today`s webcast. Thank you so much for joining us
Contents
1. Upcoming Webcasts Date Topic 10 Apr 13 17 Apr 13 15 May 13 22 May 13 29 May 13 26 June 13 Rules for Merging ADR Client level Data Files How to Complete the ADAP Data Report Data Entry and Upload HIPAA Privacy Rules and You ADAP Data Report Data Review and Submission Updates on Data Q amp A from the Field ADR Town Hall Also don t forget to join us for our upcoming webcasts You can register online at the TARGET Center At this time l Il turn it back over to our Moderator for questions Peggy 18 Questions amp Answers e Please submit questions in the chat box at any time OR e Raise your hand to ask your question live and we ll connect you Moderator Thank you We will now take questions As a reminder you can send us questions using the Question function on your control panel on the right hand side of the screen You can also ask questions directly live You can do this by clicking the raise hand button on your control panel If you are using a headset with a microphone my colleague Titi will conference you in or you can click the telephone button and you will see a dial in number and code We hope you consider asking questions live we really like hearing voices other than our own We do want to get all of your questions answered and we do not usually run over an hour If you have submitted your question in the chat box and we cannot respond to your quest2. Mode T complete the ADAP Data Report ADR CaAREWare 5 0 https careacttarget or 9 library using careware adap data report In order to enter ADAP drug services for your clients in CAREWare you ll need to setup your active formulary This includes finding the medications adding them to your active list and supplying any available default information such as drug dispensing fee unit cost of the medication and days typically prescribed These settings can always be edited and even changed at the point of client level data entry For step by step instructions on setting up your drug formulary in CAREWare please refer to the manual on How to use the CAREWare ADAP Module to complete the ADAP Data Report ADR You might also find it helpful to review the November 2012 webcast archive on Using CAREWare for the ADAP data report which is available from the TARGET Center https careacttarget org library using careware adap data report Note that HAB just this week released a new CAREWare build with all the ADAP ADR report functionality available As a result of some extremely helpful testing we were able to address some important slowness issues related to processing large amounts of data imported through the PDI and HL7 parser Grantees in Chicago and Florida in particular have helped us in this area Thank you Reporting Client Medications using Rx REX Download the Rx REX package and install the Rx REX so
3. Multum medication data e g lookup file Which data items you are requesting e g NDC Brand Name D Code To ensure that your request is in alignment with HAB s contract you ll need to provide some basic information First you ll need to tell us for which HAB reporting requirement are you requesting the Multum medication information For example you might say the ADAP Data Report Next you ll need to describe how you will use the Multum medication information For example you might indicate that will it be used as lookup files for a data application Finally you ll need to indicate which data items you are requesting from the Multum database This might include NDC Brand Name D code or Generic Name Please only request the variables you need Note that the Multum database is updated each time a new drug is released although there is some time lag So you ll need to make sure that you routinely update your d codes as your drug formulary evolves to ensure that you have all of the codes you need when you need them In other words this is not a one time process 14 Requests for Multum database tables ADAP submits form DART forwards to DART team to HAB for review data ta caiglobal org and approval lf approved v SAIC sends encrypted file to ADAP Grantees should submit the completed form via email to Data TA caiglobal org with the subject line Multum Database Request Requests will be
4. each time the drug was dispensed during the reporting period including the appropriate d code The ClientReportID helps link this client s data to the ClientReport table that contains client demographic data 11 How do report client medications e You re not ready to go if you don t use CAREWare or don t collect d codes Request Multum medication information e Enables you to match your medication to d codes through lookup tables OR Use NDC D Code Crosswalk Excel tables for defining d codes for each NDC So now we re going to discuss what to do if you aren t going to use CAREWare and don t already have the d codes that you need to report For example perhaps you collect NDCs or brand names and need to add d codes to your database How can you do that Don t worry HAB has two resources available to help you The first resource that I d like to discuss is Multum However first you need to determine if this is what you need Multum information is provided in lookup tables So it is a good option if you use Access or Sequel and are used to using lookup tables or have a programmer who knows how to work with lookup tables Now if this isn t the case we also have the NDC to D Code Crosswalk The crosswalk contains an Excel table that lists all ARVs Hep B and C medications and their corresponding d codes brand names and generic names If you use the crosswalk you would have to have a way
5. to report client medications CAREWare Rx REX NDC D Code crosswalk Requests for Multum database tables Presenter Thank you Peggy Today s webcast describes the tools available for ADAPs to report client medications These include CAREWare Rx REX the NDC D Code crosswalk and custom requests for Multum database tables Not sure which situation fits you In this presentation we ll review the options to help you determine what you may need But first let s review the reporting requirements What client medications do report e Drug and Drug Expenditures should be reported only for clients who were dispensed ADAP funded medications that were paid for in full by ADAP e ADR Instruction Manual p 20 The purpose of the Drugs and Drug Expenditures section is to describe the ADAP funded medications i e ARV Hepatitis B and Hepatitis C medications dispensed to clients during the reporting period and the total expenditures for those services This section is only for clients who were dispensed ADAP funded medications that were paid for in full by ADAP See page 20 of the ADR Instruction Manual for more information The ADR Instruction Manual is available from the HAB website http hab hrsa gov manageyourgrant files hab2012adrmanual pdf What client medications do I not report e Medications that were purchased by the ADAP and billed to insurance e Medication for which only co pays and de
