are not number of characters is not equal to nine. 3 Revised: March 18, 2013

4 23, Calculated age > 110: Based on the system date and the reported date of birth (DOB), the calculated age of the client is greater then 110 years old. Verify the date of birth and resubmit the demographic record. 4 Revised: March 18, 2013

5 Children s Functional Assessment Rating Scale (CFARS) -1 UNKNOWN ERROR The error has not been previously identified by programmers. If you get this error code, notify the Program Office with the file name and when the error was received. The Program Office with Northwood staff will determine the cause of the rejection and resolve the problem. 1. CONTRACTORID: The value submitted cannot be found in the look-up table or the entry is blank. The provider identifier must be in the Provider table. If not, then contact the Program Office to have your agency registered. See the instructions in the Provider Chapter for registering an agency with the Program Office. 2. CLIENT NOT FOUND: The demographic record for the client could not be found. Specifically, a demographic record where the contractor ID, SSN and provider ID matched the combination in the CFARS record submitted. 3. PROVID: The value submitted cannot be found in the look-up table or the entry is blank. The provider identifier must be in the Provider table. If not, then contact the Program Office to have your agency registered. 4. PURPOSE: Value entered is not equal to 1-5 or the entry is blank. 5. EVALDATE INVALID: The format of the date is not correct. The correct format is YYYYMMDD. 6. EVALDATE>TODAY: The date the CFARS was completed is greater then the date the file is processed. 7. EVALDATE<DOB: The date the CFARS was completed is prior to the client s reported date of birth. 8. RECORD NOT FOUND (delete): The record the agency is attempting to delete cannot be found. The record being deleted is based on the record key for the CFARS. 9. EDUCATION: value entered not equal to 01, 02, 03, 04, 05, 06 or 07 or the entry is blank. 10. FMHINumber: value entered is not 9 digits. 11. Substance Abuse History (SAHIST): value entered is not 0 or 1 or the entry is blank. 12. Admission not found: The purpose code 1 (Admission) was not found to link the current record to it. 13. PROGRAM CHANGE: value entered is not equal to 1-6 or the entry is blank. (Required only if the DCF Evaluation Purpose equals to 5). 14. DEPRESS: value entered is not equal to 1-9 or the entry is blank. 15. ANXIETY: value entered is not equal to 1-9 or the entry is blank. 16. HYPERAFF: value entered is not equal to 1-9 or the entry is blank. 17. THOUGHT: value entered is not equal to 1-9 or the entry is blank. 18. COGNITIVE: value entered is not equal to 1-9 or the entry is blank. 19. MEDICAL: value entered is not equal to 1-9 or the entry is blank. 20. TRAUMATIC: value entered is not equal to 1-9 or the entry is blank. 21. SUBSTANCE: value entered is not equal to 1-9 or the entry is blank. 22. RELATION: value entered is not equal to 1-9 or the entry is blank. 23. No longer used. 24. No longer used. 25. SOCIOLEGAL: value entered is not equal to 1-9 or the entry is blank. 26. WORKSCHOOL: value entered is not equal to 1-9 or the entry is blank. 27. BEHAVIOR: value entered is not equal to 1-9 or the entry is blank. 28. ADLFUNCTION: value entered is not equal to 1-9 or the entry is blank. 29. DANGERSELF: value entered is not equal to 1-9 or the entry is blank. 5 Revised: March 18, 2013

6 30. DANGEROTHERS: value entered is not equal to 1-9 or the entry is blank. 31. SECURITYNEEDS: value entered is not equal to 1-9 or the entry is blank. 32. Contract1 is invalid or blank. 33. Contract2 is invalid. 34. Contract3 is invalid. 35. Invalid SSN: Generally this is either a psuedossn which is not properly formatted, or the provider included the dash (-) in the SSN, or there are not number of characters is not equal to nine. 36. Multiple open admissions. 6 Revised: March 18, 2013

