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California Family Health Council, Inc. Centralized Data System
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1. Timely notification to CFHC if the Audit Report is inconsistent with the export file Timely notification to CFHC of the addition deletion or modification of any data codes included in the agency s submission Notification to CFHC of the addition or closure of any clinic site locations within one month of the site change status Retention of CDS trained staff and immediate notification of CDS Manager of staff change in order to arrange for training of new staff 4 0 Definition of Family Planning Encounter 4 1 Family Planning Client Visit Record CVR This is an electronic record created for each family planning encounter Title X agencies must submit a CVR for each family planning encounter that occurs within the reporting period 4 2 Family Planning Encounter Definition This is a documented face to face contact between a client and health provider with the primary purpose of providing family planning services or related preventive health services The male or female client must want to either avoid unintended pregnancy or achieve pregnancy The service may be provided by a clinician or a non medical provider such as a medical assistant or health educator Females must be between the ages of 10 and 55 and males between the ages of 10 and 60 The source of payment for the service does not matter but the service must take place at a Title X service site Encounters include visits where a client receives follow up medical service
2. U4 Users by Poverty Level This report provides a summary of number of unduplicated users by poverty level by e Age e Health insurance U16 Services Utilized by Unique Users This report provides a summary of services utilized by number of unduplicated users by e Gender e Age 47 V1 Visit Summary This report provides a summary of the number of visits by e Age e Poverty level e Health insurance e Race e Ethnicity e Limited English Proficiency To access any of the reports above click on Management Reports from the main menu You are then asked in what format you would like the report to be generated The options are e Excel e HTML e PDF Standard Report Retrieval Options Microsoft Internet Explorer Wee Eile Edit Yiew Favorites Tools Help ay pech sl EN Le JO search sip Favorites 1 des kel 3 Address amp https cds cfhe org reportserver retrievestdrep premanreport cfm uuid 1F44EE33 1422 10E2 SFCA3BA74509FAE7 re California Family Health Council Inc Standard Report Retrieval Options Monday April 23 2007 Ie BI en Links gt MAIN MENU FAQ HELP LOGOUT Please select the format s for the report Excel v HTML POF submit clear form PS Done B internet Make your selection and click on submit 48 You will then come to the following screen where you select which report you would like to run Ple
3. Please select agencies wc All 2028 Mendocino County clear form Click here to return to previous selection screen Tuesday September 25 2007 MAIN MENU HELP LOGOUT Pex ay m Eco inks Done B internet Si Ad Hoc Report Site s Selection Microsoft Internet Explorer File Edit View Favorites Tools Help Q sex x a Sa 2 Search Site Favorites 2 E E Address https cds cfhc org reportserver adhocReports getadhocrepsite cfm He California Family Health Council Inc Ad Hoc Report Site s Selection Adhoc Agency 2028 Please select sites Sites All 2340 Ukiah Clinic 2342 Willits clear form Click here to return to previous selection screen Tuesday September 25 2007 MAIN MENU HELP LOGOUT aax Ay m Eco inks amp Done A internet On each of the above screens choose your agency and the sites you wish to include and click on submit If you wish to include all clinic sites you may choose All If you wish to include only a subset of the clinic sites click on one and hold down the shift key to select additional sites 57 The next screen allows you to choose up to three fields to analyze Click on the boxes to the left to indicate you would like that field included in the report Use the drop down boxes where indicated to select the specific value you want to include If age is one of your s
4. d Gout me page tor your record Back to Main Menu iI Done B internet The purpose of the confirmation screen is to verify that your file was posted and to give you a batch number for your file posting You will use this batch number to get Audit Reports for your submission that will provide information on the number of accepted and rejected CVRs in the file You should print this page with the batch number showing as documentation that your file was transmitted Use of this batch number will be the primary means to allow you to retrieve Audit Reports and provide a tracking number to CFHC should there be problems with your file You can now end your posting session You may either Log out of the CDS website by clicking Logout in the Navigation Bar located in the upper right hand corner of the web page OR Perform other functions in the CDS website by clicking on Main Menu in the Navigation Bar located in the upper right hand corner of the web page 28 7 0 Auditing Client Visit Record CVR Files 7 1 Audit Reporting Procedures The CDS provides Audit Reports which allow agencies to review their total CVR or Lab submissions the total number of accepted and rejected records and the reasons for any rejections The following pages describe the procedures regarding the retrieval and processing of Audit Reports Delegate Agency staff is responsible for reviewing the results of the file processing and for taking co
5. in order to retrieve the Audit Reports All Audit Report activity is tied directly to the submitting user name If you work at an agency where someone else with a different user name transmitted the CVR export file and created the batch number only that person using that user name can retrieve the Audit Reports for that batch number 31 ey Audit Report Generation Batch or Date Transmitted Microsoft Internet Explorer File Edit View Favorites Tools Help Q sx EN a Lei JO search Sie Favorites 2 de La Address a https cds cfhe org msibeta2 auditreports batchMenu cfm California Family Health Council Inc Audit Report Generation Batch or Date Transmitted Tuesday January 24 2006 MAIN MENU FAQ HELP LOGOUT Select either the date or confirmation number to view audit reports Batch Confirmation Date Transmitted e on Done D internet The Audit Report Results are shown below You may then choose to view the Audit Report by either the entire batch or for a particular site by clicking on the hyper linked batch or site number E Batch Confirmation Audit Report Results Microsoft Internet Explorer Wwe Ble Edit wew Favorites Tools Help O A L Cd seach Be rouges Zi E oe m J Address 4 https feds cfhe org msibetaz auditreports batchresult fn b p0129061 14922451 1eRequestTimeout 16000 el E30 uns gt GR California Family Health Co
6. that involve modifications to the file configuration e g new or deleted codes or fields make take additional time If you receive an error message when trying to upload a file it could be that your file name exceeds the allowable 25 characters Another reason for an error message is if you are submitting a text file that does not have a txt extension at the end of the file name If neither of these issues is the problem and you still receive an error message please contact CFHC at CDSHelpDesk cfhc org or call 213 386 5614 X4552 Once you transmit your file you will see a Confirmation Screen that verifies that your file has been received The confirmation screen is shown as follows 27 File Transmit Confirmation PMS Microsoft Internet Explorer JB Eile Edit View Favorites Tools Help ay O x A CD search sPeravortes ix ds kal 2 Address https cds cfhc org msibeta2 transFPERconf cfm file test 20file txt amp batchID p020 106 112724u51 16 PName PMS amp bd n amp CFID 802 amp CFTOKEN 58 1 06FF308a2 1 bec BF882820 1422 10E2 SFE15 Go Links gt DS California Family Health Council Inc File Transmit Confirmation PMS Wednesday February 1 2006 MAIN MENU FAQ HELP LOGOUT Your file has been successfully transmitted Batch p020106112724u511 File Name test le ft Date transmitted 02 01 06 User Name 2226 Please note your confirmation number and print this page for your records
7. the CDS can accept a lab file in various formats Excel spreadsheet text file etc A Data Conversion Map must be developed with CFHC staff that describes the field order type of export file and the values your system will be sending and instructs CFHC on how to translate those values to values recognized by CDS Lab files must contain site patient number and visit date for the client in question to ensure that lab result reports from the lab can be matched with CVRs from the agency practice management system Then CDS will match patient numbers in the lab file with those stored in the database The system will then merge the data included in the lab file with the CVR data File Creation and Naming On a monthly basis you will create and submit your CVR export file to the CDS via the secure website The file must include all family planning activities that took place since the previous file submission You should name your file as follows OrgNameExport mmddyyyy where mm the month of submission dd the date of submission and yyyy the year of submission For example a file submitted on May 9th 2009 from an organization called Family Health Center for activities performed in April 2009 should be named FamHthCtrExport05092009 21 Following this naming convention will ensure that files can be easily identified at CFHC Please note that there is a 25 character limit to the name of the file that you upload If it exceeds 25 character
8. 1 Indemnification by CFHC CFHC agrees to defend indemnify and hold harmless Covered Entity its officers agents and employees from and against any and all claims liabilities demands damages losses costs and expenses including costs and reasonable attorneys fees or claims for injury or damages that are caused by or result from the acts or omissions of CFHC its officers agents or employees with respect to the use and disclosure of Covered Entity PHI 2 Indemnification by Covered Entity Covered Entity agrees to defend indemnify and hold harmless CFHC its officers agents and employees from and against any and all claims liabilities demands damages losses costs and expenses including costs and 67 reasonable attorneys fees or claims for injury or damages that are caused by or result from the acts or omissions of Covered Entity its officers agents or employees with respect to the use and disclosure of Covered Entity PHI Miscellaneous Regulatory References A reference in this Agreement to a statute regulation rule or law will mean the statute regulation rule or law as currently drafted and as it is subsequently updated amended or revised including any superceding statutes regulations rules or laws Amendment The Parties agree to take such action as is necessary to amend this Agreement from time to time as is necessary to comply with HIPAA Assistance in Litigation or Administrative Proceedings Each party
9. 29 2006 Site 6452 Community Care Health Center Patient Visit Error Error Pe Bad Data No Date Code Description 100525 09 02 2005 22 English Proficiency Not Complete 102246 09 03 2005 22 English Proficiency Not Complete 109597 09 01 2005 22 English Proficiency Not Complete 109659 09 01 2005 22 English Proficiency Not Complete 110749 09 06 2005 22 English Proficiency Not Complete 111088 09 01 2005 22 English Proficiency Not Complete Done B internet 33 7 3 Interpreting Audit Reports The first part of the report is the CVR Transactions Processed Report which lists the number of total CVRs in the file the number accepted and the number rejected as well as the percent that rejected The totals are shown by site with sites listed in numerical order The second part of the report is the CVR Reject Report which shows the specific records that were rejected The patient number and visit date are listed so you can correct those individual records and resubmit them The Error Description column gives a description of why the record was rejected A description of not complete means that the field was blank or there was an incorrect code The final column of the report is entitled Bad Data and shows the exact entry that caused the record to reject If a code was entered in a field that the CDS did not recognize it will appear in this column Use of this column should be helpful in tracking and correcting errors Erro
10. A and E the Standards for Privacy of Individually Identifiable Health Information and the HIPAA security regulations 45 CFR Part 164 Subpart C the Security Standards for the Protection of Electronic Protected Health Information B Covered Entity participates in the Program and receives Title X funds pursuant to the Contract Section 19 of the Contract regarding confidentiality of patient information provides that Notwithstanding any other provisions contained herein CFHC and its funding source OPA have the right to request and receive all records related to the administration monitoring and audit of this contract C Covered Entity is required to submit a Family Planning Annual Report FPAR to CFHC and OPA containing aggregate data of family planning services provided with Title X funds CFHC is implementing a Centralized Data System CDS to collect patient level encounter records from participants CFHC will use data received from participant to prepare participants FPAR report The CDS is intended to provide CFHC OPA and the participant with higher quality and more consistent data regarding use and need of Title X funding in California without significantly increasing the reporting burden CFHC will store the data collected and may use the data for analysis trending audit and other purposes related to the administration of the Family Planning Program D The data to be provided by Covered Entity to CFHC may be Protected Heal
