Service Information - Minnesota Department of Health
Contents
1. From that list you can highlight a service and click Edit Service if you need to change something or Delete Service if you entered it in error Demographics Service Amud Review Sa Referrals HIV CAT Subfom ei T Measures Year Vital Status Deceased Date Enrl Status Enrl Date Case Closed 2013 Aive k X Active k s 9 2012 hi Add Edit Service Details Date 11 13 2013 19 18 2013 6 29 2013 fed ald 14 2013 5 14 2013 15 10 2013 4 17 2013 2 5 2013 Service Name Service Name i Medical Case Management Tier 2 Medical Case Management Tier 2 Medical Case Management Tier 2 Clinical Visit Part A Medical Case Management Tier 2 10 Bus Card Benefits Counseling Medical Case Management Tier 2 10 Bus Card Part AFY2 Part A FY 2 Part A FY Part A FY 2 Part A FY 2 Part BPY2 Fat BPY 2 Pat AFYA Part B Fr Clinic XYZ Clinic XYZ Clinic XYZ Clinic XYZ Clinic XYZ Clinic XZ Clinic XYZ Clinic XYZ Clinic XYZ iE Kein Tina Klein Tina Klein Tina Klein Tina Klein 25 013 Medical Case Management Tier Pat AFY Clinic XYZ Julie Hanson P rez E a Poi Eat Senne Baas Savas Viewing Service Information Services are automatically listed in descending order of service date Click on the header of the Date column to view the services in ascending order of service date Note that this setting will not be main2. Mann Snow We share this clients services with Hint Update the status and dates directly in the list Click near Pending for the provider to which you are going to grant the sharing request with an ROI from the client and a pull down menu will appear Select Granted Minnesota CAREWare User Manual Service Information 12 Enter the date the client signed the ROI under Agreement Signed The Expiration Date is automatically set to 365 days from the Agreement Signed date You can change the Expiration Date if the ROI was signed for a different length of time Mann Snow We share this clients senices with Agreement Signed Expiration 6 20 2013 alae E Su Mo Tu We Th Fr Sa 26 27 28 293031 1 2 3 4 567 8 9 10 11 1273 14 15 16 17 18 19 20 21 29 23 24 25 26 27 28 29 FE KE 5 eE W tT 2 34 6 Hint Update the status and dates directly in Today Clear Click the X in the top right corner of the Service Sharing screen You will again see the Quality Check window asking if you want to save the changes Click Yes Mann Snow We share this client s services with Providers sharing this client s services with us Client By Client 9 18 2012 9 18 2013 Agreement Signe Expiration i Client By Client Clinic XYZ Hint Update the status and dates directly in the list The left side of the Service Sharing screen shows the providers with which you share informatio
3. Click the arrow next to the Service Name field and from the pull down menu select the service that was provided on that date Enter the number of service units provided in the Units field Click F1 Save in the upper left hand corner Repeat the process to enter another service for this same client or select another client from the list on the Service Rapid Entry screen Other Options From the main Service Rapid Entry screen you may also click e F3 Edit Selected to edit a selected service record e F4 Delete Selected to delete a selected service record e ESC Exit to return to the main menu Minnesota CAREWare User Manual Service Information 8 Sharing Service Information With a written Release of Information ROI from a client it is possible to share information about the services that client received from one provider with another provider s that also serves the client Note Only CAREWare users with administrative permissions will be able to request and grant service sharing All users within the provider domain to which sharing was granted will be able to view the shared service information Requesting Service Sharing Click Service Sharing in the lower left hand corner of the Service tab Note This button will be grayed out for CAREWare users who do not have administrative permissions For users with administrative permissions this button will only be grayed out if the client is only served at your agency
4. Pi ees A Mann Snow Senos Service Annual Review res Referrals HIY CAT aay Subform Pharmacy Performance Measures Year E Vital Status Deceased Date Enrl Status l Enrl Date Case Closed 2013 Alive Active 8712 2001 gt Add Edit Service Details Date Service Name Contract Units Price Cost a Date Service Name at 6 20 2013 Viral Load as Clinic XYZ 6 20 2013 CD4 Count 2 Clinic XYZ 1 6 20 2013 Clinical Visit Part A H 0 Clinic XYZ 4 79 2015 Group Med Adherence a Clinic XYZ EIE Med Adherence Supplies F Clinic XYZ EHE Individual Med Adherence Routine 7 T Clinic XYZ 2 20 2013 Individual Med Adherence Comprehensi Part AFY Clinic XYZ 11 10 2013 Viral Load Part A FY Clinic XYZ 1 10 2013 CD4 Count Part AFY Clinic XYZ Clinical Visit Part A Part A FY Clinic XYZ Semice Sharing Preview Senices Edit Service Delete Service Minnesota CAREWare User Manual Service Information 9 Click New Request in the Service Sharing screen Mann Snow m We share this client s services with Providers sharing this client s services with us Hint Update the status and dates directly in the list The Request Service Sharing screen will display with a list of other providers at which the client receives services Based on the information in the client s ROI select the provider s from w
