Frequently Asked Questions
February 1, 2011
Getting Access to MHPD
- How do I get access to MHPD?
- How can I sign up for MHPD training?
- Why do I need to use MHPD?
- Who should obtain access to MHPD?
- How does my facility get a Security Manager?
- Can I appoint myself as Security Manager?
- What do I do to receive my User ID?
- How can I get my password?
- Can I replace my two User IDs with one?
- How can we deactivate a user's access?
Log-on
Mental Health Provider Data Exchange (MHPD)
- Where do I find definitions?
- How can we add our Primary Facility Contact?
- Can others get the same information that the Primary Facility Contact gets?
- How do I obtain the CFR Program/Site Identification Number?
- Can I cancel a request I submitted?
- How do I transfer programs between providers?
- How are New Providers established in the OMH Master Provider Directory?
- Can I submit changes for more than one facility?
- Should I enter our non-OMH funded programs into MHPD?
- Do I need the name of a Field Office contact so I can add or drop programs?
- How do I prevent receiving an error message when my CFR is audited?
- What is the process for Facility name changes?
- How can I get a temporary site ID for CBR reporting?
- What do we do about open CAIRS cases?
Getting Access to MHPD
- How do I get access to MHPD?
- Question: I need to access MHPD, how can I get it?
- Answer: Your Security Manager at your facility can give you access through the Security Management System (SMS) (1mb).
- How can I sign up for MHPD training?
- Question: Where can I get MHPD training information?
- Answer: The MHPD Home Page.
- Why do I need to use MHPD?
- Question: Why do I need to use MHPD?
- Answer: Local mental health authorities and all licensed programs and programs funded directly or indirectly by OMH are required to use the MHPD. MHPD is fully-integrated into the financial, survey and public information activities of OMH. This integration ensures consistent and accurate maintenance of public mental health program information. The information maintained using the MHPD feeds the "Find a Mental Health Program" report on the "Mental Health Resources" section of the OMH public web site. It also provides a master program directory for checking Preliminary Allocation Summaries and Consolidated Fiscal Reports when they are submitted.
- Who should obtain access to MHPD?
- Question: We have several departments in our facility. Which department is the best to maintain the information in the MHPD application?
- Answer: This depends on your organization. Because Consolidated Fiscal Reports, when submitted, will be checked to make sure the program information agrees with the Master Provider Directory, organizations may select someone from the financial side of the organization. On the other hand, because the program information component of the Patient Characteristics Survey (PCS) is validated in MHPD, organizations may select the Survey Coordinator from PCS. Your organization is not limited in the number of persons who can use MHPD, so you may want persons from both financial and program sides of the organization.
- How does my facility get a Security Manager?
- Question: Who decides who the Security Manager should be? Does OMH tell us who to pick?
- Answer: Your Security Manager is appointed by your Executive Director at your facility. Your Director may select someone from the Information Technology or Human Resource side of your facility, but whoever it is, your Security Manager is responsible for granting users at your facility access to various OMH applications, and thus should be someone who has some knowledge of who should be granted that access.
- Question: Our Executive Director cannot locate the email with the information needed to register a Security Manager. How can we get another copy?
- Answer: If your Executive Director has signed the CNDA (Confidentiality and Non-Disclosure Agreement) on line, an email with the necessary information for your Security Manager is sent out from the OMH Security Group. If your Director cannot find that email, contact the Help Desk at 1-800-HELP NYS and it will be resent to your Director.
- Can I appoint myself as Security Manager?
- Question: I am the Executive Director of my facility. Can I also be Security Manager?
- Answer: Certainly. At small facilities, we often see Executive Directors wearing many hats. You may also find yourself to be the Provider Admin for MHPD, and the PCS Supervisor; that is entirely up to you and the needs of your facility.
- What do I do to receive my User ID?
- Question: When my Security Manager entered my information in the Security Management System, he entered the wrong email address, so I never received the replies with my MHPD user ID and password. How do I get them now?
- Answer: Contact your Security Manager. He should have received duplicates of those emails, and can give you your user ID and password. Also, please make sure your Security Manager corrects your email address in the Security Management System as soon as possible.
- How can I get my password?
- Question: I received an email with my user ID, but I did not receive a separate email with my password. Could it be resent so I can log on?
- Answer: Please check your email again in about 30 minutes. Sometimes there is a time delay for the second email. If you don't receive it, please contact your Security Manager, who should have also gotten a copy, or can reset your password if necessary.
- Question: Should users no longer request a password reset from the Help Desk?
- Answer: That is correct. Users should request a password reset from their Security Manager.
