Surveillance Data to CAREWare
ROIs in CAREWare
Upon receiving a signed ROI from a provider, MDH will enter it into CAREWare. Once the ROI is entered
into CAREWare, sharing will be activated with all providers that serve the client. All CAREWare users at
those providers will be able to view the HIV status, HIV diagnosis date, AIDS diagnosis date, vital status
and date of death data imported from the surveillance system. Only medical case managers and clinical
staff at those providers will be able to view the CD4 and viral load data imported from surveillance.
Actual sharing of data won’t occur until the first round of surveillance data is imported into CAREWare.
MDH will enter all ROIs into a separate provider domain called “eHARS.” The surveillance data will also be
imported into the eHARS domain. Only MDH staff will have direct access to this domain, although the
data will be shared with Part A and B grantee data analysts.
Steps MDH Will Follow for Entering an ROI
1. Check to see if client with the signed ROI already exists in the eHARS domain. If not, add as a new
client using name, gender and date of birth.
2. On the Encounters tab, click on Sharing Options.
3. Click on New ROI Share.
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4. Add start date of ROI, which will always be 1/1/1982. Enter end date of ROI, which will be based on
the year in which the client signed the ROI. The end date will be 12/31 of the fifth year after
signing.
5. The ROI is now entered into CAREWare.
6. If a client revokes their consent at some point, the ROI record will be edited to change the end date
to reflect the date the client asked for the consent to be withdrawn.
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Viewing Lab Data in CAREWare
Once the CD4 and viral load data from the surveillance system have been imported into CAREWare,
medical case managers and clinical staff will be able to view (but not edit) the information on the
Encounters tab.
Steps for Viewing Lab Data
1. Within a client’s record, go to the Encounters tab and click on the Labs tab.
2. Click on Rapid Entry.
3. Unclick the box next to “Only show this provider.”
4. Enter the date range you’re interested in viewing and results will appear in the window below.
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5. To run a report with the data, click on Report.
6. A report will be generated that you can save or print.
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Determining Whether Client Has Already Signed ROI
A client only needs to sign one ROI in order for the surveillance data to be shared with all providers who
serve the client. Again, all CAREWare users at those providers will be able to view the HIV status, HIV
diagnosis date, AIDS diagnosis date, vital status and date of death data imported from the surveillance
system. Only medical case managers and clinical staff at those providers will be able to view the CD4 and
viral load data imported from surveillance.
MDH has created a report that will allow you to see which of your clients have already signed an ROI (and
it has been entered in CAREWare), regardless of which provider agency they were at when they signed
the ROI.
Steps for Running ROI Report
1. Under Custom Reports, select the report titled, “MDH-N Clients with Active ROI (Provider).
2. Enter the From and Through dates you’re interested in based on when clients were served.
3. Click Run Report.
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