TREAT - Workload
How Workload Feeds MIS Reporting
Overview
When a workload event is entered, each discrete element is saved in the database and can be pulled for statistical or reporting purposes. MIS is reporting for the Ontario Ministry of Health, though other agencies may also collect this information.
In Ontario, workload statistics are submitted through the OHRS Trial Balance for Community Mental Health and Addictions. The fiscal year runs April 1 to March 31, and the submission is made at Q2, Q3, and Year End.
MIS is not TPON. MIS and TPON are separate ministry submissions produced by separate TREAT reports. This article covers MIS only.
How a Visit Is Counted
Not every workload entry becomes an MIS visit. An entry is counted as a visit only when all of the following are true:
- Visit is set to 1.
- The time is recorded as Direct workload. Indirect and non-clinical minutes are still counted as workload, but they never produce a visit.
- The recorded duration is greater than five minutes, so at least 6 minutes.
- The functional cost centre is a service-delivery cost centre. Administrative cost centres and locations named as intake are excluded.
- The provider is not a physician, physician assistant, or nurse practitioner. Those visits are reported under a separate MIS account.
One visit per client, per day, per cost centre. If you record several interactions with the same client on the same day in the same functional cost centre, MIS counts one visit, not one per entry. The minutes from every entry are still counted in full.
Visit Type Decides the Category
Direct workload is reported in three categories. The visit type you select on the workload entry decides which one the entry lands in.
| Category | Selected visit types |
|---|---|
| Face to Face | In person, in office, home, or community. |
| Non Face to Face | Phone, email, text, fax, or mail in lieu of a face-to-face contact. |
| Virtual | Real-time video. |
Always select a visit type. An entry left with a blank or unrecognized visit type is reported as Non Face to Face. If face-to-face figures look low while non-face-to-face figures look unexpectedly high, check the visit types on the underlying entries.
Individual Workload
For one workload event entered for an individual client, TREAT counts:
- The client event, by category, and the client time.
- The service provider event and the service provider time.
- The time-period category for the service provider interaction. These categories are duration bands, so a short interaction is still counted, in the lowest band.
- Any non-registered participants attending the event.
Group Workload
For group workload, TREAT counts the number of clients attending, non-registered participants, service provider minutes, and the applicable service provider interaction categories. MIS has additional rules for multiple service providers and time.
Each provider who attends generates one service provider group interaction, banded by their own minutes, and every provider's minutes are counted in full. Only the group session count is limited to the lead.
Only one group session is counted, however many staff attend. The lead enters workload through the progress note and leaves Not Lead clear. Every other worker who attends must select Not Lead. If they do not, TREAT counts one group as two separate groups.
Example. For a group of five participants with no non-registered participants: five group participants are counted, zero non-registered participants are counted, each provider records their own minutes, and the client minutes are divided evenly across the group members. A 180 minute group with five clients records 36 minutes against each client, and the provider's session is still reported as 180 minutes.
Referral Counts
Two referral figures are commonly reported. Both are point-in-time snapshots taken as at the last day of the reporting period, so they cannot be added up across months.
| Figure | How it is counted |
|---|---|
| Waiting for initial assessment | Referrals with no decision date as at the period end. A referral whose decision is made after the period end still counts as waiting for that period. Referrals in an error status are excluded. |
| Waiting for service initiation | Taken from the client's waitlist entry, not the referral. Counted while the client is waitlisted with no service available date and no removal date on or before the period end. Waitlist entries recorded as entered in error are excluded. |
How Workload Feeds MIS Reporting - User Instructions | Author: Michael Marchese | 2026-09-09
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