11. Delegate Agencies have responsibilities to carry out so that the system functions smoothly CFHC is responsible for dn 2 3 Monitoring agency file submissions to ensure that processing schedules are met Maintaining a secure database of all family planning encounter records Creating and ensuring access to Audit Reports via the website so that agencies can verify that all data has been received Audit Reports describe errors or rejections so that agency staff can correct the problems and resubmit the records within the deadline Providing access to Management Reports Producing special reports as requested by an agency and approved by CFHC Providing CDS orientation and support to agency staff when there are questions or problems regarding how to access the CFHC website how to transmit a file to the central database using the site how to verify receipt of CVR Export files how to use Audit Reports and make associated corrections to rejected records and how to run reports Support for questions is available to agencies via telephone and e mail Adding or deleting any sites from the system Delegate Agencies are responsible for 1 Creating and uploading of accurate CVR export files and lab files following agreed upon file format Timely submission of monthly or quarterly CVR export files all CVRs to be submitted including error corrections by the 25 of the following month or quarter Timely submission of lab export files
12. GER Homeless Individuals Individuals pone Using 1 Number of Abusing Individuals individuals to whom agency will provide Individuals with family planning disabilities education and Limited English medical services as Clients follows Migrants 76 Appendix D Registration Form Encounter Form Data Collection Recommendations SAMPLE QUESTIONS ETHNICITY amp RACE CDS REPORTING General Guidance Ethnicity and Race must be asked as separate questions Place Ethnicity before Race so that Hispanic patients will know that their ethnicity has been captured This may encourage them to also give a race For Race include a Decline to State option This will allow us to differentiate between those patients who decline to provide a race from any who are not asked the question Race should not be changed based on any pre set rules e g Hispanics automatically coded as White Rather the patient s self reported race should be coded For Race Title X guidelines discourage the use of a More than one category Instead you should allow patients to check all that apply When entering into your system if you have only one Race field you should include a code of More than one to capture these patients For Race an Other option should NOT be used If it is the patient should be given room to describe his her race and the response should be coded in the PMS EMR system according ot the Title X categories e g
13. Russian would be coded as White Additional Race or Ethnicity categories besides the main categories specified by Title X may be included e g Japanese and Chinese These races can be mapped by the CDS system to the main Title X categories e g Asian Ideally each question would match the options listed in your PMS EMR system If code numbers are used they should also appear on the form e g 01 Hispanic 02 Not Hispanic Please contact the CDS Team if you would like additional assistance incorporating these questions into your data collection forms Sample Ethnicity Questions 1 Do you consider yourself to be Hispanic or Latino a NO YES 2 What is your ethnicity ___NOT HISPANIC LATINO A person not of Cuban Mexican Puerto Rican South or Central American or other Spanish culture or origin regardless regardless of race ___HISPANIC LATINO A person of Cuban Mexican Puerto Rican South or Central American or other Spanish culture or origin regardless of race 3 Whatis your ethnicity NON HISPANIC LATINO MEXICAN PUERTORICAN CUBAN OTHER HISPANIC OR LATINO Sample Race Questions 1 Whatis your race check all that apply OR mark one or more OR select all that apply ___ AMERICAN INDIAN OR ALASKAN NATIVE A person having origins in any of the original peoples of North and South America including Central America and who maintains tribal affiliation or community attachment ASIAN A person having o
14. agrees to make itself and any subcontractors employees or agents assisting it in the performance of its obligations under this Agreement available to the other party at no cost to the other party to testify as witnesses or otherwise in the event of litigation or administrative proceedings against the other party its directors officers agents or employees based upon claimed violation of HIPAA the HIPAA Regulations or other laws relating to security and privacy and arising out of this Agreement IN WITNESS WHEREOF the parties hereto have duly executed this Agreement California Family Health Council Inc Covered Entity By By Diane Chamberlain Chief Executive Officer 68 be reported as aggregate data at the end of year in Semi Annual Progress Report tables Appendix C FPAR Tables For your reference the following are the tables that CFHC will be completing with the data from the export file Any fields that are not included in the monthly or quarterly export file will need to Family Planning Annual Report Tables Table 1 Unduplicated Number of Family Planning Users by Age and Gender Age Group Years Female Users Male Users Total Users 1 Unde r15 15 17 18 19 20 24 25 29 30 34 35 39 40 44 O MOIlIl NI OO amp OIN Over 44 ch CH Total Users sum rows 1 to 9 69 Table 2 Unduplicated Number of Female Family
15. female user who uses a long term hormonal or other type of intrauterine device IUD or system as her primary family planning method MALE CONDOM Report female user who relies on her sexual partner to use male condoms with or without spermicidal foam or film as her primary family planning method Report male user who uses male condoms with or without spermicidal foam or film as his primary family planning method ORAL CONTRACEPTIVE Report female user who uses any oral contraceptive including combination and progestin only mini pills formulations as her primary family planning method SPERMICIDE USED ALONE Report female user who uses only spermicidal jelly cream foam or film Le not in conjunction with another method of contraception as her primary family planning method VAGINAL RING Report female user who uses a hormonal vaginal ring as her primary family planning method VASECTOMY Refers to conventional incisional or no scalpel vasectomy performed on a male user or the male partner of a female user in the current or any previous reporting period Report female user who relies on vasectomy as her partner s primary family 13 planning method Report male user on whom a vasectomy was performed in the current or any previous reporting period OTHER METHOD Report female and male users respectively who use withdrawal or other methods not listed in the tables as their primary family planning method PREGNANT Re
16. help determine if your agency is able to provide reliable data from your forms Field 13 Provider Type Provider type can be determined using the provider credential or provider number The categories for reporting provider types are e PHYSICIAN e NP PA CNM e RN LPN e COUNSELOR 16 Two general types of providers deliver Title X family planning services clinical services providers and non clinical providers Clinical services providers physicians physician assistants nurse practitioners certified nurse midwives are able to offer client education counseling referral follow up and or clinical services physical assessment treatment and management relating to a client s proposed or adopted method of contraception general reproductive health or infertility treatment Under California regulations registered nurses are not counted as clinical providers unless they have special training Non clinical services providers include other agency staff e g nurses medical assistants health educators social workers or clinic aides that are able to offer client education counseling referral and or follow up services relating to the client s proposed or adopted method of contraception general reproductive health or infertility treatment Field 14 Limited English Proficiency The intent is to know if a client needs or uses resources beyond those used by clients who are proficient in English e CLIENT IS NOT PROFI
17. need for agencies aggregation and manual input of data 5 2 Agency Data Export File The following table outlines the data fields required for reporting You will need to determine the data source of these items in order to generate all necessary output The table also lists the preferred output formats and field order for your agency s data export file Please note that CFHC can accept other output formats These fields should be required fields in your system so that there will not be any missing values in the data export file CVRs with blank required fields will be rejected and you will need to correct and resubmit them With the exception of Medical Services and Special Populations agencies must submit all of the fields listed below Each agency is required to report at least one of the four Special Populations 16 19 Field CDS Fields Preferred Data Output Format 1 Agency Number 3 5 digit alphanumeric 2 Site Number 4 5 digit alphanumeric 3 Patient Number 20 digit alphanumeric 4 Date of Birth DATE YYYYMMDD 5 Gender 1 digit alphanumeric 6 Race 1 digit alphanumeric 7 Ethnicity 1 digit alphanumeric 8 Family Size 2 digit numeric 9 Contraceptive Method 2 digit alphanumeric 10 Income 4 digit numeric 11 Visit Date DATE YYYYMMDD 12 Medical Services Visit Type 2 digit alphanumeric comma separated 13 Provider Type 2 digit alphanumeric 14 Limited English Proficiency 1 digit alphanumeric 15 Principle Insurance 1 digit alphanume
18. required by law or for the purpose for which it was disclosed to the person and the person agrees to notify CFHC of any instances of which it becomes aware or suspects that the confidentiality of the PHI has been breached CFHC may disclose PHI to report violations of law to appropriate public authorities CFHC may disclose aggregated data if there is no reasonable basis to believe it can be used to identify an individual Limitations CFHC may not use or disclose PHI to identify or contact an individual 66 CFHC may not re identify any de identified data CFHC may use or disclose de identified data for purposes that do not violate this Agreement or the law Maintaining PHI Appropriate Safeguards CFHC agrees to use appropriate physical technical and administrative safeguards to prevent improper use or disclosure of the PHI Reporting Improper Use or Disclosure CFHC agrees to report to Covered Entity any actual or suspected improper use or disclosure of the PHI within five 5 business days after CFHC first becomes aware of or suspects such use disclosure or breach Mitigating Results of Improper Use or Disclosure CFHC agrees to mitigate to the extent practicable any harmful effects that are known to CFHC resulting from any improper use or disclosure of the PHI Access to PHI by Third Parties Except as required or permitted by law CFHC agrees to ensure that any third party including but not limited to its agents and subcon
19. system as 7 Interpreter Required NO ES NOT RECORDED 8 Limited English Proficiency NO YES NOT RECORDED Sample Questions for Homelessness 1 Do you consider yourself tobe homeless NO ES 2 Are you homeless or living in a shelter NO YES 3 What is your currentliving situation OWN A HOME ___RENT A HOME APARTMENT OR ROOM ON A MONTHLY OR LONGER BASIS ___ PERMANENTLY LIVING WITH RELATIVE OR FRIEND ___ TEMPORARILY LIVING WITH RELATIVE OR FRIEND ___ SHELTER HOMELESS SHELTER TRANSITION HOUSE RESCUE MISSION ETC ___ HOTEL OR MOTEL ROOM ___LIVING OUTSIDE CAMPING __ STREET OTHER Source Doc Recommendations CFHC 7 9 10 80 Sample Questions for Migrant Worker Status 1 Do you consider yourself to be a migrant worker A migrant worker is someone who moves regularly to find work NO YES 2 Are you a migrant worker or a dependent of a migrant worker NO YES 3 Do you move regularly to find work NO YES 4 Are you a seasonal or migrant worker NO YES Sample Questions for Disabled Patients 1 Do you have a physical or mental disability NO YES 2 Are you disabled physical or mental NO YES 3 Do you have a disability select all that apply __ NONE LEARNING MOBILITY MENTAL HEARING VISUAL OTHER Sample Questions for Substance Abuse 1 Do you use drugs or alcohol in a way that hurts your health and causes problems in your life NO YES 2 Do you have a substance a
20. 12 0 Performance Measures eeeeRRREEERKREEEEEREREEEEEREREEEEEEEREEEEEEEREEEEEEEREEEEEEEREEEEEEEREEEEEEEREEEEEEEREEEEEEEREEEEEEER NN 61 13 0 USCr appes Eed 62 ele le 63 Appendix A Requirements of a Family Planning Encounter ssseseesseesessersserrssrirrnsrirnnsrinnnsrennssrnnns 64 Appendix B HIPAA Confidentiality Agreement 65 eene ee RE Le 69 Appendix D Registration Form Encounter Form Data Collection Recommendations sseesseessees 77 1 0 Introduction This manual describes how to utilize the California Family Health Council s CFHC Centralized Data System CDS Through the CDS Delegate Agency staff sends Title X family planning encounters or Client Visit Records CVRs through submission of files created from an agency s own practice management system or electronic medical record system The CVR export files are transmitted monthly or quarterly to the Centralized Data System via the secure website Agencies may also submit separate lab files to augment the data submitted electronically and stored in CDS Users transmit files receive confirmations and retrieve associated audit reports online Users are responsible for reviewing their audit reports correcting errors and resubmitting corrected data by the submission deadline Users may also access various reports on their data 2 0 Overview of the CFHC Centralized Data System CFHC developed and implemented a Centralized Data System to collect and securely store data ab
21. Agencies are responsible for retrieving and reviewing Audit Reports early enough to submit corrections by the 25 of the following month The CDS allows agencies that submit files by CVR Export to retrieve their Audit Reports through the website Audit Reports are available for agencies within two business days after submission of the CVR export file e From the CDS Main Menu you should choose the CVR Audit Reports option You may retrieve your Audit Reports through either the Batch Number or the Transmittal Date as shown below EJ Audit Report batch or transmittal date or activity month Microsoft Internet Explorer Je Eile Edit View Favorites Tools Help ay Czech Q x a Sa JO search she Favorites amp e X La 33 Address https icds cfhe org msibeta2 auditreports AuditMenu cfm x Go Links Pe Deg rk California Family Health Council Inc Audit Report batch or transmittal date or activity month Tuesday January 24 2006 MAIN MENU FAQ HELP LOGOUT Please click on the following links to generate audit reports by batch numberitransmittal date or by activity month P audit Reports by Batch Number Transmittal Date P sudit Reports by Activity Month j D internet n 30 e Selecting Audit Reports by Batch Number or Transmittal Date will provide you with the CVR Transactions Processed Report for your batch and the CVR Reject Report Audit Reports by Batch Number or Transmittal
