New York State Incident Management and Reporting System (NIMRS)
Frequently Asked Questions
I have a technical issue when working with NIMRS or I would like to make a request, who should I contact?
Please contact the NIMRS Help Desk.
For more information, check out our Learning Center page.
Enrollment/Access:
We are an agency that does not use NIMRS. How do we sign up?
NIMRS Requests for Access (RFAs) are processed electronically through the OMH “Security Management System” (SMS). For more information on the SMS application and its use, please visit: OMH Security Management System for NIMRS Access Requests
How do we get access to NIMRS for a new employee?
New staff at a local facility should direct requests for NIMRS access to their Facility SMS Security Administrator.
New staff of NYS (State Psychiatric Center - SPC, Central Office or Field Office) are required to submit an Electronic Request for Access (e-RFA) via the intranet.
How do I Deactivate or remove NIMRS access from staff who have left our unit.
An e-RFA should be submitted to Deactivate access of NYS staff. The SMS Security Administrator should Deactivate staff at local facilities.
What Security Group should I choose?
The NIMRS system has several Security Group options, each with its own set of capabilities in the system. By selecting certain security groups for their staff, a facility can customize their use of the system to give different degrees of access to the incident information.
Group levels:
• Level 1 – Previously known as “Risk Manager”. Level 1 allows full access to all incident processing to both the Justice Center and the Office of Mental Health. Each facility should have two or more Level 1 users.
• Level 2 – Previously known as “Clinical Administrative Supervisor”. Level 2 restricts submitting finished reports to JC or OMH. This allows a Level 2 user to create NIMRS incidents but not submit them.
• Level 3 – Level 3 is for users who are not directly involved in the reporting or submitting process- but need to generate statistical and management reports and to view data.
Does OMH offer training on NIMRS?
Yes. NIMRS Internet Learning Center has Training Videos, Policy Guides and Job Aids that you can download. The NIMRS Support Group also offers Custom Training Webinars. To learn more about training options or to schedule a webinar, contact the NIMRS Unit or check the NIMRS News for a list of twice monthly WebEx training sessions.
How long does it take to get access to NIMRS once my facility Security Administrator makes request to OMH?
SMS issues e-tokens for new users within 24 hours.
Using NIMRS:
The NIMRS Unit cannot reset a PIN or unlock a password.
I've forgotten my pin number or have been locked out of NIMRS for three failed attempts at logging in. Who should I contact?
Please contact the appropriate NYS ITS Service Desk:
• For: Local Providers - Passwords or tokens can be reset by calling 800-435-7697 (Option 2) or by email at HealthHelp & request a password reset.
• For: NYS Employees - Passwords or tokens can be reset by calling 844-891-1786 or by email at Fixit. Token issues – Use The Self-Service Console.
How often do I have to log into NIMRS so that my token doesn't expire?
To keep your token active, you must log into NIMRS every 6 months or your account will be automatically locked. Users who have not logged in within one year will need to contact their facility Security Administrator to re-establish access.
What if I need clarification on the 14 NYCRR Parts 524 regulations?
Call 518-474-3619, ask for the Central Office Regional Clinical Risk Manager (CRM) for your county, and you will be connected.
1. The classification of my Justice Center incident is incorrect. How do I get it reclassified?
2. The Justice Center incident we received isn’t our client. How do I have it reassigned?
3. The incident we reported to the VPCR (Vulnerable Persons Central Register) didn’t arrive in our Justice Center Import Queue. How do we find its status?
Answers to Q. 1, 2, 3 above:
Send an email to The Justice Center directly. Include only the Justice Center incident # (101-, 301-, or 901-) in the subject line. Also, include the reason/explanation for the reclassification request in the body of your email. Please cc your CRM.
What is NIMRS Deletion Policy?