|General||Will AMH be able to give service providers any data back? |
|General||If we don't have to do termination "forms", how do you know outcome information? |
Within the Data Submission Guide is a data point titled “Client Treatment Status”. This information will
provide us the status of the client and through status updates and non-Medicaid service data AMH will be able
to generate information regarding outcomes.
|Non-Medicaid Services||What particular non-Medicaid service data will need to be submitted?|
|Non-Medicaid Services||Non-Medicaid service data: What are the expectations for submission? Quarterly or when a service is rendered? |
AMH would like to see non-Medicaid Service data, services that are not funded by Medicaid, submitted shortly
after the service is rendered. The data must be submitted every 30 days and is due by the 15th
of each month for
the non-Medicaid services provided during the previous month.
|Non-Medicaid Services||As far as encounter data, will we continue to submit our Medicaid encounter data as we do now and then submit the same data to another place? |
No. Your Medicaid claims will continue to be submitted to the same place. Do not submit Medicaid services to MOTS, as we can pull it from the MMIS system.
The non-Medicaid service data that MOTS will collect is for those services you provide that are not paid with
Medicaid funds or through Medicaid billings, but are paid for with public funds.
|Non-Medicaid Services||Who do you consider to be a non-Medicaid client and required to submit non-Medicaid service data to AMH? |
|General||Will the status data submission be quarterly? Meaning we would only send the data 4 times a year? So it would be possible that a client was admitted, had a status change(s) and discharged in the same period? |
AMH is asking for data at admission (enrollment), and updates to that data to be sent to AMH at least on a
quarterly basis. And yes, a client could be opened and complete treatment in a very short period of time.
Status data can be submitted more frequently than every 90 days in order to show improvement over time.
|General||Suppose somebody is being treated by a provider in county A because they live there, but they work in county B and want to take a class in county B for convenience. How does this get submitted? |
If services are being paid for with public funds, the entity (CMHP or provider) that is responsible for making
sure those services are provided must make sure those services, where ever they may occur, are reported. Use
of the County of Responsibility field will help AMH better understand who’s paying for those services.
|General||Are we required to submit data if Medicaid is not primary, but secondary payor? |
Status data is required for all clients whose services are paid for with public funds, including Medicaid. If a
service is provided, and it is paid for with public funds other than Medicaid, please submit non-Medicaid
service information as well.
|Non-Medicaid Services||How do you define non-Medicaid Services?|
Non-Medicaid services are any publicly funded services that aren’t funded in any way by Medicaid. So this
would include grants, contracts with AMH, write offs, etc. The only thing that’s not included is if a client is
fully self-pay or has private insurance. For those, you do not need to submit that data (status or non-Medicaid
service data), unless they are a required reported service such as methadone or DUII. Please see the policy on Non-Medicaid Services at: http://www.oregon.gov/oha/amh/mots/internalresources/Policy%20on%20Non-Medicaid%20Service%20Data%20Submission%20to%20AMH.pdf
for help on deciding which services should be entered into MOTS Client Entry.
|General||Do foster care services need to report status data? |
Adult Foster Home (AFH) clients do not need to be reported in MOTS at this time, as no MH or A&D treatment is given within the home. Clients in Residential Treatment Facilities (RTF), Residential Treatment Homes (RTH), and Secure Residential Treatment Facilities (SRTF) DO need to be reported in MOTS.
|General||How do we know if a client is a PSRB client? Is it just the referral code?|
This will be picked up from the Legal status data element.
|General||How does MOTS track multiple admissions? For example, if a client comes in through outpatient, then has a crisis, then an involuntary commitment, all within the 90 day period, how would AMH know?|
|General||Will CMHPs be able to see dashboard reports with clients they serve or clients they pay for or both?|
As a CMHP, if you are paying for services you will be able to see the service details, because the county of
responsibility data field will allow this. You will also be able to see the services you provide as a CMHP. Dashboard reports will be available in spring 2016.
|Non-Medicaid Services||In the Service data, are entities supposed to submit the full usual and customary charge? Or the UCC minus the client’s adjusted fee schedule? |
Submit the full amount that would be charged to someone paying out-of-pocket.
|General||Can a provider submit data under multiple provider IDs? |
Each provider will register within the MOTS system with up to two Oregon Medicaid Provider IDs. These IDs
are the number you will use to submit your data and by which your data will be tracked.
|General||We have 2 Medicaid numbers (one MH and one AOD) and then other provider numbers for different services (child MH, adult MH, AOD, DUII, ICTS). Do these go away? |
We are now only requiring one Oregon Medicaid Provider number, however an entity can submit up to two.
