Below is a running list of all our FAQs. Click on the question to be brought to an answer. (Last updated: April 4th, 2017)
FAQ 1) Is the Massachusetts Department of Public Health (MDPH) Client Code (generated by Genuwin) going to be required after September 2016?
MDPH will not require the client code after September 2016. However, if your provider agency would like to continue to use this ID to track clients and add it to CAREWare, you can use the “Client ID” field on the Demographics tab to enter the code. Alternatively, this field can be used for another tracking code used by your organization (e.g., medical record number), or may be left empty.
FAQ 2) If date of birth is unknown, how should providers enter this field in CAREWare?
Date of birth must be filled in for the Unique Client Identifier (UCI) to be generated. If the month or day is unknown, provider agencies should enter 01. Enter the most accurate year possible, based on discussion with the client. This is in accordance with the federal HIV/AIDS Bureau recommendations (for more information, go to https://careacttarget.org/library/rsr-frequently-asked-questions#changes).
FAQ 3) How should provider agencies document client interactions in-between visits (e.g., phone calls, emails, texts, etc.)?
Provider agencies funded for medical case management should use the “client communication (not face-to-face) subservice” to record client interaction between visits.
FAQ 4) Is there a report in CAREWare that will print a list of clients who are due for an acuity assessment?
This report is not currently available; however, JSI has added this to the planned list of updates along with a custom field to record the acuity assessment score. For now, provider agencies should continue to track acuity separately.
FAQ 5) What address should be entered for homeless clients?
Provider agencies should enter the address for the most stable affiliation. This may be where the client has been receiving services.
FAQ 6) If race is unknown or the client chooses not to report, what should be entered into the race field?
Leave the field blank. There is no longer an unknown option in CAREWare. Leaving the race field blank will result in an alert when submitting the RSR, but the RSR file will be accepted by HRSA.
FAQ 7) If the client has Comprehensive Health Insurance Initiative (CHII) through the HIV/AIDS Drug Assistance Program (HDAP), how should insurance be entered into CAREWare?
CHII is not insurance. Instead, CHII funds help consumers pay for some types of health coverage. If the consumer received CHII assistance for health insurance, enter that form of coverage. Premium assistance is reported separately to HRSA by the Part B program, and does not need to be reported here.
FAQ 8) If the client has Commonwealth Care, how should insurance be entered into CAREWare?
Enter Commonwealth Care as Medicaid. The Medicaid category includes “other public” plans.
FAQ 9) Mental health and substance abuse screenings: what does “result” mean?
The result indicates whether or not the screening has performed or not. This applies to all of the annual screenings. Only licensed mental health or social work clinicians should be performing mental health and substance abuse screenings. These are more clinical in nature so a medical case manager would not be doing them and therefore does not have to indicate anything in this section. The option is available because some MCM programs use multidisciplinary teams to work with clients, and if the clinician has conducted a MH or SA screening (CAGE-AID, GAD 7, etc) then that clinician could enter pertinent information in that section. Otherwise, the MCM can leave it blank. The sexual risk assessments can be conducted by any member of the team. If you determine that screening is not needed for medical reasons then choose “not medically indicated.”
FAQ 10) If my agency uses an additional reassessment form in addition to the OHA acuity reassessment, should that be reported as a service?
The “MCM Acuity Reassessment” subservice should only be reported when the OHA acuity tool reassessment has been completed. Other agency-specific assessments and paperwork may be reported as time spent with client (e.g., client face-to-face session), but not as a separate subservice.
FAQ 11) Where can I find more information about how to report subservices?
FAQ 12) Does the Massachusetts state CAREWare system use CAREWare’s “common data” feature?
No, the CAREWare common data feature has been turned off. This means that providers are not able to see any client data entered by other providers. Additionally, when a new client is entered, CAREWare does not check to see if the client matches another entry in the system. Each provider’s data are stored separately and are inaccessible to other providers. Note: use of the common data feature was discussed during the initial training sessions; however this feature has since been disabled.