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Getting Started with ARIES

Explore the power of ARIES, an advanced Regional Information & Evaluation System designed for HIV/AIDS Care & Outreach agencies at county and state levels. ARIES empowers data collection and reporting for Health Care Providers (HCP) and offers a secure web-based platform with 24/7 access. With over 124 tables and 2,658 data elements, ARIES ensures detailed client data management covering demographics, eligibility, medical history, care plans, and more. From financial insurance to ART medications and mental health assessments, ARIES captures essential information for effective service delivery. Dive into ARIES's versatile reporting capabilities, including client, service, finance, compliance reports, and quality management insights to enhance program outcomes. Onboarding with ARIES is seamless, ensuring user security with Dual Factor Authentication and robust user permissions control. Experience top-notch data security with encrypted internet traffic and secure data storage at the State Data Center. Discover the full potential of data management with ARIES today!

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Getting Started with ARIES

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  1. GettingStartedwith ARIES David E. Ranck, ARIES Informatics Specialist

  2. What is ARIES? • AIDS • Regional • Information & • Evaluation • System

  3. HIV / AIDS Care & Outreach What is ARIES? • AIDS • Regional • Information & • Evaluation • System

  4. HIV / AIDS Care & Outreach Agency, County, & State What is ARIES? • AIDS • Regional • Information & • Evaluation • System

  5. HIV / AIDS Care & Outreach Agency, County, & State Data Collection (HCP, etc) What is ARIES? • AIDS • Regional • Information • Evaluation • System

  6. HIV / AIDS Care & Outreach Agency, County, & State Data Collection (HCP, etc) Data Reporting (RSR, etc) What is ARIES? • AIDS • Regional • Information & • Evaluation • System

  7. HIV / AIDS Care & Outreach Agency, County, & State Data Collection (HCP, etc) Data Reporting (RSR, etc) Web-Based, Highly Secure What is ARIES? • AIDS • Regional • Information & • Evaluation • System

  8. HIV / AIDS Care & Outreach Agency, County, & State Data Collection (HCP, etc) Data Reporting (RSR, etc) Web-Based, Highly Secure What is ARIES? • AIDS • Regional • Information & • Evaluation • System There are 124 tables and 2,658 data elements in ARIES!

  9. ARIES Client Data • Demographics • Eligibility • Programs • Medical • Medications • Risk Factors • Care Plan • Case Notes • Services

  10. ARIES Client Data Contact Information Demographic Detail Living Situation • Demographics • Eligibility • Programs • Medical • Medications • Risk Factors • Care Plan • Case Notes • Services

  11. ARIES Client Data Contact Information Demographic Detail Living Situation Financial Insurance • Demographics • Eligibility • Programs • Medical • Medications • Risk Factors • Care Plan • Case Notes • Services

  12. ARIES Client Data Contact Information Demographic Detail Living Situation Financial Insurance Basic Medical Medical History OB/GYN & Pregnancy • Demographics • Eligibility • Programs • Medical • Medications • Risk Factors • Care Plan • Case Notes • Services

  13. ARIES Client Data Contact Information Demographic Detail Living Situation Financial Insurance Basic Medical Medical History OB/GYN & Pregnancy ART Medications • Demographics • Eligibility • Programs • Medical • Medications • Risk Factors • Care Plan • Case Notes • Services

  14. ARIES Client Data Contact Information Demographic Detail Living Situation Financial Insurance Basic Medical Medical History OB/GYN & Pregnancy ART Medications Risk Factors Substance Abuse Mental Health Assessments • Demographics • Eligibility • Programs • Medical • Medications • Risk Factors • Care Plan • Case Notes • Services

  15. ARIES Client Data Contact Information Demographic Detail Living Situation Financial Insurance Basic Medical Medical History OB/GYN & Pregnancy ART Medications Risk Factors Substance Abuse Mental Health Assessments Services • Demographics • Eligibility • Programs • Medical • Medications • Risk Factors • Care Plan • Case Notes • Services

  16. ARIES Agency Data • Contact Information • Sites • Staff • Funding Sources • Contracts • Services Provided

  17. ARIES Reports • Client • Service • Management • Finance • Crosstab • Compliance • Ryan White Services Report (RSR) • HOPWA Progress Report • Quality Management Reports • Outreach • Ad Hoc (ARIES ReportExport)

