Texas Department of State Health Services
CMBHS Training - NorthSTAR
Welcome / Introductions
Access CMBHS Home Page
Log On on CMBHS
http://cmbhstrn.dshs.state.tx.us/cmbhs/webpages/default.aspx
User ID:
Password:
nstraining_____
dshs
Note: Passwords must range from 9 to 15 characters. Other requirements: They must include
mixed case, numbers, special characters (e.g. #, @, %, etc.) They cannot include user name or
logon name. They cannot include words found in the English dictionary. The new Password may
not be the same as the last 10 Passwords.
New Password____________________
Client Name ______________________
(Please do not use a real client’s name)
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CMBHS NorthSTAR Training Agenda
Change Password
Screen Layout
Find/New Client
Search
NS Enrollment Search
Add Client/Client Profile
Client Information
Client Alternate Name
Add Button
Address
Contacts
Identifiers
View Client Workspace
Select Location
Messages
Flags
At a Glance
Activity Tabs
Intake
Financial Eligibility
Medicaid
Screening
Intake
Questions (SA/MH)
Recommendations
Document Status
Consents/Referrals
Consent to Value Options
Authorization Request
Submit Request
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Admission
Diagnosis
Justification
Service Begin
Assessment
General
Education & Employment
Family & Social
Legal
Medical
Substance and Abuse
Diagnosis
Recommendation
Assessment Narrative
Treatment Plan
Service Documentation
Discharging Client
CMBHS Reports
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New Client Registration
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Type in first name, last name, Date of Birth and gender click on Search
Look for No records found/ Click on Search NS enrollment
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Click on the Search button.
Look for No records found. Click X in right corner.
Click on New Client button on the left bottom corner of the screeen.
Enter data in all areas marked with the red *
If the client has a nickname or another name they go by, then that name can be entered in
the Alternate Name field: click on the New Alternate Name button enter the alternate
name and Click the Add button.
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DO NOT click on the SAVE button
Click on the Address Tab: Click on New Address and fill in the address. Click the ADD
button.
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Click on Contacts Tab if there are other contacts: Click on the new contact button and fill
in information. Click Add Button and then click on the Contact Tab. Add Contact Person
information. Click on the Add button and then the SAVE button
If client is homeless choose Homeless from the Address Type drop down menu and Enter
Homeless in the Address Line 1 field. Zip Code for Homeless is 75235. Once you enter
the Zip Code City, State and County will populate
Click ADD button Click the SAVE button.
Hover over the Home button along the left side and click on Client Workspace.
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Financial Eligibility
Return to the Intake drop down menu and click on Financial Eligibility. Complete all
required fields:
Responsible Party Information: If you check the Same As Client Address box and select
Primary address the address will pull from the Client Profile.
Third Party Payer Information: complete required information.
Income: If no income check box, if there is income then click on the New Income
button.
Income type: Click on type of income from drop down menu. Complete the dollar
amount per month. Complete the number of dependents in household, if there is proof of
income or proof of address select in file from drop down menu.
Extraordinary Expenses: Either click box there are no extraordinary expenses or click
on the New Expense button and list the expenses and amount. Click ADD button and the
Eligibility Determination Results will show if member is eligibile for NorthSTAR funded
services.
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Financial Eligibility document is now complete: Click on Document Status:
Document Status drop down menu
 Closed Complete- all entries have been reviewed and document is ready to be
closed.
 Draft- you are not ready to close document and will be returning to complete
system will hold the draft for 30 days and will sign off as Closed Incomplete
 Closed Incomplete- Client is a no show or has moved out of area or has
decided to seek treatment else where. Must have documentation as to why
signed off as incomplete.
 Ready for Review- Document preparer is not licensed to complete document
for example CI cannot close must be reviewed and closed complete by a QCC
Click on the Save button.
Hover over the Home on the left side of the screen , click on Client Workspace, scroll to
the bottom of the page and make sure Financial Eligibility has a STATUS of Closed
Complete.
