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CPCDMS Training Manual April 1, 2015

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2. Harris County Ryan White Grant Administration CPCDMS Training Manual 1 rev 4 1 2015 The purpose of the Quality Management QM Group is to implement clinical chart reviews measure client satisfaction assess program outcomes and develop standards of care Carin Martin is responsible for this section The Data Analysis section amp Information Technology Group oversees the computer database application CPCDMS that allows Ryan White funded providers and other users to share client eligibility information and document service delivery while maintaining client confidentiality Other responsibilities include analysis of the collected data CPCDMS training and maintaining the supporting hardware and software that keep CPCDMS and RWGA running Dawn Meade manages the CPCDMS Judy Hung handles in depth data analysis and Steve Massey is responsible for the IT systems The function of the Grants Management Group is to oversee the administration of Ryan White Part A grant funding in the Houston area This includes preparing agency contracts monitoring compliance issues processing monthly expense reports and managing bus pass vouchers and gas cards Vicki Cerna Bell oversees this section History of CPCDMS 1998 RWPC Authorized Creation of Data System In 1998 the Ryan White Planning Council for the Houston EMA decided that there was a need for a client level reporting system There were several capabilities that the Coun
3. MNUTES PROC 7 Food Pantry Firar ET GASTR Gasvoscopy TORRE GCARD TANE Lia GERO f Gerota TORRE T Usper amp Lower T IRE RCOPA Co payment Medicar Private EOE ESCA US RRNA epatis C RR TORRE EDEDU Deducitie Meaca Ps vanum HS HOSPR HOSP Y HPREM Premium Hs INFEC Infectious Disease ARE Y TNSAV ANTES JNTAK irte Labs HCHO Or 1 SIT Y KSEX Leson Punch FERRE 1 PROC Y LEPAP Lau Pap Smear FERRE 1 PROC Y LOWE Ponce FERRE 1 PROC Y CURE ampeciam FERRE 1 PROC Y ser Sors PROC Y FERRE E NOTES FERD ORT FERRE TET Haris County Ryan White Grant Administration CPCDMS Training Manual 105 rev 4 1 2015 MHADV IndivdualProtessional Advocacy ment MERN army Or MENT eo MINUTES PRR E MENT WHGCS MENT TS RGR Gros caray MENT T UTES PRP meron rav MENT ENT MRI WRT Procedure PONRE i PROC Y MTGEH Ci ig Cer Cir FERRE iE TRIGA CHLIC wi Other Case Manager emer prs MIPS
4. eo ARAM Comme ACCUSAM fas MMLC MEC DMRS D ce GRACO INCLUDE BAS Tae Harris County Ryan White Grant Administration CPCDMS Training Manual 61 rev 91 2015 AbrO69 Service Utilization Report SUR Output Page 2 Sotoni vme LC X 3 y 3 3X n METEODSOF EXPOSURE nt minis es game game vno cas st 1 Ramp Compson D peel ce pm re DO uaan dens set D peu Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 Abr131 Contractor Expense Report WICY Back Billing Report The abr131 CER WICY Back Biling Hx report is designed to allow agency users to produce ist of services Le encounters provided to women infants children and youths less than 25 years of age during a time period outside of normal biling cycle It is usually produced for services provided during a particular month but entered into CPCDMS during later time period during one of the semi annual backbiling periods In this case itis run by contract number and then attached to the Contractor s Expense Report CER It should be generated for each subcontract For example contract OBGENO116 might have a Back Biling History report for 08 116 O8GENO116HL and 08GEN0116WHT One
5. If the agency has their own tool for assessing substance abuse and mental health then Agency Toolis jency Tool Data Collection Option selected from the Screening Tool dropdown If Yes Service Pefemer ionara Scroming one is selected for reed Abuse Serengeti Treatment Indicated or Mental Health Counseling Substance Treatment Indicat Indicated then aed el are Mero for C No C ves displayed Mental seth Counseling inca Fo Eyes Referred for x HI etre or Mental Counseling Cno Cre Treatment or o 5 Referred for Mental Treatment Yes No Afier the seleclions are made than the Submit button is pressed to save the entries If the agency uses the SAMISS tool for assessing substance abuse and mental health then Substance Abuse and Mental iness Symptoms Screener SAMISS is selected from the Screening Tool dropdown The SAMISS tool has 16 questions that must be answered If Yes is selected for Question 15 then there is an additional sub question Press Continue when the questions have been answered Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 AMIS Data Collection Option Screening Took _ Subsarce thuve Tenue Er Tome Abuse 3 2 How many do you have on a typkal day when E m day when you 3 ten da you have 4 or
6. A client who has previously received a Renewal or Transitional voucher is eligible for another voucher after 11 months To be eligible for a bus voucher a client must reside in the METRO service area and meet all RW Part A eligibility requirements including the 300 financial eligibility criteria The AIDS Medication Program Status Homeless Status and Insurance Information sections are discussed under Registration This completes the CPCDMS client update process Press the SUBMIT button to save the record Print the resulting form and place in the client s record for documentation Update Partial Registration The data for clients entered with a partial registration can be updated by the record owning agency This is done by selecting Updates Update Partial Registration Certain information which is not editable on a full registration can be edited on a partial registration This includes gender race Hispanic status and risk factor data Press the SUBMIT button to save the record Print the displayed partial registration update form and place in the client s record for documentation see Appendix A for screen shot of the Update Partial Registration screen Harris County Ryan White Grant Administration CPCDMS Training Manual 46 rev 4 1 2015 Reports Users assigned the special right of Reports see the Reports tab on the Navigation Bar Afler selecting Reports View Run Reports a list of reports is displayed which varie
7. Date and Service Provider and then pressing the Add button for each client that should be included all clients have srecen p been selected press the 5 Submit button new screen mm will be displayed and the user can click on the displayed link to open and print the survey s that were selected see drug Harris County Ryan White Grant Administration CPCDMS Training Manual 81 rev 4 1 2015 reimbursement example in Appendix E The survey is then given to the client to complete along with a postage paid envelope provided by RWGA The client then mails the survey back to RWGA Clients registered in CPCDMS may be eligible to receive an incentive for completing an online client satisfaction survey client who has completed more than one survey within the previous 90 days is eligible for only one incentive card However more than incentive can be distributed at a time eligible surveys are completed more than 90 days apart client may not receive more than one in a 90 day period Clients must redeem their earned incentives within 6 months of being earned More information is available on the RWGA website under Quality Management Client Satisfaction htinz www hophes org ems One aspx portalld 730568pageld 107880 Outcome Surveys The purpose of the Ryan White Outcome Measures is to provide a measurement of the effectiveness of services in terms of h
8. Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 the right of the Navigation Bar is a display of new or important information This is the first page that is seen when a user logs on to If there is no new information it wil be blank When there has been sas important change made to CPCDMS IL mamica a ess will be displayed until itis felt that users aces have had enough time to educate themselves on the new changes There may be additional links on the page that can be selected to read additional information about a subject What s New When the What s New tab is chosen the submenu items shown below will appear Recent Client Changes If Recent Client Changes is selected there wil be 4 sections displayed Clients Transferring fn or UIN REN Nowy Haghtorod ao DAMM cin Clients Deleted pee Changed These is 8 are changes made fee to an agency s clients data em ecordedinihe previous month qeu through the date it is run The Clients seers Transferring In and Clients Transferring Out sections display the ClientCode service performer name and the date changed The Clients Deleted section displays the ClientCode comment reason and date deleted fields And the Client Codes Changed section displays the original ClientCode new client code
9. Password and entering a CPCDMS username and password the page here is displayed The password generator can be used default selection or the user can create his own new password Generate To use the password generator click Generate Password make note of the password that is generated ensure it conforms to the security rules and then press Change Password Enter To enter a user created password click on Enter type the new password into the Password and Confirm boxes make note of the password entered ensure that it conforms to the security rules and then click Change Password Unlock your Account This feature allows users to unlock their own accounts using their selt service profile a profile must Password be created before this feature can be utilized Alter clicking on Unlock your Account and entering CPCDMS username the screen shown here s displayed The user will see the questions that were established in the user profile x and upon successfully answering those questions d the account will be unlocked Reset your Password This feature allows users to reset their passwords if they have forgotten it a profile must be created before this feature can be utilized After clicking on Reset your Password and entering the CPCDMS username the page shown above is displayed The user will see the questions that were established in the
10. Teras Deparment o Corealons Card Mero Phot D Cart Veterans Administrator D Car Residency Selections Business Coraspondence wif cr rame un aues Proper Tar Tease in The name of he nr ang cen as ccn Sphere an Latiead Form social serve apy Temporary Agency Nhi sped ad aa by clr itera LeteronLetenead Fom JUS Phone Carel n cients rame and address Payolshbcopycf payrol check stlmartath adress Income Selections Agency amore sila signed amp dated by cri atr tote PayolsubCagy Bares actu stems vale Disabil Pension eer on company raa CRI or spousal support over wih sigas Prof of appicaion x Secu Food lamp Avard Lett cient Vena ron company aaa TRS Temporary Needy Faris TANF ar Tatter fom Employer on company iatarhead REG aT Unengioyment bens ol check Cari VA Benefis Later stacion of one of tes income documents equ that he cient have zero 0 income recorded The CPCDMS Information section is only collected the first time a client is registered It collects information on the person at an agency completing the registration form with the client the registration date and the name of the case manager The client s registration must be entered into CPCDMS with
11. This feature should be used very carefully it could be very difficult to undo the changes Print the screen before pressing the Block Move button so that you will have a record of the changes Medical Lab Search Agency users that have Edit Delete rights in CPCDMS have the ability to change delete medical data To access this choose Search Medical Lab Search from the left navigation bar The only Medical Lab Search Type currently available is HIV Testing A date range must be entered Optionally enter a specific ClientCode Testing Location or Test Type Alter clicking on the Search button HIV test results matching the search criteria up to 100 per page are displayed Only the Results and Results Given Date fields are available for editing Harris County Ryan White Grant Administration CPCDMS Training Manual 79 rev 91 2015 Client Satisfaction Survey Incentive Search Agency users that have Edit Delete rights in CPCDMS have the ability to change or delete client satisfaction survey incentive data To access this choose Search Survey Incentive from the left navigation bar A date range must be entered Optionally enter a specific ClientCode or Incentive Number After clicking on the Search button incentives matching the search criteria up to 100 per page are displayed Only the Date Disbursed and the Incentive Number are available for editing S ner Surveys Search Agency u
12. White Part D and State Services grants Nutritional Therapy After selecting Encounters Nutritional Therapy and then entering a ClientCode there two 2 subtype gre choices Counseling and Visit Choosing Counseling displays Nutritional Counseling Choosing Visit displays Nutritional Supplements Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 Disbursement and Nutritional Supplements Transaction Y Nutritional Supplements Disbursement is selected then the supplement and a dollar amount must be entered This service is currently funded by a Ryan White Part A grant A RW Part A Nutritional Supplements Transaction unit of service is a single visit in Which an eligible client receives up to a 90 day supply and nutritional counseling by a licensed dietician A maximum of 12 visits may be billed per client per contract year visit in which the client receives counseling but no supplements is not billable An individual client may not exceed 1 000 00 in RW Part A supplements per contract year without prior approval of RWGA Eligibility for nutritional supplements requires that the client be HIV infected and actively enrolled in primary medical care Primary Care Alter selecting Encounters Primary Care and then entering a ClientCode the subtypes of Case Management Lab Other Procedure and Medical Visit are available The Case Management sublype choice prov
13. advanced database management and data communications technology Client records contain only non identifying information and are stored at RWGA on a computer database server What Kind of Data is Collected Ryan White service providers enter registration encounter and medical update information for each client Comprehensive client non identifying information is collected including client demographic co morbidity biological marker mortality and service utilization data How Is Client Data Collected Information regarding client data is collected through a registration process which establishes each client s eligibility for services Registration and eligibility information is updated annually by the agency responsible for maintaining the client s record AKA record owning agency How is Confidentiality Maintained Client identifying information resides only with the record owning agency No identifying client data is sent to the RWGA staff unless specifically requested Client records are identified in the data system only by an 11 character ClientCode Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 Harris County Ryan White Grant Administration CPCDMS Training Manual 4 rev 4 1 2015 MODULE 2 ACCESSING CPCDMS System Requirements The system requirements for accessing CPCDMS are Internet Explorer 8 or higher Adobe Acrobat Reader 9 or higher and Internet access high speed pref
14. agencies and to identity barriers to service delivery Data are collected using standardized client satisfaction surveys for each service provided through Ryan White The client satisfaction survey tools were developed to gather information on bath service specific and agency focused topics Each Ryan White service category utilizes unique client satisfaction survey tool with certain agency focused questions being common to all surveys Although they can influence health outcomes the client satisfaction survey process is separate from the outcome survey process Clients may now take an online client satisfaction survey at any time by going to the hitpjisurvey cpcdms com website This can be done from the client s home or at any computer with internet access agencies may have computer designated for this purpose Online client satisfaction surveys may done every 90 days for each client that received a service at an agency It the client requests to complete a printed client satisfaction survey the CPCDMS user selects Surveys Client Satisfaction from the left navigation bar and then chooses the service that was or is to be provided to the client along with the language English or Spanish There is then usually only one survey subtype choice which is based on the service and language selected After pressing the Next button multiple client satisfaction surveys may be generated and printed by entering a ClientCode
15. the performer is added If the service performer has already been setup then it will be updated it different and pored if the same Also any credentials entered for a CMLIC or CMSLW service performer will be ignored since this field is only used for non case management credentials Online Training Request CPCDMS Contacts at each agency complete an online training request form for each new staff member needing access to CPCDMS see next page by selecting Personnel Online Training Request Trainees must have a valid agency email address After completing the form and pressing Submit an email with training instructions is automatically sent to the trainee along with a copy to the CPCDMS Contact submitting the form and CPCDMS Support Staff Harris County Ryan White Grant Administration CPCDMS Training Manual 89 rev 4 1 2015 User Account Mgmt CPCDMS Contacts at each agency are able to manage their users CPCDMS access using a separate application named rdirectory Contacts can use it to disable user accounts They can also unlock user accounts and reset passwords for users that neglected to set up their myPassword profile Contacts log into to rdirectory using their CPCDMS user name and password guide to using rdirectory is located on our website rdirectory user s guide ECLIPS Referral This tab is seen by all users and when clicked displays a list of case management referrals made to the us
16. Assessment Import displays 8 choices see right Export Drug Table to File is only seen by agencies providing assistance with Results medications Importing files works the same way for all types TTS of imports and will be discussed together below import Subst Abuse Hental th Previous Create Data Dictionary File Selecting Create Data Dictionary File produces import formatting information which is specific for each agency Each section deals with a specific impor file e g LAB RESULTS as shown here and shows the information that must be included in each field in the import fle This includes the field name field type and field length if not predetermined asrus type along Wilh an explanation MAG MUT et Aso NOT NULL Comes rss coe Yer cate CIS the words NOT Fes tee NOT NUL Cod se etic NULL are i eder NOT NULL d cbe fei tro ve indudedthena 27 ae value must be itilLaTesTowCoded iwl DXOTNUL Coin tro code br kb wt Lab Tet Tae e rut NULL is displayed then a value is not required to be X Cen entered The allowed values are displayed PD with value PC Pineta Coat descriptions At VL the bottom of wae each section is a sample import aus ico 1a Hob 100 Re cred eka an ol be file
17. County If a Rural trip is entered the zip code of the origination address the zip code of the destination address the mileage between the two points determined by using an approved internet mapping program the reason for the trip and the county are entered Entering data for an Urban trip is the same except for one additional field Select YES if the trip is medically certified A medically certified trip is one where a client living in the METRO service area has written certification from the client s principal medical provider e g medical manager documenting the need to access van based transportation to be renewed every 180 days Medical certifications should be maintained on site by the transportation provider in a single file listed alphabetically 11 digit code and will be monitored at least annually during a site visit Clients who live outside the METRO service area but within Harris County e g Baytown are not required to provide written medical certification to access van based transportation Clients living in the metro service area may receive a maximum of four 4 non certified round trips grant year including taxi vouchers Providers must maintain up to date spreadsheets documenting such trips Transportation services are funded by Ryan White Part A grants only Harris County Ryan White Grant Administration CPCDMS Training Manual 26 rev 4102015 Assessments General Assessment Informat
18. Performer is selected The next section requires Ihe entry of Case Type The selections Permanency Planning SSI Disabiliy Insurance Public Benefits Income Related and Other If a Case Type other than Permanency Planning is selected an additional question As a result of the completed case can the client now begin to continue to access benefits andior income must be Client Code answered by selecting L Yes or No An assessment date must be after the first 551 Disability E assessment date entered INES but there Venetis and or Income restrictions on how many may be entered or how often No contact attempts are recorded for Legal Assessments Harris County Ryan White Grant Administration CPCDMS Training Manual 29 rev 91 2015 Nutritional Therapy Assessment The Nutritional Therapy Assessment is completed by agencies providing Ryan White nutritional therapy men counseling services Nutritional Therapy Asse After entering the cllont code ClientCode fano Assessment Date and selecting the Service Performer the Assessment Baseline Followup is automatically calculated Ifa previous assessment Service pertormer 2 has not been recorded in the 365 EEE 0 days prior to the Biuelectri
