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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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slide1
Programs and Services

Data Collection & Reporting System

Data Meaning, Policies & Procedures – June 2010

Go Live Date: 7/1/2010

psdcrs overview what is psdcrs
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
required data
Required Data

Contractually Required

  • All data elements
  • No “optional” data

Compliancy Audits

  • Systematic missing data
key system structures
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
training goals
Training Goals
  • Data Resource Tools
  • Data Type Groups
  • Select Data Elements
  • Data Policies & Procedures
data collection forms
Data Collection Forms
  • Program Specific
  • Follow online order
  • Data type specific
  • Will be available through online system

Click for PSDCRS web

data type groups
Data Type Groups
  • Client
  • Referral
  • Intake
  • Discharge
  • Periodic

Click for PSDCRS web

data element definitions
Data Element Definitions
  • Located on PSDCRS website
  • Select elements defined
  • Alphabetical order
  • Use with “Master Data Dictionary”

Click for PSDCRS web

key element definitions
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

key element definitions11
Key Element Definitions

INTAKE DATA

  • Address
  • CaseLINKId
  • ClientPersonLINKId
  • DCF Status
  • Health Insurance
  • TANF Eligibility

Click for PSDCRS web

dcf status
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

provider case id de 77 client id de 78
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

case link id s de 79 and case person id s de 80 part 1
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.
health insurance intake de 59 and health insurance discharge de 60 part 1
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

health insurance intake de 59 and health insurance discharge de 60 part 2
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
race ethnicity
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

race ethnicity18
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

tanf eligibility
TANF Eligibility
  • Use the TANF ELIGIBILITY DETERMINATION/RE-DETERMINATION FORM

Click for Data Tools and Forms

other data elements
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

other data elements21
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

next steps
Next Steps
  • Data Entry Training
  • Go Live
  • Enter pre-July clients active; all new entries
  • Authorized Lead functions…