22. CIENT AND REQUIRES TRANSLATION INTERPRETATION IN A LANGUAGE OTHER THAN ENGLISH e CLIENT IS PROFICIENT IN ENGLISH e UNKNOWN NOT REPORTED Special Instructions for Collecting Limited English Proficiency A client is considered to have limited English proficiency if she or he requires translation interpretation assistance in a language other than English during the clinic visit It does not matter whether the translation or interpretive service is provided by the client s family Clinic staff or translation service If clinic services are provided in a language other than English a client who could also be served in English should be reported as Client is proficient in English A client who functions only in the other language should be considered as having limited English proficiency and reported as Client is not proficient and requires translation interpretation in a language other than English Field 15 Principle Insurance Coverage A mapping from the financial classes or insurance companies may need to be done so that the client s principle insurance can be reported in one of the following categories A client who pays cash should be reported as UNINSURED 17 e PUBLIC INSURANCE e PRIVATE INSURANCE e UNINSURED e UNKNOWN NOT REPORTED Special Instructions for Collecting Principle Insurance from Teenage Clients Unless the teenage client knows his her insurance status the teenage client should be coded as Unin
23. California Family Health Council Inc Centralized Data System Delegate Agency Operations Manual California Family Health Council Inc 3600 Wilshire Boulevard Suite 600 Los Angeles CA 90010 CDS Assistance E mail CDSHelpDesk cfhc org or call 213 386 5614 X4552 V6 revised November 2010 Table of Contents 1 0 IpttrogducHenm ERENNERT EE EENS EES EEN EEN EES 3 2 0 Overview of the CFHC Centralized Data System cccecccsscsseeeeeeeeeeeseeeseaeseseeeenseeeseeeseseeeenseeeeeees 4 3 0 CFHC and Delegate Agency Responsibilities cccscccsscceseeeeeseeeeeseeeseeeeeseeeeneeeeseeeseseeeeneeeeeeee 5 4 0 Definition of Family Planning EnCounnter sccccesseceeeseeeeeeesneeseeeeneeseeeeneeseeesneesesesneeseeesnenseeesnaes 6 4 1 Family Planning Client Visit Record CND 6 4 2 Family Planning Encounter Definitions 0 ce eeceeeeeneeeeeenneeeeeeaeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeeeeenaeeeeeenaes 6 5 0 Creating Client Visit Record CVR Files ccccssseceeeeseeeeensseeeeensnaeeeenseaeeeenseaeeeenseaeeeenseseeeenees 8 D2 Agency Data Export d UE 9 5 3 Coding Kee E EE 10 6 0 Submitting Client Visit Record CVR Files cccscescessseeneeeeseceeeseseeeseseeeeeseseseeeseseseenenseseenens 21 6 1 File Format Creation and Naming sssssssssenssssrneseernnnettnnnttnnnnttnnnnttn rnnt tn rnnt tn nnan tn nnne En rannen nnee nnan 21 6 2 Sec rity SSUES nenei a naa a a aE e E A EE Aa aaa a A
24. Date CVR Transactions Processed Report Purpose To provide agencies with summary information to display total CVRs processed accepted and rejected and to allow agencies to verify that all submitted CVRs were processed Content includes the following e Total CVRs accepted e Total of CVRs rejected e Total CVRs processed e Percentage of total CVRs processed that were rejected CVR Reject Report Purpose To provide agencies with documentation of all rejected CVRs and to provide enough information so that CVRs may be corrected and resubmitted Content Lists any CVRs by Patient Number and Visit Date that rejected due to e Missing required field data e Not meeting the criteria for age between age 10 and 55 for women and 60 for men e Acode in the data field that the CDS does not recognize for example submission of letters in a numeric field e Contraceptive method of Unknown You can choose to retrieve and print an Audit Report by selecting either Batch Number or Transmittal Date as shown above Reference your printed Confirmation document to find your Batch Number or the Transmittal Date from the drop down menu and click Submit as shown in the screen below The Batch Numbers you see in the drop down menu are only those you are allowed to see and retrieve because they were created by your user name Please note that you must be logged in with the user name that posted the CVR export file and created the batch number
25. EN The CDS allows you to edit information in the database for the current year If you wish to change any information for a CVR click on Edit and you will be allowed to change information If you wish to delete the entire CVR click on Delete Create a New Client Visit Record This feature may be used to submit individual CVRs to the CDS database Agencies can use this to submit corrected CVRs in place of uploading a file Select the site at which the patient was seen and enter in the Patient Number If the patient already exists in the database you will see the same confirmation screen as above You can select Create New Visit at this point to start a new CVR for the patient 41 Z Post Online CYR Patient Selection Microsoft Internet Explorer Tel File Edit View Favorites Tools Help Back gt O R A seach Favorites Queda B amp Si E Address https ficds cfhc org msibeta2 onlinefper OnlineFPERselect cfm patientNum 950Mnid 20288sites 2340 AL California Family Health Council Inc Post Online CYR Patient Selection Saturday April 21 2007 MAIN MENU FAQ HELP LOGOUT Step 1 Selecta site Site 2340 D Step 2 Enter Patient Number and Press Go Patient Number Fer Go End CVR Submission Patient Number Date of Birth Gender Race 06 15 1989 Female White 950 Create New Visit List Previous Visits Cancel E Done By internet If the patient is new to the CDS data
26. ERAEN E 22 6 3 Accessing the Centralized Data System cecececeeceeeceeeeeeeeeaeeeeaeeceeeeecaeeesaaeseeaeeseaeeesaeeesaeesenees 23 6 4 Submitting Export Files and Confirming Transmission cccscceeeceeceeeeeeseeeeeeeeseeeeessaeeeseeeeenees 25 7 0 Auditing Client Visit Record CVR Files c ccceseeeeeeeseeeeeeeseeeeeseseeeseseneenseseseeeseseseenseseeeenens 29 fA Audit Reporting ProCedures sessionaris edu EES CaE Eege ee 29 7 2 On Line Retrieval of Audit Reports A 30 Zi Interpreting Audit REDONS sssrini inann iaa DEEG eer 34 7 4 Correcting Rejected Records from CVR Export Files cccccceeseeceeeeceneeesaeeeeneeseeeeseaeeeeaeeesenees 38 8 0 Adding or Deleting Sites nsssunnnuunnunnnunnnnnnnuunnunnnunnnuunnnunnnunnnunnnunnnunnnnnnnnnnnnnnn unnn nnnn ennn nnnn ennenen 45 9 0 CDS REep rtS i e s a ieee eee Es 46 91 Management REPOS a cosain a R a egene Eege ger 46 9 2 FPAR Reports originally Family Planning Annual Report sssssssssssesesssrssssrnssssrrnsrirrssrirnssrennssne 52 0 3 Ad HOC ege egugteget eet i ee ER Gencanadecceeeadyeecetd occeends Deet egdeE dee ege eso A 55 10 0 Logout From The CDS iii ccitccccccctcctecsenceescatecececssicssccececeesen sncessesceeeeceecnderdsestencnssenderdestaseneesaeees 59 11 0 Semi Annual Progress Report SPR cccscccsscesseeeeseeeeeseeesceeeeseeeeeeeeescaesasaeeenseeeseeeeessaesnseeneneeees 60 Ted ViG WING RE EE 60 11 2 Submission of Aggregate Data 60
27. Planning Users by Ethnicity and Race Not Unknown Total Hispanic Hispanic or Not Female Race or Latino Latino Reported Users 1 American Indian or Alaska Native 2 Asian 3 Black or African American Islander Native Hawaiian or other Pacific 5 White 6 More than one race 7 Unknown not reported Total Female Users sum rows 1 to 7 Table 3 Unduplicated Number of Male Family Planning Users by Ethnicity and Race J Not Unknown Total Hispanic or Hispanic or Not Male Latino Latino Reported Users Race American Indian or Alaska Native 2 Asian 3 Black or African American Native Hawaiian or other Pacific Islander 5 White 6 More than one race 7 Unknown not reported Total Male Users sum rows 1 to 7 LIT 70 Table 4 Unduplicated Number of Family Planning Users by Income Level Number of Users Income as Percent of the HHS Poverty Guidelines 1 100 and below 101 150 151 200 201 250 Unknown not reported Total Users sum rows 1 to 6 Table 5 Unduplicated Number of Family Planning Users by Principal Health Insurance Coverage Status 2 3 4 5 Over 250 6 7 Number of Users Principal Health Insurance Covering Primary Medical Care 1 PUBLIC HEALTH INSURANCE COVERING PRIMARY MEDICAL CARE P
28. RIVATE HEALTH INSURANCE COVERING PRIMARY MEDICAL CARE Sum rows 2A to 2C 2a OPTIONAL COVERAGE FOR ALL OR SOME FAMILY PLANNING SERVICES ot OPTIONAL COVERAGE FOR NO FAMILY PLANNING SERVICES 2c OPTIONAL COVERAGE UNKNOWN FOR FAMILY PLANNING SERVICES 3 UNINSURED NO PUBLIC OR PRIVATE HEALTH INSURANCE 4 Unknown not reported 5 Total Users sum rows 1 to 4 e 71 Table 6 Unduplicated Number of Family Planning Users with Limited English Proficiency LEP Number of Users 1 Unduplicated number of users with limited English proficiency LEP 72 Table 7 Unduplicated Number of Female Family Planning Users by Primary Method and Age Primary Method Unduplicated Number of Female Users by Age le 15 17 18 19 20 24 29 29 30 34 35 39 40 44 gt 44 Total Female Users Female sterilization Intrauterine device IUD Hormonal implant 1 Month hormonal injection 3 Month hormonal injection OD oo AI Ww N Oral contraceptive Hormonal contraceptive patch 8 Vaginal ring 9 Cervical cap diaphragm 10 Contraceptive sponge 11 Female condom 12 Spermicide used alone 13 Fertility awareness method FAM 14 Abstinence 15 Other method 16 Method unknown No method 17 Pregnant or seeking pregnanc
29. This field should contain a numeric value up to two digits representing family size and should never be blank Otherwise an error will be generated Field 9 Contraceptive Method This should contain a valid contraceptive method and should never be blank or Unknown Otherwise an error will be generated Records with truly unknown methods may be entered into the CDS manually see the POSTING ONLINE CVRS section below Field 10 Income This field should contain a numeric value up to four digits and should never be blank Otherwise an error will be generated Field 11 Visit Date This field should be a properly formatted date field with month date and four digit year Otherwise an error will be generated Field 12 Medical Services Visit Type This field should contain valid medical services codes The field may be blank at times so an error will not be generated NOTE Invalid medical codes are ignored 35 Field 13 Provider Type This field should contain a valid provider type and should never be blank Otherwise an error will be generated Field 14 Limited English Proficiency This field should never be blank Otherwise an error will be generated Field 15 Principle Insurance This field should contain a valid insurance type code and should never be blank Otherwise an error will be generated Field 16 Homeless This field should contain a Y N value indicating the client s homeless stat
30. advance to insure that appropriate changes can be made to the CDS data conversion maps 45 9 0 CDS Reports CFHC has developed reports that Delegate Agencies can access at any time from the main menu of CDS in order to view their agency specific tables There are 3 types of reports 1 Management Reports 2 FPAR Reports 3 Ad Hoc Reports 9 1 Management Reports The following management reports are currently available Each report is broken out by clinic site Reports are only available for information that an agency submits to the CDS for example if you do not include data on clinical breast exams in the monthly or quarterly data file to CFHC you will not be able to generate a report on clinical breast exams SI Services Summary This report provides a visit summary of all medical services provided during the reporting period U1 User Summary This report provides a summary of number of unduplicated users by clinic site by e Gender e Poverty level e Health insurance e Race e Ethnicity e Special Populations e Limited English Proficiency e Age e Zipcode 46 U2 Users by Gender This report provides a summary of number of unduplicated female and male users by e Age e Poverty level e Health insurance e Race e Ethnicity e Limited English Proficiency e Zipcode U3 Users by Contraceptive Method by Gender This report provides a summary of number of unduplicated users by contraceptive method by e Age e Gender
31. al Services SC CBE Referral Chlamydia Test Chlamydia Test Positive M Age Greater Than or Equal to x Age between AND Race White w Ethnicity Hispanic el Provider Type Counselar CHE el Poverty Level lt 100 ei Health Insurance Public insurance el English Proficient English Proficient x Primary Contraceptive Method Other Reason x No Method Other Reason 8 ei CT Specimen Source Cervical Jl Special Populations Homeless Individuals Substance Using Abusing Individuals Done B internet Ke When all desired fields are selected click on submit The report you requested will then be generated You can save and print the reports 58 10 0 Logout From The CDS When you have finished all activity on the CDS website you should log out of the application This is very important because it ensures that you have terminated the connection to the CDS database and no unauthorized users can access the information there To log out at any time click on the LogOut link on the navigation bar at the top of any screen This will cause your session to end and will log you out of the website To return to the website you must log in once again using the log in procedures 59 11 0 Semi Annual Progress Report SPR 11 1 Viewing Data At the end of each month or quarter the Semi Annual Progress Report SPR system will be updated with data provided by the Centralized Data System for Tables 1 8 Usually agencies
32. and Disclosure of PHI CFHC may use or disclose PHI to perform functions activities or services for or on behalf of Covered Entity provided that such use or disclosure would not violate the Privacy Rule if done by Covered Entity or the minimum necessary policies and procedures of Covered Entity Limitation Covered Entity may not request CFHC to use or disclose PHI in a manner that would not be permissible under HIPAA if done by Covered Entity Use and Disclosure for CFHC s Purposes Minimum Necessary In requesting using or disclosing PHI CFHC agrees that it will request use or disclose only the minimum amount of PHI necessary to accomplish a permitted purpose Use of PHI CFHC may use PHI if necessary for the proper management and administration of the Family Planning Program or CFHC and to carry out its legal responsibilities Without limiting the foregoing CFHC may Use the PHI for analysis and trending of family planning services De identify the PHI to create de identified data Use the PHI for audit purposes related to Covered Entities participation in the Family Planning Program Disclosure of PHI CFHC may disclose PHI if necessary for the proper management and administration of the Family Planning Program or CFHC provided that disclosures are required by law or CFHC obtains reasonable assurances from the person to whom the information is disclosed that the PHI will remain confidential and used or further disclosed only as
