INSTRUCTIONS for DMH Service Access Capacity Survey

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DMH Service Access Capacity Survey

We sincerely appreciate our partners who provide valuable team-based and residential services. It's essential to have the up-to-date information about the capacities that are available in our communities. The data collected are utilized to make the referral process more efficient and improve our system across the State.

Instructions for the Survey

To be completed by the 10th of each month or the next business day if the 10th falls on a holiday or weekend.  

Survey Sections & Fields:

  1. Provider Name:
    1. Select your agency name using the dropdown list.
    2. You can start typing in your agency name to quickly get to it in the dropdown list.
  2. Reporting Year and Reporting Month:
    1.  The current reporting month is always the previous month that has just ended. For example, if you are completing the survey on 2/1/2031, the reporting year is 2031, and the reporting month is January. You are reporting the actual vacancies as of 1/31/31, which is the last day of the previous month that you are to complete the survey.
    2. By default, the values in these fields are automatically set to current reporting year and month.
    3. You can submit the surveys for any previous reporting period by selecting the appropriate year and month from the dropdowns.
    4. You cannot submit a survey for a future reporting month. For example, you cannot submit a survey on 2/15/31 for reporting month of February as the data to be submitted should reflect the actual vacancies as of 2/28/31. The vacancies as of 2/28/31 should be reporting in March of 2031.
  3. Select data type to be reported:
    1. You can select any one of the following three options.
      1. Team-Based Services
      2. Residential Services
      3. Both
  4. The following are the team-based services:
    1. Assertive Community Treatment (ACT)
    2. Community Support Team (CST)
  5. The following are the DMH-Funded Residential Services:
    1. Program 620 Community Integrated Living Arrangement (CILA)
    2. Program 820 Supported Residential
    3. Program 830 Supervised Residential
    4. Program 830 Supervised Residential for Williams members
    5. Program 860 Crisis Residential
  6. Your Name and Your Email:
    1. Type in your name and email address.
  7. Confirmation:
    1. Offers you the opportunity to review your numbers one more time before submission.
    2. Checking the box indicates that the numbers are confirmed.
    3. The 'Submit' button will not be available unless the "Confirmation" box is checked.
  8.  Submit:
    1. Click the "Submit" button to submit the survey.
    2. The next screen will indicate that DMH has received your completed survey.
    3. A confirmation email will be sent to you and other contacts at your agency on file within 24 hours.
    4. The link to start a new survey can be clicked if additional surveys is to be completed for other reporting periods.
  9. Reset:
    1. Clears all the fields so that you can start all over again with the survey.

Helpful Tips:

Your agency is to submit a single survey per month for both team-based and residential services. Please do not submit a survey for team-based services and a separate survey for residential services.

When completing a survey, "Total # Beds" refers to the maximum number of beds for that program. This number should not change from month to month. If there will be a change to the maximum number of beds for a residential program, this change must be approved by the Program Contact for that program.

There are specific fields designated to report capacities for the class members.

To revise the data that have been already submitted, please reach out to us at DHS.DMH.ResidentialPrograms@illinois.gov and indicate the changes you would like to make. We'll make the changes on your behalf.

If you have any questions about this survey, please contact us at DHS.DMH.ResidentialPrograms@illinois.gov.

On behalf of DMH, thank you so much for your time and assistance!