# Presentation: 054885

## Baltimore, MD
October 30, 2006

- October 30, 2006

**Ryan White CARE Act Data Report Training**

## Jill J. Ashman, Ph.D.
Health Statistician
Division of Science and Policy
HRSA – HIV/AIDS Bureau

Harry R. Day, Ph.D.
Project Director
WRMA/CSR Ryan White CARE Act Data Support

- Health Statistician
- Division of Science and Policy
- HRSA – HIV/AIDS Bureau
**Harry R. Day, Ph.D.**
- Project Director
- WRMA/CSR Ryan White CARE Act Data Support

- Welcome and Overview

## 

Please silence all cell phones and pagers until the end of the presentation

Please hold your questions until a designated
   Q & A time

Return promptly from breaks

- Training Ground Rules

- Please silence all cell phones and pagers until the end of the presentation
- Please hold your questions until a designated
-    Q & A time
- Return promptly from breaks

##  8:30 a.m.		Welcome/Introduction
 9:00 a.m.		Overview of Training and CADR
 9:30 a.m.		CADR Sections 1-2
10:00 a.m. 	Break
10:15 a.m.		CADR Sections 3-7
11:30 a.m.		Bridging the Gap
12:00 p.m.	Lunch
 1:00 p.m.		Group Activity: Case Studies
 2:30 p.m.		Break
 2:45 p.m. 	Validation, Submission, Verification
 3:30 p.m.		Generating CADRs with CAREWare
 4:30 p.m.		How to Register for the EHBs
 4:50 p.m.		Day 1 Wrap-up and Evaluations	

** ****8:30 a.m.**		Welcome/Introduction
** ****9:00 a.m.**		Overview of Training and CADR
** ****9:30 a.m.**		CADR Sections 1-2
**10:00 a.m.** 	Break
**10:15 a.m.****	****	**CADR Sections 3-7
**11:30 a.m.****	****	**Bridging the Gap
**12:00 p.m.****	**Lunch
** ****1:00 p.m.**		Group Activity: Case Studies
** ****2:30 p.m.**		Break
** ****2:45 p.m.** 	Validation, Submission, Verification
** ****3:30 p.m.****	****	**Generating CADRs with CAREWare
** ****4:30 p.m.****	****	**How to** **Register for the EHBs
** ****4:50 p.m.****	****	**Day 1** **Wrap-up and Evaluations

**Notes:**

NOTE:  There will be periodic breaks and prompts for questions at various times during the day.

## Agenda: Day 2

**  ****8:30 a.m.**	CADR Web system and EHBs
**10:00 a.m.**	Break
**10:15 a.m.****	**Group Activity: Broken CADR
**11:15 a.m.****	**Tips for Training Providers
**12:00 p.m.**	Day 2 Wrap-up and Evaluations
**12:15 p.m.****	**EHBs Registration
** ****1:00 p.m.****	**XML Electronic Submission

## CADR Timeline
CADR Form and Instructions
Presentation Slides
CADR Data Checks
Provider Toolkit
CADR FAQs
Helpful Resources

- CADR Form and Instructions
- Presentation Slides
- CADR Data Checks
- Provider Toolkit
- CADR FAQs
- Helpful Resources

- Participant List
- Evaluation Form
- CD for Training Providers

- What’s in your CADR binders

## 

WRMA/CSR CARE Act Data Support
Walter R. McDonald & Associates, Inc., Prime Contractor
CSR, Incorporated, Subcontractor

- Who We Are

**WRMA/CSR CARE Act Data Support**
- Walter R. McDonald & Associates, Inc., Prime Contractor
- CSR, Incorporated, Subcontractor

## Jill Ashman, Ph.D., Health Statistician
Harry R. Day, Ph.D., Project Director
Aja Shasanmi, TA/Data Coordinator
Alex McCallan, Technical Assistant
Jeananne Cappetta, M.P.A., Title I Grantee
John Milberg, M.P.H., Health Scientist
Jillian Robey, CADR Web System Coordinator
Ed Benjamin, CADR Web System Manager	

**Jill Ashman, Ph.D.,*** Health Statistician*
**Harry R. Day, Ph.D.**, *Project Director*
**Aja Shasanmi**, *TA/Data Coordinator*
**Alex McCallan***, Technical Assistant*
**Jeananne Cappetta, M.P.A.**, *Title I Grantee*
**John Milberg, M.P.H.,** *Health Scientist*
**Jillian Robey,** *CADR Web System Coordinator*
**Ed Benjamin,*** CADR Web System Manager**	*

**Notes:**
Jill Ashman, Uses of CADR Data by HAB
John Milberg, Generating CADRs with CAREWare
Jillian Robey, EHBs Registration
Ed Benjamin, CADR Web System and EHBs

## 
Help Ryan White grantees submit complete and accurate 2006 CADRs on time

Help Ryan White grantees resolve data issues through data verification and revision

Provide technical assistance (TA)

- CARE Act Data Support Goals

- Help Ryan White grantees submit complete and accurate 2006 CADRs on time
- Help Ryan White grantees resolve data issues through data verification and revision
- Provide technical assistance (TA)

## Provide a complete understanding of the CADR form and accompanying materials
Provide a clear understanding of the grantees’ responsibilities throughout the CADR reporting process
Make clear where grantees and providers can go for help
Help grantees anticipate potential challenges under each Title and provide useful tips for resolving problems
Provide a working model and resources for training providers

- Provide a clear understanding of the grantees’ responsibilities throughout the CADR reporting process
- Make clear where grantees and providers can go for help
- Help grantees anticipate potential challenges under each Title and provide useful tips for resolving problems
- Provide a working model and resources for training providers

- CADR Training Goals

**Notes:**
Tomorrow (Day 2):
Efficiently navigate HRSA's Electronic Handbook (EHBs).
Demonstrate the CADR Web system.

##    Sources of Ryan White CARE Act funding

Title I:	Eligible Metropolitan Areas (EMAs)
Title II:	States and U.S. Territories
Title III:	Early Intervention Services (EIS)
Title IV:	Services for Women, Infants, Children, Youth 		           and Their Families
Title IV Youth: Services for Adolescents

- CARE Act Titles

-    Sources of Ryan White CARE Act funding
**Title I**:	Eligible Metropolitan Areas (EMAs)
**Title II**:	States and U.S. Territories
**Title III**:	Early Intervention Services (EIS)
**Title IV**:	Services for Women, Infants, Children, Youth 		           and Their Families
**Title IV Youth**: Services for Adolescents

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

## Terms: Reporting Scope

**Reporting scope**
- a term used to identify which services and clients are included in a CADR
**Use Scope “01” **to report
- all clients receiving an **eligible service** for CARE Act funding
- all clients served even if services were not paid by CARE Act funds
**Use Scope “02”** to report
- only clients receiving a **funded** **service**
- clients and cost by Title

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Notes:**
See Item 33 on the 2006 CADR for a list of eligible services.
Use of Scope “02” require written permission from the Project Officer.  
Multiply funded Title III grantees are expected to use Scope 01.

##   
 Agencies - an inclusive, general term for organizations      	             Refers to both grantees and providers
Grantees 
receive funding directly from HRSA
Providers
receive money through a contract with another agency (usually the grantee)
Multiply funded
an agency that receives funding under more than one CARE Act Title

** ****Agencies - **an inclusive, general term for organizations      	             Refers to both grantees and providers
**Grantees **
- receive funding directly from HRSA
**Providers**
- receive money through a contract with another agency (usually the grantee)
**Multiply funded**
- an agency that receives funding under more than one CARE Act Title

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

- Terms: Organizational

## Infected client
an individual who is HIV-positive who receives at least one Ryan White CARE Act eligible service during the reporting period
Indeterminate client
a child under the age of 2 whose HIV status is not yet determined, but was born to an HIV-infected mother
Affected client
a family member or partner of an infected client who receives at least one Ryan White CARE Act supportive or case management service during the reporting period
must be linked to a client infected with HIV/AIDS who was served by the agency

- Terms: Client Categories

**Infected client**
- an individual who is HIV-positive who receives at least one Ryan White CARE Act eligible service during the reporting period
**Indeterminate client**
- a child under the age of 2 whose HIV status is not yet determined, but was born to an HIV-infected mother
**Affected client**
- a family member or partner of an infected client who receives at least one Ryan White CARE Act supportive or case management service during the reporting period
- must be linked to a client infected with HIV/AIDS who was served by the agency

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Notes:**
IMPORTANT: All affected clients MUST be linked to a client infected with HIV/AIDS who was served by the agency.

## Grantees 
must review and approve their providers’ CADRs through EHBs

Providers
must complete a single CADR with all Title data combined
must submit their CADR to their grantee(s)

Grantees who are also providers
must complete a single CADR with all Title data combined
must submit their CADR directly as the grantee
must have that same CADR approved by their grantee(s) through EHBs

- Important Points

**Grantees**
- must review and approve their providers’ CADRs through EHBs
**Providers**
- must complete a **single** CADR with all Title data combined
- must submit their CADR to their grantee(s)
**Grantees who are also providers**
- must complete a single CADR with all Title data combined
- must submit their CADR directly as the grantee
- must have that same CADR approved by their grantee(s) through EHBs

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Notes:**

Grantees must use the EHBs to review and approve their providers’ CADRs. For every change in status, grantees will be notified by e-mail.  Grantees need to ensure that these e-mails are not filtered out as spam.
Exception to 1 CADR per agency rule: Multiply funded Title IV Youth providers must complete two CADRs.  

