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 • Discharge Click for PSDCRS web

5. Data Type Groups • Periodic Update [BH: EDT; TFC; Medically Complex] • Activity Occurrences [TFC, Medically Complex, Project Safe; not included in Excel Data Dictionary] Click for PSDCRS web

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

7. Data Element Definition Example

8. 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) Click for PSDCRS web

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

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

11. 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

12. 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

13. 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.

14. Case LINK ID’s (DE#79)and Case Person ID’s (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

15. 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

16. 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

17. 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

18. 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

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

20. Frank’s List Click for Data Tools and Forms