May 5, 2021: April Data Entry Deadline + documentation update

Hello CAREWare MA providers,

This email includes: (1) the April 2021 data entry deadline, (2) updates to our documentation, and (3) a reminder about checking your data quality.

1. April data entry deadline
   • The CAREWare MA data entry deadline for April data will be Monday, May 17.
   • 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. We have updated CAREWare materials! All new revisions and updates are highlighted in yellow:
   • New! Data entry requirements for housing services under CDC Ending the HIV Epidemic (EHE) funding
     • This document describes the CAREWare data entry requirements for agencies providing Housing Search & Advocacy services receiving funding associated with CDC’s EHE initiative. This funding supports services for people with HIV, as well as HIV negative individuals.
     • Click here to access this document.
   • Fields and Definitions Document
     • We have removed the “At Risk HIV-Negative” checkbox. This field is no longer available.
     • For all HIV negative clients receiving housing services, complete these new Priority Population fields: LTBI, MCM, PWID, Transgender.
     • Click here to access this document.
   • New! CAREWare Tips and Service Entry QA Webinars
     • Check out four brief tip videos, covering: Creating a New Client, How to Search for a Client, Changing your CAREWare Passwords, and How to Sign into CAREWare.
     • View our recorded webinars discussing data requirements and service entry tips for each service category These webinars walk through case scenarios and highlight specific reports that may be useful.
     • Click here to access these videos.
3. 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 H-B, Chris, Wayne, Molly R., and Mira