ADM - Admission

Treatment episode admission records

Record Type: ADM | Version: CoBHRM 2026-Q3 | Parent: CLIENT | Children: DISCHARGE, DIAGNOSIS, SUBSTANCE USE, ACT, ASCENT, SC_BABY, SC_PREGNANCY_RISK

Overview

The ADMISSION schema captures information about the start of a treatment episode. Each admission creates a unique BHASO_ADMISSION_IDENTIFIER that links all related clinical records (diagnoses, substance use, discharge, etc.).

Transaction Types: All record types support Add (A), Update (U), and Replace (R) transactions. See Transaction Types for details.

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1. Schema Reference

Identifier Fields

BHA Column Name	Field Name	Format	Required	Valid Values	Notes
RECORD_TYPE	Record Type	x(3)	Y	ADM	Must be exact, case-sensitive
TRANSACTION_TYPE	Transaction Type	x(1)	Y	A, U, R	See Transaction Types
BHASO_CLIENT_IDENTIFIER	Client Identifier	x(-)	Y	Alphanumeric	Must exist in CLIENT
BHASO_ADMISSION_IDENTIFIER	Admission Identifier	x(-)	Y	Alphanumeric	Unique per treatment episode. All child records reference this
EFFECTIVE_DATE	Effective Date	date	Y	YYYY-MM-DD	Determines most recent record
LEGACY_ADMISSION_IDENTIFIER	Admission Identifier	x(10)	N	Alphanumeric	Data conversion field for legacy admissions
LOCATION_NPI	Location NPI	9(10)	Y	10-digit NPI	Location NPI for specific LADDERS BHE License

Data Fields

BHA Column Name	Field Name	Format	Required	Valid Values	Notes
ADMISSION_DATE	Admission Date	date	Y	YYYY-MM-DD
SERVICE_IDENTIFIER	Service Identifier	9(2)	Y	See Service Identifiers	Determines service type for the admission
FIRST_CONTACT_DATE	Date of First Contact	date	Y	YYYY-MM-DD	Must be on or before Admission Date
FIRST_APPOINTMENT_OFFERED_DATE	Date of First Appointment Offered	date	Y	YYYY-MM-DD	Must be on or before Admission Date and on or after First Contact Date
MEDICATION_ASSISTED_OPIOID_THERAPY	Medication Assisted Opioid Therapy	bit	Y	1 / 0	Reported to legislature (TEDS MDS19)
REFERRAL_SOURCE	Referral Source	9(2)	Y	See Referral Sources
ARRESTS_PAST_30_DAYS	Arrests in Past 30 Days	9(2)	Y	0-30	Sum of all arrests in last 30 days
EMPLOYMENT_STATUS	Employment Status	9(2)	Y	See Employment Status
MARITAL_STATUS	Marital Status	9(2)	Y	See Marital Status
LIVING_SITUATION	Living Situation	9(2)	Y	See Living Situation
MONTHLY_INCOME	Monthly Income	9(4)	N	0-9999	Represents monthly income in dollars
PRIMARY_INCOME_SOURCE	Primary Source of Income	9(2)	Y	See Income Source	For clients under 18, report parent/guardian income
PREGNANCY_STATUS	Pregnancy Status	bit	Y	1 / 0	Set to 0 if male or age under 12. If female and age 12-55, required as 1 or 0
WITHIN_1_YEAR_POSTPARTUM_STATUS	Within 1 Year Postpartum	bit	Y	1 / 0	Only applicable if female and not pregnant
SPECIAL_CONNECTIONS_ENROLLMENT	Enrollment in Special Connections	bit	Y	1 / 0	Must be 1 if pregnant or postpartum and enrolled; triggers Pregnancy Risk Screening
ACT_ENROLLMENT	Enrollment in ACT	bit	Y	1 / 0	If 1, ACT record is required
ASCENT_ENROLLMENT	Enrollment in Ascent (FEP)	bit	Y	1 / 0	If 1, Ascent record is required
NUMBER_DEPENDENT_CHILDREN	Number of Dependent Children	9(2)	Y	0-99	Children under 18 living with client
SELF_HELP_ATTENDANCE	Self Help / Peer Support Attendance	9(2)	Y	0-30	Last 30 days at admission
TOTAL_SUBSTANCE_USE_PRIOR_TREATMENT	Substance Use Prior Treatment	9(2)	Y	0-99	Total lifetime SUD admissions
PSYCHIATRIC_HOSPITAL_ADMISSION	Psychiatric Hospital Admission	9(2)	N	0-30	Last 30 days
LEGAL_STATUS	Legal Status	9(2)	Y	See Legal Status	Statutory commitment at admission
INVOLUNTARY_REASON	Involuntary Reason	9(2)	Conditional	See Involuntary Reason	Required if Legal Status = 04, 05, 06, 07, or 09
CRIMINAL_JUSTICE_INVOLVEMENT	Criminal Justice Involvement	bit	N	1 / 0
EDUCATION_LEVEL	Education Level	x(2)	Y	See Education Level	Highest school grade completed
SCHOOL_ATTENDANCE	School Attendance Status	9(2)	Y	See School Attendance Status	In the previous 3 months
PSYCHIATRIC_ER_VISIT_6_MONTHS	Psychiatric ER Visits (6 months)	0-99	Y	0-98, 99 = Unknown	Last 6 months
COMMUNICATION_ACCOMMODATIONS	Communication Accommodations	bit	Conditional	1 / 0	Required if Disability Codes include Deaf/Hearing Loss or Blind/Vision Loss, or if Household Language is not English

