Provider Verfication Mailing
- Grantee Letter (PDF 212K)
- Notices to Grantees and Providers (PDF 73K)
- Checklist for Completing the Data Report (PDF 87K)
- Who to Contact for Assistance (PDF 89K)
- Before Beginning the Data Report Checklist (PDF 106K)
- Grantee Submission Information (PDF 18K)
- Provider Registration Information (PDF 12K)
- Provider List Cover Page (PDF 13K)
- Provider Verification Form (DOC 54K; PDF 120K)
- EHBs Provider Verification Instructions (PDF 12K)
- 2007 Ryan White Data Report Form (PDF 195K)
- 2007 Ryan White Data Report Instructions (PDF 243K)
- Crosswalk: summary of changes from 2006 to 2007 (PDF 109K)
- Overview
- Development & Requirements
- Registration Process
- Enhancement to Service Delivery
- Benefits for Outcomes Evaluation
- Training & Support
- Advantages & Disadvantages
- Contact Information
Archives
Centralized Patient Care Data Management System (CPCDMS)
Data Examples
Overview
The Centralized Patient Care Data Management System (CPCDMS) is a computer database application that allows Ryan White Title I-funded agencies and other users in the Houston Eligible Metropolitan Area (EMA) to share client eligibility information and document service delivery. It is a real-time database linking all Ryan White service providers together using advanced data management and communications technology. The CPCDMS provides information needed to evaluate client health outcomes and trends in service utilization. The system has been in operation since June 2000.
Development and Requirements
The CPCDMS was developed through a process facilitated by the Harris County Public Health Department’s HIV Services Section, the Title I Administrative Agency for the Houston EMA. Participants included local Ryan White planning bodies, service providers, consumers and other community stakeholders. Once the system’s criteria, cost estimates, and project timeline were developed and approved, HIV Services was assigned responsibility for procuring, developing, and implementing the system. Macro Enterprises, Inc., was the contractor selected to develop the system in October 1999. The logical and physical database designs were completed in March 2000, and the data system was implemented in June of the same year.
The database application and equipment can operate in conjunction with an agency’s existing computer network or function as a stand-alone system. All agencies are provided with an application server, workstations, a printer, and a Cisco router. Agencies without an existing network are provided with a server and necessary workstations in a small LAN configuration.
Registration Process
Ryan White service providers enter registration, service encounter, and medical update information for each client. Comprehensive client information collected includes client demographic, comorbidity, biological marker, mortality, and service utilization data. Information regarding client characteristics is collected through the registration process, which establishes each client’s eligibility for services. Through September 13, 2001, 6,329 clients had been registered in the system. Registration and eligibility information are updated annually by the agency responsible for maintaining the client’s record. All client identifying information is located on the agency server, while non-identifying information, including client demographic and service encounter information, are sent to the central site. Records may be created, accessed, and updated by providers via ISDN data linking using a unique 11-character code.
Enhancement to Service Delivery
The data system enhances service delivery in the Houston EMA in several ways. First, the CPCDMS has streamlined the client eligibility process—once a client has registered with a case management, outreach, or primary care provider, they need only to present identification and proof of HIV status in order to access other Title I services. Second, the data system automates many administrative duties by enabling providers to backup monthly billing and to print required fiscal and programmatic reports at the touch of a button. Such reports are developed and stored in the system by the Administrative Agency using Seagate Info and Crystal Reports software. Providers need only enter the date and their contract number to generate the desired report. In addition, Houston’s Title I Administrative Agency will use the CPCDMS to generate HRSA’s required CARE Act Data Report.
Benefits for Outcomes Evaluation
By collecting client demographic, comorbidity, biological marker, mortality, and service utilization data, the CPCDMS is the core of the Title I Outcomes Evaluation Program. In FY 2001, the Houston EMA implemented a comprehensive evaluation plan that measures both quantitative and qualitative outcomes. The CPCDMS stores quantitative information on client demographics, biological markers, stage-of-illness, comorbidities, mortality, prescribed medications, and health and support service utilization. Client surveys are used to provide qualitative information about quality of life; cost-effectiveness; and knowledge, attitudes, and practices (KAP). The data system enables the Houston EMA to “marry” the quantitative and qualitative outcomes data. Client surveys require clients to provide only their 11-character codes. The Administrative Agency imports this data into Microsoft Access, which can be read by Crystal Reports. The CPCDMS database uses the 11-character client codes to link to an Access database containing the survey data, allowing quality of life, cost-effectiveness, and KAP data to be linked with biological marker, morbidity, mortality, stage of illness, utilization, and demographic information for analysis at the client level.
Training and Support
The Administrative Agency is responsible for implementing the CPCDMS at all Title I service provider sites. In addition, HIV Services maintains and supports the CPCDMS software application, all Agency-site equipment and all CPCDMS-related Central Site servers. HIV Services provides hands-on training in the Harris County Public Health Department’s computer training room. Training includes instruction on data entry, security, client confidentiality, policies, procedures, and forms. On-site technical assistance is provided to agencies, and help desk support is available to all CPCDMS users via telephone or e-mail. Three full-time HIV Services staff members currently support the system. HIV Services also is responsible for developing, testing, implementing, and maintaining all CPCDMS reports. An outside computer consultant develops the more complex reports.
Advantages and Disadvantages
The most significant advantage of the CPCDMS is that it is a real-time, client-level system. The standardized client intake process reduces the burden on consumers, while the system allows instant verification of client eligibility. Reports are generated at the push of a button and display real-time data. The system improves the management and coordination of services for persons living with HIV. System-generated data have been instrumental in measuring client health outcomes and supporting RWPC planning efforts.
One disadvantage of the CPCDMS is the amount of effort required to support it. The current system configuration requires a server at every site, each of which must be maintained by HIV Services. In addition, agencies have the option of incorporating the data system into their existing networks. This configuration makes the system more useful for service providers, but also increases its complexity and the amount of maintenance effort required. The system, while generating valuable data, has been expensive to develop, implement, and support. The Houston EMA has spent approximately $2.2 million over 4 grant years on the CPCDMS, including staffing support costs of the Administrative Agency.
Contact Information
For more information on the Houston EMA’s data collection system, please contact Project Coordinator Kay Kirkland, LMSW, at 713-439-6088 or kkirkland@hd.co.harris.tx.us.
To learn more about Houston’s efforts to evaluate program outcomes, please contact Project Coordinator Elizabeth Love, MPH, at 713-439-6041 or elove@hd.co.harris.tx.us.
Submitted by: Kay Kirkland, LMSW, and Elizabeth Love, MPH.