Hello CAREWare MA providers,

This email includes: (1) deadlines for May and June 2020 data, (2) updated CAREWare documentation, (3) information about our virtual office hours, and  (4) a reminder about checking your data quality.

  1. May and June data entry deadlines
    • We are going back to our regular deadline schedule starting with June data. Therefore, the data entry deadline for May and June data will be Wednesday July 15.
    • Remember to use the new Telehealth services to document sessions that would normally be conducted as an in-person, face-to-face session but due to COVID-19 are being conducted remotely. 
    • 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 CAREWare Documentation 
    • We have updated CAREWare documentation! Please visit the materials section of our website for these documents. All new revisions and updates have been highlighted in yellow and changes for each document have been summarized below:
    • Fields and Definitions
      • Remember to update the eligibility status after a change in the vital enrollment status. To change the eligibility status, navigate to the eligibility button in the demographics tab.
      • For HIV Positive date, if the date is not known, enter the same date as AIDS diagnosis.
      • The Care Access Client checkbox is required for Care Access clients.
    • Report Instructions
      • We’ve added instructions on how to download reports in CAREWare 6, and information about running the Care Access Service Detail Report.
    • Paper Data Entry Forms
      • The revised paper form now includes service tables for entering multiple services.
  3. Virtual office hours
    • Join us for our virtual office hours! Users can attend and ask questions on Tuesdays 2:00pm-3:00pm and Thursdays 11:00am-12:00pm. Registration in advance is not required, but a password has been added. Zoom details for these office hours are below:
    • Please come to office hours with any questions you may have about entering data into CAREWare.
  4. 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,
Molly, Chris, Wayne, and Mira

July 1, 2020: May and June data entry deadlines + updated CAREWare documentation

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