## Agency Funding Relationships

** ****HIV/AIDS Bureau**

**Provider A**

**Title I **
**Grantee**

**Title III **
**Grantee**

**Title IV **
**Youth**
**Grantee**

**Provider C**

**Title IV**
**Grantee**

**Title II **
**Grantee**

**Notes:**
This diagram shows examples of the funding flow from HAB  Grantees  Providers.
Each agency determines what types of data to report according to the funding they receive and by reporting scope.

## Examples: CADR Responsibilities

**Title I **
**Grantee**

**Title II **
**Grantee**

**Title IV**
**Grantee**

**Title IV **
** ****Youth**
**Grantee**

**Provider A**

**Provider B**

**Title II & **
**Title IV data**

**Title IV **
**Youth data**

**HIV/AIDS Bureau**

**Notes:**
This diagram shows the flow of CADRs from the bottom of the hierarchy (i.e. subcontract or provider) all the way up to HAB.
Throughout the diagram, grantees are ultimately responsible for reviewing data on services they fund.
Shows two different scenarios on CADR responsibilities.

Scenario 1 (left side of chart).
The Title I provider (Provider A) prepares and submits their own CADR to the same Title I grantee of record.
The grantee of record collects all their providers’ CADRs and submits them to HAB.
Scenario 2.
A Title II, IV, and IV Youth provider (provider B) prepares two different CADRs.
A CADR with Title II and IV data.
A CADR with only Title IV Adolescent Initiative data.
NOTE: Normally an agency completes only one CADR, however; this agency is an exception because they are receiving Title IV Adolescent Initiative funding and must prepare a second CADR with only Title IV Youth data.
The Title II, IV, and IV Youth provider submits a CADR with Title II and IV data to their grantees of record.  The same provider also submits a CADR with only Title IV Youth data to their other grantee of record.
Each grantee of record collects all of their providers’ CADRs and submits them, along with their own prepared CADR, to HAB.

## Examples: CADR Responsibilities

**Provider C**

**Title II **
**Grantee**

**Title IV**
**Grantee**

**Title III Grantee **
**& **
**Title II Provider**

**       ****HIV/AIDS Bureau**

**Notes:**
This diagram is another example of the CADR path from the bottom of the hierarchy (i.e., provider) all the way up to HAB.
Scenario 1.
A Title III and IV provider prepares one CADR and submits it to each of their grantees of record.
The Title IV grantee of record collects all their providers CADRs and submits them to HAB.
Scenario 2.
A Title III grantee who is also a Title II provider prepares their CADR.
The Title III grantee who is also a Title II provider submits their CADR along with their providers CADR (in this example, the Title III & IV provider) to HAB.
The Title III grantee who is also a Title II provider also submits their CADR to their Title II grantee of record.
The Title II grantee of record collects all their providers CADRs and submits them to HAB.

## Portland Health Network is a grantee under Titles
III and IV Youth and provides direct services under
Titles II, III, IV, and Title IV Youth. 

What are Portland Health Network’s
responsibilities for submitting their CADR?

- Vignette: CADR Responsibilities

- Portland Health Network is a grantee under Titles
- III and IV Youth and provides direct services under
- Titles II, III, IV, and Title IV Youth.
**What are Portland Health Network’s**
**responsibilities for submitting their CADR?**

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Notes:**
Portland Health Network must complete two separate CADRs, one containing their Title IV Youth data only, and a second containing data for Titles II, III, and IV. 
 They must submit their Youth CADR directly to HAB.  
They must submit their second CADR to both their Title II grantee and their Title IV grantee for approval.  
They must also submit this same CADR to HAV as the Title III grantee.

## 2006-2007 CADR Timeline

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

|  | Oct | Nov | Dec |
| --- | --- | --- | --- |
| Agencies collect data for HIV/AIDS services (All Year) |  |  |  |
| Grantees attend trainings | 30th & 31st |  |   4th & 5th  |
| Grantees train employees and providers |  | 1st                 |  |
| CADR materials mailed to grantees |  | 17th |   |
| Grantees review provider lists |  |  |    |
| Grantees mail/fax Provider Verification Forms to Data Support |  |  | 15th |
| Grantees distribute registration codes to providers |  | mid |  |

**Notes:**
IF A PROVIDER IS ALSO A GRANTEE, THEY USE THE EHBs FOR CADR ACCESS AND ENTRY AND THEREFORE WILL NOT RECEIVE A REGISTRATION CODE.  REGISTRATION CODES ARE FOR WEB ENTRY ONLY.
When providers register for the Web system, they must enter an accurate e-mail address to be notified if their CADR is rejected by the grantee.

## 2006-2007 CADR Timeline (cont.)

|  | Jan | Feb | Mar | Apr | May |
| --- | --- | --- | --- | --- | --- |
| Web system opens for data entry | 8th |  |  |  |  |
| Providers register on Web and begin entering data | 8th |  |  |  |  |
| Deadline to fax or postmark paper CADRs to Data Support |  | 15th |  |  |  |
| Providers submit CADRs through the Web to allow grantees time to review | 8th |  | 15th |  |  |
| Deadline for creating new CADRs |  |  | 
15th |  |  |
| Deadline for rejecting a CADR |  |  | 
25th |  |  |
| Deadline for approving a CADR |  |  |  | 2nd |  |

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Notes:**
NOTE:  Grantees submitting paper CADRs to Data Support must postmark them by February 15th to allow sufficient time to arrive by the mail/fax deadline.
NOTE:  Grantees should try not to reject CADRs on the deadline such that other grantees have ample time to re-approve changes

## Web Trick

Data relationship

Challenging area

- 2006 CADR Form: Training Legend

- Web Trick
- Data relationship
- Challenging area

**CAUTION!**

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

## One CADR per agency
multiply funded Title IV Youth agencies are an exception to this rule

Submit by CADR Web system, electronic upload, mail or fax

- 2006 CADR Form

- One CADR per agency
- multiply funded Title IV Youth agencies are an exception to this rule
- Submit by CADR Web system, electronic upload, mail or fax

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Notes:**
Please pull out the CADRs from the front pocket of your binders, so you can follow along as we go through the Sections.

Only one CADR should be completed per agency if funded under Title(s) I, II, III, and/or IV.

If an agency is also funded under Title IV Adolescent Initiative, they must complete a separate CADR with only Title IV Adolescent Initiative data. These youth data should not be part of the data provided in the first CADR.

Plan ahead so that you can meet the submission deadline.

## Who Completes Each Section?

|  Title | I | II | III | IV | IV Youth |
| --- | --- | --- | --- | --- | --- |
|  Section 1: Service Provider  
                  Information |   |   |   |   |   |
|  Section 2: Client Information |   |   |   |   |   |
|  Section 3: Service Information |   |   |   |   |   |
|  Section 4: HIV Counseling and 
                  Testing |   |   |   |   |   |
|  Section 5: Medical Information |   |   |   |   |   |
|  Section 6.1: Title III Specific Data |  |  |   |  |  |
|  Section 6.2: Title IV Specific Data |  |  |  |   |  |
|  Section 7: HIP Information |   |   |  |  |  |

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Notes:**
Each Title can complete Sections 1-5. Only Title III can complete Section 6.1 and only Title IV can complete Section 6.2. 
Who does not complete a CADR: Any grantee who only provides indirect administrative services.  The grantee is still required to review and approve their providers’ CADRs through the EHBS. 

## Service Provider Information
Provider and agency contact information
Reporting and program information
Ownership status
Funding information
Populations identified for services

- Section 1: Items 1-22

- Service Provider Information
- Provider and agency contact information
- Reporting and program information
- Ownership status
- Funding information
- Populations identified for services

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**2006 CADR Form**

**Notes:**
Must be completed by all Ryan White funded providers.

All items up to Item 16 must be completed regardless of type of service(s) provided.

Grantees that provide their own administrative services and do not provide direct services do not submit a CADR. 

However, a subcontractor that provides administrative support to the grantee must submit a CADR. 

## Item 1: 
 include full, unabbreviated name 
Item 3 & 4: 
provide full contact information
Item 5: 
calendar year must fall within 2006
Item 6:
reporting scope

- Section 1: Selected Items

- Item 1:
-  include full, unabbreviated name
- Item 3 & 4:
- provide full contact information
- Item 5:
- calendar year must fall within 2006
- Item 6:
- reporting scope

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**CAUTION!**

**Notes:**
All items must be completed.
Acronyms/abbreviations may only be used if the agency’s complete name is also specified.
Item 5: Calendar dates must fall within the year 2006.  Start date must precede end date.
The reporting period may be shorter than a year if an agency did not receive CARE Act funding for the entire year.
Item 6: Make sure the appropriate reporting scope is checked.
Scope 01 includes all eligible services regardless if CARE Act funds paid for the services. 
Scope 02 includes only services paid for exclusively by CARE Act funds. 

