CMTS Required Fields


Very little information is required to be entered into NYS Office of Mental Health version of CMTS. This page contains a list of the required fields. Please note that CMTS contains algorithms that cue care managers when care management tasks need to be performed. Electronic medical records don't contain collaborative care algorithms so using CMTS functionality is encouraged so that patients don't fall through the cracks. These algorithms are evidence-based and are meant to help care managers stay on top of their caseloads and perform all the necessary care management tasks that have been proven to get twice as many patients better (and more quickly) than traditional referral or co-located models of behavioral health care. 

Patient Information Screen (when adding a new patient)

  • Required fields in the Patient Information section
    • Clinic (choose from a dropdown menu)
    • Population (NYS-Collaborative Care or NYS Medicaid or both)
    • Enrollment Date
    • Patient ID - automatically generated by CMTS
    • Medical Record Number (MRN)
  • Required fields in the Demographic Information section
    • First name
    • Last name

Initial Assessment & Follow Up Contacts

  • Required fields
    • Date of contact
    • Current Medications
      • (Medications don't have to be listed. The required field asks if the care manager has confirmed whether the patient's current medications in the EHR are up-to-date)
    • Diagnosis
    • Session location and length of time

Items that are not required in order to close out a note but are necessary for this project

  • Necessary fields
    • PHQ-9 scores and/or GAD-7 scores
      • PHQ-9 is used as both a screener and follow-up measure in collaborative care. It is administered regularly over the course of treatment and needs to be entered into CMTS. There is less evidence that the GAD-7 should be used as a monitoring tool, but we encourage you to use it in this way for this particular program.
    • Psychiatric Consultation notes:
      • Psychiatric consultants meet with care managers over the phone or in person on a weekly basis for usually an hour to do systematic case reviews of new patients and patients not improving as expected. Recommendations stemming from this consultation are entered into the patient’s CMTS record as a Psychiatric Consultation Note.
      • Date of case review
      • How/where the discussion was provided, with whom, and length of conversation
    • Care Plans
      • This will help you document the current care plan and care plan goals for the patient, as well as changes in treatment. At least half of patients will need some sort of change in treatment over the course of their care and this CMTS function will help you track and manage that. Instructions for how to document a change in treatment are here:

CMTS Required Fields (PDF)