Integrating eHARS Data into CAREWare: Benefits and Process

1. Data 2 Care Dominique Cavallo, Sharlonda Pierce, MPH, MAEd October 5, 2017

2. What is eHARS • The Enhanced HIV/AIDS Reporting System (eHARS) • Is a document-based data collection and management system • Supported by the Centers for Disease Control and Prevention (CDC) • Because eHARS is a document based system, the information for these six data points will be the most accurate

3. What data has moved into CAREWare The data moving into CAREWare is: • HIV diagnosis date • AIDS diagnosis date • HIV status • CD4 test dates and results • Viral load test dates and results • Vital status (alive or deceased) and date of death

4. Why add eHARS data to CAREWare • eHARS data will be more reliable and up to date because: • eHARS can support information with documentation such as • Lab reports • Provider reports • Doctor notes

5. Benefits and positives of this initiative • No longer collecting or faxing in eHARS ROI’s • Reduced administrative burden • Monthly CAREWare updates of lab data • Easier access to client lab data • Targeted interventions based on clients most recent lab work • Assist in coordination and provision of care

6. October 5th 2017 No more eHARS ROI’s When can I stop collection ROI’s

7. October 6 2017 Followed by monthly uploads When will lab data be available?

8. Where is the lab data? • Step one log into CAREWare • Click find client • Type in Client’s name

9. Finding Lab Data in CAREWare • Click on clients name from the list • Click the details button

10. Finding Lab Data Cont.. • Click on Encounters button

11. Finding Lab Data Cont.… • Click on Lab button • Ensure that the only show data for this provider is NOT checked

12. What Lab Data Should Look Like • Information shown will be: • Name of Test • Date of Prior Test • Prior Result • Current Result

13. If this screen appears.. • then there is no data available in CAREWare or eHARS

14. Why you may be unable to find lab values in CAREWare The patient hasn’t attended a medical appointment, or did, and a viral load wasn’t drawn The drawn viral load wasn’t reported to MDH Lab was recently reported and hasn’t been entered into eHARS (because some report by paper and can take 90 days to enter) the client may not be in eHARS newly diagnosed new to Minnesota has not been reported yet

15. Lab data not available, now what? If there is no lab data in CAREWare providers should: • Go to the MN CAREWare website • Create a help desk ticket explaining the issue (using the client URN). The MN CAREWare help desk team will: • Work to find out why the data is not in CAREWare • Work with the provider on next steps

16. Resources For provider-wide training for Case managers, submit a help desk ticket: Health.CWPEMS@state.mn.us FAQ’s and other documentation is available on the MDH website: Surveillance Data to CAREWare (www.health.state.mn.us/divs/idepc/diseases/hiv/careware/resources/surveillance.html)

17. Thank you! Dominique Cavallo Minnesota Department of Healthdominique.cavallo@state.mn.us Sharlonda Pierce, MPH, MAedMinnesota Department of Human Servicessharlonda.pierce@state.mn.us