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Upload DAANES Information to Minnesota State Website

Overview

Once you have entered the required information for DAANES into Procentive, you are able to run a report that will extract that data into a file that can be uploaded to the state. This reduces the redundancy of having to re-enter this information into the Minnesota state website.  This article will explain what information is and where it should be entered in Procentive. It also explains how to run the report.

Enter I-SATS Provider ID into Procentive

  1. Click on the Settings Module
  2. Click on the Billing tab
  3. I-SATS Provider ID: Enter the Minnesota I-SATS Provider ID
    • Be sure to include the MN at the beginning of the ID
  4. Scroll to the bottom
  5. Click Change

    Important Note:  If your IDs are dependent on location:

    1. Click on the Locations Module
    2. Double click to open the location
    3. Click on the Billing tab
    4. MN-ISATS: enter the id
    5. Click Save 

Required Clinical Documents

Verify the following clinical documents are available to you and your staff. When you run the Report 5055, the report consolidates data from these clinical documents. If you do not have these documents available, Create a Support Ticket to request them. 

  • PRO-1140: DAANES Client Admission
    • Assessment Date - must fall within the valid to and from date on the Service Agreement (otherwise Report 5055 will error)
    • The document must be checked as Audit Ready when it is complete.
  • PRO-1440: DAANES Discharge
    • The document must be checked as Audit Ready when it is complete.

Older versions tied to Report 5055 that are still valid options:

  • PRO-1101: DAANES Client Admission (no dataflow) / PRO-1401: DAANES Discharge (no dataflow)
  • M100101: DAANES Client Admission / M100051: DAANES Client Discharge (minimal required fields) 

 245G set currently in development:

  • PRO-245G-E1140: DAANES Client Admission (dataflow from PRO-245G-E1100: Comprehensive Assessment)
  • PRO-245G-E1440: DAANES Client Discharge (dataflow from PRO-245G-E1100: Comprehensive Assessment)

 

DAANES forms sets; All of these sets are tied to Report 5055

Recommended:  

  • PRO-1140: DAANES Client Admission (dataflow from PRO-1131: Comprehensive Assessment)
  • PRO-1440: DAANES Discharge (dataflow from PRO-1131: Comprehensive Assessment)

Older versions that are still valid options:

  • PRO-1101: DAANES Client Admission (no dataflow) / PRO-1401: DAANES Discharge (no dataflow)
  • M100101: DAANES Client Admission / M100051: DAANES Client Discharge (minimal required fields) 

 245G set currently in development:

  • PRO-245G-E1140: DAANES Client Admission (dataflow from PRO-245G-E1100: Comprehensive Assessment)
  • PRO-245G-E1440: DAANES Client Discharge (dataflow from PRO-245G-E1100: Comprehensive Assessment)

Other available DAANES forms:

  • PRO-1036: Notification of Data Collection (DHS-2598)
  • PRO1336: 6 Month Review
  • PRO-1152 Detox Admission
  • PRO-1452 DAANES Detox Discharge 

Required Client Data

Report 5055 also exports the following data.  Prior to running Report 5055, verify these fields have been entered and are accurate. 

Clients Module
  • Client tab
    • Date of Birth
    • Social Security Number
  • Payers tab
    • Enrollment sub-tab - MA number
      • The MA number needed to be entered for any payer the client has that contains the MA number field.
    • Authorizations tab - Valid service agreement number and valid to and from dates
  • Admissions tab - Valid date admitted

Run Report 5055

  1. Click on Reports Module.
  2. Enter 5055 in the search box at the top. 
  3. Click on Minnesota DAANES Report 
  4. Enter the Audit Ready Date range
  5. Select any other applicable search filters 
    • If your agency has multiple I-SATS numbers (per location) you will need to filter each download by location.  
  6. Click Display.
    • The report will open in a new window.
    • If the report alerts you of errors, fix these error and run the report again.
  7. To download the zip file, click on the link that says Click here.
  8. Extract the zip file.

HIPAA Tip:  Delete this file from your desktop after successfully uploading

Note: Common Errors

  • Missing or invalid MHCP Service Agreement Number
  • Missing or invalid MA Number (in any payer)

Process at State Site

Note: If you need assistance at this point, please reference DAANES Online User Manual

  1. Upload the file.
  2. Deal with any errors you may receive regarding file (re-upload until there are no errors)
    • If you make a correction here (such as DOB, SS#, PMI), you must also go back to Procentive and update the information there.
  3. Wait one day before billing.
  4. Check missing DAANES report regularly.

Note: Common Error

  • Service Agreement Number does not match the Admission Date that was uploaded

Once Client File is Approved At State Site

  • Mark the Clinical Document(s) as Printed and Filed, then Lock and Inactivate them.
  • This will keep it from showing again on Report 5055
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