File Uploads

Project Description

The New Mexico State Behavioral Health Services Division requires the ability to capture client registration, enrollment, notes, and services in BHSDSTAR for the CareLink program. This document describes the file specifications required to upload the client registration data from an external system to BHSDSTAR.

File Information

File Transfer Options

Files can be uploaded directly into the STAR web application.

File Format

All CareLink Interface Files are pipe-delimited, flat files containing one record per row. Field values may be surrounded by double quotes; however, double quotes are only required when including a pipe character in the data field. A header row is not required but may be included. 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.

Error Handling

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. Providers are expected to review the upload history, correct any errors and re-upload the errored records.

Contact Information

Please send your question via email. Please remember that it is a HIPAA Violation to send a client’s personally identifiable information (PII) through email.

If your question does not contain any PII, please send an email to: support@fallingcolors.com

If your question is about a client and you do not know the individual's ID number, click on the Find tab, enter their name or part of their name and click search. Use the ID number when communicating a question about a client. (Example of a Client ID: C001000000012345)

Data File

1.1

Field	Name	Description	Required	Validation
1	Program	Name of the program the data is being uploaded to.	Yes	The value must be CareLink
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
4	FirstName	The first name of the client	Yes
5	MI	The middle initial of the client	No
6	LastName	The last name of the client	Yes
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?	Yes	A single character either “Y” or “N”
10	MedicaidID	The Medicaid identification number of the client	Yes
11	MCO		Yes	Must be one of the following values: BCBS FFS IHS Molina Optum Pres United
12	MCOID	A unique identifier of the MCO.	No
13	MRN	The MRN of the client at the provider is 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
15	City	The city the client lives in	No
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
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: Hispanic or Latino Not Hispanic or Latino Unknown
21	Race	The race of the client	No	If included, must be one of the following values: Native American or Alaskan Native Asian Black or African American Native Hawaiian or other Pacific Islander White Other Race Unknown
22	Gender	The gender of the client	Yes	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: English Spanish Chinese Japanese Vietnamese Keres Navajo Tewa Towa French Zuni Tagalog Urdu Hindi Italian K'iche' Maya Tiwa Other
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”
29	CCL	The Care Coordination Level of the client	Yes	Must be one of the following values: 6 7 8 9