7 Functional Assessment Rating Scale (FARS) -1 UNKNOWN ERROR The error has not been previously identified by programmers. If you get this error code, notify the Program Office with the file name and when the error was received. The Program Office with Northwood staff will determine the cause of the rejection and resolve the problem. 1. CONTRACTORID: The value submitted cannot be found in the look-up table or the entry is blank. The provider identifier must be in the Provider table. If not, then contact the Program Office to have your agency registered. See the instructions in the Provider Chapter for registering an agency with the Program Office. 2. CLIENT NOT FOUND: The demographic record the FARS record will be associated with was not found in the demographic table. The demographic key of the contractor ID, SSN and provider ID was not found. If the demographic record is not in SAMHIS, then enter or submit the demographic record and resubmit the FARS record. 3. PROVID: The value submitted cannot be found in the look-up table or the entry is blank. The provider identifier must be in the Provider table. If not, then contact the Program Office to have your agency registered. 4. PURPOSE: Value entered for the DCF purpose is not equal to 1-5 or the entry is blank. 5. EVALDATE INVALID. The date the FARS was completed is not valid. The correct format is YYYYMMDD. 6. EVALDATE>TODAY. The reported date the FARS was completed is in the future. Check the FARS date against the client s record, and correct as required. Resubmit the record after correcting the date. 7. EVALDATE<DOB. The reported date the FARS was completed is before the date of birth reported in the demographic record. Correct the evaluation date and resubmit the corrected record. 8. RECORD NOT FOUND. No record to delete (Delete files). 9. EDUCATION: value entered not equal to 01, 02, 03, 04, 05, 06 or 07 or the entry is blank. 10. FMHINumber: value entered is not 9 digits. 11. SAHIST: value entered is not 0 or 1 or the entry is blank. 12. PROGRAM CHANGE: value entered is not equal to 1-6 or the entry is blank. (Required only if Purpose equal to 5). 13. MGAF Score: value entered not equal (Optional field). 14. DEPRESS: value entered is not equal to 1-9 or the entry is blank. 15. ANXIETY: value entered is not equal to 1-9 or the entry is blank. 16. HYPERAFF: value entered is not equal to 1-9 or the entry is blank. 17. THOUGHT: value entered is not equal to 1-9 or the entry is blank. 18. COGNITIVE: value entered is not equal to 1-9 or the entry is blank. 19. MEDICAL: value entered is not equal to 1-9 or the entry is blank. 20. TRAUMATIC: value entered is not equal to 1-9 or the entry is blank. 21. SUBSTANCE: value entered is not equal to 1-9 or the entry is blank. 22. RELATION: value entered is not equal to 1-9 or the entry is blank. 23. FAMRELATION: value entered is not equal to 1-9 or the entry is blank. 24. FAMENVIRONMENT: value entered is not equal to 1-9 or the entry is blank. 25. SOCIOLEGAL: value entered is not equal to 1-9 or the entry is blank. 26. WORKSCHOOL: value entered is not equal to 1-9 or the entry is blank. 27. ADLFUNCTION: value entered is not equal to 1-9 or the entry is blank. 28. SELFCARE: value entered is not equal to 1-9 or the entry is blank. 29. DANGERSELF: value entered is not equal to 1-9 or the entry is blank. 30. DANGEROTHERS: value entered is not equal to 1-9 or the entry is blank. 7 Revised: March 18, 2013

8 31. SECURITYNEEDS: value entered is not equal to 1-9 or the entry is blank. 32. Contract1 invalid or blank. 33. Contract2 invalid. 34. Contract3 invalid. 35. Invalid SSN: The social security number submitted in the record is not valid. Either dashes (-) were submitted or if this is a psuedossn, the construction is not correct. Refer to the demographic chapter for the proper construction of the psuedossn. 36. Admission not found: The DCF purpose code 1 record could not be found. This applies to records where the purpose code is either 2, 3 or 4, 37. Multiple open admissions: The record submitted is a DCF purpose code 1 and there is an existing open FARS admission for the client within the same contracted agency. 8 Revised: March 18, 2013

9 Social Security Number Update (SSNU) -1 UNKNOWN ERROR The error has not been previously identified by programmers. If you get this error code, notify the Program Office with the file name and when the error was received. The Program Office with Northwood staff will determine the cause of the rejection and resolve the problem. 1. CONTRACTORID: The value submitted cannot be found in the look-up table or the entry is blank. The provider identifier must be in the Provider table. If not, then contact the Program Office to have your agency registered. See the instructions in the Provider Chapter for registering an agency with the Program Office. 2. Either a) a Demographic record does not exist for the old SSN, Providerid and SproviderId combination or b) the old SSN is not a valid SSN; not 9 characters, begins with 000, is empty, or is in the incorrect format for a pseudo SSN. 3. Either a) a Demographic record already exists for the new SSN, Providerid and SproviderId combination or b) the new SSN is not a valid SSN; not 9 characters, begins with 000, is empty, or is in the incorrect format for a pseudo SSN. 4. SUBCONTRACTORID: The service provider ID for the either the new or old record could not be found. 5. UPDATE RECORD NOT FOUND (DEMO record): The demographic record being updated was not located. Verify the record exists in SAMHIS. 6. CNAMAIN RECORD FOUND: A Community Needs Assessment (CNA) main record was found under the old SSN. The CNA record cannot be changed, therefore the demographic record was not updated. 7. RECORD WITH NEW SSN, SAME PROVIERID AND SUBPROVIDERID EXISTS IN DATABASE: A demographic record already exists. Contact your local data liaison to merge the two sets of records under the new SSN. 9 Revised: March 18, 2013

