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Minnesota CAREWare User Manual - Minnesota Department of Health

1. Part B FY2013 h kom pm For some services such as Medical Case Management the Price will be set based on unit rate When you enter the number of units provided the Cost will be calculated Add Edit Service Details Date Serice Name Contract Units Price Cost 16 22 2013 Medical Case Management Tier 2 Part A FY2013 3 516 54 49 62 Save Cancel Print Amount Received The Case Manager field will only appear for agencies that provide medical case management services Select the name of the case manager who provided the service from the pull down menu The name of the case manager is required for the following services Medical Case Management SM MAI Medical Case Management SM Medical Case Management Tier 1 MAI Medical Case Management Tier 1 Medical Case Management Tier 2 MAI Medical Case Management Tier 2 Medical Case Management Tier 3 MAI Medical Case Management Tier 3 and MCM Adult Foster Care Add Edit Serica Details Csia carice hame Con ract Lira ts Price Cost 1 13 2013 Medical Case Management Tier 2 oe Pat AFY2013 el ft 51654 16 54 i i Case Manager be Hanson P ez kiy Hour Tiras Pair Click Save to save the service information you just entered Ifyou realize you ve entered the service in error you can click Cancel Minnesota CAREWare User Manual Service Information 3 As you save a service it will appe
2. imita Encolmta Setup Contacta Change Provider Logo amli oise pions sohcedoler Sep Maraton Wipers Begimen Setup PEY Teak META JE SUB TEr Export Menu Peronnance Messies Back to Main Menu You will be asked to select the file from your agency s share folder Select the file and click Open Set the provider logo File name Files of type image files BMP JPG GIF Minnesota CAREWare User Manual Administrative Functions 3 You will receive a message saying your logo was successfully changed Click OK Quality Check When you return to the Main Menu your agency s logo will appear It will be visible to all users within your provider domain Department of Health and Human Services Health Resources and Services Administration 2 IAE aa Samainen Brde Refresh Messages Minnesota CAREWare User Manual Administrative Functions 4 Creating Custom Reports As described in the Reports section of the Minnesota CAREWare User Manual MDH will be working on developing custom reports for all providers to use as we move forward In the meantime however all administrative users at each provider have the permissions needed to create custom reports Helpful guidance on how to create custom reports is available from HRSA at the following link http www hab hrsa gov careware The two documents that provide guidance are listed in the Quick Start Manual section Quick Start 7
3. Change My Password screen will display After changing your password you will be asked to log in with your new password Minnesota CAREWare User Manual The Basics 9 Getting Ready for Uploading and Downloading Files with WinSCP WINSCP This part of the manual provides instructions for installing and configuring WinSCP which allows you to upload files to and download files from the Minnesota CAREWare server IMPORTANT INFORMATION FOR IT STAFF SFTP connections run over port 22 so the computer accessing Minnesota CAREWare server will need to be allowed to make outgoing connections over this port A Install WinSCP Client NOTE You will need administrative rights on your computer or you will need an IT person to install the CAREWare client tier for you 1 Download WinSCP client here http winscp net eng download php At the time of this writing the latest stable version is 5 1 5 http winscp net download winscp515setup exe 2 Install the package after download The default selections when going through the installation are fine with the following exception Please deselect the Include Google Chrome along with WinSCP option as pictured below 15 Setup WinSCP WinSCP recommends Google Chrome a faster way to browse the web Faster access to your favorite sites Google Search built into the address bar Stable and Secure Mu vinsce Make Google Chrome my default browser By installing this application y
4. Form data must be entered every six months Form Designer Form is located in a part of CAREWare called Form Designer which has a different look and feel from the rest of CAREWare There are two different ways to access Form 1 If you are already in a client record you can click on Forms from the tab you are in Doo Scooby X Find List Appanna pelete ent Mew Search Close Middle Name B i i Non Hispanic Date of Birth L American Indian or Y Other Gender Client URN Encrypted URN Alaska Native M ole Encrypted UCI Native Hawaiian or Other Ma E Pacific Islander L 95C821355FF87B5FC5 FAECSE68705FCED28260DU Aaa LU Client ID Address City Common Notes Provider Notes Case Notes 100 Doggy Way Minneapolis Fi State Zip Code HIV Status COC defined AIDS 842008 Est 7 AIDS Date HIV Risk Factors Male who has sex with male s Heterosexual contact V Receipt of transfusion of blood blood components or tissue Injecting Drug Use F Perinatal Transmission Other specify Hemophilialcoagulation disorder Undetermined unknown Risk not reported or identified Note Sometimes the Forms button becomes deactivated after you have entered some client data on the Service or Annual Review tab In that case use the second method for accessing Form see next page Minnesota CAREWare User Manual Form 1 2 If you just wa
5. Case Note Date 0 19 2009 12 00 00 AM Case Note Date 6 25 2009 12 00 00 AM Case Note Date 0 10 2009 12 00 00 AM 13 Custom Reports Over time MDH will be working on developing custom reports for all providers to use In the meantime however administrative users at each provider have the permissions needed to create custom reports Helpful guidance on how to create custom reports is available from HRSA at the following link http www hab hrsa gov careware The two documents that provide guidance are listed in the Quick Start Manual section Quick Start 7 Running Basic Custom Reports Quick Start 8 Running Advanced Custom Reports Minnesota CAREWare User Manual Reports 14 Options for Using Reports When you are viewing a report the Report Viewer menu will appear at the top of your screen RW CAREWare Report Viewer File 4 Grim IDjalomjaejtz di Wi i Backward Forward Printing Reports At this point unfortunately you are not able to print reports directly from CAREWare You must save the report to another format as explained below and then download the report to your agency s share folder as described in the Uploading and Downloading Files section of this manual Exporting Reports to Another Format You can export a report to another format by clicking the Export Report Document icon in the Report Viewer menu File E Export Type Rich Text Format RTF Th
6. HIV Status H Date Est AIDS Date HIV positive not AIDS AT pE HIV Risk Factors eR Male who has sex with malels Ml Injecting Drug Use Hemophilia coagulation disorder Heterosexual Contact Perinatal Transmission Receipt of transfusion of blood blood components or tissue Not Reported or Not Identified e HIV Positive not AIDS Client has been diagnosed with HIV infection but has not advanced to AIDS If you select this response you will be required to add the HIV Date e HIV Positive AIDS status unknown Client has been diagnosed with HIV infection and it is unknown whether s he has advanced to AIDS If you select this response you will be required to add the HIV Date e CDC defined AIDS Client has received an AIDS diagnosis at some time based on the CDC AIDS case definition although his her health may have improved since then If you select this response you will be required to add the HIV Date and the AIDS Date e HIV Negative affected Client has tested negative for HIV Client is an affected partner or family member of an individual who is HIV positive and client has received at least one Ryan White funded service from your agency during this reporting period e HIV Indeterminate A child under the age of 2 whose HIV status is not yet determined but was born to an HIV infected mother Note CAREWare no longer offers Unknown as a response option for HIV Status You must know
7. IB Ce E Default rgrobbel 216 176 20 3 amp C Local Disk amp gt gt if IL rgrobbel seal 1 evry y Changed Size Changed Parent directory 6 14 2013 9 36 17 2 6 14 2013 9 54 11 desktop ini Configuration 5 21 2013 12 00 3 asl bash_logout 18B 2 21 2013 4 09 50 TestConnection exe 81144B Application 1 17 2013 1 37 08 _ bash_profile 176B 2 21 2013 4 09 50 L J bashrc 124B 2 21 2013 4 09 50 SELECT FILE AND DRAG OVER TO THIS SIDE 81 144 B of 81 426 Bin 1 of 2 0 Bof 318 Bin Oof 3 F2 Rename F4 Edit 23 F5 Copy 3 F6 Move xt FI Create Directory gt F8 Delete f F9 Properties JI F10 Quit 10 90 530 E ZA iid S CH E Default rgrobbel 216 176 203 El C Local Disk a ie s Ar 2 te Ib rgrobbel Name Ext Size Type Changed ize Changed i Parent directory 6 14 2013 9 36 17 ii 6 14 2013 9 54 11 desktop ini 282B Configuration 5 21 2013 12 00 3 sll _ bash_logout 2 21 2013 4 09 50 81 144B Application 1 17 2013 1 37 08 _ bash_profile 2 21 2013 4 09 50 _ bashrc 2 21 2013 4 09 50 B ITestConnection exe 1 17 2013 1 37 08 0 B of 81 426 Bin Oof 2 0 B of 81 462 Bin Oof 4 F2Rename f F4 Edit E3 F5 Copy F6 Move i FI Create Directory gt lt F8 Delete 4 F9 Properties Jf F10 Quit Minnesota CAREWare User Manual The Basics 4 You can also upload a
8. 0 00 0 00 Medical Transportation Services Total Amount Received Not Received 10 Bus Card 10 00 0 00 10 00 Medical Transportation Services Totals 10 00 0 00 10 00 Health ed risk reduction prevention Clients Total Amount Received Not Received Group HERR Education 1 0 00 0 00 0 00 Health ed risk reduction prevention Totals 1 0 00 0 00 0 00 Medical Case Management Clients Total Amount Received Not Received Medical Case Management Tier 1 1 32 07 0 00 32 07 Medical Case Management Tier 2 1 99 24 0 00 99 24 Medical Case Management Totals 1 131 31 0 00 131 31 Provider Total 7 141 31 0 00 141 31 10 11 2009 5 31 07 PM Minnesota CAREWare User Manual Reports 5 No Service in X Days All CAREWare users will be able to run the No Service in X Days report which is accessed by clicking Reports from the Main Menu and then No Service in X Days report from the Report menu The Reports No Service in X Days screen will display which allows you to set parameters for the report This report lists clients who have not received a sence in the specified category or a particular subservice within the supplied number of days It you do not select a subserice or service category the report will be run on all services Data Scope Include shared services entered by other providers e Service Category C Subservice Type Number of Days a Filter Close DATA SCOPE Do NOT check the box next
9. 2008 5 34 34 PM HANSOJI Clinic XYZ User Login 0 12 2009 6 43 27 PM HANSOJ1 Clinic XYZ User Logout 8 12 2009 6 44 31 PM HANSOJI Clinic XYZ User Login 8 12 2009 6 47 37 PM HANSOJ1 Clinic XYZ User Logout 8 12 2009 6 50 02 PM HANSOJ1 Clinic XYZ User Login 9 2 2009 11 18 52 AM HANSOJ1 Clinic XYZ User Logout 9232009 11 21 56 AM HANSOJ1 Clinic XYZ User Login 9 23 2009 11 22 06 AM HANSOJI Clinic XYZ User Logout 923 2009 11 23 26 AM HANSOJI Clinic XYZ User Login 9 23 2009 11 25 27 AM HANSOJ1 Clinic XYZ User Logout 9123 2009 11 27 22 AM HANSOJI Clinic XYZ User Login 9 23 2009 12 59 11 PM HANSOJ1 Clinic XYZ User Logout 9 23 2009 1 01 12 PM HANSOJ1 Clinic XYZ User Login 9 23 2009 1 03 38 PM HANSOJ1 Clinic XYZ User Logout 9232009 1 04 56 PM Minnesota CAREWare User Manual Administrative Functions Change Provider Logo To place your agency s logo so that it appears next to the CAREWare main menu you must first save a JPEG BMP or GIF file of your logo to your agency s share folder on the Minnesota CAREWare server To do this follow the uploading instructions in the Uploading and Downloading Files section of the Minnesota CAREWare User Manual Once your logo has been saved in your agency s share folder click on Administrative Options in the Main Menu of CAREWare From the Administrative Options menu select Change Provider Logo Administrative Options SETT Viera Provide Weer Managen system Information stom Fectines
10. 4 Software that Must Be Installed for Minnesota CAREWare ccccccecscsececeeseeeseeseseeneseeeeens 5 Logging Into Minnesota CAREW ale csi a iia 8 Changing Your CAREWare PaSSWOVMK scccccssseccccsscceceesececeesecceceeeeceseusecesseneceeseuecessugeceseenes 9 Getting Ready for Uploading and Downloading Files with WinSCP oooooooo 10 Uploading and Downloading Files scsccscccsscscsccsccccsceccccsccccsceccscescccssescscececesescece 14 Uplo dde EIES a laesias 14 Ppownloadinme File Sa i i i a E e a a 15 Password GUI aC sciori a a at a 16 CAREW are TUM COUR ii ae a e i ei 17 CAREWAare Data Entry Fedtur es iii a aaie 18 Words and Phrases to Know in CAREWaAre cccccccsscscsssscsscssccsccsccscssccsccsccesceccesceccecs 19 Frequency of Data Entry Data Submission ccssccssccsssccssccssccnsccesscessecsccnssssesseess 20 Technical Assistance Help Minnesota CAREWare First Call for Assistance If you have specific questions regarding the Minnesota CAREWare application please contact the Minnesota CAREWare Help Desk by completing a help desk ticket at the Minnesota CAREWare website at http www health state mn us careware or by sending an email to health cwpems state mn us Please also check the Minnesota CAREWare website for information and resources Minnesota CAREWare Help Desk Help Desk Ticket Website http www health state mn us us careware Email health cwpems state m
11. Annual Review Encounters Referrals Subform Perfomance Measures Year 2014 Add Edit Service Details Date Service Name Units Frice Cost E a ATTI Ss k Amount Received Save Cancel Print ten Senin Benois e Year The current year will automatically display in the Year field You can review service data from prior years by selecting a year in the pull down menu Note Data prior to 2009 will not be in Minnesota CAREWare Minnesota CAREWare User Manual Service Information 1 Entering Services Information about the services a client received in a given month must be entered by the 15 of the following month Each individual service and the corresponding number of service units must be entered according to the date on which the service was delivered Note For Home delivered Meals On site Meals and Food Shelf only you can enter the date of service as the first day of the week and enter the units of service for the full week To enter a service received by a client click on New Service in the Service tab Demographics Service Annual Review Referrals Subform Year Vital Status Deceased Date a Status Enrl Date Case Closed Add Edit Service Details Date Service Name Contract Units Cost ee ee Amount Received Save Cancel Print Date Service Name Contrat Unts Total Received Provider Edit Service Delete Service Enter
12. Dec Substance Abuse History r Custom Fields Substance Abuse Treatment Mental Health History Mental Health Treatment Minnesota CAREWare User Manual Annual Review Information 12 Minnesota CAREWare Form Index PROCESS INS FOU ias Formi DESTEN EE i i dateelneters a Meats til 1 Adding a New For l i a a VST IN lS o a e 4 Client Country OrBIN takta re bi a a ata ti 4 Date Client Moved to MINNesota naci a L tne 4 FOM DITE ia oe Ti eens 4 Client Saw HIV Medical Provider in Last 6 Months ooocccnccccnnccnnnncnonononnnonanoconnnonanoconnnnnnns 5 Date of Last Appointment serrar te eil ad acniieed a 5 Po A E Nat 5 Date of Follow up with Client Date of Follow up with Provider cccccccccceessseeeeeeeeeeeees 5 COMMON EN Or Messa e a iii l Ka a E 6 Navigating in Form Designer ssiiisriasi ii Add Form Navigation MENU isib ii iii io task web aa idiota 7 Form View Navigation Menu sara 7 Accessing Form Form contains questions that are Minnesota specific and don t appear in other areas of CAREWare All CAREWare users will be able to view Form however only users with General Service Provider Medical Case Management and or Clinical Provider permissions will be able to add and edit Form l Form is not enabled until you ve entered the client s name gender and birth date This is to ensure that the information you enter in Form will match a client who is in the centralized system
13. Size 2 Poverty Level 249 Minnesota CAREWare User Manual Annual Review Information 7 Bringing Forward Annual Review Data Much of the data on the Annual Review tab may stay the same from one six month period to another CAREWare contains a feature that wil Please note that as you view the Annual Review roll over these data from one period to the next tab a date will appear in red if the associated data are more than a year old When that is the case the name of the Annual Review tab will also appear with an asterisk as seen in the screen shot below Once the data have been updated the asterisk will disappear and the dates will all be in green To roll over previous data that are still accurate Ce en Oe PA Appointments Demographics Service Annual Review Encounters Referrals Annual Annual RSR View Quarterty 6 11 2014 xi Summary Data as of Insurance Primary Insurance Medicaid Other Insurance Federal Poverty Level Household Income 39 100 Household Size 2 Poverty Level 252 Annual Screening Cno farra E sy 12 13 2013 click the Bring Forward button at the top of the tab Subform Fefomance Measures Federal Poverty Level Add Edt Delete 3 3 H Household Income Household Poverty Le 12 13 2013 39 100 2 252 5 30 2013 37 500 2 242 12 10 2012 22 750 2 147 l HIV Primary Care Housing Arrangement You will be give
14. a review of the demographic screen you determine that this is the same client select This is the client was attempting to add Continue to client screen and you ll be taken to that client s Demographics tab If there is more than one possible match and the first one you selected is not the same person as the client you re attempting to add select Return to the list of possible matches to determine whether another possible match is the same person as your new client Ifyou determine the client you re attempting to add is not the same person as an existing client select The client l am adding is not on the list Create a new client record The Duplicate URN Resolution screen will appear see next page Minnesota CAREWare User Manual Demographic Information 6 NEW CLIENT WITH DUPLICATE URN If two clients have the same base URN the system will ask you to assign a letter other than U to the end of the URN for both the new client and the matching client So for example one client s URN would become SODOO72551A and the other one would become SODOO72551B Because you do not have the permissions necessary to change URN related fields you will need to click Cancel Add Client and contact the Minnesota CAREWare Help Desk to add the new client for you and assign new letters to the end of the URNs Change the last character of the matching URNs in order to ensure that each client has a unique record number Modify the new client