19. Selections see screen on the next page Enter first service dato mid yyyy Defaults to January 1 ofthe current year Enter last service date mmiddiyyyy Defaults to December 31 of the curent year Select Service Select a service code or ALL Select Grant Select the funding source eg Ryan White Part A Ryan White Part B OSHS or ALL Select Contract 1 Select frst contract number or ALL Enter SubcategoryCode s To include from Contract 1 Click the penci icon to select one or more subcategory codes or manually enter subcategory codes separated by commas or enter ALL Select Contract 2 Select second contract number or na Enter SubcategoryCode s To Include from Contract 2 Click tne penci icon to select one or more subcategory codes or manualy enter subcategory codes separated by commas or enter ALL Select Contract 3 Select third contact number or nla Enter SubcategoryCode s To include from Contract 3 Click tne penci icon to select one or more subcategory codes or manually enter subcategory codes separated by commas or enter ALL Select Contract 4 Select fourth contract number orna Enter SubcategoryCode s To include from Contract 4 Click the pencil icon to select one or more subcategory codes or manually enter subcategory codes separated by commas or enter ALL Select Contract 5 Select fft contract number or nia Enter SubcategoryCode s To include from Contract 5 Click the penci icon to select one or more subca
20. Vision Care Assessment is completed by agencies providing Ryan White primary care vision services After entering the ClientCode there is a check box to indicate if this is First Assessment then the Assessment Date is entered and the Service Performer is selected If the box is left unchecked and there is no previous assessment the system a message will be displayed There are three sections specific to Vision Care Refractive Errors Ocular Diagnosis and em 00 00 _ Outcomes for previous pee diagnoses There are four 4 refractive error mre choices Astigmatism Hyperopia ana n ama Presbyopia The ocular diagnosis section 48 choices Once a relraclve error or ocular diagnosis is selected pom and submited it wil AU ME E appear under Outcomes for previous diagnoses section For Refractive Errors an outcome of Received Meses cy Morus Corrective Lenses a _ No Lenses Given can then be selected The Lc relraclive eror wil stay in this section unti itis HL resolved Received Corrective Lenses goes No Lenses Giver For pM Ocular Diagnoses ec doen outcome of Resolved ene Improved Same or Wirsonod can b E selected The ocular diagnosis wil stay in this section unt an o
21. a ClientCode the only subtype choice is Counseling The five subcategory choices are Correspondence Court Appearance Meeting with Client Other Legal and Phone Contact After making a selection the number of minutes is entered This service is funded by Ryan White Part A and State Services grants Harris County Ryan White Grant Administration CPCDMS Training Manual 20 rev 4 1 2015 Day or Respite Care Home amp Community Based Services Alter selecting Encounters Day or Respite Care and then entering a ClientCode the only subtype choice is Care The only active service subcategory is Day Care Adull RW2 TDH This service is funded by Ryan White Part B contract and is entered in DAY increments Drug Reimbursement Services Alter selecting Encounters Drug Reimbursement Services and then entering a ClientCode there are two 2 subtype choices Visit and Other Selecting Visit displays the subcategory choices of HIV Medication and Non HIV Medication Selecting Other displays the ADAP Dispensing Fee subcategory Both screens require the entry of a drug name but the ADAP Dispensing Fee selection allows NOT APPLICABLE NO SHOW ADAP FEE to be enterediselected list of all active drugs can be accessed by selecting Import and then Export Drug Data to File The abr086 Drug List report can also be run which shows all drugs along with whether they are active inactive and their subcategory HIV Medication or HIV Felat
22. also requires the entry of Global Assessment of Functioning GAF and the Patient Health Questionnaire PHO 9 Symptom Score The GAF is a numeric scale 0 through 100 used to subjectively rate the social occupational and psychological functioning of adults e g how well or adaptively one is meeting various problems in living The 9 is a nine item depression scale 0 through 27 which is a powerful tool for assisting primary care clinicians in diagnosing depression as well as selecting and monitoring treatment Up to three contact attempt dates can be entered after a Baseline is recorded with the last being recorded as Lost to Followup Once a Lost to Followup is recorded the client is not eligible for another assessment of this kind until 365 days after the previous Baseline assessment Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 Substance Abuse Mental Health Assessment The Substance Abuse Mental Health SA MH Assessment is completed by agencies providing Ryan White primary care services After entering the ClientCode the Service Performer and the Screening Date are selected The screening tool is then selected from the dropdown 1 Agency Toot 2 Substance Abuse and Mental liness Symptoms Screener SAMISS Agencies may use either tool Previous assessments done on this client are displayed in the Last Assessment section isessmentweb form detail
23. has already been recorded in the last 365 days then the type is classified as Followup The Baseline and Followup cannot be the same day The assessment date cannot be equal to or prior to the date of the last followup attempt The Adult Day Care Assessments screen also requires the entry of four additional pieces of information 1 Severity of feelings of isolation 2 Frequency of being withdrawn 3 Level of socialization and 4 Amount of social support Each has a dropdown with a scale of five choices Up to three contact attempt dates can be entered after a Baseline is recorded with the last being recorded as Lost to Followup Once a Lost to Followup is recorded the client is not eligible for another assessment of this kind until 365 days after the previous Baseline assessment Harris County Ryan White Grant Administration CPCDMS Training Manual 27 rev 4 1 2015 Hospice Assessment The Hospice Assessment is completed by agencles providing Ryan White hospice care services After entering the ClientCode Assessment Date and lent Code Gents Unique tdetitor selecting the Service Performer francs the Assessment Type 555 Baseline Followup is automatically calculated Ifa previous assessment has not been recorded in the 365 days prior to the entered assessment date then the type is classified as Baseline If a baseline assessment has already been recorded in the last 365 days then the t
24. infectious based upon a positive HBsAg hepatitis B surface antigen test If he HBsAg test is negative then the result is entered as negative After selecting a value a test date is then entered If the client is treated for any of Harris County Ryan White Grant Administration CPCDMS Training Manual 3s rev 91 2015 Pre s emim depen these 5 conditions a treatment date is entered If TB is selected under the Treatment block anolher field wil be displayed the type of TB treatment wilh Ihree choices TX of Latent Infection LTBI Tx for Active disease and Unk no return LTF Once the type of TB treatment is entered a treatment status box will show up on the screen with three choices Completed Tx Current Tx and Unk incomplete Tx LTF The Pap Pelvic Examinations section shows different items depending upon Whether the SUM casa client is male or female Ifthe E Seo client is male the user will see Anal Pap Smear and if female Pap Smear and Pelvic Exam choices are displayed Check off the for the test that was done the test result LE and test date If the Pap Smear or Anal Pap Smear test results are Abnormal then the type of abnormality should be selected from the dropdown The referral type and date should also be selected This information EET should n
25. last service date mmiddyyyy Defaults to December 31 of the current year Select a service code or ALL elect the funding source e g Ryan White Part A Ryan White Part B DSHS or ALL Contract 1 Selec first contract number or ALL Enter SubcategoryCode s To Include from Contract 1 Click the pencil icon to select one or more subcategory codes or manually enter subcategory codes separated by commas or enter ALL Select Contract 2 Select second contract number or n a Enter SubcategoryCode s To Include from Contract 2 Click the pencil icon to select one or more subcategory codes or manually enter subcategory codes separated by commas or enter ALL Select Contract 3 Select third contract number or na Enter SubcategoryCode s To Include from Contract 3 Click the pencil icon to select one or more subcategory codes or manually enter subcategory codes separated by commas or enter ALL Select Contract 4 Select fourth contract number or nla Enter SubcategoryCode s To Include from Contract 4 Click the pencil icon to select one or more subcategory codes or manually enter subcategory codes separated by commas or enter ALL Select Contract 5 Selec ith contract number or Enter SubcategoryCode s To Include from Contract 5 Click the pencil icon to select one or more subcategory codes or manually enter subcategory codes separated by commas or enter ALL Select Service Performer Select a service performer or ALL Select R
26. more dons 1 occasion Cassone 4 inthe past oftan dc you use nonprescription gt to get ch r to crane the Way vou egi Less man meneny 5 inthe past yaar how often do you ure augs presonbsd you Eto someone sae to get gh or change the war vis Vou feet x Do eaten of ad os ak o T n emn EE PER e CHS Sereno nee s cdm E ag eea e ar orn E OER ene Cee you eet have a vanoa tasting mere frond hen Nox tthe Une outer wore Ud Cp C Yes gt i cube sce atc hn aean uo Cee the past yaar dd vou sver hava spe or an tad Verres Tou Tan are o veu sch yo be 1s urn yaur Vete d have vou or traumat vert at deed harm yours or to oia yes Inthe past have you been troubled by flocks oethoughtseFthe trauma Mo Cver paat 2 Nave DEEDES teret war No res Fon You tope wth every tay Wer An assessment date must be alter the first assessment date entered but there are no restrictions on how many may be entered or how often There are no baseline followup pairs for SA MH Assessments and no contact attempts are recorded Harris County Ryan White Grant Administration CPCDMS Training Manual rev 41 2015 Vision Assessment The
27. no CD4 test recorded in CPCDMS then an error message will be generated Once the information is entered correctly press the lt Submit gt button to save the entries If a pediatric client is determined to be seronegative at some point then the Date Converted to SeroNegative should be entered in mm dd yyyy format Press the Submit button to save the entry into the system Harris County Ryan White Grant Administration CPCDMS Training Manual 41 rev 4 1 2015 The information entered in this topic is based on the Centers for Disease Control s Pediatric HIV classification system see below Age Gro Age Gro Age Gro up 12 months NI Asymptomatic CD4 gt 1500 N2 Asymptomatic CD4 750 1499 N3 Asymptomatic CD4 lt 750 AI Mild Signs amp Symptoms CD4 gt 1 500 2 Mild Signs amp Symptoms CD4 750 1499 A3 Mild Signs amp Symptoms CD4 750 BI Moderate Signs amp Symptoms CD4 gt 1500 B2 Moderate Signs amp Symptoms CD4 750 1499 B3 Moderate Signs amp Symptoms CD4 lt 750 AIDS CD4 gt 1500 AIDS CD4 750 1499 AIDS CD4 lt 750 up 1 5 years NI Asymptomatic CD4 gt 1000 N2 Asymptomatic CD4 500 999 N3 Asymptomatic CD4 lt 500 AI Mild Signs amp Symptoms CD4 gt 1000 A2 Mild Signs amp Symptoms CD4 500 999 Mild Signs amp Symptoms CD4 500 BI Moderate Signs amp Symptoms CD4 gt 1000 B2 Moderate Signs amp Symptoms CD4 500 999 B3 Moderate Sig
28. of the More than every following problems Notatall Severaldays hall the days day T Lie terest or pleasure I doing things Z Feeling Gown Gopressed or hopeless 3 Trouble or slaying asleep OF sleeping too much 3 Fesing trad or having ie energy 5 Poar appetite or overeating 8 Fesing bad about yoursel or hat you are a failure or have let yourself Gr your family sown 7 Trouble conceriraling on things such reading thenewspaper or watching television 8 Moving or speaking other people could have noticed Or the opposita being so fidgety or restless that you have been moving around a lot more han usual TT Thoughts hat you would be belier aiT dead or of hurin gyourselt in some 36 you checked of any problems how Not dicot arai difficult have these problems made it foryou te do your work take care of Somewhat things at home or get along wih other people Vorydiicut Extremely Haris County Pyan White Grant Administration CPCDMS Training Manual 108 rev 4 1 2015 APPENDIX E Survey Form Examples Client Satisfaction Survey Printed Drug Reimbursement Services Self Administered Client Survey for Ryan White Title 1 Drug Reimbursement DRUG ClientCode GASAOIZSTOI 53622 gency LCHS Date 10719 2010 Performer LCHS 915 Prose tis an nonin wis O Please read th
29. parameters below enter fst service m Em m Bak sens 12 31 2013 CY 2 Service MENTAL HEATH THERAPVICOUNSELING Select Grats E Select Contract Enter Subatecarycode s from or vens Select contract 2 D Enter Subatecarrcode s from En seems Select contrat 3 s EEE aman Select contracta gt Entar from oa yoo select contact s va z Enter om 5 Select Registration m mL New Cents Only E Select oe Groupe epande 7 Separated List ene codes WGA ony p E E Un The parameters shown above select clients that received Group Mental Health services in 2013 only services billed to 4 specified contracts were included The output on the next page shows a summary table of 41 unduplicated clients by race expanded age group gender and ethnicity After the table is additional data including the number of client visits defined as time spent per client per agency per service per day during this period Also Included is Information on special subsets served Harris County Ryan White Grant Administration CPCDMS Training Manual 60 AbrO69 Service Utilization Report SUR Output Page 1 rev 4 1 2015 HARKIS COUNTY PUBLIC HEALTH AND ENVIRONMENTAL SERVICES RWCA SERVICE UTILIZATION REPORT poer ao poor om fem
30. user profile and upon successfully answering those questions the account will be reset Policies amp Procedures under development Remote Support under development Training Manual Clicking on this link opens the latest CPCDMS Training Manual htip wnw hephes org UserFiles Servers Server_ 72972 File CPCDMS TrainingManual Harris County Ryan White Grant Administration CPCDMS Training Manual ss rev 4112015 Forms There is only one selection currently available under Forms Other CPCDMS Forms Clicking on it takes the user to the RWGA CPCDMS Forms amp Instructions webpage Additional CPCDMS forms are available there ClientCode change requests now submitted online by CPCDMS Contacts see UPDATES section Transfer requests are now requested and processed by agency CPCDMS contacts directly see UPDATES section also Links Clicking on the Links tab takes the user to the RWGA Links webpage Personnel This tab is only seen by an agency s CPCDMS Contacts There are three selections available Add Change Service Performer Online Training Request and User Account Mgmt Add Change Service Performer CPCDMS Contacts can add new service performer AKA service provider or change service performer information by selecting Personnel Add Change Service Performer Alter entering the service performer information the system checks to see if there is already a service performer by that name at that agency If not
31. 015 Ifa file needs to be attached to the case the case must first be entered and submitted The case can then be opened and a file attached After the Submit button is pressed a confirmation page is displayed showing the case number that has been assigned to the case as shown below A Confirmation message is also sentto Tat the user s email address and includes the HelpDesk ticket number Emails are also sent to all CPCDMS Support Staff notifying them of the ticket The appropriate staff member is assigned the ticket based on the type of ticket and staff availability That person may ask for more information by updating the ticket Another email is then sent to the submitter who responds by clicking on the link in the upper right hand comer of the email that says LOGIN UPDATE The user may also log back in to the HelpDesk click on the appropriate case number and then provide the additional data in the Add new case information below section Do Not Reply to a HelpDesk ticket since responses are sent to an unmonitored mailbox Instead a user should update the ticket and press Submit Below is an example of an email that might be sent when a HelpDesk ticket is updated The entire thread of the conversation is included Harris County Ryan White Grant Administration CPCDMS Training Manual 86 rev 41 2015 myPassword After logging in to the HelpDesk users may click on the m
32. 8 Client Medication Caps Report Output rev 41 2018 HARRIS COUNTY PUBLIC HEALTH AND ENVIRONMENTAL SERVICES RWGA of Cap For MED And NONHI Summary for current RWA grant year esi Bg a agra tte one sa Neen Ca E eau ca ren ounvosaset1 soro 107574 RCRD si500 asos WeSREN SOTT 001 20629 9417 ast STS sase 3 oom sisara snas DuwLostasst 1500 179208 RSMLIOOTS1 ssas oaas See secrosteset smao s805 RU e lpr eat et Cone So HIV Mee Cap 90 08 on oes HTV Mel E mena Harris County Ryan White Grant Administration CPCDMS Training Manual E rev 4 1 2015 Abr159 Missing Screenings Report The Abr159 Missing Screenings report is designed to assist primary care agencies in identifying clients who received at least one primary care service Visit Lab or Procedure at that agency in the prior year who are also missing screening Information for hepatitis B hepatitis C or pap smear females only The hepatitis screenings are considered missing it they have never been done the pap smear screening is considered to be missing if it has not been done in the past year There are no parameter selections other than output type but the list can be sorted by the ClientCode Hepatitis B Screening Missing Hepatitis C Screening Missing or Pap Smear
33. CENTRALIZED PATIENT CARE DATA MANAGEMENT SYSTEM CPCDMS Training Manual April 1 2015 rev 4 1 2015 TABLE OF CONTENTS MODULE 1 INTRODUCTION 1 CPCDMS Overview Welcome to CPCDMS RWGA Organization 1 1 1 History of CPCDMS 2 1998 RWPC Authorized Creation of the Data System 2 1999 Contractor Selected to Develop Application 2 2000 CPCDMS Implementation 2 2003 CPCDMS Converted to Internet Based Application 2 What is CPCDMS 3 How Does CPCDMS Work 3 What Kind of Data is Collected 3 How is Data Collected 3 How is Confidentiality Maintained 3 MODULE 2 ACCESSING CPCDMS 5 System Requirements 5 Training Requests and User Account Creation or Change 5 Logging on to CPCDMS 5 Internet Address 5 Username 5 Password 6 Account Restrictions 6 Logon Times 6 Agency Associated Restrictions 6 User Associated Restrictions 6 User Roles 6 Special Rights 7 Sending Links to the Desktop 7 MODULE 3 CPCDMS APPLICATION ClientCodes 9 Main CPCDMS Screen Layout 9 What s New 10 Recent Client Changes 10 What s New 10 Harris County Ryan White Grant Administration CPCDMS Training Manual Agency Capacity Client Registration for agencies not doing partial registra ions Registration for agencies doing partial registrations Convert Partial Registration Full Client Registration Partial Client Registration Encounters Entry General Encounter Information Adult Dental Servi
34. CER for a contract that has multiple subcontracts listed as contracts in CPCDMS should include a CER WICY report for each subcontract For example contract 08GENO1 16 will have a CER WICY report for OBGENO116A OBGENO116HL and OBGENO116WHT One or more service subcategory codes can be selected entered for the contract chosen The only other available selection is the Service Parameter Selections see screen below Sort Order 1 Select the primary sort order for the report Sort Order 2 Select the secondary sort order for the report Enter first service date mm ddiyyyy Defaults to January 1 of the current year Enter last service date mm dd yyyy Defaults to December 31 of the current year Select Service Select a service code or ALL Select Contract 1 Select a contract number or ALL Enter SubcategoryCode s Click the pencil icon to select one or more subcategory codes manually enter subcategory codes separated by commas or enter ALL Choose the type of Report Output Select PDF Excel XML CSV TIFF or Web Archive abr033 CER WICY To schodule the report first choose values for the parameters below Sort onder t lt sort order 2 DATE Enter irat service date Emer pet service date Select Service DRUG REIMBURSEMENT PROGRAM 2 Select Contract 13 10GEN27S2ORUG Sah eS thetype of Report agg Ed The parameters shown above select all HA