33. ase note on this page e You may only choose one report at a time If you accidentally click more than one to deselect a report you need to hold down the control key and click on the report you wish to deselect e You must provide the reporting period you would like to be included in the report Use the format mm dd yyyy when entering dates e Select whether you wish to view it at the agency level or site level Then click on Select Agency i Management Report Generation Microsoft Internet Explorer Jee File Edit Yiew Favorites Tools Help ay Q sx gt x 2 Ce JO search ip Favorites Gi m LJ 3 F Address https cds cfhe orgjreportserver retrievestdrep manreport cfm RR California Family Health Council Inc Management Report Generation x Go Links Tuesday September 25 2007 MAIN MENU HELP LOGOUT Current Management Reports Select 1 only S reports U reports U1 UserSummary la U2 User Summary by Gender U3 Users By Contraceptive Method by Gender U4 User Poverty Level Summary U16 Services Utilized by Unique Users E Vreports 31 Services Summary WI Visit Summary Start Date 01 01 2007 End Date 12 31 2007 Report View select one Agency View Site View Select Agencies clear form SI Done ER A internet The following two screens ask you to choose the agency and sites you would like to include Agencies o
34. ased on their Table 11 Unduplicated Number of Family Planning Users Tested for Chlamydia by Age and Gender Age Group Years Number of users tested Number of users with positive tests Female Users Male Users Female Users Male Users Under 15 15 17 18 19 20 24 25 29 30 and over NI O A Bl ONJ Total Users sum rows 1 to 6 Table 12 Number of Gonorrhea Syphilis and HIV Tests Test Type Number of Tests Female Male Total Tests 1 Gonorrhea Gonorrhea Positive tests Syphilis tests 2 3 4 HIV All confidential tests 5 HIV Positive confidential 6 HIV Anonymous tests Table 13 Number of Family Planning Encounters by Type of Provider Habarai Number of FTEs Family Planning Provider Type Encounters 1 Clinical Services Providers WLLL la Physicians Mt ib Physician assistants nurse practitioners certified nurse midwives 1c Other clinical services providers AA P R F Non clinical services providers nurses E 2 health educators counselors social workers others A 3 Total Family Planning Encounters Sum rows 1 2 ee The Number of FTE s will need to be submitted by each agency independently These rows can be blank Table 16 Special Populations Contract Table 16 Activities Progress
35. ation procedures performed on a female user in the current or any previous reporting period Report if a female client relies on female sterilization as her primary family planning method Although Family PACT may not reimburse for these visits Title X does consider them legitimate Family Planning encounters and they should be reported to CDS if agency has provided a service FERTILITY AWARENESS Refers to family planning methods that rely on identifying potentially fertile days in each menstrual cycle when intercourse is most likely to result in a pregnancy Fertility awareness methods include rhythm calendar Standard Days Basal Body Temperature Cervical Mucus and Sympto Thermal methods Report user who uses one or a combination of the FAMs listed above as the primary family planning method A post partum woman who is practicing the lactational amenorrhea method LAM should also be coded in this category HORMONAL IMPLANT Report female user who uses a long term subdermal hormonal implant as her primary family planning method HORMONAL INJECTION 1 MONTH Report the female user who uses 1 month injectable hormonal contraception as her primary family planning method HORMONAL INJECTION 3 MONTH Report female user who uses 3 month injectable hormonal contraception as her primary family planning method HORMONAL PATCH Report female user who uses a transdermal hormonal contraceptive patch as her primary family planning method IUD Report
36. ay o d Bookmarks SP check gt YE Autorii K amp gt Qsinin California Family Health Council Inc FPAR Report Generation Monday May 25 2009 MAIN MENU FAQ HELP LOGOUT Report FPAR 1 Family Planning Program Demographic Profile Year 2008 Period 1 4 4 to 6 30 Period 2 1 1 to 12 31 Period A internet Done Novell WebAccess Mi T Msn ft Report Generat fe Training DN User Manual revised The following screen asks you to choose the agency you would like to include Agencies only have access to their own agency E FPAR Reports Agency Selection Microsoft Internet Explorer Jee Sp File Edit view Favorites Tools Help O O A Dawn erann O 2 Sw Ls Address https feds cfhe org reportserver retrievenonstdrep getreppro cfm EI co Links 7 California Family Health Council Inc FPAR Reports Agency Selection Tuesday September 25 2007 MAIN MENU HELP LOGOUT You have selected to process FPAR 1 Family Planning Program Demographic Profile Please select agencies that you d like to report FPAR 1 for Click here to return to previous selection screen Done amp internet Choose your agency name and click on submit 54 The report you requested will then be generated You can save and print the reports When printing you may need to choose the landscape format in order to capture everything on the page 9 3 Ad Hoc Re
37. base you will see the following screen Z Post Online CYR Patient Selection Microsoft Internet Explorer Eile Edit Yiew Favorites Tools Help lt Back O A A seach fFavorites BDmeda CS B e Ei E https cds cfhc org msibeta2 onlinefper OnlineFPERselect cfm patientNum 1 1118 amp dnid 2026 amp sites 2340 AC California Family Health Council Inc Post Online CYR Patient Selection Saturday April 21 2007 MAIN MENU FAQ HELP LOGOUT Step 1 Select a site Site 2340 z Step 2 Enter Patient Number and Press Go Patient Number fi 111 Go End CVR Submission This patient number does not currently exist Please check number and try again OR Would you like to create a new patient Yes hea E Done A Le Internet Click YES to create a new patient and a new CVR for that patient 42 The Post Online CVR screen allows you to enter all information necessary to post a CVR to the CDS database Post Online CVR Site 2340 Microsoft Internet Explorer Joe File Edit View Favorites Tools Help Oa x A da P search grie C2 m LJ Address https cds cfhe org msibeta2 onlinefperjnewvisit2 cfm inid 5120288pN 11118s 23408pt n sl Eco Links gt Patient Information Save Gun Can
38. buse problem NO YES 3 Do you abuse drugs or alcohol NO YES 4 Has anyone told you that you have a drug or alcohol abuse probem NO YES Source Doc Recommendations CFHC 7 9 10 SAMPLE TITLE X DATA COLLECTION FORM CDS REPORTING General Guidance This is a sample form that could be used by an agency doing manual data entry into the CDS system O If there are any items you are unable to track e g certain special populations or test results remove them from this form before using C Please contact the CDS Team if you would like additional assistance incorporating this form into your clinic procedures Med Rec Last Name First Name Date of Visit __ Gender OQ Female Mate Monthly Income Zip Code Provider Insurance What is your ethnicity Do you need an interpreter Q No Yes LI Not Hispanic Spanish Necesita int rprete para comunicarse en ingl s No Si Q Hispane Are you homeless or living in a shelter CO No O Yes What is your race check all that apply LI American indian or Alaskan Native Are you a seasonal or migrant worker D Mo Yes LI Asian LI Black or African American Do you have a physical or mental disability O No O Yes LU Native Hawaiian or Pacific Islander White Do you use drugs or alcohol in a way that hurts your health and causes UL Client Declined to State problems in your life Q No O Yes LU Unknown Not Collected Primary Birth Control Method code mo
39. cel a Patient Number 1111 Date of Birth Gender Visit Date Site Number 2340 ram dd yy yy Please select v mm dd yyyy ZIP Code Family Size Gross Monthly Income el E Chec if unavailable unknown Check if unavailable unknown Race Hispanic Latino _ Provider Type White se Please Select GJ Black Am Indian Alaskan Native Asian Limited English Proficiency Principal Health Ins Coverage Native Hawaiian Other Pacific Islander wl Not Reported al Please select el Medical Services Contraceptive Method Special Populations Clinical Breast Exam Please select one iv Homeless CBE Referral Substance Using Abusing Chlamydia Test CT Specimen Source Individual With Disabilities Chlamydia Test Positive Please Select v Migrant Worker Emergency Contraception Gonorrhea Gonorrhea Test Positive HIV Test HIV Test Positive Pap Smear Pap ASC or Higher Pap HSIL or Higher Syphilis Back to Patient Selection Le Back to Top of Page Ss Si B internet Entering data for a new CVR 1 The screen will show the site number and the patient number you have selected at the top of the page You should always be sure to check again before entering any information that these are the correct site and patient numbers for the information you are about to enter 2 With the exception of Medical Services Visit Type and Special Populations every field is required with every submission and is shown on the screen in RED Medical Services and Special Populations a
40. d by patient or patient s partner Female Methods Male Methods ___ Female Sterilization ___ Cervical Cap Diaphragm ___ Male Sterilization vasectomy ___Male SterilizationVasectomy ___ Contraceptive Sponge ___Abstinence ___Abstinence includes no partner Female Condom ___Rely on Female Method IUD __ Spemicide Alone __ Male Condom Hormonal Implant ___ Fertility Awareness Method ___ Fertility Awareness Method ___3 Month Hormonal Injection ___Other Method includes withdrawal _ Other Method includes withdrawal ___ Oral Contraceptive ___None Infertile Same Sex Partner ___None Infertile ___ Contraceptive Patch ___None Pregnant ___None Partner Pregnant ___ Vaginal Ring ___None Seeking Pregnancy ___None Partner Seeking Pregnancy ___Male Condom Alternative option 2 Primary Birth Control Method code most reliable method used by patient or patient s partner ___Female Sterilization F Only ___ Oral Contraceptive F Only ___Spermicide Alone F Only ___Male Sterilization Vasectomy ___ Contraceptive Patch F Only __ Fertility Awareness Method ___Abstinence includes no partner Vaginal Ring F Only ___Other Method includes withdrawal ___Rely on Female Method M Only Male Condom ___None Infertile Same Sex Partner ___IUD F Only ___ Cervical Cap Diaphragm F Only None Pregnant Partner Pregnant ___ Hormonal Implant F Only ___ Contraceptive Sponge F Only ___None Seeking Pregnancy ___3 Month Injection F Only ___Female Condo
41. e or Not Reported This field should be blank if the agency does not report this data Field 17 Substance Abusing This field should contain a Y N value indicating the client s substance using abusing state or Not Reported This field should be blank if the agency does not report this data Field 18 Migrant This field should contain a Y N value indicating the client s migrant state or Not Reported This field should be blank if the agency does not report this data Field 19 Disabled This field should contain a Y N value indicating the client s disabled state or Not Reported This field should be blank if the agency does not report this data Field 20 Zip Code This field must contain a five digit numeric field and should never be blank Otherwise an error will be generated 36 Lab Audit Reports The CDS allows agencies that submit files by Lab Export to retrieve their Audit Reports through the website Audit Reports are available for agencies within two business days after submission of the Lab export file From the CDS Main Menu you should choose the Lab Audit Reports option The same instructions apply as described above for CVR Export files Included in the Lab Audit Reports will be any patient numbers that were rejected because a match was not found in the CDS database for patient number site number and visit date 37 7 4 Correcting Rejected Records from CVR Export Files Delegate Agency sta
42. ed 80 of female clients under the age of 26 receive at least one STD 2 fon ise ta i test for chlamydia within a 12 month period 100 of all female clients with a positive chlamydia test result are STD 3 retested at the first visit that takes place within 2 12 months after the initial test date STD TBD Gonorrhea screening measure to be developed based on CDC Under development guidelines Males TBD Quality assurance measure needed To be developed Teens TBD Quality assurance measure needed To be developed 61 13 0 User Support Technical and programmatic support is available from CFHC to all CDS users Any questions regarding the data submission process should be directed to CDSHelpDesk cfhc org or call 213 386 5614 X4552 All inquiries will be responded to in a timely manner Comments or suggestions on this manual are encouraged and may be directed to the same e mail address listed above 62 Appendices FOR TITLE X AGENCIES A Requirements of a Family Planning Encounter B HIPAA Confidentiality Agreement C FPAR Tables D Registration Form Encounter Form Data Collection Recommendations Sample Questions Ethnicity and Race Sample Questions Primary Method Sample Questions Special Populations Sample Title X Data Collection Form for Manual CDS entry 63 Appendix A Requirements of a Family Planning Encounter CLIENT Female ages 10 55 OR Male ages 10 60 Seeks to avoid unintended pregnancy OR achieve p
43. elected criteria be sure to include the value or range you wish to include For Medical Services and Special Populations you may choose more than one value in the drop down boxes by holding down the shift key when making your selection If you choose more than one value the report will provide information on clients for which both values were reported For example in Medical Services if both Clinical Breast Exam and Emergency Contraception are selected the report will provide information on those clients to whom both of those services were provided SI Ad Hoc Report Microsoft Internet Explorer BAX File Edit View Favorites Tools Help ay CH Back EN E Ce s Search ste Favortes i Q de D kel 33 Address https cds cfhc orgireportserver adhocReports showreport cfm RequestTimeout 25000 el Eco Links gt California Family Health Council Inc S Ad Hoc Report Tuesday September 25 2007 MAIN MENU HELP LOGOUT INSTRUCTIONS 1 Please check UP TO 3 BOXES next to criteria to be searched 2 For each CHECKED BOX COMPLETE INFO TO THE RIGHT of the appropriate criteria 3 For Age please be sure to pick a choice from the pull down menu for comparision or lt AND ENTER a value in the text box 4 For Age between please be sure to enter 2 values in the text boxes Gender Female iv Zip Medic
