Clinical Setup

Jennifer Eggerton

Aug 05, 2026

3057

Purpose	Set up the clinical choices that staff can use in client records.
Who should do this	CAREWare administrators and staff who manage clinical lists.
Use this guide when you need to	Activate, add, or update labs, screenings, immunizations, medications, or diagnoses.
Main warning	Test changes in a safe environment first. Activating every diagnosis code may slow CAREWare.

Quick path: Administrative Options > Clinical Setup. In Central Administration, choose Provider Clinical Setup, select a provider domain, and choose Manage Selected Provider.

Before you begin

Clinical Setup is the master list for clinical items in CAREWare. An item must be active before staff can select it in a client record.

Important: You need the correct administrative permissions. Download current medication or diagnosis XML files before you update those lists.

Open Clinical Setup

Step 1. Select Administrative Options.

Step 2. Select Clinical Setup.

Central Administration: Select Provider Clinical Setup, choose a provider domain, and select Manage Selected Provider.

The Clinical Setup page includes setup areas for labs, screening labs, screenings, screening actions and results, immunizations, medications, and diagnoses.

Review the built-in clinical lists

CAREWare includes common labs, screening labs, screenings, and immunizations. These lists are enough for many organizations. Add an item only when the built-in list does not include what you need.

HRSA-Defined Labs

The Lab Setup list includes common HRSA-defined labs.

HRSA-Defined Screening Labs

The Screening Lab Setup list includes common HRSA-defined screening labs.

HRSA-Defined Screenings

The Screening Setup list includes common HRSA-defined screenings.

HRSA-Defined Immunizations

The Immunization Setup list includes common HRSA-defined immunizations.

Activate or deactivate an item

The steps are the same for labs, screening labs, screenings, and immunizations. This example uses Lab Setup.

Step 1. Open the setup area you want to manage. For example, select Lab Setup.

Step 2. Select the item, and then select Activate.

Menu options

Button	What it does
Activate	Make the selected item available in client records.
Deactivate	Remove the selected item from new selections in client records.
Activate All	Make every item in the list active.
Deactivate All	Make every item in the list inactive.
Edit	Change the selected item.
View	View the selected item.
Add	Create a new item.
Delete	Delete the selected item.
Back	Return to the Clinical Setup menu.
Print or Export	Print the list or export it to a file.
Column Visibility	Choose which columns appear in the list.

Check: The Active column shows Yes when the item is available in client records.

CD4 Count shows in the dropdown list for labs in the client record.

Step 3. To remove an item from the list used in client records, select it and select Deactivate.

Tip: If staff cannot find an item in a client record, check Clinical Setup. The item may need to be activated or added.

Add a new clinical item

Use these steps when a needed lab, screening lab, screening, or immunization is not already in CAREWare.

Step 1. Open the correct setup area, and select Add.

Step 2. Enter the information for the new item.

Step 3. Select Save.

Step 4. Make sure the Active column shows Yes. If it does not, select the item and select Activate.

The new item now appears in the matching area of the client record.

Update medications

HRSA provides an XML file with medications that CAREWare can use. Upload the XML file before you activate medications.

Related guide: See Updating Medications in CAREWare for the full medication update process.

Update diagnoses

Diagnosis codes are not loaded in advance. Download the current HRSA ICD-10 Diagnosis Codes XML file, upload it, and then activate the codes your organization uses.

Step 1. Download the current ICD-10 diagnosis code XML file.

Step 2. In Clinical Setup, select Diagnosis Setup.

Step 3. Select Update Definitions.

Diagnosis Setup Menu Options

Button	What it does
Activate	Make the selected diagnosis available in client records.
Deactivate	Make the selected diagnosis inactive.
Activate All	Activate every diagnosis code. This may take time and may affect CAREWare performance. Activating all diagnoses may also cause delays when entering diagnoses in client records. We recommend only activating the diagnoses that you will use and/or activating diagnoses as needed.
Deactivate All	Deactivate every diagnosis code.
Update Definitions	Upload a newer diagnosis code list.
Export Definitions	Export diagnosis codes as XML.
Back	Return to the Clinical Setup menu.
Print or Export	Export the list as CSV or PDF, or print it.
Hide/Show Columns	Choose which columns appear.

Step 4. Select Choose File. Find the XML file in Windows File Explorer, and select Open.

Step 5. Choose which codes to activate. The file has more than 40,000 codes, and new codes start as inactive.

To activate selected diagnoses, select the codes and then select Activate.

To activate every diagnosis, select Activate All. The menu may be unavailable until the process finishes.

Warning: Activating every diagnosis may use a lot of server and network resources and may slow CAREWare. Activate only the codes you need when possible.

Diagnosis codes that are set Active under Clinical Setup appear in the dropdown for the Diagnoses tab in client records.

How to confirm it worked

Open the setup list and confirm that the Active column shows Yes for each item you activated.
Open a test client record and confirm that the item appears in the correct clinical list.
For diagnoses, confirm that active codes appear on the Diagnoses tab.

Troubleshooting and common questions

Why can’t staff find an item in a client record?

The item may be inactive or missing. Open its Clinical Setup list. Activate the item or add it if needed.

Why is the diagnosis menu unavailable?

CAREWare may still be activating a large group of codes. Wait for the process to finish before you select another option.

Should I activate every diagnosis code?

Usually, no. Activating all codes may slow CAREWare. Activate only the codes your organization uses unless your program has a clear reason to activate all of them.

Related references

Document	Use it for
CAREWare Medication Files	Download current CAREWare medication and ICD-10 diagnosis XML files.
Updating Medications in CAREWare	Follow the full process to update and activate medications.

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