Programs and Services Data Collection & Reporting System

1. Programs and Services Data Collection & Reporting System Data Meaning, Policies & Procedures – June 2009 PSDCRS Go Live Date: 7/1/2009

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

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

4. Data Type Groups • Client • Referral • Intake • Periodic Update [TFC; Medically Complex] • Activity Occurrences [TFC, Medically Complex] • Discharge Click for PSDCRS web

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

6. Data Element Definition Example

7. 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 (required for Batch submission) • Foster Parent ID (TFC Programs only) Click for PSDCRS web

8. Key Element Definitions INTAKE DATA • Address Click for PSDCRS web

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

10. 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

11. 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

12. Medicaid Number (DE#82) Part 1 • Required For Therapeutic Foster Care, Sibling Placement, Medically Complex, and several Child-focused behavioral health programs • Assigned by DSS • Uniquely Identifies an individual in the Eligibility Management System (EMS) • AKA EMS number Click for Data Definition document

13. Medicaid Number (DE#82) Part 2 • Applies to individuals in several DSS programs • Medicaid Managed Care (aka HUSKY A) • Fee-for-Service Medicaid • SCHIP (aka HUSKY B) • Nine digits, beginning with two zeroes. • For Managed Care Organization (MCO) members, number on membership card should be Medicaid/EMS number Click for Data Definition document

14. Case LINK ID’s (DE#79)and ClientPersonLinkID (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. Case LINK ID’s (DE#79)and ClientPersonLinkID(DE#80) Part 2 • Required for FBR, Medically Complex, MST-BSF, SAFE, Sibling Placement, TFC • All numeric • Up to six digits (case number) or seven digits (person number) Click for Data Definition document

16. Foster Family LINK ID • Provider ID # that DCF uses to identify provider • Provider ID of individual home, not organization with which home is enrolled • However, if you belong to a network (NAFI or DARE) whose homes do not have individual numbers, until this is changed use the network organization’s number • All numeric, up to five digits

17. 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

18. 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

19. 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

20. 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

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

22. Key Element Definitions INTAKE • Delay of Start: 45 days or greater between referral date and placement. • Delay of Start Reasons (examples): Click for PSDCRS web

23. Key Element Definitions PERIODIC UPDATE –3 month periods School: Suspension, School Days Missed, Issues Clinical: Axis, Ohio Scales, Substance/Use, Psych Hosp Legal: Arrest, Detainment Medical: Medically Complex Diagnosis, Hospital Admission Status: Siblings (CL4, CL4a CL4b); Infant with a placed teen Services: Wraparound Click for PSDCRS web

24. Key Element Definitions ACTIVITY OCCURRENCES The therapeutic foster care (TFC) programs, including medically complex and the care elements for siblings, will need to collect select activity and major event data. This data, which will be collected through PSDCRS, is to be submitted at the individual client level, on an occurrence basis, within 45 days of the event. It will require online entry rather than batch submission. Click for PSDCRS web

25. Key Element Definitions ACTIVITY OCCURRENCES Select Care Management activities ACTIVITIES • Face to Face (F2F)-interactive exchange of information lasting 15 minutes or longer • Attended ACR – Attendance by Care Manager or Foster Parent (physical presence or telephonic) DETAILS • Location, Length of Contact and/or Date • Activities Detail Matrix: sets forth the type of detail/information that needs to be captured and inputted for each activity type Click for PSDCRS web

26. Key Element Definitions DISCHARGE 30 Days Notice: Date the 30 days notice was sent to DCF, if applicable. Notice given to DCF when the TFC is unable to find an appropriate ongoing placement for a foster child in their care, and is requesting that the Department assist with identifying a home Click for PSDCRS web