44. eless Substance Abusing Migrant or Disabled an agency must include a specific question s eliciting this information on their forms CDS has prepared suggested wording for eliciting this information which is available in Appendix D 18 Field 17 Substance Abusing Report an individual whose abuse of legal and or illegal substances affects his her physical mental or social health and impairs his her ability to function normally in society Individuals who are abusing substances may be identified by ICD9 codes or by their self reporting If client self identifies or the diagnosis code is present for the visit Field 17 should be indicated with the first option below e YES SUBSTANCE ABUSING e NO NOT SUBSTANCE ABUSING e NOT REPORTED Field 18 Migrant An individual who moves regularly in order to find work can be reported as a Migrant Worker A client who is a dependent of a Migrant Worker can also be reported as a Migrant Worker The preferred format is e YES MIGRANT WORKER e NO NOT MIGRANT WORKER e NOT REPORTED Field 19 Disabled An individual who currently has a physical or mental impairment that substantially limits one or more major life activities can be reported to have disabilities The preferred format is e YES CLIENT HAS DISABILITIES e NO CLIENT DOES NOT HAVE DISABILITIES e NOT REPORTED Field 20 Zip Code The preferred format is a 5 digit zip code 19 Special Instructions for Unknown Zip C
45. ff is responsible for correcting errors and resubmitting the corrected CVRs by the 25 of the following month for any given reporting period It is very important that you capture each and every client visit by resubmitting all rejected records once they are corrected If you do not resubmit rejected records those visits will not be counted in the CFHC system and your agency s data will not be accurate 1 Once the Audit Reports have been reviewed users may correct the errors in one of three ways Resubmit a file containing only corrected records 2 Use the Post Online CVR menu option to enter a client s entire CVR into the database using web based data entry This option is discussed in further detail in the following section 3 Resubmit the original file after correcting the errors CDS will recognize duplicate records and overwrite the old record with the updated information Posting On Line CVRs CFHC provides agencies with the ability to search input view and edit CVRs through on line entry via the website This enables agencies to resubmit individual records through a web data entry process without having to resubmit them through a batch file process This feature enables direct access to your data that is stored in CDS When editing and adding new records please keep in mind that any changes made will directly affect your stored CDS data To use this feature select Post Online CVRs from the Main Menu You will see the foll
46. ic value Special Instructions for Teenage Clients A teen s income should be 0 unless the teen is employed or receives personal income from some other source The teen s family income should NOT be included Field 11 Visit Date A sample format is YYYYMMDD 14 Field 12 Medical Services Visit Type In the data export file this field is different from the rest in that it can contain multiple values separated by commas as there can be more than one medical service per visit The field value may look something like 1 3 4 7 13 This is the only field that is comma delimited within pipes the rest of the file is pipe delimited Record any of the options below in the data export file to indicate the presence of the exam referral test diagnosis treatment and or visit type e Clinical Breast Exam e CBE Referral e Chlamydia Test e CT Specimen Cervical e CT Specimen Urine e CT Specimen Vaginal e CT Specimen Urethral e CT Specimen Pharyngeal e CT Specimen Rectal e Chlamydia Test Positive e Chlamydia Treatment Dispensed e Chlamydia Treatment Prescribed e Emergency Contraception Dispensed e Gonorrhea e Gonorrhea Test Positive e Gonorrhea Treatment Dispensed e Gonorrhea Treatment Prescribed e HIV Test e Positive HIV Test Result e Pap Test e Pap Result ASC LSIL HPV do not include HSIL or higher e Pap Result HSIL CIS AGUS e Syphilis e Visit Type New Patient 10 mi
47. ile or CYR file Step 5 Please click on the Transmit File button to transmit file Browse CVR Lab Results Transmit File Clear Form E Done 5 e Internet 25 The instructions on the web page will assist you in correctly submitting your CVR export file e First click on the Browse button and a window should open as shown below Choose file Look in My Documents ad al ed ES Corel User Files My eBooks My Recent Au music Documents B My Pictures E O WebEx Desktop My Computer amp My Network Places Files of type Al Files EN Cancel File name o si Deeg e This screen will display one of your local drives and its associated files and directories Using the standard Windows functions select the file containing that month s CVR data that you wish to submit Once you have found the file click on it once to highlight the file and then click on Open Again please be sure that you have used the requested CFHC naming convention of Orgnameexportmmddyyyy You should now see your filename in the text box to the left of the Browse button as shown below 26 Transmit CYR Files Microsoft Internet Explorer ief x File Edit View Favorites Tools Help Ea Bak gt fa Qsearch f Favorites media Ei S i Address ja https cds cfhc org msibeta2 scanUpLoad cfm D Pao Links be Califo
48. it in your Title X clinic Please note that after you enter a number with leading zeroes the zeroes will not appear in the online CVR but the correct patient will still be selected by the CDS An information screen with limited information about the patient will appear allowing you to verify that you have selected the correct patient This information includes the patient number you entered the date of birth the gender and the race of the patient 39 If this is not the patient number you wanted you can return to the Patient Selection screen by clicking the Cancel button Post Online C R Patient Selection Microsoft Internet Explorer File Edit view Favorites Tools Help Back a Qssearch Favorites Cmedia B S SI Address el https icds cfhe org msibeta2 onlinefper OnlineFPERselect cfm patientNum 950a amp nid 20288sites 2340 kd Go Links AG California Family Health Council Inc Post Online CYR Patient Selection Saturday April 21 2007 MAIN MENU FAQ HELP LOGOUT Step 1 Selecta site Site 2340 D Step 2 Enter Patient Number and Press Go Patient Number ES Go End CVR Submission Patient Number Date of Birth 950 06 15 1989 Female White Create New Visit List Previous Visits Cancel e Done le Internet If the number you entered is not in the database the CDS will verify that the patient does not exist and you will be able to create a ne
49. last period was 2 years ago has a Pap smear First time Male client age 61 who reports a vasectomy two years ago is screened for STIs Based on Title X Grantees Family Planning Annual Report Update 2001 OMB No 0990 0221 5 0 Creating Client Visit Record CVR Files Under the contract between Delegate Agencies and CFHC agencies must submit data on family planning client encounters Data includes demographic and contraceptive method information about the client as well as information on medical procedures and services provided at the visit See the following sections 5 2 and 5 3 for complete information on what is collected CFHC encourages agencies to collect as many Medical Service elements as possible Our goal is to collect all lab results through CDS by 12 31 2010 CDCs staff will work with all agencies to insure smooth transitions Agencies planning to move to Electronic Medical Records or changing their practice management system should contact the CDS manager beforehand All software selections and modifications must conform to CDS specifications For example changes to an agency s patient identification system may require additional steps on the agency s behalf to preserve correspondence with the agency s original patient identification system It is CFHC s goal to collect the complete set of data requirements for every CVR or a combination of a CVR and lab record for any given client encounter thus minimizing the
50. listed categories If a client refuses to select from a list Races report Client Declined to State Your agency may wish to collect race subcategories e g Chinese or Laotian However CDS will map these clients to one of the five race categories for the purposes of reporting Clients should be allowed to mark or select more than one of the five race categories Instead of using a category labeled More than one race Title X guidelines recommend that your instructions allow clients to select all that apply However clients who select more than one race category will be entered into the PMS EMR as More than one race Field 7 Ethnicity Whether or not a client considers him herself as Hispanic must be asked and reported 11 e HISPANIC e NOT HISPANIC Special Instructions for Collecting Ethnicity CFHC suggests asking Ethnicity before Race to encourage all clients to answer both We urge intake staff to respect client preference in providing this information The intention is to help identify major health conditions of minority populations monitor progress in meeting their needs and ensure nondiscrimination in access to and provision of appropriate services for various ethnic groups Field 8 Family Size Family Size must be numeric and should not be longer than 2 digits Special Instructions for Collecting Family Size from Teenage Clients Teen s family size should be 1 unless they are living with thei
51. m F Only Source Doc Recommendations CFHC 6 11 10 79 SAMPLE QUESTIONS SPECIAL POPULATIONS CDS REPORTING General Guidance Be sure to follow the definitions for each special population as they are listed in the CDS Manual Ideally each question would match the options listed in your PMS EMR system If code numbers are used they should also appear on the form e g 01 Not Limited English 02 Limited English Proficiency If a special population status is recorded by the clinician e o on the Encounter Form list an option for Unknown or Not recorded The default answer should NOT be NO Please contact the CDS Team if you would like additional assistance incorporating these questions into your data collection forms Sample Questions for Limited English Proficiency 1 Do you need an interpreter NO YES Spanish Necesita int rprete para comunicarse en Ingl s 2 Do you need our staff to speak to you in a language other than English NO YES 3 Did you bring a friend or relative to help you understand English NO YES For a site where the dominant language spoken is not English could be written in other language 4 Are you comfortable speaking English NO YES 5 Would you have difficulty here if clinic staff spoke only English NO YES 6 Do you require translation if you need to communicate in English NO YES Note Limited English Proficiency may also be assessed at intake and recorded in the
52. ng month with exceptions in July and January please refer to your current CFHC contract for specific reporting deadlines For example data for the month of January is due by February 25 Agencies are responsible for ensuring that all records are submitted on or before the deadline including any corrections to records that may have been rejected on a prior submission This means that an agency should submit their first batch file well in advance of the 25 deadline If the deadline falls on a weekend or holiday it will be extended to the next business day The steps to submit data are as follows e From the CDS Main Menu you should choose the following option Transmit CVR or Lab Files You will then see the Transmit CVR or Lab Files page as shown below Z Transmit CYR Files Microsoft Internet Explorer _ etx File Edit view Favorites Tools Help da Back gt fat Gdsearch Favorites media Cie Fi Address https cds cfhc org msibeta2 scanUpLoad cfm en Links California Family Health Council Inc Transmit CVR Files Saturday April 21 2007 MAIN MENU HELP LOGOUT File Transmit Instructions Step 1 Please select the file to transmit by clicking on the browse button Step 2 Please highlight the file to transmit and click open Step 3 You should see the file name that has been selected in the text box next to the Browse button Step 4 Please select whether file is a lab f
53. nly have access to their own agency and clinic sites 49 24 Standard Management Reports Agency Selection Microsoft Internet Explorer Eile Edit View Favorites Tools Help Geak E Qsearch Favorites Qmeda CO Ei SS Address ja https icds cPhc org reportserver retrievestdrep getreppro cfm x iid California Family Health Council Inc Standard Management Reports Agency Selection Sunday April 22 2007 MAIN MENU FAQ HELP LOGOUT You have selected to process 1 Please select agencies that you d to like report 1 for Agencies 2028 Mendocino County clear form Click here to return to previous selection screen OP x 2 Standard Management Reports Site Selection Microsoft Internet Explorer File Edit View Favorites Tools Help Back O Qsearch f Favorites Dmeda B S E Address I https cds cfhc org reportserver retrievestdrep getrepsite cfm x oe Links A California Family Health Council Inc Standard Management Reports Site Selection Sunday April 22 2007 MAIN MENU FAQ HELP LOGOUT You have selected to process 1 for Agency 2028 Please select sites that you d like to report 1 for Sites 2340 Ukiah Clinic 2342 Willits clear form 50 On each of the above screens choose your agency and the sites you wish to include and click on submit If you wish to include all clinic sites you may choose All If you wish to incl