15. aria AIDS Date radican ka dua isa ada leia 14 EStimated Dates ni n 14 a doo nn e A 14 Notes ECCS tdt 14 COMMONINOTOS aa 15 Providefi NOTES pudes 15 CaSe NOTE shes aes a ESS 15 Finding a Client ada A o II OR E 19 Adding a New Client Add Client From the main menu select Add Client Main Menu System Messages Department of Health and Human Services Sia K About CAREW are Health Resources and Services Administration Refresh Messages Clinic XYZ Welcome to Minnesota CAR Eare The Add Client screen will appear and prompts you for the minimum information necessary to create a new record All of the information requested here is used to generate the Unique Record Number URN so it is critical that this information be accurate Please enter this information carefully because you won t be able to change it after you click on Add Client You will need to contact the Minnesota CAREWare Help Desk to make any changes to this information after the client has been added Middle Name Gender BirthDate Estimated I Forns Cancel Minnesota CAREWare User Manual Demographic Information 1 Client Name LAST NAME Enter the legal last name of the client Capitalize the first letter of the last name If the last name is made up of two names e g Hanson P rez Capitalize the first letter of each name Do not capitalize the whole last name Do not use hyphens accents e g tildes e g fi a o
16. clicking Select All Alternatively you can check the box next to the name of the clients you want to include Click Print to run the report You will get a message saying you have selected X number of clients and are you sure you want to generate the case notes report for them Select Yes to proceed or No to cancel You have selected 5 dients Are you sure you want to generate case notes reports for them lio Minnesota CAREWare User Manual Reports 12 The Multiple Client Case Notes Report provides a list of the case notes written during the identified time period for all selected clients Multiple Client Case Notes Report Name URN Doo Scooby Case Note 500004138710 Provider Name Clinic XYZ Referred to mental health provider for individual therapy Name URN Doo Scooby Case Note Referred to a dentist Name URN HansonPerez Julie Jules Case Note Referred patient to dermatologist Name URN Mann Snow Case Note Referred to an ice skating rink Minnesota CAREWare User Manual 50000413871U JLHNO 22 52U SOMN1102 35U Frovider Name Clinic XYZ Provider Name Clinic XYZ Provider Name Clinic XYZ Date From 01 01 2009 Case Note Author Teacher J Case Note Author Teacher J Case Note Author Teacher J Case Note Author Teacher J Reports Date Through 10 11 2009 Case Note Date 6 9 2009 12 00 00 AM
17. contracts and services and perform a variety of oversight tasks audit reports quality reports etc Users within the CA domain cannot add or edit client data they can only view client records However CA users can log into a provider domain to edit client records if needed e g a name was entered incorrectly Provider A provider domain is set up for each funded agency Users at each provider will only log into their own provider domain Users in a provider domain are able to enter and edit client data run reports and create reports and perform other functions based on the permissions assigned by the central administrator Cross Provider and Provider Specific Information Information in CAREWare may be cross provider shared across providers or provider specific Cross Provider Demographic data including all client identifiers name date of birth address and Annual Review information income insurance etc are cross provider they are not owned by a specific provider For example a user at Provider 1 changes a client s address Provider 2 serves that same client and accesses that client s record on the network Provider 2 will see the updated address entered by the user at Provider 1 The user at Provider 2 could change the address as well since these demographic fields are shared by all providers on the network who serve a specific client Provider Specific CAREWare handles client service and clinical info
18. down menu that best describes the client s housing situation at the end of the six month reporting period Institution Although this option still appears in CAREWare it is not a valid response as of January 1 2013 This is now reported under Stable Permanent Annual Screening 16 23 2013 Type Housing Amangement Non permanently Housed Although this option still appears in CAREWare it is not a valid response as of January 1 2013 This is now reported under Temporary Other Although this option still appears in CAREWare it is not a valid response as of January 1 2013 Save Jen Stable Permanent Includes renting or owning an unsubsidized house room or apartment unsubsidized permanent placement with family or other self sufficient arrangement HOPWA funded housing assistance does NOT include short term rent mortgage and utility assistance subsidized housing permanent housing for formerly homeless persons e g Shelter Plus Care Supportive Housing Program and Moderate Rehabilitation Program for SRO Dwellings or institutional settings with greater support and continued residence expected e g psychiatric hospital facility foster care home or foster care group home or other residence or long term care facility Temporary Includes transitional housing for homeless people temporary arrangement to stay or live with family or friends other temporary such as a Ryan White housing subsidy te
19. field is specific to your agency only and will be 23 24 25 26 27 28 29 activated if any of the following are selected for Enrollment Status A L e Referred ptos Eel PA e Removed Click Clear if you typed or selected the wrong e Incarcerated date and it will be erased e Relocated The Case Closed Date field is required for clients who are no longer active at your agency in order to accurately report Enrollment Status in the RSR Services may be entered after a deceased date e g when a case management service is provided to the family but not after a case closed date and not before the enrollment date Minnesota CAREWare User Manual Demographic Information 12 Vital Status The Vital Status field is shared across providers The default value for Vital Status is Alive so you won t need to do anything if the client is alive The other options are Deceased and Unknown Date of Death If you select Deceased in the Vital Status field the Date of Death field will activate This field is also shared across providers fthe month of death is unknown report as 01 Ifthe day of death is unknown report as 01 Provide the year of death if unsure use the current year 9999 is not a valid response for year HIV Status Select the response from the pull down menu that best describes the client s HIV status Note that the HIV Status field is closely related to the HIV Date and AIDS Date fields
20. in either field Minnesota CAREWare User Manual Form 5 Common Error Messages There are two common error messages you will receive if you try to save an incomplete Form I MISSING FORM DATE If you do not enter the Form Date you will get the following message when you try to save the form Form Date Can t be Null MISSING REQUIRED FIELD If you try to save Form without entering one of the required fields you will get the following message that specifies the field you need to complete Quality Check Ea Please clear unsawable control data errors to proceed Date of Last Appointment Minnesota CAREWare User Manual Form Navigating in Form Designer Add Form Navigation Menu As you are entering data in Form I the Form Add navigation menu will be available in the upper left corner of the screen As you are entering data in Form you can use the Undo button to undo the last thing you entered Continue to click Undo if you need to undo several things ae CAREW are Custom Form Designer To exit Form without saving the data click Back and you will get a message asking you if you want to go back without saving Click Yes No or Cancel a Form Add To save and view your completed Form I click Save Close FI Save Close Pop Previous Page Pain Mewt Page The Print function will not work as your printer is not connected to the Minnesota CAREWare server Esc Back Chl Unda Ct
21. tab and click Sharing Options in the upper right The Clinical Sharing screen will display Use the combo box located in the status column of ON one Chas the grid below togrant or deny sharing requests RidingHood LitileRed R A We share this clients records with Providers sharing this client s clinical records with us Provider tes Granted Click near Pending for the provider to which you are going to grant the clinical information sharing request with an ROI from the client and a pull down menu will appear Select Granted Repeat for any other requests based on an ROI Click Close to save The left side of this screen shows with which providers you share clinical information about this client The right side of the screen shows which providers share clinical information about this client with your agency Minnesota CAREWare User Manual Clinical Information 4 Viewing Shared Clinical Information Once clinical information sharing has been granted by a Ryan White funded primary care provider the clinical information can be viewed by all case managers case management administrators clinical staff and clinical administrators within the provider domain that requested the sharing Those with the appropriate permissions will be able to view information about medications labs screening labs screenings and immunizations The information is limited to the fields that are required to be reported by primar
22. to HRSA Related policy Reporting Date of Birth Generation of Unique Record Number URN As you are entering this client information you will see that the client s URN is being generated Add Client Generated URN ISO 09999991 Last Name First Name Doo Scooby Middle Name Gender Dooby Male EirthLlate 07 71 21955 Estimated Forms Cancel After entering the client s name gender and birth date check to make sure you ve entered the information correctly and click Add Client Minnesota CAREWare User Manual Demographic Information 3 Checking for Duplicate Clients and Duplicate URNs It is likely that a client will receive services from multiple providers within the Minnesota Ryan White network It is also possible that two different clients will have the same URN The URN is generated based on the 1 and 3 letter of the first name the 1 and 3 letter of the last name the birth date and a code assigned to each gender value In addition CAREWare assigns a U at the end if it is the only client with that URN When you click Add Client CAREWare will check across all providers to see if the client already exists in the system or if there is another client with the same URN NEW CLIENT WITH UNIQUE URN If the client is new to the entire system and there is no other client with the same URN the Demographics tab will display on your screen Doo Scooby Dooby Appointm
23. to Include shared services entered by other providers as this will cause an error and you will not be able to run the report SERVICE CATEGORY vs SUBSERVICE TYPE u If you want a list of clients who have not received any service within a certain time period select the radio button next to Service Category but do not select a service category from the pull down menu Select Service Category if you want a list of clients who have not received any service within a broader category e g have not received Medical Case Management services but you are not interested in knowing which MCM tier or whether it was a medication adherence service From the pull down menu select the specific service category you are interested in Select Subservice Type if you want a list of clients who have not received a specific service e g Medical Case Management Tier 2 NUMBER OF DAYS Enter the number of days For example if you want to know which clients have not received a service in the last 3 months enter 90 REPORT FILTER If you would like to set a filter for the report e g only female clients click the elipses next to the Report Filter pull down menu See more about setting filters at the end of this section of the manual Click Run Report Minnesota CAREWare User Manual Reports 6 The No Service in X Days report provides a list of clients who have not received any service or a specified service depending on the parameters
24. 7 SODO072 A ale Ab Nlm Y DONVNpSt vrbpGodar MIrSA ba dhAKXNKD Current Client Appleseed Johnny M Service Date Sernce Name Contract ca A pal pa E Male Female Female Male Male Amount Recelved Price Highlight the client for which you want to enter a service or set the Column field to Client and enter their name in Search Criteria You ll see that the name of the selected client appears in the Current Client field in the bottom half of the screen Enter the Service Date on which the service was provided Click the arrow next to the Service Name field and from the pull down menu select the service that was provided on that date Enter the number of service units provided in the Units field Click F1 Save in the upper left hand corner Repeat the process to enter another service for this same client or select another client from the list Minnesota CAREWare User Manual Service Information Entering New Services for a Selected Client To enter a service for a selected client highlight the client s name from the list in the Service Rapid Entry screen see screen shot page 7 and click on F2 New Service for Selected Client The following screen will display F1 Save Search criteria vrEpGod3r i Column Pa EN Mdde Name Uat EUN ama Gmie Betty ETEOD105 vrBpGadyr Current Client Boop Betty Bea Amount Received Semice Date Semice Na
25. Administration RW CAREWare Version 3 0 Build 637 UserName Jewtermp Password Options gt 2 Click on Server List RW CAREW are Login Department of Health and Human Services SHRSA Health Resources and Services Administration RW CAREWare version 5 0 Build 637 UserName owtemp Password Server IMNCAREWARE Part 8124 2 050727 468 M Encrept Communication Channel Minnesota CAREWare User Manual The Basics 3 Select Add and enter the following Server Name Address mncareware ixn com Port Number 8124 4 Click Save It will look similar to the picture below you will most likely have another entry above the one you just entered Server Name Address Save Port Number Cancel Server Name Address Server Fort mncareware ixn com gt s A o me 5 Click Close to return to the login screen 6 Select the new server you just entered from the Server pull down menu RW CAREWare Login Department of Health and Human Services SHRSA Health Resources and Services Administration RW CAREWare Version 5 0 Build 637 User Mame cwtemp Password Server mne EWARE Fort 8124 MNCAREWARE 20 SOE BG f Z Z m i Encrypt Communication Channel Minnesota CAREWare User Manual The Basics 7 Logging Into Minnesota CAREWare 1 Enter the CAREWare username and password provided to you by MDH and click Lo
26. Desk Do NOT include the client name or URN Unique ID in the email or help desk ticket Simply state that you need to delete a client and we will contact you to get the details Related policy Deleting Client Records from CAREWare Minnesota CAREWare User Manual Demographic Information 19 Minnesota CAREWare Service Information Updated December 2014 Index we p ol sa aria ii ad b lrA 1 EINES TNS eCarts 2 VIEWING Service INTO MACI N nara ei i N 4 Rapid Service Ent sa ACCESSING Rapid Service ENUY A e ed e ba a 5 RETINAS tne DIS DIAY a a A i A a ta A a aes 6 Entering New Services for Multiple Clients cccooocccnonoccnnnonocononnnocononanonnnonaconnonanonnnnnaoos 7 Entering New Services for a Selected Client 0 sess eeennnnnnnnnzznenenzznnenznzznenenzzantenznannn nn nn 8 OtNEFOPWNOM Si aradtes secant demas steven saaderonses ncaa seasevaseade E 8 Sharing Service Informatica REQUESTING Service Smart g oia dnibt taa ocios a cuota lidad 9 Grantins Service Sna Pica a a 11 Viewing Shared Service Information L sess snenennnnnnnnnnnnenenznnnennn sant n ana n nett nanna nnen nn ant tn 14 Canceling a Shafine REQUEST iii ii A as 15 Service Tab To enter information about the services a client has received click on the Service tab and the following screen will display Appointments Orders Forms Changelog ClientReport Merge Client Delete Client Find List New Search Demographics Service
27. F CAREWare runs over port 8124 so the computer accessing the system will need to have this port open We also recommend giving the port priority to ensure a stable connection between the client tier and the server A Install CAREWare Client Tier NOTE You will need administrative rights on your computer or you will need an IT person to install the CAREWare client tier for you 1 Download the appropriate CAREWare Client Tier build 637 from http www jprog com tools frmwk2 0 Build637 rwcarewareclienttiersetup msi 2 When the download completes open the installer During the install process make sure you install the client tier for Everyone and NOT for Just me You can leave the defaults for the rest of the installation procedure fg RW CAREWare Client Tier Select Installation Folder The installer wall install AY CAR EM are Client Tier to the following folder Ta install in this folder click Next To install to a different folder enter it below or click Browse Folder C Program Files 86 CAREW are A CARE Ware Client Tier Browse Disk Cost Install AW CAREW are Client Tier for yourself or for anyone who uses this computer cet cto i Minnesota CAREWare User Manual The Basics 5 B Adding the Minnesota CAREWare Server 1 Open the CAREWare client and select Options gt gt RW CAREW are Login Department of Health and Human Services SHRSA Health Resources and Services
28. Fields for Primary Care Providers ONLY ccccccceseeeceeseeeeees HIV Risk Reduction COUNSEIING iii ad id 10 MEN e 11 Substance ADS logos 11 Other Views on the Annual Review Tab coooccccocccnccnnncncnnccncncnonncnnnanonnnos Annual RS R VIEW a ia aaa 12 Quarter VAS ni ea 12 Annual Review Tab To enter information about the client s insurance housing situation and income click on the Annual Review tab You will be able to view information that has been entered on this tab as of today s date The information on the Annual Review tab can be entered or updated at any time throughout the year but must be entered updated semiannually by July 15 and January 15 Client Report Merge Chent Delete Client New Search Demographics Service Annual Review Encounters Referrals Subtorm Performance Measures Annual Annual RSR View Quarterty Summary Data as of 6 23 2013 Bring Forward LN Insurance insurance is Primary Insurance Date Primary Insurance Other Insurance High Risk Pool Other Insurance Find List Federal Poverty Level Household Income Household Size Poverty Level HIV Primary Care Housing Arrangement HIV Risk Reduction Counseling Mental Health Substance Abuse Remember that Annual Review fields like most demographic fields are common or cross provider Values changed by one provider will be viewed and can also be edited b
