Client Schema - Compact Table Test Layout

Core client demographics and identifiers (compact 4-column table prototype)

Development Note: This is a prototype page testing a compact 4-column table layout for schema field references. It merges BHA Column Name + Field Name into a single Field column and combines Valid Values + Notes into a Details column (~30-35% width savings). Compare against the standard 6-column tables and the ResponseField card layout to evaluate readability and mobile experience.

Record Type: CLI | Version: CoBHRM 2026-Q3 | Parent: None | Children: ADMISSION

Overview

The CLIENT schema captures core demographic information for individuals receiving behavioral health services. This is the root record type - all other records reference a client through the BHASO_CLIENT_IDENTIFIER.

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

_{● Required ◐ Conditional ○ Optional}

Identifier Fields

Field	Fmt	Req	Details
Record Type RECORD_TYPE	x(3)	●	CLI — case-sensitive
Transaction Type TRANSACTION_TYPE	x(1)	●	A, U, R — See Transaction Types
Client Identifier BHASO_CLIENT_IDENTIFIER	x(-)	●	Alphanumeric — Unique client ID from BHASO system
Effective Date EFFECTIVE_DATE	date	●	YYYY-MM-DD — Determines most recent record
Colorado PEAK State ID STATE_IDENTIFIER	x(7)	●	Pattern X999999 — Also the Medicaid ID. Required
TRAILS ID TRAILS_IDENTIFIER	9(10)	◐	10-digit number — Required if CHILD_WELFARE_INVOLVEMENT = 1
Verato Identifier VERATO_IDENTIFIER	x(-)	◐	Alphanumeric — Can be blank for new clients; use existing Verato ID if supplied by BHA
BHA Identifier BHA_IDENTIFIER	x(41)	◐	Pattern BHRM-{UUID} — Data conversion field for legacy records

Demographic Fields

Field	Fmt	Req	Details
Date of Birth DOB	date	●	YYYY-MM-DD — Must be before record creation; age cannot exceed 120 years
Last Name LAST_NAME	x(50)	●	Text — Regex: [\p{L} -']+
First Name FIRST_NAME	x(50)	●	Text — Regex: [\p{L} -']+
Middle Name/Initial MIDDLE_NAME_INITIAL	x(50)	○	Text — Regex: [\p{L} -']?
Name Suffix NAME_SUFFIX	x(10)	○	Text — Regex: [\p{L} -']+
Social Security Number SSN	x(12)	○	999-99-9999 — Highly recommended. 000-00-0000 = No SSN, 777-77-7777 = Client Refused, 999-99-9999 = Unknown (WM only)
Sex at Birth SEX_AT_BIRTH	9(2)	●	See Sex at Birth — Numeric code (e.g., 01, 02). Drives pregnancy/postpartum logic
Gender Identity GENDER_IDENTITY	9(2)	○	See Gender Identity — Optional if Sex at Birth is provided
Sexual Orientation SEXUAL_ORIENTATION	9(2)	●	See Sexual Orientation
Race Codes RACE_CODES	x(50)	●	See Race Codes — Multi-value, semicolon+space (; ) delimited
Ethnicity ETHNICITY	9(2)	●	See Ethnicity Codes
Household Language HOUSEHOLD_LANGUAGE	9(2)	○	See Household Language — Triggers Communication Accommodations if not English
Disability Codes DISABILITY_CODES	x(100)	●	See Disability Codes — Multi-value, semicolon+space (; ) delimited
Veteran Status VETERANS_STATUS	bit	●	1 / 0 — Required for age 18+; use 0 for clients under 18
Child Welfare Involvement CHILD_WELFARE_INVOLVEMENT	bit	○	1 / 0 — If 1, TRAILS_IDENTIFIER is required

Location Fields

Field	Fmt	Req	Details
County of Residence COUNTY_RESIDENCE	9(2)	●	See Counties — 2-digit code. Use county of location if houseless. 77 = Out of State, 99 = Unknown (WM only)
Zip Code of Residence ZIPCODE_RESIDENCE	x(10)	◐	99999 or 99999-9999 — Required unless County is 77 or 99
Last Known Address Line 1 LAST_KNOWN_ADDRESS_LINE_1	x(100)	○	Text — Null for homeless/houseless and Out of State
Last Known Address Line 2 LAST_KNOWN_ADDRESS_LINE_2	x(100)	○	Text — Null for homeless/houseless and Out of State
Last Known City LAST_KNOWN_CITY	x(100)	○	Text — Null for homeless/houseless and Out of State
RAE Region RAE_REGION	9(1)	◐	1-4 — Required if any part of admission treatment is Medicaid-funded

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

Only required fields populated. This is an adult male client in Denver with no disabilities.