54. nutes 99201 e Visit Type New Patient 20 minutes 99202 e Visit Type New Patient 30 minutes 99203 e Visit Type New Patient 45 minutes 99204 e Visit Type New Patient Comprehensive 99205 15 e Visit Type Established Patient 5 minutes 99211 e Visit Type Established Patient 10 minutes 99212 e Visit Type Established Patient 15 minutes 99213 e Visit Type Established Patient 25 minutes 99214 e Visit Type Established Patient Comprehensive 99215 e Visit Type Education Counseling Group Z9750 e Visit Type Education Counseling Individual 10 minutes 29751 e Visit Type Education Counseling Individual 15 minutes Z9752 e Visit Type Education Counseling Individual 30 minutes 29753 e Visit Type Education Counseling Individual 45 minutes 29754 e Not able to report Visit Type Special Instructions for Collecting Medical Services Your agency may not collect some of the above medical services in a way that the information can be recorded on the Family Planning Encounter record in a consistent manner For example some agencies are able to collect and report whether clients receive prescribed and or dispensed treatment for Chlamydia or Gonorrhea while other agencies do not yet have this capacity If available this information will make it possible for CFHC to report time to treatment as the Proportion of female clients with positive Chlamydia or Gonorrhea test treated within 14 and 30 days CDS staff will
55. o select which report you would like to run Please note that you may only choose one table at a time E FPAR Report Generation Microsoft Internet Explorer BAX File Edit Yiew Favorites Tools Help Osch X i x a Ce os Search she Favorites Lo ay Ce w ke 33 Address L I httpsi eds cfhe orgfreportserver retrievenonstdrep manreport cfm m FE co Links 7 ie California Family Health Council Inc FPAR Report Generation Tuesday September 25 2007 MAIN MENU HELP LOGOUT Current FPAR Reports Select 1 only FPAR 1 Family Planning Program Demographic Profile FPAR 2 Female Users by Hispanic Latino Origin FPAR 3 Male Users by Hispanic Latino Origin FPAR 4 Users by Poverty Level FPAR 5 Users by Principal Health Insurance Coverage mj Select Report clear form Done A internet EEN n Then click on Select Report The next screen asks you to indicate for what year or period you would like the report Note that these tables can be run for two different time periods Semiannual midyear January June or Semiannual year end January December The report that is generated will include cumulative year to date information 53 FPAR Report Generation Microsoft Internet Explorer File Edit View Favorites Tools Help OO lge neo Sa LDHs Address https eds cfhe orgireportserver retrievenonstdrep fmanreport2 cfin go Google v zech o D gt c
56. odes Do not use the agency s zip code when client s zip code is unknown In this case leave the field blank or provide a code e g O0000 for UNKNOWN Homeless individuals should use the zip code from where they live or sleep most of the time If this is unknown leave the field blank or provide a code e g O0000 for UNKNOWN 20 6 0 Submitting Client Visit Record CVR Files 6 1 File Format Creation and Naming File Format Delegate Agencies are responsible for extracting family planning CVRs from their systems and creating a file of those transactions Agencies may provide data to CFHC in any format and sequence The CDS can accept a text delimited file Excel spreadsheet file or Access file It is preferable for the file to include a first header row containing the field names of each column as they appear in the file Once the format is established the agency completes a Data Conversion Map with CFHC staff that describes the field order type of export file and the values your system will be sending This map instructs CFHC on how to translate those values to ones recognized by CDS Each agency s CVR export file structure must be individually coded to ensure accurate import of data into CDS so that the data submitted can be translated consistently and successfully stored in CDS The CDS can also accept separate lab files either from the agency s internal lab system or outside vendor Similar to the CVR export file
57. out services provided to Title X clients at clinic sites throughout California The data is used to provide information both for federally required reporting purposes as well as for Delegate Agencies through production of reports and access to aggregated data CFHC and Delegate Agencies use the reports and data to better monitor services provided to understand who is being served and to help justify program development and funding requests for continued financial support for Title X services In order to collect store and utilize the data effectively CFHC is responsible for maintaining the CDS and providing data management services and for providing ongoing support to Delegate Agencies using the CDS The CDS collects family planning patient encounter data and laboratory data from its Delegate Agencies through electronic submission Agencies export a file extract from their practice management systems or electronic medical record systems on a monthly or quarterly basis to CFHC They can also provide a separate file with laboratory data either from an internal lab system or outside vendor Agencies provide all FPAR data required by Title X through this electronic process For those data fields not captured in agencies practice management systems or not available to send electronically the Semi Annual Progress Report tables can accept summary and narrative data twice per year 3 0 CFHC and Delegate Agency Responsibilities Both CFHC and the
58. owing screen 38 F Post Online CYR Patient Selection Microsoft Internet Explorer BEE File Edit Yiew Favorites Tools Help Bak a Qssearch f Favorites media Ay amp Si E Address el bttpe icds cfhe org msibeta2 onlinefper OnlineFPERselect cfm Inid 1250 e Go Links gt California Family Health Council Inc Post Online CYR Patient Selection Saturday April 21 2007 MAIN MENU FAQ HELP LOGOUT Step 1 Selecta site Sp Site WER Step 2 Enter Patient Number and Press Go Patient Number End CVR Submission Done A e internet To begin creating online CVRs you must first select the Title X site number for which you will be creating online CVRs If you have only one Title X site that site number will appear automatically in the Site Box If you have more than one Title X site click on the arrow in the site selection box so that a drop down menu appears This menu will list all the sites for which you are authorized to submit CVRs You should then click on the site number you want to create CVRs for in this session You have two options in using the Post Online CVR feature 1 Edit an existing record that is in the CDS database or 2 Create a new record Edit an Existing Record To edit an existing record select the site enter the Patient Number for the record you wish to edit then click Go Enter your patient number exactly as you use
59. port user who is not using any family planning method because she he or the partner is pregnant SEEKING PREGNANCY Report user who is not using any family planning method because she he or the partner is seeking pregnancy RELY ON FEMALE METHOD Report male family planning user who relies on his female partner s family planning method s as his primary method Female contraceptive methods include female sterilization IUDs hormonal implants 1 and 3 month hormonal injections oral contraceptives hormonal contraceptive patches vaginal rings cervical caps diaphragms contraceptive sponges female condoms and spermicides NO METHOD OTHER REASON Report user who is not using any family planning method to avoid pregnancy due to reasons other than pregnancy or seeking pregnancy including if either partner is sterile without having been sterilized surgically or if the client is has asame sex partner METHOD UNKNOWN Report user for whom documentation exists that the user adopted or continues use of a family planning method but information about the specific method s used is unavailable This code is rarely appropriate and will be rejected by CDS to encourage agencies to collect complete contraceptive method information from every client If this code is actually appropriate for a client and the record is rejected it will have to be entered manually into CDS as Method Unknown Field 10 Income Income must be reported as a numer
60. ports This reporting feature is an ad hoc tool that can be used to query your data in various ways It can be used to track specific data fields and to conduct chart reviews You can choose up to three fields to analyze To access this report click on Ad Hoc Reports from the main menu You will see the following screen which asks you to specify if you would like a report run by unduplicated user or visit Click on your selection E Ad Hoc Report Retrieval Options Microsoft Internet Explorer Jee File Edit View Favorites Tools Help a gt a ON Back gt x a Ce Pa Search se Favorites amp amp S LJ Ki Address El https fcds cfhc org reportserver adhocReports AdhRep cm uuid 3EBBA6D8 1422 10E2 SF9C9632EE02DBES x Go Links RR California Family Health Council Inc Ad Hoc Report Retrieval Options Tuesday September 25 2007 MAIN MENU HELP LOGOUT Please select from the following report retrieval options Please select reporttype Unique User O visit Please select report detail type Summary Report Detail Report submit clear form Done D internet o F It also asks you to select whether you would like a summary report or detail report A Summary Report will give you the total numbers only for the fields being queried A Detail Report will provide you with a list of patient identification numbers for those patients in the query The Detail Report should be run if
61. r Reports For the reports to have meaning the data should be clean and as accurate as possible It is preferred that the agency uses its own PMS to identify errors before submitting the data export file to CDS Ideally error messages should be generated for each field if there is missing data The examples below follow the CDS standard record format Agency field numbers may not match up directly with this sample but the field names should be consistent NOTE CFHC provides technical assistance to agencies in order to meet the data reporting requirements of the CDS Field 1 Agency Number This field is optional Field 2 Site Number This field must contain valid site numbers If not an error is generated Field 3 Patient Number This field must contain numeric values not greater than 20 characters If not an error will be generated Field 4 Date of Birth This field should be a properly formatted date field with month date and four digit year If not an error will be generated 34 Field 5 Gender This field should never be blank If the value entered is anything other than M or F then an error will be generated Field 6 Race This field must contain a valid race value and should never be blank Otherwise an error will be generated Field 7 Ethnicity This field must contain a valid ethnicity value and should never be blank Otherwise an error will be generated Field 8 Family Size
62. r own child and or spouse A teen s parents or siblings should NOT be counted Field 9 Contraceptive Method Primary Method of Family Planning The primary method of family planning is the user s method adopted or continued at the time of exit from his or her last encounter in the reporting period If the user reports that he or she is using more than one family planning method report the most effective one as the primary method Contraceptive Methods include the following from the Office of Population Affairs Appendix A e ABSTINENCE For reporting purposes abstinence is defined as refraining from oral vaginal and anal intercourse Report user who relies on abstinence as her primary family planning method or who is not currently sexually active and therefore not using contraception Report male user who relies on abstinence as his primary family planning method or who is not currently sexually active e CONTRACEPTIVE SPONGE Report female user who uses a contraceptive sponge as her primary family planning method e DIAPHRAGM CERVICAL CAP Report female user who uses a cervical cap or diaphragm with or without spermicidal jelly or cream as her primary family planning method 12 FEMALE CONDOM Report female user who uses female condoms with or without spermicidal foam or film as her primary family planning method FEMALE STERILIZATION Refers to surgical tubal ligation or non surgical Essure implants steriliz
63. re shown in BLUE To move through the fields on the screen you may mouse click or press the tab key 3 Most fields have drop down menus which provide you with the CDS approved values for the field 4 For the Date of Birth and Visit Date fields you must enter in the format shown mm dd yyyy 5 For the Race field you can check more than one racial category if the client indicates more than one race While multiple races can be selected on the screen CDS will combine multiple races in a more than one race category 43 6 For the family size and income fields if these are not known you may check the unknown box In the Medical Services Visit Type field you can check options In the Special Populations field you can check more than one category if applicable If any required information is missing or invalid you will get an error message that tells you exactly what you need to correct To save the information you entered select the Save button Ending CVR Posting After entering all online CVRs you must return to the Patient Selection screen and click on the End CVR Submission button By doing this you are concluding your CVR entry and the CDS will assign you a batch number This batch number is how you will retrieve and track your submissions through Audit Reports 44 8 0 Adding or Deleting Sites If an agency wishes to add a new site to its system or remove a site CFHC must be notified at least one month in
64. regnancy Must not be post menopausal ENCOUNTER Face to face Takes place at a Title X site Regardless of payment source Regardless of provider type SERVICE at least ONE must apply Medical service aimed at avoiding unintended pregnancy or achieving pregnancy OR Counseling to avoid unintended pregnancy or achieve pregnancy OR Related medical service such as Pap smear or STI screening and or treatment OR Follow up medical service directly related to client s method of contraception DOCUMENTATION REQUIRED Jv Documented in client s individual record Jv Must include primary method of contraception Appendix B HIPAA Confidentiality Agreement This HIPAA Confidentiality Agreement Agreement is dated and supplements and is made a part of the CFHC Title X Family Planning Program Contract Contract between California Family Health Council Inc CFHC and Covered Entity RECITALS A CFHC administers Title X funds under a grant from the federal Office of Population Affairs OPA to participants in the Family Planning Program the Program for provision of family planning services in California In administering the Program CFHC is a Health Oversight Agency as that term is defined in the Administrative Simplification Provisions of the Health Insurance Portability and Accountability Act of 1996 HIPAA and more specifically the HIPAA privacy regulations 45 CFR Part 160 and Part 164 Subparts