35. CPCDMS the agency must contact these clients These clients must be notified that henceforward the service encounters at their agency will be entered into the CPCDMS vares Re PSP E mer Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 Ryan White Grant Administration T CPCDMS CONFIDENTIALITY POLICIES amp PROCEDURES Revision Date June 26 20141 The confidentiality of sensitve client information must be of the highest priority among users ofthe Centralzec Patient Care Date Management System CP CDMS fT 1 uU lOCEDURES CPCOMS users re sssigned a user name and password after completing the CPEOMS tr ning end tra is new each logan The user s password Should notbe accessible to ather users e wnten on a post t ncte and put under ine keyonerd ena should nat te vit omers Y eta CPCOMS user leaves the agency one of the agency s CPCOMS contacts Should disanle user account as 309n posse agency contact sunm a HelpDesk neket requesting tne removal cr tne user Y elent should not be sent to Ryan Wate Brent Adminstration Tnere may be an occasion when confidential Inrormanon is to resovve a discrepancy tut spur on proe atthe requestor Ryan Wie Grant Anmrisiraon 4 E Harri
36. CS Drug Reimbursement services provided to WICY clients on 10 18 2011 and entered into contract 11 10GEN2792DRUG The results sorted by ClientCode and service date The output on the next page shows there were 7 NONHI non HIV medication encounters A summary of services is included along with a summary of drug services Harris County Ryan White Grant Administration CPCDMS Training Manual rev 91 2015 Abr033 CER WICY Output CONTRACTORS EXPENSE REPORT WICY mom YOUTH 0524 see TOTAL mas suae summary ron omues soms Sco your TOTAL YOUTH 1 NON HIV Mediation ues suas TOTAL WOMENGS ned the numberof vaeuvansactone represents vestvansscton service per cient per day per tec category ET Harris County Ryan White Grant Administration CPCDMS Training Manual rev 41 2015 Abr039 Deleted Encounters Audit Trail Report The abr 39 Deleted Encounters report is designed to allow agency users to produce a list of services i e encounters deleted aller they have already been submitted to RWGA Grants Management for reimbursement It is usually produced for a particular month and contract number Parameter Selections see screen below Sort Order Select the primary sort order for the report Sort Order2 Select the secondary sort order for the r
37. L Primary Care SEW Mig wit Omer CT FERRE i nutes Y LWTSEW 5 itg win Licenses Case ir uer ss NEURO FERRE Y NONHI NON Hiv eee ova fros Y HUTS Niirions Coscseing Nur Y NUTS Nurional Supplemenis Disbursement wr OTST tutional Supplements Transaction Nur Tuer Y Oir PORE IEE FERRE IST OTHER omer Sossar FERRE PCRUT se IOS ana SHF RW Pa AOR FRE TET PCSLW Primary Cre Service Linkage NOTES PCSUP Chant Specie Superson y MCC TERRE PREND PreroType IE PHEXT Pryscion Extender S TORRE PHONE Prone Contact PSYCH Psych SIT Y REPRE Radiologie Procedures rom mune FERRE 1 PROT Y RURAL Rural Transporation Tees LES Y SGH sigmoidoscopy FERRE 1 PROC Y SLSUP_ Clont Spede Superson SIW COH Onh OTHER 1S SONO EEE FERRE 1 PROC Y SPOOL Senies uer SPCHC Panning Comprehensive PCARE MONT FERRE is nutes SUERS Counesing Aesssemnt 50800 1 susen f PONE VAS ULTRA E MA Veion Cphthaimic PTH Vision VOPTO vion Opmer TORRE TET WAIVH Other Diagnaste Pressure Approved wi Waar Haris County Pyan White Grant Administration CPCDMS Training Manual 106 rev 4 1 2015 APPENDIX D Assessment Scales Global As
38. Missing Parameter Selections see screen below Sort Order 1 Select the primary sort order for the report default is ClientCode Choose the type of Report Output Select PDF Excel XML CSV TIFF or Web Archive Schedule Report The output see example on the next page is sorted by ClientCode which is a displayed field along with which of the three screenings are missing for each client A client is included if they are missing at least one of the screenings Harris County Ryan White Grant Administration CPCDMS Training Manual n rev 4 2015 Abr159 Missing Screenings Report Output COUNTY PUBLIC HEALTH AND ENVIRONMENTAL SERVICES RWGA Clients Missing Hepatitis B C or Pap Smear Screening who have received services at UTHSC in year prior to 081711 UTHSC 5 Chiti Chant included if mizing at ane of the talning 1 ep screening ever 2 Hep C screening ever 63 Pap ne vero ard procedures ony Harris County Ryan White Grant Administration CPCDMS Training Manual n rev 4 1 2015 abr162 Client Satisfaction Incentives Earned and Issued Report The abr162 Client Satisfaction Incentives Earned and Issued report is designed to assist agencies with tracking client satisfaction survey incentives that have been earned and disbursed not all agencies are currently enrolled in the Client Satisfaction Incentive program Ther
39. Mothers maic residential zip code If Name e the client is homeless zip code 77008 Date fbi 57371957 the agency s zip code should be entered If the client s middle initial or mother s maiden name is unknown 9 s should be substituted The client s date of birth is filled in automatically based upon the GlientCode These are all required fields Harris County Ryan White Grant Administration CPCDMS Training Manual n rev N2015 The Insurance Information section collects information on the client s current insurance status Multiple insurance type selections may be made from the left column at least one of the first 9 boxes in this column MUST be checked The Primary HIV Insurance Effective Date and insurance Provider fields are only displayed once a box is checked Only one insurance type can be designated as the Primary HIV Insurance It Medicaid MCO Medicare Part D Private Individual or Private Employer is selected an insurance provider must be selected from the dropdown If Private Individual is selected then the user should indicate whether it is Marketplace insurance by selecting from the dropdown Requests to add providers should be submitted via the HelpDesk see Help section tenue aen A metere Part iot Helene Part esa Boge Vi Tene ara neses Cu The Eligibility Verifications section collects the information that is us
40. Only include services that the client is NOT currently receiving from any provider At least one service must be selected Remember registrations cannot be entered into CPCDMS after 7 calendar days from intake Ifan exception is needed a HelpDesk ticket should be submitted with an explanation of why the registration was not entered in a timely manner This completes the CPCDMS client registration process Press the SUBMIT button to save the record The completed registration form is displayed onscreen in an Adobe pdf document and should be printed and placed in the client s record for documentation blank Registration screen shot can be seen in Appendix A Harris County Ryan White Grant Administration CPCDMS Training Manual 16 rev 41 2015 Registration for agencies doing partial registrations Convert Partial Registration When clients who were previously entered into CPCDMS with a partial registration become HIV positive they will need to have their registrations converted from partial to full This can only be done by the current record owner To do this select Registration Convert Partial Registration and enter the ClientCode A full registration form will be opened and the partial registration information that was previously entered will be filled in This information is all editable until it is submitted as a full registration Proceed as for full client registration Full Client Registration See Client Registration Secti
41. ace Select a race or ALL Select Hispanic Status Seloct a Hispanic status or ALL ClientCode s separated by a comma Enter ClientCode s or ALL Select Version Select the Auditor or RWGA version Choose the type of Report Output Select POF Excel XML CSV TIFF or Web Archive Harris County Ryan White Grant Administration CPCDMS Training Manual E rev 4 1 2015 Parameter Screen abr030 Billing History Report erm Sort order 1 Sort order 2 Enter first soeview date am dd vey Enter last service date mem df yoy Select Service Select Grant Select Contract 1 Enter SubcategoryCode s To Include from Contract 1 Select Contract 2 Enter subcnteqoryCode s To include from Contract 2 Select Contract 2 Enter SubcategoryCode s 10 include from Contract 3 Select Contract 4 Enter SubcategoryCode s To abr030 Billing History schedule the repart first choose values for the parameters below CUNT SERVICE DATE DH sponiz A IIGENISPGDRUG 7 11664196994 ecc E a Te Teg Em 5 EO Cr te chose spre NT Sana erin tcm uer eee Er lt The parameters shown above select all September 2012 Drug and Medical Case Management services entered into contracts 11GEN1989DRUG and 11GEN1989AA HL or WHT for three ClientCodes only The results are sorted by ClientCode and then servi
42. ary care agency Pregnancy information has been moved to the Medical History section along with Pelvic Exam and Pap Smear Women Only Section Primary Care services are funded by Ryan White Part A B C and D grants Only Primary Care visits labs and procedures may be billed to Part A Minority AIDS Initiative MAI contracts Substance Abuse After selecting Encounters Substance Abuse and then entering a ClientCode the only subtype choice is Visit There are 3 subcategories Assessment Counseling Individual and Group After choosing the subtype and subcategory the number of minutes is entered This service is funded by a Ryan White Part A grant Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 2015 Transportation Services Alter selecting Encounters Transportation Services and then entering a ClientCode there are 2 subtype choices Card Voucher and Trip Real Choosing the Card Voucher subtype shows Gas Card as the only choice The last 6 digits on the gas card must be entered also Gas cards are entered into a designated No Pay contract allowing the tracking of gas card distribution There is a limit of one 25 gas card per month per client Selecting the Trip subtype displays the subcategories of Rural and Urban Rural transportation services are provided to clients who live outside of Harris County and Urban Transportation to those who live inside Harris
43. ase basis If approved it does not count toward the client s monthly HIV medications total Harris County Ryan White Grant Administration CPCDMS Training Manual E rev 4 1 2015 Early Intervention Services Alter selecting Encounters Early Intervention Services and then entering a ClientCode is Direct Service The three 8 subcategory choices are Face to Face Other Group and Phone Contact After choosing the subtype and the number of minutes is entered This service is currently funded by a State Services grant Food Pantry After selecting Encounters Food Pantry and then entering a ClientCode the only subtype choice is Visit and there is currently only one 1 service subcategory Food Pantry Fural Select Yes if the client was issued a food voucher This Eme emus service is currently funded by a State Services grant Health Insurance Services After selecting Encounters Health Insurance Services and then entering a ClientCode there are three 3 subtype rey choices Co payment Deductible and Premium qay coo Selecting the Co payment subtype displays two 2 service subcategories Co mame payment Medical and Co payment Pharmacy shown at right The Deductible and Premium subtypes display one service subcategory each for f medical insurance only The dollar amount is the last field to be entered Assistance with co p
44. ayments and deductibles is limited to a total of 650 or less per month per client This service is currently funded by Ryan White Part A and State Services grants Harris County Ryan White Grant Administration CPCDMS Training Manual n rev 4 1 2015 Hospice Care Services Aver sling Hospice Care Sans tren entering a ClenCode delete E Day ara sos pa mm emo esto care are farae by a urk e emered ta ath dals parl are ot alone fe and Interpreter Services After selecting Encounters Interpreter and then entering a ClientCode there is only subtype choice Face to Face and only one 1 subcategory Interpreter After choosing the subtype and subcategory the number of minutes is entered This service is currently funded by a State Services grant Mental Health Services Alter selecting Encounters Mental Health Services and then entering a ClientCode there is one 1 subtype choice Counseling with ten 10 service subcategories FamilyOffice Group Group Medicare Group Consult Group Home Individual Consult Individual Home Individual Olfice Individual Olfice Medicare CoPay and Individual Professional Advocacy After choosing the subtype and subcategory the number of minutes is entered This service is funded by Ryan
45. b Results which has 9 subchoices see lef Click on Browse to find the Import ETE fle that was aa rs previously m then select lt Next gt A summary table wil be displayed and if meam Lib Screens there are any problems with the import they wil be shown under the section labeled Records with Errors see meer medial Therapy below The rows that will not be imported wil be listed Import Stags of ness Import Preanancr Data along with the reason why At this point no changes to the actual CPCDMS data will have taken place As long as the Next button isn t clicked the original text file may be corrected at this EXTITERIT M time and re import without affecting the CPCDMS data Click the lt Save gt button to save the Records with Errors to a separate file When ready to proceed with the import click the lt Next gt button After naming the batch e g 2003 May Drug Enc click the Submit button The number of records that were rss WS successfully imported will be shown see left and the exception records can then be tegen saye me records wih eot a tawe for tr moor saved to a separate file Harris County Ryan White Grant Administration CPCDMS Training Manual 75 rev 4 1 2015 Manage Previous Batch Alter a file is imported batched it will be displayed on this page along with previous bat
46. bal Assessment of Functioning Scale PHQ 9 Symptom Seale APPENDIX E SURVEY FORM EXAMPLES Harris County Ryan White Grant Administration CPCDMS Training Manual 105 107 91 92 97 98 99 100 102 107 108 109 rev 4 1 2015 MODULE 1 INTRODUCTION CPCDMS Overview Welcome to CPCDMS The Centralized Patient Care Data Management System CPCDMS is a computer database application that allows Ryan White funded agencies and other users to share certain client eligibility information and to document services delivered to clients CPCDMS also provides information needed to evaluate client health outcomes This user manual discusses ways that the application can be used to enter and update client information along with the services provided to those clients RWGA Organization Ryan White Part A funds are administered in the Houston EMA by the Harris County Ryan White Grants Administration RWGA Program with guidance from the Ryan White Planning Council Under the Ryan White CARE Act Part A funding is given to metropolitan areas hardest hit by the HIV AIDS epidemic RWGA is composed of three main projects Quality Management Data Analysis amp Information Technology and Grants Management M V Gratia aub Ben Wh Gest dine I I LX Er DUET 1 Tu er EI E
47. bility Verifications section for more information and a list of documentation choices HIV documentation must be updated in CPCDMS if the current entry displays Unknown or is blank Documentation of HIV positivity is done only once and does not have an expiration date except for anonymous tests which are valid for 60 days Other agencies providing services must also collect HIV documentation which is then placed in the client s file More information on verifications can be found under Client Registration The Bus Voucher Information section is where bus voucher information can be entered not entered at registration Select YES or NO If YES is chosen enter the voucher type the issue date the voucher number and the Value only for Value Based vouchers Bus voucher numbers are 5 digits long but leading zero s can be omitted There are 2 voucher types to choose from Renewal and Value Based A client who has never received a voucher Harris County Ryan White Grant Administration CPCDMS Training Manual as rev 91 2015 may be given Value Based voucher depending upon need Clients who previously received a Renewal voucher should only be given a Renewal voucher Those who previously received a Transitional or Value Based voucher should only be given a Value Based voucher Value Based vouchers have a value 50 A client who has received a Value Based BV is eligible to receive another after 6 months if warranted
48. by choosing File Send Shortcut to Desktop They should then select the Help Desk button and repeat the process This makes the Help Desk available even when the user is not able to access CPCDMS Another option is to save the links to the Favorites folder Harris County Ryan White Grant Administration CPCDMS Training Manual 7 rev 4 1 2015 Harris County Ryan White Grant Administration CPCDMS Training Manual 8 rev 4 1 2015 MODULE 3 USING CPCDMS ClientCodes Before clients can be Verified Registered Updated or have data entered into CPCDMS they must have a ClientCode created The 11 character ClientCode identifies each client s record in the dala system and is the most important data element in CPCDMS The client s driver s license is the primary form of identification used to determine the ClientCode Entering Incorrect 11 character codes in CPCDMS creates problems for patients and agencies The ClientCode is a unique alpha numeric identifier derived from the first and third letters of a client s first and last name the client s six digit date of birth and the client s gender 1 for male 2 for female The gender on the Texas drivers license represents the clients birth gender unless there has been a court order supported gender change The gender as indicated on the license is used in the CllenCode Aperson p hat was bom male and transgendered female would have agenderot male on their license u
49. cImpedence Analysis dae hen the res classified as Baseline ETE has already been recorded in the last 271572011 100 Beni E pe is classified as Followup The Baseline and Followup cannot be on he same day The assessment date zn cannot be equal to or Prior to the date of e last oll Up to three contact attempt dates can be entered after a Baseline is recorded with the last being recorded as Lost to Followup Once a Lost to Followup is recorded the client is not eligible for another assessment of this kind until 365 days after the previous Baseline assessment The next section records the Bicelectric impedence Analysis BIA The BIA is a numeric scale 0 through 150 which is a commonly used method for estimating body composition Harris County Ryan White Grant Administration CPCDMS Training Manual 30 rev 4 1 2015 Oral Pathology Assessment The Oral Pathology Assessment is completed by agencies providing Ryan White dental services After entering the ClientCode there is a check box to indicate if this is a First Assessment then the Assessment Date is entered and the Service Performer is selected The Oral Pathology screen initially has two sections Pathology Diagnosis and Outcomes for previous diagnoses There are 12 pathology diagnoses available If Other is selected then another section is displayed where it can be entered Once a diagno
50. ce date The first page of the output see next page shows 3 NONHI medication one ADAP ADAP dispensing fee and one MCCM medical case management encounter along with a Summary of all services The second page shows the rest of the summary plus a case management summary and a DRUG non ADAP summary Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 Abr030 Billing History Output Auditors Version nm EE EE 33 Hy oem wm RE memm Harris County Ryan White Grant Administration CPCDMS Training Manual rev 91 2015 Biling History Output Auditors Version continued Abr030 tope ut d td np d cs Tee emer Wo BAW auvaa ion sensa Harris County Ryan White Grant Administration CPCDMS Training Manual rev 41 2015 Abr033 Contractor Expense Report Women Infants Children amp Youth The abr033 CER WICY report is designed to allow agency users to produce a list of services Le encounters provided to women infants children and youths less than 25 years of age during a selected time period It is usually produced for a particular month and contract number and then attached to the corresponding Contractor s Expense Report CER in conjunction with the Billing History report
51. ces Case Management Client Advocacy Services Day or Respite Care Home amp Community Based Services Drug Reimbursement Services Early Intervention Services Food Services Health Insurance Services Hospice Care Services Interpreter Services Mental Health Services Nutritional Therapy Primary Care Substance Abuse Transportation Services Assessments General Assessment Information Adult Day Care Assessments Hospice Assessments Legal Assessments Nutritional Therapy Assessments Oral Pathology Assessments Professional Counseling Assessments Substance Abuse Mental Health Assessments Vision Assessments Updates Change Record Owner CM Client Demographics Change Client Mother s Maiden ClientCode Change Delete Client Medical History Lab Results Pediatric Updates Transfer Client Update Client Record Registration Update Update Partial Registration for agencies with access Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 rev 4 1 2015 Reports AbrO30 Billing History Unit Subtotals by Client amp Month of Service Abr033 Contractor Expense Report Women Infants Children amp Youth Abr039 Deleted Encounters Abr052 Back Billing History Ab 069 Service Utilization Report w 8 Age Groups amp SubCat IncVEXel Abr131 CER WICY Back Billing Hx Abr134 CER WICY Deleted Encounters Abr157 Unknown AIDS Status Abr158 Cli
