UHS FOID Provider User Manual - Illinois Department of Human
Contents
1. The Update Authorized User page is displayed after selecting Provider from the Home Page and then selecting Update User Info from the drop down list The only fields which can be updated are Phone Number and Email Address Update the appropriate information and click on Save to save the updated information or Cancel May 7 2008 2 1 UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL 2 2 Update Provider Info Unified Health Systems Home Search Provider Logout Update Provider Information FOID Reporting Practice Name and Address Practice Name McFarland Mental Health Hospital Street Address 1 Street Address 2 State Zip Provider Data HFS Medicaid ID 121212121221 Clnician NPI 1212121212 Provider Type Community Hospital z Number of Licensed Psych Beds in Facility 225 CEO Information First Name Middle Name Last Name rovAdmin Phone Extension daz fess Ree E Mail Address Primary Contact Information First Name Middle Name Last Name Phone _ S Extension a7 E Mail Address Save Cancel List of Users The Update Provider Information page is displayed after selecting Provider from the Home Page and then selecting Update Provider Info from the drop down list Make any necessary changes to the Provider information and click on Save to update the record NO2. UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL INTRODUCTION SECTION 1 5 1 1 Event Search 1 2 Event SECTION 2 PROVIDER 2 1 Update User 2 2 Update Provider 2 3 nau TE DESEE T EE 2 4 Submit Event File SECTION BATCH SUBMISSION 3 1 File Requirements oeseeee iiie eei aii anaa 3 2 Hospital Record Layout 3 3 Patient Record 3 4 Trailer Record Layout eeeseieee sii TABLE OF CONTENTS UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL INTRODUCTION FOID data is reported to the Department of Human Services via the Unified Health Systems FOID Reporting System either thru direct input of each event or by the submission of a batch file containing multiple events refer to Section 2 4 Submit Event File Requirements for the batch files can be found in Section 3 Batch Submission Requirements Illinois Statutes and DHS policy prohibit unauthorized access or disclosure of DHS client User ID employee or any other confidential inf
3. Unified Health Systems Home Search Provider Logout Search Events FOID Reporting Name Last Name First Name Search Type Exact Match z Additional Search Criteria Birth Date mm dd yyyy E Gender SSN Customer ID Event Date Search The Search Events page is displayed after selecting Search from the Home Page and then selecting Event Search from the drop down list A search is to be implemented to view information for a specific event A search may be conducted by entering any field or combination of fields to limit the search results When a search is to be implemented on Last Name First Name a Search be selected for Exact Match Begins With or Sounds Like After search criteria has been entered click on Search to locate an event May 7 2008 1 1 UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL 1 1 Event Search continued Unified Health Systems Home Search Provider Logout Search Events FOID Reporting Name Last Name x First Name Search Type Exact Match z Additional Search Criteria Birth Date pu Gender SSN e Customer ID Event Date Search No matches were found for your search When it has been determined that the event does not exist in the system the Search Events page will be displayed with the message matches
4. Records records following this hospital record in the file Filler 41 160 200 alphanumeric Blank DHS use only May 7 2008 UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL 3 3 Patient Record Layout Field Name Length Position Format Description Record Identifier 1 1 alphanumeric Value Signifies that patient data is this record Hospital Medicaid ID 12 2 13 alphanumeric Hospital number used in reporting Medicaid information Must be the same as the preceding hospital record Filler 4 14 17 alphanumeric Blank DHS use only Patient Last Name 12 18 29 alphanumeric Left justified last name of patient Patient First Name 9 30 38 alphanumeric Left justified first name of patient followed by middle initial if applicable Sex 1 39 39 alphanumeric F Female Male Date of Birth 8 40 47 alphanumeric Birth date of patient Format YYYYMMDD Patient Address 25 48 72 alphanumeric Address of the patient Patient City 15 73 87 alphanumeric City of the residence of the patient Patient State 2 88 89 alphanumeric Two character abbreviation of state of the residence of the patient Patient Zip code 9 90 98 alphanumeric Let justified 5 or 9 digit zip code Date Admitted 8 99 106 alphanumeric Date patient was admitted Format YYYYMMDD Note Always include this field to identify the patient for all transa
5. Must be the same as the preceding Hospital and Patient Records Filler 4 14 17 alphanumeric Blank DHS use only Preparer Last Name 12 18 29 alphanumeric Left justified last name of preparer Preparer First Name 9 30 38 alphanumeric Left justified first name of preparer Preparer Phone 10 39 48 alphanumeric Telephone number of preparer Area code Number followed by 7 digit phone number NOTE Preparer information should match the Contact person information Date Prepared 8 49 56 alphanumeric Date data was prepared to send Format YYYYMMDD Filler 3 57 59 alphanumeric Blank DHS use only Number of Patient 4 60 63 numeric The number of patient records records Records contained in this file Agrees with the count of patients in the H record Filler 137 64 200 alphanumeric Blank DHS use only May 7 2008