Provider numbers for different services will no longer be necessary or used. We will track service using
different data elements and information on how we will track these services is available within the MOTS
Reference Manual located at http://www.oregon.gov/oha/amh/mots/internalresources/MOTS%20Reference%20Manual.pdf
|Client Entry||Is there a limit to the amount of staff that has access to the Client Entry online application? |
No, there is no limit. It will be up to your organization on how many staff will have access. Each organization
will have an Agency System Administrator to determine this and set up access for the staff. Each staff with
access will be assigned a secure access ID, etc. with roles and responsibilities assigned to them to determine
how much access they will have to the system.
|General||How will MOTS Client Entry work with existing EHRs? |
MOTS Client Entry is one data submission method. If you already have an EHR and can generate a file to send
to us from that EHR that contains all necessary data, you do not need to use MOTS Client Entry. When you
register in MOTS, tell us that you will be using EDI.
|Client Entry||How is it all going to come together between clinical and clerical in entering the MOTS client entry data? |
Some agencies are going to have their clerical staff enter the administrative information, then Save as Draft, and
have their clinical staff enter the clinical info afterwards and then submit. If you are going to have just one
person enter all the information into MOTS Client Entry from the counselors, you might use the MOTS Client
Entry Cheat Sheet which is available on the COMPASS website. It’s available in PDF or Word format, so that
you can modify it as needed. Some agencies have chosen to let the counselors enter the data into MOTS Client
Entry. Which method you decide to use in your agency depends on your current and future business processes.
|General||I don't understand why it is being left up to the agency to determine how we set ourselves up (re: agency/facilities). It seems that this choice will ensure inconsistency. |
We are asking for each Agency to have a System Administrator who will set up the Agency and its facilities, as
well as enter the users for each. AMH wants to give providers the ability to add users, remove users, assign
users to certain facilities, add new facilities, etc. This gives the providers more control over how their data is
|General|| Can we start with manual entry (Client Entry) and move to EDI submission later?|
Yes, you can use MOTS Client Entry for now, until your EDI submission process (sending electronic data from
your own EHR) is ready. When you are ready to change your submission method, you will need to contact your
system administrator and have them make the request in MOTS Admin.
|Non-Medicaid Services||Why are there no business rules to prevent discrepancies between non-Medicaid services provided and the assigned diagnosis codes. Ex: A Methadone maintenance service can be submitted for a client w/o opiate diagnosis. |
As we continue to use the new MOTS Client Entry system, we want to hear from providers using the system.
We want to hear your ideas on how to make it better. Please send your suggestions to
. While we want the system to be easy to use and have as few restrictions as possible,
we will be adding more business rules over time to deal with inconsistencies or discrepancies.
Thank you for your help.
|EDI||Our agency is concerned about the financial burden it may cost to upgrade our existing EHR to meet the new data element requirements and transmission. |
AMH understands that this change to the data and the way data is collected will take some effort by the provider
and CMHP. COMPASS staff is willing to meet and discuss any concerns regarding these efforts. Remember,
there are three different ways to submit data, including a low cost Electronic Health Record. AMH wants to
work with providers to ensure they choose the best method and that the method has limited impact on the
business. Incentive payments are also available to CMHPs that meet the reporting requirements.
|EDI||Is the EDI (batch) submission similar in structure to the HIPAA 5010 formats such as 837, 835, 270, 271, etc.? |
|EDI||Do you have requirements for the text like client name, etc. For instance I understand that All Caps was required at some point. |
|EDI||Are openings to be reported separately from status updates? |
Yes. New enrollments (openings) must be submitted within 7 days of the first active treatment episode. You
would then be required to submit a status update on this client at least every 90 days.
|EDI||On the status updates, what EHR data changes constitute the need for an update? When we do report changes, will we just report the values that changed, or do we resubmit the whole file and your system will tease out the changed values? |
Just re-submit the whole file and we can tease out what has been changed. Files can be reported at the end of
each quarter or as often as your organization would like.