- Question: If the Security Manager resets a password, does that change the password for WebSalute and ClearTrust?
- Answer: Yes, both will use the newly reset password. WebSalute offers an option to the User to change his or her password, but it is recommended strongly that they not do so, as it cannot be changed in ClearTrust, and the User will be left with two different passwords.
- Can I replace my two User IDs with one?
- Question: When my Security Manager registered me, he forgot to enter my existing WebSalute user ID that I use for NIMRS or CAIRS (..or forgot to enter my CITRIX Salute user ID that I use for ALFS [employee of Local Government Unit]). My registration was approved, so I now have two user IDs. How do I change my access so I only have to use my original user ID and not remember both of them?
- Answer: You will not have any problem accessing your approved OMH applications, as long as you remember which user ID to use with which application. We can consolidate your user IDs. You should submit that request to the OMH Helpdesk.
- How can we deactivate a user's access?
- Question: Can we deactivate a user's access to MHPD, for example, but not deactivate their access to another application, like CAIRS?
- Answer: In SMS, uncheck the MHPD role previously assigned to that person. Once you have done that, be sure to click the Update button to submit the information to OMH.
- Use of Secure-ID token; expiration of token or password?
- Question: I have a Secure-ID token that I use for other OMH data systems (e.g., CAIRS, NIMRS, NYISER). Instead of using my MHPD password to access MHPD, can I use my Secure-ID token?
- Answer: Yes.
- Question: I have not used my Secure-ID token nor have I signed on to MHPD for quite a while. Will my token be disabled or my password expire?
- Answer: Tokens are not disabled due to lack of use and passwords for MHPD do not expire. A token is good until the expiration date on the back of the token, unless OMH disables it by request (i.e., user resigns or loses token). If your token has expired, please contact the Help Desk, and a new one will be issued to you. If you lose your password, please contact your Security Manager, and ask for it to be reset.
- Where do I log-on?
- Question: I am trying to log-on to MHPD. I have connected to CITRIX, just like I do to access the CFR (or NYISER), and signed on using Salute. However, MHPD is not listed among the applications.
- Answer: You access MHPD using WebSalute. You cannot access it via CITRIX. Please go to WebSalute.
Mental Health Provider Data Exchange (MHPD)
- Where do I find definitions?
- Question: Could you please define “facility code” and “agency code,” two terms used in the methodology?
- Answer: Please see MHPD definitions of terms on the MHPD Home Page.
- How can we add our Primary Facility Contact?
- Question: When I get into the MHPD system and once I verify that my information is correct, how do I get to the Maintenance page to appoint a Primary Facility Contact?
- Answer: There is a new "Maintenance" item in the gold menu bar right under the blue MHPD header at the top of your screen. Click that, then select "click here" on the page to move to the user list and select a Primary Facility contact.
- Can others get the same information that the Primary Facility Contact gets?
- Question: Can users of MHPD who are not the Primary Contact receive all MHPD notifications?
- Answer: No, only the Primary Facility Contact will receive all notifications. However, a user who submits a Change Request, Administrative Action or EZ PAR will receive notifications about that particular submission. And, if necessary, you can have the Primary Facility Contact at your facility forward any notifications to anyone else at your facility who needs to get them.
- How do I obtain the CFR Program/Site Identification Number?
- Question: I received a Consolidated Fiscal Reporting (CFR) audit letter telling me that I need to obtain a permanent CFR program/site identification number for reporting program expenditures. How do I receive it?
- Answer: In MHPD, view the program record. The CFR Site ID is shown near the top of the screen. The ID is assigned to your program after you add it to MHPD. The most efficient way to correct your Agency or Facility's program information (obtain a permanent CFR program/site identification number, etc.) for non-licensed programs is to submit corrections, openings and closures of programs using the Mental Health Provider Data Exchange (MHPD). Any corrections made through MHPD will be made in the agency's master directory and will be reflected in the other data systems. You can enroll in Web-based training and submit program corrections all from the MHPD Home Page. Some program information can be corrected for licensed programs using MHPD, but MHPD does not replace the Prior Approval Review process for licensed programs. Contact your Field Office for further assistance.
- Can I cancel a request I submitted?
- Question: Can I delete an MHPD request once I submit it?
- Answer: You cannot delete the MHPD request within the application, but if you send a request to MHPD, we will try to delete it before it is approved. Please include the CR number and be sure to specify "delete" the request. Please include a brief explanation.
- How do I transfer programs between providers?
- Question: My agency/facility has merged with another. How do I transfer the programs from the previous, closed facility to the current facility?