6. should be A Hospital H record is to be followed by the corresponding Patient P records one per patient A Trailer T record provides file audit counts and is included at the end of each file All fields are required unless otherwise noted May 7 2008 3 1 UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL 3 2 Hospital Record Layout Field Name Length Position Format Description Record Identifier 1 1 alphanumeric Value H Signifies that hospital data is in this record Hospital Medicaid ID 12 2 13 alphanumeric A 12 digit number comprised of the hospital FEIN plus a 3 digit Medicaid identifier Filler 26 14 39 alphanumeric Blank DHS use only Hospital Name 30 40 69 alphanumeric Name of the hospital Hospital Address 25 70 94 alphanumeric Address of the hospital Hospital City 15 95 109 alphanumeric City of the location of the hospital Hospital State 2 110 111 alphanumeric Two character abbreviation of state of the location of the hospital Hospital Zip Code 9 112 120 alphanumeric Left justified 5 or 9 digit zip code Preparer Contact 25 121 145 alphanumeric Name of the appropriate person at the Person hospital that may be contracted in case of problems Preparer Phone 10 146 155 numeric Area code and telephone number of the Number hospital contact person Number of Patient 4 156 159 numeric The number of patient records P
7. were found for your search A new search may be conducted by entering different criteria and clicking on Search to search for another event May 7 2008 1 2 UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL 1 1 Event Search continued Unified Health Systems Search Provider Logout Search Events Name Last Name Mouse FOID Reporting First Name Search Type Exact Match Additional Search Criteria Birth Date mm dd vuvy Gender SSN Customer ID Event Date Search Page 1 of 1 First Name Gender Admit Date MICKIE MINNIE Customer ID 55708 607023 Birth Date 04 12 1978 M 04 01 2008 McFarland Mental Health Hospital Havana 03 29 1980 F 04 02 2008 Last Name Reporting Provider City MOUSE MOUSE Reporting Provider McFarland Mental Health Hospital Havana Page 1 of 1 When a search criterion was entered and a match found the above page will be displayed with a list of the Events s matching the criteria The Last Name is a hyperlink which can be clicked on to view the specific individual event information on the Event Information page May 7 2008 1 3 UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL 1 2 Event Information Unified Health Systems ee Search Provider Logout FOID Reporting Event Information Fi
8. 9 numeric 1 White not of Hispanic origin A person having origins in any of the original peoples of Europe North Africa the Middle East or the Indian subcontinent 2 Black not of Hispanic origin A person having origins in any of the black racial groups 3 Hispanic a person of Mexican Puerto Rican Cuban Central or South American or other Spanish culture or origin regardless of race 4 American Indian a person having origins in any of the original peoples of America including Alaska 5 Asian a person having origins in any of the Pacific Islands This area includes for example China Japan Korea the Philippine Islands and Samoa 6 Other these racial ethnic categories are those required by the Office of Civil Rights Although the categories are intended to be mutually exclusive a client may be included in the group to which he she appears to belong identifies with or is regarded in the community as belonging Filler 61 140 200 alphanumeric Blank DHS use only May 7 2008 UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL 3 4 Trailer Record Layout Field Name Length Position Format Description Record Identifier 1 1 alphanumeric Value T Signifies that this record is the last data record on file Hospital Medicaid ID 12 2 13 alphanumeric Hospital number used in reporting Medicaid information
9. TE This page is available for only the Primary Contact user type May 7 2008 2 2 UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL 2 3 Event Unified Health Systems Home Search Provider Logout Event Information FOID Reporting Fields marked with an asterisk are required Social Security Number Provider issued Customer ID Last Name First Name Middle Name Birth Date mm dd yyyy Street Address 1 Street Address 2 City State Zip Code amp Extension E Minois xf ai Gender a Event Date mm dd yyyy Discharge Date mm dd yyyy Save Cancel The Event Information page is displayed after selecting Providerfrom the Home Page and then selecting Add Event from the drop down list Fields marked with an asterisk are required fields but it is recommended to fill in all information that is available The Date of Birth or Even Date may be entered or selected by clicking on the calendar and selecting the appropriate date Select the appropriate State Genderand the drop down lists and enter all other required information Select Saveto add the event information After the information has been added the system will return to a blank Event Information page to allow entry of another event May 7 2008 UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL 2 4 Submit Event File
10. Unified Health Systems Event File Submission FOID Reporting File Path amp Name Submit Cancel The Event File Submission page is displayed after selecting Provider from the Home Page then selecting Submit Event File from the drop down list This page is used for the submission of a batch file containing multiple events Enter a File Path amp Name or select Browse to search for the file to be submitted Select Submitto transmit the information to Unified Health Systems Batch Submission requirements are located in Section 3 of this manual May 7 2008 2 4 UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL SECTION 3 BATCH SUBMISSION REQUIREMENTS 3 1 File Requirements The batch submittal files are to be created as ASCII DOS Text Files consisting of data records of 200 bytes delimited by CR LF ODOA in hex format i e 200 characters of data followed by a carriage return character and a line feed character The file name is to be FOID DAT There are three types of records to be submitted 1 The Hospital H record identifies the reporting hospital the contact person and the number of patient records 2 The Patient P record describes the patients seen at the hospital during that cycle 3 The Trailer T record provides file audit counts and as the last record is followed by the end of file character 1A in hex format The general format of the files submitted to DHS