|EDI||Can we use the Client Entry web data submission method until we can get the EDI up and running?|
Yes, you may use the Client Entry web tool until you get your electronic health record system implemented and
the EDI submission process is successful.
|EDI||Do existing clients need to be re-opened in the new system? |
No, when a client returns for services, you would just reactivate them within your systems, using the data field
of “Client Treatment Status” as active. Hopefully, all the past demographic information on the client is still
within your record system and the provider would just update any of the data fields that have changed and
submit a status update.
|EDI||Related to a person's specific case number that we are supposed to use when they return, can the field be moved to have 7 (or 8) digits? We are trying really hard to not duplicate numbers, with changes to EHR, this is very hard. |
The Client ID field is alphanumeric and can accommodate up to 15 characters in length. When a client returns, the same client ID should be used for the individual.
|EDI||Shouldn't you have MH only, Addictions only, and MH and A&D options? |
For Mental Health only clients, complete the client profile and Behavioral Health detail. For Addiction only
clients, complete the client profile, Behavioral Health and Addictions Detail. For Dual Diagnosis clients, we
will use all three.
|EDI||Are Crisis and Involuntary records additional to the behavioral health status record which may be already existent for some clients who are engaged in BH outpatient treatment and require either or both of these services? |
If an existing client is seen for a MH Crisis or Involuntary Service, a MH Crisis record or Involuntary Service
record will need to be submitted. Both records are considered as separate events from regular treatment.
|EDI||If a client is seen for MH Crisis or Involuntary services, are you expecting providers to include 2+ status records in a file? |
No, only one status record would be submitted within a file for a client. However, if a client is seen for a MH
Crisis and/or Involuntary Service, then a provider must submit a MCD and/or INS segment for these events also.
|EDI||Will subcontractors set up EDI interface directly or do they submit to Mental Health Provider/CCO?|
Subcontractors of the CMHPs/CCO’s are required to interface directly with MOTS.
|ICD-10 and DSM-V||Regarding Diagnosis - Are you planning to require or allow DSM V? |
DSM IV & DSM V will not be used; however, the ICD-10 codes listed within the DSM V may be used. AMH moved from ICD-9 to ICD-10 in October 2015, the same time as MMIS.
|EDI||Can an agency submit data more often than 90 days and will AMH capture information each time?|
|EDI||If a client has a crisis and is an existing client, can they be treated like regular treatment and the provider would not have to submit a crisis record? |
We need to capture separately and outside of regular treatment the crisis event. AMH receives and distributes
funds for crisis services and needs to track by county where crisis events are occurring to help us better plan for
service coverage. We recommend that you update your system to do this.
|ICD-10 and DSM-V||DSM-V is doing away with the 5 Axis which includes the GAF score, what impacts will this have on MOTS? |
The GAF score is now optional.
|OWITS/EHR||Can OWITS be accessed from any computer with internet access? |
OWITS can be accessed from any computer connected to high speed internet with a modern web browser, such as Internet Explorer version 10 or higher, Mozilla Firefox, Google Chrome, Safari, and others. OWITS is not currently compatible with the Microsoft Edge browser.
|OWITS/EHR||Are you aware of any problems running OWITS on the Windows 7 operating system? What about Windows 8?|
There are no known issues with Windows 7, Windows 8, or Windows 10. OWITS is compatible with most modern browsers and operating systems, including smartphones with web browsers.
|OWITS/EHR||Is the access secure even when using a computer outside of the office? |
Yes, OWITS is accessed through a secure and encrypted portal. The security is at the same level as that of your bank and is actually stronger than the minimum required encryption standard for the federal government's "top secret" files. For OWITS you will have a user name, password and a PIN to access the secure website. Even though the system is secure, we still recommend that providers adhere to HIPAA standards regarding accessing patient data outside the office.
|OWITS/EHR||How does a user get access to their clients’ information in OWITS? |
OWITS uses role-based access to limit and allow access to the data you will need for your job.