10 Non-Client Specific Service Events (EVNT) -1 UNKNOWN ERROR The error has not been previously identified by programmers. If you get this error code, notify the Program Office with the file name and when the error was received. The Program Office with Northwood staff will determine the cause of the rejection and resolve the problem. 1. CONTRACTOR INVALID: The value submitted cannot be found in the look-up table or the entry is blank.. See the instructions in the Provider Chapter for registering an agency with the Program Office. 2. SITEID: The value submitted cannot be found in the look-up table or the entry is blank. Refer to Chapter 2 of DCF Pam for the instructions to register a new site. 3. SERVCOUNT: The value submitted cannot be found in the look-up table or the entry is blank. 4. AGEGROUP: The value submitted cannot be found in the look-up table or the entry is blank. 5. FACILITYTYPE: The value submitted cannot be found in the look-up table or the entry is blank. 6. COSTCENT: The entry is not a two digit number. 7. COSTCENT: The value entered does not equal 04, 07, 15, 16, 30 or COSTCENT: Invalid Program/Cost Center Combination. 9. FUND: is blank or not valid. 10. PROGTYPE: The value submitted cannot be found in the look-up table or the entry is blank. 11. PROCODE: The value submitted cannot be found in the look-up table or the entry is blank. 12. SERVDATE: The value submitted is blank or invalid. The correct format is YYYYMMDD. 13. No longer used. 14. UNIT: The value entered is not a number. 15. PRIMARY SERVICE: The value submitted cannot be found in the look-up table or the entry is blank. 16. PARTICIPANTS: The value entered is not a number. 17. CONTACT1: The entry does not equal five (5) characters. 18. No longer used. 19. RATERID: The construct for the RaterID is not valid. Refer to the information on Page 7 of Chapter 11, DCF Pam for the proper construct. The value submitted cannot be found in the look-up table or the entry is blank. 20. SERVICE PROVIDER: The value submitted cannot be found in the look-up table or the entry is blank. 21. MODIFIER1: The value submitted cannot be found in the look-up table. 22. MODIFIER2: The value submitted cannot be found in the look-up table. 23. MODIFIER3: The value submitted cannot be found in the look-up table. 24. MODIFIER4: The value submitted cannot be found in the look-up table. 25. Fund is 2,3,5 and contract is not a valid flair contract. 26. UNITS: The error code indicates that the number of units exceeds the allowable limit for the cost center. If the cost center is reported in days, then the units reported were greater than 1. If the cost center is reported in minutes, then the units reported were greater than If the cost center is reported in dosages, then the units reported were greater than 1. If the cost center is reported in dollars, then the units reported were not in increments of $ Revised: March 18, 2013

11 27. Not Used. 28. Not Used. 29. Not Used. 30. Not Used. 31. SERVDATE not in current Fiscal Year: The record was rejected because the previous fiscal year has already been closed. 32. ContractorNPI not valid: The NPI reported in the record does not match what is reported in the provider table. 33. SERVICE PROVIDER NPI: The NPI reported in the record does not match what is reported in the provider table. 34. PRIMARY SERVICE: Cost center = 30 and the primary service value is not a valid value 35. PRIMARY SERVICE: Cost center is not 30 and the primary service is not blank. 36. CONTRACT1: The contract reported in the record does not belong to the contractor based upon the current FLAIR table in SAMHIS. W40 FUND NON-DCF: The fund and contract1 combination is not valid. Based on the fund reported, it is not reportable with a valid department contract. The contract was changed to and the record was accepted. 11 Revised: March 18, 2013

12 Mental Health Performance Outcome (PERF) -1 UNKNOWN ERROR The error has not been previously identified by programmers. If you get this error code, notify the Program Office with the file name and when the error was received. The Program Office with Northwood staff will determine the cause of the rejection and resolve the problem. 1. PROVID: The value submitted cannot be found in the look-up table or the entry is blank.. See the instructions in the Provider Chapter for registering an agency with the Program Office. 2. CLIENT NOT FOUND: There is no demographic record (DEMO) for the client in your agency in SAMH. Verify the client has a DEMO file in SAMH, or either direct data enter the DEMO file or submit the record through FTP. 3. SITEID: If the PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. If the PURPEVAL = 4, then no SiteID was submitted. 4. PURPOSE: The value submitted cannot be found in the look-up table or the entry is blank. Valid values for this data element are: 1 = Admission/initiation into an episode of care 2 = Quarterly evaluation 3 = Discharge from episode of care 4 = Administrative discharge 5 = Immediate discharge 5. EVALDATE: The date value entered is invalid or the entry is blank. The correct input format is YYYYMMDD. 6. RATERID: The construct for the RaterID is not valid. Refer to the information on Page 6 of Chapter 5 of DCF Pam for the proper construct. The value submitted cannot be found in the look-up table or the entry is blank. 7. INITVADA INVALID: If the PURPEVAL = 2, 3 or 4, the entry is an invalid date or not in the correct date format. The correct format is YYYYMMDD. 8. RECORD NOT FOUND: If the PURPEVAL = 2, 3 or 4, the Mental Health Outcome record where PURPEVAL = 1 cannot be found. This record is required to be in SAMH for the record to be accepted. 9. INITVADA > EVALDATE: If the PURPEVAL = 2, 3 or 4, the Initial Evaluation date is greater than the Evaluation date of the recorded being processed. 10. INCOMESOURCE: If the PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the lookup table or the entry is blank. The valid values for this data element are: 1 = Salary 5 = Other 2 = Wages/TANF 6 = None 3 = Retirement/Pension/SSI 7 = Unknown 4 = Disability If the PURPEVAL = 4, then the value entered is not equal 1 through 7 or blank. 11. PSYINCOME: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. Valid values for this data element are 0 = No and 1 = Yes. If the PURPEVAL = 4, then the value entered is not equal to 0, 1 or blank. 12. PROGNOSIS: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. Valid values for this data element are 0 = No and 1 = Yes. If the PURPEVAL = 4, then the value entered is not equal to 0, 1 or blank. 13. Not Used 14. ADMITYPE (LEGALSTATUS): If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. If the PURPEVAL = 4, then the value entered is not equal to 1 through 4 or blank. 12 Revised: March 18, 2013