## Section 1: Selected Items

- Item 9:
- Minority AIDS Initiative (MAI) funds
- Item 10:
- source of funding by Title
- Items 11-14:
- funding amount received as a grantee or provider under each Title
- Minority AIDS Initiative (MAI) funds

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**
Item 10: Source of Ryan White CARE Act Funding.
Check all Titles under which you received funding, regardless of whether you received money directly from HRSA or from a grantee.
If you are a grantee and received funding directly from HAB under a given Title, you should enter your official agency name.
If you are a provider and therefore did not receive your funding directly from HAB, you should enter the name of the grantee from which you received your funding.
Also, if you in turn subcontract with another agency for a particular service, advise the subcontractor of the official grantee-of-record name so they can include it on their CADR. (Only grantees, not providers, should be identified in Item 10.)
If you are a grantee who has service providers, please make sure your providers are informed of the full and correct name of your agency as it should appear in this Item.
Items 11-14: Funding Amount by Title.
For each Title checked in Item 10, a funding amount must be entered for that Title in Items 11-14.
The amount entered should be the amount awarded to your agency for the reporting period (2006). 
This amount is not necessarily the same as the amount received or expended.
Make sure that your funding amount has been annualized to reflect the amount of funding received during the reporting year and NOT your fiscal year.

## Item 16: 
administrative support services
Item 17:
AIDS Drug Assistance Program (ADAP)
Item 18:
Health Insurance Program (HIP)

- Section 1: Selected Items

- Item 16:
- administrative support services
- Item 17:
- AIDS Drug Assistance Program (ADAP)
- Item 18:
- Health Insurance Program (HIP)

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**
Item 16: Administrative Support.
A description of each administrative support service listed in this Item is provided in the CADR instructions.
You must check either “Yes” or “No” for each administrative support service listed.
If you are a provider and the services listed in this Item are the only services your agency provided, indicate this by checking the box below and do not complete the remainder of the CADR.
If your agency is a 3rd party administrator who processes fee-for-service reimbursement to providers of Ryan White eligible services, continue completing this form.
If you are a grantee who is also a provider, check “Yes” for each administrative support service that was handled within your agency.

Item 17: ADAP
No longer part of the CADR submission process.  However, it’s the only place where local AIDS Pharmaceutial
Requires a “Yes” or “No” response.

Item 18: HIP
If the only service your agency provided with CARE Act funding was HIP, then skip to Section 7.

## Client Information
Number of unduplicated clients
Number of new clients
Gender, age, race/ethnicity
Household income
Housing/living arrangements
Medical insurance
HIV/AIDS status
Vital/enrollment status

- Section 2: Items 23-32

- Client Information
- Number of unduplicated clients
- Number of new clients
- Gender, age, race/ethnicity
- Household income
- Housing/living arrangements
- Medical insurance
- HIV/AIDS status
- Vital/enrollment status

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**
This section should be completed by all agencies that provide services directly to clients and are funded through Ryan White CARE Act Titles I, II, III, and/or IV.
Include clients who received medical care or social support services during the reporting period.

## Throughout Section 2
report HIV-positive/indeterminate clients
minimize unknown/unreported
Item 23
correlates with many Items 
Item 27
combined race and ethnicity Item
White (Non-Hispanic)
Black or African American (Non-Hispanic)
Hispanic or Latino(a)

- Section 2: Selected Items

- Throughout Section 2
- report HIV-positive/indeterminate clients
- minimize unknown/unreported
- Item 23
- correlates with many Items
- Item 27
- combined race and ethnicity Item
- White (Non-Hispanic)
- Black or African American (Non-Hispanic)
- Hispanic or Latino(a)

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**
Agencies should make every effort to collect thorough demographic data; counts in ‘Unknown/unreported’ categories should be kept to a minimum.

Race/Ethnicity must be based on client self-report.

Each client must be reported only once in each Item. Clients who identify with more than one racial/ethnic category should be reported under “more than one race” in Item 27.

## Items 28-32
report status of clients at the end of the reporting period
Item 30
report only one type of medical insurance for each client  

- report status of clients at the end of the reporting period
- Item 30
- report only one type of medical insurance for each client

- Section 2: Selected Items

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**
If a client is covered by more than one type of medical insurance, report the primary insurer or the insurance that reimburses the most. (Item 30) 

“At the end of the reporting period” (i.e., HIV status, age, household income, housing) may be taken to mean the most recent information available from the client. For example, if a client was new during the reporting year, but also became inactive, include this client in the “Inactive” category, because that was his/her status at the end of the reporting period.

## Vignette: Medical Insurance

- Portland Health Network provided services to 100
- infected clients in 2006.
- 20% of their clients had no insurance
- 30% had private insurance through March, and then Medicaid provided reimbursement for their services for the remainder of the year
- 50% had both private insurance and Medicare
-    for the entire year, but Medicare paid for the bulk
-    of their services at Portland Health Network.
-  **How is this information reported in Item 30?**

**Notes:**
Number of clients:		HIV-positive/indeterminate
Private			0
Medicare			50
Medicaid			30
Other public		0
No insurance		20
Other			0
Unknown/unreported	0
Total				100

Explanation:  
20 clients are reported in the “No insurance” category because they have no insurance. 
30 clients are reported in the “Medicaid” category because that was their active insurance at the end of the reporting period. 
50 clients are reported in the “Medicare” category because although they had two types of insurance, Medicare reimbursed for the majority of the services. 

## Service Information

Services offered
Total # of unduplicated clients served
Total # of visits during reporting period

- Section 3: Item 33

- Service Information
- Services offered
- Total # of unduplicated clients served
- Total # of visits during reporting period

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**
This section is designed to capture data regarding the services your agency provided during this reporting period, the number of clients receiving the services, and the number of visits made by these clients.

Service providers from all Titles should complete this section. 

## Item 33
report both # of clients and # of visits
do not report more clients than visits in any one service category
only Title IV can report affected clients in rows a-i
remember the “one visit per day” rule

- Section 3: Item 33

- Item 33
- report both # of clients and # of visits
- do not report more clients than visits in any one service category
- only Title IV can report affected clients in rows a-i
- remember the “one visit per day” rule

**2006 CADR Form**

**CAUTION!**

**CAUTION!**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**
If you offered a particular service, check the box in column 2, report the total number of unduplicated clients receiving this service in column 3a and report the total number of visits made by those clients in column 4a.  Every client reported must have at least one visit for that service; i.e. column 4a must be greater than or equal to column 3a.
HIV-positive/indeterminate clients are eligible to be reported in this section; report these clients in the HIV+ column.
Check the unknown boxes in the appropriate columns (3b or 4b) if you do not know the client and/or visit counts.  However, if both infected and affected clients were seen for the same service, but the number of visits is unknown for one of the groups but not the other, you can not enter the number of visits for one group and check the unknown box for the other.  The same rule applies if the number of clients for one group is unknown.
If you offered a particular service but did not actually see clients, check the box in column 2 indicating that you offered the service, and record a “0” in columns 3a and 4a.
The affected client cells in rows a-i (Ambulatory/outpatient medical care through Home health) have been opened in order to allow Title IV agencies to report services to affected clients in these rows.  If you do not receive Title IV funding, do not complete these boxes for affected clients.  
PROBLEM AREAS:  A client may only have one visit for each service category per day (i.e. Column 4a must be less than or equal to 365 multiplied by Column 3a). However, a client may be reported under more than one service category on the same day.  For instance, if a client received oral health care and case management services on the same day, you may report one visit for each of those services.  The column totals are not added up vertically.  

## Vignette: Service Visits

- Portland Health Network had a very busy day!
-  15 clients had their weekly visit with staff psychiatrists
- 10 of these 15 clients returned and an additional 3 attended
-   group counseling in the late afternoon
-  8 new clients had CD4 counts taken
- - 4 of these new clients were also screened for TB
-  10 clients met with their case managers
- - 5 of these clients were referred to a new clinical trial
**How would these services be reported in Item 33?**

**Notes:**
Service Categories	 		Total # of unduplicated clients	Total # of Visits
a.   Ambulatory/outpatient	       8			     			8
b.   Mental health services	      18		                          18
j.    Case mgmt services          	      10			     	        10
ab. Ref to clinical research	       5			  		        XXXX

Even though some clients received more than one service in a particular service category in the same day, only one visit is reported.  
However, each visit is reported for the clients who received services in different service categories in the same day.

## 
HIV Counseling and Testing
Pretest counseling
Testing for HIV antibodies
Posttest counseling
Partner notification

- Section 4: Items 34-41

- HIV Counseling and Testing
- Pretest counseling
- Testing for HIV antibodies
- Posttest counseling
- Partner notification

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**
This section collects counseling and testing data, which includes pretest counseling, testing for HIV antibodies, posttest counseling, and partner notification services.

All agencies who selected reporting scope “01” and provide HIV counseling and testing must complete ALL Items in Section 4.  

Those who selected reporting scope “02” and provide counseling and testing services without using CARE Act funds should answer “Yes”  to Item 34 of this section, “No” to Item 35, and skip to Section 5, Medical Information.  

Completion of Section 4 is a requirement of a Title III grant award.

## Throughout Section 4
report confidential and anonymous individuals
Item 35
complete entire section if CARE Act funds supported this service
Item 41
report the total number of at-risk partners notified during this reporting period

- Section 4: Selected Items

- Throughout Section 4
- report confidential and anonymous individuals
- Item 35
- complete entire section if CARE Act funds supported this service
- Item 41
- report the total number of at-risk partners notified during this reporting period

**CAUTION!**

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**

It is permissible to include anonymous individuals in this section if you provide counseling and testing.  This is the only section in which anonymous individuals may be reported in the entire CADR.

