This webpage offers an overview of BHA's technology and data systems that are used by a variety of behavioral health providers. Last updated: November 6, 2024.
Technology Systems
- Central Registry
What is the Central Registry?
An automated system to admit and discharge Opioid Treatment Program clients.
Why does BHA have Central Registry?
It is federally-mandated that States must maintain an OTP central registry. This automated system reduces client wait times, provider administrative burden and improves system accuracy. People used to have to email the Colorado’s State Opioid Treatment Authority (SOTA) every time they admitted someone new to an OTP!
Who are users of Central Registry?
- Colorado OTP staff including admissions/intake, front desk, and data/technology teams to admit and discharge clients.
- BHA staff to monitor OTPs and resolve admissions conflicts.
How can users get Central Registry tech support?
- For Central Registry support, email cdhs_bha_provider_support@state.co.us, monitored 8am-5pm, Monday-Friday.
- Central Registry client admission, lock and edit requests are monitored from 8am-5pm Monday-Friday by BHA’s OTP program team.
How is the data from Central Registry used?
- Data is used by BHA employees to validate that OTP clients are only enrolled at one OTP at a time to avoid duplicate dosing.
- OTP users of the Central Registry can view only the clients enrolled in their OTP and conflicting admissions.
- Data in aggregate (non PHI/PII level data) is sometimes used to do analysis on Colorado OTP usage for program improvement.
How do I get access to Central Registry?
- For new OTP clinics or locations, please contact Ryan Muller, Colorado’s State Opioid Treatment Authority (SOTA) at ryan.mueller@state.co.us to get the onboarding process initiated.
- To add or remove users at existing OTP clinics and locations, please email cdhs_bha_provider_support@state.co.us.
How can I get training on the Central Registry?
Please email cdhs_bha_provider_support@state.co.us to schedule a Central Registry 1:1 training. Review the training materials at any time below.
- Client Care Search
What is the Client Care Search? A system where inpatient and residential behavioral health providers track their bed availability, and where care navigators can find information for client placements. Client Care Search tool is defined by Colorado Revised Statute 27-60-104.5.
Client Care Search Feedback Form
Questions? Contact cdhs_bha_provider_support@state.co.us
Client Care Search Documentation
Latest Community Research
- Colorado Client Assessment Record (CCAR)
What is Colorado Client Assessment Record (CCAR)?
The Colorado Client Assessment Record (CCAR) is a clinical instrument designed to assess the behavioral health status of a client in treatment. The tool can be used to identify current clinical issues facing the client and to measure progress during treatment. All behavioral health providers, as well as the Colorado Mental Health Institutes (Pueblo and Ft. Logan) are required to submit CCAR data to BHA as specified in the SAMHSA Federal Guidelines.
CCAR Links:
- Link to CCAR application: Welcome to the CCAR Application - CCAR Login
- CCAR User Manual - Updated 2023
- Finance & Data Protocol #1 Amendment #8 Special Studies Codes & Program Eligibility
- Mental Health & Crisis 837 Companion Guide
If you have any issues with logging into CCAR, please email: cdhs_bha_provider_support@state.co.us and include "CCAR" in the subject line.
- Treatment Management System (TMS)
What is Treatment Management System (TMS)?
The Treatment Management System is used by behavioral health providers and probation officers to collect, measure, monitor and report on alcohol and drug abuse treatment and prevention services. The system includes the three subsystems below.
