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Programs and Services Data Collection & Reporting System PowerPoint PPT Presentation


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Programs and Services Data Collection & Reporting System. Data Meaning, Policies & Procedures – June 2010 Go Live Date: 7/1/2010. PSDCRS Overview: What is PSDCRS?. DCF’s new data and reporting solution for community-based programs across DCF Mandate Areas

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Programs and Services Data Collection & Reporting System

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Programs and Services

Data Collection & Reporting System

Data Meaning, Policies & Procedures – June 2010

Go Live Date: 7/1/2010


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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


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Required Data

Contractually Required

  • All data elements

  • No “optional” data

    Compliancy Audits

  • Systematic missing data


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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


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Training Goals

  • Data Resource Tools

  • Data Type Groups

  • Select Data Elements

  • Data Policies & Procedures


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Data Collection Forms

  • Program Specific

  • Follow online order

  • Data type specific

  • Will be available through online system

Click for PSDCRS web


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Data Type Groups

  • Client

  • Referral

  • Intake

  • Discharge

  • Periodic

Click for PSDCRS web


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Data Element Definitions

  • Located on PSDCRS website

  • Select elements defined

  • Alphabetical order

  • Use with “Master Data Dictionary”

Click for PSDCRS web


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Data Element Definition Example


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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


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Key Element Definitions

INTAKE DATA

  • Address

  • CaseLINKId

  • ClientPersonLINKId

  • DCF Status

  • Health Insurance

  • TANF Eligibility

Click for PSDCRS web


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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


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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


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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.


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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


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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


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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


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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


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    TANF Eligibility

    • Use the TANF ELIGIBILITY DETERMINATION/RE-DETERMINATION FORM

    Click for Data Tools and Forms


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    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


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    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


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    Next Steps

    • Data Entry Training

    • Go Live

    • Enter pre-July clients active; all new entries

    • Authorized Lead functions…


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