Hello CAREWare MA providers,

Lots of updates and new resources to share this month! This email includes: (1) a reminder about the deadline for July 2019 data, (2) updates to OHA Fields and Definitions, (3) updates to OHA Subservice Definitions, (4) a new CLTC (Correctional Linkage-to-Care) data requirements document, (5) updated OHA and MassCARE data entry forms and (6) a reminder to check your data quality.

  1. All service data through July 2019 should be in CAREWare MA by Thursday August 15, 2019.
    • As a reminder, data for each month must be entered into CAREWare MA by the 15th of the next month. If the 15th is on a weekend or holiday, the deadline will be the next business day.
    • If your data are not submitted by the deadline, they may not be included in the reports JSI provides to MA DPH.
  2. Updated OHA Fields and Definitions available! This document defines each of the fields in CAREWare. All changes are highlighted in yellow. Changes include: “Reason for Closing Case” for CLTC programs, and a checkbox to indicate whether the client is a Care Access client. Click here to access the document.
  3. Updated OHA Subservice Definitions: MA DPH has provided updated subservice definitions, and has added some new CLTC subservices. All updates are highlighted in yellow. Click here to access the document.
  4. New CLTC data requirements document: This document outlines the CAREWare data entry requirements for CLTC programs. If your program is funded for CLTC, be sure to review this document. Click here to access the document.
  5. Updated OHA and MassCARE data entry forms: The revised paper forms now include all of the screenings, custom fields, and supplemental data requirements for the ARCH and CTLC programs. Click here to access these documents.
  6. Remember to check your data quality each month! To review your data:
    • Run the “Financial Report” with “Include subservice detail” selected. This report shows your data in summary form.
    • If your organization submits an RSR, run the “missing eligibility” report to ensure that all of your clients are designated as Ryan White eligible.
    • Detailed instructions to run these and other reports are available for download at http://carewarema.jsi.com/materials/instructions-and-tip-sheets/

JSI sends monthly provider-level reports to MA DPH. These summary reports include the number of clients served, and the number of units delivered by service type. These reports do not contain any personal/identifying information.

As always, please direct any questions or feedback to our helpdesk at CAREWareMAhelpdesk@jsi.com.

Your CAREWare MA helpdesk team,
Mira, Chris, Wayne, Mikey and Molly

August 8, 2019: July data entry deadline + new/updated definitions and data requirements

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