5. CRITERIA First specify how you want to define your search in the Column field The following are the most useful options e Date to search for clients who received services on a specific date e Client to search for a specific client e Service to search for a specific type of service e Contract to search for services funded through a specific contract In the Search Criteria field you can then limit what you are searching for For example if you selected Service in the Column field you can type Medical Case Management in the Search field and only Medical Case Management services will be listed The refinement will start as you type in the first letter and get more specific as you enter more So when you type M the list will include all services that start with that letter when you add the e the list will narrow to services that start with those two letters etc Minnesota CAREWare User Manual Service Information 6 Entering New Services for Multiple Clients Toenter services for multiple clients click on F1 New Service in the upper left hand corner of the Service Rapid Entry screen see previous screen shot The following screen will display Search criteria Column Fe Cancel Theodore Teddy R TEBAO202 Sleeping Ev SEBA0I01 BTBOO105 PICAD7127 s0D0072 AWimoddy ale Rb N imr DONVNpSt vrbpGodar Mrs x5G2 dhAKXNKD Current Client Anoleseed Johnny M Ser
6. automatically appear in the date field so be sure to change this if needed to the actual date of service Demographics Service Annual Review Referrals Subform Year Vital Status _ Date Enrl Status Enrl Date Case Closed iz oo Service Details Service Name Units Price Cost SSE lie JL j d Amount Received Save Cancel Print 0 0 Minnesota CAREWare User Manual Service Information 2 From the Service Name pull down menu select the service received by the client on the date you ve specified Note You will only see a list of the services that your agency is contracted to provide Add Edit Service Details Date Senice Name Contract Units Price Cost 6 22 2013 Fe i Ss as 10 Bus Card Benefits Counseling E Bus Token Sy CD4 Count Chemical Health Assessment Clinical Visit Part A The contract that funds the service you selected will automatically be entered into the Contract field Enter the number of units of service provided on this date in the Units field Note The default value is 1 so be sure to change this if you provided more than one unit of service The Price and Cost for many services will be 0 00 as in the example here You can leave as 0 00 Add Edit Semice Details Date Semice Name Contract Units Price Cost 6 22 2013 Bus Toker Part B FY2013 h pom pm For some services such as Medical Case Manageme
7. 0 0 00 inic X OV23 2013 Appleseed JohnnyM CD4 Count Part AFY2 1 0 00 0 00 Ginic XY OV23 2013 Appleseed Johnny Clinical Visit Part A Part AFY2 1 0 00 0 00 Ginic XY OVW23 2013 Appleseed Johnny M Viral Load Part AFY 1 0 00 0 00 inic Xr 01 29 2013 Beauty Sleeping Eva Medical Case Management Tier 2 Part AFY 2 3 962 000 Ginic XY 0205 2013 Doo Scooby Dooby 10 Bus Card Part BFY 1 S00 0 00 Cinic Xr 0 05 7013 Doo Scooby Booby Medical Case Management Tier 2 Part AFY 2 33 08 0 00 Ginic XY 02 07 2013 Channing Prince Afo Medical Case Management Tier 2 Part AFY 3 84962 0 00 Ginic Xr 02 12 2013 Boop Betty Bea 10 Bus Card Part BFY2 1 0 00 0 00 Ginic Xr 02 12 2013 Boop Betty Bea Medical Case Management Tier 2 Part AFY 3 4962 0 00 Ginic Xr 03 06 2013 Appleseed Johnny M Medical Case Management Tier 2 Part AFY 2 33 08 0 00 Ginic X q ii F Refining the Display CONTAINS LAST The initial default is for the display to contain the last 50 Records as of Today Once you modify the settings the next time you go to Rapid Service Entry the display will appear as you set it the previous time You can modify the display settings in several ways You can choose to view Records Calendar Months or Calendar Years You can specify the last number of records calendar months or calendar years You can enter a specific date as of when you want the search to be performed SEARCH
