Conditional Logic

How enrollment flags and demographics determine which records and fields are required

CoBHRM uses enrollment flags and demographic data on the Admission and Client records to determine which child records and fields are required. This page documents every conditional trigger in the model.

Survey Trigger Rules

The Admission record contains enrollment flag fields. When set to 1 (true), they trigger the requirement for additional survey records.

Flag Field	When Set to 1	Required Record
SPECIAL_CONNECTIONS_ENROLLMENT	Pregnant or postpartum and enrolled in Special Connections	Pregnancy Risk Screening (PRS)
ACT_ENROLLMENT	Client is in Assertive Community Treatment	ACT Survey (ACT)
ASCENT_ENROLLMENT	Client is in First Episode Psychosis program	Ascent Survey (ASA/ASQ/ASD)

Baby Data (BAB) is required when a birth occurs during a Special Connections enrollment. There is no separate flag — it is submitted per birth event.

Records Required for All Admissions

Regardless of enrollment flags, every admission requires:

Record	When	Description
Diagnosis at Admission (DXA)	At admission	At least one MH diagnosis and/or one SUD diagnosis
Diagnosis at Discharge (DXD)	At discharge	Same structure, reflecting status at discharge
Discharge (DIS)	At episode end	Treatment episode closure. Providers do not need to wait for discharge before submitting other CoBHRM records

Records Required for SUD and Co-Occurring Admissions

The following are required only when the Service Identifier indicates a Substance Use or co-occurring admission. They are not allowed for mental health-only records.

Record	When	Description
SUD Survey at Admission (SIA)	At admission	Substance use details
SUD Survey at Discharge (SID)	At discharge	Updated substance use details

Primary, secondary, and tertiary substance types at discharge must match those at admission. If they differ, the admission SUD Survey record must be updated before proceeding with discharge.

Special Connections Decision Tree

The Special Connections program enrollment follows a specific decision tree based on demographic data.

1. Check Sex at Birth

   Is SEX_AT_BIRTH = Female (01)?

   • No: Set PREGNANCY_STATUS = 0, WITHIN_1_YEAR_POSTPARTUM_STATUS = 0, SPECIAL_CONNECTIONS_ENROLLMENT = 0. No further checks needed.
   • Yes: Continue to next step.
2. Check Age Range

   For PREGNANCY_STATUS: Is the client between 12 and 55 years old (based on DOB)? For WITHIN_1_YEAR_POSTPARTUM_STATUS: Is the client 12 or older (no upper age limit)?

   • No to both: Set PREGNANCY_STATUS = 0, WITHIN_1_YEAR_POSTPARTUM_STATUS = 0, SPECIAL_CONNECTIONS_ENROLLMENT = 0. No further checks needed.
   • Yes: Continue to next step.
3. Determine Pregnancy or Postpartum Status

   Is the client currently pregnant?

   • Yes: Set PREGNANCY_STATUS = 1. Proceed to SC enrollment check.
   • No: Is the client within 1 year postpartum? If yes, set WITHIN_1_YEAR_POSTPARTUM_STATUS = 1. Proceed to SC enrollment check. If no, set both to 0.
4. Set Special Connections Enrollment

   If PREGNANCY_STATUS = 1 or WITHIN_1_YEAR_POSTPARTUM_STATUS = 1, the client must be enrolled in Special Connections:

   • Set SPECIAL_CONNECTIONS_ENROLLMENT = 1
   • Pregnancy Risk Screening (PRS) record is required

Conditional Fields by Record Type

Client Record

Field	Condition	Rule
VERATO_IDENTIFIER	Existing client with BHA-supplied ID	Required for existing clients; blank for new clients
ZIPCODE_RESIDENCE	County is not 77 or 99	Required if county is a Colorado county
TRAILS_IDENTIFIER	CHILD_WELFARE_INVOLVEMENT = 1	Required if child welfare is involved
RAE_REGION	Any part of treatment paid by Medicaid	Required

Admission Record

Field	Condition	Rule
INVOLUNTARY_REASON	Legal Status in (04, 05, 06, 07, 09)	Required for involuntary commitment types
COMMUNICATION_ACCOMMODATIONS	Disability includes Deaf/Hearing Loss or Blind/Vision Loss, or Household Language is not English	Required if client cannot speak English, is deaf, or is blind