It is not required that the individuals reported in this section be included in any other section of the CADR.

If you answer “Yes” to Item 35, you must complete all of Section 4.  If you answer “No” to Item 35 and are reporting under Scope 01, you must complete all of Section 4.

## Vignette: Confidential vs. Anonymous

- Portland Health Network uses reporting scope 01 and provided counseling and testing to 10 individuals with non-Ryan White funds:
-  6 individuals received anonymous pretest counseling; 4 of these individuals received anonymous testing
-  4 individuals are affected clients of Portland Health Network and received confidential pretest counseling and testing
**How would Portland Health Network complete Items 34-37?**

**Notes:**
All individuals (whether reported as a client in Section 2 or not) who received counseling and/or testing should be included in Section 4. That is, the number of individuals reported in Section 4 does not need to match the total number of unduplicated clients reported in Item 23.  
34a.Yes
34b. 0
35.	No
36.	4 confidential
	6 anonymous
37.	4 confidential
	4 anonymous

The six anonymous individuals are not considered clients unless they received an eligible service listed in Section 3.
The four affected clients should be reported in Sections 2 and 3.  

## Medical Information
Ambulatory/outpatient medical care
HIV exposure categories
TB skin test
Screening & testing
AIDS diagnoses
Deceased HIV-positive clients
Antiretroviral therapy
Pregnant women
Quality management

- Section 5: Items 42-54

- Medical Information
- Ambulatory/outpatient medical care
- HIV exposure categories
- TB skin test
- Screening & testing
- AIDS diagnoses
- Deceased HIV-positive clients
- Antiretroviral therapy
- Pregnant women
- Quality management

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**
This section collects data regarding the medical services administered  to clients during the reporting period.

This section should only be completed by medical service providers who served clients who are HIV-positive/indeterminate and had at least one ambulatory/outpatient medical care visit during the reporting period.

If you provide reimbursement to doctors providing medical services to clients, and you fill out the CADR reporting those medical visits, you should complete the medical section based on billing information submitted by the medical services provider plus information you already have re the client (e.g., gender, race/ethnicity, etc.). The medical services information should be provided by the medical services provider. 

## Section 5: Selected Items

- Section 5: Selected Items

- Item 42
- data relationships with Section 2 (Client Information) & Section 3 (Service Information)
- Item 43
- # of ambulatory/outpatient medical            care visits must equal the # of visits reported in 33a
- Item 45
- report the # of clients new to medical
-    services

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**CAUTION!**

**Notes:**

DATA RELATIONSHIP:  The total number of clients reported in Item 42 must be less than or equal to the sum of unduplicated HIV-positive and indeterminate clients reported in Item 23.  The number of clients reported in each gender category of Item 42 must be less than or equal to the number of clients reported in each gender category in Item 25.  Finally, all HIV-positive/indeterminate clients reported in Item 33a (ambulatory/outpatient) must be equal to the total number of HIV-positive/indeterminate clients in Item 42.

Item 43: Break down the number of unduplicated clients reported in Item 42 by number of ambulatory/outpatient medical care visits received.

Most of the remaining items in Section 5 have a data relationship with Item 42 (reported totals must be less than or equal to Item 42).

 Item 45: Report the number of clients who received HIV-medical services from your agency for the first time during this reporting period.  The number of new clients reported in this item will not necessarily match the number of new clients reported in other Sections of the CADR (i.e. Items 24, 32, 55b, and 67). 

## Section 5: Selected Items

- Section 5: Selected Items

- Item 46
- new clients receiving CD4 count and viral load tests
- Item 47
- Tuberculosis (TB) skin test
- Status of PPD skin test
- Receiving treatment and follow-up

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**

Item 46: Report the number of clients new to HIV medical services who received CD4 count and viral load tests.

Item 47:  This item requires comprehensive data concerning the TB test.

## Item 49
# of clients newly diagnosed with AIDS
Item 50
# of HIV-positive clients who died
Item 53
pregnancy status of women entering care
HIV status of infants delivered
Item 54
type of quality management program

- Section 5: Selected Items

- Item 49
- # of clients newly diagnosed with AIDS
- Item 50
- # of HIV-positive clients who died
- Item 53
- pregnancy status of women entering care
- HIV status of infants delivered
- Item 54
- type of quality management program

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**
Item 49: Report the number of clients who were newly diagnosed with AIDS during the reporting period.  
If a client had a change in status during the period, report their status as of the end of the period.  
If a client is new to your program, but was diagnosed with AIDS prior to the reporting period, do not report them in Item 49.

Item 50:  Of the number of HIV-positive clients reported in Item 42, report how many were known to have died during this reporting period.
NOTE: Cause of death does not need to be related to HIV/AIDS.

Item 53:  Infants delivered to HIV-positive mothers whose diagnosis is not confirmed should be reported as HIV-indeterminate.  

Item 54: Indicate the type of program your agency used to manage the quality of CARE Act services.

## Should an individual doctor that receives reimbursement on a fee-for-service basis submit a CADR?   

- Should an individual doctor that receives reimbursement on a fee-for-service basis submit a CADR?

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Notes:**
This example helps grantees understand who should and who should not complete a CADR.  
In this scenario, the doctor would not complete a CADR.  Instead the grantee that reimbursed the doctor would report the client information in Section 5 of their own CADR by using billing information from the doctor.  

## Title III Information
Demographic information
Cost and revenue
Early Intervention Services offered

- Title III Information
- Demographic information
- Cost and revenue
- Early Intervention Services offered

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**
Section 6.1 is for Title III grantees and service providers only.  

This section requires information on gender, age, race/ethnicity and HIV exposure category for clients served who are HIV-positive/indeterminate, and received at least one primary health care service during the reporting period.  

## 
Throughout Section 6.1
data relationships with Section 2 (Client Information) & Section 3 (Service Information)

Items 55-58
if the # of clients equals the # of clients reported in Section 2, click the Web check box to auto-populate these Items

- Throughout Section 6.1
- data relationships with Section 2 (Client Information) & Section 3 (Service Information)
- Items 55-58
- if the # of clients equals the # of clients reported in Section 2, click the Web check box to auto-populate these Items

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**

DATA RELATIONSHIP Items 55-58:  
If the total number of unduplicated HIV-positive/indeterminate clients reported in Section 6.1 is equal to the sum of unduplicated HIV-positive and indeterminate clients reported in Section 2, check the box preceding Item 55 and skip to Item 59. 
If the total number of unduplicated HIV-positive/indeterminate clients reported in Section 6.1 is less than the sum of unduplicated HIV-positive and indeterminate clients reported in Section 2, you must complete Items 55-58.

CAUTION:  When completing the CADR via the Web system, checking the box indicating that the number of clients is equal to those reported in Section 2 will disable Items 55-58 unless the box is unchecked later. 

## 
Items 59-61
report receipt of primary health care services by race, gender, age, and exposure category in various combinations
data relationships with Items 55-58

- Items 59-61
- report receipt of primary health care services by race, gender, age, and exposure category in various combinations
- data relationships with Items 55-58

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**

DATA RELATIONSHIP Items 59-61: The total number of clients reported in 59-61 must equal to the total number of clients reported in Items 55-58 (or Section 2).

## Section 6.1: Selected Items

- Item 62
- total cost of services
- Title III grant funds expended
- Item 63b
- report # of Early Intervention Services (EIS) sites if more than one
- Item 65
- number of HIV-positive clients who were referred outside the EIS program for a primary health care service

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**CAUTION!**

**CAUTION!**

**Notes:**
CAUTION Item 62: 
Total cost of providing service (62a):  Report here the TOTAL cost to your program of providing services during the reporting period.  The amounts reported here should reflect the actual amount of money it requires to provide the services as part of your EIS program.  Report the total amount regardless of funding sources. This gives a more complete indication of how much it costs to provide HIV-related care.  Please do not leave either of these lines blank.  
Title III grant funds expended (62b): Indicate the total amount of Title III funds expended during the reporting period.  If you didn’t use any Title III funds to support a particular service, report “0.”

NOTE:  An agency cannot report that more funding was received than spent.

Item 63b: Report how many sites (if more than one) at which EIS services were provided during this reporting period.

Item 65:  Report the number of HIV-positive clients who were referred outside the EIS program for a primary health care service, even if it is “0.”

## Vignette: Cost and Revenue

-  Portland Health Network spent $300,000 performing lab tests and providing medical and mental health care.
-  They spent an additional $200,000 providing case management and prevention education.
-  Their Title III grant covered $150,000 of the medical/mental health care costs, and $150,000 of the case management/ prevention education costs.
-  Public insurance sources covered 50% of the medical/mental health services costs, and 20% of the case management/prevention services costs.
-  The agency received $10,000 in donations.
**How should Portland Health Network** **complete Item 62?**

**Notes:**
a. Total cost of providing service:
	$300,000  Primary care
	$200,000  Other program
b. Title III grant funds expended:
	$150,000  Primary care
	$150,000  Other program
	$___0 __  Pharmaceuticals 
c. Direct collections from clients:
	$___0___ Primary care
	$___0_ _  Other program
d. Reimbursements received from third party payer:
	$150,000  Primary care
	$40,000_  Other program
e. All other sources of income:
	$__ 0___  Primary care
	$10,000_   Other program

The total cost of a program, Primary care or Other program, (62a) must be greater than or equal to the total revenue for that program (62b-e).  Therefore, the $10,000 received in donations must have been put toward Other program costs.