11. active session of Unified Health Systems running at a time 3 The user must select The Unified Health Systems FOID Home Page will be displayed NOTE All users must be registered and have a valid User ID to access the system Clinicians may register by selecting Clinician Registration from this page May 7 2008 i UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL The Home Page is displayed after logging into the Unified Health Systems Unified Health Systems Home Page FOID Reporting This manual was written to encompass information for two types of users Primary Contact for a provider as well as an Authorized User for the provider Unless otherwise specified the information in this manual will pertain to both types of users The Menu Bar contains buttons for Home Search Provider and Logout The Home button will return the User to the above page from any point in the system The Search button is a drop down containing an Event Search option The Provider button will access a drop down list with Update User Info Update Provider Info Add Eventand Submit Event file The Primary Contact for the provider will have access to all of these An Authorized User for the Provider will not have access to Update Provider Info Logoutwill log the user out of the system May 7 2008 ii UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL SECTION 1 SEARCH 1 1 Event Search
12. ction codes Date Discharged 8 107 114 alphanumeric Date patient was discharged Format YYYYMMDD Valid only for transaction codes 02 03 04 and 05 May 7 2008 UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL 3 3 Patient Record Layout continued Field Name Length Position Format Description Transaction Code 2 115 116 numeric 01 New admission but not yet discharged 02 Discharge to previously submitted admission 03 Admission Discharge in same record 04 Previously entered in error remove from file 05 Change to a previously submitted record NOTE For transaction codes 02 04 and 05 a matching record with the same Hospital Medicaid ID Patient Name Birth Date Sex and Admit Date must have been previously submitted to DHS Hospital Patient ID 12 117 128 alphanumeric Left justify and space fill Optional for optional purposes of identifying this patient in your system in case of questions from DHS or State Police Social Security 9 129 137 numeric This field is required to further identify the Number patient If for some reason the SSN is not available use all nines May 7 2008 3 4 UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL 3 3 Patient Record Layout continued Field Name Length Position Format Description Filler 138 alphanumeric Blank DHS use only Race 13
13. elds marked with an asterisk are required Social Security Number 123456789 Provider issued Customer ID Last Name DOE First Name BoB Middle Name Birth Date mm dd yyyy 04 12 1978 Street Address 1 o8npat Street Address 2 ma City State Zip Code amp Extension springpatch 25 Unos z e2526 El m Gender Male E white a Event m dd vyyyy 05 01 2008 Discharge Date mm dd yyyy Reason for deleting this record Note only required when deleting the record 250 characters left This page is displayed after an Event Search has been conducted and an individual event was selected from the list Update the event information and click on Save to save the changes to this record If the event is to be deleted a Reason for deleting this record comment must be entered After the comment has been entered click on De ete to remove the event information May 7 2008 1 4 UNIFIED HEALTH SYSTEMS FOID PROVIDER USER MANUAL SECTION 2 PROVIDER 2 1 Update User Info Unified Health Systems Home Search Provider Logout Update Authorized User FOID Reporting Fields marked with an are SENI First Name User Last Name Foid Middle Name Phone Number 217 233 6243 Phone Extension 8521 Email Address dh blw com Security ID FOIDUSER Save Cancel
14. ormation Any unauthorized use of DHS computers or Password disclosure of confidential client or employee information may be cause for disciplinary action Login Clear including termination of employment and or criminal prosecution Do not attempt to login unless you are an authorized user By logging into the Unified Health System using your assigned user ID you acknowledge that you are an authorized user and agree to abide by ail rules and regulations of the Unified Health System It is your responsibility to ensure that your user ID and password are kept private Do NOT share your login information with anyone No representative of DHS will ever ask for your password Clinician Registration Inpatient Facility Registration Forms The Unified Health Systems FOID application may be accessed by entering the URL www foid dhs illinois gov in the address line of your browser This is the first page that the user will see once they have accessed the Unified Health Systems FOID application 1 A Registered user should type in his her Unified Health Systems User ID 2 Afterentry of a valid User ID the Unified Health Systems prompts the user for a Password The user should type in his her unique password When the password is entered it will not be visible e The user must not login to the Unified Health Systems again unless the user has followed the logout procedures The user should only have one
Download Pdf Manuals
Related Search