13 15. DAYSCOMM: If PURPEVAL = 1, 2, or 3, the value entered is not a number, or not in the correct format. 16. DAYSCOMM>30: If PURPEVAL = 1, 2, or 3, the value entered is a number greater than DAYSCOM: If PURPEVAL = 4 or 5, the value entered is not a number, or not in the correct format. 18. DAYSWORK: If PURPEVAL = 1, 2, or 3, the value entered is an invalid entry or not in correct format. 19. DAYSWORK: If PURPEVAL = 1, 2, or 3, the value entered is greater than Not Used. 21. INCOMEEARNED INVALID: The value submitted cannot be found in the look-up table or the entry is blank. 22. Not Used. 23. INCOMEGOVERNMENT INVALID: The value submitted cannot be found in the look-up table or the entry is blank. 24. Not Used. 25. OTHER INCOME INVALID: The value submitted cannot be found in the look-up table or the entry is blank. 26. Not Used. 27. No longer used. 28. No longer used. 29. SCHOOLDAYS INVALID: The value submitted was not a number. OR if PURPEVAL = 1, 2, or 3 and the client s age is less than 18, the value submitted was not a number or the entry is blank. 30. SCHOOLDAYS > 22: If PURPEVAL = 4 or 5, the value entered is greater than 22. OR if the client is an adult, the entry was not blank. 31. SCHOOLDAYSATTENDED INVALID: If PURPEVAL = 1, 2, or 3 and the client s age is less than 18, the value submitted was not a number or the entry is blank. 32. DAYSATTE: If PURPEVAL = 1, 2, or 3 and the client s age is greater than 17, the value submitted is greater than Not Used. 34. Not Used. 35. CGAS INVALID: If PURPEVAL = 1, 2, 3 or 5 and the client s age is less than 18, the value submitted is not a valid number or the entry is blank. 36. CGAS INVALID: If PURPEVAL = 1, 2, 3 or 5 and the client s age is greater than 17, the value 00 was submitted. 37. DJJCOMIT: If PURPEVAL = 1, 2, or 3 and the client s age is less than 18,The value submitted cannot be found in the look-up table or the entry is blank. 38. No longer used. 39. No longer used. 40. RISK FACTOR IS BLANK: 41. RESIDENTIALSTATUS: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. If PURPEVAL = 4, the value submitted cannot be found in the loop-up table. 13 Revised: March 18, 2013

14 42. RESIDENTIALSTATUS: If PURPEVAL = 1, 2, 3 or 5, the value entered is 09 and the County of Residence is not equal to 88. If PURPEVAL = 4, the value entered is 09 and the County of Residence is not equal to MARITAL: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 44. EMPLOYSTATUS: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 45. RESIDCONT (SERVICE COUNTY): If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 46. GRADE: If PURPEVAL = 1, 2 or 3, the value submitted cannot be found in the look-up table or the entry is blank. If PURPEVAL = 4 or 5, the value submitted cannot be found in the look-up table. 47. RECEIVINGRX: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 48. DEVELOPE DISABLE: If PURPEVAL = 2, 3 or 4, the value submitted cannot be found in the look-up table or the entry is blank. If PURPEVAL = 1 or 5, the value submitted cannot be found in the look-up table. 49. PHYSICALLY DISABLE: If PURPEVAL = 2, 3 or 4, the value submitted cannot be found in the lookup table or the entry is blank. If PURPEVAL = 1 or 5, the value submitted cannot be found in the look-up table. 50. NONABULATORY: If PURPEVAL = 2, 3 or 4, the value submitted cannot be found in the look-up table or the entry is blank. If PURPEVAL = 1 or 5, the value submitted cannot be found in the look-up table. 51. VISUALLYIMPAIRED: If PURPEVAL = 2, 3 or 4, the value submitted cannot be found in the look-up table or the entry is blank. If PURPEVAL = 1 or 5, the value submitted cannot be found in the look-up table. 52. HEARINGIMPAIRED: If PURPEVAL = 2, 3 or 4, the value submitted cannot be found in the look-up table or the entry is blank. If PURPEVAL = 1 or 5, the value submitted cannot be found in the look-up table. 53. ENGLISHLIMITED: If PURPEVAL = 2, 3 or 4, the value submitted cannot be found in the look-up table or the entry is blank. If PURPEVAL = 1 or 5, the value submitted cannot be found in the look-up table. 54. ADLFUNCTION: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 55. ZIPCODE: If PURPEVAL = 2, 3 or 4, the value submitted is invalid or the entry is blank. If PURPEVAL = 1 or 5, the value submitted cannot be found in the look-up table. 56. TANFSTATUS: If PURPEVAL = 2, 3 or 4, the value submitted cannot be found in the look-up table or the entry is blank. If PURPEVAL = 1 or 5, the value submitted cannot be found in the look-up table. 57. FAMILYSIZE: If PURPEVAL = 2, 3 or 4, the value submitted cannot be found in the look-up table or the entry is blank. If PURPEVAL = 1 or 5, the value submitted cannot be found in the look-up table. 58. MHPROB: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 14 Revised: March 18, 2013

