CAREWare administrators can set requirements that certain data elements are completed by users prior to entering service, clinical, or other data for clients. These requirements can include a number of demographics fields including enrollment status, HIV status, or contact information. Data completeness and quality controls are more likely to be managed when service and clinical data entry is restricted until those necessary data elements are complete. When required data elements are set for a provider, data entry options are restricted and a message is listed in the client record explaining which data elements need to be completed for the user to move forward with other data entry.

 

 

These are the data elements can be set as required. If those fields are blank in a client record, other data entry tabs are hidden.

 

To set data elements as required for a provider, follow these instructions:

 

1. Click Administrative Options.

2. Click Data Oversight.

3. Click a provider to highlight it.

4. Click Manage Selected Provider.

 

 

5. Click Edit.

6. Check each field to be required.

7. Click Save.

 

Note: The Homeless Keyword is a value that can be set as required for clients that lack an address. The value 99999 is used for the zip code for the RSR Zip Code report, however the value for the address can be anything the provider recognizes for those clients as this value is entered in the address field instead of the zip code field. If users enter the Homeless Keyword in the address, that satisfies the requirement making other data entry tabs available even if other address fields are left blank like the city, state, or county fields.

 

Copy to Providers is an option that is only available in Central Administration. Copy to Providers is used to copy the Required Data Elements from one provider to other providers.

 

To copy require data elements to other providers, follow these instructions:

 

1. Click Copy to Providers.

2. Check each provider the required date elements should be copied to.

3. Click Copy.

 

 

Any selections from the original provider are then set for those providers selected in the copy process.

 

In order for users to move forward with data entry, the fields listed as missing in the left menu need to be completed. In this example, the user needs to complete the client's contact information.

 

 

 

Entering unhoused satisfied the requirement of an address, however there is still the requirement of the client's phone number, which was selected under Required Data Elements for this provider.

 

 

 

Once the phone number is entered, the other data entry tabs become available for the user.