- Drug/Alcohol Coordinated Data System (DACODS)
- DUI/DWAI Referral System (DRS)
- Alcohol/Drug Driving Safety Coordinated Data System (ADDSCODS)
TMS Trainings:
- Drug/Alcohol Coordinated Data System (DACODS) Trainings:
- DACODS Admission (25:32 mins)
- DACODS Search & Discharge (22:36 mins)
- DUI/DWAI Reporting System (DRS) Trainings:
- DRS Admission without a court case (9:43 mins)
- DRS Admission with a court case (10:47 mins)
- DRS Reconcile (3:39 mins)
- DRS Class Maintenance & Clinician Caseload Training (7:20 mins)
- DRS Discharge (6:11 mins)
- DRS Directory Add (3:28 mins)
TMS Links:
- Link to TMS application: Treatment Management System Login
- DACODS User Manual - Updated September 2024
- DACODS Batch File Layout - Updated April 2024
- Substance Use 837 Companion Guide
- Protocol 1, Amendment 8; Special Studies Codes & Program Eligibility - Updated October 2022
If you have any issues with logging into TMS, please email: cdhs_bha_provider_support@state.co.us and include "TMS" in the subject line.
Technology Office Hours
BHA's technology team has open office hours on the second Wednesday of every month at 1 p.m. for behavioral health providers, specifically data/admin team members. Office hours include the following:
- News and improvements related to the BHA technology system
- Answers to technology questions from the BHA tech team
- Ideas and tips from others in the field
- Opportunities to further engage with the BHA technology team
Register for Office Hours here or sign up for email updates.
Email cdhs_bha_provider_support@state.co.us with any access needs you have. We are committed to making this meeting series and related content easily accessible to our communities.
- 2024 Office Hours
- Jan 10, 2024
- Feb 14, 2024
- Mar 13, 2024
- Apr 10, 2024
- May 8, 2024
- Jun 12, 2024
- Jul 10, 2024
- Aug 14, 2024
- Sep 11, 2024
- Oct 9, 2024
- Nov 13, 2024 | Upcoming
- Dec 11, 2024 | Upcoming
- 2023 Office Hours
- February 2023 Slides
- March 15 Recording | March 2023 Slides
- April 2023 Slides
- May 10 Recording
- June 14 Recording | June 2023 Slides
- July 2023 Slides
- August 9 Recording | August 2023 Slides
- September 13 Recording | September 2023 Slides
- October 11 Recording | October 2023 Slides
- November 2023 Recording | November 2023 Slides
- December 2023 Recording | December 2023 Slides
Active Projects
- Reducing Administrative Burden
Project Overview
- Behavioral healthcare providers that care for uninsured, underinsured, and undocumented people have to hurdle extreme bureaucratic barriers.
- It’s imperative that BHA address the administrative burden and negative impact on provider-client relationships caused by the CCAR/DACODS reports.
- Through engagement with providers, we have determined a roadmap to update the data model and technology systems to improve CCAR/DACODS.
Community Research
From March through July of 2023, the Behavioral Health Administration’s technology team conducted primary and secondary research on the administrative burden created through CCAR/DACODS reporting requirements and technology systems.
Forms
- Critical Incident Report Form — If you do not receive confirmation of BHA's receipt after submission or if you have any other questions or difficulties, please contact the Ombudsman Liaison by email at CDHS_BHA_CI@state.co.us or by phone at 303.866.7191.
- BHA Technology Systems including CCAR and TMS require that new users fill out both BHA Statement of Compliance and BHA Data System Access Request forms. Every user needs their own login information and logins cannot be shared with others. Forms can be submitted via email to cdhs_bha_provider_support@state.co.us. Note: for TMS, If you need access to multiple agency locations, you will need one login for each location and only one Data System Access Request form is needed (every location must be identified on the form).
Technology Provider Support
For support on BHA technology systems, email cdhs_bha_provider_support@state.co.us. Please put the name of the technology system in the subject line, for example "Central Registry Login." The provider support inbox is monitored Monday through Friday, from 8 a.m. to 5 p.m.
Reminder: Please do not share client personal health information (PHI) or personal identifiable information (PII) in this email inbox. If you need to send PHI/PII, please use an encryption service. If your organization does not have an encryption service, please send us an email requesting a secure message. For more information on how the State's encryption service works, refer to State of Colorado Email Encryption User Guide.