> ## Documentation Index
> Fetch the complete documentation index at: https://coloradobehavioralhealthadministration.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.
# Record Identifiers
> Understanding the identifier systems that link CoBHRM records together
CoBHRM uses several identifier systems to link records together and connect to external systems. Understanding these identifiers is critical for correct data submission.
## Primary Identifiers
These fields form the backbone of record linking in CoBHRM.
### BHASO\_CLIENT\_IDENTIFIER
| Property | Value |
| - | - |
| **Format** | `x(-)` -- unlimited length string |
| **Present on** | Client, Admission |
| **Required** | Yes |
The unique client ID created and issued by the BHASO system (Unity). This is the primary key that links a Client record to all of their Admissions.
### BHASO\_ADMISSION\_IDENTIFIER
| Property | Value |
| - | - |
| **Format** | `x(-)` -- unlimited length string |
| **Present on** | Admission, Diagnosis, SUD Survey, ACT Survey, Ascent Survey, Pregnancy Risk Screening, Baby Data, Discharge |
| **Required** | Yes |
The unique admission/episode ID in the BHASO system. All child records reference this field to link back to their parent Admission.
### BHASO\_BABY\_IDENTIFIER
| Property | Value |
| - | - |
| **Format** | `x(-)` -- unlimited length string |
| **Present on** | Baby Data |
| **Required** | Yes |
The unique baby ID in the BHASO system. The primary purpose of this field is to distinguish between multiple births linked to the same admission in the case of twins, triplets, etc.
## Versioning Field
### EFFECTIVE\_DATE
| Property | Value |
| - | - |
| **Format** | `YYYY-MM-DD` |
| **Present on** | All record types |
| **Required** | Yes |
Establishes the point-in-time validity of the record. `EFFECTIVE_DATE` is **not** a primary key used for linking records — it is a versioning mechanism that determines the "most recent" record. See [Transaction Types](https://coloradobehavioralhealthadministration.mintlify.site/getting-started/transaction-types.md) for how Add, Update, and Replace interact with this logic.
> [!NOTE]
>
> The BHA Lakehouse is insert-only (SCD Type 2). The "current" record is always the one with the most recent `EFFECTIVE_DATE` for a given identifier.
## State and External Identifiers
These identifiers connect CoBHRM records to external state systems.
### STATE\_IDENTIFIER (Colorado PEAK / Medicaid ID)
| Property | Value |
| - | - |
| **Format** | `x(7)` -- pattern `X999999` |
| **Present on** | Client |
| **Required** | Yes |
This is also the client's Medicaid ID / Universal ID.
### VERATO\_IDENTIFIER
| Property | Value |
| - | - |
| **Format** | `x(-)` -- unlimited length string |
| **Present on** | Client |
| **Required** | Conditional -- can be blank for new clients |
BHA sends back the Verato ID after running the client through identity resolution. For existing clients, use the Verato ID supplied by BHA. If a Verato ID exists, BHA returns it with validation.
### TRAILS\_IDENTIFIER
| Property | Value |
| - | - |
| **Format** | `9(10)` -- 10-digit numeric string |
| **Present on** | Client |
| **Required** | Conditional -- required if `CHILD_WELFARE_INVOLVEMENT = 1` |
## Legacy Identifiers (Data Conversion)
These fields exist solely for transitioning from CCAR/DACODS to CoBHRM. They are not required for new records.
> **BHA\_IDENTIFIER**
>
> * **Format:** `x(41)`
> * **Present on:** Client
> * **Required:** Conditional -- required for Data Conversion from BHA to Signal and return from Signal
> **LEGACY\_ADMISSION\_IDENTIFIER**
>
> * **Format:** `x(10)`
> * **Present on:** Admission
> * **Required:** No -- used for data conversion to help providers work with open and active admissions post-FY26
## System-Generated Fields
Every record type includes these system-generated audit fields. You do not need to populate these when submitting via CSV -- they are auto-populated by the system.
| Field | Format | Description |
| - | - | - |
| `CREATED_DATE` | `YYYY-MM-DD HH24:MI:SS.FF` | Timestamp when the record was first created |
| `CREATED_BY` | `x(100)` | User or system that created the record |
| `LAST_UPDATED_DATE` | `YYYY-MM-DD HH24:MI:SS.FF` | Timestamp of last modification. If `TRANSACTION_TYPE = A`, equals `CREATED_DATE` |
## How Identifiers Link Together
The diagram below shows how identifiers connect the record hierarchy.
```mermaid theme={null}
graph TD
CLI["CLIENT
BHASO_CLIENT_IDENTIFIER"]
ADM["ADMISSION
BHASO_ADMISSION_IDENTIFIER"]
DXA["Diagnosis (DXA, DXD)"]
SUD["SUD Survey (SIA, SID)"]
ACT["ACT Survey"]
ASC["Ascent Survey (ASA, ASQ, ASD)"]
PRS["Pregnancy Risk Screening"]
BAB["Baby Data"]
DIS["Discharge"]
CLI -->|"BHASO_CLIENT_IDENTIFIER"| ADM
ADM -->|"BHASO_ADMISSION_IDENTIFIER"| DXA
ADM -->|"BHASO_ADMISSION_IDENTIFIER"| SUD
ADM -->|"BHASO_ADMISSION_IDENTIFIER"| ACT
ADM -->|"BHASO_ADMISSION_IDENTIFIER"| ASC
ADM -->|"BHASO_ADMISSION_IDENTIFIER"| PRS
ADM -->|"BHASO_ADMISSION_IDENTIFIER"| BAB
ADM -->|"BHASO_ADMISSION_IDENTIFIER"| DIS
```
> [!NOTE]
>
> A single client can have multiple concurrent admissions, each for a different service type. Each admission and all its child records are linked by the `BHASO_ADMISSION_IDENTIFIER`.
## Identifier Quick Reference
| Identifier | Scope | Assigned By | Links |
| - | - | - | - |
| `BHASO_CLIENT_IDENTIFIER` | All client records | BHASO (Unity) | Client to Admissions |
| `BHASO_ADMISSION_IDENTIFIER` | All admission child records | BHASO (Unity) | Admission to child records |
| `BHASO_BABY_IDENTIFIER` | All baby data records | BHASO (Unity) | Identifies unique babies |
| `EFFECTIVE_DATE` | All records | Provider | Determines "most recent" version |
| `STATE_IDENTIFIER` | Client | Colorado PEAK | External system linkage |
| `VERATO_IDENTIFIER` | Client | BHA (identity resolution) | Cross-provider deduplication |
| `TRAILS_IDENTIFIER` | Client | TRAILS system | Child welfare linkage |
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