STANDARD DATA DICTIONARY #351.83 -- IB MH VISIT TRACKING FILE 3/24/25 PAGE 1
STORED IN ^IBMH(351.83, *** NO DATA STORED YET *** SITE: WWW.BMIRWIN.COM UCI: VISTA,VISTA (VERSION 2.0)
DATA NAME GLOBAL DATA
ELEMENT TITLE LOCATION TYPE
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DO NOT delete entries in this file. DO NOT edit data in this file with VA File Manager.
Entries in this file will be added and updated by menu options and a nightly background job. Entries in this file will not be
deleted.
This file stores Mental Health Visit information that is used to determine what copay, if any, a veteran has to pay for a Mental
Health visit as required by the Cleland-Dole Act of 2022.
Per VHA Directive 6402, this file definition should not be modified.
DD ACCESS: @
RD ACCESS: @
WR ACCESS: @
DEL ACCESS: @
LAYGO ACCESS: @
AUDIT ACCESS: @
CROSS
REFERENCED BY: UPDATED(AC), EXCEPTION SITE(ARS), EXCEPTIONS?(AT), UNIQUE ID(AUID), PATIENT(B), BILL NUMBER(C),
INTEGRATED BILLING ACTION(D), VISIT DATE(VD)
LAST MODIFIED: AUG 22,2024@15:15:18
351.83,.01 PATIENT 0;1 POINTER TO PATIENT FILE (#2) (Required)
LAST EDITED: APR 06, 2023
HELP-PROMPT: Enter the veteran who received Mental Health care.
DESCRIPTION:
This field identifies the veteran who has been seen for a Mental Health visit.
CROSS-REFERENCE: 351.83^B
1)= S ^IBMH(351.83,"B",$E(X,1,30),DA)=""
2)= K ^IBMH(351.83,"B",$E(X,1,30),DA)
351.83,.02 SITE 0;2 POINTER TO INSTITUTION FILE (#4) (Required)
LAST EDITED: MAY 26, 2023
HELP-PROMPT: Enter the site where the bill was processed for the patient's visit.
DESCRIPTION:
This field stores the site where the bill was processed.
351.83,.03 VISIT DATE 0;3 DATE (Required)
INPUT TRANSFORM: S %DT="EX" D ^%DT S X=Y K:Y<1 X
LAST EDITED: APR 06, 2023
HELP-PROMPT: Enter the date of the Mental Health Care visit.
DESCRIPTION:
This field contains the date when the patient received Mental Health Care.
CROSS-REFERENCE: 351.83^VD
1)= S ^IBMH(351.83,"VD",$E(X,1,30),DA)=""
2)= K ^IBMH(351.83,"VD",$E(X,1,30),DA)
This index allows the system to find a visit in the Mental Health Care Visit Tracking Database by
the Date of the visit.
351.83,.04 STATUS 0;4 SET (Required)
'1' FOR FREE;
'2' FOR BILLED;
'3' FOR REMOVED;
'4' FOR VISIT ONLY;
LAST EDITED: MAY 26, 2023
HELP-PROMPT: FREE - Exempt under the CLELAND-DOLE ACT of 2022, BILLED if a copay was filed, REMOVED if the visit
was entered in error, or VISIT ONLY if the visit has no copay linked to it.
DESCRIPTION: This field contains the visit status of the Mental Health Care visit. The status can be:
FREE if the veteran's visit is exempt, under the Cleland-Dole Act of 2022.
BILLED if the Visit was charged a copay, regardless of the copay's billing status.
REMOVED if the Visit was entered in error.
VISIT ONLY if the visit needs to be tracked and there is no copay associated with the visit.
351.83,.05 BILL NUMBER 0;5 FREE TEXT
INPUT TRANSFORM: K:$L(X)>12!($L(X)<6) X
MAXIMUM LENGTH: 12
LAST EDITED: APR 06, 2023
HELP-PROMPT: Answer must be 6-12 characters in length. Enter either ON HOLD or the full bill number associated
with this visit from the Copay file.
DESCRIPTION: This field contains the bill number under which a tracked Mental Health Care copay was billed. It
must be in the form of -. or the words ON HOLD. It is not a mandatory field.
CROSS-REFERENCE: 351.83^C
1)= S ^IBMH(351.83,"C",$E(X,1,30),DA)=""
2)= K ^IBMH(351.83,"C",$E(X,1,30),DA)
This free text field will contain one of 3 values:
If the Visit's status is not BILLED
- NULL (no Copay associated with the visit).
If the Visit's status is BILLED
- ON HOLD (A copay was charged but the Copay is waiting to see if
3rd Party Insurance will occur).
- xxx-Knnnnnn - the AR Bill Number (field #.11) from the Copay
file (#350).
351.83,.06 REASON 0;6 SET
'1' FOR SC/SA;
'2' FOR CLELAND-DOLE ACT;
'3' FOR ENTERED IN ERROR;
'4' FOR DUPLICATE VISIT;
'5' FOR NO COPAY ADDED;
'6' FOR FRM OVERRIDE;
LAST EDITED: OCT 26, 2023
HELP-PROMPT: Enter 1 for SC/SA, 2 for Cleland - Dole Act, 3 for Entered in Error, 4 for Duplicate Visit, 5 for
No Copay Added, 6 for FRM Override, or if no extra comment is needed.