- Answer: Each program needs to be closed under the previous facility and then opened under the current facility. There are several reasons for following this procedure:
- It provides program records with operating dates under both the old and new facility. This enables historical analysis and rate setting.
- Notifications of closure and opening would be sent to county and Field Office.
- The current facility would review and enter current address, contact and other information for the program.
- How are New Providers established in the OMH Master Provider Directory?
- Question: My agency is not listed in the OMH Master Provider Directory (CONCERTS ). How do I get it added?
- Answer: When a new provider needs to be established in the OMH Master Provider Directory, the requestor contacts the OMH Field Office.
- Can I submit changes for more than one facility?
- Question: I am responsible for programs units listed under two facility codes. Can I get access to both facilities with one id?
- Answer: Yes. You Security Manager can give you access to your facility. The Facility Director of the second facility contacts MHPD to request that we issue you access to his or her facility.
- Should I enter our non-OMH funded programs into MHPD?
- Question: Should I enter our non-OMH funded programs into MHPD?
- Answer: No. It is important for all programs funded with by NYS OMH direct contract or local assistance funds through Departments of Mental Health to be entered into MHPD. When you submit your Consolidated Fiscal Report, OMH will compare the OMH Master Provider Directory with the CFR to make sure the list of programs and site agree. In preparation for reporting client data in the Patient Characteristics Survey, all programs need to be in the OMH Master Provider Directory.
- Do I need the name of a Field Office contact so I can add or drop programs?
- Question: The MHPD application requests a Field Office contact person and date of contact, but I am submitting a change that occurred quite a while ago. What do I do?
- Answer: That field is not required. If it is not applicable, then you can leave it blank. On the other hand, if you have spoken to someone in the Field Office about a recent change, entering the name and date of contact may help to expedite approval of your change request.
- How do I prevent receiving an error message when my CFR is audited?
- Question: The list of programs in the master provider directory is different than the list in my CFR due to timing issues (e.g., 1) Licensed program is in development, but PAR has not been approved; 2) The program type changed during the year.) Will this produce an ALFS or CFR audit exception?
- Answer: We are writing the audit program to prevent false exceptions, such as these. The edits for ALFS and CFR will be period-specific in regards to valid program types and codes, and will look at the open and close dates when evaluating whether the programs in the master provider directory (CONCERTS ) match those reported on the CFR. Of course, there will be odd situations which may cause an error to be identified incorrectly. An explanation provided when you are contacted will either resolve the error or require a reporting or MHPD change. Providers or counties which feel that error messages received in relation to their CFR submissions are incorrect are encouraged to call the CFR Unit to resolve any issues.
- What is the process for Facility name changes?
- Question: What changes can I submit to facility name using MHPD?
- Answer: Any major changes for facilities with licensed programs must be done with an Administrative Action. A Provider name cannot be changed without the agency providing a copy of their Board's resolution to change the name. It is essential that the name agrees with records in OSC and Department of State. For facilities having only non-licensed programs, the copy of the board resolution on agency letterhead must be mailed to the Contract and Claims section of the Community Budget and Financial Management Office, 44 Holland Avenue, Albany, NY 12229 or can be attached electronically to the Administrative Action. The resolution will be forwarded to other state offices.
- How can I get a temporary site ID for CBR reporting?
- Question: How do I get a temporary site ID for a new program so I can submit my CBR?
- Answer: You are able to create a new program in the CFRs software by using a dummy code for the site code. This will allow you to submit your CBR to get the contract approved. Once approved, please submit requests in MHPD to obtain permanent CFR site IDs. Please see the CFRs manual for directions on entering a dummy code for the site code.
- What do we do about open CAIRS cases?
- Question: We have two ICMs that are merging into one BCM, but we can't close the ICMs because they have open CAIRS cases. What do I do?
- Answer: You choose among three options:
- Close all existing (open; not yet discharged) cases in the ICM units and start new CAIRS cases in the new BCM unit. The "Referral Out" feature can be used to transfer the most recent information to the new unit to minimize the data entry of opening cases in the new unit.
- Request that all your existing cases in the ICM units be moved to the new BCM unit and all closed cases remain in the existing ICM units.
- Request that all existing CAIRS cases in the ICM units be moved to the new BCM unit as though the previous ICM units never existed.
Depending upon why you are making this change in units, the solution can be any one of the above. You choose among them based on how you want your information recorded. Please contact the OMH Helpdesk, requesting one of the above actions and the CAIRS unit will proceed with corrections from there.
Comments or questions about the information on this page can be directed to the Surveillance & Surveys Unit.