29. Minnesota CAREWare User Manual Adapted from the HRSA CAREWare User Manual January 2006 Minnesota Department of Health January 2015 U S Department of Health and Human Services AL HIVAJD Y A BUREAU Minnesota Department of Human Services MINNESOTA MDH DEPARTMENT oF HEALTH Table of Contents Each section of the Minnesota CAREWare User Manual is designed to be a separate document as well as part of the manual A more complete index is included at the beginning of each section The Basics Technical Assi tance y A A at i aa it 1 Minat SCARE Ware ran a 2 Getting Ready for Minnesota CARE Wate cccsscsssscsosssccsssccssscncuscscusescusuceusuceceseneuseseusssousucneeseneusens 4 Getting Ready for Uploading and Downloading Files with Win SCP ccccccsesecseseeeeeeeneeeeneseeeess 10 Uploading and Downloading FILES ui 14 PassWord GUINEA A 16 EAREW are TIMO sas DA SAA 17 CARE Ware Data Entry Features ie i a a 18 Words and Phrases to Know in CAREWaAre ccccsseccsecccesscceneceeneccescecnceteneeeeneceeeeceseuceseuseteneeeegacs 19 Frequency Of Data Entry Data SUBA Miri ina 20 Demographic Information Addine a New Client 1 Demos el A AM SARAM 8 FING IAG a CIOE kai ia ta tfa 14 Peletina Cheni Sis ori i cn 16 Service Information SEVICE TA e PO O ROO O IS lacie ete unt idiot een aves 1 RADIO service Ea a bss 6 Sharing Service INTO FM OM 10 Annual Review Information PUA a MRE VIE
30. Removed Client was removed from your agency s services due to violation of your agency s rules Incarcerated Client will not continue in services because they are serving a sentence in a federal state or local penitentiary prison jail reformatory work house or other correctional facility If the client is incarcerated and will continue to receive services from your agency select Active Relocated Client moved out of the agency s service area and will not continue to receive Ryan White services at your agency Active is the default value for this field Be sure to change this if the client is no longer active at your agency Note CAREWare no longer offers Inactive Closed and Unknown as response options for Enrollment Status Enrollment Date The Enrollment Date refers to the FIRST date the client received an Dates HIV related service at your agency When entering a date in CAREWare you may either type the date in the date field or select the arrow next to the date field to bring up a Note the Enrollment Date must be earlier than or equal to the first service you enter on the Service tab If you do not enter an Enrollment calendar from which you can select the date Date it will automatically be set to the date of the first service you EN June 2013 gt enter for the client Ped Ma Tu we TA Fe Sa 26 27 26 29 30 31 II ae gt ee Be ce sf Ss Case Closed Date 9 10 11 121314 15 16 17 18 19 20 22 The Case Closed Date
31. Running Basic Custom Reports Quick Start 8 Running Advanced Custom Reports Minnesota CAREWare User Manual Administrative Functions Setting Up Employees as Case Note Authors This function will only be available to users with Case Management Administrator and Clinical Administrator permissions When an employee is set up as a case note author their name will appear in the pull down menu of authors in the Case Notes screen When the author s name is selected from this pull down menu the name will also automatically display at the bottom of the screen when the case note is saved MEA E Hanson Perez Julie Teacher J i 8 19 2009 Clinic XYZ Refered to a dentist eacher J 6 5 2009 Clinic XYZ Fefered to mental health provider for individual therapy Teacher J Minnesota CAREWare User Manual Administrative Functions 6 Employee Setup Click on Administrative Options in the Main Menu From the Administrative Options menu select Employee Setup The Employee screen will display Click New to add a case note author Hanson Perez Teacher J Enter the employee s Last Name and First Name Check the boxes next to Case Note Author and Active Click Save Employee Hanson Perez Julie No No No Yes Yes No Teacher J No No No Yes Yes Mo Ifan employee later leaves or moves to a job where they no longer need to enter case notes return to Emplovee Setup highlight the name of the person form the
32. Salesjan Cheat Contains last 150 Records As of Today e g Today or MM DDYYYY a Search criteria Column mi F4 Delete Selected l ESS Date Gent Service Contraer Units Total Rec Provider gt 06 26 2012 Appleseed Johnny M 10 Bus Card Part B FY 2 1 0 00 000 Clinic XY 07 05 2012 Beauty Sleeping Eva Individual Support Part AFY 1 0 00 0 00 Clinic Xr 071142012 Boop Betty Bea Medical Case Management Tier 3 Part AFY 3 4962 0 00 Clinic Xr 08 09 2012 Doo Scooby Dooby Medical Case Management Tier 2 Part A FY2 4 566 16 0 00 Clinic Xt 08 16 2012 Bear Theodore Ted Individual Med Adherence Brief Part AFY2 1 510 000 Clinic XY 08 16 2012 Boop Betty Bea Support Group Part AFY 1 50 00 0 00 Clinic Xi 0904 2012 Appleseed Johnny M Clinical Visit Part A Part A F f2 1 0 00 0 00 Clinic Xr 11 06 2012 Beauty Sleeping Eva Individual Nutrition Counseling Metro Pat AFY2 4 59 00 0 00 Clinic Xr 11 13 2012 Boop Betty Bea Medical Case Management Tier 2 Part A F f2 3 549362 000 Clinic XY 11 20 2012 Channing Prince Afo Benefits Counseling Part B FY2 1 0 00 0 00 Clinic Xi 12132012 Doo Scooby Dooby Clinical Visit Part A Part AFY 1 0 00 0 00 Clinic XY 12 20 2012 Boop Betty Bea 510 Bus Card Part B FYZ2 1 50 00 0 00 Clinic Xt 0170172013 Beauty Sleeping Eva Clinical Visit Part A Part F f2 1 000 0 00 Clinic Xr 01 08 2013 Appleseed Johnny M Bus To
33. W TD AAA AAA 1 Annual Review Fields for Primary Care Providers ONLV oocccccncccncnoconcnnccnncnocononacononanonnonacononaronenanonos 8 Other Views on the Annualikevew TaD A AS 10 Form ACCESSINE FOr l a ae nt 1 Adame a New OMNI ics sateen sete AA AA dd 3 Navigatinge IN Form Desert AS AA 7 Clinical Information Clinical information NA land 1 Reports Standard CAREWare Reports ccseeeeees Custom Reports tii si ise kr Options for Using Reports sse eeennennnzzn Administrative Functions User Login Report nenennnnnnznnnnnnza Change Provider LOgO ss eeennnnnnnzznnnnzzzn Creating Custom Reports L eeenennznnnni Setting Up Emplovees as Case Note Authors Sharing Service and Clinical Information Submitting Data Files to MDH 008 Minnesota CAREWare The Basics Index Technical Assistance Help rissies a aa a a 1 Whatis CAREW Ale iii bii pi i a i 2 Overview OT CAREW TO atada 2 How EAREWare Data Will Be Used airada 2 Safeguarding Client Confidentiality oooccnnooocnnnonnnonnnnnaconnonanonnonanonononaronnnnarnnnonanonnnnnnoss 3 Getting Ready for Minnesota CAREWAare sccccscscsscscsscsccccsccccsccscccsscccscescscesssceseccnce 4 User Requirements to Access Minnesota CAREWAre cccsccsecssecseceseeseceneceeceseeeeceseeeceseees 4 Computer Requirements to Run Minnesota CAREWare ccccccseccssccsecescceseceseceseeeseeneenes
34. ad of directly entering the data into CAREWare Instructions for Password Protecting Your Data File Your data file MUST be password protected before you upload it to the Minnesota CAREWare server using WinSCP From the File menu in your Excel document Select Save As The Save As window will display on your screen Click on Tools and select General Options Organize New folder xl Microsoft Excel Ra gg Libranes Julie Hanson Perez Tr Favorites Ml Computer HI Desktop Cu Network Th Downloads eHARS to CW E Recent Places EN CCCHAP Shortcut fay Databases Shortcut al Libraries aP hansojl data2fbfbhomesidepc H Es Do l Projects and Workgroups Shortcut E Documents J groups a Music a s SecServicesUnit Shortcut Authors Julie Hanson P rez Map Network Drive E Save Thumbnail Web Options General SESS Hide Folders Too Compress Pornar Enter the Password to Open and click OK General Options 2 f IF Always create backup Password to open Password to modify Read only recommended Contact the Minnesota CAREWare Help Desk by e mail with your password the first time you use it Please use the same password with each submission Instructions for Uploading a Data File to Minnesota CAREWare Server In order to upload your data file for submission please follow the Uploading and Downloading Files instructions in The Basics section of the Minnesota CAREWa
35. an establish its own protocol for the formatting and use of Provider Notes To enter a Provider Note just click on the Provider Notes tab and type in the note CASE NOTES Case Notes can only be viewed and entered by case managers and clinical staff within your provider domain Users who have permissions to enter case notes will not be able to edit or delete them To enter a case note click on the Case Notes tab and the following screen will display Click Add Case Notes Rapid Ent Client D Ss D 20 SCONO eee From Through Templates Report 6 21 2012 wi 16 21 2013 CI Y Only show this provider sa Author l Date Provider CaseNote 3 3 3 gt Minnesota CAREWare User Manual Demographic Information 15 The Case Notes Rapid Entry screen will activate Client Doo Scooby Dooby From Through 6 21 2013 Faste Template Spell Check Thesaurus Enter the Date that corresponds to the case note Note the default will be today s date From the Author pull down menu select your name Type in the case note in the Note field Click Save to save the case note The saved case note will appear in the list of case notes at the bottom of the screen Click Cancel if you realize you ve made mistake and do not want the note to be saved Remember you will not be able to edit or delete a case note after it s been saved Ifyou would like to add information about a servi
36. anual Annual Review Information 5 If you click on the plus sign button for a specific category you will om SET activate the Annual Screening window with the corresponding category selected under Type Type If you click Add you will activate the Annual Screening window and you will need to select the Type for which you want to enter information 7 JHIV Primary Care i Housing Arangement IHIV Risk Reduction Counseling Mental Health Substance Abuse Today s date will be the default value for the Date field Enter the date that you confirmed the information or the date that the counseling or assessment was conducted During the first half of the year the Date must fall within 1 1 20XX and 6 30 20XX During the second half of the year the Date must fall within 7 1 20XX and 12 31 20XX HIV PRIMARY CARE You are not required to provide a response for HIV Primary HIV Care field but you can if the information is useful to you This field is asking in which type of setting the client receives their primary HIV medical care Select one of the following from the Result pull down menu Emergency Room Annual Screening No primary source of care Type HIV Primary Care im Other Private practice Hospital outpatient center Publicly funded clinic or health department Unknown Minnesota CAREWare User Manual Annual Review Information 6 HOUSING ARRANGEMENT Select the response from the Result pull
37. ar in the list at the bottom of the screen with the most recent service listed first From that list you can highlight a service and click Edit Service if you need to change something or Delete Service if you entered it in error Demographics Service Amud Review Sa Referrals HIV CAT Subfom aa Measures Year Vital Status Deceased Date Enrl Status Enrl Date Case Closed 2013 Aive Active s 9 2012 Add Edit Service Details Date 11 13 2013 13 18 2013 16 22 2013 50 29 2013 75 14 2013 75 14 2013 75 10 2013 74 17 2013 2 5 2013 Service Name Service Name Medical Case Management Tier 2 Medical Case Management Tier 2 Medical Case Management Tier 2 Clinical Visit Part A Medical Case Management Tier 4 10 Bus Card Benefits Counseling Medical Case Management Tier 2 10 Bus Card Part A FYZ Part A FYZ Part A F f2 Part A FYZ Part A FYZ Part BPY2 Part B FY2 Part AFYA Part B FYZ2 Clinic XYZ Clinic XYZ Clinic XYZ Clinic XYZ Clinic XYZ Clinic XZ Clinic XYZ Clinic XYZ Clinic XYZ as Kein e Tina Klein Tina Klein Tina Klein Tina Klein 25 013 Medical Case Management Tier Pat AFY Clinic XYZ Julie Hanson P rez OS Poi SEW Eat Senne Baas Sons Viewing Service Information Services are automatically listed in descending order of service date Click on the header of the Date column to view t
38. ated need technical assistance data management system administration and cross reference with the HIV AIDS Surveillance System Client specific information from CAREWare will only be shared with an entity other than HSPHD DHS HRSA or consultants specifically contracted for data analysis if a client has given his her consent All clients of HIV services will be informed that this information is being collected by MDH HSPHD and DHS in order to comply with federal law and to improve the HIV services system Minnesota CAREWare User Manual The Basics 3 Getting Ready for Minnesota CAREWare User Requirements to Access Minnesota CAREWare In order to establish a new account to access Minnesota CAREWare you must complete the following steps 1 Complete annual client privacy HIPAA training If your agency does not have a HIPAA training module available you may access an online training at http www health state mn us careware under the Annual Client Privacy HIPAA Training link on the right side of the page 2 Sign your agency s annual Data Privacy Confidentiality Agreement 3 Complete the User Registration Form and forward to your Provider s Authorized Representative PAR for signature The form is available at http www health state mn us divs idepc diseases hiv careware forms html 4 Submit the completed signed form to MDH Once your user account has been established you will be contacted by MDH with your user name an
39. ce s the client received at your agency check the box next to Add Service and you will be taken to the Services tab after saving the case note Minnesota CAREWare User Manual Demographic Information 16 Finding a Client Find Client The Find Client function from the Main Menu searches for a client within your own provider domain only it does not search for the client across provider domains The Find Client function is useful in several instances To determine whether a client you have served for the first time is already a client in your agency remember Find Client will not tell you whether the client is served at another provider To access an existing client record when you need to add or change information about that client Mam Menu Department of Health and Human Services MT EPA o Pes i paa uN About CARE Ware Health Resources and Services Administration Brag etanol Appontmente Refresh Messages Orders Administrative Options Clinic XYZ My Settings Rapid Service Entry Welcome to Minnesota CAR Eare Minnesota CAREWare User Manual Demographic Information 17 Click Find Client in the Main Menu and the following screen will display Find Client E PAS d Enter search criteria Partial matches will be included Last Name ee First Name A Client ID Te Unique ID e Client UCI LT If View Active Clients Only Maximum Results 100 Search You can search by any
40. ct both Asian and Native Hawaiian or Other Pacific Islander for a client s race you will be to report both Asian and Pacific Subgroups Racels Asian Subgroup Pacific Subgroup Asian Native Hawaiian or Other Pac Fields Moved from Service Tab to Demographics Tab The following fields were moved from the Service tab to the Demographics tab Enrollment Status Enrollment Date Case Closed Date Vital Status and Date of Death These fields must be current at the end of every six month reporting period Enrollment Status Enrollment Date Case Closed Date Active ae Vital Status Date of Death Alive kull Minnesota CARE Ware User Manual Demographic Information 11 Enrollment Status The Enrollment Status field refers to the client s enrollment status at your agency only Please be aware that if a client is closed in one program but is still receiving services through another program within your agency the status should be Active Select one of the following Active Client continues to receive at least one service at your agency Referred or Discharged Client was referred to another agency AND is no longer receiving services at your agency Also select this response if client was discharged from your agency because they became self sufficient and no longer needed Ryan White funded services client voluntarily leaves your agency client is lost to follow up or client refuses to participate
41. ctly in the list The left side of the Service Sharing screen shows the providers with which you share information about the services this client receives at your agency The right side of the screen shows which providers share information about the services this client receives at their agencies Minnesota CAREWare User Manual Service Information 13 Viewing Shared Service Information Once service sharing has been granted by another provider all CAREWare users within the provider domain that requested the sharing will be able to view information about all services the client received at the other provider s As you can see below you will be able to view the date a service was provided the type of service the contract that funds the service the number of units total unit cost if applicable and the provider You will not be able to edit or delete service records entered by another provider Mann Snow Demographics Service Annual Review Encounters Referrals al HIV a Pregnancy Subform Performance a Year Vital Status Deceased Date Enrl Status Enrl Date Case Closed 2013 Alive T Active jje 12 200 Add Edit Service Details Date Serice Name Contract Units Price Cost Amount Received Save Cancel Print Clinical Visit Part A CD4 Count Viral Load Group HERA Education 510 Bus Card Group Med Adherence Food Shelf 10 Bus Card Individual Med Adherence Routin
42. d passwords You will be given one user name and two temporary passwords one for Minnesota CAREWare and one for WinSCP Following your initial set up as a CAREWare user you will be required to complete the following steps on an annual basis 1 Complete the annual client privacy HIPAA training 2 Sign your agency s annual Data Privacy Confidentiality Agreement 3 Your PAR will complete and sign a form certifying which CAREWare users in your agency have completed annual HIPAA training and signed the data privacy confidentiality agreement Your PAR will submit the form to MDH for the purpose of maintaining user access to CAREWare Related policies User Registration and Renewal Provider s Authorized Representative Computer Requirements to Run Minnesota CAREWare Your IT staff contractor will be able to verify whether your computer meets the following specifications 1 Your computer must have the Microsoft Windows XP Vista or Windows 7 operating system 2 Your computer must have Microsoft NET Framework Version 2 0 or higher installed 3 Your computer must have Microsoft NET Framework 2 0 Service Pack 2 or higher installed Minnesota CAREWare User Manual The Basics 4 Software that Must Be Installed for Minnesota CAREWare CAREWARE CLIENT TIER This part of the manual provides instructions for installing the CAREWare client tier and configuring it to access the Minnesota CAREWare server IMPORTANT INFORMATION FOR IT STAF