8. Minnesota CAREWare Service Information Updated December 2014 Index Service TaD aiasscnsssisaaaseasencn chamois oinn a ERER EATE E EAEEREN Ao E ERTE T E TE A AE EATE TAT AE 1 EINES TNS SCI CSS ouse a a 2 VIEWING SERVICE TNTOMMALION vavcacanivcasas devetietndevicecevcsntedaswbs N 4 Rapid Service EMtry nononono ENA ae ACCESSING Rapid SERViCe ENUY aeiae T A iui ec dace telinttae 5 RETINAS the DIS DIAY serrr A E N ladety deciles deo hecta ded acne aes 6 Entering New Services for Multiple Clients cccccesccccssececeeseccceeseceeeeececeeneceeseeseeesseneess 7 Entering New Services for a Selected Client cccecccccsssececeeseceeeeecceeeeeceeseneceeeeaeeeesaenees 8 OEE OO MOINS a aradtes secant demas steven saaderonses ncaa seasevaseade E 8 Sharing Service INTONMATCION Gasccsetecncstisteencaiiceenciatseataet eases ees ee REQUESTING SERVICE SiHATING mecsre aa 9 Granne SEVICE SAINE nerne a sheen aaa 11 Viewing Shared Service Information ccecccccsssccccesececeeseccceeescceceueceeeeeeceeseueceteuaeceesenes 14 Canceling ar SMart REQUEST arogan a E E aa 15 Service Tab To enter information about the services a client has received click on the Service tab and the following screen will display Appointments Orders Forms Changelog ClientReport Merge Client Delete Client Find List New Search Demographics Service Annual Review Encounters Referrals Subform Perfomance Measures Year 2014 AddE
9. Search criteria Column m F4 Delete Selected l ESS Date Gent Service Coomttract Units Total Rec _ Provider gt 06 26 2012 Appleseed Johnny MM 10 Bus Card Part B FY 2 1 S000 000 Ginic XY OV05 2012 Beauty Sleeping Eva Individual Support Part AFY 1 0 00 0 00 Clinic Xr 0771172012 Boop Betty Bea Medical Case Management Tier 3 Part AFY 3 4962 0 00 Clinic Xr 08 06 2012 Doo Scooby Dooby Medical Case Management Tier 2 Part AFY2 4 66 76 0 00 Ginic Xr 08 16 2012 Bear Theodore Ted 9 Individual Med Adherence Brief Part AFY2 1 3100 4000 Ginic Xr 08 16 2012 Boop Betty Bea Support Group Part AFY 1 0 80 00 Ginic XY 05 04 2012 Appleseed Johnny M Clinical Visit Part A Part AFY2 1 0 00 0 00 Ginic Xr 11 06 2012 Beauty Sleeping Eva Individual Nutrition Counseling Metro Part AFY2 4 59 00 0 00 Ginic Xr 11 13 2012 Boop Betty Bea Medical Case Management Tier 2 Part AFY2 3 962 000 inicr 11202012 Channing Pince Afo Benefits Counseling Part BFY 1 0 00 0 00 Clinic Xr 13 2012 Doo Scooby Dooby Clinical Visit Part A Part AFY 1 0 00 0 00 Clinic XY 2fA0 2012 Boop Betty Bea 10 Bus Card Part B FY 1 50 00 0 00 inic Xt 0170172013 Beauty Sleeping Eva Clinical Visit Part A Part AFY 1 000 0 00 Clinic Xr 01 08 2013 Appleseed Johnny M Bus Token Part B Fr2 1 000 0 00 Ginic Xr 01703 2013 Bear Theodore Ted Benefits Counseling Part B FY 2 1 S00
10. Y2012 Fat AFY2013 Clinic XYZ Clinic XYZ Clinic XYZ Provider A Provider A Clinic XYZ Provider A Provider A Clinic XYZ Med Adherence Supplies Individual Med Adherence Comprehensive EFA Housing Part A T0203 Clinical Visit Part A 1 10 2013 CD4 Count Semice Sharing Fart A Frama Part AFY2012 Part AFY2012 Part AFY2012 Fart AFY2012 Preview Services New Service a Clinic XYZ Clinic XYZ Provider A Clinic XYZ Clinic XYZ Edit Service Delete Service 0 00 0 00 0 00 age b b l b id ee ee ee ee ee a Ml Minnesota CAREWare User Manual Service Information 14 Cancelling a Sharing Request A sharing request will automatically expire on the expiration date of the ROI and the shared service information will no longer be visible If after agreeing to have their service information shared between agencies a client decides prior to the expiration date of the ROI that they don t want their service information shared any more there are two ways to cancel the sharing of this information Both ways require you to first click on Service Sharing in the lower left corner of the client s Service tab see screen shot page 15 1 If the client no longer wants your agency to share their service information with another agency a user with administrative permissions at your agency can go to the left side of the Service Sharing screen and click next to Granted for that provider In the pull down menu t
11. all CAREWare users within a provider domain will be able to see this message only users with the appropriate administrative permissions will be able to grant the incoming share requests ro er cae System Messages Department of Health and Human Services SARSA Health Resources and Services Administration going share requests e An e Et 2 incoming share requests Appointments i E a Ee dalz Taal 3 A About CARE Ware Y g Orders Q amp 7 a Refresh Messages Provider Rapid Service Entry Welcome to Minnesota CAREW are Minnesota CAREWare User Manual Service Information 11 Click on the incoming share message in the Main Menu The following screen will display showing the providers that have requested sharing for which clients and whether the request is for service information sharing or clinical information sharing Note only users with Clinical Administrator permissions will be able to grant incoming clinical information share requests All users with administrator permissions can grant service sharing requests Highlight the client for which you want to review the sharing request and click Details BTBOOIO5S682U Provider B Clinical SOMN1231825U Ginic XYZ Service You will be taken to the Demographics tab for that client Move to the Service tab and click Service Sharing in the lower left hand corner The Service Sharing screen will display aw c aa oh r Mis e tr ae Services beara