6. to take the information that you do collect regarding medications and write a program to translate it to the information that you need This may mean using Excel SAS or another program to help translate the information Now that I ve reviewed these let me tell you how you can get this information 12 Requests for Multum database tables e To be eligible to receive this information you must use it for HAB reporting as outlined in your request and you may not share it e Download the request form from the TARGET Center or email Data TA caiglobal org If Multum fits your needs you will need to complete a form to request medication information from the Multum Drug Database This database will enable you to collect manage and submit required data to HAB HAB contracts with Lexicomp the proprietors of the Multum database to allow HAB to provide medication information to their funded grantees In order to be eligible to receive this information you must use it for the purposes of HAB reporting outlined in your request and you may not share it You can download the request form from the TARGET Center or email Data TA caiglobal org to request a copy See also https careacttarget org library adr update d codes added ndc crosswalk available 13 Requests for Multum database tables You ll need to tell us 1 For which HAB reporting requirement are you requesting the Multum data e g ADR How you will use the
7. Tools for Reporting Medications in the ADAP Data Report ADR April 3 2013 Abt Bee Mission i aa REAL WORLE AX ANALYTICS C Al Moderator Welcome to today s webcast Thank you so much for joining us today My name is Peggy O Brien Strain of Mission Analytics Group am a member of the DART Team one of several groups engaged by HAB to provide training and technical assistance to state ADAPs during the implementation of the ADR Today s presentation addresses Tools for Reporting Medications in the ADAP Data Report ADR Our presentation will be led today by Kelly Morrison Opdyke of CAI Cicatelli Associates Inc also a member of the DART team We also have several members of HAB s TA contractor teams available on the line today to help answer your questions At any time during the presentation you will be able to send us questions using the Question function on your control panel on the right hand side of the screen You will also be able to ask questions directly live at the end of the presentation You can do so by clicking the raise hand button on your control panel and my colleague Titi will conference you in or you can click the telephone button and you will see a dial in number and code We hope you consider asking questions live we really like hearing voices other than our own Now l Il turn the presentation over to Kelly Topics for this webcast e Tools available for ADAPs
8. ductibles were paid e Medications other than ARVs Hepatitis B and Hepatitis C medications As areminder you would not report medications that were purchased by the ADAP and then billed to insurance those for which only co pays and deductibles were paid those would be reported under insurance or medications other than ARVs Hepatitis B and Hepatitis C medications So for example if your formulary covers mental health medications those are not included ADR Client Medication Table Item 25 Receipt of Medication Services If yes for a given client then you must report four additional data elements Item 26 Medication ID d Item 27 Medication Start Date Item 28 Days Dispensed item 29 Cost for Medication There are five data elements in the ADR Client Medication Table corresponding with Items 25 29 of the ADR Client Report If the response to Item 25 Receipt of Medication Services is Yes for a given client then you must report four additional data elements You ll report each ADAP funded medication dispensed to the client during the reporting period For Item 26 you ll report the Medication ID Use the five digit drug code or D Code d for the medication You ll also report the Medication Start Date Item 27 Days Dispensed Item 28 and Cost for Medication Item 29 Why D Codes e Many drugs many codes e D codes assigned by Multum Also called DNUM or DIN
9. e One code for all drugs with same generic name So why did HAB choose to require D Codes for the ADR instead of some other drug identifier such as NDC or drug name The main reason is that there many many drugs with different names and product codes that vary across state data systems HAB needed a way to standardize and simplify drug reporting for the ADR D Codes are unique 5 digit codes assigned by Multum You may also see d codes referenced as DNUM or drug number or DIN which stands for drug identification number The d code is the same for all drugs with the same Generic Name So instead of needing to track and report hundreds of individual drug product codes for the ADR there are just a few dozen d codes you ll need to report How do report client medications e You re ready to go if you Use CAREWare Functionality built in Already have d codes for medications Can use Rx REX or your home grown application Reminder If you use Rx REX you have to be able to map your medications So now that you know what you need to report let s review what tools are available for you to use If you use CAREWare you re ready to go because the information that you need is built into CAREWare Now you ll need to set up your ADAP formulary in the data system but other than entering the medication that was dispensed to the client start date days dispensed and cost you re all set You just n
