ARSD Article 46:24 — PSYCHIATRIC INPATIENT DATA ON MINORS

HUMAN SERVICES HUMAN SERVICES

Chapter 46:24:01 General provisions

ARSD 46:24:01:01 Definitions

Terms used in this article mean:

(1) "Admission diagnosis," initial diagnosis or reason for admission to the inpatient psychiatric facility using the diagnostic codes listed in Appendix A at the end of this chapter;

(2) "Batched data," submission of a number of reports at the same time;

(3) "Inpatient psychiatric data collection system on minors," a centralized data base designed to collect and consolidate psychiatric inpatient data pertaining to minors;

(4) "Collateral contacts," inpatient psychiatric facility contacts with community mental health centers, schools, child protection services, court services, family, private providers, and local interagency teams;

(5) "Department," the South Dakota Department of Human Services;

(6) "Discharge diagnosis," diagnosis upon discharge of the minor, using the American Psychiatric Association DSM-III-R coding structure;

(7) "Minor," an individual less than 18 years of age;

(8) "Objection hearing," a hearing held at the request of the minor pursuant to SDCL 27A-15-15.1; and

(9) "Permanent residence," the minor's usual place of residence to include state, county, and city.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.

ARSD 46:24:01:02 Responsibilities of department

The department is the custodian of the inpatient psychiatric data collection system on minors and is responsible for the overall collection, analysis, and dissemination of data and information related to the system and for monitoring the accuracy of the data submitted.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.

ARSD 46:24:01:03 Functions of data collection system

The inpatient psychiatric data collection system on minors shall monitor the occurrence of minor inpatient psychiatric admissions and discharges in South Dakota and provide nonidentifying descriptive data on minor inpatient psychiatric admissions and discharges to federal, state, and local government entities, mental health professionals, and the general public.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.

Chapter 46:24:02 Reporting requirements

ARSD 46:24:02:01 Entities required to report

All entities with inpatient psychiatric facilities providing inpatient psychiatric services to minors in the state, other than federal facilities, shall provide reports to the department using the procedures in this article.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.

ARSD 46:24:02:02 Reportable event

A reportable event is the discharge of a minor from a designated psychiatric unit of an inpatient psychiatric facility.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.

ARSD 46:24:02:03 Reportable data elements

Each inpatient psychiatric facility providing inpatient psychiatric care to minors must report the following data elements to the department for each case which meets the reporting criterion provided in § 46:24:02:02:

(1) The minor's identification code as prescribed in § 46:24:02:04;

(2) The minor's date of birth;

(3) The minor's sex;

(4) The minor's race;

(5) Admission diagnosis;

(6) Discharge diagnosis;

(7) Discharge to other hospital, home, residential facility, foster care, long-term psychiatric hospital, juvenile detention, inpatient chemical dependency, group home, elopement, or other;

(8) Preferred disposition, if applicable;

(9) Whether an objection hearing was held;

(10) The minor's date of admission to an inpatient psychiatric facility;

(11) The minor's date of discharge from an inpatient psychiatric facility;

(12) The minor's admission status either voluntary, involuntary, or court-ordered;

(13) The results of an objection hearing;

(14) The minor's evaluation status for emotional/behavioral disorder for special education prior to admission if one was completed;

(15) Whether or not the minor was enrolled in special education for an emotional or behavioral disorder;

(16) Where the minor was living prior to admission;

(17) The minor's prior mental health services;

(18) The admitting inpatient psychiatric facilities collateral contacts;

(19) The minor's permanent residence;

(20) The minor's payment source or sources for the inpatient psychiatric treatment; and

(21) The name of the admitting inpatient psychiatric facility.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.

ARSD 46:24:02:04 Identification code

The inpatient psychiatric hospital shall assign each minor an identification code consisting of six characters, as follows:

(1) The first character is the first letter of the minor's first name;

(2) The second and third characters are the total number of letters in the last name, disregarding any spaces within the name;

(3) The fourth character is the first letter of the minor's last name;

(4) The fifth character is the first letter of the minor's second or middle name. If there is none, it shall be left blank; and

(5) The sixth character is used for twins or triplets, with a 9 assigned to the first minor, an 8 to the second minor, and a 7 to the third minor.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.

ARSD 46:24:02:05 Method of reporting

Inpatient psychiatric facilities required under § 46:24:02:01 to report shall submit the data required in § 46:24:02:03. The department shall approve the method of data transmission for each inpatient psychiatric facility required to report. A monthly submission to the department shall include batched data of all reportable cases during the period from the first day to the last day, inclusive, of each month. Monthly submissions must reach the department within 60 days following the completion of the end of the month for which the data is being submitted. Submissions shall be addressed to: Division of Mental Health, South Dakota Department of Human Services, East Highway 34, c/o 500 E. Capitol, Pierre, South Dakota, 57501.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.

Chapter 46:24:03 Quality assurance

ARSD 46:24:03:01 Correcting submitted data

Upon discovering an error in a report or upon the request of the department, a reporting inpatient psychiatric facility shall supply corrected or missing information within 30 days after discovering the error or missing the information or within 30 days after receiving a request from the department for corrected or missing information.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.

ARSD 46:24:03:02 Validation of information

For the purpose of assuring the quality of submitted data, each reporting inpatient psychiatric facility shall allow the department to inspect the portions of a patient's medical records that are necessary to verify the accuracy of submitted data.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.

ARSD 46:24:03:03 Quality assurance edits

The department may perform quality assurance edits on data entered into the child and adolescent inpatient psychiatric data collection system to ensure that all data are complete and accurately recorded.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.

Chapter 46:24:04 Confidentiality

ARSD 46:24:04:01 Confidentiality of data

Information contained in the child and adolescent inpatient psychiatric data collection system may be used for medical or other research. Confidentiality of identifying data shall be maintained in accordance with SDCL 27A-12-25 and 27A-12-32.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.

ARSD 46:24:04:02 Publication of data

Published information may not contain an identifying number, mark, or description which can be readily associated with an individual who is or was the subject of a report of an inpatient psychiatric discharge to the department. All published data must be presented in such a manner that no person may be identified. Data existing in cells of less than three individuals may not be published except on a statewide basis.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.

Chapter 46:24:05 Information exchange

ARSD 46:24:05:01 Annual statistical summary

The department shall publish annual, statewide statistical summaries of information contained in the child and adolescent inpatient psychiatric data collection system. Annual summaries of data may also be provided to inpatient psychiatric facilities, based on the data that they submitted, upon request of the reporting inpatient psychiatric facility. Reporting inpatient psychiatric facilities may not be provided source-specific reports for facilities other than their own.

History

• Source: 19 SDR 154, effective April 11, 1993.
• General Authority: SDCL 27A-15-6.1.
• Law Implemented: SDCL 27A-15-6.1.