PSA26 Nutrition Contractor - Lake County, California · PSA26 Nutrition Contractor 809 S. Main St. Data Reporting Manual Lakeport, CA 95453 (707) 262-4517 (707) 263-3112 FAX [email protected]

PSA26 Nutrition Contractor Data Reporting Manual 809 S. Main St.

Lakeport, CA 95453 (707) 262-4517

(707) 263-3112 FAX [email protected]

PSA26 Nutrition Contractor Data Reporting Manual 2

Introduction Introduction to the Nutrition Data Reporting Manual 3 Defining a Unit of Service 3 Registered Services 3 Eligibility 3 Low Income Guidelines 3 Functional Impairment 3

Nutrition Programs Congregate Meals 4 Home-Delivered Meals (Meals on Wheels) 5 Nutrition Education 6

Client Intake and Assessment Forms Assessment Forms 7 Client Intake Form (AAA 110) 8 Home Delivered Meals Assessment Form (AAA 111) 9 Home-Delivered Meals Quarterly Reassessments (AAA 112) 10

Q Data Reporting System Logging In 11 Using the Launcher 12

Setting Up a Client Searching Q for Client Record 13 Inputting Client Intake Data 15

Client Assessments

Nutrition Risk Assessment 17 California ADL’s/IADL’s 19 Documenting “Alternate Eligibility” for Non-Seniors 21

Client Care Plans Opening Care Plans 22

Service Unit Entry Service Unit Logging 24 Service Unit Entry 28 Data Entry Procedures for Volunteer Meal Service Units 31 Data Entry Procedures for Nutrition Education Service Units 32

Data Maintenance Checking Client Assessment Due Dates 33

Updating Client Assessments 38

Removing Inactive Clients 41 Terminology 41 Disenroll a Client’s Care Plan 41 Deactivating Clients 44 Clients who no longer receive services appear on the “Service Unit Logging” query 45

Finding Missing Data in Q 47 Clients With Active Care Plans Report 50

Inputting Assessments 17

Adding Columns to a Report 34 Nutrition Risk Reassessment Dates 35 California ADLs/IADLs Reassessment Dates 37

Nutrition Risk Assessments 38 California ADLs/IADLs 39

T A B L E O F C O N T E N T S


This Nutrition Data Reporting Manual is designed to provide technical assistance to organizations contracting with the Area Agency on Aging for the provision of nutri-tion services to older adults in Lake and Mendocino counties.

The manual contains data collection and reporting information for programs funded through the Administration on Aging's Old-er Americans Act (Federal), the California Department of Aging (State), and PSA 26 Area Agency on Aging (local).

Defining a Unit of Service

For Title III nutrition programs, a Unit of Service is a measure of productivity ex-pressed as:

• Product (one meal served, one client served); or

• Activity (measured as an individual ac-tivity such as one contact, etc.)

Registered Services

Certain programs have been identified as Registered Services, i.e. the Department of Aging requires detailed information on cli-ents served by these programs. The infor-mation required varies from program to program but includes client demographics (age, sex, minority status, living arrange-ment, poverty level status, rural status, etc.) and nutritional risk status (Activities of Daily Living (ADL)/Independent Activities of Daily Living (IADL) Client intake and assessment forms are the vehicle used to collect this data

Registered services include Home-Delivered Meals and Congregate Meals. Nutrition Edu-cation is not a registered service.

Eligibility

See individual program descriptions for specific client eligibility requirements.

Low Income Guidelines

Federal poverty guidelines are used for eligibility criteria, targeting and/or report-ing purposes for Title III Older Americans Act Programs. These guidelines are issued by the Federal Department of Health and Human Services (DHHS) and can be ob-tained by visiting their website at http://aspe.hhs.gov/poverty/index.cfm. Title III programs use the guidelines for reporting purposes to verify service to clients in greatest economic need. The specific in-come levels associated with Title III pro-grams is 100% of FPL.

Current federal low income guidelines are included on Form AAA 110 “Client Intake Form” and updated yearly.

Functional Impairment

Functional impairment for the purpose of reports to Aging and Adult Services is de-fined as requiring assistance in performing:

• 1 or more Activities of Daily Living (ADL’s) - walking, eating, bathing, dress-ing, toileting, transferring,, or;

• 2 or more Instrumental Activities of Daily Living (IADL’s) - light housework, laundry, shopping, preparing meals, transportation, using telephone, manag-ing medication, managing money, heavy housework

If the person can perform the task without any help/supervision, the person has no impairment; if the person requires some form of assistance, the person is impaired.

I N T R O D U C T I O N

Introduction to the Nutrition Data Reporting Manual


Congregate Meals (C1) Funding Source: Title III C-1 and Nutrition Service Incentive Program (NSIP)

Registered/Non-Registered: Registered

Definition: A meal provided to an eligible individual in a congregate group setting that meets all of the requirements of the Old-er Americans Act and State/Local laws, and assures a mini-mum one-third of the Dietary Reference Intake, and shall comply with Dietary Guidelines for Americans.

Eligibility: Any person 60 years of age or older is eligible to partici-pate.

The spouse (any age) and/or an under-60 individual with disabilities who resides at home with and accompanies a person 60 years of age or older to a congregate nutrition site is eligible to receive meals (alternate eligibility) if it is in the best interest of the eligible client and doing so will not deprive a senior of a meal.

Individuals, regardless of age, providing volunteer services during the meal hours are eligible to receive a meal if do-ing so will not deprive a senior of a meal.

An individual under the age of 60 may only be a guest of the program if doing so will not deprive a senior of a meal. Non-senior guest meals do not qualify for reimbursement. Providers may request payment for non-senior guest meals.

