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CAREWare Updates: RSR 2018 and CAREWare6

Wednesday, July 11, 2018


7/10/18 Email from John Milberg, HRSA HIV/AIDS Bureau

Dear CAREWare users: Hope your summer is going well and that you are all getting a well-deserved break! I thought I would take this slight down time to touch on a couple of RSR-related data collection issues and mention again some of our plans for the rollout of the browser-based version 6 of CAREWare.

2018 RSR data preparation

First, regarding current data collection issues for 2018.  I recently received a list of items reported by users based on their experience preparing data for and producing the 2017 RSR.  The biggest issue, by far, that I could tell, was making sure that services and contracts were setup properly so that everything gets reported as expected.  Some of the data collection problems originate from problematic imports from other systems, including your Electronic Health Record or EHR.

Here’s a short checklist that might prevent some troubles down the road:

  1. Take a look at your contracts in CAREWare; make sure that they include all the service categories that you receive funds to provide and expect to report.
  2. If you are importing service records into CAREWare from another system, make sure that those services are set up in advance in your contract and that CAREWare is catching them properly. Mapping services properly in the import can sometimes be tricky so you’ll need to keep an eye on this and try and catch things early.
  3. RUN a custom report and an RSR to make sure everything is in there.
  4. If things look funny, or incomplete, give the helpdesk a call and walk through the issue with them.

Here are some service categories that appeared to cause some confusion:

  • Medical Case Management-including treatment adherence. Adherence counseling is an important component of this service and should be captured here.
  • Early Intervention Services (EIS).  This core service is available in CAREWare contracts; details of what comprises EIS was updated in an important Policy Clarification Notice (#16-02) revised at the end of 2016. 
  • Health Insurance Premium and Cost sharing assistance for low-income individuals:  The service to match this category in CAREWare is HIP (health insurance program).
  • Other Professional Services:  this grab bag should include Legal Services and Permanency Planning.  Those services used to be reported separately, but they should now be reported under Other Professional.  Don’t hesitate to contact the helpdesk if you need help mapping one service category into another to make sure that it gets reported properly.
  • Referral for Health Care and Support Services:  Remember to collect referral services here!  Data recorded in the referrals module in CAREWare won’t get reported as Services!!

Update on CAREWare6

We continue to make progress developing and beta-testing the new browser based version of CAREWare. CW6 will be “officially” released in the fall of this year, and we know that a lot of you have already given it a test drive on jProg’s test server.  Please continue to test and report anything to the CAREWare helpdesk.

To generate your 2018 RSR, you will be able to use either CAREWare 5 or 6, but this is the last year that you’ll be able to run the RSR in version 5: you will have to upgrade to version 6 for 2019’s RSR!  That said, we have lots of support and training available.  Keep your eyes on the listserv for training webinars both general and technical.

Don’t hesitate to contact the helpdesk at 877-294-3571 if you have questions about any of the items mentioned here!

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