A system administrator will work with you to be sure you have the access you need.
|OWITS/EHR||Our agency has several facilities, but staff should only be able to view information in their facility. Is it possible to limit access to one facility? |
Yes, staff can be limited to data in one facility. Staff can also be limited to specific domains (Substance Abuse or Mental Health) or to specific clients.
|OWITS/EHR||Can a system administrator log you out? |
Yes, if necessary the system administrator can log you out. This is necessary if you close the
browser before logging out and then try to log in again from another computer or after resetting
a Wi-Fi connection because OWITS sees the user as still logged in and will not allow you to log
|OWITS/EHR||Who is FEi?|
FEi (Focused eHealth Innovations) is the contractor for the OWITS System. FEi is a leading IT
company specializing in Federal and Local Government data system solutions. For the past
decade they have maintained a leading position in providing programming and consulting
services in their primary areas of expertise—Behavioral Health Data Systems, and Clinical
Trials Software Solutions for institutional systems of care. For more information, visit the
company web site at http://www.feisystems.com/
|OWITS/EHR||How does OWITS benefit providers? |
Mental health treatment and substance abuse counseling providers who choose to use OWITS
will benefit because OWITS:
- Is free until July 1, 2016.
- Contains a behavioral electronic health record (EHR).
- Is proven current technology.
- Offers the ability to collaborate with other providers for client services (using an electronic referral) or with other states for system improvements.
- Includes HIPAA compliant security and privacy notifications.
- Is flexible and modifiable.
- Is interoperable with other systems.
- Will allow providers to avoid duplicate MOTS data entry.
- Data can be used to improve outcomes.
- Offers improved efficiency in tracking patients and services.
- Is capable of budget tracking.
- Improves data integrity.
- Can improve billing processes.
- Provides secure access to personal health records.
- Is web–based.
- Offers one-source reporting.
- Contains a voucher system for the ATR4 grant.
- Meets current federal minimum user guidelines.
|OWITS/EHR||What are the primary OWITS modules? |
OWITS offers all of the essential modules for collecting client demographics, administering clinical services, and submitting Medicaid and insurance billing claims. Here is a snapshot of the more frequently used modules. However, many more
are available within OWITS.
- Client Profile
- Screenings and Assessments
- Program Enrollment
- Progress and Encounter Notes
- Consent (ROI) and Referral
- Treatment Plan
- Progress Notes
- Group Notes
- Drug Test Results
|OWITS/EHR||What if providers want a new module or a system change?|
Providers are encouraged to make requests and suggestions regarding adding new modules or
making useful changes to OWITS. Change requests should be submitted to the state via email
or the OWITS Forum (http://owits.boards.net
). The state will
implement some changes. If it is determined that the change would not be widely beneficial or
is not cost-effective but would otherwise not cause any problems, then providers have the
opportunity to volunteer to pay for the change themselves, individually or collaboratively.
|OWITS/EHR||Is there a warning or flag to show that users are in a non-production site, so they don’t inadvertently key in protected health information (PHI) in the test/training site? |
The training environment displays “Training” in the upper left corner (the production environment does not). Production and training sites require a different user name. Due diligence will have to be used at all times to ensure users are in the appropriate site and do not key PHI in the test/training site.
|OWITS/EHR||Does the system track deletions from the electronic health record? Is there the ability to review audits or history of those changes? |
Yes, deletions, changes, additions, and views to all of the modules are tracked, in addition to which user made the changes.
|OWITS/EHR||Can certifications and licenses be tracked by the facility?|
Yes, certifications and licenses can be tracked at the Agency level within OWITS.
|OWITS/EHR||Can you search for clients through the scheduler? |
Yes, you can search for clients' names in the scheduler application.
|OWITS/EHR||Is there longitudinal checking of chart reviews to remind staff when reviews are due? |
Yes, there is the ability to have staff reminded that a specific review must be done, using either in-system alerts or email susbscriptions to custom SSRS reports.
|OWITS/EHR||Can you add issues to the list of reasons a person is seeking services? |
Yes, OWITS offers multiple locations for recording information about each client and the reason he or she is seeking services.
|OWITS/EHR||Are all five axes included for diagnosis? |
They were for clients admitted prior to 10/1/2015. OWITS now includes the three DSM-V diagnostic categories and the ICD-10 diagnosis codes and descriptions.
|OWITS/EHR||In the Progress Note, is time included for the service provided? |
Yes, there is the option of adding the time. This data element is required for some services, optional for others.
|OWITS/EHR||Can the drop-down menus be changed for specific program or provider only or will all users see the same drop-down options? |
Changes made to drop-down menus are seen by all users. However, many changes can be
made that do not adversely affect (and may benefit) other users.
