Canned Reports Prebuilt Reports Canned Reports Reports Covered Learning Objectives Financial Report Referrals Report No Service in X Days Service Detail Report RDR Ryan White Data Report ID: 680356
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Slide1
CAREWare Training Webinar
Canned Reports
(Prebuilt Reports)Slide2
Canned Reports
Reports Covered
Learning Objectives
Financial Report
Referrals
ReportNo Service in X DaysService Detail ReportRDR (Ryan White Data Report)RSR Client Report ViewerClient ReportClient Service ReportGeneral Purpose How to RunCustom Filters How to Export to ExcelExamples of How to Use Results at AgencySlide3
Canned Reports
What do I need to get started?You must have the appropriate user privileges to run reports.(Email:
hap@la.gov
if you don’t have access to necessary reports)
You should have a number of clients entered in the system so you can see how reports look. Slide4
Running “Prebuilt” Reports
CAREWare comes prepackaged with a number of clinical and service reports.
1. Log into CAREWare and select your domain.
2. Select
Reports
from the main menu.Slide5
The various report categories will appear:Slide6
Financial Report
Can be run to determine how much you’ve expended in a specific time frame for any or all service categories and subservices.Used to track clients and units of service
Select the
Year
or the specific date span that you want included in the report.
Select Funding Source; if you do not, the report will run for all funding sources.Include Subservice detail if you want to see service category info.Click Run Report.Slide7
Financial ReportSlide8
Invoicing
Service UtilizationPull info specifically for HOPWA client population using filters (Custom filters for CAPER)
Financial Report (Agency Uses)Slide9
Adding Filters to Reports
-Filters are used to reduce the data set (all active clients) down to the data you need (all active clients with unknown insurance status).
-Filters can be saved into the system for future use by creating a template.
-Filters can be used to include and exclude certain data or variables from your report.
Click here to add filtersSlide10
Adding Filters to ReportsSlide11
If you need assistance with creating and applying filters, please contact the LaCAN CAREWare Helpdesk at
hap@la.gov
Slide12
How to Export Reports Slide13Slide14
Referrals ReportSlide15Slide16Slide17
Referrals Report Output
If referrals are entered consistently any time a client is sent elsewhere for a service, this report can be used to demonstrate what services are needed but not currently provided by your agency. Slide18
No Service in X Days Report
Clients not seen in six months or more are often considered out of care or in danger of falling out of care.Examine the records of individual clients and determine if action is necessary
Note: This report
does not include Closed
or
Deceased clients.From the Reports menu, select the No Service in X Days report.Make you selections as detailed below.3. Click Run Report. A sample result is shown on next slide.Slide19
No Service in X Days ReportSlide20
Service Detail Report
Provides client level information for services provided within the specified time frame.Displays data for all clients
1.From the
Reports
menu, click
Service Detail Report.2. Select date range for the report3. Apply custom filters if desired4. Hide personal identifying information by checking box5. Click CreateSlide21
Can be used with filters to produce list of clients who've received a specific service, received a service from a specific staff member, etc. (Uses service report filters)
Service Detail Report (Agency Use)Slide22
RDR
Provides basic info such as; gender, age, race/ethnicity, income, living arrangements, insurance, and HIV/AIDS statusAggregate level demographics that can be used for grant applications or board reportsSlide23
RDR
1. Select
RDR
from the reports menu.Slide24
RDR
3. When finished entering date range, annual review year, and report scope, then click “
Create RDR”.
2.
Enter the dates for which you’d like to run the RDR. This may be a calendar year, funding year, a quarter, or any other date range.Slide25
RDR (Output)Slide26
RSR Client Report Viewer
The RSR is the client level data report uploaded to HRSA once per year by all agencies receiving Ryan White funds.Allows you to view ‘live’ aggregate counts of demographic, medical and support services data on all Ryan White clients.
System allows you to correct missing/unknown/conflicting information for each client.
Creates XML data fileSlide27
RSR Client Report Viewer
From the CW main menu, select
Administrative Options
then
RSR Export
or Reports then HRSA Reports/RSR.Select the Report Year and Annual or Semi-Annual.Select the type of quality management program at your agency during this period. A filter can be applied if necessary.To create a RSR Client Report, click button.6. Select Ok when the quality check message appears.Allows you to access 3 different reports.Slide28
7. Save the new client export file to a safe location on your computer, so that you can access it later. *Keep the file in XML format*
Click on the RSR Report Viewer tab to view file.Select F1: Select RSR File and locate the data file.
Select
F2: Printable Report
If you want to just see a printable report of the data.
RSR Client Report Viewer Slide29
Data Elements
First Service Date
Enrollment Status
Deceased Date
Birth Year
EthnicityRaceGenderHIV/AIDS StatusAIDS Diagnosis YearHIV Risk FactorMedical InsuranceCore Service VisitsSupport Services* links are interactive and allow you to launch directly to the client records included in that count.RSR Client Report Viewer Slide30
RSR Client Report Viewer (Data Validation Report)
Used to validate your data against the rules below.
Gives you the total number of errors that break the specific rules.Slide31
RSR Client Report Viewer (Completeness Report)
Gives you information about the completeness of your data.
Specifically, it provides info about the number of clients for whom a known, unknown and for whom no data was reported.
Report is divided into three sections: Demographics, Services, and Clinical.Slide32
Meeting RSR RequirementsPeriodic Data Clean Up (at least twice a year)
Regular Data Monitoring/Data CompletenessRSR Client Report Viewer (Agency Uses) Slide33
Client Report
Reports on information entered on the Demographics and Annual Review tabsTo run the Client
report, click on the
Client Report
button from the main client screen.
Click HereSlide34
Client Report
To view the client report, click on either “Client Report (One Page)” or “Client Report (Two Page)” depending on how much information you want to display.
Client Report Output:
Displays; Demographics, HIV risk factors, annual review info, custom tab 1
Displays; Demographic info, HIV risk factors, annual review info, custom tab 1, 2, and 3Slide35
We currently use the Client Report to check against client files when we conduct site visits.
Print out periodically for each client to maintain a current record of their contact and other CW info in their physical file.Client Report (Agency Uses)Slide36
Client Services Report
To generate a report of client services from the Services screen, use the Client Services Report.Click on the Preview Services
button to select the services to appear on the
Client Services Report.
View 1 client only
(Data displays by year selected from the drop down)Click HereSlide37
Select services that you would like to be on the report and click “
Create Report
”
Report Output:
Client Services ReportSlide38
Another report that we use when doing site visits to check against actual service logs. Print out periodically for each client to maintain a record of services they’ve received (monthly is suggested)
Client Services Report (Agency Uses)Slide39
Common Error Messages Encountered While Running Reports
“Not Responding”- Should actually say “In Progress” because the system is working to create your report. - Fix: Allow the system a minute or two to pull the data.
“Timeout Expired”- Per
jProg
, there are not enough resources available within CW to complete the desired task.
- Fix: Completely close out of CW or restart your computer and re-try. “There is no data for the specified report”- There is no data available for your selected criteria. - Fix: Make sure you have the correct data span, funding sources, and filters applied.Slide40
Resources for Canned “Prebuilt” Reports
LaCAN CAREWare Manualhttp://new.dhh.louisiana.gov/index.cfm/page/1147jProg CAREWare Documentation
(Quick Start Guides 6, 7, 8)
http://www.jprog.com/wiki/All-CAREWare-documentation.ashxSlide41
Questions?
Please contact us at
hap@la.gov
with any CAREWare issues or concerns.
Thanks!