Demographic Information - Minnesota Department of Health
Contents
1. 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 HIY Status H Date Est AIDS Date HIV positive not AIDS ADC pE HI Risk Factors IA Male who has sex with male s 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 advan2. 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 identified 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 Facto
3. 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 f 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 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 BurthDlate 107 21 21955 Estimated Forms Cancel After entering the client s name gender an
4. 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 1 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 is 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 ig 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 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 po
5. 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 ki 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 ID First Name Last Name SOOT Middle Name Gender Birth Date oan Fi 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 Screen 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
6. 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 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
7. 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 Tabs os aside eae URN Related Fields coca asl eet ices ee ct occ 8 A ed vag tone aes estan ees sian iomes oes sean O enema ee ees 8 Addres tai 9 ENRICO 9 HISPANIDAD e dl o ot 9 A O O 10 A A ANN 10 Pace ISlANGeCr SUD rocas 11 Fields Moved from Services Tab to Demographics Tab cccooocccncnnccnncnnncnnnnnnccnnonanonnnnnaoos 11 A A E a AEE 12 Enrolment Date nios anan E A S A EA 12 case Closed Date aaaea a ee 12 Vital Sta 13 DAD A e T 13 A A A 13 HI EDate ana AIDS Date radican nicol leia 14 EStIMated Dates ni n 14 a doo nn e A 14 Notes ECCS tdt 14 COMMONINOTOS aa 15 Proviger NOTES pudes 15 CaSe NOTE shes aes Sete ae eee eects 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 CARE fare Healih Resources and Services A
8. 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 Review Encounters Referrals Subfom Perfomance Measures Last Name Doo Encrypted URN Date of Birth Est lyiCFaszn Vital Status Date of Death Alive T Gender i Male HIV Status H Date Sex at Birth Encrypted UCI E o rj 5000093041 3060825450 46ADESFADA1B2 739C4D06EU Male Client ID First Name Middle Name Client URN Enrollment S
9. ced 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 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
10. creen will display Click Add Case Notes Rapid Ent Client D Ss D pa SCONO eee From Through Templates Report 6 21 2012 wi 16 21 2013 v Cl Y Only show this provider a 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 621 2013 Paste 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 service 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 seve
11. d 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 Appointments 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 Enrollment Status Enrollment Date Case Closed Date coook Client URN i 50DO08145010 Active Last Name Doo Encrypted URN iS Status Date of Death
12. dministration 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 a or other symbols e g 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
13. e 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 r Minnesota CAREWare 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 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 ag
14. ency 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 EB June 2013 gt enter for the client Ped Ma Tu we TA Fe Sa 26 27 26 29 30 31 1 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 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 A A 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
15. 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 select 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 Dat
16. lack or African Amencan Asian American Indian or Alaska Native Natwe 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 identifies 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
17. lients 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 A Theodore Teddy TEBAD2025581U 0 Rb Nimy 8858233540F57EDB007D3C5EA6FE SEBA0107 702101 lt lt ONVNpA 0306B4165C86EF87E97412427E88 EBTBOO1056821L vrBpGadar E7DECD1FS4588043585008418418B Modify Search New 5earch 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 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
18. ral 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 Enter search criteria Partial matches will be included Last Hame ee First Name A Client ID A Unique ID e Client UCI ______ If View Active Clients Only Maximum Results 100 Search You can search by any 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 c
19. resses Ethnicity Ethnicity is based on the client s self identification You may select one of the following options Ethnicity o 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 Puerto 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 B
20. rs 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 TK 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 can 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 s
21. ssible 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 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 clients 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 clients 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 0D00721551U Edit Selected Client s URN Finish Cancel Add Client Minnesota CAREWare
22. tatus Enrollment Date Case Closed Date Scooby Dooby sopoosta5ou Active eld zi El 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 Providers are encouraged to enter the complete street address for their use in maintaining client communications Street Address Include on label report AAA Check the box next to Include on label report if you would like this client s City State Zip Code ye Y address to be included in the mailing si 21 labels report that can be generated County Phone Number from CAREWare a a Related policy Entering Add
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