|OWITS/EHR||Can clinicians write progress notes if the treatment plan has not yet been signed off? |
Yes, progress notes can be created prior to the treatment plan being signed off. It is even possible to record notes before the client engages in treatment or after the client has left treatment.
|OWITS/EHR||Is there a flag in the system if a client is noted as an IV drug user and/or pregnant? |
Yes, there are queries already set up to pull and report this information, and custom reports can be written as needed.
|OWITS/EHR||Is the consent in the EHR a consent-to-treat form? |
No, there is no consent-to-treat form in the EHR. It does, however, allow users to note if and when a consent-to-treat form was signed.
|OWITS/EHR||What about billing? |
OWITS contains a billing module that works for Medicaid, self-pay, and private insurance, using
the CMS1500 form and/or 837/835 file transfers.
|OWITS/EHR||How much will OWITS cost after July 1, 2016? |
Exact amounts have not yet been determined, but based on current usage, it is estimated to
cost $1250 per agency per month.
|OWITS/EHR||What if I want to switch from OWITS to MOTS Client Entry or to another EHR?|
AMH staff will work with your agency to facilitate any such transition. It may be possible to electronically export data from OWITS and import it into another EHR.
|OWITS/EHR||Is OWITS limited to use only by publicly funded treatment providers? |
It was limited at its initial implementation, but that limitation has recently been removed. OWITS is available for any mental health or substance abuse treatment provider in Oregon as long as that provider is willing and able to pay its share of the support and maintenance costs that will be required after July 1, 2016.
|OWITS/EHR||If there is an assessment missing from the EHR can it be added? |
Yes, assessments can be added; however, there may be an additional cost to do this.
|OWITS/EHR||Can providers scan current paper records into OWITS? |
OWITS can accept up to two documents (of any file type), up to 10mb each, per client. They
are securely stored and available for download. This capacity may be expanded in the future.
|Client Entry||Should we complete the Involuntary Service form for PSRB clients?|
Involuntary Services are not for PSRB clients. It is only used for civil commitments.
|Non-Medicaid Services||Where can I find a description of procedure codes to be sure I'm coding non-Medicaid Services correctly?|
Current Procedural Terminology (CPT) Codes - You can find options for buying or accessing these codes online.
Healthcare Common Procedure Coding System (HCPCS) - You can find options for buying or accessing these codes online.
|General||Should I use the Provider Enrollment forms on the MOTS web site or the forms on the MAP Provider Enrollment web site to apply for a Medicaid Provider Number?|
If you will only use the Medicaid Provider number to submit data to MOTS, use the forms available on the MOTS web site to apply for a non-Payable Medicaid Provider number and return them to MOTS.
In the future, if you decide to bill Medicaid/OHP, you will need to contact MAP Provider Enrollment at 1-800-422-5047 or firstname.lastname@example.org
for instructions on changing your non-Payable number to a Payable Medicaid Provider number.
If you know ahead of time that you will be billing Medicaid/OHP, please use the forms on the MAP Provider Enrollment web site and send them directly to MAP. Their web site is http://www.oregon.gov/oha/healthplan/Pages/providerenroll.aspx
|General||Does Respite count as a Crisis in MOTS? / How do I enter Respite and Respite services in MOTS?|
No, Respite is not considered Crisis for MOTS purposes. The Crisis should be submitted as a Crisis Event and clients receiving Respite will be submitted as 'Active' clients with an Admission Date (Client Profile and Behavioral Health Detail records). Respite services need to be billed to Medicaid or submitted as non-Medicaid services to MOTS, whichever is appropriate.
|General||Do we enter DUII Education Only clients into MOTS?|
Yes. If the client does not have a MH or A&D diagnosis, enter R69 in the diagnosis field on the BH Detail tab (change diagnosis drop-down box to search "All" codes). For legal status, choose either DUII Diversion or DUII Convicted, depending on the info on the ADES referral. If you don't have that information, you can choose Unknown until you obtain this information. For Addiction Detail, for the primary substance you would enter whatever it was that brought them to your facility (alcohol or a specific drug). At the end of classes, enter a DUII Completion Date if the legal status is DUII Convicted (completion date not needed for DUII Diversion).