43. e Part A FY2013 Part A Frama Part A Frama Part A FY2013 Part B Frama Part A FY2013 Part A FY2013 Part B FY2012 Part A Frama Clinic XYZ Clinic XYZ Clinic XYZ Provider A Provider A Clinic XYZ Provider A Provider A Clinic XYZ Med Adherence Supplies Individual Med Adherence Comprehensive EFA Housing Part A 1 10 2013 Clinical Visit Part A 1 10 2013 CD4 Count service Sharing Part A Frama Part F f2012 Part A F f2012 Part A F f2012 Part AFY2012 Preview Services New Service a Clinic XYZ Clinic XYZ Provider A Clinic XYZ Clinic XYZ Edit Service Delete Service 0 00 0 00 0 00 age b Ll Ll ee ee ee do o o Minnesota CAREWare User Manual Service Information 14 Cancelling a Sharing Request A sharing request will automatically expire on the expiration date of the ROI and the shared service information will no longer be visible If after agreeing to have their service information shared between agencies a client decides prior to the expiration date of the ROI that they don t want their service information shared any more there are two ways to cancel the sharing of this information Both ways require you to first click on Service Sharing in the lower left corner of the client s Service tab see screen shot page 15 1 If the client no longer wants your agency to share their service information with another agency a user with administrative perm
44. e Export screen will display File SI From the Export Type pull down menu select the desired format Your options are e Rich Text Format RFT e Portable Document Format PDF e HTML Format HTM e Microsoft Excel Format XLS e Tagged Image Format TIF e Text Format TXT Next to the File field click on the elipses to select your agency s share folder Click OK To retrieve your report after logging out of the central CAREWare server follow the _ Cancel download instructions in the Uploading and Downloading Files section of the Minnesota CAREWare User Manual Minnesota CAREWare User Manual Reports 15 Setting Filters in CAREWare Reports You can add a filter to any report you are running by clicking on the elipses button by the Filter pull down menu However sometimes it s more efficient to run a report without filters to make sure you re getting data and then add the filters Report Filter The Filter menu will display Custom Reports Filter Custom Filter Name Advanced 7 Close enat hype Operator Delete Fitter Criterion Field WE Ist Service IT Not EqiPiantenon You first have to name the filter For this example let s create a filter that will ask the report to only include female clients Click the Add Criterion button The Field pull down menu will activate and give you a list of all fields by which you could
45. e Medicaid Although not listed this way in CAREWare this option includes Medicaid and Other Public insurance plans Medicaid MA in Minnesota is a jointly funded Federal and State health insurance program for certain low income and needy people This includes Medical Assistance for Employed Persons with Disabilities MA EPD MinnesotaCare is also reported in this category e Medicare unspecified Health insurance program for people 65 years of age and older some disabled people under 65 years of age and people with End Stage Renal Disease e Medicare Part A B Medicare Part A covers hospital care skilled nursing facility care nursing home care hospice care and home health services Medicare Part B covers medically necessary and preventive medical services e Medicare Part D Medicare Part D covers outpatient prescription drugs for individuals who are entitled to benefits under Medicare Part A and or are enrolled in Part B e No Insurance The client does not have insurance to cover health care costs the client self pays or services are covered by Ryan White funds e Other The client has an insurance type other than the options listed e Private Employer Group insurance coverage provided through the client s employer e Private Individual Health insurance plans such as Blue Cross Blue Shield HealthPartners Medica PHP MHP U Care etc that are purchased for an individual although premiums may be paid by Pro
46. e their clinical information with another agency the clinical administrator at your agency can go to the left side of the Clinical Sharing screen click next to Granted for that provider In the pull down menu that appears select Denied Then click Close to save Clinical Sharing Use the combo box located in the status cdumnof A o the grid below togrant or deny sharing requests RidingHood LittleRed R o cies Providers sharing this clients clinical records with us 2 If the client no longer wants another provider to share clinical information with your agency a case management or clinical administrator at that agency can go to the right side of the Clinical Sharing screen highlight the appropriate provider s and select Cancel Request Then click Close to save Use the combo box located in the status column of A eee Close the grid below togrant or deny sharing requests RidingHood LittleRed R We share this client s records with Minnesota CARE Ware User Manual Clinical Information 7 Providers sharing this client s clinical records with us Minnesota CAREWare Reports Index Standara CAREW are Reports urinario td enna Client REDON Cx sete her i a a 1 Financial REDOT ai AS A ie Pom eld ch 3 Mo O AAA a A e T ia ee eeeaueaaedeqtncame maka aea ness 6 Male HAD ONS asia adidas 8 Case Notes Re DONT marica 10 Multiple Clients Case Note Report sumida 12 Custom ReDO ES scr AAA AAA Options to
47. een If you want to see a Form for the possible match highlight the possible match and click F3 Go to Client Forms If you are sure the client you re trying to add is a new client click F1 Add New Client To cancel the addition of the new client click ESC Cancel Minnesota CAREWare User Manual Demographic Information 5 CLIENT ALREADY SERVED IN RYAN WHITE SYSTEM If you generate the URN of a client who is new to your agency but has already been seen by another provider and is in the central database this screen will appear Possible Duplicate Client List f Ri E The new client information you have entered generates a unique record number that is shared by at least one existing client View the details of the possible matching clientis listed below to determine whether or not the client you are entering 15 really a new client Scooby 5000072155180 View more information about the selected client Cancel the add client process Click View more information about the selected client to see if your new client is in fact an existing client at another provider You ll see a screen with client s name gender birth date address phone ethnicity and race and the following options Return to the list of Possible matches to view another client This is the client was attempting to add Continue to client screen The client am adding is not on the list Create a new client record If after
48. el a request highlight the provider s and click Cancel Request Clinical Sharing Granting Clinical Information Sharing From the Main Menu you will see whether there are any incoming share requests from other agencies you will also see if you have any outgoing share requests You can update this message at any time by clicking on Refresh Messages While all CAREWare users within a provider domain will be able to see this message only users with Clinical Administrator permissions will be able to grant the incoming clinical information share requests All users with administrator permissions can grant service sharing requests Main Menu Department of Health and Human Services 1 outgoing share requests Health Resources and Services Administration ETT ciate Appointments a ARES Bile About CARE Mare Refresh Mess2085 Welcome to Minnesota CAR Eare Minnesota CAREWare User Manual Clinical Information 3 Click on the incoming share message in the Main Menu The following screen will display showing the providers that have requested sharing for which clients and whether a request is for service information or clinical information Highlight the client for which you want to review the sharing request and click Details AidnaHood EE AU Provider A Clinical Scooby Doo 50D004138711 Provider B Service You will be taken to the Demographics tab for that client Move to the Encounters
49. ents Orders Forms Changelog Chent Repot Merge Client Delete Client Find List New Search Close Demographics Service Annual Review Encounters Referrals Subform Performance Measures First Name Middle Name y Enrollment Status Enrollment Date Case Closed Date coook Client URN 50DO08145010 Active Last Name Doo Encrypted URN i Status Late af Death ive Gender yiCFaszn1 Mate xl HIV Status sex at Birth Male 50 Client ID HIV Risk Factors Street Address Races Ethnicity His panic Subgroup Non Hispanic Minnesota CAREWare User Manual Demographic Information 4 If the information you entered on the Add Client screen is similar to an existing client you will get the following screen which asks you to confirm that the information you ve entered is correct to make sure you re not entering a duplicate client Please confirm that the data you entered is correct and review the list to make sure that you are not entering a duplicate client Unique IL First Name Last Name SOOT Middle Name Gender Birth Date oan Fl Add New Client Possible Matches F2 Go To Client Screen Sone Name Gender Git Dete Unique O O F2 0 To Client Forms Doo Scooby Dooby Male 0721 1955 50DO0721551U ESC Cancel To see more information about the possible match highlight the possible match and click F2 Go To Client Scr
50. er for individual therapy Teacher J Click Report Minnesota CAREWare User Manual Reports 10 The Case Note Report displays the case notes for time period identified for the selected client Case Notes Client Doo Scooby X From Through URN SODO0413671U 1 1 2009 10 11 2009 Date Provider Author 0581192008 Clinic XYZ Teacher J Case Notes Referred to a dentist Date Provider Author 06 09 2008 Clinic YZ Teacher J Case Notes Referred to mental health provider for individual therapy Minnesota CAREWare User Manual Reports 11 Multiple Clients Case Note Report The Multiple Clients Case Note Report is which is accessed by clicking Reports from the Main Menu and then Multiple Clients Case Note Report from the Report menu The Multiple Client Case Notes Reports Setup screen displays which allows you to set parameters for your report Multiple Client Case Notes Reports Setup From this screen you can print Case Notes Reports for muliple active clients 10 11 2008 LI Anderson CI Clark Meredith LI Doo Scooby LI HansonPerez Julie Jules O Jim Anderson Dl Jim Anderson J John Trapper LI Jones John 4 La CASE NOTES DATE SPAN Enter the From and Through dates for which vou want the report SORT BV Select whether vou want the report sorted bv Last Name First Name or bv Date SELECT CLIENTS Select the clients you want to include on the report You can select all listed clients by
51. es DHS the Part B grantee How CAREWare Data Will Be Used Demand for HIV related services continues to grow and the system of services available to persons with HIV disease is becoming more complex Evaluating the success of these programs in meeting the needs of Minnesotans with HIV disease and reporting the activities of our providers to the federal government state legislature and community members are vital functions of the HSPHD and DHS Through a contractual agreement the STD and HIV Section of the Minnesota Department of Health MDH is responsible for collecting and reporting the client level data on behalf of the HSPHD and DHS As the range of HIV services grows more complex and needs continue to outweigh resources monitoring the success of the entire system becomes more important A system wide evaluation allows the HSPHD DHS MDH and the Minnesota HIV Services Planning Council Planning Council to Target funds to populations most in need especially those not receiving services Report accurate data to HRSA Congress and other funding bodies Help community providers to better meet the needs of persons with HIV disease through the evaluation of their services in the context of the entire services system and Strengthen the effort to work for changes in the broader health care and social services system by providing accurate analysis of the needs of Minnesotans with HIV disease This type of system wide evaluatio
52. esota CAREWare User Manual The Basics 17 CAREWare Data Entry Features Common data entry features in CAREWare Type Text Box Text Area Check Boxes Radio Buttons Drop Box Button Minnesota CAREWare User Manual View Description Allows single line of t xt entry or display Allows multiple lines f text entry or display E MV Option 1 Allows selection of 1 or more options M Option2 Option 3 r i Yes Allows selection of 1 option No Does Not Apply ES Choice 1 Allows selection of 1 down menu New Serice Executes a CAREWare The Basics 18 Words and Phrases to Know in CAREWare Tiers CAREWare is comprised of three parts the client business and data tiers The client tier is the front end of CAREWare that sits on the user desktop computers and allows them to request or submit data The business tier is the middleman that takes requests from the client tier and either denies them if the user doesn t have permissions for instance or accepts them and transmits the information between the data tier and the client tiers The data tier is the back end of CAREWare and is a SQL server database Domains CAREWare uses two types of domains Central Administration and Provider Central Administration MDH functions as the central administrator Users in the central administration CA domain set up users and grant revoke permissions in each provider domain establish
53. established during the specified amount of time This report shows a list of clients who have not received any transportation service in the last 60 days The date of last service is listed for those who did receive a transportation service prior 60 days ago Clients With no Service in 60 days Data Scope Clinic XYZ Report Criteria Provider Clinic XYZ Service Category Medical Transportation Services Last qualifying service atleast60 days ago Enrollment Status active or unknown Name URN Last Service Date Provider Anderson Jim JMADOF22 7514 Anderson Jim JMADOT22751B Clark Meredith A MRC40101702U Doo Scooby X 50000413871U 8111 2009 Clinic XYZ HansonPerez Julie Jules JLHMO722752U A Jim Anderson ADJMOT22 7514 Jim Anderson ADJMOT22751B John Trapper TAJHO210451U Jones John C JHJNO 29901U LiuHanson Bryce B BYLUO2 10871U Mann Snow X SOMN1102755U Public Jahn Q JHPBO326831U RidingHood LitieRed R LTRD1021802U Smile Sunny 2NSI0101802U Smith John T JHSI07107511U 1 6 2009 Clinic XYZ Smith Marian MRSIOBD1752U smith Mildred J MLSI0803642U smithjones Manane MJ MRSIOS02 7524 K Smithson Martha M MRASI09027528 Number of Records 19 Count is unduplicated across providers Minnesota CAREWare User Manual Reports 7 Mailing Labels All CAREWare users will be able to run Mailing Labels which is accessed by clicking Reports from the Main Menu and then Mailing Labels from the Report menu Note Check t
54. file by dragging it from a folder into the right side of WinSCP rgrobbel 216 176 20 3 l Local Disk a 00 e gt fi Gi 2 te e rgrobbel Rlie s IA AAA C Userstajboggs Downloads home rgrobbel Name Ext Size Type Changed At Name Ext Size Changed Rights Owner de Parent directory 6 14 2013 10 08 1 r 4 6 14 2013 9 54 11 rwar xr x root careware64bit exe 129 MiB Application 10 17 2011 11 52 a bash_logout 18B 2 21 2013 4 09 50 rw r r rgrobb 8 desktop ini 282B Configuration 5 21 2013 12 00 3 asl bash_profile 176B 2 21 2013 4 09 50 rw r r rgrobb EM TestConnection exe 81 144B Application 1 17 2013 1 37 08 a bashrc 124B 2 21 2013 4 09 50 rw r r rgrobb ff TestConnection exe 81 144 B 1 17 2013 1 37 08 rw rw r rgrobb GU Je b Computer b Local Disk C Users b ajbfiggs Downlo ds PEE Edit View Tools Help Search Downloads Organize y Open Share with New folder v Gl B Wows e Date modified Type Size NE HZ Desktop 9 carewarebdbit 10 17 2011 11 52 Application 132 340 KB Je Downloads En TestCo n ILE AND Application 80 KB 15 Recent Places SELECT F DRA OB 125 MB Oot PA TO RIGHT SIDE OF 9 F2 Rename LY F4 Edit E FS Copy 3 F6 Move gij 3 Libraries Fi Documents WINSCP a Music Downloading Files 1 To download a file simply do the reverse as uploading a file Select the fi
55. filter the type of report you are running Select the field you want to use for the filter For our example we ll select Gender The values for the next pull down menu are determined by the field you selected In this case since we selected Gender only those options for gender entered into the system will be available Minnesota CAREWare User Manual Reports 16 Custom Reports Filter 1 Custom Filter Name Females Only Advanced e Report Type perator B Delete Filter Criterion Field E Gender Not Refused to Report Unknown Transgender WHF Transgender HM The default value for a field is Checking the Not box will return all values unlike the one you select i e if you selected Gender NOT Female you ll get all males transgenders refused to reports and unknowns For our example we ll select Female Click Save and the filter you created will be listed below Click Close to return to the report and run with your filter The filter you created will now be available from the Report Filter pull down menu for this and other reports Custom Filter Name Females Only Advanced F 2 ose Renat Tae Operator z paene Critenon Field Ei F Na a mA fue hos Omer Per Feats une l de de Nat Par Gender Female EGIntenon Remove antenan lf you created a filter you don t think you will ever use again or that did not work c
56. gin RW CAREW are Login Department of Health and Human Services SADA Health Resources and Services Administration RW CAREWare Version 3 0 Build 637 User Mame SkywaL1 Password Rd Server mncareware ixn com v Port e a4 2 0 50727 SAB Server List Cancel lt c Options i Encrypt Communication Channel Minnesota CAREWare User Manual The Basics Changing Your CAREWare Password You should change the default CAREWare password given to you by MDH as soon as you have logged in for the first time You should also change it any time MDH provides you with a default password again in the future or any time you feel your password may have been compromised Refer to the password guidance at the end of this document for further instructions 1 Select My Settings from the Main Menu screen in CAREWare Main Menu System Messages Department of Health and Human Services Health Resources and Services Administration About CAREWare Refresh Messages Welcome to Minnesota CARE Ware 2 Select Change My Password from the My Settings screen My Settings Change My Contact Info Back To Main Menu 3 Enter your new password twice and select Change Password Change My Password Note You will be required to change your CAREWare password every 120 days When it is time for this to happen you will get a message when you re logging into CAREWare that says your password has expired The
