Collecting a "health card number" is now mandatory for submitting the MHA PDS. What does this mean?
Some data elements within the MHA PDS are mandatory, while others are optional. While we recommend service providers collect as many data elements they can over the client journey, only mandatory data elements are required for a successful submission. For example, "client last name" is mandatory; if you do not include a last name, then the client record will not be submitted to Ontario Health.
In PDS 1.0, "health card number" was optional. In PDS 2.0, "health card number" will now be mandatory; in PDS 2.0, if "health card number" is left blank then the record will not be submitted to Ontario Health. Please note:
- A valid health card number is not required for submission (see more information below); placeholder options for clients who do not have a health card or do not wish to provide one will also be accepted.
- There are many reasons a client record may not be submitted to Ontario Health. For example, you may capture information about individuals who are not receiving MHA services in your client management system; these records are not submitted to the MHA PDS. Similarly, for PDS 2.0 if the health card number data element is left completely blank, then the record will not be submitted to the MHA PDS and no record of that client or the services they received will be included in provincial analysis.
- PDS 2.0 will be rolled out after March 2025; PDS 1.0 will continue to accept blank health card numbers in MHA PDS submissions. However, health service providers should still begin collecting health card number consistently to prepare for this change.
Will clients without an OHIP card be denied service?
The collection of Ontario Health Insurance Plan (OHIP) numbers should not pose a barrier to care provision. Mental health and addictions clients unable or unwilling to provide an Ontario Health Insurance Plan Number within functional centres not included above will not be denied service. For more information on the collection of client Ontario Health Insurance Plan Numbers, please visit our resource hub (place holder for link to OHIP FAQ).
What do I do if a client does not have a health card, or does not want to provide their health card?
If service providers are unable to collect a valid health card number they can input either: "client does not have a health card" or "client does not want to provide health card."
Do I have to collect health card number at referral?
No. While we recommend collecting a health card number as early as possible, service providers can leave the field blank, or input a placeholder such as "health card pending intake" (depending on the configuration of your CMS) until the health card number is collected.
Do all health programs have to collect health card numbers?
No. The Mental Health & Addictions Centre of Excellence will not be monitoring or expecting health card number collection from the following functional centres. Service providers may still collect health card numbers as they see fit for these services.
- 7*50710 | COM Medical Resources - Psychiatrists
- 7*50720 | COM Medical Resources - Other Medical Staff
- 7*51576 | COM Crisis Intervention - Mental Health
- 7*5507610 | COM Health Prom. /Education MH - Awareness
- 7*5507630 | COM Health Promo. /Education MH - Women
- 7*5507640 | COM Health Promo. /Education MH - Community Development
- 7*5507810 | COM Health Prom./Educ. Addictions - Drug Awareness
- 7*5507820 | COM Health Prom./Educ Addictions - Problem Gambling Awareness
- 7*5507840 | COM Health Prom./Educ. Addictions - Community Development - Substance Abuse
- 7*5517611 | COM Consumer Survivor Initiatives - Peer/Self Help
- 7*5517612 | COM Consumer Survivor Initiatives - Alternative Businesses
- 7*5517620 | COM Consumer Survivor Initiatives - Family Initiatives
- 7*57010 | COM Information and Referral Service – General
- 7*57076 | COM Information and Referral Service - Provincial - Mental Health
- 7*5707811 | COM Information and Referral Service - Provincial - Substance Abuse
- 7*31076 | AC Emergency - Mental Health Services
Does Ontario Health use OHIP numbers submitted to the MHA PDS for billing purposes?
No.
How does Ontario Health use OHIP numbers submitted to the MHA PDS?
OHIP numbers submitted to the MHA PDS are compared against the Registered Persons Database, which is the database containing all people with OHIP cards in the province. For our analytics purposes, we collect OHIP number to be able to link clients across the health care continuum (e.g., client interactions with community, emergency and hospital providers) to understand the client journey.
Do you have any guidance on how to begin collecting OHIP card numbers?
Your organization may benefit from adopting OHIP card readers. You can find more information on how to get an OHIP card reader here.