Pregnancy flag logic:

• If Sex at Birth = Male: set all pregnancy/postpartum flags to 0
• If Sex at Birth = Female and age 12-55: PREGNANCY_STATUS is required as 1 or 0
• If PREGNANCY_STATUS = 0 and female: WITHIN_1_YEAR_POSTPARTUM_STATUS can be 1 or 0
• SC enrollment requires pregnancy or postpartum status to be 1
• If SC enrollment = 1 and (pregnant or postpartum), Pregnancy Risk Screening record is required

System Metadata Fields

These fields are required in every submission and track record creation and modification:

BHA Column Name	Field Name	Format	Required	Notes
CREATED_DATE	Created Date	yyyy-mm-dd HH24:MI:SS.FF	Y	Date/time record was created
CREATED_BY	Created By	x(100)	Y	User/system that created the record
LAST_UPDATED_DATE	Last Updated Date	yyyy-mm-dd HH24:MI:SS.FF	Y	If TRANSACTION_TYPE = A, must equal CREATED_DATE

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2. Examples

Minimal Valid Example

Adult male client admitted to SUD Traditional Outpatient. All required fields populated with no optional fields.

RECORD_TYPE|TRANSACTION_TYPE|BHASO_CLIENT_IDENTIFIER|BHASO_ADMISSION_IDENTIFIER|EFFECTIVE_DATE|LEGACY_ADMISSION_IDENTIFIER|LOCATION_NPI|ADMISSION_DATE|SERVICE_IDENTIFIER|FIRST_CONTACT_DATE|FIRST_APPOINTMENT_OFFERED_DATE|MEDICATION_ASSISTED_OPIOID_THERAPY|REFERRAL_SOURCE|ARRESTS_PAST_30_DAYS|EMPLOYMENT_STATUS|MARITAL_STATUS|LIVING_SITUATION|MONTHLY_INCOME|PRIMARY_INCOME_SOURCE|EDUCATION_LEVEL|SCHOOL_ATTENDANCE|TOTAL_SUBSTANCE_USE_PRIOR_TREATMENT|SELF_HELP_ATTENDANCE|PSYCHIATRIC_HOSPITAL_ADMISSION|PSYCHIATRIC_ER_VISIT_6_MONTHS|NUMBER_DEPENDENT_CHILDREN|LEGAL_STATUS|INVOLUNTARY_REASON|CRIMINAL_JUSTICE_INVOLVEMENT|PREGNANCY_STATUS|WITHIN_1_YEAR_POSTPARTUM_STATUS|SPECIAL_CONNECTIONS_ENROLLMENT|ACT_ENROLLMENT|ASCENT_ENROLLMENT|COMMUNICATION_ACCOMMODATIONS|CREATED_DATE|CREATED_BY|LAST_UPDATED_DATE
ADM|A|CLT-000001|ADM-000001|2024-01-15||1234567890|2024-01-15|07|2024-01-10|2024-01-12|0|01|0|01|01|15||01|12|01|0|0||0|0|01|||0|0|0|0|0||2024-01-15 10:00:00|system|2024-01-15 10:00:00

Complete Example

Female client (age 28, pregnant) admitted to Mental Health Outpatient with Special Connections enrollment. Includes all optional fields and conditional fields triggered by pregnancy.

RECORD_TYPE|TRANSACTION_TYPE|BHASO_CLIENT_IDENTIFIER|BHASO_ADMISSION_IDENTIFIER|EFFECTIVE_DATE|LEGACY_ADMISSION_IDENTIFIER|LOCATION_NPI|ADMISSION_DATE|SERVICE_IDENTIFIER|FIRST_CONTACT_DATE|FIRST_APPOINTMENT_OFFERED_DATE|MEDICATION_ASSISTED_OPIOID_THERAPY|REFERRAL_SOURCE|ARRESTS_PAST_30_DAYS|EMPLOYMENT_STATUS|MARITAL_STATUS|LIVING_SITUATION|MONTHLY_INCOME|PRIMARY_INCOME_SOURCE|EDUCATION_LEVEL|SCHOOL_ATTENDANCE|TOTAL_SUBSTANCE_USE_PRIOR_TREATMENT|SELF_HELP_ATTENDANCE|PSYCHIATRIC_HOSPITAL_ADMISSION|PSYCHIATRIC_ER_VISIT_6_MONTHS|NUMBER_DEPENDENT_CHILDREN|LEGAL_STATUS|INVOLUNTARY_REASON|CRIMINAL_JUSTICE_INVOLVEMENT|PREGNANCY_STATUS|WITHIN_1_YEAR_POSTPARTUM_STATUS|SPECIAL_CONNECTIONS_ENROLLMENT|ACT_ENROLLMENT|ASCENT_ENROLLMENT|COMMUNICATION_ACCOMMODATIONS|CREATED_DATE|CREATED_BY|LAST_UPDATED_DATE
ADM|A|CLT-000002|ADM-000002|2024-02-10||1234567890|2024-02-10|17|2024-02-01|2024-02-05|0|03|0|02|01|15|1500|01|14|01|1|3|0|2|2|01|||1|0|1|0|0|0|2024-02-10 09:30:00|jdoe|2024-02-10 09:30:00