52. ches If an import was incomplete a message will be displayed when Manage Previous Batch is selected explaining that the batch should be deleted and imported again The message will display every time until it is deleted delete batch click on the trashcan icon Verification The first step when a client requests Ryan White services at an agency is for the client to sign a Consent to Verily Eligibilty for Services form Agency staff may then check CPCDMS by selecting Verification on the main screen s left navigation bar to see if the client is already registered After entering the ClientCode the Verification screen is displayed for iate that client if there is an exact match If no exact match is found a list of partial matches may be displayed and can be selected to show the Verification screen for that client see above If the client is already registered in CPCDMS the staff prints the Verification of Eligibility report by clicking on the PRINT mm bution and places itin the client s fle Except forthe record owning agency a printout of the CPCDMS Client Verification screen Sa showing the client s curent eligibility be used as documentation gwm neem o of residency and income The federal poverty level FPL is used to determine financial eligibility for funded 1ste chem smani tanna or ranen ui services S
53. cil desired compiling and tracking service utilization centralizing client intake supporting a unit cost based reimbursement structure assisting in the coordination of client care and decreasing administrative burden on the providers 1999 Contractor Selected To Develop Application In 1999 a contractor was selected to begin development of the CPCDMS application Stakeholder meetings were held to solicit input from the agencies that would be using the system 2000 CPCDMS Implementation The CPCDMS program was completed in March 2000 and beta testing soon followed In April of 2000 training began for system users and the data system was implemented in June of 2000 2003 CPCDMS Converted to Internet Based Application In 2003 an Internet based version of CPCDMS began development To ensure confidentiality of the client information the system was converted to a non identified data system In August 2003 CPCDMS version 4 was put into production Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 2012 ECLIPS Referrals Added In 2012 the Electronic Client Level Integrated Prevention System ECLIPS was integrated into CPCDMS This allows the exchange of information in order to ensure referral linkages into HIV primary care 18 CPCDMS How Does CPCDMS Work CPCDMS is an Internet accessed database linking all Ryan White service providers in the Houston EMA together using high level security access
54. comment reason and date changed Non registration sites will not see any data displayed here What s New Even after the What s New information on the main screen is no longer displayed users can access this tab This allows users to refresh their memory on recent changes SE no rot in We i Agency Capacity fess cs The Agency Capacity tb emm pz is seen by all agencies This feature shows the 5a latest information onthe AF a mies p primary care cue appointment availabilty at Ryan White funded agencies Contact agency staff to verify and schedule appointments Harris County Ryan White Grant Administration CPCDMS Training Manual 10 rev 91 2015 Client Registration for agencies not doing partial registrations The Client Registration tab is seen by agencies that only do full client registrations Full client registrations are done on HIV infected clients Before beginning the client registration process the client signs the Consent to Verify Eligibility for Services and the Consent for Services forms see Appendix B staff completes the Client Registration form see Appendix B with the client and the client is screened for eligibility All required eligibility documentation is provided including proofs of health insurance coverage identity current residency within Houston EMA or HSDA for drug reimbursement current household income and HIV positivity for more information see the Eli
55. commonly used output type is the file which has the E icon The fourth column shows the Status of the report The status is usually Complete but if there is a problem the Status will be displayed as Failed If this happens a HelpDesk should be submitted with an explanation that includes the report name The fifth column is labeled Parameters and displays the parameters that were selected when the instance was run These are displayed on the output also The sixth column displays the Owner username of the person that ran the report and the seventh displays the Last Modified date date repor instance The last column is labeled Selected A check box is displayed to the user that ran the report So when jdoe is logged in there wil be a select box beside any report instances run by jdoe This allows jdoe to check one or more boxes and then click on the button to delete those instances ofthe report CPCDMS Contacts can delete reports created by any user Ater scheduling or rescheduling report the parameter selection screen is displayed which is foreach report The service subcategory code parameters have a penci conl Which when cleked shows only Ine subcategory codes for Ine Service Grant amp Contact Selected Muliple subcategory codes may be selected or the codes may be entered manual Afer he appropriate parameters are selected Ihe Burton clicked CPCDMS reports have standardized output The date and time t
56. cy staff or agencies may instructed to delete data e g encounters before the client can be deleted Harris County Ryan White Grant Administration CPCDMS Training Manual 3 rev 4102015 Medical History Lab Results To update medical data in CPCDMS select Updates and then Medical History Lab Results then enter the ClientCode The top section also includes a tab labeled View Latest Medical History which when clicked displays the most recent medical tests cross agency for that client By entering data onto this screen users are not billing for testing treatments or therapies but recording medical data This data can be entered at any time by facilities providing primary care and may be viewed by dental providers The agency entering the medical data does not have to be the record owning agency The first section on the Medical History Lab Results AKA Medical Update screen is the HIV Testing section To enter an HIV test result click the HIV Test box and enter ihe date of the test The Testing Location dropdown has diferent choices depending upon the agency Currently there are 5 Test Types from which to choose Blood Panel EIAELISA Oraquick Orasure and Western Biot There are three test results Positive Negative and indeterminate The Results Given selection is checked off if the test results have been given to the client and the date the results were given is filled in The Results Given information can also be fi
57. ding the 300 financial eligibility criteria and must have received primary care services in the previous 12 month period if not newly enrolled CE OOOO Wo foreach Rem Under Other Information select Yes No for each item based on fredy oie what the client self reports 0 ea tes e na e add The Homeless Status section has been changed to reflect a client s Housing Status and expanded It now includes the 13 options shown to the right Living in an Institution has been split up into 4 specific institutions Assisted Living Nursing Home Jail Prison Psychiatric Mental Health Facility and Substance Abuse Treatment Facility E For the Method of Exposure section multiple selections may be made If the client declines to answer select Risk reported or not identified omen E Hamm etc Multiple selections may also be made in the AIDS Medication Program Status section This includes enrollment in State ADAP Pharmaceutical Patient Assistance Program PAP and or Local Pharmacy Assistance Program LPAP If PAP is selected there are 3 three choices available HIV Meds MH Mental Health Meds and or Other Meds s mmm tre fe oran The Sexual Orientation and Sexual Behavior selections are optional Check the correct answer based on he mmm client s self report sl a The default cho
58. e are two sort selections available The selection criteria includes the incentive earned beginning and ending dates The report output includes the ClientCode Race Ethnicity Registration Date Current Record Owning Agency Incentive Dispersal Date Incentive Dispersal Agency Incentive Number Incentive Earned Dale and Client Satisfaction Survey Service Code The total number of incentives earned is also displayed Parameter Selections see screen below Sort Order 1 Select the primary sort order for the report default is ClientCode Sort Order 2 Select the secondary sort order forthe report usually Service Date Enter first incentive earned date mm ddiyyyy Defaults to January 1 of the current year Enter last incentive earned date mmidd yyyy Defaults to Dec 31 of the current year Choose the type of Report Output Select PDF Excel XML CSV TIFF or Web Archive The output shows the ClientCode Race Ethnicity Registration Date Current Record Owning Agency Incentive Dispersal Date Incentive Dispersal Agency Incentive Number Incentive Earned Date and Client Satisfaction Survey Service Code The total number of incentives earned is also displayed E Harris County Ryan White Grant Administration CPCDMS Training Manual n rev 4 1 2015 Import Users that have been given the import special right will see the Import tab on the left side of the screen Selecting Import
59. e following questions and fill in the circle next to the be answer 1 In the past two weeks how often have you stuck to your HIV medication Never Rarely Sometimes Most of the time All of the time 2 In the past three months have you had to pay for your medications wo Ye IF YES please answer the next question 3 In the past threo months how much money have you spent on your medications Answer that apply Some but could afford it amount I had to put off paying for food clothes or gascine to get my medications Avery larga amount had to put off paying ront utilities or other bil to get my medications _ sometimes skipped getting my medications because could nat afford them Haris County Pyan White Grant Administration CPCDMS Training Manual rev 4 12015 Outcome Survey Online Rehabilitation Services Sei administered Client Survey Tor Ryan White Tile T Drag Reimbursement service DRUG lentode TMBUT221557 Pam Date 19 19 2030 Performer uens 915 lease read the folowing and select the best answer 1 Inthe past two weeks how often have you stuck ta your HIV medication schedule Never C Rarely Sometimes Most of the Al of the time 2 In the past three months have you had ta pay for your medications No Yes YES please answer the next question 3 Inthe past three months how much maney have you spent on
60. e screen below Sort Order 1 Select the primary sort order for the report default is ClentCode Sort Order 2 Select the secondary sort order for the report default is HIV Meds of Enter Minimum Percentage of HIV Med Cap Defaults to 90 Enter Minimum Percentage of non HIV Med Cap Defaults 50 Enter ClientCode s separated by a comma Enter ClientCode s or ALL Choose the type of Report Output Select PDF Excel XML CSV TIFF or Web Archive On the parameter screen the user enters the minimum percentages for the HIV amp non HIV medication caps that they want included In the example shown above 90 was entered for the HIV medication cap and 50 for non HIV medication cap This produces a list of clients at over 90 of the HIV medication cap OR at or over 50 of the non HIV medication cap Also one or more ClientCodes may be entered to narrow down the list There are two sort parameters and both include ClientCode HIV Meds of Cap and Non HIV Meds of Gap The output displays the ClientCode and the Total amount and of Cap for both HIV Medications and Non HIV Medications The output on the next page shows that all of the clients listed were over 50 of the 3 000 cap for non HIV medications one client is already over the cap at 107 57 There were no clients over 90 of the 18 000 cap for HIV medications Harris County Ryan White Grant Administration CPCDMS Training Manual Abr15
61. ealth quality of cost effectiveness and knowledge attitudes and practices KAP where applicable Client level outcomes and indicators are tailored to the goals and objectives of each service category Data are collected using standardized outcome surveys for each service provided through the Ryan White Program The outcome survey tools were developed to gather information both service specilic and agency focused topics Each included Ryan White service category utilizes a unique outcome survey tool Except for legal advocacy outcome surveys a baseline and followup survey pair are done only once for each client service and agency Legal outcome surveys do not have baseline and followup pairs fter selecting Surveys Outcomes from the left navigation bar choose Ihe service that was provided to the client along with the language English or Spanish There is 6 e then usually only one survey subtype choice which is based on the service and language selected To produce a version of the outcome survey that the client can complete or the box that says Take survey online Alter pressing the Next button enter the ClientCode select a Service Performer oe this information is for agency use and enter the Survey Date The screen will display whether this is a baseline followup survey Most services allow one baseline and followup survey for each client If the client has not
62. ed Medication ifthe drug is not on the list or is inactive a Drug Waiver Request must be submitted to RWGA Grants Management for approval After the user enters atleast two characters into the drug field a list of drug names containing those characters are displayed and can be selected The drug name entered must match the subcategory selected or else an error message willbe displayed If the agency has an ADAP dispensing fee which the client is unable to pay ADAP Dispensing Fee is selected There is no transaction reimbursement for ADAP dispensing fees Dispensing more than 5 bottles 2825 per client per day for ADAP Dispensing Fees will require a confirmation the agency The last entry is the dollar amount for a medication reimbursement or 5 per bottle for an ADAP dispensing fee This service is funded by Ryan White Part A and grants The RW Part contract establishes the maximum billable transaction cost at 30 Clients are limited to a maximum of 18 000 of HIV medications and 3 000 of HIV related medications per contract year Recipients of drug reimbursement services must live in the ten 10 county Houston HSDA Clients must also meet the RW Part A financial eligibility criteria of lt 500 of the federal poverty level to receive HIV medications and lt 300 to receive HIV related medications The drug Fuzeon which is nota part of the approved formulary requires a waiver and may be approved on a case by c
63. ed for 60 days or less unless the agency is the record owning agency in which case there is a 30 day restriction A non record owning agency should refer the client back to the record owning agency to get their eligibility updated as soon as possible and such referral should be documented in the client s file The General Client Information section asks for data pertaining to the client s demographic information Enter the modified adjusted grass income for the client s entire household for this purpose a same sex partner is not considered to be a household member Generally MAGI is the adjusted gross income for the household plus non laxable social security benefits tax exempt interest and or foreign income This is a 5 digit field so if the client s income is 100 000 or more then enter 99999 A client whose income exceeds 100 000 will only be eligible to receive services that have no financial eligibility criteria More details on calculating income can be found in the policy and procedure for Determining Household Income document located on the RWGA website at httov www hephes org cms One aspxportalid 73056 amp pageid 115261 Next enter the number of Family Members in the client s household be sure to include the client in this number The combination of these two fields produces data that determines Poverty Level which is calculated and displayed The birth gender and current gender selections are currently based on the client s
64. ed to determine whether a client is eligible for Ryan White services There are 5 choices for HIV documentation 15 for Identification 9 for Residency and 16 for Income and a selection must be made for each co Documentation of HIV positivity CPCDMS is done only once at initial registration for new clients and does not have an expiration date except for anonymous tests which are only valid for 60 days Other agencies providing services must also collect HIV documentation which is then placed in the client s file The five 5 HIV documentation selections are shown below HIV Documentation Selections Conpuergerered HN es WER PUR NRT cs Gr COR eng par Eimer or eter Teal progress role hosptal discharge or siriar document Signat y mede WORSEN Beonyreus HIV test esl wih org formato raid Tor 60 days Taras Dept of Criminal usa TDCI pysian compie orca om CFT The primary and preferred document in determining identification is the Texas Driver s License Most eligibility documents are valid for one year client must provide a verbal attestation of no change in residency or income at 6 months in which case the eligibility expiration date is set lo 365 days after submission The first exception is the HIV documentation type of Anonymous HIV test result The second is the Temporary Agency Affidavit AKA self affidavit signed and dated by client which residency ver
65. elete rights in CPCDMS have the ability to change or delete services provided by their agency To access this choose Search Encounters from the left navigation bar enter the date range required and then enter at least one of the remaining search criteria Client Code Service Type Service Performer Subcategory Code s Contract Number Race or Hispanic Indicator After clicking on the Search button encounters matching the search criteria up to 100 per page are displayed The total number of encounters matching the selected criteria is shown in the Search Results section Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 Ifa contract number is selected an additional section titled Update Encounter s is displayed This allows the user to move some or all of the editable encounters to a different contract To do this select the new contract number from the drop down list only current contracts for a selected service or contract number are displayed Then click the checkbox beside each encounter to move delete or click the All checkbox to select all editable records in the search results After selecting All those that should not be moved can be unchecked one by one Once the correct encounters are checked click the Block Move button Only 100 encounters can be movedideleted at a time but the previous criteria selections are kept so that it can be easily repeated
66. en Harris County Ayan White Grant Administration CPCDMS Training Manual Centralized Patient Care Data Management System Medical History Lab Results Update Screen Female rev 4 1 2015 P Pere Vae one epatis Rocca erie Compe D 2 eneumacyatia Pneumonia PCP Prophylaxis Haris County Pyan White Grant Administration CPCDMS Training Manual 100 rev 4 12015 Centralized Patient Care Data Management System Medical History Lab Results Update Screen cont Haris County Pyan White Grant Administration CPCDMS Training Manual 101 rev 4 1 2015 Centralized Patient Care Data Management System Pediatric Update Screen Symptoms a Lacu Harris County Ayan White Grant Administration CPCDMS Training Manual 102 rev 4 1 2015 APPENDIX B FORMS AND INSTRUCTIONS All of the forms below can be found on our website at 3056 amp pageld 115242 http www hcphes org cms One aspx portalk Client Code Creation Instructions This isa Word document with file size of 34 KB Client CPCDMS Refusal Form This isa Word document with file size of 23 KB Client Record Update Form This is a Word document with a file size of 89 KB Client Reco
