System Messages are messages to users for a number of events in CAREWare. These messages are regarding referrals, data sharing, administrative alarms, user messages, and performance measure alerts. The total count of messages in the main menu should display to the total of all unacknowledged messages in those categories. That count is a prompt to users that there are messages to check.

 

 

To check those messages, users can click System Messages and then the button for the section they wish to review.

 

Incoming Referrals – Incoming referrals are internal referrals from other CAREWare providers, referring a client to receive a subservice of the specified service category for that referral from this provider with the message.

Outgoing Referrals – Outgoing referrals are internal referrals from this provider to other CAREWare providers, referring a client to receive a subservice of the specified service category for that referral from that provider.

Incoming Sharing Requests – Requests from another CAREWare provider for this provider to share client level data from the specified request type such as; services, clinical, case notes, appointments, custom subforms, form designer, and eligibility.

Outgoing Sharing Requests – Requests from this provider for other CAREWare providers to share client level data from the specified request type such as; services, clinical, case notes, appointments, custom subforms, form designer, and eligibility.

Administrative Alarms – Alerts CAREWare administrators of activities regarding user accounts, permission violations, import issues, backup issues, completion of scheduled tasks, etc.

User Messages – Messages to users for scheduled performance measures, exported reports, unrecognized IP addresses used to login, expiration of release of information agreements for clients, etc.

Performance Measure Alerts – Provides a shortcut to the create client list option of performance measures. Performance measures that are scheduled to send messages to users with results in User Messages are listed here and can be run from this tab.

Users can review system messages section by section and see details about the associated message.

 

Incoming Referrals

 

Incoming referrals are from CAREWare providers referring a client to this provider to receive a subservice of a specified service category. The incoming referral message is meant to inform this provider's staff the service is to be completed. The referral remains pending until the service is provided by this provider.

 

Note: For purposes of the RSR, referrals themselves are excluded from any service category count for referrals, that is a category in and of itself. Referrals are meant as a communication tool between providers.

 

To review Incoming Referrals, follow these instructions:

 

1. Click System Messages.

2. Click Incoming Referrals.

 

 

3. Click a referral record to highlight it.

4. Click View Details.

 

 

Clicking View Details opens the Referrals tab for that client record in this provider.

 

Note: The details of an incoming referral can only be accessed for clients already active for this provider. If a user tries to view a record for a client that has yet to be added to this provider, they see a quality check message with a warning.

 

 

Users have to option to add the client to the provider, which is necessary to fullfill the referral request of providing the service for the specified service category. A user can cancel adding the client if the client the shouldn't be receiving services in this provider and decline to complete the referral. At that point, the referral remains in the list until the provider that sent the referral deletes it. A user can click Confirm to add the client to the provider and complete the referral. Once Confirm is clicked, the client is added to the provider and the referral tab for that client record is opened showing the details of the referral.

 

Outgoing Referrals

 

Outgoing referrals are from this provider referring a client to another CAREWare provider to receive a subservice of a specified service category. The outgoing referral message is meant to inform this provider's staff the service request has been sent to the service provider The referral remains pending until the service is provided by that provider.

 

Note: For purposes of the RSR, referrals themselves are excluded from any service category count for referrals, that is a category in and of itself. Referrals are meant as a communication tool between providers.

 

To review Incoming Referrals, follow these instructions:

 

1. Click System Messages.

2. Click Outgoing Referrals.

 

 

3. Click a referral record to highlight it.

4. Click View Details.

 

 

Clicking View Details opens the Referrals tab for that client record in this provider.

 

Incoming Sharing Requests

 

Incoming Sharing Requests are requests from other CAREWare providers to share data, for this selected client, with this provider for a specified request type such as; services, clinical, case notes, appointments, custom subforms, form designer, and eligibility. Once the sharing request is accepted and any required ROI agreement is setup, CAREWare records of that type from those sharing providers. If the ROI has an expiration date, the request for sharing those records needs to be sent again to continue to see those records from other providers.

 

To review Incoming Sharing Requests, follow these instructions:

 

1. Click System Messages.

2. Click Incoming Sharing Requests.

 

 

3. Click a client to highlight the record.

4. Click View Details.

5. Click Save.

6. Click Sharing Requests.

 

 

7. Click the sharing request section for this request (In this example, it would be Incoming Clinical).

 

 

In this example, the status of this request is set to automatic. The provider is likely setup for Provider by Provider Sharing, so Client by Client Sharing options like a ROI and Expiration are unnecessary.

 

 

Outgoing Sharing Requests

 

Outgoing Sharing Requests are requests from this provider, for this selected client, to share data with other CAREWare providers for a specified request type such as; services, clinical, case notes, appointments, custom subforms, form designer, and eligibility. Once the sharing request is accepted and any required ROI agreement is setup, CAREWare records of that type from those sharing providers. If the ROI has an expiration date, the request for sharing those records needs to be sent again to continue to see those records from other providers.