12. dit Service Details Date Service Name Units Price Cost E a z en Ss k Amount Received Save Cancel Ss Print ten Senin Benois fei Sermce Year The current year will automatically display in the Year field You can review service data from prior years by selecting a year in the pull down menu Note Data prior to 2009 will not be in Minnesota CAREWare Minnesota CAREWare User Manual Service Information 1 Entering Services Information about the services a client received in a given month must be entered by the 15 of the following month Each individual service and the corresponding number of service units must be entered according to the date on which the service was delivered Note For Home delivered Meals On site Meals and Food Shelf only you can enter the date of service as the first day of the week and enter the units of service for the full week To enter a service received by a client click on New Service in the Service tab Demographics Service Annual Review Referrals Subform Year Vital Status Deceased Date a Status Enrl Date Case Closed Add Edit Service Details Date Service Name Contract Units Cost Os Amount Received Save Cancel Print Date Service Name Contrat Unts Total Received Provider Edit Service Delete Service Enter the Date the service was received in the screen that displays Note the current date will
13. hat appears select Denied Mann Snow MWe share this client s services with M Providers sharing this client s services with us Provider B Client By Client 9 18 2012 9 18 2013 EEP Provider Status Agreement Signed Expiration gt Clinic XYZ Granted v 6 20 2013 6 20 2014 Granted Denied m Hint Update the status and dates directly in the list New Request Delete Request 2 If the client no longer wants another provider to share information about the services they receive with your agency a user with administrative permissions at that agency can go to the right side of the Service Sharing screen highlight the appropriate provider and select Delete Request Minnesota CAREWare User Manual Service Information 15
14. hich the client has indicated they want their service information shared Ifthe client wants your agency to only be able to see information about the services they receive from one provider you would just highlight that provider and click Request To select all providers highlight the first provider hold down the Shift key on your keyboard and highlight the last provider This will select all providers listed Click Request To select some providers highlight the first provider you want to select hold down Ctrl key on your keyboard and highlight the other provider s you want to select Click Request Select the provider s to whom you wish to send a request Minnesota CAREWare User Manual Service Information 10 You will see that your request s is pending Click X in the top right corner to return to the Service tab You will then see the Quality Check box asking if you want to save the changes which refers to the sharing request s you made Click Yes Mann Snow N We share this client s services with Providers sharing this client s services with us Quality Check To cancel a sharing request highlight the provider and click Delete Request Granting Service Sharing From the Main Menu you will see whether there are any incoming share requests from other agencies you will also see if your agency has any outgoing share requests You can update this message at any time by clicking on Refresh Messages While
