The Subservice Manager is where new services are added to the list in CAREWare, which may be activated for contracts. Subservices are set as subservices for service categories, like the HRSA defined category Outpatient Ambulatory Health Service, that counts for the RSR. In most cases, subservices are custom names created by the providers tailoring them to names that make sense for that organization. HRSA Defined Service Categories are built into CAREWare and used for ensuring services meet HRSA reporting standards, however the names of the services are completely up to the provider adding them. Some modules in CAREWare include pre-built subservices, like ADAP services, HOWA services, and HIP services. In these cases, activating those modules or setting up contracts in an ADAP provider, results in a set list of subservices that must be used to count toward reports related to those types of services. In the case of the HOPWA and HIP services, those modules need to be activated in order for the services to appear in the subservice manager list. For ADAP services, they can only be activated for contracts in the ADAP provider. Understanding these variances in settings and function is an important step in ensuring services are first set up correctly in CAREWare prior to those services being activated for a contract and more importantly delivered to a client. Once services are delivered to a client, CAREWare has some rules to protect the client data by preventing users from deleting those subservices from lists or removing them from contracts.

 

To create a new service in CAREWare follow these instructions:

 

1. Click Administrative Options.

2. Click Service/Contract Setup.

3. Click Subservice Manager.

 

 

4. Click Add.

 

 

5. Select a Service Category.

6. Enter a Short Name.

7. Enter a Long Name.

8. Click Save.

 

Trigger medication prompt upon entry - If checked, when one of these services is added to a client a pop up appears after the services is added asking the user if they want to add a medication for the client. If they click yes, the start medication tab opens.

 

Once the subservice is added, it needs to be activated for a contract in order for that service to appear as an option in a client’s service tab.

 

Once the subservice has been added to client records, they are counted toward services delivered for the listed contract and funded by the funding source for that contract under View Contracts.

 

To review this list, follow these instructions:

 

1. Click the subservice to highlight it.

2. Click View Contracts.

 

 

In this example, 4 of these services were delivered in the Default provider using Part A funds.

 

Below each unique service module is briefly covered explaining how those modules result in services being added to the subservice manager.

 

ADAP Insurance Services

 

ADAP Insurance Services only exist in the ADAP provider, which is a unique provider in CAREWare designed for completing the ADR. These ADAP Insurance Services are all subservices of the same service category ADAP Insurance and include specific subservices that are the only services that count for the ADR. For this built-in module, custom created services are automatically excluded from HRSA reports. For ADAP services, the module is automatically activated and set up for the ADAP provider and automatically excluded from other providers. These services are already available to be activated in contracts in the ADAP provider.

 

 

Health Insurance Premium and Cost Sharing Assistance (HIP)

 

HIP services are HRSA defined services that count toward question 12 in the RSR counted as Health Insurance Premium and Cost Sharing Assistance services. Once activated these services can be activated for contracts and the services entered for clients that receive insurance assistance, co-pays, and Medicare supplemental assistance. These HRSA defined services only appear in the subservice manager when the HIP module is activated for the provider under Provider Setup. 

 

To activate the HIP module, follow these instructions:

 

1. Click Administrative Options.

2. Click Provider Setup.

3. Click Care Act Program(s).

4. Check HIP.

5. Click Save.

 

Once HIP is activated, those services appear in the subservice manager.

 

 

HOPWA module

 

HOPWA services are Housing Opportunity for Persons with AIDS services funded by HUD. These services are not HRSA defined nor RW funded. These services count for HOPWA reports and are excluded from HRSA reports like the RSR and EHE Triannual Reports. To activate the HOPWA module and populate those services in the subservice manager list, the HOPWA Module needs to be activated for the provider.

 

To activate the HOPWA Module, follow these instructions:

 

1. Click Administrative Options.

2. Click HOPWA Setup.

3. Click Activate HOPWA.

 

Once HOPWA is activated, those services appear in the subservice manager.

 

For more information on the HOPWA module, click here.