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 13, 2024.
Forms
CCAR and TMS new user forms
- New users must fill out both BHA Statement of Compliance and BHA Data System Access Request forms.
- 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).
- 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.
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.
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.
Central Registry Resources
- 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 Resources
- 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 Guide
- 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 provider support
- For support on BHA technology systems, email cdhs_bha_provider_support@state.co.us.
- The provider support inbox is monitored Monday through Friday, from 8 a.m. to 5 p.m.
- Please put the name of the technology system that you need assistance with in the subject line, for example "Central Registry Login."
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 or log into the State's encryption service here. For more information on how the State's encryption service works, refer to State of Colorado Email Encryption User Guide.
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
Additional information:
- Register for office hours here
- You can also sign up for email updates
- Office hours slides can be accessed here
- All office hours recordings can be viewed and watched on our BHA Technology Office Hours YouTube Playlist
- We are committed to making the office hours series and related content easily accessible to our communities, contact cdhs_bha_provider_support@state.co.us if you are unable to access any office hours materials or to request access needs.
Help improve BHA technology
If you're interested in participating in BHA research related to our technology products, please fill out this form to join our participant pool.