## Title IV Information
Demographic information

- Title IV Information
- Demographic information

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**
Section 6.2 collects demographic information on Title IV clients who are HIV-infected or affected.   

Section 6.2 should only be completed by Title IV grantees and their service providers. 

## Throughout Section 6.2
data relationship with Section 2 (Client Information) 
Items 66-70
populated and disabled if Web check box is clicked

- Throughout Section 6.2
- data relationship with Section 2 (Client Information)
- Items 66-70
- populated and disabled if Web check box is clicked

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**

DATA RELATIONSHIP Items 66-70:  
If the total number of unduplicated clients reported in Section 6.2 is equal to the total number of unduplicated HIV-positive and indeterminate clients reported in Section 2, check the box preceding Item 66 and skip to Item 71. 
If the total number of unduplicated clients reported in Section 6.2 is less than the total number of unduplicated HIV-positive and indeterminate clients reported in Section 2, you must complete Items 66-70.

CAUTION:  When completing the CADR via the Web system, checking the box indicating that the number of clients is equal to those reported in Section 2 will disable Items 66-70 unless the box is unchecked later.

## 
Items 71-73
report receipt of primary health care services by race, gender, age, and exposure category in various combinations
data relationship with Items 66-70 or    Section 2 (Client Information)
Item 73
only report HIV-positive/indeterminate clients

- Items 71-73
- report receipt of primary health care services by race, gender, age, and exposure category in various combinations
- data relationship with Items 66-70 or    Section 2 (Client Information)
- Item 73
- only report HIV-positive/indeterminate clients

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**

DATA RELATIONSHIP Items 71-73: The total number of clients reported in each of these items must be equal to the total number of clients reported in Items 66-70.

Item 73:  This is the only Item in 6.2 where affected clients should not be reported. 

- Health Insurance Program (HIP) Information
- Throughout Section
- data relationship with Section 1 (Service Provider Information)

**2006 CADR Form**

**Section 1**

**Section 2**

**Section 3**

**Section 4**

**Section 5**

**Section 6**

**Section 7**

**Notes:**
This section collects information pertaining to the clients served by your HIP during this reporting period, and your HIP expenditures.  

This section should only be completed by the agency or entity that used CARE Act funds to pay for or supplement a client’s health insurance.  Do not include data on programs funded through ADAP.  ADAP information is no longer collected in the CADR form, and should be reported in the ADAP Quarterly Reports.

## Section 7: Selected Items

- Items 74-78
- 	- unduplicated HIP clients by gender, age, and race/ethnicity
- Item 79
- 	- annual expenditures for HIP
- Item 81
- 	- select each Title I and Title II grantee reported in Item 10

**CAUTION!**

**Notes:**
Items 74-78: The total number of HIP clients must be the same in these 5 items.

Item 79: All HIP clients must be accounted for in the Expenditures table (i.e. the “Unduplicated Clients” column must total to the total number of unduplicated clients reported in Item 74), and data must be reported in each column.

Item 81: Each EMA reported in Section 1 (Service Provider Information) must be reported in Item 81, and vice versa.

## 

Jeananne Cappetta, M.P.A.
Contract Administrator
CARE Act Project Coordinator/Data Manager
Ryan White Title I
Nassau–Suffolk EMA

- Bridging The Gap

**Jeananne Cappetta, M.P.A.**
- Contract Administrator
- CARE Act Project Coordinator/Data Manager
- Ryan White Title I
- Nassau–Suffolk EMA

**Notes:**
Jeananne has personal experience using and collecting CADR data.  Her role is to proactively prep data such that when the report data is needed, she has it before the deadline.  She is also able to use CADR data in other reports.

## Bridging The Gap

- How Data Relate to the Region

## Getting Along and Getting Through Data Changes

**Data are not only a requirement but also an asset to**
**Clients**
**Providers**
**Grantees**
**How you obtain data determines how successful your oversight will be**
**Data are quantitative and qualitative **
**Data can be the common tool for a unified service area (State or EMA)**

- Nassau-Suffolk EMA

## Grantees use data to...

**Monitor and fulfill reporting requirements (i.e., CADR, WICY, MAI, implementation plan)**
**Assess gaps**
**Determine priorities **
**Make funding decisions**
**Monitor contracts, programs, & agencies**
**Facilitate the monitoring of high-need areas being served**
**Identify & track priorities, programs & regional trends **
**Track services & use of dollars**
**Identify strengths & weaknesses of priorities & programs**

- Nassau-Suffolk EMA

## Providers use data to...

**Monitor access to clients’ medical care**
**Develop intake forms**
**Facilitate continuous quality improvement activities**
**Identify barriers to service**
**Explain program progress through narratives when data alone can not**
**Identify and track trends**

- Nassau-Suffolk EMA

**Notes:**
-Explain “Narratives” 

## Why is a data collection system important?

**Encompasses all levels of monitoring and reporting the actual Ryan White services provided**
**Because Client Level Data Reporting (CLDR) may be mandated for all grantees in the next 2 to 3 years**
**Prepares grantees to transition to CLDR at low or no costs**
**Builds relationships with all parties across all Titles**

- Nassau-Suffolk EMA

## Challenges to Developing a Data Collection System

**Effecting change: providers only want to provide care**
**Failure to grasp data’s relevance**
**Training everyone on collection system’s tools and methodology**

- Nassau-Suffolk EMA

## How to implement a system to work for the grantee and the provider

**Assess data needs**
**Develop a list of what the data will be used for**
**Create a method to collect the type of data you need**
**Develop a resource reference for providers**
**Train all key grantee & provider staff in the process**
**Provide technical assistance as an essential component of implementation **

- Nassau-Suffolk EMA

## Client-Level Data Reporting Transition: Benefits

**No additional cost to EMA**
**Identifies grantee & regional needs that facilitate the decision making process**
**Enables smooth transition process to CLDR**
**Internal program staff are already trained to understand the reporting process**
**Clients are already accustomed to reporting practices**
**Helps identify the kind & type of custom reports**

- Nassau-Suffolk EMA

## Now that you have the data, what’s next?

**Input data from electronic reports into the master database **
**Link the master database to multiple tracking reports **
**Verify data integrity by establishing a system of checks & balances to ensure accuracy**

- Nassau-Suffolk EMA

## Any questions? Concerns? 
Need more information?

Please contact:
Jeananne Cappetta, M.P.A.
Contract Administrator
Ryan White Title I
Nassau-Suffolk EMA
631-940-3723
jcappetta@unitedwayli.org

**Need more information?**
**Please contact:**
**Jeananne Cappetta, M.P.A.**
**Contract Administrator**
**Ryan White Title I**
**Nassau-Suffolk EMA**
**631-940-3723**
- _[jcappetta@unitedwayli.org](mailto:jcappetta@unitedwayli.org)_

- Nassau-Suffolk EMA

## Group Activity: Case Studies

## Types of validation checks
required Items
appropriate data types
range checks
data relationships
Nature of checks
error vs. warning

- required Items
- appropriate data types
- range checks
- data relationships
- Nature of checks
- error vs. warning

- Data Validation

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Notes:**
Examples of the types of data quality checks performed on the CADR:

Required Items: Your must specify the start date for your program.
Appropriate data types: A nine-digit Taxpayer ID must be provided (Numbers only, no letters).
Range checks: The start date must fall during the current reporting year (2006), and must precede the end date.
Data relationships: The total number of clients reported by gender in Item 25 must equal the total number of unduplicated clients in Item 23.

Failure to pass a validation check will result in an error.
All errors must be resolved in order to submit a CADR to HAB.
Less important checks reflecting only minor problems, or perhaps only pointing toward possible inconsistencies, are treated as warnings.
A CADR may be submitted with warnings
A CADR with outstanding errors must be corrected through the formal data verification process.

## Validate your data at any time

Page-level validation vs. CADR-level validation

All errors must be resolved to submit

- Validate your data at any time
- Page-level validation vs. CADR-level validation
- All errors must be resolved to submit

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Notes:**
The Web system offers the advantage of built-in data validation checks.
Providers and grantees can validate a CADR for errors at any time (CADR-level validation).
The system checks for all errors within the current page as you attempt to navigate forward or back through the form (page-level validation). If there are no errors, you move to the previous or next page. If there are errors, you’re presented with a list. The user has the option to correct the problems at that time, or continue with errors.
A CADR must be free of errors before it can be submitted to HAB.
Errors involving invalid data types pop up immediately.

