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This page shows changes to CAREWare, including bug fixes and new features, and it indicates the HRSA reports for which the builds were created. Builds are referenced based on their intended use: RSR - These are builds created for the 2017 RSR report due in 2018.
ICD-10 Release - This is the first build to include ICD-10 diagnosis codes.
Alternate Build - This build includes features not available in the [...]
What’s the Form Designer (FD) and why use it? The form designer is a major addition to CAREWare. It allows users to take virtually any field in CAREWare and drag and drop it on your own screen, in any location, just as you might create a data entry screen in MS-Access. The main impetus for building the Form Designer was that users found it cumbersome to have to click a number of buttons to get to different locations in the [...]
[...] Bureau Ryan White HIV/AIDS Program recipients and subrecipients. It produces a compliant xml file for the AIDS Drug Assistance Program (ADAP) Data Report (ADR) as well as the Ryan White Services Report (RSR). In order to ensure that you submit the highest quality data in the ADR, it is important to understand how different CAREWare features work, in particular: Contract and service setup Entering client ADAP application dates, [...]
The Client Tier represents the GUI seen by users. It must be installed on each machine that intends on connecting to CAREWare. This section includes common interface questions such as how to create custom fields, use reporting, or the Provider Data Import.
What is the default username and password? What does 'The business tier is in the process of initializing' mean? What does 'The [...]
The Provider Data Export (PDE) allows CAREWare users to export CAREWare data into an Access template file. This is similar to the Provider Data Import (PDI) and uses the same Access template file. The PDE includes the ability to export custom fields from CAREWare into the Access file. The steps below provide
Many CAREWare users are moving towards the newer Microsoft operating systems and have encountered some difficulty installing the CAREWare business and client tiers due to the User Access Control (UAC) feature. This new feature is turned on by default in Windows 7, Vista, and Server 2008. Users can turn off UAC , but the CAREWare Help Desk does not suggest doing so because it is a security feature for these operating systems. The [...]
The CAREWare Help Desk open hours are: Monday - 12:00 PM - 5:00 PM Eastern Time.
Tuesday - 10:30 AM - 6:30 PM Eastern Time.
Wednesday - 12:00 PM - 5:00 PM Eastern Time.
Thursday - 10:30 AM - 6:30 PM Eastern Time.
Friday - 12:00 PM - 5:00 PM Eastern Time. The number to call for assistance is 877-CWHELP1 or 877-294-3571.
The CAREWare Help Desk can also be reached by email at cwhelp@jprog.com
The CAREWare Help Desk can be very busy sometimes and answers to emails or phone [...]
The help desk will need to review the SQL Server log of the installation in order to confirm the exact reason of a failed SQL Server installation. These logs are located by default at C:\Program Files\Microsoft SQL Server\MSSQL10.CAREWare\MSSQL\Log . Please zip all logs together and email to the CAREWare Help Desk . Normally this issue is caused by an inability of the SQL Server installation to assign the [...]
[...] CAREWare, though these processes can be quite complicated for novice users. This wiki page summarizes the three most common methods and provides links to relevant documentation.
Provider Data Import (PDI) The Provider Data Import (PDI) allows users to import their clinical data from other electronic health record applications into CAREWare using a pre-defined Access or XML template. Once one or more files are ready for import, users map incoming fields with the associated CAREWare [...]
The Business Tier can be installed with or without the Client & Data Tiers. It allows for communication between the Client Tier and the Data Tier. CAREWare will not work without this tier! What are the recent build fixes? How do I set the connection between the business tier and database How [...]
The Provider Data Export is used to export data from selected tables for a specified date span. Data exported from a single provider domain can be edited and re-imported. Data exported for multiple provider domains can be used for reporting purposes and cannot be re-imported. A Provider Data Export file can include provider setup information and metadata. To access the Provider Data Export: Click Administrative Options . Click Export Menu . Click Provider Data Export . Click New Export .
The [...]
ADR — 0.2%
The ADR Client Report, ADR Grantee Report , and ADR Quarterly Reports are created from the ADAP Domain. The CAREWare ADAP drug services module is designed to allow grantees who manage these services to track in detail client-level AIDS Drug Assistance information. The module includes a complete medication list, searchable by generic medication name, brand name, or NDC and includes all client-level fields required for the ADAP Drug Report (ADR). The [...]
The Central Client Merge feature can merge clients across multiple domains, search and identify clients as duplicates using custom fields, and allows for an automatic daily search based on a client match threshold setting. Note: the client names shown in this document are fictitious names. To access the Central Client Merge feature: Log into the Central Administration Domain. Click Administrative Options . Click Client Merge .
Merge [...]
Overview The CAREWare Diagnostic Utility is able to monitor and time key activity internal to the CAREWare Server and to store that information in a TXT file that can be sent to the jProg programmers for analysis related to performance issues. Below are step-by-step instructions on how to perform diagnostics on your server and to send the results to jProg.
Start the Diagnostic Utility
Log into the [...]
Configuring your device for Two-Factor Authentication (2FA) for CAREWare 5 Overview Once the CAREWare Administrator turns on 2FA for your CAREWare server, the next time you log in you will be prompted to set up your device. The device can be an iPhone, an Android smartphone, or your computer workstation. The device you choose may depend on the policies of your organization. The rest of this document describes how [...]
