Minnesota CAREWare Policies and Procedures Title: Entering Client Names Issue Date: June 30, 2009 Revised: May 27, 2014 (no revisions) 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. The full legal name is required for de‐duplication and to generate the confidential Unique Record Number (URN), which is encrypted before being sent to HRSA for client level data (CLD) reporting. Policy: Full legal names are required to access services in the Ryan White system. Procedure: FIRST NAME Enter the legal first name of the client. • Capitalize the first letter of the first name. If the first name is made up of two names (e.g. Peggy Sue), capitalize the first letter of each name. • Do not capitalize the whole first name (e.g., do not enter “Thomas” as “THOMAS”). • Do not use all small letters for the first name (e.g., do not enter “Thomas” as “thomas”). • Do not use hyphens, accents (e.g., é ò), tildes (e.g., ñ ã), or other symbols (e.g., ü å ĉ), in the first name. • Do not include spaces in the first name. • If the client uses a nickname, you may include the nickname in parentheses after the first name to help identify the client or communicate their preference. Examples: First Name How to Enter for CLD Linda Peggy Sue Jimmy‐John Raúl William Linda PeggySue JimmyJohn Raul William (Bill) MIDDLE NAME Enter the legal middle name of the client. • If the client does not have a middle name or the client’s middle name is unknown, leave it blank. • The guidance provided for entering the first name should also be followed for entering the middle name. • If only the middle initial is known, enter the initial with no period. Examples: Middle Name How to Enter for CLD Ann Gerald R. [name unknown] No middle name Unknown middle name Ann Gerald R LAST NAME Enter the legal last name of the client. • Capitalize the first letter of the last name. If the last name is made up of two names or two parts of a name (e.g. Johnson Smith, McMurphy or O’Malley), capitalize the first letter of each name or each part of the name. • Do not capitalize the whole last name. • Do not use all small letters for the last name. • Do not use apostrophes, hyphens, accents, tildes, or other symbols in the last name. • Do not include spaces in the last name, except when using suffixes like Jr. or III. Do not use periods after suffixes like Jr. or Sr. Examples: Last Name How to Enter for CLD Johnson Hanson Pérez Smith‐Jones McMurphy O’Connor Peña Peters Jr. Johnson HansonPerez SmithJones McMurphy OConnor Pena Peters Jr Note to PDI Providers: Client’s names must be formatted according to this guidance in the data files you submit to MDH.