CAREWare Training Webinar - PowerPoint Presentation

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 Slide13
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Referrals ReportSlide15
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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!