Programs and Services Data Collection & Reporting System

1. Programs and Services Data Collection & Reporting System Data Meaning, Policies & Procedures – June 2010 Go Live Date: 7/1/2010

2. PSDCRS Overview: What is PSDCRS? • DCF’s new data and reporting solution for community-based programs across DCF Mandate Areas • Vendor: Corporation for Standards & Outcomes • Data: Program Outcomes and Activities • Purpose: Program & Contract Management • Data Entry: Web-based Online • Client level data about episodes of care • Real-time Data “Snapshot” Of A Client’s Progress

3. Required Data Contractually Required • All data elements • No “optional” data Compliancy Audits • Systematic missing data

4. Key System Structures • Project = Provider (Fiduciary, “Direct”) x Program x Site • Family & Children’s Aid x IICAPS x Danbury • Subcontractor example: • CHR,Village X TFC X Hartford • All Projects must be registered in system

5. Training Goals • Data Resource Tools • Data Type Groups • Select Data Elements • Data Policies & Procedures

6. Data Collection Forms • Program Specific • Follow online order • Data type specific • Will be available through online system Click for PSDCRS web

7. Data Type Groups • Client • Referral • Intake • Discharge • Periodic Click for PSDCRS web

8. Data Element Definitions • Located on PSDCRS website • Select elements defined • Alphabetical order • Use with “Master Data Dictionary” Click for PSDCRS web

9. Data Element Definition Example

10. Key Element Definitions CLIENT DATA Used for Client Matching • First Name, Last Name • DOB • Sex Important “Non-Matching” Client Data • Hispanic Origin • Race • ProviderCaseID • ProviderClientID Click for PSDCRS web

11. Key Element Definitions INTAKE DATA • Address • CaseLINKId • ClientPersonLINKId • DCF Status • Health Insurance • TANF Eligibility Click for PSDCRS web

12. DCF Status • What is the DCF Status of the client? • The "intake" DCF status refers to the DCF status at the beginning of any given episode • The intake value is locked after 60 days • The CurrentorDischarge value can be updated after 60 days • The “discharge” DCF status refers to the DCF status at the end of any given episode • At discharge, the CurrentorDischarge value will be displayed and can be updated. • After discharge, only the value at discharge will be saved Click for Data Definition document

13. Provider Case ID (DE#77) Client ID (DE#78) • Unique ID assigned by provider to identify a client or a case in the provider's system. • If case includes more than one individual; all the case participants should have the same case number. • Format determined by provider • Limit 50 characters; alphanumeric • Beneficial in cross-walking between the provider’s home system and PSDCRS Click for Data Definition document

14. Case LINK ID’s (DE#79)and Case Person ID’s (DE#80) Part 1 • These are DIFFERENT!!! • Term “LINK ID” can lead to confusion • Both assigned by DCF • Person ID identifies an individual. • Case ID identifies a case, usually including several individuals (“participants”). • Within a case, all individuals will have the same case ID, but different Person ID’s. • Be sure to specify which number you want when dealing with DCF staff . • If Case and Person ID’s are the same something is wrong.

15. Health Insurance Intake (DE#59) and Health Insurance Discharge (DE#60), Part 1 • Indicate Primary Health Insurance Coverage • Any form of Medicaid is always payer of last resort • Coverage by same organization can have different answers Click for Data Definition document

16. Health Insurance Intake (DE#59) and Health Insurance Discharge (DE#60), Part 2 • Options • HUSKY A • HUSKY B • Private Health Insurance • Medicaid (Non-HUSKY) • Military Health Care • Medicare • No Health Insurance • Other

17. Race/Ethnicity • OMB Statistical Directive # 15 guides the process of data collection • Individuals 12 and older self-report • If unable, parent or guardian report • Question of Hispanic/Latino origin is asked FIRST • Clients only select one - Yes or No • If “Yes”, origin is identified • Pick the answer with the most precise information • If the client does not fit categories listed, then select, “Yes, of Hispanic/Latino Origin” Click for Data Definition document

18. Race/Ethnicity • Question of Race is asked second • More than one race could be selected • “Other” – used only if client is not able to identify with any of the race categories available • Questions should be guided to allow for rapport building with client • Demonstrate investment in getting to know client Click for Data Definition document

19. TANF Eligibility • Use the TANF ELIGIBILITY DETERMINATION/RE-DETERMINATION FORM Click for Data Tools and Forms

20. Other Data Elements • Intake • Referral Source • Reason for delay of first home visit • Evaluation Only • Stable Housing • Service Need(s) that impacts Family Functioning • Client History elements • Client Presentation elements • Protective Factors Survey elements • Family Service Plan elements Click for Data Tools and Forms

21. Other Data Elements • Periodic: Family Service Plan • Discharge • Episode End Date • Reason for Evaluation Only • Reason for Discharge • Collaboration with other systems • FES Satisfaction Survey questions • Family Service Plan elements Click for Data Tools and Forms

22. Next Steps • Data Entry Training • Go Live • Enter pre-July clients active; all new entries • Authorized Lead functions…