Conditional Requirements

When specialized schemas and fields are required

Overview

Many fields and entire schemas are only required under certain conditions. This page documents when conditional data elements become mandatory.

Conditional Schemas

When to Submit Each Schema

Schema	Condition	Required?
CLIENT (CLI)	Always	Required
ADMISSION (ADM)	Always for new treatment episode	Required
DISCHARGE (DIS)	When treatment episode ends	Required
DIAGNOSIS (DXA)	At admission	Required
DIAGNOSIS (DXD)	At discharge	Required
SUBSTANCE USE (SIA)	At admission	Required for SUD treatment
SUBSTANCE USE (SID)	At discharge	Required for SUD treatment
ACT	Enrolled in ACT program	Conditional
ASCENT (ASA/ASQ/ASD)	Youth residential treatment	Conditional
SC BABY (BAB)	Special Connections + birth	Conditional
SC PREGNANCY RISK (PRS)	Special Connections program	Conditional

ACT Schema Conditions

Submit ACT records for each reporting period for all clients enrolled in Assertive Community Treatment programs.

Condition	Requirement
ACT_ENROLLMENT = 1 on Admission	ACT schema required
Each reporting period during enrollment	One ACT record per period
Client discharged from ACT	Final ACT record with discharge date and outcome

ASCENT Schema Conditions

Condition	Requirement
ASCENT_ENROLLMENT = 1 on Admission	ASCENT admission (ASA) required
Every 90 days during enrollment	Quarterly assessment (ASQ) required
Youth discharged from program	ASCENT discharge (ASD) required

Special Connections Schema Conditions

Condition	Requirement
Client enrolled in Special Connections	SC PREGNANCY RISK (PRS) required
Pregnant at any point during enrollment	PRS assessments throughout
Client gives birth during enrollment	SC BABY (BAB) required per baby
Multiple birth (twins, etc.)	One BAB record per baby

Conditional Field Requirements

CLIENT Schema

Condition	Required Fields
Existing client with BHA-supplied Verato ID	VERATO_IDENTIFIER
CHILD_WELFARE_INVOLVEMENT = 1	TRAILS_IDENTIFIER
COUNTY_RESIDENCE not 77 (Out of State) or 99 (Unknown)	ZIPCODE_RESIDENCE
Any part of admission treatment is Medicaid-funded	RAE_REGION

ADMISSION Schema

Condition	Required Fields
LEGAL_STATUS in (04, 05, 06, 09)	INVOLUNTARY_REASON
Disability includes Deaf/Hearing Loss (07) or Blind/Vision Loss (09), or HOUSEHOLD_LANGUAGE > 1 (not English)	COMMUNICATION_ACCOMMODATIONS

DISCHARGE Schema

Condition	Required Fields
DISCHARGE_STATUS = 03 (Treatment Not Completed At This Facility)	END_OF_TREATMENT_REASON

SUBSTANCE USE Schema

Condition	Required Fields
PRIMARY_SUBSTANCE_USE ≠ 00 (None)	PRIMARY_LAST_USED_30_DAYS
RECORD_TYPE = SIA and PRIMARY_SUBSTANCE_USE ≠ 00	PRIMARY_ROUTE_OF_USE, PRIMARY_START_AGE
SECONDARY_SUBSTANCE_USE ≠ 00 (None)	SECONDARY_LAST_USED_30_DAYS
RECORD_TYPE = SIA and SECONDARY_SUBSTANCE_USE ≠ 00	SECONDARY_ROUTE_OF_USE, SECONDARY_START_AGE
TERTIARY_SUBSTANCE_USE ≠ 00 (None)	TERTIARY_LAST_USED_30_DAYS
RECORD_TYPE = SIA and TERTIARY_SUBSTANCE_USE ≠ 00	TERTIARY_ROUTE_OF_USE, TERTIARY_START_AGE

ACT Schema

Condition	Required Fields
ACT_DISCHARGE_DATE is not null	ACT_DISCHARGE_OUTCOME
ACT_DISCHARGE_DATE is null	ACT_DISCHARGE_OUTCOME must be null

ASCENT Schema

Condition	Required Fields
RECORD_TYPE = ASA	REFERRAL_SOURCE, PRIOR_SUICIDE_ATTEMPTS
RECORD_TYPE = ASD	DISCHARGE_DATE, DISCHARGE_OUTCOME
RECORD_TYPE = ASA or ASQ	DISCHARGE_DATE and DISCHARGE_OUTCOME must be blank

SC BABY Schema

Condition	Required Fields
LIVE_BIRTH = 1	DOB, WEIGHT_LBS, WEIGHT_OZ, LAST_NAME, FIRST_NAME, SEX_AT_BIRTH

SC PREGNANCY RISK Schema

Condition	Required Fields
CHILDREN_LIVING_WITH_CLIENT = 1	CHILDREN_AGES_LIVING_WITH_CLIENT

Validation Logic

Conditional requirements are evaluated using this logic:

IF condition_field = trigger_value THEN
  required_field MUST NOT be empty

Example:

IF CHILD_WELFARE_INVOLVEMENT = '1' THEN
  TRAILS_IDENTIFIER MUST NOT be empty

Best Practices

Check Conditions First

Before submitting, verify which conditional fields apply to your records

Use Templates

Templates include all fields - conditionally required fields clearly marked

Validate Before Submit

Run validation to catch missing conditional fields

Document Decisions

When a conditional field doesn’t apply, leave it empty (don’t use placeholders)