57. gram HH e VA Tricare and other military health care Health plans that provide coverage to service members veterans and their families Note CAREWare no longer offers Unknown or Other Public as response options for Primary Insurance Minnesota CAREWare User Manual Annual Review Information 2 OTHER INSURANCE Once you select the client s primary source of insurance the option you selected will not be available under Other Insurance Don t select anything under Other Insurance if client has only one source of insurance or has no insurance If the client had an additional source s of health insurance at the end of the current six month reporting period select all that apply Insurance Assessment e Private Individual Primary Insurance Date e Private Employer i i 19 20 2014 e Medicare Part A B e Medicare Part D if you select this option you can select also select Full LIS if client qualifies for the full low income subsidy which pays monthly premiums annual deductibles and drug co pays Other Insurance Private Individual Medicare Part unspecified Private Employer i Medicaid Medicare Part A B WA Other Military Medicare Part D IHS e Medicare Part unspecified as rs e Medicaid also includes other public insurance E E e VA Other Military e No Insurance e Other Save Cancel High Risk Insurance Pool Click Save and you will see the information yo
58. he box next to Include on label report on the Demographics tab in order to include the address in the mailing labels bbw Mrnecpols The Mailing Label Report Setup screen will display which allows you to identify which clients you want to include in the mailing labels bel Report Setup Mailing La Minnesota CAREWare User Manual Reports 8 The Mailing Labels will display according to the parameters you set The labels are formatted to fit Avery 5160 label sheets Scooby X Doo Snow X Mann John 4 Public 100 Doggy Way 1 North Pole 400 South St Minneapolis Minnesota 55404 Milton Minnesota 55817 Rochester Minnesota 55333 Littleked K RidingHood 200 Forest Ln White Bear Lake Minnesota 55600 Minnesota CAREWare User Manual Reports 9 Case Notes Report Only case managers case manager administrators clinical providers and clinical administrators will be able to run case notes reports The Case Note Report for a specific client is accessed by clicking Case Notes on the Demographics tab In the Case Note screen enter the From and Through dates for which you want to run the report Note Even if you uncheck Only show this provider you will only see case notes written by case managers and clinical staff in your provider domain Case Notes Rapid Entry 10 11 2009 7 sta enla 2 19 2009 Clinic XYZ Refered to a dentist Teacher J 6 9 2009 Clinic XYZ Referred to mental health provid
59. he services in ascending order of service date Note that this setting will not be maintained Once a client has received many services it will not be possible to view all services received at one time To narrow down the service information you are viewing type in a full or partial Service Name in the Search field right above the list of services e g medical case management or bus to include only those services You can also search according to funding source by typing in the name of the Contract Minnesota CAREWare User Manual Service Information 4 Rapid Service Entry Rapid Service Entry is a time saving feature that allows you to add service information for multiple clients without having to open each individual client record Accessing Rapid Service Entry Select Rapid Service Entry from the Main Menu vial Menu System Messages Department of Realth and Human Services Find Client GRSA O ES sabe sate About CAREW are Health Resources and Services Administration a venan Seton ee ee ee Administrative Options Clinic XYZ l Rapid Service Entry Welcome to Minnesota CAR EWare Select F1 Rapid Service Entry from the Rapid Entry Menu F1 Rapid Service E F2 Group Service Entry ESC Close Minnesota CAREWare User Manual Service Information 5 The Service Rapid Entry screen will display ii Service Rapid Entry Lo JO meza Fl New Semice EE Mays Siento Em
60. his provider Medications Labs Screening Labs Screenings Immunizations Case Note Date ART 1 Current Medications Hivs Date eii PIGART Benson 7 J em Allergies ol la 3 Start Stop Correct Data Error Change Dose Minnesota CAREWare User Manual Clinical Information 1 Click New Request in the Clinical Sharing screen Clinical Sharing The Request Service Sharing screen will displav with a list of provider s at which the client receives primarv care services in this example the client receives primarv care at one provider Based on the information in the client s ROI select the provider s from which the client has indicated thev want their clinical information shared o Ifthe client wants your agency to only be able to see their clinical information from one provider you would just highlight that provider and click Request o To select all providers highlight the first provider hold down the Shift key on your keyboard and highlight the last provider This will select all providers listed Click Request o To select some providers highlight the first provider you want to select hold down Ctrl key on your keyboard and highlight the other provider s you want to select Click Request Request Service Sharing Minnesota CAREWare User Manual Clinical Information 2 You will see that your request s is pending Click Close to return to the Service tab To canc
61. i Redo Cti P Frnt Form Select Navigation Menu Once you have saved a Form I you will be taken back to the Form Select navigation menu which is the main menu in Form Designer You will see a list of all completed Form s for this client from the past 12 months el Form Select Doo Scooby Dooby gt All Forme for Past 12 Months Form FI Add Form F2 Add Form Old 3 3 2013 View Edit F3 AddFomii Esc Exit Click Add Form to add a new Form for this client Note When you add a new Form I the data most recently reported by any provider who serves the client will appear for the Client s Country of Birth and Date Client Moved to MN You will need to complete the HIV Medical Provider fields To view a completed form click View next to the date of the form you want to see To edit a completed form click Edit next to the date of the form you want to edit Click Exit to return to the Demographics tab Minnesota CAREWare User Manual Form 7 Minnesota CAREWare Clinical Information Index Clinical Information SNIE aiii Requesting Clinical Information Sharing cccccccsssccccsssececcessececceeceeseesecessueeeeeeeceeseneeeeees 1 Granting Clinical Information Sharing unica dias 3 Viewing Shared Clinical Information ccccoccnnnonacnnnonnnonnnonaconononanonnnnanonnnnononnnocononenaninnnnnnoss 5 Cancelling a Sharning Request staba 7 Note This section of the Minnesota CAREWare User Manual will cont
62. ice categories in your report e g Medical Transportation Services Mental Health Services Medical Case Management do NOT check the box next to Include Subservice Detail If you want more detail about the type of services e g 10 Bus Card Taxi Voucher within Medical Transportation Services check the box next to Include Subservice Detail INCLUDE PROVIDER INFORMATION Since you will only be running the information about services in your provider domain it is not necessary to check this box REPORT FILTER If you would like to set a filter for the report e g only female clients click the elipses next to the Report Filter pull down menu See more about setting filters at the end of this section of the manual Click Run Report Minnesota CAREWare User Manual Reports 4 The Financial Report provides a summary of the number of clients who received the services provided during the selected time period the number of service units provided and the total cost where unit rates are used Financial Report Thursday January 01 2009 through Thursday December 31 2009 Report Criteria Provider s Clinic XYZ Funding Sources Part A Part A MAI Part B Group By Providers True Include subservice detail True Clinic XYZ Outpatient Ambulatorv Medical Care Total Amount Received Not Received Clinical Visit MAI 0 00 0 00 0 00 Clinical Visit Part A 0 00 0 00 0 00 Outpatient Ambulatorv Medical Care Totals 0 00
63. ices a Health Resources and Services Administration p eae SME TE About CAR Eware Apo ntnentes ies Refresh Messages Welcome to Minnesota CARE are The Reports menu will display The reports that are activated in the Reports menu depend on your permissions Click on Financial Report fr fone pi AE a MEA de TIP Check the box next to Maximize All Reports so that the all of your reports display as a full page Minnesota CAREWare User Manual Reports The Financial Report screen will display which allows you to set parameters for the report you want to run RW CAREWare 4 1 Financial Report Data Scope Date Selection Domains Funding Source FIN Funded Part A Yes Part A MAI Yes Part E Yes 4 fel E Include Subservice Detail I Include Provider Information r Report Filter Close Ie Group By Providers DATA SCOPE Under Data Scope only your provider domain will be available DATE SELECTION You can select a calendar year to review or identify a specific start and end date FUNDING SOURCE You can choose to run the report for one or more funding sources All sources will be included if you do nothing To select one funding source highlight the source you want To select some funding sources highlight the first one you want hold the Ctrl button on your keyboard and select the other desired funding sources INCLUDE SUBSERVICE DETAIL If you only want to include the broader serv
64. iew Encounters Referals Subfom Performance Measures Last Name Doo Encrypted URN Date of Birth Est lyiCFaszn Vital Status Date of Death Alive T Gender i IMale HIV Status HIV Date Sex at Birth Encrypted UCI l o rj 5000093041 3060825450 46ADESFADA1B2 739C4D06EU Male Client ID First Name Middle Name Client URN Enrollment Status Enrollment Date Case Closed Date Scooby Dooby sopoosta5ou Active eld El ka Close Street Address T Include on label report ip Code Racels Ethnicity His panic Subgroup Non Hispanic Client ID Unlike most of the fields on the Demographics tab the Client ID is provider specific If your agency uses its own client ID you can enter that ID in this field and only other staff at your agency will be able to see edit it CASE MANAGED CLIENTS gt DHS funded medical case management programs may want to use the PMI number in the Client ID field for case managed clients A custom report has been created in CAREWare to allow you to generate unit rate information for these clients Minnesota CAREWare User Manual Demographic Information Address You are required to enter State County and Zip Code When you select the State from the pull down menu the associated counties will be available in the County pull down menu P
65. if your agency has any outgoing share requests You can update this message at any time by clicking on Refresh Messages While all CAREWare users within a provider domain will be able to see this message only users with the appropriate administrative permissions will be able to grant the incoming share requests ro er cae System Messages Department of Health and Human Services SARSA Health Resources and Services Administration going share requests e An e Et 2 incoming share requests Appointments cl 3 EE ERE el i A About CARE Ware 3 g Orders Q e Y A Refresh Messages Provider f Rapid Service Entry Welcome to Minnesota CAREWarel Minnesota CAREWare User Manual Service Information 11 Click on the incoming share message in the Main Menu The following screen will display showing the providers that have requested sharing for which clients and whether the request is for service information sharing or clinical information sharing Note only users with Clinical Administrator permissions will be able to grant incoming clinical information share requests All users with administrator permissions can grant service sharing requests Highlight the client for which you want to review the sharing request and click Details BTEOO105682U Provider B Clinical SOMN1231825U Clinic XYZ Service You will be taken to the Demographics tab for that client Move to the Service tab and click Service Sharing
66. ifies as Asian you are also required to report one or more of the following Asian subgroups based on how the clients self identifies their country of origin or their descent Asian Subgroup Chinese Filipino Japanese Korean Vietnamese Other Asian e Asian Indian Person born in India Pakistan or Bangladesh or of Asian Indian descent Chinese Person born in China or of Chinese descent Filipino Person born in the Philippines or of Filipino descent Japanese Person born in Japan or of Japanese descent Korean Person born in Korea or of Korean descent e Vietnamese Person born in Vietnam or of Vietnamese descent Other Asian Person born in another Asian country or of other Asian descent Minnesota CAREWare User Manual Demographic Information 10 Pacific Islander Subgroup If the client identifies as Pacific Islander you are also required to report one or more of the following Pacific Islander subgroups based on how the clients self identifies their country of origin or descent Pacific Su bg rop Guamanian or Chamorro Samoan Other Pacific Islander e Native Hawaiian Person born in Hawaii or of Native Hawaiian heritage e Guamanian or Chamorro Person born in Guam or the Marianas Islands or of Guamanian or Chamorran descent e Samoa Person born in Samoa or of Samoan descent e Other Pacific Islander Person born in another Pacific Island or of other Pacific Islander descent Note If you sele
67. in the lower left hand corner The Service Sharing screen will display aw c aa oh r Mis terri ke ae Services DOTA Mann Snow We share this clients services with Hint Update the status and dates directly in the list Click near Pending for the provider to which you are going to grant the sharing request with an ROI from the client and a pull down menu will appear Select Granted Minnesota CAREWare User Manual Service Information 12 Enter the date the client signed the ROI under Agreement Signed The Expiration Date is automatically set to 365 days from the Agreement Signed date You can change the Expiration Date if the ROI was signed for a different length of time Mann Snow We share this clients services with Agreement Signed Expiration 6 20 2013 P al E Su Mo Tu We Th Fr Sa 26 27 28 2933031 1 23145673 9 10 11 121314 15 16 17 18 1920 21 22 23 24 25 26 27 28 29 FE EA 5 are W tT 2 34 6 Hint Update the status and dates directly in Today Clear Click the X in the top right corner of the Service Sharing screen You will again see the Quality Check window asking if you want to save the changes Click Yes Mann Snow We share this client s services with Providers sharing this client s services with us Client By Client 9 18 2012 9 18 2013 gt Agreement Signe Expiration i Client By Client Clinic XYZ Hint Update the status and dates dire
68. ins Field 3 Login Date Time Lisers i gt You will not be able to change the Domain Type or Domains You will only be able to run this report for your provider domain USERS You can select to run the report for one or more CAREWare users To select one user highlight the user name you want To select all users click Select All below the list of users To select some users highlight the first user name you want hold the Ctrl button on your keyboard and select the other desired users Minnesota CAREWare User Manual Administrative Functions 1 FROM DATE and THROUGH DATE Enter the dates for which you want the report to begin and end ORDER BY For each field in the report you can select whether you want it to be ordered according to the Domains which will only be your provider domain the Login Date Time or by Users You can also leave these order by fields blank Click Generate System Login Logout Report For the user s selected the User Login Report provides a list of the dates and times they logged in and out within the specified time period You cannot tell what the user did while logged into CAREWare only that they logged in and out UserLogin Report Data Scope Clinic XYZ Report Criteria Provider Clinic Yz User s HANSOJI From 00 01 2009 09 30 2009 Through User Name Provider Name Action DateTime HANSON Clinic XYZ User Login 0 12 2009 6 27 28 PM HANSOJI Clinic XYZ User Logout 9 12
69. inue to be developed to include information on how to enter Medications Labs Screening Labs Screenings Immunizations and Case Notes Clinical Information Sharing With a written Release of Information ROI from a client it is possible to share clinical information from a Ryan White funded primary care provider with another agency that also serves the client Only users with Case Manager Case Management Administrator Clinical Provider and or Clinical Administrator permissions will be able to view the shared clinical information Note Only CAREWare users with Case Management Administrator and or Clinical Administrator permissions will be able to request clinical information sharing Only users with Clinical Administrator permissions will be able to grant clinical information sharing Requesting Clinical Information Sharing Click on the Encounters tab in the client s record Click Sharing Options in the upper right of the Encounters tab Note This button will be grayed out for CAREWare users who do not have the appropriate administrative permissions For users with the appropriate administrative permissions this button will be grayed out if the client is not receiving primary care services at a Ryan White funded provider Delete talent Find List New Search Demographics Service Annual Review Encounters Referrals Pregnancy Provider Create Encounter Delete Encounter Encounter Report B M Only show data for t
70. ions For users with administrative permissions this button will only be grayed out if the client is only served at your agency o ees A Mann Snow PAS Service Annual Review res Referrals HIV CAT aay Subform Pharmacy Performance Measures Year l Vital Status Deceased Date Enrl Status l Enrl Date Case Closed 2013 Alive xl Active a 8 12 2001 gt Add Edit Service Details Date Service Name Contract Units Price Cost l Date Service Name at 6 20 2013 Viral Load as Clinic XYZ 6 20 2013 CD4 Count E Clinic XYZ 16202013 Clinical Visit Part A BL 0 Clinic XYZ 4 29 2013 Group Med Adherence a Clinic XYZ 13 7 2013 Med Adherence Supplies E Clinic XYZ 77 2013 Individual Med Adherence Routine TZ Clinic XYZ 2 20 2013 Individual Med Adherence Comprehensi Part A FYZ Clinic XYZ 1 10 2013 Viral Load Part A FY Clinic XYZ 1 10 2013 CD4 Count Part AFY Clinic XYZ Clinical Visit Part A Part A FY Clinic XYZ Sence Sharing Preview Senices Edit Service Delete Service Minnesota CAREWare User Manual Service Information 9 Click New Request in the Service Sharing screen Mann Snow m We share this clients services with Providers sharing this client s services with us Hint Update the status and dates directly in the list The Request Service Sharing screen will display with a list of othe
