CAREWare stores a patient’s name, gender, sex at birth, date of birth, and other basic data in Personal Info. Some fields can be edited while others are calculated automatically.

Personal Info Fields Completed with Add Client

Some Personal Info fields are pre-filled when adding a client to CAREWare.

• First name, middle name (if provided in Add Client), and last name
• Gender and sex at birth
• Date of birth
• URN, encrypted URN, and encrypted UCI

The following Personal Info fields complete the RSR and ADR question:

• First Name, Last Name, Date of Birth, Gender, and Encrypted UCI are used for the Encrypted Unique Client Identifier in Q.SV4 of the RSR and Q.2 of the ADR
• Gender: Q.7 of the RSR Client’s current self-reported gender and Q.6 of the ADR Client’s current self-reported gender
• Sex at Birth: Q.71 of the RSR Client sex at birth and Q.14 of the ADR Client’s sex at birth
• Date of Birth: Q.4 of the RSR Client’s year of birth and Q.9 of the ADR Client’s year of birth

URN and eURN

The Unique Record Number (URN) and the encrypted URN (eURN) are calculated by CAREWare based on the client’s first name, last name, date of birth, and gender entered at the Add Client screen. The URN algorithm uses the:

• First and third letter of the first name
• First and third letter of the last name
• Date of birth (format MM/DD/YY)
• Gender code
• Unique suffix

For example, Jane Doe is a female whose date of birth is 7/14/1994. Her URN is JNDE0714942U.

The eURN, as generated by CAREWare, is w5a3sy+E8.

Editing URN Fields

Editing the patient’s first name, last name, date of birth, and gender changes the client’s URN, eURN, and eUCI. The values update after clicking Save. Special permissions must be granted to user accounts for editing URN fields.

Optional Fields in Personal Info

Personal Info includes optional fields for Preferred Name, Preferred Language, Client ID, and State number from eHARS systems. Complete the fields and click Save.

LastService and Last Poverty Level

CAREWare automatically completes the fields LastService and Last Poverty Level. LastService is based on the most recent entry in the Services tab, and Last Poverty Level is based on the most recent poverty assessment in Annual Review. CAREWare displays a quality check if the patient’s record does not have at least one poverty assessment.