CAREWare includes options to customize the insurance list for the Annual Review Insurance Assessment. In prior builds, the option Other was selected with the name of the insurance entered in a text box. Users can now update the list of insurance options to match their program's needs.

HRSA-defined Insurance Options

CAREWare includes the HRSA-defined options found under Insurance Assessments in client records. The options are based upon the most current RSR and ADR instructions.

Insurance Setup can be used to include more options on the insurance assessment list, map insurance options to the RSR, and group insurance options together.

Add Custom Options for Insurance Assessments

Insurance Setup is found in Central Administration under Clinical Setup.

1. Log into Central Administration.
2. Click Administrative Options.

3. Click Clinical Setup.

4. Click Central Clinical Setup.

5. Click Insurance Setup.

 

Map Insurance Codes – Users can group insurance options together in a custom-created system and make choices about how that insurance option is used.

Insurance Coding Systems – Users add insurance systems and codes, expanding the list of insurance options.

Add a New Insurance System to CAREWare

1. Click Insurance Coding System.

 

2. Click Add System.

Activate: Activate an existing insurance coding system.

Deactivate: Deactivate an existing insurance coding system.

Add System: Add a new insurance coding system.

Edit System Info: Edit the information for an existing insurance coding system

Manage Codes: Manage the codes for an existing insurance coding system.

Export Metadata: Export metadata for an existing insurance coding system

Create from PDI Mappings: Create an insurance coding system based on PDI mappings.

Delete: Delete an existing insurance coding system.

Back: Return to the Central Insurance Setup Options menu.

Print or Export: Print or export a list of existing insurance coding systems.

Hide/Show Columns: Hide or show columns in the list of insurance coding systems.

 

3. Enter a name for the new coding system.

 

4. Click Save.

 

Manage Codes for Insurance Coding Systems

New insurance options can be added to the new system by clicking Manage Codes.

1. Click Add.

2. Enter a code (i.e., name) and description.

3. Click Save.

 

Now that a new insurance option has been added to the list, that insurance option can be activated under Map Insurance Codes.

Note: The new insurance code was added under the new system. When managing codes, that insurance code appears when that system is selected.

Activate New Codes in Insurance Systems

1. Click Map Insurance Codes.

2. Select an Insurance Type.

 

3. Click Coding.

4. Click Add.

 

5. Select a System.

6. Select a Code.

 

7. Select a Use.

8. Click Save.

 

The new insurance code has been added to the list.

In this example, Insurance for Volunteers under the Testing 1-2-3 coding system has been mapped to the Other Plan insurance for the RSR. 

 

Adding Custom Insurance Codes in Client Records

When the new insurance option is selected from the drop-down list in a client record, the RSR insurance option it is mapped to is automatically checked in addition to that new insurance.

In this example, a client with Insurance provided to volunteers is counted in the RSR as having Other Plan insurance.