  18. ARIES Reports • Client • Service • Management • Finance • Crosstab • Compliance • Ryan White Services Report (RSR) • HOPWA Progress Report • Quality Management Reports • Outreach • Ad Hoc (ARIES ReportExport)

  19. ARIES Reports • Client • Service • Management • Finance • Crosstab • Compliance • Ryan White Services Report (RSR) • HOPWA Progress Report • Quality Management Reports • Outreach • Ad Hoc Wednesday 8:40 Tuesday 10:15 Tuesday 3:45

  20. ARIES Client Data Contact Information Demographic Detail Living Situation Financial Insurance Basic Medical Medical History OB/GYN & Pregnancy ART Medications Risk Factors Substance Abuse Mental Health Assessments Services • Demographics • Eligibility • Programs • Medical • Medications • Risk Factors • Care Plan • Case Notes • Services

  21. Getting Started with ARIES On-Screen Demo • Denise Absher, CA Office of AIDS, • ARIES Informatics Specialist

  22. Getting Started with ARIES • ARIES User Security: • ARIES uses Dual Factor Authentication: • Something you HAVE (Digital Certificate) • Something you KNOW (user name and password) • User Registration Form required for new users, visit www.projectaries.org • Complex matrix of User Permissions control what a user can and cannot access

  23. Getting Started with ARIES • ARIES Data Security: • All internet traffic is encrypted (https protocol) • All data is stored at the very secure State Data Center • Sensitive data (identifiers, etc) are encrypted • Complex audit procedures document a user’s “fingerprints” on every task they perform

  24. Getting Started with ARIES Import • Many counties/agencies are adopting Electronic Medical Record (EMR) systems. • ARIES contains an import utility to allow agencies to meet state & federal reporting requirements without double data entry. • Import is complex!

  25. Getting Started with ARIES Import • Import Requirements: • EMR must date/time stamp data changes so that only new or edited data can be identified • EMR must contain all of the six ARIES Client Identifiers • EMR must be able to store ARIES ID for linking • Agency (or EMR staff) must have technical expertise with the data format know as Extensible Markup Language (XML) • Agency (or EMR staff) must maintain and revise XML export code as ARIES changes • Agency must manually enroll new clients, then update via import • Agency must manage import exceptions and duplicates • Agency must apply for permission, meet with OA staff, demonstrate competence, and submit sample data files

  26. Getting Started with ARIES Import • Review ARIES Policy Notice G3 at www.projectaries.org

  27. ARIES Policy Notice G3 - Imports

  28. Getting Started with ARIES Import • Review ARIES Policy Notice G3 at www.projectaries.org • Submit an ARIES Import Request Form to the Office of AIDS (Help Desk for email)

  29. Nondisclosure Agreement

  30. Getting Started with ARIES Import • Review ARIES Policy Notice G3 at www.projectaries.org • Submit an ARIES Import Request Form to the Office of AIDS (Help Desk for email) • OA approval, expectations, technical specs

  31. Getting Started with ARIES Import • Review ARIES Policy Notice G3 at www.projectaries.org • Submit an ARIES Import Request Form to the Office of AIDS (Help Desk for email) • OA approval, expectations, technical specs • Kick-off webinar with OA staff

  32. Getting Started with ARIES Import • Review ARIES Policy Notice G3 at www.projectaries.org • Submit an ARIES Import Request Form to the Office of AIDS (Help Desk for email) • OA approval, expectations, technical specs • Kick-off webinar with OA staff • Submit and import sample data

  33. Getting Started with ARIES Import • Review ARIES Policy Notice G3 at www.projectaries.org • Submit an ARIES Import Request Form to the Office of AIDS (Help Desk for email) • OA approval, expectations, technical specs • Kick-off webinar with OA staff • Submit and import sample data • Import Real Data!

  34. ARIES Support • View this training at www.projectaries.org • Press the <F1> key in ARIES to get on-line help “<F1> is Friend #1” • The ARIES Help Desk 866-411-ARIES (2743) aries@cdph.ca.govNew Email!

  35. Getting Started with ARIES Questions??

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