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Screening
Hover over the Intake button and from the drop down menu chose Screening
Click on the Intake tab and answer all the areas that are mark with red*:
Presenting Problem should be in the clients own words.
Screening Method chose appropriate response from drop down menu
Interview Setting chose appropriate response from drop down menu.
Referred By chose appropriate response from drop down menu
Other information will transfer from previously entered screens.
DO NOT Click the SAVE button.
Click on the Substance Abuse Questions if the client has no other Mental Health
Problems.
If the client also has Mental Health problems both the Mental Health Questions tab and
the Substance Abuse Question tab will need to be answered.
DO NOT Click SAVE at the end of either of these question forms instead click on the
Recommendations tab.
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Once you have completed all the required fields and you have made your
recommendation and justification click on the Document Status drop down menu
Document Status:
 Closed Complete- all entries have been reviewed and document is ready to be
closed.
 Draft- you are not ready to close document and will be returning to complete
system will hold the draft for 30 days and will sign off as Closed Incomplete
 Closed Incomplete- Client is a no show or has moved out of area or has
decided to seek treatment else where. Must have documentation as to why
signed off as incomplete.
 Ready for Review- Document preparer is not licensed to complete document
for example CI cannot close must be reviewed and closed complete by a QCC.
Click the SAVE button
Hover over the Home on the left side of the screen , click on Client Workspace, scroll to
the bottom of the page and make sure Screening has a STATUS of Closed Complete.
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Consent & Referrals
Click on the Consents & Referrals Tab along the left side of the Client Workspace screen.
Click on Consents and then click on Create Consent.
Consent Screen
Verify the Provider Information and the Client Information
Fill in the Discloser from drop down menu – Originating provider
Fill in the Disclosee from drop down menu – The destination point.
Expiration Date - One year from today
Health Information to Be Disclosed
Purpose of Authorization – Check the appropriate boxes.
Signatures - Check either Party other than client is signing the authorization and
supply the required information or Click the Client Signed box and the signature Date
autopopulates.
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To print Consent form for signing follow the steps below:
1. Choose Document Status Ready for Review
2. Click the Save button
3. The document will save and the document will format to print.
4. Click the Print button The form will then reformat to a printable version.
5. Print out the form and have the Client sign the form.
6. Click on the X in the upper right corner of the form.
7. Click on EDIT button and scroll down to the Document Status and change status
to Closed Complete and SAVE.
Hover over the Home on the left side of the screen , click on Client Workspace, scroll to
the bottom of the page and make sure Consent Form has a STATUS of Closed Complete.
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Service Authorization
Click on Service Management on the left side of the screen from the drop down Menu
select Service Authorization Request.
Select level of Care Requested from drop down menu.
Verify the Begin Date
Type Units Requested
Type Justifications/Comments section.
Submit
Hover over the Home on the left side of the screen, click on Client Workspace, scroll to
the bottom of the page and make sure Service Authorization has Description of
Authorization Status: Submitted and STATUS is Closed Complete. This indicates the
Authorization Request has been transmitted to Valueoptions-NorthSTAR for approval.
Once NorthSTAR has made their decision as to approval or denial the Description will
change to Authorization Status: Approved.
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Admission
Return to the Intake drop down menu and click on Admission.
Admission Information:
Watch Admission Date and Time especially the AM/PM buttons on the time.
Must access Primary Diagnosis by type the first 3 letters of the diagnosis and a drop
down menu will list all diagnosis starting with those 3 letters
Must type in Diagnosis Justification
Click on the Admission Document Status and choose Closed Complete from the drop
down menu.
Click SAVE button
Hover over the Home on the left side of the screen, click on Client Workspace, scroll to
the bottom of the page and make sure Admission has a STATUS of Closed Complete
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SERVICE BEGIN
Click on the Service Begin button in the Service Management drop down menu located
on the left side of the screen.
Designates the specific program being admitted to:
Date and time accuracy are important – should correspond to census and arrival on unit.
Type the first 3 letters of diagnosis and select from the drop down menu the diagnosis.