To move the databases using a recent backup: On the old server Login to the Central Administration domain (You will need an administrative account) Go to Administrative Options>Backup>View Data Backup Options Click on "Create Backup Now" then "OK" after reviewing where the backup will be created Go back to the main menu of CAREWare and click on "Refresh Messages" A new Administrative Alarm will appear, click on the link [...]
Eligibility History Instructions Eligibility Status is used to track the history of a client’s eligibility for the RSR as the client becomes eligible and at times is deemed ineligible for Ryan White Services. This status will be used for RSR reporting and to determine if a client is eligible for Ryan White funded services. For additional information regarding eligibility and the RSR click here [...]
We've listed here all bugs found in CAREWare for easy user reference. Please find the bug affecting your usage and see if it's fixed.
ADAP Brand Name in custom reports ADAP Enrollment Status changes back to Active once case closed date is set ADAP Formulary not saving active date ADAP Quarterly Report not returning #12E Total Cost Adjustments made to service columns are not saved at close of client All activated fields do not display on custom subform tabs All relation field selections generate error on custom reports All services [...]
There are several causes for a client's enrollment status to be reported as Unknown on the RSR. These reasons and solution are provided below.
For the following enrollment status values, CAREWare will set the value to Unknown in the RSR if there is no CASE CLOSED DATE entered in the reporting year:
RSR Report Viewer showing client with Unknown enrollment status [...]
[...] or clients with ART medications are not showing up in performance measures that use ARV counts, then the medications may have to be updated with the latest medication file and/or CAREWare may need to be prompted to update the cw_available_medications table for ARV counts. Make sure the latest medication file is in the RW CAREWare Client Tier folder. http://hab.hrsa.gov/program-grants-management/careware has the latest medication [...]
Though most CAREWare users run the program without experiencing problems, some have reported that parts of the program respond slowly. This document serves as a guide to help those users improve the overall performance of their installation. It is not intended to replace or amend the system requirements to use CAREWare. Note that the information in this document is current as December 5, 2016 and over time may become outdated. CAREWare Configuration: There [...]
The silent or quiet installation of the CAREWare Business and Client Tiers should only be used by individuals familiar with the MSIEXEC.EXE program and DOS command prompt. This wiki answer is for advanced PC users only. The CAREWare Help Desk is only able to provide the information below AS IS and will not be able to assist in the creation of customized queries or additional installation methods using this method. There is [...]
RSR — 0.2%
CAREWare produces the Ryan White Service Report (RSR), a client-level data export required by HRSA for recipients of Ryan White HIV/AIDS Program funding. Users can upload the Client Report (an XML file) to HRSA , and they can also view those files within CAREWare. The CAREWare feature that generates the Provider Report is currently disabled.
The minimum build required to produce the 2018 RSR [...]
The root element is missing can be an issue with the ClientTierSettings.XML file or the MdbToXML.exe file. If this error occurred when logging into CAREWare, follow these instructions: The ClientTierSettings.XML file in the client tier directory may have become corrupted. You can resolve it by completing the following steps: Go to the client tier directory (Default location: C:\Program Files\CAREWare\RW [...]
[...] there is a data loss issue for users with a specific permission assignment in recent builds. Here are the details: • It can occur when a user has either of these permissions: View Client ID or Edit Client ID, and that user does not have either of these permissions: View Address/Phone or Edit Address/Phone.
• The problem was introduced with build 877, and it occurs in all builds thereafter, through the current beta build, 904. The issue was resolved in build 905.
• In that case, when [...]
The allow search results value in the Business Tier Settings file is the maximum number of results that the business tier will return for a given search. In order to change the number of patients in the list, you must also change the max results value. The allow search results value is set in CW Admin. This utility [...]
Instructions to include Genvoya: The combination antiretroviral whose brand name is Genvoya is included in these medication files. On the RSR side of things, in clinical encounters, under medication setup, there is a bit of an issue because Genvoya and Stribild share the same DrugCode (this is not the same as an NDC, which is in the ADAP file only). Genvoya and Stribild are the same except that [...]
[...] new build that is not an official release from HRSA. This build may include features not included in the official release currently available from HRSA. To get a copy of this release, contact the CAREWare Help Desk to see when the latest alternate build release will be available for use on a production server. In many cases CAREWare can use assistance with testing these new features and an early release can become available for use on a test server for testing purposes only. Below are a series of build fixes for [...]
The swapping of databases should only be done by those familiar with SQL commands and aware of all possible issues which may occur. You will need a SQL manager such as Enterprise Manager or Craig’s SQL Manager . Go to the CW_Setup directory located at C:\CW_Setup. Run RWCAREWareInstaller.exe. Select “Custom Install” and press “Next”. Select the second check box and press “Next”. Provide a SA password and instance name for the new instance (CAREWare2). The [...]
Some users are reporting that they cannot find clients by searching for the client using the client's first or last name. There are a few things to check to identify the cause of this issue. Does the client show up in custom reports? Here are instructions for creating a custom report. Was the client record deleted? This can be checked by using the User Action Report . Can the client be found by [...]