## Data Examples 

##     Example #1

| Part 1.1. Provider and Agency Contact Information |  |  |  |  |  |  |  |  |
| --- | --- | --- | --- | --- | --- | --- | --- | --- |
| 1. | Provider Name: |  |  |  |  |  |  |  |
|  |                         ACHC |  |  |  |  |  |  |  |
| 2. | Provider Address: |  |  |  |  |  |  |  |
|  | a. | Street: |  | 999 Made-Up Street |  |  |  |  |
|  | b. | City: | Anywhere |  |  |  | State: | CA |
|  | c. | Zip Code:  |  |  | 9 9 9 9 9 – _  _  _  _ |  |  |  |
|  | d. | Taxpayer ID #: |  |  |  | 6 8 – 3 G L 2 0 9 _  |  |  |

-     Example #1

**Notes:**
Errors: 
Agency name is an acronym 
Tax ID number is incorrect (letters and less than 9 digits)

##     Example #1

| Part 1.1. Provider and Agency Contact Information |  |  |  |  |  |  |  |  |  |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| 1. | Provider Name: |  |  |  |  |  |  |  |  |
|  |                         Anywhere Community Health Center |  |  |  |  |  |  |  |  |
| 2. | Provider Address: |  |  |  |  |  |  |  |  |
|  | a. | Street: |  | 999 Made-Up Street |  |  |  |  |  |
|  | b. | City: | Anywhere |  |  |  |  | State: | CA |
|  | c. | Zip Code:  |  |  | 9 9 9 9 9 – _  _  _  _ |  |  |  |  |
|  | d. | Taxpayer ID #: |  |  |  | 6 8 – 3 4 5 2 0 9 9  |  |  |  |

##     Example #2

| 10. | Source of Ryan White CARE Act funding: (Check all that apply) |  |  |
| --- | --- | --- | --- |
|  |   | Title I |  |
|  |  | Name of grantee(s): |  |
|  |  | 1. |  |
|  |  | 2. |  |
|  |  | 3. |  |
|  |   | Title II |  |
|  |  | Name of grantee(s): |  |
|  |  | 1. | California Department of Health |
|  |  | 2. |  |
|  |   | Title III EIS |  |
|  |  | Name of grantee(s): |  |
|  |  | 1. |                      ACHC |
|  |  | 2. |  |
|  |   | Title IV |  |
|  |  | Name of grantee(s): |  |
|  |  | 1. |  |
|  |  | 2. |  |
|  |   | Title IV Adolescent Initiative |  |
|  |  | Name of grantee(s): |  |
|  |  | 1. |  |
|  |  | 2. |  |

-     Example #2

**Notes:**
Errors: 
ACHC is not spelled out
No Grantees are listed under Title IV even though the box is checked

##     Example #2

| 10. | Source of Ryan White CARE Act funding: (Check all that apply) |  |  |
| --- | --- | --- | --- |
|  |   | Title I |  |
|  |  | Name of grantee(s): |  |
|  |  | 1. |  |
|  |  | 2. |  |
|  |  | 3. |  |
|  |   | Title II |  |
|  |  | Name of grantee(s): |  |
|  |  | 1. | California Department of Health |
|  |  | 2. |  |
|  |   | Title III EIS |  |
|  |  | Name of grantee(s): |  |
|  |  | 1. |                      Anywhere Community Health Center |
|  |  | 2. |  |
|  |   | Title IV |  |
|  |  | Name of grantee(s): |  |
|  |  | 1. |                      Some Other Agency Health Center |
|  |  | 2. |  |
|  |   | Title IV Adolescent Initiative |  |
|  |  | Name of grantee(s): |  |
|  |  | 1. |  |
|  |  | 2. |  |

-     Example #2

##     Example #3

| 23. | Total number of unduplicated clients: |  |  |  |  |  |  |  |
| --- | --- | --- | --- | --- | --- | --- | --- | --- |
|  |  | 315 |  | HIV-positive |  |  |  |  |
|  |  | 10 |  | HIV-indeterminate (under 2 years) |  |  |  |  |
|  |  | 60 |  | HIV-negative (affected) |  |  |  |  |
|  |  |  |  | Unknown/unreported (affected) |  |  |  |  |
|  |  | 385 |  | Total |  |  |  |  |
| 29. | Race/Ethnicity |  |  |  |  |  |  |  |
|  | Number of clients: |  |  |  | HIV-positive/ indeterminate |  | HIV-affected |  |
|  | White (not Hispanic) |  |  |  | 143 |  | 24 |  |
|  | Black/ African American     
   (not Hispanic) |  |  |  | 146 |  | 29 |  |
|  | Asian |  |  |  | 25 |  |  |  |
|  | Native Hawaiian or Other Pacific Islander |  |  |  |  |  |  |  |
|  | American Indian or Alaska Native |  |  |  |  |  |  |  |
|  | More than one race |  |  |  |  |  | 11 |  |
|  | Unknown/ unreported |  |  |  | 1 |  | 6 |  |
|  | Total |  |  |  | 315 |  | 70 |  |

**Notes:**
Errors: 
Data is missing for “More than one race” in the HIV positive column. 
Data is incorrect in “More than one race” in the HIV affected column.  
Both totals are incorrect. 

##     Example #3

| 23. | Total number of unduplicated clients: |  |  |  |  |  |  |  |
| --- | --- | --- | --- | --- | --- | --- | --- | --- |
|  |  | 315 |  | HIV-positive |  |  |  |  |
|  |  | 10 |  | HIV-indeterminate (under 2 years) |  |  |  |  |
|  |  | 60 |  | HIV-negative (affected) |  |  |  |  |
|  |  |  |  | Unknown/unreported (affected) |  |  |  |  |
|  |  | 385 |  | Total |  |  |  |  |
| 29. | Race/Ethnicity |  |  |  |  |  |  |  |
|  | Number of clients: |  |  |  | HIV-positive/ indeterminate |  | HIV-affected |  |
|  | White (not Hispanic) |  |  |  | 143 |  | 24 |  |
|  | Black/ African American     
   (not Hispanic) |  |  |  | 146 |  | 29 |  |
|  | Asian |  |  |  | 25 |  |  |  |
|  | Native Hawaiian or Other Pacific Islander |  |  |  |  |  |  |  |
|  | American Indian or Alaska Native |  |  |  |  |  |  |  |
|  | More than one race |  |  |  | 10 |  | 1 |  |
|  | Unknown/ unreported |  |  |  | 1 |  | 6 |  |
|  | Total |  |  |  | 325 |  | 60 |  |

##     Example #4

| 31. | HIV/ AIDS status (at the end of reporting period): |  |  |  |  |
| --- | --- | --- | --- | --- | --- |
|  | Number of clients: |  | HIV-positive/ indeterminate |  | HIV-affected |
|  | HIV-positive, not AIDS |  | 71 |  |  |
|  | HIV-positive, AIDS 
   status unknown |  | 182 |  |  |
|  | CDC-defined AIDS |  | 64 |  |  |
|  | HIV-negative (affected 
   clients only) |  |  |  | 36 |
|  | Unknown/ unreported (affected clients only) |  |  |  | 32 |
|  | Total |  | 317 |  | 68 |

**Notes:**
Errors: 
Data is incorrect in the “HIV positive, AIDS status unknown” row.  
Data is incorrect in the “Unknown/Unreported” row for affected clients.  
Both totals are incorrect. 

##     Example #4

| 31. | HIV/ AIDS status (at the end of reporting period): |  |  |  |  |
| --- | --- | --- | --- | --- | --- |
|  | Number of clients: |  | HIV-positive/ indeterminate |  | HIV-affected |
|  | HIV-positive, not AIDS |  | 71 |  |  |
|  | HIV-positive, AIDS 
   status unknown |  | 190 |  |  |
|  | CDC-defined AIDS |  | 64 |  |  |
|  | HIV-negative (affected 
   clients only) |  |  |  | 36 |
|  | Unknown/ unreported (affected clients only) |  |  |  | 24 |
|  | Total |  | 325 |  | 60 |

-     Example #4

##     Example #5

| 41. | a. Did your program offer partner notification services 
    during this reporting period? |  |  |
| --- | --- | --- | --- |
|  |   | Yes (Continue) |  |
|  |   | No (Skip to Section 5.) |  |
|  | b. If “Yes” in Item 41a, how many at-risk partners were    
    notified during this reporting period? |  |  |
|    |  |  |  |

-     Example #5

**Notes:**
Error: 
Item b has been left blank.

##     Example #5

| 41. | a. Did your program offer partner notification services    
    during this reporting period? |  |  |
| --- | --- | --- | --- |
|  |   | Yes (Continue) |  |
|  |   | No (Skip to Section 5.) |  |
|  | b. If “Yes” in Item 41a, how many at-risk partners were    
    notified during this reporting period? |  |  |
|  | 0 |  |  |

-     Example #5

##    Example #6

| 33. | Service provided, number of clients served, and total number of visits during this reporting period: |  |  |  |  |  |  |  |  |  |  |  |  |  |  |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| 1
Service Categories |  |  | 2
Check if service was provided |  |  | 3a
Total # of unduplicated clients |  |  |  | 3b
Check if # of clients unknown | 4a
Total # of visits during reporting period |  |  |  | 4b
Check if # of visits unknown |
|  |  |  |  |  |  | HIV+ |  | Affected |  |  | HIV+ | Affected |  |  |  |
| a. Ambulatory outpatient medical care |  |  |   |  |  | 325 |  | 14 |  |  | 1,492 |  |  |  |  |
|  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |
|  |  |  | 42.
 | Total number of unduplicated clients with visits for ambulatory medical care by gender: |  |  |  |  |  |  |  |  |  |  |  |
|  |  |  |  |  | 140 |  |  |  | Male |  |  |  |  |  |  |
|  |  |  |  |  | 181 |  |  |  | Female |  |  |  |  |  |  |
|  |  |  |  |  |  |  |  |  | Transgender |  |  |  |  |  |  |
|  |  |  |  |  | 7 |  |  |  | Unknown/ Unreported |  |  |  |  |  |  |
|  |  |  |  |  | 328 |  |  |  | Total |  |  |  |  |  |  |