67. ent Medication Caps Abr159 Missing Screenings Abr162 Client Satisfaction Incentives Earned and Issued Import Create Data Dictionary File Export Drug Table To File Import Assessments Encounters Mod iab Reval Method of Exposure Substance Abn Hh Manage Previous Batch Verification Search Edit Delete Block Move Assessments Search Bus Voucher Search Encounter Search Medical Lab Search Client Satisfaction Survey Incentive Scarch Survey Search Surveys Client Satisfaction Surveys Outcome Surveys Help FAQ under revision Help Desk MyPassword Policies and Procedures under development Remote Support under development Training Manual Forms Links Personnel Add Change Service Performer Online Training Request User Account Mgmt ECLIPS Referral Logoff Harris County Ryan White Grant Administration CPCDMS Training Manual MODULE 4 POLICIES AND PROCEDURES Agency Based Computer Equipment Client Refusal to Participate in the CPCDMS CPCDMS Confidentiality APPENDIX A SCREEN EXAMPLES Registration Partial Registration Client Update Partial Registration Update Medical History Lab Results Pediatric Update APPENDIX B FORMS AND INSTRUCTIONS The forms can be found on our website at rev 4 1 2015 91 95 1 1 103 http www hcphes ora cms One aspx portalld 730568pageld 115242 APPENDIX C ACTIVE SUBCATEGORY CODES APPENDIX D ASSESSMENT SCALES Glo
68. eport usually Service Date Enter Beginning Deletion Date mm dd yyyy Defaults to January 1 of the current year Enter Ending Deletion Date mm dd yyyy Defaults to December 31 of the current year Enter first service date mm dd yyyy Defaults to January 1 of the current year Enter last service date mmidd yyyy Defaults to December 31 of the current year Select Contract 1 Select a CPCDMS contract number or ALL Enter SubcategoryCode s Click the pencil icon to select one more subcategory codes manually enter subcategory codes separated by commas or enter ALL Select Version Select the Auditor or RWGA version Choose the type of Report Output Select PDF Excel XML CSV TIFF or Web Archive abr039 Deleted Encounters Toschedie the epo Nest cheese values far the parameters blew Sort order amm sortOrder2 E ter Beginning Deletion Date 0 4 nerf Enter fist service date yr 2013 0 30 2013 Select Contract 1 Eu Epp ccn csv ouc Select version Choose te type at Report o um The parameters shown above selects certain case management services MCCM PCSLW CMLIC and CMSLW provided in September 2013 and deleted in March 2014 The results are sorted by ClientCode and then service date The Auditors version of the output on the next page shows there were 9 encounters deleted A summary of services is included along wi
69. erform those duties HelpDesk users must have a valid email address Agencies without external email for all employees have designated staff who will submit HelpDesk cases The HelpDesk is located at hilp www hcohes org cpcdmsHELP After accessing the website HelpDesk users are presented information about the current state of the CPCDMS If it states that CPCDMS is experiencing problems then there is no need to submit a HelpDesk case Users can also a list of Frequently Asked Questions or search the HelpDesk for solutions without logging in To enter the HelpDesk CPCDMS username is entered into the box provided see above and then the Login button is clicked there is no password to login to the HelpDesk Once a user is logged into the HelpDesk there are several options to choose from see below The user can click on Contacts to see the agency CPCDMS contacts click on myPassword to reset their password or unlock their account see the myPassword section for further information choose a selection from the dropdown to submit or edit a HelpDesk ticket Create Harris County Ryan White Grant Administration CPCDMS Training Manual s rev 4 1 2015 New Case and Show Open Cases are the most frequently used dropdown selections The first time a user logs into the HelpDesk the Request CPCDMS Quiz choice should be selected to request a link 1o the quiz this is done afte
70. erred Adobe Flash Player must also be installed to view the CPCDMS training presentations and take the quiz All three programs are available online free for download if a system does not already have them Portions of CPCDMS have also been updated to allow access via Apple s Safari Mozilla s Firefox and Google s Chrome browsers via Microsoft Windows or Apple Mac OS X These Updates are currently limited to encounter data entry registration batch import encounter search and reports Should an organization find other sections of CPCDMS that require updates to accommodate these additional browsers a HelpDesk ticket should be submitted for consideration Training Requests and User Account Creation or Changes Requests for CPCDMS new user training or changes to a user s account i e account deletion access changes are made by an agency s CPCDMS Contact person The CPCDMS Training Request form is completed by selecting Personnel Online Training Request Users must have a valid email address at the requesting agency before being set up in CPCDMS After completing the online form and pressing Submit the request is sent to RWGA The CPCDMS User Change Request form is completed by selecting Forms Other CPCDMS Forms and then selecting the appropriate link After filing in the information the form should be printed authorized by a CPCDMS contact and then faxed to RWGA The form can be also be accessed directly via the RWGA website without g
71. ers agency from the City of Houston ECLIPS program The ClientCode ECLIPS scheduler service performer appointment date and appointment time are displayed Click on the View button to see more information about the referral ers Saeed BYECLIPS Serye Performer Appoimment Appoinment OKOROMA NT Logoff Clicking on the Logoff tab logs the user out of CPCDMS Harris County Ryan White Grant Administration CPCDMS Training Manual 90 rev 4 1 2015 MODULE 4 POLICIES AND PROCEDURES Harris County Public Health amp Environmental Ser Ryan White Grant Administration AGENCY BASED COMPUTER EQUIPMENT POLICIES AND PROCEDURES Thereceipt storage and maintenance ofagency based computerequipment willbe handledin consistent manner ROCEDURE 1 Agencyrequestsforcomputerequipment are made via the CPCDMS HelpDesk and should contain an explanation of why the equipment is needed If approved the equipment is delveredto the funded agency andis signed forby the receiving agencyatthetime ofdetvery A copy of the signed Equipment Placement Form is givento the receiving agency The original signed formis kept at Ryan White Grant Administration RIGA 2 RWGAis notifedif equipment is moved atter its initial deployment so that the new location canbe notedinthecomputerinventory database 3 Upgradingupdating of workstation operating systemsis a constant ongoing operation which willbe perfo
72. ervices should not be provided to clients whose FPL exceeds the cap established by the RW Planning Council for each sonar necem service category The client s and ethnicity ERAT may also be used in tent determining eligibility for services The primary care Eme mn dental and vision visit information may be used to ils Harris County Ryan White Grant Administration CPCDMS Training Manual 78 rev 4 1 2015 track referrals If the client is not in CPCDMS then a registration site should register the client see Registration section and non registration site should refer the client to registration site Clients who are registered but their eligibility is expired should be referred back to the Tecord owning agency to get their eligibility updated as soon as possible and such referral should be documented in the client s file A non registration site can be reimbursed for services provided for up to 60 days after intake for unregistered clients or clients whose eligibility is expired He or she should be referred to a registration site to get registered as soon as possible and such referral should be documented in the client s file The Most Recent SOI field choices and their descriptions can be displayed by clicking on the SO Descriptions button If a client has earned an incentive by completing a client satisfaction survey then the screen dis
73. es fr tne parameter below order for the report usually CiientCode somorters Sort Order 2 Select the secondary set neri order for the report usually meme Lis Service Date Enter first service date SD CEEI mm ddiyyyy Defaults to January ewesenes 1 of the current year d Enter last service date Saa comc V Sor me curet year e Select Service Select a service were made mem ad yy 1 codo or ALL Select Grant Select the tunding Source leg Pyan White Part Ryan Pemtimtteio mel cres ue White Part B DSHS or ALL Select Contract 1 Select CPCDMS contract number or ALL e oii Enter SubcategoryCode s the pencil icon to select one or more lt u subcategory codes or manually enter subcategory codes separated by commas or enter ALL Enter first date when changes were made mmiddiyyyy Defaults to Jan 1 of the current year Enter last date when changes were made mm dd yyyy Defaults to Dec 31 of the current year Select Service Performer Select a service performer or ALL Enter ClientCode s Enter CiientCode s separated by commas or ALL Select Version Select the Auditor or RWGA version Choose the type of Report Output Select PDF Excel XML CSV TIFF or Web Archive The parameters shown above selects health insurance services provided to 3 specified clients in April 2014 a
74. gibility Verifications section From the main screen choose Client Registration to begin the entry of a new client into CPCDMS The client s unique 11 character ClientCode is entered The creation of the GlientCode is discussed in the section on ClientCodes If that exact code is already in an error message will be displayed If it is not already in CPCDMS a list of similar codes may be shown These either have the ame rel 4 EORR UN MR same date of ith a Sonde GlenCode more formation i needed about one of ha nus click on it and the Verification page will be displayed for that client The registration screen RENI215571 HCHO can be re displayed by weuarsszrRoD pressing the Back button mm O BEIM the Internet Explorer bar If the ClientCode is not already in CPCDMS press the lt Next gt button to continue to the Client Registration data entry screen The Case Number field is an optional field It is for agency use only and can be entered in any format CPCDMS is not responsible for tracking or storing this information C H Casenumber number is an optional feid CPGUNS ie not response for tracing or stoning this number The Client Information section collects the client s middle initial the first three letters of the mother s maiden 008080808080 and the clients partial
75. had a previous outcome survey generated for that service then CPCDMS will designate it as a baseline survey If a survey has already been generated and was within 365 days prior to the current entry then CPCDMS designates the next survey as a followup survey If the previous survey is more than 365 days prior then the next survey is designated as a new baseline survey followup survey cannot Harris County Ryan White Grant Administration CPCDMS Training Manual s2 4102015 be on the same date as the baseline If the client already has a baseline and followup survey generated the screen will display Assessments Complete for this Survey and Client Press Next to generate the online survey and have the client answer the questions before pressing the Submit butlon see rehabilitation services example In Appendix E To print out the outcome survey the Take survey online box is not checked After pressing the Next button multiple outcome surveys may be generated and printed by entering a ClientCode Date and Service Provider and then pressing the Add button lor each client that should be included Once all clients have been selected press the Submit button A new screen will be displayed and the user can click on the displayed link to open and print the survey s that were selected see drug reimbursement example in Appendix The survey is then given to the client to complete and if returned to the agency is then ma
76. hat needs editing what changes are being made and why the change is necessary Encounters that have already been submitted for billing should not be edited or deleted without the approval of the Grants Management section even if they are less than 60 days old Assessments Search Agency users that have Edit Delete rights in CPCDMS have the ability to delete assessments which their agency issued To do this choose Search Assessments from the left navigation bar Enter a date range required and either the ClientCode Assessment Type or Service Performer Assessments cannot be edited but can be deleted Harris County Ryan White Grant Administration CPCDMS Training Manual rev 91 2015 Bus Voucher Search Edit Delete Agency users that have Edit Delete rights in CPCDMS have the ability to change or delete bus vouchers which their agency issued Editable information includes bus voucher BV distribution dates numbers types and values To do this choose Search Bus Vouchers from the left navigation bar and enter a date range required The ClientCode or the BV number may also be entered to refine the results Editable data includes the BV date number type andor value eee ie Changes to BV data should be reported to Vicki Cerna mn Bellin the Grants Management section Encounter Search Edit Delete Block Move Agency users that have Edit D
77. he report was run the report and version and the page numbers are in the same place on all of the reports Information on the most frequently used reports see list below is included on the following pages Report No Report Description Report Type Abr 30 Biling History Unit Subtotals by Chant amp Month of Service Biling A33 Contractor Expense Report Women Infants Children amp Youth Ting 5039 0999 Encounters Biling A052 Back Biling History Biling Abr 68 Service Utiization Report we Age Groups amp SubCar Inc Excr Daia AbrT3T Contractor Expense Report WICY Back Biling Report Abri34 Contractor Expense Report WICY Deleted Encounters Biling Abris7 Unknown AIDS Status Daia Client Medication Caps Data Abr159 Missing Hep BIC or Pap Smear Screening Data Harris County Ryan White Grant Administration CPCDMS Training Manual 48 rev 4 1 2015 Abr030 Billing History Unit Subtotals by Client amp Month of Service The abr030 Billing History report is designed to allow agency users to produce a list of services i e encounters provided during a selected time period It is usually produced for a particular month and contract number and then attached to the corresponding Contractor s Expense Report CER so that the agency can be reimbursed for the services provided A CER for a Ryan W
78. hite contract that has multiple subcontracts listed as contracts in CPCDMS should include a Billing History repor for each subcontract For example contract 11GEN1989 will have a Billing History report for CPCDMS contracts 11GEN1989AA 11GEN1989WHT and 11GEN1989DRUG Up to 5 CPCDMS contract numbers or ALL can be selected allowing users to produce a report that shows the services billed to the entire Ryan White contract Only contracts for the service and grant selected will be displayed Each contract number selection also has an associated service subcategory code selection box One or more service subcategory codes can be selected entered for each contract chosen Only service subcategory codes for the service grant and contract selected willbe displayed Other available selections include the service performer grant service race ethnicity and specific ClientCode s The Select Version parameter has two choices RWGA and Auditor Both are printed by the agency and attached to the CER The RWGA version is kept by Grants Management and the Auditor version which has a redacted ClientCode is sent to the auditor s office for review Parameter Selections see screen on next Sort Order 1 Select the primary sort order for the report default is CientCode Sort Order 2 Select tho secondary sort order for the report default is Service Date Enter first service date mm ddyyyy Defauls to January 1 of the current year Enter
79. ic Origin are chosen then a subgroup selection will show up and an option must be selected After submission an email is sent ie vse to RWGA for review approved or denied or more information is needed an email is sent to the contact person that submitted the request Client M L Mother s Maiden To update a client s middle initial and mother s maiden name select Updates Client mmm Mother s Maiden then enter the het Die eter ClientCode If the client already has QM 1812 in those ee fields an error message will be returned This is because once dal into those fields they cannot be altered If the client s middle initial or mother s maiden is unknown 9 s should be substituted Press Submit to save the data Harris County Ryan White Grant Administration CPCDMS Training Manual 36 rev 4 1 2015 ClientCode Change Updates ClientCode Change enter a ClieniCode enter the new ClientCode then select a Reason For Change There are currently four 4 selections as shown here Female Last Name Change reflected on TDL is selected when a female client s last name has changed and the change is reflected on the TDLITID If the client meets these criteria the change will be processed automatically Data Entry Mistake client registered lt 30 days prior is selected for recently registered clients whose name or date of birth portion of the ClientCode was entered incorrec
80. ice is DECLINED Harris County Ryan White Grant Administration CPCDMS Training Manual E rev 41 2018 Next enter the HIV Diagnosis Year This is the year the client was first diagnosed with HIV based on client self report If the client is unsure ask for thelr best estimate Ez The client is also required to provide documentation of HIV positivity see Eligibility Verifications section The Stage of Illness section choices apply to clients over the age of 12 except for Pediatric Check the correct answer based on written documentation signed by a medical professional NOT client self report If documentation is unavailable or the client is not receiving medical care select HIV unk AIDS status If Pediatric is selected then upon completion of the registration select Updates Pediatric Updates and enter information about the client s symptomolagy ont 0008 Select arik one une NDS status C HN Nok ADS C Hv ADS C Podiatric The Other Health Care Issues section applies to clients over age 12 and is optional Check all that apply based on client self report Multiple selections are allowed foment 7 CIT IEEE n rate or tas Test Tested tor vec The last section is Needs Assessment Check all services needed by the client at the time of registration only Base the answers on what the client states is needed AND on the initial assessment
81. ides 11 subcategory selections see screen below These subcategories can be distinguished by the type of service performer to Which they can be billed A service linkage worker only provide services for the four subcategories as CMSLW but a licensed case manager or CMLIC can be selected for any of the subcategories listed This means that licensed case managers can provide and bill for service linkage but service linkage workers may not provide or bill or medical case management Keep in mind that comprehensive assessments and service planning can only be done by licensed case managers Agencies may be reimbursed for up to two units 30 minutes for a comprehensive assessment or service plan and one unit 15 minutes for a brief assessment The CPCDMS default values for these subcategory selections reflect these restrictions Only two assessments and two service plans may be billed per contract year for each client A maximum of 4 hours per month of Client Specific Supervision by MCM may be billed to RW Part A for each supervisor After selecting the subcategory the number of minutes is entered Primary Care case management services may not be billed to Part A Minority AIDS Initiative MAI contracts Choosing Lab displays 4 different billable laboratory tests see list to the right CD4 Count and Viral Load Test choices are no longer allowed since these are included in the cost of the medical Phenemos Assay vis
82. ification The third is the Agency temporary affidavit Harris County Ryan White Grant Administration CPCDMS Training Manual n rev 41 2015 signed and dated by client which is an income verification If one of these three documents is submitted CPCDMS sets the client s eligibility to expire 60 days after the submission date date of registration or eligibility update The fourth is Proof of application for Social Security which is also an income verification and is valid for 6 months In this instance a client s eligibility is set to expire alter 180 days This prevents agencies from unknowingly providing services to clients who fail to submit the required eligibility documents It the client does not provide ALL required verifications the client cannot be registered or updated in the CPCDMS until the information is provided More details on eligibility documentation can be found in the Ryan White Part A Medicaid and Medicare Eligibility Verification Policy and Procedure located on the RWGA website at hitp www hephes org cms One aspx portalid 730568pagei 15261 Identification Selections Ta Cah Pa Employee Badge wih cure Tit Cra cannot be ued by rered namen D fom Cum har Ran US Simmigaten Natrsizaton or Clzeneip Card im Fire LeteronLeerhad fom another Soci Seni Ap Passport Divers bas or Card To aati US Card