RECORD_TYPE|TRANSACTION_TYPE|BHASO_CLIENT_IDENTIFIER|EFFECTIVE_DATE|DOB|LAST_NAME|FIRST_NAME|SEX_AT_BIRTH|SEXUAL_ORIENTATION|RACE_CODES|ETHNICITY|COUNTY_RESIDENCE|ZIPCODE_RESIDENCE|DISABILITY_CODES|VETERANS_STATUS|CREATED_DATE|CREATED_BY|LAST_UPDATED_DATE
CLI|A|CLT-000001|2024-01-15|1990-05-15|Smith|John|02|01|05|01|17|80202|01|0|2024-01-15 10:00:00|system|2024-01-15 10:00:00

Complete Example

All fields populated. Female client with Medicaid, multiple races, child welfare involvement, and full address.

RECORD_TYPE|TRANSACTION_TYPE|BHASO_CLIENT_IDENTIFIER|EFFECTIVE_DATE|STATE_IDENTIFIER|TRAILS_IDENTIFIER|VERATO_IDENTIFIER|BHA_IDENTIFIER|DOB|LAST_NAME|FIRST_NAME|MIDDLE_NAME_INITIAL|NAME_SUFFIX|SSN|SEX_AT_BIRTH|GENDER_IDENTITY|SEXUAL_ORIENTATION|RACE_CODES|ETHNICITY|HOUSEHOLD_LANGUAGE|COUNTY_RESIDENCE|ZIPCODE_RESIDENCE|LAST_KNOWN_ADDRESS_LINE_1|LAST_KNOWN_ADDRESS_LINE_2|LAST_KNOWN_CITY|RAE_REGION|DISABILITY_CODES|VETERANS_STATUS|CHILD_WELFARE_INVOLVEMENT|CREATED_DATE|CREATED_BY|LAST_UPDATED_DATE
CLI|A|CLT-000002|2024-02-10|A123456|1234567890|VRT-00123|BHRM-00000000-0000-0000-0000-000000000000|1996-08-22|Garcia|Maria|L||123-45-6789|01|03|01|03; 05|05|02|21|80903|456 Pine Ave|Unit 12|Colorado Springs|4|02; 15|0|1|2024-02-10 09:30:00|jdoe|2024-02-10 09:30:00

Edge Cases

Multi-value race fields (semicolon-space delimited), international characters in name, and an out-of-state client.

RECORD_TYPE|TRANSACTION_TYPE|BHASO_CLIENT_IDENTIFIER|EFFECTIVE_DATE|DOB|LAST_NAME|FIRST_NAME|MIDDLE_NAME_INITIAL|SSN|SEX_AT_BIRTH|SEXUAL_ORIENTATION|RACE_CODES|ETHNICITY|COUNTY_RESIDENCE|DISABILITY_CODES|VETERANS_STATUS|CREATED_DATE|CREATED_BY|LAST_UPDATED_DATE
CLI|A|CLT-000003|2024-03-01|1985-11-30|O'Brien-Müller|François|J|000-00-0000|02|98|01; 04|01|77|01|1|2024-03-01 08:00:00|system|2024-03-01 08:00:00

The client above is out-of-state (COUNTY_RESIDENCE = 77), so ZIPCODE_RESIDENCE is not required. The SSN 000-00-0000 indicates “No SSN.” International characters like ü and ç are supported via UTF-8 encoding.

Recommendation — This section contains guidance developed by the documentation team to supplement the CoBHRM specification. Reviewers should evaluate whether to adopt, modify, or remove this content.

Invalid Example with Errors

RECORD_TYPE|TRANSACTION_TYPE|BHASO_CLIENT_IDENTIFIER|EFFECTIVE_DATE|DOB|LAST_NAME|FIRST_NAME|SEX_AT_BIRTH|SEXUAL_ORIENTATION|RACE_CODES|ETHNICITY|COUNTY_RESIDENCE|ZIPCODE_RESIDENCE|DISABILITY_CODES|VETERANS_STATUS|CHILD_WELFARE_INVOLVEMENT|CREATED_DATE|CREATED_BY|LAST_UPDATED_DATE
CLI|A||2024-01-15|1900-01-01||Jane|01|01|05|01|17|80202|01|0|1|2024-01-15 10:00:00|system|2024-01-15 10:00:00

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3. Template

View CLIENT Template

CLIENT 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.

Multi-value delimiter: RACE_CODES and DISABILITY_CODES use semicolon + space (; ) to separate multiple values within a single field.

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5. Update Semantics

Primary Key

BHASO_CLIENT_IDENTIFIER + EFFECTIVE_DATE

Transaction Types

Type	Code	Behavior
Add	A	Creates new client record; fails if client+effective_date exists
Update	U	Creates new effective-dated version of existing client
Replace	R	Overwrites most recent client record (error corrections)

Idempotency

• Most recent record determined by EFFECTIVE_DATE
• System uses SCD Type 2 - all historical records retained
• Query for “current” client returns record with latest EFFECTIVE_DATE

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Related Schemas

Schema	Relationship	Key Field
ADMISSION	Child	BHASO_CLIENT_IDENTIFIER
DISCHARGE	Grandchild	BHASO_CLIENT_IDENTIFIER