**Notes:**
Errors: 
33a does not match 42.  

##    Example #6

| 33. | Service provided, number of clients served, and total number of visits during this reporting period: |  |  |  |  |  |  |  |  |  |  |  |  |  |  |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| 1
Service Categories |  |  | 2
Check if service was provided |  |  | 3a
Total # of unduplicated clients |  |  |  | 3b
Check if # of clients unknown | 4a
Total # of visits during reporting period |  |  |  | 4b
Check if # of visits unknown |
|  |  |  |  |  |  | HIV+ |  | Affected |  |  | HIV+ | Affected |  |  |  |
| a. Ambulatory outpatient medical care |  |  |   |  |  | 325 |  | 14 |  |  | 1,492 | 14 |  |  |  |
|  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |
|  |  |  | 42.
 | Total number of unduplicated clients with visits for ambulatory medical care by gender: |  |  |  |  |  |  |  |  |  |  |  |
|  |  |  |  |  | 142 |  |  |  | Male |  |  |  |  |  |  |
|  |  |  |  |  | 182 |  |  |  | Female |  |  |  |  |  |  |
|  |  |  |  |  | 1 |  |  |  | Transgender |  |  |  |  |  |  |
|  |  |  |  |  |  |  |  |  | Unknown/ Unreported |  |  |  |  |  |  |
|  |  |  |  |  | 325 |  |  |  | Total |  |  |  |  |  |  |

## CADR Submission Process

**final CADR submissions**

**Agencies submit**
**data (CADR Web)**

**Technical **
**Assistance**

**Grantees review & **
**approve data (EHBs)**

**Notes:**
This slide depicts the path for providers to submit and grantees to approve the CADR.  

## Providers

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

- Providers submit data two ways:
- 1. Through the CADR Web Application;
-        a. Manually enter data into the system; or
-        b. Upload CAREWare generated CADR    	 or XML CADR into the system

- 2. If a provider CANNOT submit online, they should send their grantee or Data Support a paper CADR to be entered online.

**Notes:**
Grantees should distribute registration codes to providers to allow them to enter their data directly into the Web system.  
Providers can use CAREWare to electronically upload data directly to the Web system.  CAREWare generates the CADR for electronic upload to the CADR Web system. The most current version, 4.1, must be used.

## Grantees

- An overview of **EHBs **will take place later this afternoon and on Day 2

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

-  Grantees enter their own
-   CADRs, and review & approve
-   providers’ CADRs, via **HRSA’s    **
**  ****Electronic Handbooks (EHBs)**

**Notes:**
Grantees may enter their own CADR, and perform data entry on behalf of their providers (after EHBs login).
Grantees can use CAREWare to electronically upload data after logging in through EHBs.
Regardless of the mode of submission, ALL CADRs must be approved by grantees through EHBs by April 2, 2007.  
Grantees, even those who are also providers, should not use the Web system to access their CADRs.  

## EHBs – grantees access the CADR at https://grants.hrsa.gov/webexternal
Web system– providers access the CADR at  https://performance.hrsa.gov/hab
Paper – available at http://hab.hrsa.gov/tools.htm
Providers:  Send to grantee for approval
Grantees:  Send copies to:
WRMA/CSR CARE Act Data Support
2107 Wilson Blvd., Suite 1000
Arlington, VA 22201

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**EHBs** – grantees access the CADR at _[https://](https://grants.hrsa.gov/webexternal)__[grants.hrsa.gov/webexternal](https://grants.hrsa.gov/webexternal)_
**Web** **system**– providers access the CADR at  _https://performance.hrsa.gov/hab_
**Paper** – available at _[http://](http://hab.hrsa.gov/tools.htm)__[hab.hrsa.gov/tools.htm](http://hab.hrsa.gov/tools.htm)_
- _Providers_:  Send to grantee for approval
- _Grantees_:  Send copies to:
- WRMA/CSR CARE Act Data Support
- 2107 Wilson Blvd., Suite 1000
- Arlington, VA 22201

**Notes:**
Data entry and CADR creation ends on March 15, 2007.
Rejection deadline is March 25, 2007.
Grantee approval deadline is April 2, 2007.
Paper based submissions must be postmarked by February 15, 2007.

## Accurate Submission

**CADR Web **
**system**

_**KEY   **_**  **_** **_
**    ****Necessary Step **
**Optional Step**

** ****HIV/AIDS Bureau**

**Provider submits **
**accurate data**

**Data Support**

**HRSA Call Center**

**Data Support**

**HRSA EHBs**

**Grantee **
**reviews**
** ****& approves **
**CADR**

**HRSA Call Center**

**Notes:**
This is an accurate submission model.

This slide depicts the different methods per the legend and paths available to grantees for submitting their CADRs
Also shown are two of the help desk resources available to grantees and providers during the data reporting cycle.

## X

**CADR returned to **_**Working status**_

- Rejected Submission

**CADR Web **
**system**

**HRSA EHBs**

**Provider submits **
**inaccurate data**

**Grantee reviews**
** ****CADR**

** ****HIV/AIDS Bureau**

**Grantee rejects CADR**

**Notes:**
This is a model of how incorrect data is rejected. 

In this example, the provider submits inaccurate data via the CADR Web system 
Upon review through the EHBs, the provider’s grantee rejects their CADR because their data was inaccurate. 
The CADR is returned to working status for the provider to correct the inaccurate data
The CADR is not sent to HAB until it is revised and approved by the grantee.  

## Corrected Submission

**CADR Web **
**system**

**Provider **
**resubmits **
**corrected data**

**Grantee **
**reviews & **
**approves **
**CADR**

** ****HIV/AIDS Bureau**

**HRSA Call Center**

**Data Support**

**HRSA EHBs**

**Notes:**
This is a model of the correct submission after previously being rejected. 

The provider resubmits their data, but this time they sought help from HRSA Call Center and/or Data Support to ensure their CADR was accurate. 
Upon review through the EHBs, their grantee approves their CADR and submits it to HAB. 

## Submitted

**Web system**

**Not**** ****Started**

**Submitted**

**In**** ****Progress**

**In Progress**

- EHBs Status Categories

**Submitted**

**Change Requested**

**Notes:**
Once in the EHBs, click on “performance report” to access the CADR Web system.
The initial submission status in EHBs will be “Not Started.”
A CADR submission may progress through the following statuses: 
		Not Started -> In Progress ->Submitted 
			OR
		Not Started ->In Progress ->Submitted -> In Progress ->Submitted
A grantee’s submission status can change from ‘Submitted’ to ‘In Progress’  if a change is requested (from a CADR Rejection or when a provider unsubmits a CADR).  The status can also be changed by HAB, or Data Support.  
A grantees’ submission is not complete until all associated providers’ CADRs are complete.  

## ... complete a Provider Verification Form and submit to Data Support by December 15, 2006.
... review each provider’s CADR before submitting it to ensure accuracy and completeness.
... work with providers to develop a mutually agreed upon deadline to ensure they have sufficient time to submit their CADRs.
... check the status of your providers’ CADRs regularly through the EHBs.

- ... complete a Provider Verification Form and submit to Data Support by December 15, 2006.
- ... review each provider’s CADR before submitting it to ensure accuracy and completeness.
- ... work with providers to develop a mutually agreed upon deadline to ensure they have sufficient time to submit their CADRs.
- ... check the status of your providers’ CADRs regularly through the EHBs.

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Notes:**
NOTE: Early deadlines should be realistic for providers that are also Title III or Title IV grantees.

## ... ensure providers create and finalize data 	entry by March 15, 2007.
... postmark paper-based submissions no later 	than February 15, 2007.
... reject CADRs with incorrect data by  	March 25, 2007.  
... approve Web submissions by 5:00 pm EST 	on April 2, 2007.

- ... ensure providers create and finalize data 	entry by March 15, 2007.
- ... postmark paper-based submissions no later 	than February 15, 2007.
- ... reject CADRs with incorrect data by  	March 25, 2007.
- ... approve Web submissions by 5:00 pm EST 	on April 2, 2007.

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

## ... work with Data Support to resolve submission and verification problems.
... compare database-generated reports with actual data.
... advise Data Support if your submission is incomplete when submitting via mail.

- ... work with Data Support to resolve submission and verification problems.
- ... compare database-generated reports with actual data.
- ... advise Data Support if your submission is incomplete when submitting via mail.

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Notes:**
A submission is incomplete if some providers’ CADRs are included and others are not.   

## ... send hard copies of your CADR to Data Support, if submitting via the Web system.
... split your data across multiple CADRs. Data across all Titles should be reported in a single CADR, except for Title IV Youth data.
... submit your data on a non-OMB approved form; it will not be accepted.
... wait until the last day!

- ... send hard copies of your CADR to Data Support, if submitting via the Web system.
- ... split your data across multiple CADRs. Data across all Titles should be reported in a single CADR, except for Title IV Youth data.
- ... submit your data on a non-OMB approved form; it will not be accepted.
- ... wait until the last day!