15. n about the services this client receives at your agency The right side of the screen shows which providers share information about the services this client receives at their agencies Minnesota CAREWare User Manual Service Information 13 Viewing Shared Service Information Once service sharing has been granted by another provider all CAREWare users within the provider domain that requested the sharing will be able to view information about all services the client received at the other provider s As you can see below you will be able to view the date a service was provided the type of service the contract that funds the service the number of units total unit cost if applicable and the provider You will not be able to edit or delete service records entered by another provider Mann Snow Demographics Service Annual Review Encounters Referrals al HIV a Pregnancy Subform Performance a Year Vital Status Deceased Date Enrl Status Enrl Date Case Closed 2013 Alive T Active 87127200 r r dd Edit Serice Details Date Serice Name Contract nits Price Cost Amount Received Save Cancel Print Clinical Visit Part A CD4 Count Viral Load aroup HERR Education 10 Bus Card Group Med Adherence Food Shelf 10 Bus Card Individual Med Adherence Routine Part A FY2013 Part A FY2013 Fat A Frama Part A FY2013 Part B Frama Part A FY2013 Fat AFY2013 Fat B FP
16. nt the Price will be set based on unit rate When you enter the number of units provided the Cost will be calculated Add Edit Serice Details Date Serice Name Contract Units Price Cost 6 22 2013 Medical Case Management Tier 2 Part A FY2013 3 16 54 i 549 62 Save Cancel Print Amount Received The Case Manager field will only appear for agencies that provide medical case management services Select the name of the case manager who provided the service from the pull down menu The name of the case manager is required for the following services Medical Case Management SM MAI Medical Case Management SM Medical Case Management Tier 1 MAI Medical Case Management Tier 1 Medical Case Management Tier 2 MAI Medical Case Management Tier 2 Medical Case Management Tier 3 MAI Medical Case Management Tier 3 and MCM Adult Foster Care Add Edit Serica Details Csia carice hame Con ract Lira ts Price Cost 11 13 2013 Medical Case Management Tier 2 ow Pat AFY2013 el ft 51654 51654 i Case Manager habe Hyng Pire kiy hguyan Tina Wsin Click Save to save the service information you just entered Ifyou realize you ve entered the service in error you can click Cancel Minnesota CAREWare User Manual Service Information 3 As you save a service it will appear in the list at the bottom of the screen with the most recent service listed first
17. tained Once a client has received many services it will not be possible to view all services received at one time To narrow down the service information you are viewing type in a full or partial Service Name in the Search field right above the list of services e g medical case management or bus to include only those services You can also search according to funding source by typing in the name of the Contract Minnesota CAREWare User Manual Service Information 4 Rapid Service Entry Rapid Service Entry is a time saving feature that allows you to add service information for multiple clients without having to open each individual client record Accessing Rapid Service Entry Select Rapid Service Entry from the Main Menu vial MIEU System Messages Oepartment of Realth and Human Services Find Client GRSA pee EE ES sabe sate About CAREW are Health Resources and Services Administration Dua venan Seton A ee ee Administrative Options Clinic 2 Z l Rapid Service Entry Welcome to Minnesota CAR EWare Select F1 Rapid Service Entry from the Rapid Entry Menu F1 Rapid Service E F2 Group Service Entry ESC Close Minnesota CAREWare User Manual Service Information 5 The Service Rapid Entry screen will display Service Rapid Entry E Fi New Semice Pi Mays tonmee For oec Cheat Contains last 50 Records As of Today e g Today or MM DDYYYY a
18. vice Date Service Name Contract pas P A ee Male Female Female Male Male Amount Received Price Highlight the client for which you want to enter a service or set the Column field to Client and enter their name in Search Criteria You ll see that the name of the selected client appears in the Current Client field in the bottom half of the screen Enter the Service Date on which the service was provided Click the arrow next to the Service Name field and from the pull down menu select the service that was provided on that date Enter the number of service units provided in the Units field Click F1 Save in the upper left hand corner Repeat the process to enter another service for this same client or select another client from the list Minnesota CAREWare User Manual Service Information Entering New Services for a Selected Client To enter a service for a selected client highlight the client s name from the list in the Service Rapid Entry screen see screen shot page 7 and click on F2 New Service for Selected Client The following screen will display F1 Save Search criteria vrEpGod3r i Column o Sie WiddeNene anO EUN OmD Gmie Betty ETBO0105 wEpGqdar Current Client Boop Betty Bea Amount Received Semice Date Semice Name Contract Umits Price Cost pros n ff Enter the Service Date on which the service was provided
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