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Before you begin
This guide applies to CAREWare 2025 RSR build import, export, DTM, SQL PDI/PDE, CSV template, FHIR, HL7, and client matching changes.
You need access to Administrative Options and Data Import and Export Features. Some actions require Central Administration or provider-level permissions.
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What changed in the 2025 RSR build
- CAREWare now includes a CAREWare FHIR Interface for supported EHR, EMR, and lab connections using the FHIR API standard.
- MDB formatted imports and exports are no longer supported.
- URN is calculated using the first and third letters of first name, first and third letters of last name, DOB, sex at birth, and a suffix. U is the default suffix and changes only when two or more clients would have the same URN.
- eURN has been removed.
- eUCI used for client matching and HRSA reports now uses sex at birth.
- Legacy eUCI remains available for old reports and for matching clients to the eUCI calculated by the older method.
- SQL PDI was updated and expanded with more data elements, including provider setup information. It uses the same general schema and primary key/foreign key logic that MDB users relied on.
- The built-in CAREWare Data Translation Module (DTM) replaces the old external DTM application. It uploads CSV files directly instead of creating MDB files.
- Sex at Birth is required for URN logic. If it is missing, CAREWare sets the value to Unknown so the import can continue, however that can cause issues with .
- Export settings can now be saved and reused.
Current import and export options
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Choose the replacement for the old MDB workflow
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Move old DTM work into the current DTM
Old DTM users can usually keep the same spreadsheets and move the mapping into CAREWare.
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Result: after setup, the current DTM has fewer steps and keeps the setting permanently so users can upload future files without managing a separate application.
Use SQL PDI and SQL PDE instead of MDB
Use SQL PDI when systems that previously created MDB files can connect over the network to the CAREWare SQL Server Database Instance.
- Load import data into the CAREWare cw_pdi database. CAREWare monitors this holding tank for imports and exports.
- SQL PDI keeps the MDB-style primary key/foreign key matching process. A client record is stored in exp_client and referenced by client-level tables through fields such as srv_cln_fk in exp_service.
- The updated SQL PDI template includes setup information such as contracts and custom fields, which supports synchronization between systems.
- Use SQL PDE when replacing MDB-style exports with SQL-based exports.
Use the CAREWare CSV template correctly
The DTM and SQL PDI options are usually the closest MDB replacements. The CAREWare CSV template is also a supported path, especially for reports, CSV files, Excel files, or data that was previously prepared for the old DTM.
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Update client matching settings
In Import Settings, client matching options changed to support the new 2025 RSR eUCI calculation while still supporting legacy matching.
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Understand eUCI, Legacy eUCI, and missing values
- For the 2025 RSR, eUCI uses first name, last name, DOB, and sex at birth.
- For 2024 and earlier RSR reporting, Legacy eUCI uses first name, last name, DOB, and gender.
- HRSA EHB needs the correct eUCI for the correct report year, so CAREWare retains both the current eUCI and Legacy eUCI.
- Sex at birth and gender are required values for URN/eUCI logic, but missing values do not stop the import. CAREWare assumes Unknown and inserts a code so the client can be processed.
- If sex at birth is missing, CAREWare inserts 4 into the current URN calculation. If gender is missing for the legacy calculation, CAREWare inserts 9 into the Legacy URN calculation.
- In the old MDB template, DOB and gender were required unless the requirement was removed from both the import file and CAREWare Business Tier template. In the 2025 RSR build, complete URN fields are no longer required to complete the import because CAREWare assumes Unknown where needed.
- The default client matching settings place no weight on sex at birth. When using eUCI matching options, CAREWare can still consider the client a 100% match even if sex at birth is missing from the import but populated in the existing client record.
- match_id columns require an exact match. If the import uses only an eUCI value in match_id and does not include URN fields, the client may not match an existing record when the existing record has sex at birth populated and the imported eUCI was created with sex at birth missing.
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Save export settings for reuse
In the 2025 RSR build, users can save Provider Data Export settings in Central Administration or inside a provider.
- Save settings for reports, state coordination, RSR exports to SQL, RSR exports as CSV files, custom fields, custom subforms, or form designer records.
- Name each saved configuration for its purpose so it can be reopened and run later without recreating the selections.
- Example: save one Provider Data Export setting for each quarter and one for the full annual RSR date span. The next year, update the year in the date span rather than rebuilding the settings.
How to confirm it worked
- Run the import or export using the new option.
- Confirm imported client records match as expected. If a possible match appears, use the client match scoring system to select the existing client record when appropriate.
- Confirm required CSV headers are present, required fields are populated, and match_id values are exact when used.
- For saved exports, reopen the saved configuration and confirm the date span, tables, custom fields, custom subforms, and form designer selections are still correct.
Troubleshooting and common questions
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