Insurance Assessments

Jennifer Eggerton

Jul 27, 2026

661


Purpose	Document a client’s medical insurance so staff can meet Ryan White payor-of-last-resort requirements and complete required reporting for the RSR and ADR.
Who should do this	CAREWare case managers, medical staff, and other users who maintain annual client information.
Use this guide when you need to	Add an insurance assessment to identify primary and secondary health coverage.
Main distinction	CAREWare allows one primary insurance and multiple secondary insurances for each assessment.

Quick path

Client record > Annual Review > Insurance Assessments > Add

Before you begin

• Identify all health insurances for the client, including which insurance serves at the primary source of healthcare coverage.

• HRSA-defined insurance types are built into CAREWare. Custom insurance types can be added through Insurance Setup in Central Administration.

Add an insurance assessment

Step 1. Click Annual Review in the left-hand menu.

Step 2. Click Insurance Assessments.

Step 3. Click Add.

Insurance Assessments buttons

Use these commands to manage assessment records.

Item	What it does
View	Open the selected record.
Add	Create an insurance assessment record.
Edit	Change the selected assessment.
Delete	Remove the selected assessment.
Back	Return to the Annual Data menu.
Help	Open this user guide for Insurance Assessments.
Print or Export	Print or export the insurance assessment list.
Column Visibility	Choose columns shown in the list.

Step 4. Complete the Insurance Assessment Date.

Step 5. Select the client’s primary insurance from the dropdown list.

Reporting note

Other Plan is reported as “Unknown” on the RSR.

Insurance Assessment Date, Primary Insurance, and secondary insurances complete RSR Q.15 (client health coverage) and ADR Q.13 (client health insurance).

Step 6. Check the boxes for all secondary insurances for the client.

Step 7. Click Save.

How to confirm it worked

The new assessment appears in the Insurance Assessments list with its date and coverage information.

Troubleshooting and common questions

What if a client’s insurance is not listed?

Use the Insurance Setup feature in CAREWare to add custom insurance types. Please note that custom insurance types are not reported on the RSR or ADR.

Related References

Document	Use it for
RSR Documents	RSR documents, such as location of RSR fields in CAREWare.
ADR Documents	ADR documents, such as location of ADR fields in CAREWare.
Insurance Setup	Add custom insurance types to CAREWare. Please note that these values are not reported on the RSR or ADR.

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