15 59. MH Diagnosis (ICD9PRIM): If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 60. Substance Abuse Diagnosis (ICD9SEC): If PURPEVAL = 1 through 5, the value submitted cannot be found in the look-up table. 61. REFERRAL: If PURPEVAL = 2, 3 or 4, the value submitted cannot be found in the look-up table or the entry is blank. If PURPEVAL = 1 or 5, the value submitted cannot be found in the look-up table. 62. SUBCONT: The value submitted cannot be found in the look-up table or the entry is blank. 63. BAKERACT: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 64. RXIDP: If PURPEVAL = 1, 2 or 3, the value submitted cannot be found in the look-up table or the entry is blank. If PURPEVAL = 4 or 5, the value submitted cannot be found in the look-up table. 65. RXPAP: If PURPEVAL = 1, 2 or 3, the value submitted cannot be found in the look-up table or the entry is blank. If PURPEVAL = 4 or 5, the value submitted cannot be found in the look-up table. 66. ARRESTPRIOR INVALID: The field is either blank or the value submitted cannot be found in the look-up table. 67. SCHOOLSTATUS INVALID: The field is either blank or the value submitted cannot be found in the look-up table. 68. SOCIALCONNECT: The field is either blank or the value submitted cannot be found in the look-up table. 69. Not Used 70. EVALDATE < =DOB: The Evaluation date is less than or equal to the date of birth (DOB). 71. EVALDATE > TODAY (SYSTEM DATE): The Evaluation date is greater than today s date. 72. DEPCRIMS FOR CHILDREN IS INVALID: Invalid entry for children. Valid values for a child are 00 through 09, 27 or DEPCRIMS INVALID: Invalid entry for an adult. Valid values for an adult are 00, 10 through 13, 16 through 19, 21 through 26 or DAYSWORK: If PURPEVAL = 4 or 5, the client s age is less than five (5) and the value submitted cannot be found in the look-up table DAYSCOM: Age less than five (5), but number of days greater than DAYSWORK: Age less than 18, PURPEVAL is 4 or 5 and entry is invalid or the number of days is greater than GAF: If PURPEVAL = 4 or 5, the value is not a number. 78. SCHOOLDAYS > 22: If PURPEVAL = 1, 2, or 3, the entry is greater than DAYSATTE: If PURPEVAL = 1, 2, or 3 and the client s age is less than 18, the entry is greater than No longer used. 81. DJJCOMIT: If PURPEVAL = 1, 2 or 3 and the client is an adult, the value submitted cannot be found in the look-up table. 4 or 5, the value submitted cannot be found in the look-up table. 82. GRADE: If PURPEVAL = 4 or 5, the value submitted cannot be found in the look-up table. 83. FAMINCOM: Invalid entry or blank. 84. Not Used. 15 Revised: March 18, 2013

16 85. SCHOOLDAYSATTENDED INVALID: If PURPEVAL = 4 or 5, the value is greater than 22 or not a valid number entry. 86. CGAS: IF PURPEVAL = 4, the value entered is either greater than 22 or the entry is not a valid numeric entry. 87. RISKFACT IS INVALID: If PURPEVAL = 1, 2, 3 or 5 and the client s age is greater than 17, the value submitted cannot be found in the look-up table. 88. CGAS: Client is an adult and CGAS has a value, i.e. is not null. 89. Open admission (Purpose Code 1) already exists and is still open. 90. CONTRACT1: Contract Number 1 is not in the Contract LookUp Table. 91. CONTRACT2: Contract Number 2 is not in the Contract LookUp Table. 92. CONTRACT3: Contract Number 3 is not in the Contract LookUp Table. 93. INVALID VETERAN STATUS: Veteran status is invalid or blank. 94. ADMISSION NOT FOUND. (Trying to add a purpose 2 and there is not a purpose 1 in the system) 95. Provinfo length is > Closed Episode of Care EVALDATE SAME AS PURPOSE 1 OR 5: The client already has an existing record with the same evaluation date 216. EVALDATE BETWEEN EPISODE OF CARE: The record being inserted falls between two existing episodes of care. 16 Revised: March 18, 2013

