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Office of Mental Health

Definition of Terms

September, 2016

Assimilation of Provider terms in Master Provider Directory

The master provider directory integrates provider information from fiscal and certification/licensing program data systems. Fiscal data systems used the terms ‘agency' and ‘program/site identification number' to refer to the provider of services and the provider's service locations. Certification data systems used a five-level typology. The provider of services is the ‘sponsor.' As a result of mergers and consolidations, in rare instances, a sponsor will operate multiple agencies. Similarly, occasionally an agency will operate multiple facilities. However, typically a sponsor operates only one agency and that agency operates only one facility. Facilities typically operate multiple program units. The fiscal data system refers to these units as “Program/site IDs” or sites.  Confusion in terminology arises because licensed program units may operate a main site and satellite sites in separate geographic locations. In these cases, the CFR program/site ID corresponds to the program unit level, rather than each individual main or satellite location. The chart below may help in understanding the relationship between fiscal and program nomenclature for providers. The ‘X' indicates the presence of the provider level in each data system. Note that program/site identification number is equivalent to the program unit definition in the master provider directory. This difference in terminology is confined to licensed programs, because non-licensed program units are defined to have only one site location.

Provider Nomenclature
Provider level Certification data system Fiscal data system
Sponsor X  
Agency X X
Facility X  
Program unit X X
Program/site ID
Site X  
Term Definition
Agency An agency is the service provider operating the reported program(s). An agency is generally the entity as defined by its consolidated fiscal report statements. The agency code is a 5 digit number (e.g. 12345) assigned by the CFR Interagency Committee (Division of Mental Hygiene and State Education Department).
Caseload The caseload is the average number of persons served in a program per month.
Consolidated Fiscal Report (CFR) The Consolidated Fiscal Report (CFR) is required to be completed by service providers who receive funding from OMH. Service providers who operate programs under the jurisdiction of OMH must file an annual CFR to document the expenses and revenues related to those programs. A single CFR is required from a service provider for each reporting period for which they are required to file. This single CFR includes all expenses and revenues of the service provider.

The Consolidated Fiscal Reporting System (CFRS) is a standardized reporting method accepted by OMH, consisting of schedules which, in different combinations, capture financial information for budgets, quarterly claims, an annual cost report, and a final claim. The instructions in this manual specify that a standard set of rules be followed in order to provide consistent data for comparison purposes. Software is available to assist in the preparation of the CFR.

CFR program/site identification number For certified programs, the CFR program/site identification number is the first seven digits of the operating certificate number.

For non–certified programs, the CFR program/site identification number is the facility code followed by the program unit code. An agency may obtain a permanent code for a program unit by using the MHPD to add a program unit. If time does not permit using the MHPD to obtain a permanent program unit code, a temporary code may be obtained from the OMH CFR unit in preparation for CFR reporting.  Generally, the temporary code is constructed from the first 4 digits of the agency code and the last 3 digits of the program type code.

Please see: Site and site code.

Facility A facility is the service provider operating the reported program(s). Facility code is the four digit code assigned to the facility; e.g., “0043.”
Operating Certificate Number Operating certificate number is a nine-character code that is printed on the Operating Certificate for a licensed provider. For all non-State programs, the first four digits correspond to the provider's facility code. The next three digits correspond to the provider's program unit code. (For some State-run programs, the first two digits correspond to the provider's facility code, but digits 5-7 still correspond to the provider's program unit code.) The final two characters indicate whether the licensed site is the main site for the program or a satellite site. Main sites are indicated with an “A.” Other sites have a different letter. Satellite sites with more than 26 sites have two letters, starting with “AA.”
OMH Master Provider Directory The OMH Master Provider Directory is a centralized repository of all public mental health system (PMHS) programs. This Directory feeds other OMH data systems, for example, the Child and Adult Integrated Reporting System, Patient Characteristics Survey, Incident Management Reporting System, and financial data systems such as the Aid to Localities Financial System.
Mental Health Provider Data Exchange (MHPD) The Mental Health Provider Data exchange (MHPD) is a web–based application designed to support an accurate and timely master provider directory of the New York State public mental health system. The MHPD enables local mental health authorities and providers to use the ease of the Internet to verify or request changes to program information they are required to submit to OMH.
Population Served The age delineation for population served has not been strictly defined. Generally, “children” covers ages through 12, “adolescent” includes ages 13 through 17, and adult includes ages 18 and older.
Program County Program County is the primary county served by the program.  For example, if a program office is in Westchester but the program primarily serves the Bronx, the program county is the Bronx.  When programs have multiple sites, the program county is the primary county served by the main site.
Program type code Program type code is the four (4) digit code defined by the program unit's certification and/or funding.  Program type codes are defined in Appendix F in the Consolidated Budget and Claiming Manual.
Program Unit A program is a discrete business unit providing a specified set of services to an identified target population in one or more sites. Its services are specified by its program type. In general, mental health programs provide direct or indirect services, but a few programs provide only administrative services such as system coordination or fiscal management. A program unit code is the three digit code that is assigned to the program unit.

A discrete unit is typically an organizational unit having a cohesive staff structure and reporting to one supervisor. In rare situations, the 'organizational unit' for the program may be the combined staffing resources funded by a common program type code, though staff persons may be scattered across a number of locations within a county. A crisis intervention program unit may fit this model, for example.

Identified target populations are “children/youth,” “adults” or “both” age groups. Single-Point of Access (SPOA) and case management programs (ICM, SCM, BCM) can either serve children/youth or adults, but not both. Separate program units are established to serve each population.

Public Mental Health System (NYS) A system of services and procedures intended to provide or coordinate preventative, diagnostic, treatment, support and/or rehabilitation services in a variety of community and institutional settings to help people achieve, maintain and enhance a state of emotional well–being, personal empowerment and the skills to cope with everyday demands without excessive stress. The NYS Public Mental Health System (PMHS) includes programs that are operated, licensed or funded by the State or local mental health authority. Excluded from this definition of the PMHS are private practitioners and other publicly–funded mental health services which the State Office of Mental Health does not fund, oversee or control.
Service Capacity Service capacity is the approved number of persons who can be served at a program's site at a point in time. Capacity may be limited by license, contract or program model.
Site A site is a distinct physical location where a program unit provides services. Licensed program units may operate a main site and one or more satellites, but typically unlicensed programs are defined to have one physical location. Distinct physical location may depend on whether the program type or model is one where staff persons primarily provide services at the unit location or staff persons primarily leave the program office to provide services “in the field.” In the latter case, if services are provided in two different counties, the agency must define a program unit for each county. For example, an agency funded to provide intensive case management for adults in counties A and B would operate two program units: program 1 serves adults in County A and program 2 serves adults in County B. This provision promotes fiscal accountability by the counties. Generally, for a non-licensed program type, one program type per county is sufficient, although there can be exceptions. For example, if an agency operates the same program type in two towns in the same county, the sites may be considered to be different program units.
Site Code Sites are indicated with a four digit code. Previously, site was indicated by appending only two characters to the program unit code (see also, Operating Certificate Number). This produced a five–character program–site code that was used for LS2 reporting. NYC DOHMH continues to require LS2 reports and identifies providers with this five digit code, but the State OMH does not. This five–digit code is not collected in MHPD.
Site County Site County is the primary county served by the site. For example, if a program site serves mostly Westchester, but also serves the Bronx, the site county is Westchester.
Sponsor A sponsor is the legal entity (e.g., incorporated body) operating the reported programs.

Comments or questions about the information on this page can be directed to the Surveillance & Surveys Unit.