71. is maintained in the system Form Date The Form Date is the date on which you asked the client for the information related to whether s he is in HIV medical care For Form I s that are being completed for clients served from January through June the Form Date must fall between 1 1 20XX and 6 30 20XX For Form l s that are being completed for clients served from July through December the Form Date must fall between 7 1 20XX and 12 31 20XX All of the remaining questions on Form are related to whether a client is in HIV medical care during the current six month reporting period The responses to these questions are specific to your agency Minnesota CAREWare User Manual Form 4 Client Saw HIV Medical Provider in Last 6 Months From the pull down menu select whether the client has seen an HIV medical provider during the last six months A medical provider is defined as a physician physician s assistant clinical nurse specialist or nurse practitioner e Yes e No e Client Doesn t Know Refused Choose ONLY if client does not know remember whether they ve seen an HIV medical provider during the last six months period or if the client refuses to tell you e Agency Doesn t Know You are expected to make every effort to ask the question and get an answer from each client Only use this response if you were not able to ask the question or get an answer e Client does not have HIV AIDS Date of Last Appointment If you select Ye
72. issions at your agency can go to the left side of the Service Sharing screen and click next to Granted for that provider In the pull down menu that appears select Denied Mann Snow We share this client s services with M Providers sharing this client s services with us Provider B Client By Client 9 18 2012 9 18 2013 Crenisd Provider Status Agreement Signed Expiration gt Clinic XYZ Granted y 6 20 2013 6 20 2014 Granted Denied HI Hint Update the status and dates directly in the list New Request Delete Request 2 If the client no longer wants another provider to share information about the services they receive with your agency a user with administrative permissions at that agency can go to the right side of the Service Sharing screen highlight the appropriate provider and select Delete Request Minnesota CAREWare User Manual Service Information 15 Minnesota CAREWare Annual Review Information Index Annual Review TaD aiii las WAIN EE A rect Neh e e a dt ka do e ll 2 PRIMARY INSUR did 2 Otnerinsuran CO a ea ta 3 High RISK Insurance POOL iii Dani 3 Federal Poverty Level dd 4 House IO Ia ACON usa be ie 4 A e O 4 Povery even a diia 5 A A tea 5 BUY PRIM AR Care ias 6 MOUSINE Arrangement ada 7 riistorical INTO MACI N A as 7 Bringing Forward Annual Review Data oocccccnnccnncnnocnnnonaconnnnnnonnnnnnocnnonanonnonanonnnnnaronnonanonoss 8 Annual Review
73. ken Part B F f2 1 000 0 00 Clinic Xr 01 09 2013 Bear Theodore Ted Benefits Counseling Part B FY2 1 S000 0 00 Clinic X 01232013 Appleseed JohnnyM CD4 Count Part AFY2 1 0 00 0 00 Clinic X OV23 2013 Appleseed Johnny M Clinical Visit Part A Part F f2 1 0 00 0 00 Clinic XY 01 23 2013 Appleseed Johnny M Viral Load Part AFY 1 0 00 0 00 Clinic Xr 01 29 2013 Beauty Sleeping Eva Medical Case Management Tier 2 Part F f2 3 545962 000 Clinic XY 02052013 Doo Scooby Dooby 10 Bus Card Part B FY2 1 S00 0 00 Clinic Xr 02052013 Doo Scooby Booby Medical Case Management Tier 2 Part AFY 2 33 08 0 00 Clinic XY 02072013 Chamina Prince Afo Medical Case Management Tier 4 Part AFY 3 54562 0 00 Clinic Xr 02 12 2013 Boop Betty Bea 10 Bus Card Part B PYZ2 1 0 00 0 00 Clinic Xr 02122013 Boop Betty Bea Medical Case Management Tier 2 Part A F f2 3 54562 0 00 Clinic XY 03 06 2013 Appleseed Johnny M Medical Case Management Tier 2 Part F f2 2 83306 0 00 Clinic Xt 4 rr F Refining the Display CONTAINS LAST The initial default is for the display to contain the last 50 Records as of Today Once you modify the settings the next time you go to Rapid Service Entry the display will appear as you set it the previous time You can modify the display settings in several ways You can choose to view Records Calendar Months or Calendar Years You can specify the last nu
74. le on the right hand side of WinSCP and drag it to the left side a rgrobbel rgrobbel 216 176 20 3 WinSCP Local Mark Files Commands Session Options Remote Help 9 Ja 30 Gr SA IE O E Default rgrobbel 216 176 20 3 l C Local Disk vs 3 e gt a amp Je rgrobbel C Userslajbogas Downloads Name Ext Size Type Changed Rights a Parent directory 6 14 2013 10 06 3 P 6 14 2013 9 54 11 rwxr xr x desktop ini 282B Configuration 5 21 2013 12 00 3 asl bash_logout 18B 2 21 2013 4 09 50 rw r r _ bash_profile 176B 2 21 2013 4 09 50 rw r r _ bashrc 124 B 2 21 2013 4 09 50 rw r r m TestConnection exe i 81 144B 1 17 2013 1 37 08 rw rw r SELECT FILE AND DRAG OVER TO LEFT SIDE 0 B of 282 Bin Oof 1 81 144 B of 81 462 Bin 1 of 4 F2Rename Y F4 Edit 23 F5 Copy 3 F6 Move Ex FI Create Directory X F8 Delete Ef F9 Properties JI F10 Quit Minnesota CAREWare User Manual The Basics 15 Password Guidance Password Requirements Minimum password length is 8 characters Passwords must contain at least one number and one special character amp Maximum time to keep a password is 120 days You will receive a message when it is time to change your passwords Passwords should only be written down if they are kept in a secure location such as a locked office or locked drawer Passwords must not be disclosed to anyone other than the
75. list below and click Delete Minnesota CARE Ware User Manual Administrative Functions Sharing Service and Clinical nformation Sharing Service Information All CAREWare users with administrative permissions will be able to request the sharing of service information from other agencies as well as grant requests for shared service information received from other agencies Sharing of service information can only occur with a written Release of Information from the client This process is described in detail in Sharing Service Information found in the Service Information section of the Minnesota CAREWare User Manual Sharing Clinical Information Only CAREWare users with Case Management Administrator and or Clinical Administrator permissions will be able to request the sharing of clinical information from a Ryan White funded primary care provider Only users with Clinical Administrator permissions will be able to grant requests for shared clinical information from a case management or clinical site Sharing of clinical information can only occur with a written Release of Information from the client This process is described in detail in Sharing Clinical Information found in the Clinical Information section of the Minnesota CAREWare User Manual Minnesota CAREWare User Manual Administrative Functions 8 Submitting Data Files to MDH This information ONLY applies to agencies that will submit data to MDH in an electronic file inste
76. lp rorobbel 216 176 203 F My documents aiH gt mua Name t Size Type Changed YOUR LOCAL COMPUTER FILES 0 B of 402 Bin Oof 4 m Parent directory 6 14 2013 9 37 02 ib My Music File folder 3 15 2013 12 36 1 EB My Pictures File folder 3 15 2013 12 36 1 B My Videos File folder 3 15 2013 12 36 1 desktop ini 402B Configuration 6 14 2013 9 37 02 5 0 Default y rgrobbel 20 e gt if Zw a 2 te Size Changed Rights 6 14 2013 9 54 11 rwxr xr x 18B 2 21 2013 4 09 50 rw r r 176B 2 21 2013 4 09 50 rw r r 124B 2 21 2013 4 09 50 rw r r THE SERVER FILES 0 Bof 318 Bin Oof 3 F2 Rename Y F4 Edit B3 F5 Copy E F6 Move fak F7 Create Directory XX F8 Delete EE F9 Properties JIL F10 Quit The left side of the screen is your Local Computer Files You will use this side to find the file you want to upload The right side of the screen shows what is on the Minnesota CAREWare server Minnesota CAREWare User Manual The Basics 13 Uploading and Downloading Files Uploading Files 1 To upload a file to the server use the left hand side of WinSCP to find the file on your local computer 2 Once you find it simply drag the file over to the right side of WinSCP to upload it to the Minnesota CAREWare server In the example below TestConnection exe is being uploaded to the server zi Local Mark Files Commands Session 9 lm SSe Ge Sa ARETE
77. mber of records calendar months or calendar years You can enter a specific date as of when you want the search to be performed SEARCH CRITERIA First specify how you want to define your search in the Column field The following are the most useful options e Date to search for clients who received services on a specific date e Client to search for a specific client e Service to search for a specific type of service e Contract to search for services funded through a specific contract In the Search Criteria field you can then limit what you are searching for For example if you selected Service in the Column field you can type Medical Case Management in the Search field and only Medical Case Management services will be listed The refinement will start as you type in the first letter and get more specific as you enter more So when you type M the list will include all services that start with that letter when you add the e the list will narrow to services that start with those two letters etc Minnesota CAREWare User Manual Service Information 6 Entering New Services for Multiple Clients Toenter services for multiple clients click on F1 New Service in the upper left hand corner of the Service Rapid Entry screen see previous screen shot The following screen will display Search criteria Column Fe Cancel Theodore Teddy R TEBAQ202 Sleeping Ev SEBAO101 BTBOO105 PICAO712
78. me Contract Uruts Price Cost pros n ff Enter the Service Date on which the service was provided Click the arrow next to the Service Name field and from the pull down menu select the service that was provided on that date Enter the number of service units provided in the Units field Click F1 Save in the upper left hand corner Repeat the process to enter another service for this same client or select another client from the list on the Service Rapid Entry screen Other Options From the main Service Rapid Entry screen you may also click e F3 Edit Selected to edit a selected service record e FA Delete Selected to delete a selected service record e ESC Exit to return to the main menu Minnesota CAREWare User Manual Service Information 8 Sharing Service Information With a written Release of Information ROI from a client it is possible to share information about the services that client received from one provider with another provider s that also serves the client Note Only CAREWare users with administrative permissions will be able to request and grant service sharing All users within the provider domain to which sharing was granted will be able to view the shared service information Requesting Service Sharing Click Service Sharing in the lower left hand corner of the Service tab Note This button will be grayed out for CAREWare users who do not have administrative permiss
79. mporary placement in an institution e g hospital psychiatric hospital facility substance abuse treatment facility or detox center or hotel motel paid for without emergency shelter voucher Unknown Client s housing status is unknown or was unreported Unstable Includes emergency shelter any location not designed for use as sleeping accommodation e g vehicle abandoned building bus train subway station airport anywhere outside jail prison or juvenile detention facility and hotel motel paid for with emergency shelter voucher Historical Information As you enter annual review data over time for this client the historical information will be available on the right side of the screen When you hover your mouse over one of the categories on the left side i e Insurance Federal Poverty Level or Annual Screening the associated historical information will appear on the right In order to make changes you can highlight an entry on the right side and click Edit to change the information or Delete if the information was entered in error Annual Annual RSR View Quarterly Summary Dataasof 6 11 2014 Bring Forward LJ Federal Poverty Level Add Edit Delete Insurance 5 30 2013 Br Primary Insurance Medicaid Household Income Household at A 6 11 2014 39 100 2 249 Fi l 14132013 535 100 2 252 5 30 2013 3 500 2 242 Cane eee MIEN 12 10 2012 522750 2 147 Household Income 39 100 Household
80. n _ Native Hawaiian or Other Pacific Islander L Asian Other Common Notes Vital Status Deceased Date Enrollment Status Enrollment Date Pre ART Reason HIV Status HIV Date AIDS Date CDC defined AIDS 9 8 2005 JEst 5 5 2009 L jEst HIV Risk Factors LI Male who has sex with males LI Heterosexual contact Receipt of transfusion of blood bood components ar tissue _ Injecting Drug Use _ Perinatal Transmission L Other specify LI Hemophilia coaguiaion disorder LI Undetermined unknown Risk not reported or identified Annual Review for 2009 HIV Medication Histor Primary Insurance Primary HIV Medical Care Date ARVs First Prescribed pII APA Housing Living Arrangement Was clientcounsded about Who counseled about HIV transmission nsks transmission risks Household Size Household Income Poverty Level fed Pinavewecinas IL IEA IEA Custom Tab 1 MOH Client Code Country of Birth Other Country of Birth At Time of First Service Client Had Moved to MN w ae Documented Source of Income Date of Agency Documented Source Verification of HIV Infection Client Saw HIV Med Provider in 6 Months Date of Last Appointment Yes Date of Referral Date of Referral ING Minnesota CARE Ware User Manual Reports 2 Financial Report All CAREWare users will also be able to run the Financial Report which is accessed by clicking on Reports from the Main Menu Mam Menu Department of Health and Human Serv
81. n and analysis requires several components including the need to collect the names and birth dates of clients receiving any HIV service funded by the HSPHD or DHS The client level reporting system will allow the HSPHD DHS and the Planning Council to answer important evaluation questions such as How many people are served through the HIV programs What are the demographic characteristics of these persons How do these people compare to the entire population of persons with HIV in Minnesota How many people served through HIV programs are seeing a medical provider for their HIV care What are the characteristics of those who are not in care Are people receiving case management more likely to access additional Ryan White support services Minnesota CAREWare User Manual The Basics 2 Safeguarding Client Confidentiality Safeguarding the confidentiality of clients is of critical importance at both the local and federal level In order to maintain client confidentiality the following will occur Client names will not be reported to HRSA Client level data will be reported to HRSA using an encrypted unique client identifier The full birth date of clients will not be reported to HRSA Only year of birth will be reported to HRSA A client name will only be shared between DHS HSPHD funded providers serving that client Access to client names by staff of the STD and HIV Section of MDH will be limited to those few who have a job rel
82. n the option to bring forward the information related to Insurance Federal Poverty Level HIV Primary Care and Housing Arrangement Check the box next to the category ies for which there is no change in information The Assessment Date will automatically default to today s date but you can change it to an earlier date Click Save Minnesota CAREWare User Manual Insurance Primary Insurance Medicaid Other Insurance Federal Poverty Level Household Income 39 100 Household Size 2 a HIV Primary Care Housing Arrangement Stable F ermanent Annual Review Information The information you selected will be carried forward with the new assessment date o Client Report Merge Delete Client Demographics Service Annual Review Encounters Referrals Subtorm Performance Measures Annual Annual RSR View Quarterty Summary Data as of 6 11 2014 y Bring Forward LJ Federal Poverty Level Add Edit Delete es Insurance Primary Insurance Medicaid icky ning 6 11 2014 39 100 2 ther Insurance 12 13 2013 39 100 2 252 5 30 2013 37 500 2 242 Federal Poverty Level 6 11 2014 12 10 2012 522750 J 147 Household Income 39 100 Household Size 2 Poverty Level 243 HIV Primary Care Housing Arrangement Stable Permanent Minnesota CAREWare User Manual Annual Review Information Annual Screenings for Primary Care Providers ONLY There are three areas under Annual Sc
83. n us Monday Friday from 7 30 a m 3 30 p m Central Standard Time HRSA Resources For more information about the standard Ryan White RW CAREWare application Toll free helpline 1 877 CWHELP1 or 1 877 294 3571 E mail help desk cwhelp jprog com Monday Friday from 11 00 4 00 p m Central Standard Time For updated information on RW CAREWare visit the RW CAREWare website at http hab hrsa gov careware Minnesota CAREWare User Manual The Basics What is CAREWare Overview of CAREWare CAREWare is free scalable software for managing and monitoring HIV clinical and supportive care and will quickly produce a completed Ryan White HIV AIDS Program Services Report RSR for meeting reporting requirements to the federal grantee the U S Department of Health and Human Services Health Resources and Services Administration HIV AIDS Bureau DHHS HRSA HAB Minnesota CAREWare is a secure centralized software application designed to report client level data from HIV services programs funded through Part A and Part B of the Ryan White HIV AIDS Program as well as through state dollars Ryan White and state funds are used in Minnesota to support core medical and essential support services Minnesota CAREWare is used to report information about clients served by providers funded through the Hennepin County Human Services and Public Health Department HSPHD the Part A grantee and or the Minnesota Department of Human Servic
84. nt to add or edit a Form for a specific client or if the Forms button was no longer activated from the client s record select Find Client from the Main Menu and search for the client When you get the Search Results screen highlight the client you want and click Forms Search Results Search results for criteria Last Name Like Doo Active Clients Only Last Name FirstName CiemtiD Client URN Client EURN MDH Client Code E i Both methods for accessing Form Designer will take you to the following screen H Form Select Doo Scooby Dooby gt All Forms for Past 12 Months FI Add Form F2 Add Form Old F3 Add Form ll Esc Exit To access the client s record from Form Designer click on their name at the top of the page and you will be taken to the Demographics tab Minnesota CAREWare User Manual Form 2 Adding a New Form Click Add Form from the Form Select navigation menu in the upper left corner of the Form Designer screen Do NOT click Add Form Old el Form Select Doo Scooby Doob gt All Forme for Past 12 Months FI Add Form FA Add Form Old F3 Add Form ll Esc E wit Form I will display Minnesota Specific Questions Y 3 0 Form AllHI Services Chen s County Cenar Moved o MA OF Bith ji ba Born in MA 07 07 1900 Unknown 01 01 7899 HIY Medical Powder Questions Client Saw HP Medical Prowder in last6 months Date of Last Appomiment Da