17 Client Specific Service Event (SERV) -1 UNKNOWN ERROR The error has not been previously identified by programmers. If you get this error code, notify the Program Office with the file name and when the error was received. The Program Office with Northwood staff will determine the cause of the rejection and resolve the problem. 1. CONTRACTOR: The value submitted cannot be found in the look-up table or the entry is blank. See the instructions in the Provider Chapter for registering an agency with the Program Office. 2. SITEID: The value submitted cannot be found in the look-up table or the entry is blank. 3. DEMO NOT FOUND: There is no demographic record (DEMO) for the client in your agency in SAMH. Verify the client has a DEMO file in SAMH, or either direct data enter the DEMO file or submit the record through FTP. 4. PROVTYPE: The value submitted cannot be found in the look-up table or the entry is blank. 5. COUNTY: The value submitted cannot be found in the look-up table or the entry is blank. 6. COSTCENT: The value entered is not a two digit number. 7. COSTCENT: The value entered is greater than COSTCENT: The value entered is not a valid cost center. 9. FUND: The value submitted cannot be found in the look-up table or the entry is blank. 10. FUND2: The value submitted cannot be found in the look-up table or the entry is blank. 11. PROGRAMTYPE: The value submitted cannot be found in the look-up table or the entry is blank. 12. PROCODE: The value submitted cannot be found in the look-up table or the entry is blank. 13. SERVDATE INVALID: The value submitted is not a valid date format or the entry is blank. 14. No longer used. 15. SERVDATE: The date of service is after the system date or less than the date of birth. 16. UNIT: The value entered is not a number or the entry is blank. 17. SETTING: The value submitted cannot be found in the look-up table or the entry is blank. 18. BEGINTIME: The value submitted is not a valid time or the entry is blank. Data is submitted in military time format or the 24-hour clock format. 19. PAYMENT: The value submitted cannot be found in the look-up table or the entry is blank. 20. CONTRACT1: The length of the entry does not equal five characters. 21. No longer used. 22. CONTRACT2: The length of the entry does not equal five characters and Payment = No longer used. 24. PAYMENT: The entry for FUND2 is invalid because Payment2 = RATERID: The construct for the RaterID is not valid. Refer to the information on Page 33 of the SAMH Handbook for the proper construct. The value submitted cannot be found in the look-up table or the entry is blank. 26. SERVICE PROVIDER: The value submitted cannot be found in the look-up table or the entry is blank. 27. MODIFIER1: The value submitted cannot be found in the look-up table or the entry is blank. 28. MODIFIER2: The value submitted cannot be found in the look-up table or the entry is blank. 29. MODIFIER3: The value submitted cannot be found in the look-up table or the entry is blank. 17 Revised: March 18, 2013

18 30. MODIFIER4: The value submitted cannot be found in the look-up table or the entry is blank. 31. SERVDATE not in current fiscal year. 32. No longer used. 33. CONTRACT1: Entry is not in contract lookup table. 34. No longer used. 35. Invalid contract number, If funding code is 1 and 6 then contract must be a valid SAMH contract 36. Invalid contract number, If funding code is 2,3,5, A and B then contract must be a valid SAMH contract 37. UNITS: The error code indicates that the number of units exceeds the allowable limit for the cost center. If the cost center is reported in days, then the units reported were greater than 1. If the cost center is reported in minutes, then the units reported were greater than If the cost center is reported in dosages, then the units reported were greater than 1. If the cost center is reported in dollars, then the units reported were not in increments of $ PROGRAM COSTCTR: The program and cost center combination does not exist in the code table. 39. Costcenter already exist for this day 40. 4hr Day Cost Center Overlaps: The agency has submitted a 4 hour day cost center that either begins before an existing cost center ends, or ends after an existing 4 hour day service begins. 41. Invalid program cost center matrix validation. W40 Warning: Based on the funding source select and the contract reported, the contract was changed to If the agency intended to report a service that will be billed to the department, then the fund source must be updated to a valid DCF funding source. 18 Revised: March 18, 2013

19 Substance Abuse Performance Outcome (OUTC) -1 UNKNOWN ERROR The error has not been previously identified by programmers. If you get this error code, notify the Program Office with the file name and when the error was received. The Program Office with Northwood staff will determine the cause of the rejection and resolve the problem. 1. PROVID: The value submitted cannot be found in the look-up table or the entry is blank. See the instructions in the Provider Chapter for registering an agency with the Program Office. 2. Client Not Found: There is no demographic record (DEMO) for the client in your agency in SAMH. Verify the client has a DEMO file in SAMH, or either direct data enter the DEMO file or submit the record through FTP. 3. SITEID: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 4. COUNTY: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 5. GRADE: If PURPEVAL = 1 or 3, the value submitted cannot be found in the look-up table or the entry is blank. 6. MARITAL: If PURPEVAL = 1 or 3, the value submitted cannot be found in the look-up table or the entry is blank. 7. HEALTH STATUS: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 8. PREGTRI: If PURPEVAL = 1 or 3, the value submitted cannot be found in the look-up table or the entry is blank. 9. ADMI: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 10. DRUGCRT: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 11. CHILDWELL: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 12. RESIDSTAT: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 13. MARCHMAN: Mandatory for purpose codes 1,2 and 5. Valid values PROBPRIM: If PURPEVAL = 1, 2, 3 or 5, the value submitted cannot be found in the look-up table or the entry is blank. 15. PROBSEC: The value submitted cannot be found in the look-up table or the entry is blank. 16. PROBTRE: The value submitted cannot be found in the look-up table or the entry is blank. 17. ROUTPRIM: The value entered is invalid for all PROBPRIM codes except 98 and ROUTSEC: The value entered is invalid for all PROBSEC codes except 98 and Revised: March 18, 2013