Because PREGNANCY_STATUS = 1 and SPECIAL_CONNECTIONS_ENROLLMENT = 1, a Pregnancy Risk Screening (PRS) record is also required for this admission.

Edge Case: Involuntary Legal Status

Client with a 72-hour evaluation (LEGAL_STATUS = 04) requires the INVOLUNTARY_REASON field.

RECORD_TYPE|TRANSACTION_TYPE|BHASO_CLIENT_IDENTIFIER|BHASO_ADMISSION_IDENTIFIER|EFFECTIVE_DATE|LEGACY_ADMISSION_IDENTIFIER|LOCATION_NPI|ADMISSION_DATE|SERVICE_IDENTIFIER|FIRST_CONTACT_DATE|FIRST_APPOINTMENT_OFFERED_DATE|MEDICATION_ASSISTED_OPIOID_THERAPY|REFERRAL_SOURCE|ARRESTS_PAST_30_DAYS|EMPLOYMENT_STATUS|MARITAL_STATUS|LIVING_SITUATION|MONTHLY_INCOME|PRIMARY_INCOME_SOURCE|EDUCATION_LEVEL|SCHOOL_ATTENDANCE|TOTAL_SUBSTANCE_USE_PRIOR_TREATMENT|SELF_HELP_ATTENDANCE|PSYCHIATRIC_HOSPITAL_ADMISSION|PSYCHIATRIC_ER_VISIT_6_MONTHS|NUMBER_DEPENDENT_CHILDREN|LEGAL_STATUS|INVOLUNTARY_REASON|CRIMINAL_JUSTICE_INVOLVEMENT|PREGNANCY_STATUS|WITHIN_1_YEAR_POSTPARTUM_STATUS|SPECIAL_CONNECTIONS_ENROLLMENT|ACT_ENROLLMENT|ASCENT_ENROLLMENT|COMMUNICATION_ACCOMMODATIONS|CREATED_DATE|CREATED_BY|LAST_UPDATED_DATE
ADM|A|CLT-000003|ADM-000003|2024-03-01||9876543210|2024-03-01|20|2024-03-01|2024-03-01|0|13|0|04|01|12||00|10|01|0|0||1|0|04|01||0|0|0|0|0||2024-03-01 14:00:00|system|2024-03-01 14:00:00

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3. Template

View ADMISSION Template

ADMISSION schema template with headers and sample row

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4. Parsing Rules

CSV Parsing Rules

Property	Value
Encoding	UTF-8
Delimiter	Pipe (|)
Quote Character	Double quote (")
Escape	Backslash (\)
Date Format	YYYY-MM-DD
Timestamp Format	YYYY-MM-DD HH24:MI:SS.FF (Mountain Time)
Null Representation	Empty field (||)

See File Format Requirements for full details on encoding, quoting, data types, and null handling.

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5. Update Semantics

Primary Key

RECORD_TYPE + BHASO_ADMISSION_IDENTIFIER

Transaction Types

Type	Code	Behavior
Add	A	Creates new admission record
Update	U	Creates new version with updated effective date
Replace	R	Overwrites most recent admission record

Idempotency

• BHASO_ADMISSION_IDENTIFIER links all records within a treatment episode
• Once assigned, BHASO_ADMISSION_IDENTIFIER cannot be changed
• Updates create new versions; original records retained

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Related Schemas

Schema	Relationship	Key Field
CLIENT	Parent	BHASO_CLIENT_IDENTIFIER
DISCHARGE	Child	BHASO_ADMISSION_IDENTIFIER
DIAGNOSIS	Child	BHASO_ADMISSION_IDENTIFIER
SUBSTANCE USE	Child	BHASO_ADMISSION_IDENTIFIER
ACT	Child	BHASO_ADMISSION_IDENTIFIER
ASCENT	Child	BHASO_ADMISSION_IDENTIFIER
SC BABY	Child	BHASO_ADMISSION_IDENTIFIER
SC PREGNANCY RISK	Child	BHASO_ADMISSION_IDENTIFIER