Appendix A: Network Contacts
To obtain information regarding Network Contacts, please go to the following web site https://www.dhs.state.il.us/page.aspx?item=48541
Appendix B: Mental Health Service Activity Codes
Mental Health Services are no longer reported using the ROCS application.
Appendix C: MH Medicaid Billing Diagnosis Codes ICD-10 Replacement Codes
ICD-10 Replacement diagnosis codes can be found on the following web site: https://www.dhs.state.il.us/page.aspx?item=79594
Appendix D: Client Case Registration, Service Reporting/MH Billing, Fee for Services & Developmental Disabilities Medicaid Submission Transmittal Form, Optional Data Collection Forms
These forms are no longer used.
Appendix E: Error Codes and Messages.
This information can be found on the following web site: https://www.dhs.state.il.us/page.aspx?item=60879
Appendix F: Sample Reports
These samples are no longer available
Appendix G: Sequential File Layouts
If the following information is needed, please contact the ROCS Help Desk at DoIT.ROCS@illinois.gov
Case Registration Information File Layouts
Service Reporting/MH Billing File Layouts
Fee For Service File Layouts
Appendix H: Mental Health Medicaid Third Party Liability Data Specifications (TPL)
This data is required if the individual has Third Party Liability (TPL) coverage.
If this information is needed by the agency, please contact the ROCS Help Desk at DoIT.ROCS@illinois.gov
Appendix I: Special MH Activity Code Instructions
Information related to MH billing and reporting of services can be found on the following web site: https://www.dhs.state.il.us/page.aspx?item=95429
Appendix J: Information Transfer and System Access Instructions (FTP)
Illinois Department of Human Services Information Transfer and System Access Instructions
File Transfer Protocol (FTP) Instructions
Each community provider must register with the Illinois Department of Human Services (DHS), Management Information Services (MIS), in order to submit their Mental Health, Developmental Disabilities, and/or Alcohol and Substance Abuse information to the department using FTP. The community provider will be assigned a "FTP Provider ID" that will be used to identify their information when submitting and receiving the appropriate files through FTP. If the provider wishes files to be returned to different locations within their provider, they must have a satellite code assigned using the normal procedure. The new satellite code does not change the data entry process; it only creates a new mailing address.
The community provider must complete the "Community Provider FTP Registration Request" form to receive a FTP Provider ID. This form only needs to be completed once for each location. The form must be signed by the Executive Director then forwarded to the appropriate MH/DD/ASA person for signature.
System Access Instructions
Each staff member at the community provider that will be responsible for the FTP, e-RIN, Mobius View-Direct, SIS On-Line, DMH Jail Link, and/or MedScreen processes must complete the "Community Provider User ID and System Access Request" form. This form is used to assign the DHS User ID and grant access to the systems identified. This form is also used if the staff member possesses a current DHS User ID and needs to request access to additional systems. The form must be signed by the requesting staff person and the Executive Director then forwarded to the appropriate MH/DD/ASA person for signature. Note: The initial password for users will be their DHS User ID and they will be required to change the password the first time they use the ID.
DHS/MIS Processing
After the forms have been signed by the DHS authorized individual, he/she forwards the forms to the MIS, Bureau of Security, Planning, and Quality Assurance (BSPQA) for assignment of the FTP Provider ID and/or DHS User ID and system access. Once the request has been processed, BSPQA will notify the authorizing DHS individual and the community provider via e-mail.
User ID Request Forms
An email request for a form should be sent to DHS.DDDMedProv@illinois.gov. Once completed, the form should be sent back to the same email address. The staff in this office are responsible for approval and processing of all requests for User IDs.
FTP Transfers
After the community agency has been successfully registered with DHS, you may begin transmitting files via FTP. If your agency utilizes a fire wall (and most do), then port 2021 must be open for connectivity. Establish a connection to the Internet, if not already established (such as a dial up connection).
When the Login window is displayed, enter your FTP User ID and Password then click Ok to continue. If an error box is displayed, check that the FTP User ID and Password are correct.
Note: The first time you log into the system, enter the temporary password provided to you by MIS Security and then you will be prompted to change your password. The password is case sensitive and must be changed every 30 days. If you have any problems with your password, Contact DHS Network Services via email at DoIT.helpdesk@illinois.gov.
FTP Transfer to DHS
The FTP Transfer screen will appear after successfully connecting to the FTP server. Click Ok to begin the transfer to DHS. There are four options displayed on the menu bar at the top of the screen.
Connect -- Displays the Login window.
File Settings -- Displays the FTP File Specifications Screen.
Transaction History -- Displays a window showing past file transfer activity.
Help -- Displays the software version and technical assistance information
The FTP Transfer dialog box will display information about the transfer process. To verify a successful transfer, scroll to the bottom of the dialog box to view the transfer results.
FTP Transfer from DHS
The FTP Transfer screen will appear after successfully connecting to the FTP server. Click Ok to begin the transfer from DHS. There are four options displayed on the menu bar.
Connect -- Displays the Login window.
File Settings -- Displays the FTP File Specifications Screen.
Transaction History -- Displays a window showing past file transfer activity.
View Results Backups -- If backup files exist you can choose to apply those results again by choosing a file from the choices displayed.
Help -- Displays the software version and technical assistance information.
The FTP Transfer dialog box will display information about the transfer process. To verify a successful transfer, scroll to the bottom of the dialog box to view the transfer results.