85. ntified a risk factor select Not Reported or Not Identified e Male who has sex with males s This option will not be available for female clients e Injecting drug use e Hemophilia coagulation disorder e Heterosexual contact e Perinatal transmission e Receipt of transfusions of blood blood components or tissue e Not reported or not identified Note CAREWare no longer offers Other as a response option for HIV Risk Factors Notes Fields There are three different types of notes fields in CAREWare Common Notes Provider Notes and Case Notes Common Notes Provider Notes Case Notes 6 21 13 Clinic XYZ JAP Updated client address 94513 Provider A IK Client prefers interpreter from Interpreters A Us Minnesota CAREWare User Manual Demographic Information 14 COMMON NOTES Common Notes are shared across all providers that serve the client so should only include information that all providers need to know Note Changes to a client s address require a common note When entering a new common note begin the note with the date the name of your agency and your first and last initials Example 6 21 13 Clinic XYZ JHP Updated client address If a common note already exists a new note should be added above the existing one Related policies Entering Common Notes Entering Addresses PROVIDER NOTES Provider Notes can only be viewed and entered by CAREWare users within your provider domain Each agency c
86. o Rican Person born in Puerto Rico or of Puerto Rican descent e Cuban Person born in Cuba or of Cuban descent e Other Hispanic Latino a or Spanish origin Person born in another Hispanic Latino country or of other Hispanic Latino descent Minnesota CAREWare User Manual Demographic Information 9 Race Race is based on the client s self identification Select all of the following that apply Racels White Black or African American Asian American Indian or Alaska Native Mate Hawanan or Other Pacific Islander e White Person having origins in any of the original peoples of Europe the Middle East or North Africa e Black or African American Person having origins in any of the black racial groups of Africa e Asian Person having origins in any of the original peoples of the Far East Southeast Asia or the Indian subcontinent including for example Cambodia China India Japan Korea Laos Malaysia Pakistan the Philippine Islands Thailand and Vietnam e American Indian or Alaskan Native Person having origins in any of the original peoples of North Central or South America and who maintains tribal affiliation or community attachment e Native Hawaiian or Other Pacific Islander Person having origins in any of the original peoples of Hawaii Guam Samoa or other Pacific Islands Note CAREWare no longer offers Other and Unknown as response options for Race Asian Subgroup If the client ident
87. of the fields that appear in the Find Client screen You can also use wildcards to search for clients whose last names begin with certain letters e g type Mc in Last Name to search for all clients whose last name starts with or sounds like Mc You can search for up to a maximum of 100 clients at a time If you uncheck the View Active Clients Only box your search will include inactive and deceased clients The Search Results screen will display Search Results Search results for criteria Last Name Like B Active Clients Only LastName FirstName CietID_ UniguelD_ Client EURN Ci EEI Theodore Teddy TEBAD2025581U 0 Rb Nimy 8858233540F57EDB007D3C5EA6FE SEBA0107 702101 lt lt ONVNpA 0306B4165C86EF87E97412427E88 ETEODIOSSEZU vrBpGadar E DECDIFSA5SDAZS5SRCOSA1E4I1B Modify Search New Search Close If your parameters didn t give you the client you wanted you can press Modify Search to return to the Find Client screen and edit your search criteria or New Search to start over Open aclient s record by highlighting that client and clicking Details or by double clicking on the name Minnesota CAREWare User Manual Demographic Information 18 Deleting a Client Minnesota CAREWare users will not have the permissions necessary to delete a client If you believe that a client record was entered in your provider domain in error please contact the Minnesota CAREWare Help
88. old income During the first half of the year the Date must fall within 1 1 20XX and 6 30 20XX During the second half of the year the Date must fall within 7 1 20XX and 12 31 20XX Save Cancel HOUSEHOLD INCOME Enter the anticipated annual Household Income for the current year A family income refers only to the income on which this individual can legally rely on e g includes income of spouse or minor children Remember that family income is based on the legal definition of family e g if married and both people work use both incomes However if two people live together and share expenses but are not legally married do not use both incomes Ifthe household has an intermittent or uncertain income have the client estimate their current monthly household income and multiply by twelve Ifthe household has no income enter 0 Ask the client to complete the No Income Statement Form Ifyou are uncertain about how to calculate the income for a specific client due to special circumstances please contact your contract manager for guidance Related Policy Twice Annual Income Determination HOUSEHOLD SIZE In the Household Size field enter the number of people of any age including the client in the household who are legally dependent on the annual household income The response must always be at least 1 for the client Ifthe client is unclear ask the client how many family members they are able
89. orrectly you can delete it by clicking Delete Filter in the Filter menu after you run your report Minnesota CAREWare User Manual Reports 17 Minnesota CAREWare Administrative Functions Updated September 2013 Index User Login REDOC sicarios Change Provider Logo iii dise Creating Custom Reports sosicnsiada dis editan Setting Up Employees as Case Note Authors cccccccccesccecceseeseeeseuseesseuseeseseeeseeees Sharing Services and Clinical Information ooccoccccccnccnccnccnnccncncninnccnaconcnononanonoss Submitting Data Files to MIDA ona User Login Report In order to monitor the activity of CAREWare users within your provider domain users with administrative permissions can run the User Login Report This report is accessed by clicking Reports in the Main Menu and then User Login Report from the Report menu Clinical Encounter Reports amea Ereointen Ereonnts Mulitple Client Case Notes Report Mailing Labels No Service in X Days User Login Report gt Wiley Repot Beta Use Pemesions Repon M Maximize All Reports Close The User Login Report screen will display allowing you to set parameters for the report User Login Report System Login Report Filters Domain Type Rea Time Provider Domains Users Last Login From Date Through Date HANSOJI 10 10 2009 H pg TEACHER 101124009 CWTEMP 10 8 2009 1 Order By TTT Field 1 Field 2 lamps Doma
90. ou agree to the Google Chrome Terms of use and Privacy Policy Help lt Back salame 3 After installation the WinSCP icon should be on your desktop E td WinSCP Minnesota CAREWare User Manual The Basics 10 B Configure WinSCP 1 Double click on the WinSCP icon and the WinSCP Login window will open FA WinSCP Login Session Session Stored sessions File protocol Environment SETP Host name User name Private key file IF Advanced options 2 Enter the following information Host name 216 176 20 4 User name use username provided to you Password use password provided to you 3 At the bottom of the screen click Save Bay WinSCP Login Session Session i Stored sessions id Environment En Host name Port number Preferences mncareware ixn com 22 User name root Password Private key file E Advanced options Minnesota CAREWare User Manual The Basics 11 4 Click OK fy WinSCP Login IEBES i Stored sessions Fie pic Environment Port number 216 176 20 4 i siemens were ODOT JI root 216 176 20 4 roor mncareware ixn com IT Save password not recommended 6 You will be prompted for your password Please enter it and select OK Minnesota CAREWare User Manual The Basics 7 If you connect successfully you will be presented with a screen similar to the one below Local Mark Files Commands Session Options Remote He
91. providers must ensure that client names are formatted this way in the files submitted to MDH Related policy Entering Names Minnesota CAREWare User Manual Demographic Information Gender Gender is based on the client s self identification The following options are available in CAREWare e Male e Female e Transgender Unknown Unknown whether transgender client identifies as male to female or female to male e Refused to Report Client refused to report their gender e Unknown Client s gender is unknown e Transgender MtF Transgender Male to Female e Transgender FtM Transgender Female to Male Note The default gender in CAREWare is Male so be sure to change this if the client is not male Birth Date Enter the date of birth as identified by the client in the mm dd yyyy format Note If the client s actual date of birth is unknown but they have a date of birth that is used on their driver s license passport etc use this date and do NOT select estimated date of birth If part or all of the client s date of birth is unknown and the client does not have a standard date of birth they use on driver s license passport etc then If month is unknown report as 01 If day is unknown report as 01 Provide the client s best guess for his her year of birth 9999 is not a valid response for year Select estimated date of birth Only the year of birth will be reported
92. r USING Repo isis iaa dana PriNtiINE REDOFTS caia aaa 15 Exporting Reports to Another Format iii arias 15 Setting Filters in CAREWare Reports cccccccceccescesccesceseeesenseeeeeseuseeseeeseuseeeeeneeness Note This section of the Minnesota CAREWare User Manual will continue to be developed to include information on how to run clinical reports Standard CAREWare Reports CAREWare has a number of standard reports Your access to reports will depend on your user permissions Client Report All CAREWare users will be able to run the Client Report which is accessed by clicking Client Report from any tab in a specific client s record SOLO e ee Welle tent Other Insurance Private Sie Insurance Medicare TF Other E Medicatd E HPA B die F blic The following menu will displav In most cases the Client Report One Page will be sufficient Cent Reports Minnesota CAREWare User Manual Reports 1 The Client Report provides a summary of Demographic Annual Review and Form Custom Tab 1 information for the client Note The developers of CAREWare are working on fixing how the information from Form is displayed on this report Demographics First Name Last Name Birth Date Gender Glient ID Client URN Client Encrypted URN E asar ale IL ppro yon ua Me jea Code m Phone Ethnicity Race e Ere antiga tiaa _ White L American Indian or Alaska Native _ Black or African America
93. r other symbols e g U in the last name Do not use spaces in the last name except when using suffixes like Jr or Ill Do not use periods after suffixes like Jr or Sr Last Name How to Enter in CAREWare Johnson Johnson Hanson P rez HansonPerez Smith Jones SmithJones O Connor OConnor Pena Pena Peters Jr Peters Jr FIRST NAME Enter the legal first name of the client Capitalize the first letter of the first name If the first name is made up of two names e g Mary Jo capitalize the first letter of each name Do not capitalize the whole first name Do not use hyphens accents tildes or other symbols in the first name Do not use spaces in the first name Ifthe client uses a nickname you may include the nickname in parentheses after the first name to help identify the client or communicate their preference First Name How to Enter in CAREWare Linda Linda Mary Jo MaryJo Jimmy John JimmyJohn Raul Raul William William Bill MIDDLE NAME Enter the legal middle name of the client You may enter the full middle name if you wish If the client does not have a middle name or the middle name is unknown leave it blank The guidance for entering a first name should be followed for entering a middle name If only the middle initial is known enter the initial with no period Middle Name How to Enter in CAREWare Ann R only initial known No middle name Unknown middle name Note PDI
94. r providers at which the client receives services Based on the information in the client s ROI select the provider s from which the client has indicated they want their service information shared Ifthe client wants your agency to only be able to see information about the services they receive from one provider you would just highlight that provider and click Request To select all providers highlight the first provider hold down the Shift key on your keyboard and highlight the last provider This will select all providers listed Click Request To select some providers highlight the first provider you want to select hold down Ctrl key on your keyboard and highlight the other provider s you want to select Click Request Select the provider s to whom you wish to send a request Minnesota CAREWare User Manual Service Information 10 You will see that your request s is pending Click X in the top right corner to return to the Service tab You will then see the Quality Check box asking if you want to save the changes which refers to the sharing request s you made Click Yes Mann Snow N We share this client s services with Providers sharing this client s services with us Quality Check To cancel a sharing request highlight the provider and click Delete Request Granting Service Sharing From the Main Menu you will see whether there are any incoming share requests from other agencies you will also see
95. re User Manual Minnesota CAREWare User Manual Administrative Functions 9
96. reduce their risk Minnesota CAREWare User Manual Annual Review Information 10 Mental Health Indicate whether the client was screened for mental health issues during the current six month reporting period PDI providers report this in the quarterly clinical file Mental health screenings include the use of brief structured instruments or commonly used questions to assess potential mental health problems Screenings are designed to determine whether the client presents signs or symptoms of a mental health problem and if the client should be referred to a mental health professional Screens are not diagnostic tools and although typically administered by a mental health professional may be administered by trained health care professionals in other medical clinical disciplines Annual Screening Date 16 23 2013 Type Mental Health ae Result vs The response options available in the Result pull down menu are e No e Yes Save Cancel e Not medically indicated _Conce e Unknown Substance Abuse Although this section is called substance abuse in CAREWare the question asked in the RSR is whether the client was screened for substance use alcohol and drugs during the current six month reporting period PDI providers report this in the quarterly clinical file Substance use screening is a quick simple way to identify clients who may need further assessment or treatment for substance use disorder
97. reenings that only apply to providers who are funded to deliver primary care Agencies that are funded to provide other services do not need to complete these sections The responses to these sections as reported by primary care providers will be visible to all CAREWare users at providers that serve the client HIV Risk Reduction Counseling Mental Health Substance Abuse HIV Risk Reduction Counseling Indicate whether the client received risk reduction screening and or counseling during the current six month period PDI providers report this in the quarterly clinical file HIV risk reduction screening and counseling refers to a short questionnaire administered to identify patients at risk for HIV infection or re infection followed by counseling about ways to reduce their risk The response options available in the Result pull down menu are Annual Screening Date 6 23 2013 Result e Counseled by vr The response options are e Primary care clinician Save Cancel e Case mgr social worker e Yes e No If you select Yes under Result also select the appropriate response from the Counseled by pull down menu e Other trained counselor e Unknown gt Select Primary care clinician only if the following definition is met A short questionnaire was administered by a clinician to identify a patient at risk for HIV re infection or transmission and the clinician counseled the patient about ways to
98. rmation differently from common demographic data described above service records and clinical information are provider specific Even if two providers serve the same client and elect to share data over the network these providers can only view the other providers data on that client but cannot edit or change it These fields are owned by the provider who entered them Minnesota CAREWare User Manual The Basics 19 Frequency of Data Entry Data Submission Rationale Providers will collect client level data and make it available to MDH according to the schedule below Providers and clients will benefit from making shared demographic data available to other providers Grantees will be able to administer the Ryan White program more efficiently and effectively with access to current data Monthly Data Entry Submission Service data from the previous month must be entered into the CAREWare system or submitted to MDH by the 15 of the following month Corrections to errors identified by MDH or the grantees in one month s data must be made with the following month s data entry submission Quarterly Data Entry Submission Clinical data will be entered into CAREWare or submitted to MDH quarterly on April 1577 July 15 October 15 and January 15 This is only required for agencies funded through Ryan White to provide primary care services Semi Annual Data Entry Submission Demographic Annual review and Form I Minnesota specific