83. iled to RWGA Client Survey Ryan White Title Health Insurance HS omer LCHS 915 russe carte nin ana normo mie read the folowing questione end fin the circle neat to the best anser Inh posts mons hava you sean a doctor ra urs for your Iino Ye generation by the agency More information is available on our website under Evaluation and QM Outcomes Evaluation hiip www hephes org ems One aspx portalld 73056 amp pageld 107850 Harris County Ryan White Grant Administration CPCDMS Training Manual 83 rev 4 2015 Help For additional information and other help select Help on the Navigation bar There are 5 choices available as shown at right FAQ under development Help Desk The HelpDesk is a separate application that is available even when CPCDMS is not It should be used for most communications with RWGA CPCDMS Support Staff This includes but is not limited to requests to enter editidelete encounters beyond 60 days lor data requests to report problems with CPCDMS and to request additional data elements to be added to CPCDMS It should not be used to request that a user s account be unlocked or a password reset A user should set up a profile see myPassword section so that he can unlock his own account or reset his password If a user cannot perform these functions or does not have a profile set up one of the agency s CPCDMS contacts must p
84. in 7 days of the registration date After that time one of the agency s CPCDMS contacts must submit a HelpDesk request For the Primary Care Provider question if the provider s name is not included in the CPCDMS drop down list select UNKNOWN The next question is what primary service is being requested and whether the client is being placed on waiting list for that service If case management is among the requested services enter Case Management If Primary Medical Care but not Case Management is among the requested services enter Primary Medical Care Harris County Ryan White Grant Administration CPCDMS Training Manual 13 rev 4 2015 Boomer OCT The Initial Client Status section has two choices Open and Closed This field only refers to case management at the record owning agency ihe client is not currently receiving case management services from the record owning agency the Client Status case mame status Coen gt should be entered as Closed In this case the record owning agency can still bill for non case management services provided and other agencies can bill for all allowable services including all allowable Case Management services provided This does not in any way alter the rules pertaining to providing services to clients whose eligibility has expired Agencies can be reimbursed for services provided to clients whose eligibility has been expir
85. ion Alter selecting Assessments the kind of assessment and then entering the ClientCode the assessment data entry screen is displayed The top section of all assessments contains the similar information see example below The Assessment Date is entered and the Service Performer is selected from a dropdown menu This information is then used to compute the Assessment Type Baseline Followup for Clinical Case Management Hospice and Rehabilitation assessments The assessment date is entered in mm ddiyyyy format and cannot be more than 60 days prior to the entry date without receiving extended access The service performer is the staff member who performed the assessment and is selected from a dropdown lis The second section on the assessment screen is specific to each assessment and is discussed under that section The bottom section shows any previous assessments of that kind recorded for that client After all information is entered the Submit button is pressed Adult Day Care Assessment The Adult Day Care Assessment is completed by agencies providing Ryan White adult day care services After entering the ClientCode Assessment Date and selecting the Service Performer the Assessment Type Baseline Followup is automatically calculated If a previous assessment has not been recorded in the 365 days prior to the entered assessment date then the type is classified as Baseline If a baseline assessment
86. ion date and does not need to be updated For more information on acceptable HIV documentation refer to the Eligibility Verifications part of the Registration section The primary and preferred form of identification is the Texas Drivers License Except for the record owning agency a printout of the CPCDMS Client Verification screen see Verification section for more information showing the client s current eligibility expiration Harris County Ryan White Grant Administration CPCDMS Training Manual 17 rev 4 1 2015 date can be used as documentation of residency and income The federal poverty level FPL is used to determine financial eligibility for funded services Services should not be provided to clients whose FPL exceeds the cap established by the RW Planning Council for each service category Other allowable identification income and residency documents can be found in the Registration Eligibility Verifications section All agencies providing insurance billable services must also obtain verification of health insurance coverage agency can be reimbursed for services provided to clients whose eligibility is not expired If the client s eligibility is expired for 60 days or less the agency can be reimbursed if they are not the record owner The client should be referred back to the record owning agency to get their eligibility updated as soon as possible and such referral should be documented the client s file The client s record ow
87. it CD4 and Viral Load test results are stil entered separately Loic tt under the Medical History Lab Results section After selecting the lab test the value dollar amount is entered Harris County Ryan White Grant Administration CPCDMS Training Manual 24 rev 4 1 2015 The Other subtype selection has 3 choices Nutritional Assessment Intake Labs and Medication Education tomna are for HCHD use only The Nutritional Assessment selection is for the use of HACS LCHS and SHF is performed by a licensed dietician initiated upon a physician s order and is to be billed only to Ryan White Part A Only one nutritional assessment can be billed per client per contract year nutritional assessment visit may or may not occur the same date as a medical office visit Intake Labs Medication Education and Selecting Procedure offers 27 subcategory choices see list to the right After selecting the procedure the value dollar amount is entered The last subtype choice is Medical Visit with 12 subcategory choices see list below The Physician Extender subcategory is to be used when the client sees a Physician s Assistant PA or a Nurse Practitioner Beide termed with Vater NP instead 2 es on ee MD If a client is examined by a or NP and an MD onthe same li day then only the Physician s visit may be billed Clients requesting vision care should receive these services at their prim
88. lled in later by doing a search on the HIV test result see the Search Medical Lab Search section for more information Entry of data into this section is optional for most agencies It is not used to determine eligibility for RW Part A services The Test Results section has seven choices CD4 Vial Load ANC Hemoglobin Platelet Count WBC and Other If any test result except for Otheris selected a value and a test date are entered If Other is selected then CBC Chest X Ray GenoType or PhenoType should be selected and the test date entered The ranges for each test are CD4 0 99999 VL 0 99999 ANC 0 9999 Hemoglobin 14 18 Platelet Count 150 400 and WBC 4 12 If a CD4 count is less than 200 a warning message will be displayed if the client s stage of illness is not HIV AIDS If the maximum value for any of the tests is over the listed maximum then enter the maximum amount The Screening Treatment section allows the selection of values results for each of five screening tests Hepatitis B Hepatitis C Syphilis STD and TB Choosing Hepatitis B Hepatitis C STD or Syphilis allows only two 2 value choices Negative or Positive The selection of TB has four choices Negative Positive Indeterminate or Unk no return LTF Hepatitis B positive for this purpose means that the client was screened for Hepatitis B and was found to have an acute or chronic infection ie client is
89. lts are sorted by ClientCode and service date The output on the next page shows there were 8 encounters totaling 6 transactions one of the same type of service per client per day Harris County Ryan White Grant Administration CPCDMS Training Manual rev 9 2015 Abr131 CER WICY Back Billing Report Output HARRIS COUNTY PUBLIC AND ENVIRONMENTAL SERVICES RWGA CER WICY BACK BILLING HISTORY eset BE Es gy Oe MD Spe wee p Xr na nam mai mE E es 1 oup CSS we ses ToL E sur D SUWIARTTORURUGS sorum HV Moision xs TOTAL YOUT WOMEN es HV Median ms sms The ruber of vaitstransaaiono viakivaneacicn eaniee per dirt per day tasty Harris County Ryan White Grant Administration CPCDMS Training Manual rev 91 2015 Abr134 Contractor Expense Report WICY Deleted Encounters Report The abr134 CER WICY Deleted Encounters report is designed to allow agency users to produce a list of services Le encounters provided to women infants children and youths less than 25 years of age deleted after they have already been submitted to RWGA Grants Management for reimbursement It is usually produced for a particular month and contract number One or more service subcategory codes can be selected entered for the contract chosen This report is used in conjunction with
90. matically regardless of the eligibility expiration The Consent for Transfer form must still be signed by the client but as with other transfer requests itis not sent to RWGA It is retained in the client s file All client data should be entered into CPCDMS before approving the transfer of a client to another agency the Update Client data entry screen will not be available for that client after the transfer has been processed cient code Select the new record owner case manager from the drop down list below code Registration Date0 5 2012 ens Ameren Sm pen Davis Expred 120 label Pena CHSLW I35S onsentfor Transfer form has been Fed by Houston area Community senice rd Owner Ernesto Hadas CLC 706 Sandoval me Jones sandy Perez Saner Harris County Ryan White Grant Administration CPCDMS Training Manual rev 41 2015 Update Client Record Registration Update On an annual basis the record owner meets with the client face to face to update the client s eligibility If the Consent to Verify Eligibility for Services and the Consent for Services forms see Appendix B are expired new ones are completed and signed by the client Staff completes the Client Registration Update form see Appendix B with the client and the client is screened for eligibility All required documentation is provided including verification of current reside
91. ncy within the Houston EMA or HSDA for drug reimbursement services current household income and insurance coverage ID documentation does not need to be updated unless the client s name or gender changes Client eligibility updates must be entered into CPCDMS within 14 working days The agency may bill RWGA for this update under case management The client s record may also be updated at any time for other reasons which may or may not be billable An agency will only be paid for the time spent processing one client eligibility update per client per 12 month period At the six month point between eligibility updates the client must provide a verbal attestation that there has been no change in his her residency income or health insurance information The format and frequency of documenting the attestation wil be based upon the agency s RWGA approved Verbal Attestation Policy This information is not entered into CPCDMS From the main screen choose Updates and then Update Client Record to begin the process The client s unique 11 character ClientCode is then entered and the mast current information for that client is displayed The client record update will only display those fields which may be updated by the agency Changes to other fields may be requested by the CPCDMS contacts via the HelpDesk The first section is the Client Status section The Case Mgmt Status field has two choices Open and Closed If the client is not currentl
92. nd entered or last updated into contract 14LCHOOPTBHINSNP on 6 6 2014 The results are sorted by ClientCode and service date The RWGA version of the output on the next page shows there were 3 encounters for the 3 clients selected Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 2015 Abr052 Back Billing History Report Out nm Ars id eo aos UOeSUPISA esu SS p E sucio serio imer w soa ens aea enn ao emire tenno vanan roya romintay u sus do ox DATE Ed Jaen emen a ewe po RRS poo ing py ss Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 Abr069 Service Utilization Report SUR The abr069 SUR w 8 Age Groups amp SubCat Incl Excl report is designed to produce a table of unduplicated clients served in a selected time period Up to 5 CPCDMS contract numbers or ALL can be selected allowing users to produce a report that shows the unduplicated clients receiving services billed to an entire contract Each contract number selection also has an associated service subcategory code Subcats selection box One or more service subcategory codes can be selected entered for each contract chosen Other available selections include the service grant and service performer Parameter
93. ning agency be reimbursed for services provided to clients whose eligibility has been expired for 30 days or less but it is advisable to update the client s eligibility before it expires The top section of all encounter screens contains the ClientCode If the Get Info button is pressed the clients race zip code poverty level family size eligibility expiration date and county are displayed The section labeled Record Owner Information contains the record owning agency information and the client s eligibility expiration date and status This section is not editable The third section varies by encounter and will be discussed separately The fourth section labeled Encounter Information has elements that are the same for all encounters Included are Bill Grant Code Target Group Contract Description Service Date Agency and Performed By The Bill To selection will display the most recent contract numbers for the agency and defaults to the last contract number selected for this type of Encounter The Grant Code Target Group and Contract Description for that contract are then displayed The service date can be entered in several different formats with the easiest being mmddyy CPCDMS will convertit to the proper date format Encounters with service dates lt 60 days before the registration date can be entered into CPCDMS once the client is registered It extended access is needed service date i
94. nless they have had a court order recognizing the change Transgender data will be collected on the registration screen It the first or last name is less than 3 characters long a 9 is used for the 3 letter Special characters such as apostrophes dashes and periods should be used if they fallin those positions If a client is found to have the same ClientCode as another client registered in CPCDMS an asterisk TZ should be substituted for the client s gender in the ClientCode Contact mowe RWGA via the HelpDesk for further instructions Ifa ClientCode has been registered incorrectly or the CllentCode needs io gy be changed for other reasons CPCDMS contacts may request the change SII by selecting Updates ClientGode Change see that section for more Encounters information Ifa client has a valid TDLITID then the ClientCode should Assessments always reflect that data Updates Reports Import Main CPCDMS Screen Layout Verification Search After logging in to CPCDMS the user will see the Navigation Bar on the left hand side of the screen see right On it wil be displayed the date the User s agency and username Below that are the choices available to the user based upon the user s Role Special Rights if any agency affiliation e 9 only record owning agencies see the Registration tab and whether or not they are a designated CPCDMS contact person for their agency Personnel ECLIPS Referral gott
95. not be displayed until the Pregnant checkbox is checked again As with other data on the Harris County Ryan White Grant Administration CPCDMS Training Manual 40 rev 4 2015 Medical Update screen you can click on the Click Here For Last Record selection to see the last pregnancy data entered oo _ cA res de en numis _ _ At the bottom of the Medical Update screen the client s latest CD4 count and Viral Load tests are displayed This completes the Medical Update screen Press Submit to save the dala entered on the screen or select a button from the navigation bar to quit without saving Pediatric Updates The Pediatric Update is used to enter the Stage of Illness for pediatric clients or to enter a seronegative conversion date To do this select Updates Pediatric Updates and enter the ClientCode The Pediatric 801 has three components age group symptomology class level of signs and symptoms and level of immunosuppression based on lowest CD4 count The client s age group is determined by the client s date of birth and the symptomology date filled in when the symptomology class is entered The symptomology class is chosen from a drop down that includes Mild Moderate Severe None and Not Applicable Once the new symptomology date and class have been entered the system will calculate the Client s age group and suppression level If the client has
96. ns amp Symptoms CD4 500 AIDS CD4 gt 1000 AIDS AIDS CD4 lt 500 up 6 12 years NI Asymptomatic CD4 gt 500 N2 Asymptomatic CD4 200 499 N3 Asymptomatic CD4 lt 200 AI Mild Signs amp Symptoms CD4 gt 500 A2 Mild Signs amp Symptoms CD4 200 499 A3 Mild Signs amp Symptoms CD4 lt 200 BI Moderate Signs amp Symptoms CD4 gt 500 B2 Moderate Signs amp Symptoms CD4 200 499 B3 Moderate Signs amp Symptoms CD4 lt 200 AIDS CD4 gt 500 AIDS CD4 200 499 Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 Transfer Client The two transfer request selections that were available in CPCDMS under Updates have been merged into one procedure After selecting Updates Transfer Client enter ClientCode select a new record owner from the dropdown verity that the client has signed a Consent for Transfer form and then press Submit The system will either 1 process the request automatically for clients whose eligibility has been expired for more than 180 days or 2 send an email request for transfer to the CPCDMS contacts at the record owning agency for clients whose eligibility is not expired or has been expired for 180 days or less This feature is only seen by users that have been given this special right by one of their agency s CPCDMS contacts A client whose record owning agency is currently the Harris County Sheriff s Office HCJ will be transferred auto
97. ntry person can do and in addition can enter and update client registrations update pediatric data and enter medicallab data with a few exceptions only if the user s agency is primary care provider Harris County Ryan White Grant Administration CPCDMS Training Manual 6 rev 4 1 2015 Special Rights There are also special rights that can be granted to users see list below 1 ediidelete encounters bus vouchers and client satisfaction survey incentives 2 transfer cient from one case manager to another within the agency 3 transfer cient request from other agency 4 import data into CPCDMS 5 access reports 6 enter surveys and assessments 7 delete surveys and assessments 8 manage agency personnel CPCDMS accounts CPCDMS contacts only Other Restrictions There are other restrictions that affect user access to CPODMS Users as a general rule have 60 days to enter edit or delete data e g encounters bus vouchers surveys assessments survey incentives medical data but can only edit or delete if they have been assigned that special right the Encounter Search section has more information Users have 7 days to enter cient registrations and 14 days to update clients eligibility done on an annual basis Anyone needing access beyond these lime periods must submit a HelpDesk ticket iding Links To The Desktop After logging in to CPCDMS for the first time a user should send the link to their computer desktop
98. nutes entered should represent the actual time spent providing direct service to or on behalf of a client and should not be rounded up or down For services designated Dollars the value entered into an encounter must be less than 10 000 Adult Dental Services After selecting Encounters Adult Dental Services and then entering a ClientCode the only subtype choice is Visit Three 3 service subcategories are available Routine a m Dental Specialty Dental Non Prosthodontic and Specialty Dental Prasthodontic This service is currently funded by RW Part B and by RW Part A for dental services Case Management After selecting Encounters Case Management and then entering a ClientCode there are two 2 sublypes to choose from Direct Service and Other The subtype chosen determines which service subcategories are displayed If Direct Service is selected then two 2 selections are available Case Management Licensed and Case Management Service Linkage Choosing Case Management Licensed requires that the case manager have CMLIC after their service performer while Case Management Service Linkage requires CMSLW Harris County Ryan White Grant Administration CPCDMS Training Manual 19 rev 4 1 2015 If Other is selected then there are ten 10 choices Assessments Brief Assessments Brief Service Linkage Assessments Comprehensive CCMMCM Client Specitic S
