Minnesota CAREWare Policies and Procedures Title: Quality Assurance Issue Date: June 2, 2011 Revised: May 27, 2014 Purpose: The Ryan White Program requires client level data for reporting to HRSA and for Parts A, B and state HIV services grant management. In Minnesota, these data are collected in Minnesota CAREWare. Policy: To improve the quality and completeness of data, both for submission to HRSA and for local use, providers will run the quality assurance reports provided in Minnesota CAREWare as described in this policy. Providers will notify MDH of duplicate clients and will provide missing information for required variables as identified in the reports. In addition, wherever possible, providers will update variables where an “unknown” response is reported. “Unknown” is not an allowable response for the following variables: HIV status, enrollment status, vital status, ethnicity, housing status, and health insurance coverage. “Unknown” is also not an allowable response for some of the screenings reported by primary care providers. All providers serving a client have equal responsibility for maintaining client records as completely and accurately as possible. Procedures: Quarterly In order to minimize the number of duplicate clients in the system on a regular basis, all providers will run the MDH‐N Client List report on a quarterly basis and report duplicates clients to MDH. At the semi‐annual intervals, the MDH‐N Client List report will be run in conjunction with the other quality assurance reports. Semi‐annually The grantees will notify providers of the schedule for running the quality assurance reports on a semi‐
annual basis. All providers will run the quality assurance reports and complete missing and unknown information semi‐annually within the timeframe provided in the most current schedule. Upon follow‐up from the Part A and/or B grantees, further completion of missing and unknown information must be completed according to the timeline provided in the most current schedule. The following quality assurance reports will be run by providers on a semi‐annual basis. Refer to the Quality Assurance Manual for a complete list of reports. http://www.health.state.mn.us/divs/idepc/diseases/hiv/careware/resources.html Responsibilities: PDI Providers: PDI providers will notify MDH of duplicate clients in CAREWare on a quarterly basis. PDI providers will also eliminate duplicate clients in their own systems. PDI providers will correct the missing information and update “unknown” responses as identified in the quality assurance reports in their own data systems. PDI providers will then submit an updated semi‐
annual file according to the current schedule. Direct Entry Providers: Direct entry providers will notify MDH of duplicate clients on a quarterly basis. Direct entry providers will correct the missing information and update “unknown” responses as identified in the quality assurance reports according to the current schedule. MDH: MDH will eliminate duplicate client records as requested by providers and will notify individual providers when this has been completed. MDH will work with the Part A and B grantees to develop the semi‐annual quality assurance schedules. MDH will import the updated semi‐annual files according to the current schedule so that direct entry provides may begin to run their quality assurance reports on time. Part A and B Grantees: The Part A and B grantees will communicate the semi‐annual quality assurance schedules to the providers. The Part A grantee will run aggregate‐level quality assurance reports for all providers. The Part A and B grantees will send these to their respective providers at the beginning of the quality assurance process and after the first round of corrections have been made.