File Uploads

Project Description

The New Mexico State Behavioral Health Services Division requires the ability to capture client registration, visit, follow-up, and notes in STAR for the Treat First program. This document describes the file specifications required to upload the data from an external system to STAR.

File Information

File Transfer Options

Files can be sent to our SFTP server via any SFTP compliant application such as FileZilla or WinSCP. Alternatively, files can be uploaded directly to the web application.

File Format

All Treat First 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 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.

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

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.

Data Files

Client Registration File

Field	Name	Description	Required	Validation
1	Program	Name of the program the data is being uploaded to.	Yes	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
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	No	A single character either “Y” or “N”
10	MedicaidID	The Medicaid identification number of the client	Yes - if Field 9 above is Y
11	MCO		No	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 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	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: English Spanish Chinese Japanese Vietnamese Keres Navajo Tewa Towa French Zuni Tagsalog 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”

Follow-up File

Field	Name	Description	Required	Validation
1	Program	Name of the program the data is being uploaded to.	Yes	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
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	A unique identifier on the provider's system for the follow-up visit.	Yes
6	AttendanceStatus	Status of the visit.	Yes	Must be one of the following: Show Agency Cancelled Client Cancelled No Show Agency Rescheduled Client Rescheduled
7	RescheduleDate	Date of next appointment.	Yes-If the above is Agency Rescheduled or Client Rescheduled.	MM/DD/YYYY
8	RescheduledVisitID	A unique identifier on the provider's system for the rescheduled visit.	Yes-If the above is Agency Rescheduled or Client Rescheduled.

Notes

Field	Name	Description	Required	Validation
1	Program	Name of the program the data is being uploaded to.	Yes	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
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

Visit File

Field	Name	Description	Required	Validation
1	Program	Name of the program the data is being uploaded to.	Yes	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
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 was presented to the client.	Yes	Must be one of the following: A = Adult C = Child
6	VisitDate	Date of the client visit.	Yes	MM/DD/YYYY
7	SelfQ1	The score for Question 1.	Yes	1-5 for Child Check-Ins 1-10 for Adult Check-Ins
8	SelfQ2	The score for Questions 2.	Yes	1-5 for Child Check-Ins 1-10 for Adult Check-Ins
9	SelfQ3	The score for Question 3.	Yes	1-5 for Child Check-Ins 1-10 for Adult Check-Ins
10	SelfQ4	The score for Question 4.	Yes	1-5 for Child Check-Ins 1-10 for Adult Check-Ins
11	SessionQ1	The score for Question 1.	Yes	1-5 for Child Check-Ins 1-10 for Adult Check-Ins
12	SessionQ2	The score for Questions 2.	Yes	1-5 for Child Check-Ins 1-10 for Adult Check-Ins
13	SessionQ3	The score for Question 3.	Yes	1-5 for Child Check-Ins 1-10 for Adult Check-Ins
14	SessionQ4	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	A unique identifier on the provider's system for the follow-up visit. Will be used in the follow-up file to update the status.	No