IBHRS FAQ

We recommend that data only reporting agencies to attend the first two webinars and then assess which data reporting option within IBHRS is the best fit for you. Then they can pick and choose the rest based on that reporting method. We are recording all webinars, so if agencies miss one or want to re-assess your options, you can always catch up on them. We recommend that all providers consult with your Electronic Health Record (EHR) and invite their rep for you to these meetings too.

We are encouraging all providers to strongly consider the option by which your EHR reports directly to IBHRS as we're striving to make that as straightforward and easy as possible. But we also know that won't work for all and are supporting an onscreen data entry process too. We will cover both options in the first two webinars and then in greater detail in multiple webinars over the first half of 2021. 

Yes, all IBHRS training sessions will be recorded and posted to the IDPH website. We're still putting together the IDPH IBHRS site. 

Suggested webinars to attend: 

IBHRS Administration and Module Training Webinars These eight webinars will be organized by IBHRS security role and job function and will provide guidance, instruction, and documentation on access to and use of IBHRS. Sessions will cover IBHRS Portal Usage, IBHRS SUG/PG Data Entry Screens, Grant Management, Statewide Waitlist, and OTP Registry. These training webinars will be held between April 1, 2021 – June 30, 2021. More information to come on these training webinars.

For Integrated Treatment (SUD/PG) Reporting, IPN providers will begin submitting H837p files directly to IBHRS that contain claim information. The H835 response files can be downloaded by providers, which contain the adjudication actions (i.e., approved, denied, pended).  For grant management, providers would continue to use the voucher management functionality within IBHRS.

August 2021

IBHRS will not be a clinical system, but a data reporting system. If you are using I-SMART as a full clinical system today, this would no longer be available as of go-live. The clinical components that providers have been using in I-SMART will be transitioned to IBHRS but will be read-only.

Within the Integrated Treatment (SUD/PG) Reporting datasets, there are fields to capture screening information. The AUDIT and DAST may be partly used to help populate those elements. More information will be coming in the IBHRS Submission Guide.

IBHRS is replacing I-SMART and the CDR.  Data from those systems are being migrated to IBHRS, so historical information reported by providers will not be lost.

Yes, transfers between levels of care will be required.

Full clinical data entered into I-SMART will be available as read-only data. All required data entered into I-SMART or submitted to the CDR will be loaded directly into IBHRS.

The IBHRS Submission Guide will provide the full set of data required for IBHRS. IDPH will determine whether a crosswalk guide of what data is no longer required can be developed.

Currently, the XML files will be available only for Integrated Treatment (SUD/PG) Reporting only. Providers would still need to enter grant management data directly within IBHRS.

No, Service Events will still be submitted for the Integrated Treatment (SUD/PG) Reporting. For IPN providers, the claims would be submitted via the H837p process. 

If the provider agency is submitting data directly from their EHR to the CDR, we are looking at ways to avoid provider having to discharge clients. The Onboarding, Certification and Transition Plan will provide this detail – which is scheduled for publication in February 2021.

Yes, the IBHRS test environment will be available in March 2021.

No this will cause an error being reported. All deletes need to be explicitly undo-deleted.

Most sub entities within the IBHRS Provider Submission Guide, including those listed as Performance Outcome Measures, are required. IBHRS business rules identify instances where data are required and under what circumstances.

Each EHR application will need to create the XML files from there system.

This does not conform to CCDA format, the submission guide/xsd describes the xml formate needed.

IBHRS will require a Source Record Identifier for each client that is generated either by the sources system for those reporting via XML, or by the IBHRS Data Portal for those reporting manually. The unique client number created by a source system is not to include any personal identifiable information (i.e., SSN, DOB, etc.). 

Correct, if you are using the data entry screens you do not need to generate xml, but the submission build will be useful to understand the types of errors you might encounter in the data entry portal

IBHRS Certification is at the Provider Agency level, not at the EHR level.  

See response to #20. Additionally, IBHRS may allow an additional "Medical Record Number" to be reported in addition to the Source Record Identifier for the patient.  

SUD and PG Treatment Data is due to be reported by the 15th of each month for the previous month.  It is recommended that provider agencies report at least weekly, however, each provider agency will establish their own reporting pattern (real-time, daily, weekly, bi-weekly, etc.) as long as it complies with all licensure and contracted reporting requirements.

The IBHRS Transition Plan will contain this information an dwill be posted to the IBHRS web page  in February 2021.