Iowa Behavioral Health Reporting System - IBHRS Documentation

IBHRS Provider Submission Guide   (Revised February 2022)
The IBHRS Provider Submission Guide documents the technical requirements for submitting data into IBHRS, including information on file processing and formatting, the submission process, and technical details of the fields, forms, and business and validation rules of IBHRS. This Submission Guide will be finalized once the Department has granted final approval to the data structures of IBHRS. In addition to the Submission Guide, FEI will provide an XSD file that describes its fields and structures – a technical template for validating an XML file, and example XML files that providers can reference as they work with their EHR systems to develop their own XML files. 

IBHRS Non-Patient Service Data Set Guide (v1.02) 
The IBHRS Non-Patient Service Data Set Guide documents how providers are to report specific non-patient services provided as part of the Integrated Provider Network (IPN) contracted substance use disorder and problem gambling agencies.

IBHRS Patient Data Flow 
The IBHRS Patient Data Flow document outlines at a high level the data flow within IBHRS via diagrams and examples to assist providers in understanding the nuances of data collection. It also shows where data reporting has been streamlined and the new data elements being introduced within IBHRS.

IBHRS Tip Sheet - Delete-To-Modify Entities (Revised April 2022)
The IBHRS Tip Sheet - Delete-To-Modify Entities document describes how to update certain entities in IBHRS. The information contained in this document applies to both XML and Data Entry users.

IBHRS Vocabulary (v1.0.12)   (Revised January 2023)
The IBHRS Vocabulary  is to be used in conjunction with the IBHRS Provider Submission Guide. IBHRS uses a vocabulary system to control the allowed values for each field that requires a specific code value.. For diagnosis, IBHRS supports the ICD-10 code system, and submitters are required to submit valid codes from the ICD-10 code system directly. For technical assistance on the IBHRS Vocabulary, please email SAPGData@idph.iowa.gov.

IBHRS Cutover Instructions 
The IBHRS Cutover Instructions document provides an overview of what a cutover may entail if switching between XML and data entry reporting, onboarding a new electronic health record, or license changes due to new ownership or merger. Questions about a cutover should be submitted as early as possible in the process via email sapgdata@idph.iowa.gov.

Technical Documentation 

XML Schema and Examples

Provider and Provider Site Source Record Identifer (SRI)

The Provider SRI is the unique identifier for a Provider Agency. The Provider Site SRI is the unique identifier for each Facility within a Provider Agency. These values are used to link the Provider Client, Provider Treatment Episodes, and Service Event records to the correct Agency and Facility.   The zipped file below contains both an Excel and PDF version of the list.

IBHRS Data Set Diagrams

The IBHRS Diagrams offer a visual representation of the fields that will be reported to IBHRS within each data set (Client, Treatment Episode, and Service Event). These fields are further defined within the Submission Guide.

IBHRS Data Entry Forms 

IPN 837P Support Documentation 

  • IPN H837 Companion Guide (v1.6) (Revised June 8, 2022)
    • The H837 Companion Guide is available to those provider organizations who need to submit claim information to IBHRS from their own EHR system. The Companion Guide includes the format and specifications applicable to the accepted IBHRS version of the H837 file.

Onboarding and Certification 

  • IBHRS Provider Agency Onboarding and Certification Guide  (Revised September 30, 2021)
    • The IBHRS Provider Agency Onboarding and Certification Guide outlines the activities necessary for provider agencies to onboard and be certified to report to IBHRS. This work will include a set of webinars, documents, and reference materials to ensure that provider agencies have the training and resources necessary to populate IBHRS consistently with accurate data. This onboarding plan has been designed to facilitate a rapid and efficient implementation of IBHRS.
  • Transition Plan (Revised May 20, 2021)
    • The Transition Plan will help facilitate the transition between I-SMART / CDR and IBHRS.  

End User Documentation