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

## CADR Verification Process

**Data Support**
** ****notifies grantees**
** ****of CADR errors**

**          ****Grantees work **
**          ****with providers **
**          ****to correct errors**

**Grantees mail **
**corrections **
**to Data Support**

**Data Support**
** ****enters corrections **
**into CADR Web**

**Notes:**
This slide depicts the verification process and shows the path for grantees to correct errors after the submission process.  

## Verification Process

**Grantee**** **

**Work together to correct errors**

**Corrections mailed**

**CADR Web **
**system**

**Error **
**notification **
**sent**

**Corrections entered**

**Provider**

**DATA **
**SUPPORT**

**Notes:**
This model illustrates the verification process.  
After the close of the Web system, all CADRs are examined for data discrepancies and unresolved issues.  
The Web system generates verification reports that Data Support distributes to grantees.
Grantees then work with providers (and other grantees if necessary) to resolve the remaining problems.  
Corrections can not be entered into the Web system by grantees or providers and must be submitted to Data Support by mail or fax.
Data Support enters corrections into the Web system.  

## Resolves Web system “warnings”
Conducted late April – early May 
Requires cooperation with other agencies
only one grantee is assigned the responsibility for correcting a multiply funded provider’s CADR.
Requires submission of corrections by mail or fax

- Resolves Web system “warnings”
- Conducted late April – early May
- Requires cooperation with other agencies
- only one grantee is assigned the responsibility for correcting a multiply funded provider’s CADR.
- Requires submission of corrections by mail or fax

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Notes:**
While two or more grantees may be responsible for submitting the same CADR, only one will be assigned corrections. Decision making rules built into the CADR Web application determine which grantee will be named responsible.
Depending on the nature of the problems, you may need to contact your provider or another grantee for assistance in resolving the errors.

## CARE Act Data Support

- Examples:
- I receive funding from multiple Titles; how should I complete my CADR?
- Does the total in Item 45 need to equal the # of clients who are HIV positive in Item 24?
- How do I report clients who do not self-report a race?

**Content/Submission Questions**

**Notes:**
ANSWERS for CARE Act Data Support Examples

 Complete a single CADR containing data from all Titles, unless receiving funding from Title IV Youth, which requires a separate CADR.
 No.  Item 45 requests the number of clients new to medical services, whereas Item 24 requests the number of clients new to the agency.
 Report these clients as “Unknown/Unreported”, since race must be self-reported.  

## HRSA Call Center

- Examples:
- How do I register for EHBs?
- How do I find my CADR in EHBs?
- Why can’t I access my submission in the CADR Web system?

**EHBs/Web System Questions**

**Notes:**
Stay tuned for the answers to these questions and more during Day 2 of the training.  During the year, contact HCC for answers.

##  CAREWare Help Line

- Examples:
- I am having difficulty upgrading to the latest version of CAREWare.  What do I do?
- CAREWare is not correctly generating/printing the CADR.  How do I fix this?

**CAREWare Questions**

**Notes:**
Contact the CAREWare helpline for answers to these and related questions.

## Where do I go for HELP??!!

**CARE Act Data Support**** **
- 888.640.9356 ext. 7300
- Available 9 a.m. to 5:30 p.m. ET,  Monday through Friday
- RWCAREdatasupport.wrma@csrincorporated.com
- _[http://](http://www.careactdatasupport.hrsa.gov/)__[www.careactdatasupport.hrsa.gov](http://www.careactdatasupport.hrsa.gov/)__[/](http://www.careactdatasupport.hrsa.gov/)_
**HRSA Call Center**** **
- 877-Go4-HRSA/ 877-464-4772
- Available 9 a.m. to 5:30 p.m. ET,  Monday through Friday
- CallCenter@HRSA.gov
- _[https://](https://performance.hrsa.gov/hab/ehbdemo/cadr)__[performance.hrsa.gov/hab/ehbdemo/cadr](https://performance.hrsa.gov/hab/ehbdemo/cadr)_
**CAREWare Help Line**** **
- 877-294-3571
- Available 1:00 p.m. to 4:00 p.m. ET,  Monday through Friday
- cwhelp@jprog.com
- _[http://](http://hab.hrsa.gov/careware/)__[hab.hrsa.gov/careware](http://hab.hrsa.gov/careware/)__[/](http://hab.hrsa.gov/careware/)_

**Notes:**
This is a complete list of all CARE Act support help services.   

## Generating CADRs with CAREWare

*John Milberg, M.P.H.*
*Health Scientist, HIV/AIDS Bureau*

## How to Register for the EHBs

*Jillian Robey*
*Technical Assistance Coordinator,*
*HRSA HAB Post Award Data *
*Collection Systems*

## Final Business

- Additional questions
- Day 2 of Training
- Evaluation Form
**Thank you & have a great night!**

**Notes:**
Any grantees with additional questions should complete the form in the back pocket of their binder.  
Remind grantees that CAREWare, EHBs and the CADR Web system will be covered during day 2 of training.

Grantees should complete the evaluation form for DAY 1.  (direct them to the correct color form)

## DAY 2

## CADR Web System and EHBs                     

*   **Edouard Benjamin, Jr.,** T**echnical Project Manager          *
*   **Jillian Robey, Technical Assistance Coordinator                       *
*                 **HRSA HAB Post Award Data                        *
*                     **Collection Systems*

## Group Activity: Broken CADR

## Training Your Providers

**Important Terms**

**Timeline**

**2006 CADR Form**

**Submission Process**

**Data Verification**

**Provider Training**

**Jeananne Cappetta, M.P.A.**
- Contract Administrator
- CARE Act Project Coordinator &
- Data Manager
- Ryan White Title I
- Nassau–Suffolk EMA

**Notes:**
Start early
Communicate regularly
Make sure your providers know the official name of the grantee of record and the amount of funding
Give your service providers a realistic deadline
Utilize the Provider Toolkit
Share important contact information for data, EHBs and CAREWare support

## Training Providers 

## Internal EMA CADR Timeline

**Set your provider’s CADR data due dates at least 4 weeks before March 15.  Why? To allow time for questions & error corrections **
**Send out a save-the-date reminder mid-year.**
**Set up quarterly conference calls & meetings with all titles to ensure data are on target.**
**Run a mock CADR report mid-year to work out  potential problems for the final CADR.**
**COMMUNICATE with the other titles as to when you’d like CADRs completed or develop a timeline *****with***** the other titles so your work is coordinated.**

## The consequences of not reporting?

**Late monthly or quarterly CADR reports = the withholding of all checks/vouchers until a satisfactory report is submitted.**
**Habitual lateness and incorrect reports = development of a corrective action plan.**
**A summary of how a program/agency reports will be shared with an external review committee during an open, competitive review process.  **
**Client’s impression: If a program cannot report and do what’s needed to maintain funding, it may not have what it takes to provide quality care.****1**
**	**

- 1- **Client Advisory Group 2005**

## Training

**Develop an appropriate program manual to address all CADR variables.  **
**Enable providers to incorporate the variables and definitions into their day-to-day program. **
**Disseminate manuals at provider & staff trainings on the CADR process.**
**Disseminate manuals at trainings at the start of each calendar year to address changes or update new staff.**
**Explain why and how these reports make a difference to everyone.**
**Meet with the Consumer Advisory Group to help members understand & appreciate the value of reporting.  When the consumers are part of the process, reporting is easier for everyone.**

## 2006-2007 CADR Suggested Timeline 

**2006-2007 CADR Suggested Timeline**

|  | Jan | Feb | Mar | Apr | May |
| --- | --- | --- | --- | --- | --- |
| Providers correct rejected CADRs | 8th |  |  | 2nd |  |
| Grantees receive verification mailing |  |  |  | mid |  |
| Send any corrections/changes to Data Support |  |  |  | 
mid |  |
| All CADR data ready to review  |  3rd week |  |  |  |  |
| Multi-titled CADRs due  | last week  |  |  |  |  |
| CADR data entry begins |  |  |  |  |  |
| Print all CADRs submitted  |  |  | 
1st 
week |  |  |

**Notes:**

Multi-titled CADRs due the last week of Jan. or the 1st 
CADR reminders: to check your data if not each quarter then at the end of the second quarter
Each quarter suggest cross title communication
Save the date-After CADR training-normally 1st week in November 
Send out CADR info by no later than the 3rd week of December 
NOTE:  Grantees submitting paper CADRs to Data Support must postmark them by February 15th to allow sufficient time to arrive by the mail/fax deadline.
NOTE:  When registering for the Web system, be sure that you use a current e-mail address to prevent rejection notices from being ignored.  

## Any questions? Concerns? 
Need more information?

Please contact:
Jeananne Cappetta, M.P.A.
Contract Administrator
Ryan White Title I
Nassau-Suffolk EMA
631-940-3723
jcappetta@unitedwayli.org

**Need more information?**
**Please contact:**
**Jeananne Cappetta, M.P.A.**
**Contract Administrator**
**Ryan White Title I**
**Nassau-Suffolk EMA**
**631-940-3723**
- _[jcappetta@unitedwayli.org](mailto:jcappetta@unitedwayli.org)_

- Nassau-Suffolk EMA

## DAY 2 Wrap-up