DESCRIPTION: This field contains an extra comment to help describe why a veteran's visit was considered FREE,
REMOVED, or VISIT ONLY. If used, the options to select from are Special Authority, Cleland-Dole
Act, or FRM Override (for FREE), Entered in Error or Duplicate Visit (for REMOVED), or No Copay
Added (for VISIT ONLY).
351.83,.07 UNIQUE ID 0;7 FREE TEXT
INPUT TRANSFORM: K:$L(X)>30!($L(X)<5)!'(X?3.5AN1"_"1AN.AN) X
MAXIMUM LENGTH: 30
LAST EDITED: APR 06, 2023
HELP-PROMPT: Enter a unique identifier between 5 and 30 characters in the format 3-5 characters, underscore,
1-24 characters.
DESCRIPTION: This field is used to determine the originating source of the record. It consists of the site
number, an underscore, and the Internal Entry Number of the record at the originating site. Only
the originating site can update the record.
CROSS-REFERENCE: 351.83^AUID
1)= S ^IBMH(351.83,"AUID",$E(X,1,30),DA)=""
2)= K ^IBMH(351.83,"AUID",$E(X,1,30),DA)
This cross reference is used to lookup records by their unique identifier which consists of
originating site, an underscore, and the IEN to this file at their originating site.
351.83,.08 INTEGRATED BILLING ACTION 0;8 POINTER TO INTEGRATED BILLING ACTION FILE (#350)
LAST EDITED: MAY 22, 2023
HELP-PROMPT: Please select Integrated Billing Action to associate with this entry.
DESCRIPTION:
This field contains pointer to the entry in file 350 that is associated with this entry.
CROSS-REFERENCE: 351.83^D
1)= S ^IBMH(351.83,"D",$E(X,1,30),DA)=""
2)= K ^IBMH(351.83,"D",$E(X,1,30),DA)
This index connects the entry in the Mental Health Visit Tracking File with the corresponding copay
in the Integrated Billing Action file (#350).
351.83,1.01 UPDATED 1;1 SET
'0' FOR EXISTING;
'1' FOR NEW OR UPDATED;
LAST EDITED: APR 06, 2023
HELP-PROMPT: Enter 1 whenever this record is added or updated.
DESCRIPTION: This flag is used to determine if a record should be pushed out to other sites. It is set to 1
when the record is added or updated and set to 0 after the updates are propagated to other sites a
veteran has been treated at.
CROSS-REFERENCE: 351.83^AC
1)= S ^IBMH(351.83,"AC",$E(X,1,30),DA)=""
2)= K ^IBMH(351.83,"AC",$E(X,1,30),DA)
This cross reference is used to find records updated since the last push out to other treating
facilities.
351.83,3.01 EXCEPTIONS? 3;1 SET (BOOLEAN Data Type)
LAST EDITED: APR 06, 2023
HELP-PROMPT: Enter 1 whenever this record did not successfully transmit due to a Data File issue.
DESCRIPTION: This flag is used to determine if a record was unsuccessfully pushed to other sites. Should be
used in conjunction with EXCEPTION REASON Field (3.02). Set to 0 or NULL if transmission was
finally successful.
CROSS-REFERENCE: 351.83^AT
1)= S ^IBMH(351.83,"AT",$E(X,1,30),DA)=""
2)= K ^IBMH(351.83,"AT",$E(X,1,30),DA)
This cross reference is used to find records that did not transfer when the last Mental Health
Visit data push occurred.
351.83,3.02 EXCEPTION REASON 3;2 SET
'N' FOR NO FREE VISITS;
LAST EDITED: APR 06, 2023
HELP-PROMPT: Enter N if there were no free visits available at the remote site.
DESCRIPTION: This field is used to explain why a record did not transmit successfully. Used only if:
A) There were no Free visits remaining at the receiving facility.
351.83,3.03 EXCEPTION SITE 3;3 POINTER TO INSTITUTION FILE (#4)
LAST EDITED: APR 06, 2023
HELP-PROMPT: Enter the VAMC which did not receive the Visit Information.
DESCRIPTION: This field is used to identify with VAMC did not successfully update their Visit Tracking file
because of the Exceptions noted in field 3.02 (Exception Reason).
CROSS-REFERENCE: 351.83^ARS
1)= S ^IBMH(351.83,"ARS",$E(X,1,30),DA)=""
2)= K ^IBMH(351.83,"ARS",$E(X,1,30),DA)
This cross reference is used to find the sites that had visit records that did not transfer when
the last Cleland-Dole Care Visit data push occurred.
FILES POINTED TO FIELDS
INSTITUTION (#4) SITE (#.02)
EXCEPTION SITE (#3.03)
INTEGRATED BILLING ACTION
(#350) INTEGRATED BILLING ACTION (#.08)
PATIENT (#2) PATIENT (#.01)
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