65. related to their method of contraception such as cholesterol test for an obese hormonal contraceptive user For additional guidance on determining family planning encounters see Appendix A Encounter Create CVR Not Encounter Do Not Create CVR Male partner age 16 is Male age 13 receives counseled on condom use for information on condom use STI and pregnancy for STI and pregnancy prevention at agency satellite prevention during a teen site Counseling is group session at agency documented in male s auxiliary Title X site individual medical chart Counseling is documented on group sign in sheet only Female age 40 who has an Female age 40 who uses IUD and is complaining of condoms for contraception heavy periods has blood and has a history of iron work for a Hematocrit to deficiency anemia has blood assess possible anemia work for a Hematocrit to assess possible anemia Female age 16 whose home pregnancy test was positive discusses pregnancy options with agency counselor Female age 23 who is currently taking OCP s prescribed by private medical insurance has a Pap smear Agency clinician documents birth control counseling in her medical chart First time Male client age 55 who reports a vasectomy two years ago is screened for STIs Female age 14 is givena pregnancy test kit by a medical assistant but leaves before talking to agency staff about the result Female age 45 whose
66. res CDS data is used to produce results for several of CFHC s performance measures These measures are part of the Family Planning Council of America s FPCA Performance Measure System and provide valuable information regarding the quality of Title X services throughout California Results are used to guide quality assurance improvements within agencies as well as to identify the need for technical assistance and training from CFHC The use of CDS data for the collection of Performance Measures reduces the amount of work for agency staff Performance Measure data collection occurs every three years CFHC will provide information and training to Agencies prior to data collection scheduled in 2012 CFHC currently uses CDS data for the collection of five performance measures Performance Measures Based on CDS Data 90 of contracepting female clients who return to the clinic Contraception 1a continue with any method of contraception for a period of 10 to 15 months unless they are seeking pregnancy Contracepting female clients who return to the clinic continue Contraception 1b with the same method of contraception for a period of 10 to 15 Under development Months unless they are seeking pregnancy Developmental benchmark to be determined The ratio of less effective to more effective female contraceptive Contraception 4 H method use increases over a 3 year period Under development H Developmental benchmark to be determin
67. ric 16 Homeless 1 digit alphanumeric 17 Substance Abusing 1 digit alphanumeric 18 Migrant 1 digit alphanumeric 19 Disabled 1 digit alphanumeric 20 Zip Code 5 digit numeric 5 3 Coding Guidelines As mentioned earlier CFHC can accept any data values in the export file CFHC staff will prepare a conversion map to translate the codes used in your Practice Management System or Electronic Medical Record into values recognized by the CDS Field 1 Agency Number When an agency receives funding from CFHC an agency number is assigned This number is included in the first field Field 2 Site Number Each clinic site operated by the agency that receives Title X funding is assigned its own site number from CFHC This site number must be included in the data export file Field 3 Patient Number The CDS needs a unique identifier for each patient It must be a value no longer than 20 digits Field A Date of Birth The CDS needs the date of birth of the patient A sample format is YYYYMMDD Field 5 Gender The CDS will only accept male and female values A sample format is M Male F Female Field 6 Race Race is a required reporting element Report all of the following categories e WHITE A person having origins in any of the original peoples of Europe the Middle East or North Africa 10 e BLACK AFRICAN AMERICAN A person having origins in any of the black racial groups of Africa e AMERICAN INDIAN ALASKAN NATIVE A pe
68. rigins in any of the orignal peoples of the Far East Southeast Asia or the Indian subcontinent including for example Cambodia China India Japan Korea Malaysia Pakistan the Phillipine Islands Thailand and Vietnam ___ BLACK OR AFRICAN AMERICAN A person having origins in any of the black racial groups of Africa NATIVE HAWAIIAN OR PACIFIC ISLANDER A person having origins in any of the original peoples of Hawaii Guam Samoa or other Pacific Islands ___ WHITE A person having origins in any of the original peoples of Europe the Middle East or North Africa ___DECLINE TO STATE Source Doc Recommendations CFHC 4 9 10 77 2 Whatis your race check all that apply OR mark one or more OR select all that apply ___AMERICAN INDIAN OR ALASKAN NATIVE __ ASIAN ___ BLACK OR AFRICAN AMERICAN NATIVE HAWAIIAN OR PACIFIC ISLANDER _ WHITE _ DECLINE TO STATE 3 Whatis your race check all that apply OR mark one or more OR select all that apply _ AMERICAN INDIAN OR ALASKAN NATIVE _ CHINESE _ JAPANESE KOREAN OTHER ASIAN ___BLACK OR AFRICAN AMERICAN ___NATIVE HAWAIIAN OR PACIFIC ISLANDER ___RUSSIAN ___ MIDDLE EASTERN ___OTHER WHITE _ DECLINE TO STATE 4 Whatis your race check all that apply OR mark one or more OR select all that apply ___AMERICAN INDIAN OR ALASKAN NATIVE ASIAN Chinese Japanese Korean Other Asian ___BLACK OR AFRICAN AMERICAN ___NATIVE HAWAIIAN OR PACIFIC ISLANDER WHITE Russian Midde Eas
69. rnia Family Health Council Inc Transmit CVR Files Saturday April 21 2007 MAIN MENU HELP LOGOUT File Transmit Instructions Step 1 Please select the file to transmit by clicking on the browse button Step 2 Please highlight the file to transmit and click open Step 3 You should see the file name that has been selected in the text box next to the Browse button Step 4 Please select whether file is a lab file or CYR file Step 5 Please click on the Transmit File button to transmit file C AOrganizationameexpartmmddyy Browse CVR Lab Results Clear Forn ei Done TI e internet Make sure that the correct file name appears in the window as shown above If you have selected the wrong file by mistake click the Clear Form button and select the correct file to transfer Indicate if the file you are sending is a CVR or Lab file by clicking the appropriate circle The CDS defaults to CVR so if you are sending a CVR file it should already be indicated To send the file you must now click the Transmit File button This securely transfers your file to the CDS server where it will be reviewed and imported into the central database using code especially built for your file type The CDS website provides appropriate HIPAA compliant security and encryption for the transmission of your file Standard submissions will be reviewed and imported into the central database within 2 business days Submissions
70. rrective action to ensure that all CVRs are processed correctly Any CVRs submitted without data in a required field will be rejected Any data submitted will be processed by CFHC and an Audit Report will be available for the agency to retrieve online within 2 business days of file posting via the CDS website unless there are modifications to the file configuration e g new or deleted codes or fields It is the agency s responsibility to review the Audit Report and take corrective action in order to meet the final deadline of the 25 for final submission of all correct CVRs Any CVR submitted without valid data in a required field will be rejected A CVR may be rejected due to e Missing required field data e Not meeting the criteria for age visit records for clients under 10 years of age for both female and male clients or over 55 for female clients and 60 for male clients will be rejected e A code in the data field that the CDS does not recognize for example submission of letters in a numeric field e Contraceptive method of Unknown You may update the record with the contraceptive method and resubmit the record electronically If the method is truly unknown the record will have to be manually entered into CDS see the POSTING ONLINE CVRS section below 29 7 2 On Line Retrieval of Audit Reports CVR Audit Reports CFHC is responsible for providing the Audit Reports to assist sites in correcting errors on rejected CVRs
71. rson having origins in any of the original peoples of North and South America including Central America and who maintains tribal affiliation or community attachment e ASIAN A 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 Malaysia Pakistan the Philippine Island Thailand and Vietnam e NATIVE HAWAIIAN PACIFIC ISLANDER A person having origins in any of the original peoples of Hawaii Guam Samoa or other Pacific Island e MORE THAN ONE RACE A person who indicates that they belong to more than one of the above categories e UNKNOWN NOT COLLECTED A person whose race is not asked e CLIENT DECLINED TO SPECIFY A person who refuses to provide their race Special Instructions for Collecting Race We urge intake staff to respect client preference in providing this information The intention is to help identify major health conditions of minority populations monitor progress in meeting their needs and ensure nondiscrimination in access to and provision of appropriate services for various racial and ethnic groups At a minimum clients should be allowed to select from the above list of five major race categories If needed a client could be assisted by showing her him the Title X defined subcategories listed for the five major groups Staff should respect the client s right to not report his or her race in any of the
72. s you will get an error message when trying to upload the file 6 2 Security Issues Data files are submitted through CFHC s secure HIPAA compliant website The CFHC CDS website provides appropriate HIPAA compliant security and encryption for the transmission of your file Only registered agency staff who have received a user name and password will be allowed to submit data and retrieve reports If you do not know your user name and password please contact CFHC by emailing CDSHelpDesk cfhc org or calling 213 386 5614 X4522 It is important that you do not share your user name and password with anyone not authorized to access upload or view Title X data In order to ensure that only authorized users log in to the website each user has a unique user name and password It is the responsibility of the user to ensure that this information is kept confidential and not shared Your internet browser may give you an option to allow you to store your user name and password to access the website Please answer NO each time you are given this message in order to ensure the security of the website Your user name and password should be typed in each and every time you log in to the website In addition the website is designed to log off any user who has not utilized the website within a 10 minute period This is a requirement established by CFHC Please remember this if you are using the website and plan your use of the website to allow for uninterr
73. st reliable method used by patient or patient s pariner Female Methods Male Methods J Female Sterilization Q Male Condom Q Male Sterilization Vasectomy 0 Male Sterilization Vasectomy L Cervical Cap Diaphragm i None infertite O None Infertile Same Sex C Contraceptive Sponge QO Abstinence Partner Female Condom Rely on Female Method Q Abstinence includes no partner O Spermicide Alone Male Condom Q IUD LU Fertility Awareness Method E Fertility Awareness Method Q Hormona Implant Q Other Method includes withdrawal i Other Method includes withdrawal 3 Month Hormonal Injection Li None Pregnant Q None Partner Pregnant 0 Orat Contraceptive LI None Seeking Pregnancy 2 None Partner Seeking Pregnancy Ci Contraceptive Patch C3 Vaginal Ring Test Procedures Performed Result Other Services LU Other reproductive health service or related preventive health service UL Dispensed EC do not mark prescriptions C Pap Smear CiNormai CIASCUS LSIL HSIL AGUS Carcinoma 3 Clinical Breast Exam Cl Normal Referred for future evaluation Q Chlamydia Ci Negative LI Positive Visit Type Qi Gonorrhea Ci Negative Positive QHIV Ci Negative Positive Qi Syphilis Source Doc Recommendations CFHG 7 21 10 82
74. sured since he she is eligible for Family PACT coverage Field 16 Homeless A homeless individual is an individual who lacks a fixed regular and adequate nighttime residence includes individuals residing with friends or relatives for a short period of time or an individual who has a primary nighttime residence that is a supervised publicly or privately operated shelter designed to provide temporary living accommodations including welfare hotels congregate shelters and transitional housing for the mentally ill an institution that provides a temporary residence for individuals intended to be institutionalized or a public or private place not designed for or ordinarily used as as regular sleeping accommodation for human beings An individual who is imprisoned would not be classified as homeless Agencies capture a client s homeless status in different ways Some may use a specific data field that asks homeless status yes no others use a certain address or zip code e YES HOMELESS e NO NOT HOMELESS e NOT REPORTED Special Instructions for Collecting Homeless Substance Abusing Migrant and Disabled These fields 16 17 18 19 are Title X special populations Agencies must collect information on at least one of these fields to meet the Title X requirement to report four special populations the other three special populations are males adolescents and limited English proficiency To collect consistent information on Hom