99. oing through CPCDMS hitp www hcphes org cms One aspx portalld 73056 amp pageld 1 15242 Logging On To CPCDMS The CPCDMS is accessed over the Internet at www cpcdms com A username and password must be entered to access CPCDMS After logging in a user may be logged out automatically if the system excluding Reports is idle for more than 20 minutes Users who haven t logged in to CPCDMS for 6 months may have their accounts deleted Username CPCDMS usernames as well as HelpDesk usernames are composed of the first letter of a user s first name plus the user s last In rare instances a number may be added at the end if that username already is in use Harris County Ryan White Grant Administration CPCDMS Training Manual 5 rev 4 1 2015 Password New users are assigned a generic password unique to their agency known by the CPCDMS Contacts at that agency that will have to be changed the first time the user logs in to CPCDMS and every 60 days thereafter The new password must be at least characters long should include at least one number and one special character uppercase letter or punctuation excluding the apostrophe and should not contain the username The password should not be shared with anyone else After changing it a user should immediately write it down and store it in a secure location lf the password is entered incorrectly four times the account wil be locked the user can unlock it by using myPassw
100. on Partial Client Registration Certain clients who are not HIV positive but at risk may be entered into CPCDMS by agencies who have been given access to this feature To do this select Registration Partial Client Registration and enter the ClientCode Other than the Registration Type field all of the information collected is on the full client registration screen see Client Registration section ar Appendix A for screen example The only client documentation required is a proof of identification After entering the client information press the SUBMIT button to save the record Print the displayed registration form and place in the client s record for documentation Only Case Management and Early Intervention Services encounters can be entered for clients who have had a partial registration Encount Entry After providing Ryan White services to a client agencies must enter billing information into CPCDMS in order to be reimbursed From the main screen select Encounters and then the service category Which services are displayed depends upon an agency s active contracts General Encounter Information Clients must provide the following documentation in order to be eligible for Ryan White services verification of identity current residency within Houston EMA or HSDA for drug reimbursement current household income and health insurance coverage along with HIV diagnosis The HIV positivity documentation does not have an expirat
101. ool functioning e g no friends unable to keep a job 40 31 Some impairment in reality testing or communication e g speech is at times illogical obscure or irrelevant OR major impairment in several areas such as work or school family relations judgment thinking or mood e depressed man avoids friends neglects family and is unable to work child frequently beats up younger children is defiant at home and is failing at school 30 21 Behavior is considerably influenced by delusions or hallucinations OR serious impairment in communication or judgment e g sometimes incoherent acts grossly inappropriately suicidal preoccupation inability to function in almost areas e g stays in bed all day no job home or friends 20 11 Some danger of hurting self or others e g suicide attempts without clear expectation of death frequently violent manic excitement OR occasionally fails to maintain minimal personal hygiene e g smears feces OR gross impairment in communication e g largely incoherent or mute 10 1 Persistent danger of severely hurting self or others e g recurrent violence OR persistent inability to maintain minimal personal hygiene OR serious suicidal act with clear expectation of death Inadequate information Haris County Pyan White Grant Administration CPCDMS Training Manual 107 PHQ 9 Symptom Scale Over the last 2 weeks how often have rev 4 1 2015 you been bothered by any
102. or more service subcategory codes can be selectedientered for the contract chosen Other available selections include the service performer grant service and specific ClientCode s This report is used in conjunction with the abr052 Back Biling History report Parameter Selections see screen below Sort Order 1 Select he primary sort order for the report usually CllentCode Sort Order 2 Select the secondary sort order for the report usually Service Date r Enter first service date mmidd yyyy Defaults pe to January 1 of the current year i Enter last service date December 31 of the current year Select Service Select a service code or ALL Select Contract 1 Select contract number or ALL mmidd yyyy Defaults to 2 n Click the pencil icon to select one or more subcategory codes or manually enter subcategory codes separated by commas or enter ALL Enter first date when changes were made mmiddiyyyy Defaults to January 1 of the current year Enter last date when changes were made mm dd yyyy Defaults to December 31 of the current year Choose the type of Report Output Select PDF Excel XML CSV TIFF or Web Archive The parameters shown here select all back billed HIV Medication MED Drug Reimbursement services provided to WICY clients in March 2011 and entered or last updated in the second half of April 2011 April 17 30 The resu
103. ord or one of the agency s CPCDMS contacts can unlock it The Help section has more information on resetting passwords and unlocking accounts Account Restrictions System Availability The CPCDMS is accessible via the Internet from five am to midnight seven days a week There is no access outside of the sel access times Agency Associated Restrictions Users have restrictions on their accounts that determine what functions are available when the user logs in to CPCDMS The user s menu choices and functionality are based on the agency and the user s role in that agency For example the Registration button is available to an agency which is a registration site but only to a user who is a member of the appropriate role Also users will see different Encounter Assessment and Survey screens depending upon which services their agency has contracted to provide User Associated Restrictions User Roles Beyond the agency restrictions are those of the users that work in the agencies CPCDMS users are assigned one of two roles The first is the Data Entry role user assigned this role can do Verifications enter encounters view the agency capacity data update a client s middle initial and mother s maiden name if blank and search encounters bus vouchers surveys assessments and client satisfaction survey incentives The second role is that of Data Entry with Registration user with this role can do everything a regular Data E
104. ot be en entered until the test results have back and a referral has been made if abnormal results IZE Susie The Vaccinations Prophylaxis section has two selections Hepatitis B Vaccination Series Completed and Pneumocystis Pneumonia PGP Prophylaxis The date esatts Vaccination Seres Completed ang is also required if selection OR ER ccs DRE is made The Stage of Illness section has dropdown with two choices HIV Not rj AIDS HIV AIDS These are only awa erm Harris County Ryan White Grant Administration CPCDMS Training Manual 39 rev 4 1 2015 used to update Adult and Adolescent clients over 12 years of age The SOI should be updated when it changes from HIV Unk AIDS status to HIV Not AIDS or from HIV Not AIDS to HIV AIDS The date of the SOI determination is also entered and must be within 60 days of the date it is entered into CPCDMS The next section is the Medical Therapy section and if Antiretroviral Therapy is selected one of the arn 000 three values is chosen mum aS HAART Salvage or O Other The date the therapy was prescribed by your agency is then entered The AIDS Defining Condition section lists 24 conditions recognized by the Centers for Disease Control as indicative of AIDS see selections on next page Only enter more than one condition at the same time if the diagnosis date i
105. plays YES in red if it has not oo been disbursed When the incentive is disbursed to the client the user clicks the Disburse button and then enters the disbursement date and incentive number see right Incentives must be entered into CPCDMS within 60 days of the disbursement date Search Edit Delete Block Move To perform a search on certain previously entered data select Search on the Navigation bar and then choose the type of search There are six 6 choices available shown here Which selections are visible varies depending upon the agency All users can do searches on the data entered by their agency Users with editidelete rights can also change or delete this data if it is less than 60 days old or if extended ESS access has been granted Encounters bus vouchers medical data surveys assessments and survey incentives can normally only be edited deleted for 60 days alter the associated date Data lt 60 days old will be displayed in green and can be edited deleted If the displayed data is in red then it is not editable and cannot be deleted Users with edit delete rights will see a pencil icon and or a trash can icon Clicking on the pencil allows the user to edit the data Any of the displayed data can be edited Clicking on the trash can will delete the entire record Requests for extended access beyond the 60 day standard should be submitted via the HelpDesk and should include the date of the earliest record t
106. r reviewing the training materials 37 Ifa user needs to change their HelpDesk registration information such as agency information phone number email address etc one of their agency s CPCDMS contacts should be notified so that a CPCDMS User Change Request form can be submitted It the user is requesting to editidelete encounters that have already been submitted for reimbursement then the user should select Encounters Correction Form trom the dropdown see above After completing the form the Submit button is pressed It Create New Case is selected the user enters a One Line Description e g Extended Access for Baci Biling selects a Problem Type e g Request selects a Resource e g Access Beyond 60 days and then enters a detailed description The description should include as much detail as possible New fields have been added to identity specific ClientCodes Contract Numbers and or Bus Vouchers that pertain to this particular HelpDesk case If access to data older than 60 days is being requested the contract number and the reason i e August back billing should be entered along with any other helpful information If a problem is being reported and an error message has been received the error message should be copied into the HelpDesk case After completing the form the Submit button is pressed Harris County Ryan White Grant Administration CPCDMS Training Manual ss rev 4 1 2
107. rd Update Instructions This is a Word document with file size of 31 KB Client Registration Form This is a Word document with file size of 198 Client Registration Form Instructions This is a Word document with file size of 54 KB Consent for Services with Rights This is a Word document with file size of 36 KB Consent for Transfer and Release Exchange of Information This is a Word document with file size of 32 KB Consent for Transfer and Release Exchange of Information Spanish This is a Word document with file size of 34 KB Consent for Transfer and Release Exchange of Information Instructions This is a Word document with file size of 27 KB Consent to Verify Eligibility for Services This is a Word document with a file size of 35 KB Consent to Verify Eligibility for Services Spanish This is a PDF document with a file size of 40 Consent to Verify Eligibility for Services Instructions This is a Word document with a file size of 27 KB Medical History Lab Update Form This is a PDF document with a file size of 54 Haris County Pyan White Grant Administration CPCDMS Training Manual 103 Haris County Pyan White Grant Administration CPCDMS Training Manual rev 4112015 104 rev 4112015 APPENDIX C Active Service Subcategory Codes
108. rmed by RWGA personnel after thorough testing when the CPCDMS application has proven successful 4 Ifan agencyloses their funding the equipment may be removed atthe discretion of RWGA CPC Dota gero sme Fiber Tanne se Harris County Ryan White Grant Administration CPCDMS Training Manual 9 rev 41 2015 HARRIS COUNTY PUBLIC HEALTH amp ENVIRONMENTAL SERVICES Ryan White Grant Administration CLIENT REFUSAL TO PARTICIPATE IN THE CPCDMS POLICIES amp PROCEDURES FOR CPCDMS Revision Date November 13 2008 POLICY Clients may refuse to have any of their unidentified demographic and service data entered into the CPCDMS PROCEDURE The agency staff must sign and date the CPCDMS Client Refusal Form and document in the clients files the reason s why they do not want to participate in the CPCDMS The completed refusal form without any client identifying information must be sent to the Ryan White Grant Administration RWGA Grants Management section Agencies using the CPCDMS to provide supportive documentation for their billing must the RWGA Grants Management section how they will track and document these clients receipt of services Before an agency s annual site visit or follow up visit the Quality Analysts will check the CPCDMS to make sure that these clients have not been registered into the system at another agency If these clients are registered in the
109. s County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 Harris County Ryan White Grant Administration CPCDMS Training Manual 94 rev 4 2015 APPENDIX A SCREEN EXAMPLES CPCDMS Client Registration Screen Haris County Ryan White Grant Administration CPCDMS Training Manual 95 rev 4 1 2015 Centralized Patient Care Data Management System CPCDMS Client Registration Screen cont 008080 ETE Scion Gee Sorra eren vienen xw IT 2 E d tammani cma ire hte ny ote vien mop Haris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 Centralized Patient Care Data Management System Partial Client Registration Screen cm SEES cum Tees si eser hekat heta 1s the dert iere Lae or 0 res ase pen i mmm eee Haris County Ryan White Grant Administration Training Manual 97 rev 4 1 2015 Centralized Patient Care Data Management System Client Update Screen mmm IDEA a Haris County Pyan White Grant Administration CPCDMS Training Manual Tov 4 2015 Centralized Patient Care Data Management System Partial Client Registration Update Scre
110. s by agency The report name description and last modified date i e last run date are shown The example below shows reports seen by agencies providing primary care services Click on a report name to schedule a new report or to see previous instances of the report that have been run There are 15 instances displayed per page with the most recent on the first page The page numbers are shown at the top and can be selected to display the instances that page Instances are displayed for one year The instance output Instance name and Export icon is only shown for 6 months but if the instance is displayed it may be rescheduled with the same parameters There are 8 columns displayed on the screen Cic Fe based on he rome athe selected instance IO DODO I SOOM EAM E a 7 Harris County Ryan White Grant Administration CPCDMS Training Manual 47 rev 4 1 2015 The first column has the reschedule icon which allows users to reschedule a previously created instance with the same parameters Users may also change the parameters i desired The second column shows the Instance name clicking on the instance name will open up the instance output in a separate window The third column is labeled Export and contains an icon representing the type of file output that was selected when the report was run clicking on the icon will open up the report output in a new window The most
111. s more than 60 days from entry date a request should be submitted via the HelpDesk and should include the contract number and reason Services provided after a clients date of death may not be entered into CPCDMS an error message will be displayed The Performed By selection may be labeled differently in other encounters For example in a Case Management encounter this will be labeled Case Manager The service date chosen must be within the effective dates of the selected contract or an error message will be generated Harris County Ryan White Grant Administration CPCDMS Training Manual 18 rev 4 1 2015 The last encounter entered by the agency for that client and service is displayed in the bottom section Press the submit button to record the entries For all service categories rural RW Part A contracts are targeted to clients who live outside of Harris County and Urban to those living inside Unless stated otherwise clients must meet the financial eligibility criteria of lt 300 of the federal poverty level FPL for RW Part A services If the client s FPL exceeds the limit set for a particular service a warning message will be display when the encounter is entered For all services designated as Minutes CPCDMS limits the maximum value that may be entered into an encounter to 600 The total minutes per client per day AND the total minutes per service performer per day excluding Groups should also not exceed 600 The mi
112. s the same Another condition with a different diagnosis date should be submitted separately tae m a condition has been recorded it is removed from i the list of possible conditions for the client and 1 wasting Synrome treatment option for that condition becomes visible The treatment date must be on or after the diagnosis date single treatment E record should be entered for a multi r carat day or multipart treatment Once a uae mace treatment has been recorded a checkup record can then be entered for that condition diagnosis The checkup date must follow the treatment date No further treatments for that condition for that client can be recorded until a checkup has been recorded as resolved Once a checkup has been recorded as resolved that condition can be recorded again for that client The Pregnancy Data section is only displayed for female clients ClientCode ends in 2 Ifthe Pregnant checkbox is checked ten questions are revealed as shown below and the first 8 must be completed before the data can be submitted saved The Pregnancy Outcome and Newborn HIV Status fields can be entered later the data will continue to be displayed on the Medical Update screen until the Pregnancy Outcome and Newborn HIV Status fields are completed Once that happens the section will
113. self report Next select the primary language that the client speaks at home Then select the client s county of residence based on residency documentation If the client lives outside of the Houston EMA a waiver must be submitted to RWGA Grants Management for approval This is only done once per client Check the racial heritage Multiple choices are allowed but at least one choice must be made The last entry is whether the client is Hispanic Latino or Spanish in origin If Asian Native Hawallan Pacific Islander or Hispanic is selected a dropdown will appear and a subgroup must be selected mmm a pou p earns ate Zoe iere nt Som cm ES pan ath or spanie man Harris County Ryan White Grant Administration CPCDMS Training Manual rev 41 2015 Under the Bus Voucher Information section select YES or NO default If YES is chosen select the bus voucher BV type and value and enter the dispersal date and bus voucher number Newly registered clients may only receive a Value Based BV If Value Based is selected then a 50 E value must be selected from an additional dropdown A client who has received Value Memare 11111 Based BV is eligible to receive another after 6 months if warranted BV numbers are 5 digits long but leading zero s can be omitted To be eligible for any BV a client must reside in the METRO service area and meet all RW Part A eligibility requirements inclu
114. sers that have Edit Delete rights in CPCDMS have the ability to delete outcome and client satisfaction surveys To access this choose Search Surveys from the left navigation bar Select the Survey Type Outcomes or Client Satisfaction enter the date range required and then enter select at least one of the remaining search criteria Client Code Service Type or Service Performer After clicking on the Search button surveys matching the search criteria up to 100 per page are displayed If there are no survey results then an Adobe pdf icon lis displayed clicking on this icon opens the survey pdf which can then be reprinted if needed The entire survey can be deleted by clicking on the trash can icon if no survey results have been entered and the survey date is less 60 day prior to the search date Once survey results have been entered the survey can no longer be deleted Harris County Ryan White Grant Administration CPCDMS Training Manual so rev 91 2015 Surveys Entry There are two types of surveys that can be selected after clicking the Surveys tab on the Navigation bar Client Satisfaction and Outcomes They are both methods that RWGA uses to measure the quality of Ryan White funded HIV care delivery in the Houston EMA Client Satisfaction Surveys Client satisfaction measurement activities are designed to assess satisfaction with Ryan White services to highlight agency or program strengths that may be replicated at other