10. eed to make sure that you receive this information from your pharmacy PBM or other provider Now if you don t plan to use CAREWare but you already get all of this information from your pharmacy PBM or other provider you can use Rx REX Rx REX let s you pull the information that you have into an application that puts it in the right format However it doesn t add any missing information so you need to make sure that you have what you need already including d codes I m going to quickly review both CAREWare and Rx REX and where you can find these resources Reporting Client Medications in CAREWare e ADAP drug services module medication list Contains virtually all approved drugs Generic medication name D codes Brand name NDC If you are using CAREWare The CAREWare ADAP drug services module is designed to allow grantees who manage these services to track in detail client level AIDS Drug Assistance information The module includes a complete medication list and all client level fields required for the ADR CAREWare uses the Multum medications database as the source of data for the medications list The medications list is extensive and contains virtually all approved drugs cross referenced by generic ingredient along with the associated d codes brand name and NDC Reporting Client Medications in CAREWare e Activating the ADAP Formulary Medications List p 4 Assistance Program ADAP
11. ftware A Tool for Greeting the ADAP Daia Report ADA Cant Love Dats File e https careacttarget or g library rx rex package If you plan to use Rx REX to create your XML file You ll first need to download the Rx REX package including the User Manual and sample ADR Client Tables from the TARGET Center website https careacttarget org library rx rex package You ll also need to install the Rx REX application from the link provided on the TARGET center website For more help using Rx REX please refer to the User Manual You may also find it helpful to review the webcast archive for the March 27 2013 Rx REX webcast on the TARGET Center 10 Reporting Client Medications using Rx REX B 1 d05847 10 1 2012 1 d05847 11 1 2012 1 d05847 12 1 2012 1 d05847 1 1 2013 1 d05847 2 1 2013 1 d05847 3 1 2013 After you download the Rx REX zip package from TARGET you ll want to review the ADRClients_Sample_Tables Excel spreadsheet which contains a tab for every table in the Rx REX Access database You will report drugs and drug expenditures in the ClientReportMedication table You will report each time the medication was dispensed to a client So you may have multiple rows corresponding to one client Remember you ll need to get d codes before you put your data into Rx REX In the example you see here the table has been populated for a client that received the same drug Atripla on the first of each month We report
12. ion today we will contact you to follow up We often need to explore your question in order to give you the most appropriate answer Moderator reads questions from the log while Organizers assign these to appropriate panelists and presenters 19 More Questions No Wrong Door DART Team Data TA caiglobal org Data Support 1 888 640 9356 Rwdatasupport wrma csrincorporated com HRSA Contact Center 1 877 464 4772 or callcenter hrsa gov Who to Contact for TA on the ADR library adr ta brochure As always feel free to contact any of the TA contractors for all of your questions about data and reporting You can also contact your Project Officer to help you make TA requests or answer programmatic questions If you re not sure who to call don t sweat it call any of us As you exit this webcast today we d like your feedback on this webcast presentation On your screen you will see three evaluation questions appear Please take a moment to respond to each We appreciate your feedback very much and use this information to plan future webcasts Thank you for joining us 20
13. processed and logged by the DART team Once we receive the completed form we ll review it to ensure that it is complete and forward it to HAB If it is not complete we ll return it to you with instructions to complete the missing information If it is complete we ll let you know that we have forwarded the information to HAB for review HAB will review the request to determine if it aligns with their user agreement with Lexicomp HAB will then inform DART and SAIC of the outcome of the review i e approved not approved If not approved HAB will provide a reason why DART will inform you of the decision and if approved you will receive the file directly from SAIC in the near future HAB sends the request to SAIC SAIC will send you an encrypted file with the Multum medication information HAB will send a final email to you that outlines the terms of use of the medication information and the password to unlock the file 15 NDC D Code Crosswalk To get a D code to NDC crosswalk go to https performance hrsa gov HAB ADRFiles C D E Brand Name CMS NDC Labeler Product FDA NDC Labeler Product trovir Generic Name zidovudine 000540052 doo034 zidovudine d00034 zidovudine d00034 zidovudine Retrovir Joozsnsos Mo Retrovir zidovudine 11 d00034 zidovudine sRtrovir ridovudine i zidovudine Retrovir ee a 10 Now I m going to talk about the NDC to D Code Crosswalk This is another option
14. to find the MedicationID or d code that you need to report In order to ease use of d codes for grantees that use the National Drug Code NDC to collect medication information HAB has made available a NDC to D Code crosswalk as part of the ADR download package The link is provided on this slide The Crosswalk is an Excel spreadsheet that lists the DIN drug identification number or d code that you would report for the ADR alongside the Generic Name Brand Name 9 digit CMS NDC labeler and 8 digit FDA NDC labeler As previously noted the d code is the same for all drugs with the same Generic Name Now for both the Multum database and NDC to D Code Crosswalk when a new medication or a new brand name or dosage comes out these resources need to be updated HAB will ensure routine updates of both resources to address these needs 16 TA Resources TARGET ADR Topic Page ADR helene Package with NDC D Code Crosswalk https performance hrsa gov HAB ADRFiles On this slide are web links where you can find the tools and resources described in today s presentation Today s webcast will be archived on the TARGET Center There you ll be able to review these slides along with a recording of the webcast presentation You ll also find the link to download the Multum database request form Or you can simply type Multum in the TARGET Center search box and you ll see the link on the search results page 17
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