 

To review Outgoing Sharing Requests, follow these instructions:

 

1. Click System Messages.

2. Click Outgoing Sharing Requests.

 

 

3. Click a client to highlight the record.

4. Click View Details.

5. Click Save.

6. Click Sharing Requests.

 

 

7. Click the sharing request section for this request (In this example, it would be Outgoing Clinical).

 

 

In this example, the client has two outgoing requests. One is automatic due to Provider by Provider Sharing being setup between those two providers for that data type and the other is pending as it is a Client By Client sharing request that requires a confirmation and possible a ROI agreement.

 

In the Outgoing Sharing tabs, users can add a new outgoing sharing request by clicking Add.

 

Note: Individual sharing requests are part of the Client By Client Sharing method in CAREWare. Client By Client Sharing needs to be enabled for the providers in order to add an outgoing sharing request. If Provider By Provider Sharing is enabled, data sharing requests appear as automatic, lacking any need to confirm the request or setup a ROI agreement. If the a user clicks Add to create an outgoing sharing request and other providers have Client By Client disabled or Provider By Provider Sharing is enabled instead, the user gets a warning, that Client By Client Sharing needs to be enabled for other providers to establish the sharing request.

 

 

Administrative Alarms

 

Administrative alert CAREWare administrators of activities regarding user accounts, permission violations, import issues, backup issues, completion of scheduled tasks, etc. These alarms are meant to provide CAREWare administrators with feedback regarding the success or failure of scheduled tasks and to inform them of user needs regarding permissions and access to modules in CAREWare. After reviewing an Administrative alarm, users can acknowledge them removing them from the count of current messages.

 

To review Administrative Alarms, follow these instructions:

 

1. Click Administrative Alarms.

2. Click Administrative Alarms.

 

 

3. Click Activity Name to highlight it.

4. Click View.

 

 

5. Click Back.

6. Click Activity Name to highlight it.

7. Click Acknowledge.

 

Once the Administrative Alarm is acknowledged, it is removed from the list.

 

In Administrative Alarms, users can also set parameters for alarms as well as acknowledge them all to clear the list by clicking Acknowledge Alarms.

 

To use Set Parameters to run a report on Administrative Alarms, follow these instructions:

 

1. Click Set Parameters.

 

 

2. Click Edit.

3. Select a Date From date.

4. Select a Date Through date.

5. Select an Acknowledgement Status.

6. Select an Output Display.

7. Click Save.

8. Click Run Report.
    

Acknowledgement Status option include Yes, No, and All. Selecting yes only displays acknowledged alarms, which would show alarms that have been removed from the list after acknowledging them.

 

Output Display includes the options Download as CSV, Open in New Window, and Open as PDF.

 

 

Note: The Administrative Alarms Report results include records where the activity date, the date the alarms was created by CAREWare or by the action of a user, occurred rather than the date the alarm was acknowledged.

 

 

 

User Messages

 

User messages are messages to users for scheduled performance measures, exported reports, unrecognized IP addresses used to login, expiration of release of information agreements for clients, etc. These messages may be results of reports, a prompt to get a ROI, or an indication that someone is trying to access CAREWare from a PC that hasn't been used in the past. This can be valuable information for CAREWare administrators and users in understanding activity in CAREWare.

 

To review user messages, follow these instructions:

 

1. Click User Messages.

 

 

2. Click a message to highlight it.

3. Click View.

 

 

4. Click Acknowledge.

5. Click Resolve if applicable.

 

A message can be sent to the user that sent the original message in return by clicking Reply. In this case the message was created by RWCareWare System, which means CAREWare generated the message rather than a user. This example message was created by a performance measure being run, which was scheduled to send a message to users regarding the results. Acknowledging and Resolving messages generates a date for user messages stating when they were acknowledged and when they were resolved.

 

Under User Messages, user can click Setting to determine which type of messages appear in the list. Supervisor Mode is unchecked by default.

 

 

Supervisor Mode is for CAREWare administrators. To Activate Supervisor Mode, follow these instructions.

 

1. Click Edit.

2. Check Supervisor Mode.

3. Click Save.

 

Once Supervisor Mode is enabled, the list of messages change including messages like the ones in this example from other users.

 

 

If there is a client specific message, a user can click the message and the click Go to Client to open the client record and review it. The client URN is listed in User Messages so users know which client is related.

 

Performance Measure Alerts

 

Performance measure alerts provides a shortcut to the create client list option of performance measures. Performance measures that are scheduled to send messages to users with results in User Messages are listed here and can be run from this tab.

 

To create a client list for a performance measure, follow these instructions:

 

1. Click the performance measure.

2. Click Use Selected.

 

 

3. Click Edit.

4. Select the As of Date.

5. Select the Performance Measure Section.

6. Select the Output Format.

7. Click Create Client List.

 

 

Once the results appear, a client record viewed by clicking the client and then clicking Go To Client.

 

The Performance Measures listed under Performance Measures Alerts are populated by performance measures setup under the Message Alert Scheduler and addressed the user currently signed into the provider.