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The New Mexico State Behavioral Health Services Division requires the ability to capture client registration, visit, follow-up, and notes and in STAR for the Treat First program. This document describes the file specifications required to upload the data from an external system to STAR.
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All Treat First Interface Files are pipe-delimited, flat files containing one record per row. Field values may be surrounded in by double quotes; however, double quotes are only required when including a pipe character in the data field. A header row is not required for the Client Registration File but may be included. A header row IS required for the Follow-up, Notes, and Visit Files. (Note: If a header row is not included in the Follow-up, Notes, and Visit Files it will cause the first row of data to be skipped.) If the header is included the header column names must match the values in the Name column provided below. Also, the data fields are required to be in the order specified below. Finally, the file name can be any valid Windows OS file name but must use the “txt” extension.
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Errors for Invalid Records will be displayed in the Web Application on the Upload History tab. A drill-down on the errors is provided to see specific details. These errors include uploads performed through the web application and through SFTP. Providers are expected to review the upload history, correct any errors, and re-upload.
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Field | Name | Description | Required | Validation |
1 | Program | Name of the program the data is being uploaded to. | Yes | Value The value must be Treat First |
2 | NPI | The NPI of the vendor that provided the services. | Yes | Must match NPI of vendor already registered in Star. |
3 | ProviderSite | The name of the site uploading documents | No |
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4 | FirstName | The first name of the client | Yes |
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5 | MI | The middle initial of the client | No |
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6 | LastName | The last name of the client | Yes |
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7 | DOB | The date of birth of the client | Yes | Must be a valid formatted as “yyyy/mm/dd” |
8 | SSN | The Social Security Number of the client | Yes | Can either be nine consecutive numbers or include the “-“ character |
9 | MedicaidRecipient | Is this client a Medicaid Recipient or not | No | A single character either “Y” or “N” |
10 | MedicaidID | The Medicaid identification number of the client | Yes - if Field 9 above is Y |
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11 | MCO |
| No | Must be one of the following values:
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12 | MCOID | A unique identifier of the MCO. | No |
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13 | MRN | The MRN of the client at the provider specified by the NPI. | Yes | Must match MRN of the client already registered in Star for vendor identified by NPI. |
14 | Street | The street address of the client | No |
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15 | City | The city the client lives in | No |
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16 | State | The State the client lives in | No | Provide either the valid two-digit State abbreviation or the fully spelled out name. |
17 | Zip | The zip code the client lives in | No | Provide either the five-digit zip code or the 5+4 code. |
18 | Phone | The primary phone number of the client | No |
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19 | Message | Can a message be left at this phone number | No | A single character either “Y” or “N” |
20 | Ethnicity | The ethnicity of the client | No | If included, must be one of the following values:
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21 | Race | The race of the client | No | If included, must be one of the following values:
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22 | Gender | The gender of the client | No | A single character: “M”, “F”, or “O” |
23 | Pregnant | Is the client pregnant | No | A single character either “Y” or “N” |
24 | Language | The primary language of the client | No | If included, must be one of the following values:
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25 | OtherLanguage | The secondary language of the client | No | Freeform text – maximum of 20 characters. |
26 | Veteran | Is the client a veteran | No | A single character either “Y” or “N” |
27 | ActiveMilitary | Is the client active in the military | No | A single character either “Y” or “N” |
28 | LivingCondition | Is the client currently homeless | No | A single character either “Y” or “N” |
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Field | Name | Description | Required | Validation |
1 | Program | Name of the program the data is being uploaded to. | Yes | Value The value must be Treat First |
2 | NPI | The NPI of the vendor that provided the services. | Yes | Must match NPI of vendor already registered in Star. |
3 | ProviderSite | The name of the site uploading documents | No |
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4 | MRN | The MRN of the client at the provider specified by the NPI. | Yes | Must match MRN of the client already registered in Star for vendor identified by NPI. |
5 | FollowUpVisitID | Unique A unique identifier on the provider's system for the follow-up visit. | Yes |
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6 | AttendanceStatus | Status of the visit. | Yes | Must be one if of the following:
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7 | RescheduleDate | Date of next appointment. | Yes-If the above is Agency Rescheduled or Client Rescheduled. | MM/DD/YYYY |
8 | RescheduledVisitID | Unique A unique identifier on the provider's system for the rescheduled visit. | Yes-If the above is Agency Rescheduled or Client Rescheduled. |
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Field | Name | Description | Required | Validation |
1 | Program | Name of the program the data is being uploaded to. | Yes | Value The value must be Treat First |
2 | NPI | The NPI of the vendor that provided the services. | Yes | Must match NPI of vendor already registered in Star. |
3 | ProviderSite | The name of the site uploading documents | No |
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4 | MRN | The MRN of the client at the provider specified by the NPI. | Yes | Must match MRN of the client already registered in Star for vendor identified by NPI. |
5 | NoteDate | Date of the Note | Yes | MM/DD/YYYY |
6 | Note | Content of the Note | Yes | 200 character |
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Field | Name | Description | Required | Validation |
1 | Program | Name of the program the data is being uploaded to. | Yes | Value The value must be Treat First |
2 | NPI | The NPI of the vendor that provided the services. | Yes | Must match NPI of vendor already registered in Star. |
3 | ProviderSite | The name of the site uploading documents | No |
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4 | MRN | The MRN of the client at the provider specified by the NPI. | Yes | Must match MRN of the client already registered in Star for vendor identified by NPI. |
5 | AdultOrChild | Indicates the type of check-in that were was presented to the client. | Yes | Must be one if of the following: A = Adult C = Child
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6 | VisitDate | Date of the client visit. | Yes | MM/DD/YYYY |
7 | SelfQ1 | Score The score for Question 1. | Yes | 1-5 for Child Check-Ins 1-10 for Adult Check-Ins |
8 | SelfQ2 | Score The score for Questions 2. | Yes | 1-5 for Child Check-Ins 1-10 for Adult Check-Ins |
9 | SelfQ3 | Score The score for Question 3. | Yes | 1-5 for Child Check-Ins 1-10 for Adult Check-Ins |
10 | SelfQ4 | Score The score for Question 4. | Yes | 1-5 for Child Check-Ins 1-10 for Adult Check-Ins |
11 | SessionQ1 | Score The score for Question 1. | Yes | 1-5 for Child Check-Ins 1-10 for Adult Check-Ins |
12 | SessionQ2 | Score The score for Questions 2. | Yes | 1-5 for Child Check-Ins 1-10 for Adult Check-Ins |
13 | SessionQ3 | Score The score for Question 3. | Yes | 1-5 for Child Check-Ins 1-10 for Adult Check-Ins |
14 | SessionQ4 | Score The score for Question 4. | Yes | 1-5 for Child Check-Ins 1-10 for Adult Check-Ins |
15 | IssueAddressed | Does the client feel the reason for the visit has been completely addressed.? | Yes | A single character either “Y” or “N” |
16 | FollowUpVisit | Was another visit scheduled.? | Yes | A single character either “Y” or “N” |
17 | FollowUpVisitDate | Date of next appointment. | No | MM/DD/YYYY |
18 | FollowUpVisitID | Unique A unique identifier on the provider's system for the follow-up visit. Will be used in the followup follow-up file to update the status. | No |
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