20 19. ROUTTER: The value entered is invalid for all PROBTER codes except 98 and FREQPRIM: The value entered is invalid for all PROBPRIM codes except 98 and FREQSEC: The value entered is invalid for all PROBSEC codes except 98 and FREQTER: The value entered is invalid for all PROBTER codes except 98 and AGEPRIM: The value entered is invalid for all PROBPRIM codes except 98 and AGEPRIM: Primary Age of First Use is greater than admission age. 25. AGESEC: The value entered is invalid for all PROBSEC codes except 98 and AGESEC: Secondary Age of First Use is greater than admission age. 27. AGETER: The value entered is invalid for all PROBTER codes except 98 and AGETER: Tertiary Age of First Use is greater than admission age. 29. RATERID: The construct for the RaterID is not valid. Refer to the information on Page 84 of the SAMH Handbook for the proper construct. The value submitted cannot be found in the look-up table or the entry is blank. 30. PURPOSE: The value submitted cannot be found in the look-up table or the entry is blank. *** INITIAL *** 31. EVALDATE: The format for the value submitted cannot be found in the look-up table.. Correct format is YYYYMMDD. 32. CHILDPREV: The client is a child and the value submitted cannot be found in the look-up table or the entry is blank. 33. CHILDPREV: The client is an adult and the value submitted cannot be found in the look-up table. 34. DRUGHARM: The client is a child and the value submitted cannot be found in the look-up table or the entry is blank. 35. DRUGHARM: The client is an adult and the value submitted cannot be found in the look-up table. 36. ALCOHARM: The client is a child and the value submitted cannot be found in the look-up table or the entry is blank. 37. ALCOHARM: The client is an adult and the value submitted cannot be found in the look-up table. 38. TOBACUSE: The client is a child and the value submitted cannot be found in the look-up table or the entry is blank. 39. TOBACUSE: The client is an adult and the value submitted cannot be found in the look-up table. 40. TOBAHARM: The client is a child and the value submitted cannot be found in the look-up table or the entry is blank. 41. TOBAHARM: The client is an adult and the value submitted cannot be found in the look-up table. 42. LEGGUARD: The client is a child and the value submitted cannot be found in the look-up table or the entry is blank. 43. LEGGUARD: The client is an adult and the value submitted cannot be found in the look-up table. 44. EMPL: The value submitted cannot be found in the look-up table or the entry is blank. 45. PRIMINCOME: The value submitted cannot be found in the look-up table or the entry is blank. 46. INCOPERS: The value submitted is not a number or the entry is blank. 47. FAMINC: The value submitted is not a number or the entry is blank. 48. WAITDAYS: PURPEVAL = 1 and the value submitted is not a number or the entry is blank. 20 Revised: March 18, 2013

21 49. POSTPART: The value submitted cannot be found in the look-up table or the entry is blank. 50. POSTPART: The client is a male and the value not equal to Open admission already exists and is still open. 52. DEPEND: The value submitted is not a valid number or the entry is blank. 53. DEVELOP: The value submitted cannot be found in the look-up table or the entry is blank. 54. PHYSICAL: The value submitted cannot be found in the look-up table or the entry is blank. 55. AMBULAT: The value submitted cannot be found in the look-up table or the entry is blank. 56. VISUAL: The value submitted cannot be found in the look-up table or the entry is blank. 57. HEARING: The value submitted cannot be found in the look-up table or the entry is blank. 58. ENGLISH: The value submitted cannot be found in the look-up table or the entry is blank. 59. REFERRAL: The value submitted cannot be found in the look-up table or the entry is blank. 60. CRIMJUST: The value submitted cannot be found in the look-up table or the entry is blank. 61. ARREST: The value submitted is not a valid number or the entry is blank. 62. IVHIST: The value submitted cannot be found in the look-up table or the entry is blank. 63. PRIORADM: The value submitted is not a valid number or the entry is blank. 64. Not Used. 65. ZIP: The value submitted cannot be found in the look-up table or the entry is blank. 66. TSTAT: The value submitted cannot be found in the look-up table or the entry is blank. 67. FAMSIZ: The value submitted is not a valid number or the entry is blank. 68. SAPROB: The value submitted cannot be found in the look-up table or the entry is blank. 69. ICD9PRIM: The value submitted cannot be found in the look-up table or the entry is blank. 70. ICD9SEC: The value submitted cannot be found in the look-up table. 71. SUBCONT: The value submitted cannot be found in the look-up table or the entry is blank. *** DISCHARGE *** 72. DISCDATE: The entry is an invalid date format. The correct format is YYYYMMDD. 73. CHILDPREV: If PURPEVAL = 3 and the client s age is less than 18, the value submitted cannot be found in the look-up table or the entry is blank. 74. CHILDPREV: The client is an adult and the value submitted cannot be found in the look-up table DRUGHARM: If PURPEVAL = 3 and the client s age is less than 18, the value submitted cannot be found in the look-up table or the entry is blank. 76. DRUGHARM: The client is an adult and the value submitted cannot be found in the look-up table ALCOHARM: If PURPEVAL = 3 and the client s age is less than 18, the value submitted cannot be found in the look-up table or the entry is blank. 78. ALCOHARM: The client is an adult and the value submitted cannot be found in the look-up table TOBAHARM: If PURPEVAL = 3 and the client s age is less than 18, the value submitted cannot be found in the look-up table or the entry is blank. 21 Revised: March 18, 2013