Discharge Record

Field	Condition	Rule
END_OF_TREATMENT_REASON	DISCHARGE_STATUS = 03 (Treatment Not Completed At This Facility)	Required if treatment not completed at this facility

SUD Survey

Field	Condition	Rule
ASAM_LEVEL_OF_CARE	Non-DUI SUD service	Required
PRIMARY_LAST_USED_30_DAYS	Primary Substance is not 00 (None)	Required
PRIMARY_ROUTE_OF_USE	Primary Substance is not 00 and Record Type = SIA	Required at admission only
PRIMARY_START_AGE	Primary Substance is not 00 and Record Type = SIA	Required at admission only

The same conditional pattern applies to Secondary and Tertiary substance fields. If a substance is reported (not 00), the number of days used in the last 30 days is required at both admission and discharge, and the associated route of use and start age fields are required at admission.

Ascent Survey

Field	Condition	Rule
REFERRAL_SOURCE	Record Type = ASA (admission)	Required at admission only
PRIOR_SUICIDE_ATTEMPTS	Record Type = ASA	Required at admission only
DISCHARGE_DATE	Record Type = ASD (discharge)	Required at discharge only
DISCHARGE_OUTCOME	Record Type = ASD	Required at discharge only

ACT Survey

Field	Condition	Rule
ACT_DISCHARGE_OUTCOME	ACT_DISCHARGE_DATE is not null	Required when discharge date is present

Pregnancy Risk Screening

Field	Condition	Rule
CHILDREN_AGES_LIVING_WITH_CLIENT	CHILDREN_LIVING_WITH_CLIENT = 1	Required if children live at home

Baby Data

Field	Condition	Rule
DOB, WEIGHT_LBS, WEIGHT_OZ, LAST_NAME, FIRST_NAME, SEX_AT_BIRTH	LIVE_BIRTH = 1	All required if live birth

Cross-Record Validation Rules

In addition to field-level conditions, CoBHRM enforces rules that span multiple record types.

Identifier Linking

• Every Admission must reference a valid BHASO_CLIENT_IDENTIFIER that exists in the Client table
• Every child record must reference a valid BHASO_ADMISSION_IDENTIFIER that exists in the Admission table

Diagnosis Pairing

• Every completed admission requires both a DXA (admission) and DXD (discharge) diagnosis record
• Both reference the same BHASO_ADMISSION_IDENTIFIER

SUD Survey Pairing

• Every SUD or co-occurring admission requires both an SIA (admission) and SID (discharge) substance use record
• SIA/SID are not allowed for mental health-only admissions
• Both reference the same BHASO_ADMISSION_IDENTIFIER

Pregnancy / Postpartum Logic Chain

This logic chain spans Client, Admission, Pregnancy Risk Screening, and Baby Data:

1. Client: Sex at Birth

   SEX_AT_BIRTH on the Client record determines eligibility

2. Admission: Pregnancy Status

   If Female (01) and age 12-55, PREGNANCY_STATUS is collected on the Admission

3. Admission: Postpartum Status

   If not pregnant, WITHIN_1_YEAR_POSTPARTUM_STATUS may be collected

4. Admission: SC Enrollment

   If pregnant or postpartum, SPECIAL_CONNECTIONS_ENROLLMENT should be 1

5. PRS Record Required

   If SC enrolled, a Pregnancy Risk Screening (PRS) record is required

6. Baby Data on Birth

   If a birth occurs during SC enrollment, a Baby Data (BAB) record is required

Legal Status / Service Identifier Cross-Validation

Pending update: Both the Legal Status codes and Service Identifier codes have been renumbered. The matrix below references the previous numbering and is expected to be replaced before April 1, 2026 once the new mapping is finalized.

At Discharge, the Legal Status must be compatible with the Admission’s Service Identifier:

Legal Status	Allowed Service Identifiers	Service Category
13 (Emergency Commitment)	01, 02, 12	Withdrawal Management
08 (Involuntary Alcohol/Drug Commitment)	03-11	SUD Services
02-07, 09-12	17-22	Mental Health Services
01 (Voluntary)	Any	No restriction

See Cross-Tab Dependencies for the full referential integrity rules.