fiscal officers training manual - New York State Conference of Local ...

FISCAL OFFICER TRAINING MANUALMENTAL HEALTH PROVIDER DATABASE (MHPD)Business Process: (what is it?)The Mental Health Provider Data exchange (MHPD) is a OMH-only web-based application which is used to supportCONCERTS, a master provider directory of the New York State public mental health system. The MHPD enables localmental health authorities and providers to use the ease of the Internet to verify or request changes to program informationthey are required to submit to the OMH. The CONCERTS database lists all providers, programs and site information, CFRsite code (necessary for the input on the CBR and CFR), agency staff contact information, etc.Brief Description of Process: (how does it work?)As is the case for the ALFS system, a user name and password are required to enter the MHPD system (see instructionsbelow for directions). Providers can add, close, and make corrections or updates to OMH programs via the MHPD internetbased system. All programs reported on an agency’s Consolidated Budget & Claim Reports are required to be in thedatabase. Failure to register the correct program or site information will result in Error/Exception reports from OMH andcan lead to possible funding/claiming issues. Registering programs in MHPD not only provides a state wide list ofprograms for each county, but also generates a unique site code for each program entry and is required for the Budgetand Claiming Reports.As new entries and requests for changes are made in MHPD, they are reviewed by the providers local Field Office. TheField Office then makes recommendations for approval or denial prior to Central Office approval. The Field Office oftentimes communicates with the LGU for verification of the information in the request. This keeps information current for allparties involved.Frequency:As needed for:Viewing and updating descriptive, contact and other program and administrative information for Facilities,Programs and SitesRequest minor changes to licensed programs via Administrative ActionsCreate / Close unlicensed mental health programsBy November 2010, to a limited extent for existing programs, providers will be able to open, close or resizelicense programsCompleting surveys that collect program-level informationInstructions:As of January 19, 2011 the external MHPD Self Registration application has been removed. Agencies or Facilities mustself-register for the Security Management System (SMS) and an agency-appointed Security Manager will use the SMSapplication to grant MHPD access to appropriate agency staff. For assistance locating the agency Security Manager,check with the agency’s Director, or call the OMH Help Desk at 1-800-HELP-NYS.In order to access MHPD, the user must be assigned a security group (provider user, provider admin, county user, orcounty admin), user ID and password. This can be accomplished by having the agency’s Security Manager enter theuser’s information into the Security Management System. Changes to a user’s access level, name, title, email, and phonenumber in MHPD must be made by the agency’s Security Manager.