22 80. TOBAHARM: The client is an adult and the value submitted cannot be found in the look-up table TOBAUSE: If PURPEVAL = 3 and the client s age is less than 18, the value submitted cannot be found in the look-up table or the entry is blank. 82. TOBAUSE: The client is an adult and the value submitted cannot be found in the look-up table FUTUSE: If PURPEVAL = 3 and the client s age is less than 18, the value submitted cannot be found in the look-up table or the entry is blank. 84. FUTUSE: The client is an adult and the value submitted cannot be found in the look-up table FRIENDUSE: If PURPEVAL = 3 and the client s age is less than 18, the value submitted cannot be found in the look-up table or the entry is blank. 86. FRIENDUSE: The client is an adult and the value submitted cannot be found in the look-up table INITEVADA: The entry is an invalid date format. The format is YYYYMMDD. 88. INITEVADA Not Found: The SA Outcome record where PURPEVAL = 1 cannot be found for the client. 89. EMPL: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank. 90. DREASON: The value submitted cannot be found in the look-up table or the entry is blank. 91. DOUTCOME: The value submitted cannot be found in the look-up table or the entry is blank. 92. DOUTCOME: The entry 7 can only be used if DREASON = 07, 08, or 13 through DOUTCOME: The entry 8 can only be used if PREGTRIM = SRVCHILD: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank. 95. SRVCRIM: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank. 96. SERVEDU: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank. 97. SRVFAMI: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank. 98. SRVHIVAI: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank. 99. SRVHIVED: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVHIVEI: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVHIVTE: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVHOUSE: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVIMMUN: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank. 22 Revised: March 18, 2013

23 104. SRVINTER: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVMEDIC: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVMENTA: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVPEDIA: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVPRENA: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVPUBLI: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVPUBRE: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVTB: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVTBTES: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVTRANS: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVTXPLA: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVTRAIN: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SRVVOCAT: If PURPEVAL = 3, the value submitted cannot be found in the look-up table or the entry is blank SURVEY: An entry is required if the PURPEVAL = 3 and the DREASON = SURVEY: This error is triggered when (PURPEVAL is not equal to 3 or DREASON not equal to 01 ) and the input for Survey is an invalid value and not a blank SURVCONT: Survey does not equal 1 and should be blank SURVCONT: Survey = 1 and value entered is invalid CLIENTAD1: Survey = 1 and value entered is invalid CLIENTAD1: Not Used 123. CLIENTCTY Survey = 1 and value entered is invalid CLIENTCTY: Not Used 125. CLIENTST Survey = 1 and value entered is invalid CLIENTST: Not Used 127. CLIENTZIP Survey = 1 and value entered is invalid CLIENTZIP: Not Used 129. CLIENTPH Survey = 1 and value entered is invalid CLIENTPH: Not Used 131. CONTFIRST: If SURVCONT = 2 or 3, and the entry is blank. 23 Revised: March 18, 2013

24 132. CONTLAST: If SURVCONT = 2 or 3, and the entry is blank CONTAD1: If SURVCONT = 2 or 3, and the entry is blank CONTCITY: If SURVCONT = 2 or 3, and the entry is blank CONTST: If SURVCONT = 2 or 3, and the entry is blank CONTZIP: If SURVCONT = 2 or 3, and the entry is blank CONTPH: If SURVCONT = 2 or 3, and the entry is blank CONTFIRST: Not Used 139. CONTLAST: Not Used 140. CONTAD1: Not Used 141. CONTCITY: Not Used 142. CONTST: Not Used 143. CONTZIP: Not Used 144. CONTPH: Not Used 145. OTHERST: The value submitted cannot be found in the look-up table or the entry is blank OTHERZIP: The value submitted cannot be found in the look-up table or the entry is blank DRUGFREE: The value submitted cannot be found in the look-up table or the entry is blank ICD9PRIM: The value submitted cannot be found in the look-up table or the entry is blank ICD9SEC: The value submitted cannot be found in the look-up table or the entry is blank SUBCONT: The value submitted cannot be found in the look-up table or the entry is blank. *** DETOX*** 151. ICD9PRIM: The value submitted cannot be found in the look-up table or the entry is blank ICD9SEC: The value submitted cannot be found in the look-up table BEGDATE: The entry is an invalid date format. The correct format is YYYYMMDED ENDDATE: The entry is an invalid date format. The correct format is YYYYMMDED DREASON: The value submitted cannot be found in the look-up table or the entry is blank SUBCONT: The value submitted cannot be found in the look-up table or the entry is blank REFERRAL: The value submitted cannot be found in the look-up table or the entry is blank GRADE: IF PURPEVAL = 2, 4 or 5, the value submitted cannot be found in the look-up table GRADE: Not Used 160. MARITAL: IF the PURPEVAL = 2, 4 or 5, the value submitted cannot be found in the look-up table MARITAL: Not Used 162. PREGTRIM: If he PURPEVAL = 2, 4 or 5, the value submitted cannot be found in the look-up table or the entry is blank PREGTRIM: Not Used 164. DEPCRIMS: The value entered is invalid or the entry is blank for a child. Valid values for a child are 00 through 09, 27, 28 or blank DEPCRIMS: The value entered is invalid or the entry is blank for an adult. Valid values for an adult are 00, 10 through 13, 16 through 19, 21 through 26, 28, 29 or blank. 24 Revised: March 18, 2013