99. roviders are encouraged to enter the complete street address for their use in maintaining client communications Street Address Include on label report Po Check the box next to Include on label report if you would like this client s City State Zip Code jem Y address to be included in the mailing ac 21 labels report that can be generated County Phone Number from CAREWare L a Related policv Entering Addresses Ethnicitv Ethnicitv is based on the client s self identification Vou mav select one of the following options Ethnicity o aq Hispanic Non Hispanic e Hispanic Person of Mexican Puerto Rican Cuban Central or South American or other Spanish speaking culture or origin regardless of race e Non Hispanic Person who does not identify their ethnicity as Hispanic or Latino a Notes Unknown is no longer a response option for this question The default ethnicity is Non Hispanic so be sure to change this if is not true for the client Hispanic Subgroup If the client identifies as Hispanic or Latino a you are also required to report one or more of the following Hispanic subgroups based on how the clients self identifies their country of origin or their descent Hispanic Subgroup Mexican Mexican American Chicano a C Cuban Another Hispanic Latino a or Spanish origin e Mexican Mexican American Chicano a Person born in Mexico or of Mexican descent e Puert
100. s Screening may include biomarkers e g positive drug screen or liver disease and client reports of consumption patterns Annual Screening Date 6 23 2013 Type Substance Abuse vw The response options available in the Result pull down menu are e No e Yes Save Cancel e Not medically indicated e Unknown Minnesota CAREWare User Manual Annual Review Information 11 Other Views on the Annual Review Tab Annual RSR View The Annual RSR View shows you the most current information available for the client You can select the Year for which you want to view the information The information available at the end of the current year is what will be reported for the client in the RSR submitted to HRSA Annual Annual ASA View Quarterty Year 2013 T Insurance Federal Poverty Level 5 30 2013 Primary Insurance Private Household Income 37 500 Other Insurance Household Size 2 Poverty Level 242 Annual Screening HIV Primary Care Housing Arrangement Stable Permanent HIV Risk Reduction Counseling 6 19 2013 Yes Mental Health 6 19 2013 Yes Substance Abuse 6 19 2013 Not medicallv indicated Quarterlv Tabs The Quarterlv tabs Quarter 1 Quarter 2 Quarter 3 Quarter 4 are not required and will not be activated for CAREWAre users Annual Annual RSR View Quarterly Annual Year 2013 Quarter 1 Jan Mar Quarter Apr Jun Quarter 3 Jul Sep Quarter 4 Oct
101. s final URN letter by selecting it in the combo box To modify the URN for the matching client whose URN ends with U double click the client row in the list select their new URN and press the Set URN button New Client First Name Last Name Base URN Sloppy Drop so 000721551 Matching Clients First Name Scooby SODOD721551U Edit Selected Client s URN Finish Cancel Add Client Minnesota CAREWare User Manual Demographic Information Demographics Tab The Demographics tab is where you enter or edit the client s basic demographic information All fields on this tab except for Client ID Provider Notes Case Notes Enrollment Status Enrollment Date and Case Closed Date are cross provider shared across all providers who serve this client Information on the Demographics tab is automatically saved after you enter it URN Related Fields Once you enter a new client the fields that are used to generate the URN will be grayed out and you will not be able make any changes to them You will need to contact the Minnesota CAREWare Help Desk to make changes to these fields You will see the Client URN and an Encrypted URN You will also see the Encrypted UCI which is what is submitted to HRSA with the annual client level Ryan White Services Report RSR Doo Scooby Dooby Appointments Orders Forms Changelog Client Report Merge Client Delete Client Find List New Seadh Demographics Service Annual Rev
102. s for the Client Saw HIV Medical Provider in Last 6 Months field the Date of Last Appointment field will activate Date of Last Appomiment e The Date of Last Appointment must fall within the six months prior to the date you entered as the Form Date e You must enter the date of the clients most recent appointment before being able to save the form Date of Referral If you select No for the Client Saw HIV Medical Provider in Last 6 Months field the Date of Referral field will activate e If you provided a referral during the current six Date of Referral month reporting period enter the Date of Leave blank if no referral provided Referral e lf you did not provide a referral during the current six month reporting period leave the Date of Referral field blank Date of Follow up with Client Date of Follow up with Provider If you enter a Date of Referral the Date of Follow up with Client and the Date of Follow up with Provider fields will activate e lf you followed up with the client during the current six month reporting period enter the date you followed up with the client in the corresponding field e lf you followed up with the provider during the current six month period enter the date you followed up with the provider in the corresponding field e If you followed up with both client and provider enter dates in both fields e lf you did not follow up with either the client or the provider do not enter a date
103. t contact the MN CAREWare Help Desk at health cwpems state mn us Minnesota CAREWare User Manual The Basics 16 CAREWare Timeout For security reasons CAREWare will automatically time out after 30 minutes of inactivity If this happens you will receive an error message and will have to log back in to continue CAREWare Data Protection Service The sessionforcwtemp has been dosed due to inacintiv Resubmityour password to resume your ongoing session Caution Exiting now wall result in any unsaved data being lost Username cwtemp Password A Re entering your password and clicking Reconnect will take you back to the screen you were working on before your session became inactive If you click on Exit Careware you will receive a warning that exiting now will likely cause data loss If you are sure that you were not in the middle of something you need to save you can go ahead and click Force Exit Now and Cause Likely Data Loss Otherwise click Cancel Forced Exit to return to the CAREWare Data Protection Service window where you ll be asked to re enter your password in order to reconnect WARNING EXITING NOW WILL LIKELY CAUSE DATA LOSS lf itis at all possible ask cwtemp to reconnect and exit CAREWARE normally so that all data changes are saved Forcing the exit now will likely cause the last data entered in the session not to be saved to the database FORCE EXIT NOW AND CAUSE LIKELY DATA LOSS Cancel Forced Eat Minn
104. te of Referal Leave blank mo referal promded Date of Followup vath chert Leave blank min followup prowded Date of Folow up vath provider Leave blank id no followup prowded Minnesota CAREWare User Manual Form 3 Client Name The client s first name middle initial and last name will be pre populated from the Demographics tab Client s Country of Birth Client s Country of Birth must be answered before being able to save the form as signified by the red exclamation point e From the pull down menu select the country in which the client was born The response to this question is shared among all providers that serve the client The most recently entered response is maintained in the system Date Client Moved to MN This question must also be answered before being able to save the form Enter the date the client moved to Minnesota Poe correr me f FI e Ifthe exact date is known enter the date a Born in MAl 07 04 1 S00 e lf the year the client moved to Minnesota is known but the Unknown 01701 1899 month and or day is unknown enter 01 for the unknown month and or day e g 01 01 1987 e If the client was born in Minnesota enter 01 01 1900 e lf it is unknown whether the client was born in Minnesota or the year the client moved to Minnesota is unknown enter 01 01 1899 The response to this question is also shared among all providers that serve the client The most recently entered response
105. the Date the service was received in the screen that displays Note the current date will automatically appear in the date field so be sure to change this if needed to the actual date of service Demographics Service Annual Review Referrals Subform Year Vital Status _ Date Enrl Status Enrl Date Case Closed iz oo Service Details Service Name Units Price Cost haa y lie Amount Received Save Cancel Print 0 0 Minnesota CAREWare User Manual Service Information 2 From the Service Name pull down menu select the service received by the client on the date you ve specified Note You will only see a list of the services that your agency is contracted to provide Add Edit Service Details Date l Senice Name Contract Units Price Cost 6 22 2013 Fe i Ss as 10 Bus Card Benefits Counseling E Bus Token jk CD4 Count Chemical Health Assessment Clinical Visit Part A The contract that funds the service you selected will automatically be entered into the Contract field Enter the number of units of service provided on this date in the Units field Note The default value is 1 so be sure to change this if you provided more than one unit of service The Price and Cost for many services will be 0 00 as in the example here You can leave as 0 00 Add Edit Service Details Date Sence Name Contract Units Price Cost 6 22 2013 Bus Token
106. the status of the client in order to provide services Minnesota CAREWare User Manual Demographic Information 13 HIV Date and AIDS Date HIV Date is the date that the client was diagnosed with HIV AIDS Date is the date the client was diagnosed with AIDS You must enter the HIV Date if you select any of the following in the HIV Status field e HIV Positive not AIDS e HIV Positive AIDS status unknown e CDC defined AIDS You must also enter the AIDS Date if you select CDC defined AIDS ESTIMATED DATES If part or all of the date of HIV diagnosis and or AIDS diagnosis is unknown If month of diagnosis is unknown report as 01 If day of diagnosis is unknown report as 01 If year of diagnosis is unknown use client s best guess as to the year of HIV diagnosis and or AIDS diagnosis 9999 is not a valid value for year Check the box next to Est if any part of the date is estimated HIV Risk Factors You must enter the client s HIV Risk Factors even if you select HIV Negative affected as the client s HIV Status Select all risk factors that the client has identified as their mode s of exposure for becoming infected Only select Not Reported or Not Identified if the client has not identified a mode of exposure or risk For a client who is HIV negative or whose status is unknown select all factors that the client has identified as risks for HIV infection If an HIV negative client has not ide
107. to claim as dependents on their income taxes Ifyou are uncertain about how to calculate household size for a specific client due to special circumstances please contact your contract manager for guidance Minnesota CAREWare User Manual Annual Review Information 4 POVERTY LEVEL CAREWare will automatically calculate the Poverty Level for you based on the Household Income and Household Size Annual Annual RSR View Quarterty Summary Dataasof 6 23 2013 y _Bring Forward PLN Federal Poverty Level Add Edit Delete Insurance Household Size E Primary Insurance Private Date Household Income Other Insurance 302013 43700 2 Federal Poverty Level 5 30 2013 A Household Income 37 500 Household Size 2 Poverty Level 242 Annual Screening To enter information in any of the sections under Annual Screening you can either click on the plus sign button next to the desired category or click Add on the right side of the screen Annual Annual RSR View Quarterly Summary Dataasof 6 23 2013 y _Bring Forward PY Annual Screening Add Edit Delete Insurance 5 20 2013 q l Date Primary Insurance Private Other Insurance Household Income 37 500 Federal Poverty Level 5 20 2013 Household Size 2 Poverty Level 242 Annual Screening HIV Primary Care HIV Risk Reduction Counseling Mental Health Substance Abuse 4 III Minnesota CAREWare User M
108. u entered about the client s insurance coverage on the right hand side Annual Annual FISR View Quarterty Summary Data as of 10 9 2014 Bring Forward LJ Insurance 9 30 2014 Primary Insurance Medicaid Other Insurance Insurance Add Edit Delete Date Primary Insurance Other Insurance 9 30 2014 Medicaid HIGH RISK INSURANCE POOL It was never a requirement to select High Risk Insurance Pool for clients who had MCHA as a source of insurance However since MCHA will no longer exist in Minnesota starting in 2015 vou should NOT select High Risk Insurance Pool after 2014 Minnesota CARE Ware User Manual Annual Review Information 3 Federal Poverty Level As with insurance you can enter information about the client s income by clicking on the plus sign button next to Federal Poverty Level or by clicking Add on the right side of the screen Annual Annual RSR View Quarterly Summary Dataasof 6 23 2013 _ Bring Forward P Federal Poverty Level Insurance 5 30 2013 Primary Insurance Private Other Insurance Federal Povertv Level Household Income Household Size Poverty Level By clicking on either option you will activate the Poverty Level Assessment screen Today s date will be the default value for the Date field Poverty Level Assessment Household Income Date 6 23 2013 7 Enter the date that you confirmed the client s current househ
109. user Passwords must always be changed after the system administrator issues a temporary password Other Information Idle user account timeout for the CAREWare application and WinSCP is 30 minutes One connection is allowed per user No more than five 5 grace logins will be allowed following expiration The account will be locked after five 5 consecutive unsuccessful login attempts Related Policy Password Guidance General Guidance for Creating a Password The password MUST be at least 8 characters in length The password MUST contain at least one number and one special character The password should NOT be the same as your username The password should NOT contain your first or last name Other Important Security Points to Remember Do NOT share your login information with others Do NOT distribute your CAREWare username or password to others Do NOT write your CAREWare username or password where it can be accessed by others Do NOT walk away from your computer with the CAREWare browser still up Do NOT leave your computer unattended before logging off Do NOT close your browser or shut down your computer before logging out of CAREWare You have five attempts to enter your CAREWare username and password If you enter your username and or password incorrectly five times the CAREWare Administrator at MDH will need to reissue a temporary password to you before you can attempt to log in again If you are locked ou
110. variables will be entered into CAREWare or submitted to MDH every six months on July 15 for the first half of the year and January 15 for the second half of the year Data Import into CAREWare Data files successfully completing the error checking program no missing or invalid data will be imported into Minnesota CAREWare by the 6th of the following month Related Policy Frequency of Data Entry Submission Minnesota CAREWare User Manual The Basics 20 Minnesota CAREWare Demographic Information Revised December 2014 Index Adding A New Client ooocooccoccccccnccnccncconccnaconcnoronaconcnncconcnncnncnnaroncnncnnnrnnconaconananoss o A aaesaantae oe aawnceanerere 1 CMG IN ei sash e IO E EE vs gear 2 SS O a acetate mma RAT 3 BIRIDE ti dci 3 Generation of Unique Record Number URN cccccssssssseeeecceceeeeeeeseeceeeeeeeeeesseeeeeeeeseaensses 3 Checking for Duplicate Clients and Duplicate URNS ooocccnncccnoccnnncnonanonnnnnnnancnnnnonancnnnnnnnnos 4 Demographics Ta ti i a i g os aside eae URN Related Fields sisien occ 8 A a sean O enema ee ees 8 Addres tai 9 ENRICO 9 Hispanic SUDEFOU p i ise e dl o f 9 A O O 10 A A ANN 10 Pacificislander SUD rocas 11 Fields Moved from Services Tab to Demographics Tab sse sse eeeennnnennzenenenzasnennzzznnnenzzna 11 A A Ta 12 Enrolment Date ea 12 Caselas CD Abe ac cavoe e betes ee soca ce a ee 12 Vital Sta 13 DAD A e onsale 13 A A A 13 HI Date
111. y care providers in the Ryan White Services Report RSR You will not be able to view case notes from another agency You will not be able to edit or delete clinical information entered by another agency TIP Uncheck the box next to Only show data for this provider in order to view the clinical information RidingHood LittleRed R Appomtrents aer 10 12 2009 Provider i for this provi awe Sep CD4 Count cells mm 0417 2009 Viral Load CopiesmL 04 17 2005 Minnesota CAREWare User Manual Clinical Information 5 Those with the appropriate permissions to view shared clinical information will also be able to view information related to pregnancy and prenatal care by clicking on the Pregnancy tab which only appears for female clients RidingHood LittleRed R ARO UT pe Le orms chengelos Client report Palate Mifare Minnesota CAREWare User Manual Clinical Information 6 Cancelling a Sharing Request If after agreeing to have their clinical information shared between agencies a client decides that they don t want their clinical information shared anymore there are two ways to cancel the sharing of this information this would be done either with an updated ROI or if the previous ROI expired and the client did not sign a new one Both ways require you to first click on Sharing Options in the upper right side of the client s Encounters tab 1 If the client no longer wants your agency to shar
112. y another provider if the same client receives services at two or more providers within the network Minnesota CAREWare User Manual Annual Review Information 1 Insurance You can enter information about the client s insurance coverage either by 1 clicking on the plus sign button circled below that appears when you hover your mouse in that area or 2 clicking Add on the right side of the screen Annual Annual RSR View Quartery Summary Data as of 10 9 2014 Bring Forward Insurance 0 20 les righ Risk P Insurance gt Other Insurance By clicking on either option you will activate the Insurance Assessment screen Today s date will be the default value for the Date field Insurance Assessment Primary Insurance Date Enter the date that you confirmed the client s current TO ef iarar20ta insurance coverage Other Insurance During the first half of the year the Date must fall within Private Individual D Medicare Part unspecified 1 1 20XX and 6 30 20XX During the second half of the year Private Employer Medicaid the Date must fall within 7 1 20XX and 12 31 20XX Medicare Pat A B VA Other Military Medicare Part D HS p i Full LIS No Insurance RIMARY INSURANCE u imma From the pull down menu select the client s primarv source of health insurance at the end of the current six month reporting High Risk Insurance Pool period e IHS Indian Health Services

Minnesota CAREWare User Manual - Minnesota Department of Health

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