Hello CAREWare MA providers,

As we near the end of the fiscal year, we are going back to our regular schedule of CAREWare data entry deadlines. This email includes: (1) deadlines for April, May, and June 2020 data (2) information about our virtual office hours, and reminders about (3) our data security tips document and (4) checking your data quality.

  1. April, May, and June data entry deadlines
    • All service data through April 2020 should be in CAREWare MA by Friday, Monday June 15.
    • 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. 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.
  3. Remember to review our new resource: Data security tips for CAREWare MA users to support remote work.
    • The document provides tips and best practices for program staff that are working remotely. The document is organized into six sections: (1) Remote access to CAREWare MA, (2) Limiting external threats; (3) Physical security; (4) Protecting electronic data; (5) Transferring or transmitting data; and (6) Destroying data.
    • Go to our website to access this resource.
  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

June 12, 2020: April, May, and June data entry deadlines + more

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