Type Service Begin and Diagnosis Justification:
Check Service Type
Service Begin Document Status: Closed Complete
Click on Save
Hover over the Home on the left side of the screen, click on Client Workspace, scroll to
the bottom of the page and make sure Service Begin has a STATUS of Closed Complete
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ASSESSMENT
Initial - Each Tab across the top will need to be accessed. Starting with the General Tab
enter all required information, leave the Document Status as Draft and click on the Save
and Continue button and then click on the Education & Employment Tab. Continue to
access each tab until you get to Recommendation and after you enter the required
information on the Recommendation Tab you will Change the Document Status to
Closed complete and Save the entire document.
General
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Education & Employment
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Family & Social
Family and Social continued on next page.
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Legal
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Medical
Medical continued on next page
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Mental Health
Mental Health continued on next page.
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Mental Health continued on next page
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Substance Use
Substance Use continued on next page
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Diagnosis
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Recommendation
Once the Assessment has successfully Saved . Hover over Home and click on the Client
Workspace scroll to the bottom of the screen and see where the Assessment is listed as
Closed Complete. If you click and highlight the Assessment line and click on View the
Assessment Screen appears you will note there is an additional tab Narrative.
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Click on the tab and a complete Narrative has been formulated from the information
entered into the system.
Narrative continued on next page.
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Treatment Plan
Click on Treatment/Service Plan in the Service Planning drop down menu.
Problems will be generated by assessment and may be re-prioritized.
Problems Detail will need to be selected and Goals, Objective and Strategy will need to
be completed on each Problem.
Treatment Team will need to be completed.
Document Status: Closed Complete
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Service Documentation
Service Documentation includes Progress notes, Psychoeducational Notes,
Administrative Notes for individual clients are found in the drop down menu:.
 Individual and Process Groups on “Progress Note”
 Educational/Life Skills Group on “Psychoeducation Note”
Provider Tools tab at the top of the screen gives the ability to input Psychoeducational
Notes for Multi-Clients.
Treatment Plan Review is found in the Service Planning drop down menu .
 To be completed halfway through treatment or at least every 30 days.
 All treatment plan goals must be closed achieved at the time of discharge.
DISCHARGING CLIENT
*If client is transferring to another level of care within facility):
-complete “Service End”
*before doing service end, check to see that correct dates and times
are recorded on admission, financial eligibility, consent, and
service begin
*Detox (if client is leaving facility):
1-complete “Detox Discharge Report” (with client present)
2-complete and close treatment plan, including discharge plan
*objectives required for discharge must be marked “Achieved” or
no longer required for discharge
3-complete “Service End”
*before doing service end, check to see that correct dates and times
are recorded on admission, financial eligibility, consent, and
service begin
4-complete “Discharge”
5-complete “Discharge Summary” (editable document)
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*Residential or Outpatient (if client is leaving facility):
1-complete “Discharge Assessment” (with client present)
2-complete and close treatment plan, including discharge plan
*objectives required for discharge must be marked “Achieved” or
no longer required for discharge
3-complete “Service End”
*before doing service end, check to see that correct dates and times
are recorded on admission, financial eligibility, consent, and
service begin
4-complete “Discharge”
5-complete “Discharge Summary” (editable document)
Additional Notes:
1-An accurate census is critical to documentation in CMBHS.
2-CMBHS is sensitive to dates and times and will default to the time document is being
completed; if admission, service begin or service end dates or times are incorrect it will
result in billing errors and may limit your ability to document services provided; in most
cases you will need to change dates and times from the defaults.
3-Each residential client will be assigned to a bed in the “service begin” function.
4-Each client will be assigned to a clinician.
5-CMBHS allows for one admission and one discharge for the client’s entire treatment
episode at the same facility; changes from one level of care to another is accomplished by
use of the “service begin / end” functions. Whoever treats the client last will complete
the full discharge process.
6- Follow-up reminders are located under the Provider Tools tab by selecting “Admin.
Action Lists.”
7-Communication between interns and QCC’s is vital to keeping the clinical process
rolling, especially in regards to assessments and treatment plans.
CMBHS HELPLINE: 866-806-7806
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