115. service date The output on the next page shows there were encounters Harris County Ryan White Grant Administration CPCDMS Training Manual Abri34 CER WICY Deleted Encounters Report Output rev 41 2015 CER WICY DELETED ENCOUNTERS un nn ETE rr wom as tmo lt m Harris County Ryan White Grant Administration CPCDMS Training Manual 66 rev 4102015 Abr157 Unknown AIDS Status Report The abr157 Unknown AIDS Status report is designed to assist primary care agencies in identifying clients that need their AIDS status updated These are clients that were registered with a stage of illness of HIV unk AIDS status who should have been updated to HIV AIDS or HIV Not AIDS by now The list is restricted to clients who have been in the system for more than 90 days are not known to be deceased whose last primary care service Visit Procedure Lab Other or Medical Case Management was in the past year and at the agency running the report and whose eligibility has not been expired for more than 180 days Parameter Selections see screen below Sort Order 1 Select the primary sort order for the report default is CientCode Select Grant Select the funding source e g Ryan White Part A Ryan White Part DSHS or ALL Choose the type of Report Output Select PDF Excel XML CSV TIFF or Web Archive EET The only parameter selection other than outpu
116. sessment of Functioning Scale 100 91 Superior functioning in a wide range of activities life s problems never seem to get out of hand is sought out by others because of his or her many positive qualities No symptoms 90 81 Absent or minimal symptoms e g mild anxiety before an exam good functioning in all areas interested and involved in a wide range of activities socially effective generally satisfied with life than everyday problems or concerns e g an occasional argument with family members 80 71 IE symptoms are present they are transient and expectable reactions to psychosocial stressors eg difficulty concentrating after family argument more than slight impairment in social occupational or school functioning e g temporarily falling behind in schoolwork 70 61 Some mild symptoms e g depressed mood and mild insomnia OR some difficulty in social occupational or school functioning e occasional truancy or theft within the household but generally functioning pretty well has some meaningful interpersonal relationships 60 51 Moderate symptoms e g flat affect and circumstantial speech occasional panic attacks OR moderate difficulty in social occupational or school functioning e g few friends conflicts with peers or co workers 50 41 Serious symptoms e suicidal ideation severe obsessional rituals frequent shoplifting OR any Serious impairment in social occupational or sch
117. sis is selected and submitted it will appear under the Outcomes for previous diagnoses section An outcome of Resolved Improved Same or Worsened be selected The diagnosis will stay in this section until an outcome of Resolved is entered mo eos assessment date must be after the first assessment date entered but there are no restrictions on how many may be entered or how often There are no baseline followup pairs for Oral Pathology Assessments and no contact attempts are recorded Harris County Ryan White Grant Administration CPCDMS Training Manual ET rev 4 1 2015 Professional Counseling Assessment The Professional Counseling Assessment is no longer required to be completed by agencies but is stil in CPCMDS so is discussed here After entering the CiientCode Assessment Date and selecting the Service Performer the Assessment Type Baseline Followup is automatically calculated If a previous assessment has not been recorded in the 365 days prior to the entered assessment date then the type is classified as Baseline If a baseline assessment has already been recorded in the last 365 days then the type is classified as Followup The Baseline and Followup cannot be the same day The assessment date cannot be equal to or prior to the date of the last followup attempt The Professional Counseling Assessment screen
118. st be updated on annual basis or sooner if needed Enter the modified adjusted gross income MAGI for the client s entire household for this purpose a same sex partner is not Considered to be a household member Generally MAGI is the adjusted gross income for the household plus non taxable social security benefits tax exempt interest and or foreign income This is a 5 digit field so if the client s income is 2 100 000 then enter 99999 A client whose income exceeds 100 000 can only receive services that have no financial eligibility criteria More details on calculating income can be found in the policy and procedure for Determining Household Income document located on the RWGA website at htlp lwww hcphes org cms One aspx portalid 730868pageid 115261 Enter the number of Family Members in the client s household be sure to include the client in this number The combination of these two fields produces data that determines Poverty Level which is calculated and displayed Client data can be updated on this screen at any time If an annual eligibility update is done then the eligibility update date must be entered and the client s income family size residency and medical insurance coverage must be verified and updated in CPCDMS if there has been a change Check the appropriate box to confirm that his has been done Also included is the documentation of HIV positivity income identification and residency see Client Registration Eligi
119. t type is the Grant but the list can be sorted by the ClientCode or the Registration SOI Date The output on next page displays the ClientCode Last Primary Care Service Date Registration SOI Date Eligibility Expiration Date and the Last PCARE Agency for the five clients that should have their stage of illness updated to reflect their AIDS Status Harris County Ryan White Grant Administration CPCDMS Training Manual abr157 Unknown AIDS Status Report rev 41 2018 MARRIS COUNTY PUBLIC HEALTH AND ENVIRONMENTAL SERVICES RWGA Clients Registered gt 90 Days Prior to 08 03 11 with Unknown AIDS Statust ess here rear est pac soe ater mz a Sr Citi Gums mine E Dames woe ums MEUSE Harris County Ryan White Grant Administration CPCDMS Training Manual 68 rev 4 1 2015 Abr158 Client Medication Caps Report The Abr158 Client Medication Caps report is designed to assist agencies providing drug reimbursement services in identiying clients who might be close to their yearly cross agency caps on HIV and non HIV medications The list is restricted to clients that received al least Ryan White drug service in the current RW Part A grant year beginning March 1 at the agency running the report Clients who have received drug services totaling more than 100 of the cap should have an approved waiver on fie with RWGA Parameter Selections se
120. tegory codes or manually enter subcategory codes Separated by commas or enter ALL Select Service Performer Select a service pertormer or ALL Include Or Exclude Subs INCLUDES or EXCLUDES tho subcategory codes er selection fields applies t five contracts Select Registration Type Select FULL PARTIAL or ALL Selecting Full Registrations means that HIV postive cients are included MAI Select MAI Non MAI or ALL This refers to contract services provided New Clients Only Select Yes No Select Yos to exclude cients that received services of that ype at any agency in tne year previous to the 1 service date entered Select Age Grouping Select which age grouping that you wish to display on the output AgeGrp is expanded and 2 is condensed Comma Separated List of Agency Codes RWGA use only Central ste users may enter multiple agency code s separated by commas or ALL If mutipie agency results desired then the Agency ied must be entered as ALL Show Detail Select True to show the deals foreach cent included Choose the type of Report Output Select POF Excel XML CSV TIFF or Web Archive ed in the subcat Harris County Ryan White Grant Administration CPCDMS Training Manual 59 rev 4 1 2015 Parameter Screen Service Utilization Report SUR abr069 SUR with 8 Age Groups To schedule the report first choose values for the
121. th a summary of case management services Harris County Ryan White Grant Administration CPCDMS Training Manual rev 4 1 2015 Abr039 Deleted Encounters Report Output se so ot wm suc mex pa ER xav 35v2 40 quos Harris County Ryan White Grant Administration CPCDMS Training Manual rev 91 2015 Abr052 Back Billing History Report The abr052 Back Biling History report is designed to allow agency users to produce a list of services Le encounters provided during a time period outside of the normal biling cycle It is usually produced for services provided during a particular month but entered into CPCDMS during a later time period during one of the semi annual backbiling periods In this case itis run by contract number and then attached to the Contractor s Expense Report CER so that the agency can be reimbursed for the services provided A Back Billing History report should be generated for each subcontract For example contract 10GEN2791 might have a Back Biling History report for 11_10GEN2791 11_10GEN2791PCW and 11_10GEN2791DRUG One or more service subcategory codes can be selected entered for the contract chosen Other available selections include the service performer grant service and specific GlientGode s Een oOo nl Parameter Selections abr052 Back Billing History Sort Order 1 Select the primary sort Tesdesbie the repart rt c valu
122. the abr039 Deleted Encounters Audit Trail report Parameter Selections see screen below Sort Order 1 Select the primary sort order for the report usually ClientCodo Sort Order 2 Select the secondary sort order for the report usually Service Date Enter first service date mm dd yyyy Defaults to January 1 of the current year Enter last service date mmidd yyyy Defaults to December 31 of the current year Select Service Select a service code or ALL Select Contract 1 Select contract number or ALL Enter service subcategories to include Click the penci icon to select one or more subcategory codes or manually enter subcategory codes separated by commas or enter ALL Enter first deletion date mm dd yyyy Defaults to January 1 of the current year Enter last deletion date mm dd yyyy Defaults to December 31 of the current year Choose the type of Report Output Select PDF Excel XML CSV TIFF or Web Archive abr134 CER WICY Deleted Encounters To schedule report rst choose vales fo the parameters below ED deci tm AS ulum E a D cm poene The parameters shown above select deleted Physician Extender services provided to WICY clients in the last half of FY2010 September 2010 through February 2011 and deleted March 15 31 2011 The results are sorted by ClientCode and
123. tly If the client meets these criteria the change will also be processed automatically If Female Last Name Change or Data Entry Mistake is selected and the client information doesn t match the Reason will default to Other Name Change Reflected on TDL client registered gt 30 days prior can then be selected if appropriate Name Change Reflected on TDL is selected for clients not recently registered whose first or last name has changed as reflected on the TDL TID Select Other for any ClientCode changes that don t fit under the previous three selections If Other is selected then a detailed explanation must be entered Ifa client has a valid TDL TID then the ClientCode should always reflect that data After selecting Name Change Reflected on TDL or Other an email is sent to RWGA CPCDMS Support Staff who will review the request and respond appropriately More information may be requested the record owning agency Delete Client To delete a client CPCDMS Contacts at the record owning agency select Updates Delete Client enter the ClientCode and select the reason for change HIV Negative Recent Data Entry Mistake or Other Selecting Other requires a detailed explanation Once a selection has been made press Submit to request the deletion the ClientCode An email is then sent to RWGA CPCDMS Support Staff who will review the request and respond appropriately More information may be requested from the record owning agen
124. upervision Lic Client Specilic Supervision SLW COH Only with Other Case Mgr CMSLW Mig with Licensed Case Mgr Pre Release Discharge Planning Institutional CMLIC Pre Release Discharge Planning Institutional CMSLW and Service Planning Comprehensive CCM MCM Subcategories with Service Linkage or CMSLW listed require a case manager to have CMSLW alter their service performer name If any of the other six non supervisory subcategories are chosen the case manager should have CMLIC alter their name Comprehensive assessments and service planning can only be done by licensed case managers Agencies may be reimbursed for up to two units 30 minutes for a comprehensive assessment or service plan and one unit 15 minutes for a brief assessment The CPCDMS default values for these subcategory selections reflect these restrictions Agencies may not bill for an assessment more often than once six months e g x2 per contract year A maximum of 4 hours per month of client specific supervision may be billed to RW Part A for each supervisory service performer Alter choosing the subtype and subcategory the number of minutes is entered There are no financial eligibility criteria for case management services This service is funded by Ryan White Part A Part B and State Services grants Client Advocacy Services After selecting Encounters Client Advocacy Services and then entering
125. utcome of Resolved is entered An assessment date must be after the first assessment date entered but there are no restrictions on how many may be entered or how often There are no baseline followup pairs for Vision Assessments and no contact attempts are recorded Harris County Ryan White Grant Administration CPCDMS Training Manual rev 91 2015 Updates After selecting Updates on the Navigation bar there are a ten 10 choices available as shown here Which selections are visible varies depending upon the agency and the user s role amp rights at that agency and are discussed below Some of the selections are only visible to an agency s CPCDMS Contacts Change Record Owner CM To change a client s record owner AKA case manager select Updates Change Record Owner CM enter the ClientCode select the new case manager and then press Submit No reason for the change is required to be entered This feature is only available to the CPCDMS Contacts at the record owning agency Client Demographics Change To request the change of certain demographic items in CPCDMS Contacts at record owning agencies select Updates Client Demographics Change After the ClientCode is entered the current demographic information is then displayed New selections for current gender and race ethnicity can then be requested to be changed If Asian Native Hawaiian Pacific Islander Hispan
126. with fictitious 0 adici data Fields separated by commas i WMPLELABTESTRIPORT IMPORT FILE tis om Comma TY Delimited KLO O1 ACS 1022200486 ST Notice that AISIT LNS 050011 SHO where a field is nd listed as NULL and no dala is entered the commas are still included as a placeholder Shown here is a Lab Results import section example for LCHS The import files can be created manually or can be created by exporting from another database specific to the agency Harris County Ryan White Grant Administration CPCDMS Training Manual 4 rev 4 1 2015 Export Drug Table To File Select Export Drug Table to File to produce a current list of drugs available in CPCDMS This option is only visible to agencies that are funded for medications After selecting this choice there will be a link that says Right click here and select Save Target As to download your data Selecting this creates a comma delimited text file Containing a list of available drugs This data can be imported into a spreadsheet application if desired Import Assessments Encounters Med Hist Lab Results Method of Exposure and Subst Abuse Mental Hith Information from the data dictionary can be used by an agency to create files from thelr own data systems for import into CPCDMS After creating an import file and selecting the type of file to import the next screen wil ask for the file name except Import Med Hist La
127. y receiving case management services from the record owning agency the Client Status should be changed to Closed In this case the record owning agency can stil bil for non case management services provided and other agencies can bill for all allowable services including all allowable case management services provided If the client is deceased then the Date of Death should be entered within 5 business days of notification the Vital Status field will automatically be changed to Deceased The next section is the Basic Client Information section The fields available for editing include the medical provider primary language spoken at home county and zip code of residence the case number which optional Further explanation is provided under the Client Registration section The client middle initia Ml and mother s maiden name MMN fields are only editable if no data has already been entered into these fields Once data is entered into the MI or field it will no longer be editable even if 9 s have been entered The client s date of birth is Harris County Ryan White Grant Administration CPCDMS Training Manual a rev 4 1 2015 displayed but cannot be edited When a client is transferred to a new record owning agency the case number should be changed The Verifications section collects the data used to determine the client s eligibility for certain services Except for HIV positivity documentation this data mu
128. yPassword button on the left side of the screen to open the main page of the Self Service Password Management site see below This is a new service that allows CPCDMS users to change their passwords and unlock their accounts Once a profile is created users no longer have to submit a HelpDesk ticket or ask their agency s CPCDMS Contact s to reset passwords or unlock accounts This feature also enables a user to reset their password even if the current password has been forgotten making password administration more efficient assword Create Edit your roll After gPassword completing the CPCDMS m training a user should click on Create Edit your Profile then enter Ie CPCDMS username and password see right to set up a profile The user then views the page shown below where two questions are selected and the answers assword entered Then a third question and answer must be created T erum The Update button is then pressed to save the selections and answers Once a profile has been set up the user will be able to unlock their account and reset change their password Harris County Ryan White Grant Administration CPCDMS Training Manual 87 rev N2015 Change your Password This feature allows users to change their passwords al any time as long as the account is not Password locked out or the password has not expired Alter clicking on Change your
129. your medications answer al that apply but 1 could afford t LIA large amount 1 had tw put of paying for food clothes or gasoline to get my medications 1A very large amount I had to put off paying rent uite or other ils tu get my medications I I1 sometimes skipped getting my medications because 1 could not afford them Outcome Survey Printed Drug Reimbursement Services DULCE Client Survey Ryan White Title 1 Health Insurance jes HRS ney LERS Dai 10192010 erfomer LHS 915 pioase m oun me me ana not namie O Please read the following questions and fil in the circle next to the best answer 1 Inthe past six months have you seen doctor ora nurse for your HIV infection Yes Haris County Ryan White Grant Administration CPCDMS Training Manual uo
130. ype is classified as Followup The Baseline and Followup cannot be on the same day The assessment date cannot be equal to or prior to the date of the last followup attempt Days Hospitalized Immediately Prior to Admission T The Hospice Assessment screen also requires the entry of the number of Days Hospitalized Immediately Prior to Admission for the first Baseline hospice assessment Partial days should not be entered Up to three contact attempt dates can be entered after a Baseline is recorded with the lest being recorded as tot to Folowup Once a Lost recorded the br E o oo m eligible or another Nune MO ntl 365 days EE after the previous Baseline assessment Followup assessments require the entry of data on the client s 1 Ability to Manage Pain 2 Ability to Control Symptoms and 3 Total Days in Hospice Care The first selections have three choices on a dropdown menu Increased Remained the Same Decreased The Total Days in Hospice Care is entered in whole numbers Harris County Ryan White Grant Administration CPCDMS Training Manual 28 Legal Assessment rev 4 1 2015 The Legal Assessment is completed by agencies providing Ryan White advacacy legal services Afler entering the ClientCode there is a check box to indicate if this is a First Assessment then the Case Completion Date is entered and the Service

CPCDMS Training Manual April 1, 2015

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