75. tern NorthAfrican Other White ___DECLINE TO STATE Source Doc Recommendations CFHC 4 9 10 78 SAMPLE QUESTIONS PRIMARY METHOD CDS REPORTING General Guidance o The primary method should reflect the patient s method status at the end of the visit Therefore this information is best recorded on the Encounter Form Superbill after any new method has been dispensed not on an Intake Form with the status at the beginning of the visit The primary method should reflect the most reliable method being used if the patient uses more than one For male patients this may mean a code of Rely on Female Method For example males who use condoms with a partner on the pill should be coded as Rely on Female Method Whenever possible it is best to list the options in order of effectiveness in order to facilitate the recording of the most reliable option Whenever possible it is best to include a separate list of options for males versus females as the acceptable codes for each are quite different Ideally each question would match the options listed in your PMS EMR system If code numbers are used they should also appear on the form e g 01 Female Sterilization 02 Male Sterilization Vasectomy etc Please contact the CDS Team if you would like additional assistance incorporating these questions into your data collection forms Sample Questions Preferred option 1 Primary Birth Control Method code most reliable method use
76. th Information under HIPAA The parties intend to protect the privacy and provide for the security of any Protected Health Information in compliance with applicable laws and regulations as currently in effect or as amended WHEREFORE in consideration of the mutual promises below and other good and valuable consideration the parties agree as follows 65 Definitions Terms used in this Agreement have the same meaning as those terms in HIPAA This section is provided for clarity and is not intended to change the statutory definition of any term Health Oversight Agency is defined in 45 CFR 164 501 and generally means a public agency authorized by law to oversee government programs in which health information is necessary to determine eligibility or compliance and includes a person administering such a program under a grant of authority from or contract with a public agency Protected Health Information or PHI is defined in 45 CFR 164 501 however the definition is limited to information created received maintained or transmitted by CFHC from or on behalf of Covered Entity and generally includes information that relates to a past present or future health condition care or payment of an individual that identifies or reasonably may be used to identify the individual Secretary means the Secretary of the Department of Health and Human Services or his her designee Use and Disclosure for Purposes of the Agreement Use
77. the report is being used to review individual patient accounts or to conduct a chart review Click on your selection for summary or detail report and click on submit 55 The following screen asks you to specify the reporting period and whether you want to view it by agency or site level Please use the format mm dd yyyy when entering dates Then click on select agencies EI Ad Hoc Report Generation Microsoft Internet Explorer Jee File Edit View Favorites Tools Help a Q sxx amp EN E Sa Ms Search sip Favorites 2 gt amp CH LJ 33 Address https cds cfhe org reportserversadhocReports adhacreport cfm v Go Links RR California Family Health Council Inc Ad Hoc Report Generation Tuesday September 25 2007 MAIN MENU HELP LOGOUT Ad Hoc Report Start Date Famidaryyyy End Date ramdd yyyy Report View select one Agency View Site View Select Agencies clear form Done A internet The following two screens ask you to choose the agency and sites you would like to include Agencies only have access to their own agency and clinic sites 56 a Ad Hoc Report Agency ies Selection Microsoft Internet Explorer Ele Edit View Favorites Tools Help QO O x Lei JO search Sip Favorites O 2 B w 3 Address https cds cfhe org reportserver adhocReports getAdhocreppro cfm SR California Family Health Council Inc Ad Hoc Report Agency ies Selection
78. tractors to whom it provides or permits access to the PHI agrees to the same restrictions and conditions that apply through this Agreement to CFHC with respect to such PHI Books and Records CFHC shall make its internal practices books and records relating to the use and disclosure of PHI available to any state or federal agency including the U S Department of Health and Human Services for purposes of determining compliance with the HIPAA Regulations Effect of Agreement This Agreement will continue in effect so long as any PHI remains in CFHC s possession custody or control Violation of the Agreement If CFHC materially violates its obligations relating to privacy or security of the PHI or if the parties cannot agree upon an amendment necessary for continued compliance with HIPAA Covered Entity shall Provide an opportunity and specify a time limit for CFHC to cure the breach or end the violation or If cure is not feasible Covered Entity may report the violation to the Secretary Effect of Termination If feasible upon termination CFHC will return or destroy the PHI in its custody or control and CFHC will retain no copies of such PHI If return or destruction of the PHI is not feasible for so long as CFHC maintains any PHI CFHC will extend all protections of this Agreement to such retained PHI and will limit further uses and disclosures of such PHI to the purposes that make return or destruction infeasible Indemnity
79. ude only a subset of the clinic sites click on one and hold down the shift key to select additional sites The report you requested will then be generated You can save and print the reports When printing you may need to choose the landscape format in order to capture everything on the page 51 9 2 FPAR Reports originally Family Planning Annual Report You can also generate FPAR table reports directly from CDS These FPAR Tables 1 13 will match the Semi Annual Progress Report SPR Tables 1 13 on CFHC s Extranet application They are available on CDS for the total agency and by clinic site To access these reports click on FPAR Reports from the main menu You are then asked in what format you would like the report to be generated The options are e Excel e HTML e PDF a FPAR Report Retrieval Options Microsoft Internet Explorer Jee File Edit View Favorites Tools Help a O O x A Cb search ferae O A Ze ja SS Address https cds cfhc org reportserver retrievenonstdrep premanreport cfm uuid 3EAEFEF9 1422 10E2 5FF8C8FC64DF1058 x Go Links BR California Family Health Council Inc FPAR Report Retrieval Options Tuesday September 25 2007 MAIN MENU HELP LOGOUT Please select the format s for the report Excel zl HTML PDF submit clear form Done B internet Make your selection and click on submit 52 The following screen will ask you t
80. uncil Inc Batch Confirmation Audit Report Results Wednesday February 1 2006 MAIN MENU FAQ HELP LOGOUT Audit Report Results for batch p012906114922u511 To view the entire batch click below Batch pO12906114922u511 Date Transmitted 01 29 2006 To view by site click below Agency 2226 test agency Site 6452 CVR Transaction Processed Report CVR Reject Report Process Done e internet 32 A sample Audit Report is shown in the following screen You should print the report by selecting the Print Command under the File option in the Browser Menu Bar at the top of your screen E Batch Confirmation Audit Report Results Microsoft Internet Explorer Jee File Edit view Favorites Tools Help a OQ x A CD search fers O R de La Address https eds cfhe org msibeta2 auditreports batchsitesummary cfm batch p0129061 1492251 Lesite 64528RequestTimeout 18000 el EJ oo Links 7 California Family Health Council Inc Batch Confirmation Audit Report Results Wednesday February 1 2006 MAIN MENU FAQ HELP LOGOUT Agency 2226 test agency CFHC Centralized Data System CVR Transactions Processed Report Batch no p012906 114922511 Date 01 29 2006 Site Site Total CVRs Total CVRs Total CVRs Rejected Number Name Accepted Rejected 6452 Community Care Health Center 71 44 115 38 26 CFHC Centralized Data System CVR Reject Report Batch no p012906114922u511 Date 01
81. upted entry 22 6 3 Accessing the Centralized Data System The steps to access the CDS are as follows e Go to www cfhc org e Click on Extranet on the left hand side menu e Click on Login e Enter User name and Password e From the Main Menu click on Centralized Data System This will take you to the Centralized Data System login screen Please note that the CDS login is case sensitive Once you have successfully logged in to the CDS you will be brought to the Main Menu You will notice a Navigation Bar at the top of the page with the following options e Main Menu Clicking this will always return you to the Main Menu where you can select another valid function e HELP Clicking HELP will provide you with how to reach CFHC for resolution of problems e LOGOUT Clicking LOGOUT will end your online session and you will need to log in again to perform any further activities on the site At the Main Menu you will be able to choose from the following options e Transmit CVR or Lab Files e Post Online CVRs e CVR Audit Reports e Lab Audit Reports e Management Reports e FPAR Reports e Ad Hoc Reports e User Manual 23 The Main Menu page is shown below Main Menu Internet Explorer provided by Dell ox ab E https cds cfhc org msibeta2 mainmenu cfm 4 Google G x 60 E ve Bookmarks BS blocked YF Check v Dein O Settings Ww dr Main Menu emm gt gt EI Ze Page
82. v E Toos v gt RR California Family Health Council Inc Main Menu Saturday October 6 2007 MAIN MENU HELP LOGOUT AutoFill a gt Send tow Please select from the following options P Transmit CVR or Lab Files P Post online CVRs P CVR Audit Reports P Lab Audit Reports P management Reports P FPAR Reports P Ad Hoc Reports P User Manual Done Internet Protected Mode On 100 You should never use the Back button on your browser while on the CDS website Always use the selection in the Navigation Bar at the top of the page or one of the option buttons at the bottom of the page Using the Back button will cause the application to be refreshed and you could lose data as a result 24 6 4 Submitting Export Files and Confirming Transmission Submitting Export Files Delegate Agencies create a CVR Export file and submit it to CFHC on a monthly basis Agencies should submit data only one time per month in one file There are no restrictions on the number of records in an export file Multiple sites can and should be included in the same file You do not have to worry about submitting a duplicate CVR because the CDS is designed to ignore duplicate records While CFHC has agreed to receive CVR data from a few agencies on a quarterly basis this is not the preferred practice for ensuring data quality The CVR Export file for the monthly or quarterly activity period is due to CFHC on the 25 of the followi
83. w patient record If you think that the patient is a continuing patient and the CDS should have provided the patient information you may have entered the wrong number Using the mouse double click in the patient number field to highlight the number you originally entered retype the correct patient number and click Go again If this is the correct patient you may either enter a new visit for the patient by clicking the Create New Visit button or you may view or edit the patient s previous visits by clicking the List Previous Visits button 40 r e _ 2 XP Desktop MetaFrame Presentation Server Client ell Z Post Online CYR isit Dates Microsoft Internet Explorer File Edit Weu Favorites Tools Help Back gt fa Qsearch Favorites meda Ar amp Si E Address el https cds cfhe org msibeta2 onlinefper listvisit cfm Inid 2028 amp patientNum 950 amp sites 23408patienttype eaptkey 672665 Y Go Links 2 a California Family Health Council Inc Post Online CYR Visit Dates Saturday April 21 2007 MAIN MENU HELP LOGOUT Change Site Number Patient Selection Patient Number Date of Birth 950 06 15 1989 Female White CS 01 05 2007 View Edit Delete 01 02 2007 View Edit Delete 11 27 2006 View Edit Delete 02 01 2006 View Edit Delete RH Done iB tg internet start Z E SiG inbox Euser Man post ont Gys Igic on Eist opp
84. will be able to view their data in aggregate form in the SPR table format the day after they submit corrected data Data will be presented cumulatively throughout the year For example at the end of February data for January will be shown At the end of March data for both January and February will be shown At mid year a 6 month Semi annual mid year report January June will be available for viewing Agencies submitting their data through the CDS will not be required to complete Tables 9 17 until the year end report Agencies submitting data manually will be required to submit Table 9 16 both mid year and year end At the end of the year a 12 month Semi annual year end January December report will be captured and stored in the system for viewing 11 2 Submission of Aggregate Data Agencies which do not submit CVRs to CDS will need to provide aggregate data for Tables 1 17 twice per year Agencies that do submit CVRs to CDS will need to provide aggregate data only for Tables 14 17 This reporting is done through the Semi Annual Progress Report SPR You will have full access to only those fields in the SPR tables for which you are providing aggregate data You will have read only access to those fields for which you have been providing monthly or quarterly electronic data through CDS Agencies are responsible for assessing the accuracy of their CDS data by reviewing the SPR tables at least twice per year 60 12 0 Performance Measu
85. y 18 Other reason Rely on male method 19 Vasectomy 20 21 Male condom Total Female Users sum rows 1 to 20 Number of units of Emergency Contraception EC dispensed 73 Table 8 Unduplicated Number of Male Family Planning Users by Primary Method and Age Primary Method Unduplicated Number of Male Users by Age lt 15 Cd ffe 20 25 19 24 29 30 34 35 39 40 44 gt 44 Total Male Users 1 Vasectomy 2 Male condom 3 Fertility awareness method FAM Abstinence Other method Method unknown No method 7 Partner pregnant or seeking pregnancy Other reason Rely on female method s Total Male Users sum rows 1 to 9 Table 9 Cervical Cancer Screening Activities Screening Activity Number of Users Unduplicated number of users who obtained a Pap 1 test Number of Tests 2 Number of Pap tests performed 3 Number of Pap tests with an ASC or higher result 4 Number of Pap tests with an HSIL or higher result 74 Table 10 Clinical Breast Exams and Referrals Number of Screening Activity aa 1 Unduplicated number of users who received a clinical breast exam CBE 2 A number of users referred for further evaluation b
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