OMH PCS 2022

OMH Patient Characteristic Survey (PCS) 2022

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Summary

The Office of Mental Health (NY) Patient Characteristic Survey (PCS) is distributed every 2 years, typically the last week in October. The survey is a snapshot across NY of all OMH agencies and their population served and services provided. The PCS form is made available in the form manager for inclusion in a chart.

The OMH PCS Form

Start by adding the 2019 PCS form to your chart structure.

Complete all required fields.

Once completed and signed, click the Queue button.

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Field Population

The OMH PCS form prepopulates some fields from other areas of eCR. The following lists the fields that prepopulate and the area of eCR this information pulls from.

PCS File Diagnosis Crosswalk

OMH utilizes a code identifier for each diagnosis. In advance of the PCS submission, set up the diagnosis crosswalk that is applicable to your organization. To locate the codes, navigate to the OMH PCS guidance located on the OMH PCS website.

To set up the diagnosis crosswalk:

1. Go to Day to Day > Submission Center.
2. Select the OMH PCS Patient Characteristics Survey in the File Format drop-down menu.
3. Select Diagnosis Crosswalk.
4. Enter the code supplied by OMH to the corresponding diagnosis.
5. Click Save.
   
   
    

OMH - Electronic Upload

An electronic report of PCS data can be uploaded to OMH. 

• The upload feature exists within the OMH PCS Web Application. Users must be granted access to use the OMH PCS Web application by OMH PCS. Contact your OMH PCS representative in advance of the OMH PCS survey time period to set up your OMH portal access. For more information regarding the OMH requirements on PCS electronic submission, you can visit the OMH PCS website.

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Create A PCS File For Submission to OMH

A patient will show in the PCS File Submission Queue if a progress note has been written with a DOS within the PCS date range.

1. Go to Day to Day 🡪 Submission Center.
   
   
    
2. Select the OMH PCS Patient Characteristics Survey in the File Format drop-down menu.
   
   
    
3. A list of patients will display if the PCS File has been completed.

• The Column headers will display as Program Name, Chart Number, Unit code, Site Code, Patient Name and DOB.

• Check the box in the Select column of the patients you want to report to OMH or to select all, check the box for Select All in the bottom left corner.
• Click the Process button to send the file to the File Transfer Portal.

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File Transfer Portal

To prepare the PCS file for transfer to OMH:

1. Navigate to the File Transfer Folder Portal: Day to Day > File Transfer Portal.
   
   
    
2. Enter a Start Date and End Date.
3. Expand the Reports section by clicking on the + icon.
   
   
    
4. Scroll down to PCS Submission, expand the section by clicking on the + icon.
   
   
    
5. Place a checkmark next to the files to be transferred.
6. Click on Select Destination Folder to select the folder on your desktop or server to save the files to.
7. Select Transfer Files. The files will save to your destination folder.
   
   
    

OMH PCS Form Reports

1. Go to Reporting 🡪 Reports.
   
   
    
2. Search for OMH PCS.
   
   
    

The File Generation Summary will show the current status of completion of the PCS forms across an agency.

1. Select the Start Date and Program.
2. Click View Report.
    

The OMH PCS Export Summary provides a data report on every reportable field in the PCS. This report can be saved as an Excel or .csv file.  Users can coordinate with OMH on the importing of the PCS file.

1. Enter a Start Date.
2. Click View Report.
3. To Save as excel or .csv, select the save icon and select the file type.
4. The Download window will open.
5. In the Save drop-down menu, select Save as.
6. Name and save the file to a location on your computer.

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