Service Unit One meal provided

N U T R I T I O N P R O G R A M S


Home-Delivered Meals (C2) “Meals on Wheels” Funding Source: Title III C-2, Nutrition Service Incentive Program (NSIP)

and other

Registered/Non-Registered: Registered

Definition: A meal provided to an eligible individual in his or her place of residence, that meets all of the requirements of the Older Americans Act and State/Local laws, assures a minimum one-third of the Dietary Reference Intake, and shall comply with Dietary Guidelines for Americans.

Eligibility: To receive Meals on Wheels an individual must meet all of the following criteria for eligibility and need to:

• Be 60 years of age or older;

• Be homebound because of incapacitating disability and/or illness or due to exhibiting inappropriate and disruptive behavior at Congregate Nutrition sites;

• Lack needed caregiver assistance from family or other resources that can aid in the provision of meals

• Be able to live at home if meals are provided, but una-ble to prepare or obtain nutritious meals.

The spouse (any age) of an eligible individual may be eligi-ble to receive meals, regardless of age or conditions, if it is in the best interest of the eligible client and if the services will not displace a higher priority senior applicant

Service Unit One meal provided



Nutrition Education Funding Source: Title III C1 and C2

Registered/Non-Registered: Non-Registered

Definition: A program to promote better health by providing accurate and culturally sensitive nutrition, physical fitness, or health (as it relates to nutrition) information and instruction to participants, caregivers, or participants in a group or indi-vidual setting overseen by a dietitian or individual of com-parable expertise.

Methods of education may include

• Congregate participants (C1): Demonstrations, audio-visual presentations, or small groups

• Home Delivered Meal participants (C2): Handout ma-terials may be used, but not limited to, as the sole edu-cation component.

Eligibility See Home Delivered Meals and Congregate Meals Pro-grams

Service Unit One session or handout per participant.



C L I E N T I N T A K E & A S S E S S M E N T F O R M S

Assessment Forms All client intake and assessment forms are available by contacting the Area Agency on Ag-ing, or on the Contractor Support section of the AAA website at:

http://www.co.lake.ca.us/Government/directory/social_services/aaa.htm

The Contractor Support section is password protected.

Contractor logon name: AAASupportContractor

Password: Password987


Client Intake Form (AAA 110)

Master copies of the Client Intake Form include the current Federal Low Income Guidelines. Copies of the form are available on the Contractors section of the AAA website.

Agencies that manage their client data on the Q system will enter data directly to the data-base and maintain the Client Intake hard copy on file.




Home-Delivered Meals Assessment (AAA 111)

The intent of the Home Delivered Meals Assessment Form is to determine the eligibility of a person requesting or referred to the home-delivered meal service (Meals on Wheels). This initial assessment is required by Older Americans’ Act regulations for all prospective clients age 60 years or older. This form should be administered by program staff to every potential client within two weeks of the request/referral to the program.


Home Delivered Meals Quarterly Reassessment (AAA 112)

The purpose of the Home Delivered Meals Quarterly Reassessment form is to reassess the eligibility of the MOW recipient for the home delivered meals service. It is also used to determine if there is a need to alert a case worker or the family/emergency contact about changes noted during the assess-ment.

Older Americans Act regulations require that MOW participants be reassessed quarterly. Such reassessment must be done in the home of the participant at least every other quarter in order to observe the recipient’s environment, including facilities for refrigerating and cooking/warming food. Alternate reassessments may be performed by telephone.



Logging In

Care Access Portal

The first step in logging on the Q system is the Care Access portal. En-ter your user name and password (assigned by the Area Agency on Ag-ing).

Q System Login

Select and click on the Lake-Mendo Q icon.

Enter your user name and password (assigned by the Area Agency on Aging).

Q D A T A R E P O R T I N G S Y S T E M


Using the Launcher

The Launcher is the tool that will gain you access into every fea-ture of Q. When you log onto the Q System the Launcher can be set to automatically display on your Q System desktop by checking “Display when system starts” at the bottom of the Launcher screen.

Additionally, you can customize the Launcher to be viewed as groups of information in fold-ers or as an alphabet-ized list by checking or unchecking the “Show items as a list” box, which is also located at the bottom of the Launcher screen.

Q D A T A R E P O R T I N G S Y S T E M


A four-step process is required for entry of a new client into the system.

• Search for Q Client Record • Client Intake Data • Client Assessments • Care Plan(s)

Searching Q for Client Record

Each client must have his or her own unique client record. To ensure that a client is not duplicated you must perform a query prior to entering a client as new. The ability to avoid duplication is greatly compromised if the participant does not complete the entire Client Intake Form. Therefore, it is in your best interest to encourage your participants to provide all information requested.

To perform a query for a client, you must dou-ble click on the “Clients” item on the Launcher.

Enter the client’s name and click “Query”.

Note: Since it is not unusual for a client to misspell his or her name or to use more than one name or So-cial Security Number, prior to adding anyone as a new client perform a search using each of the following data ele-ments individually:

S E T T I N G U P A C L I E N T


• Client Last Name • Client First Name • Client Social Security Number • Date of Birth • Phone number, if

SSN or DOB is not given

If a single client is found, Q will display the Client Data Screen for that individual.

If multiple clients are found Q with similar names, will display a list of those. Double click on a client’s name to open their client rec-ord.



If the data you enter in any of these fields finds no match you will re-ceive a confirmation stating; “No clients were found matching the search conditions. Do you want to create a new client?” If you haven’t searched all the data elements you may click on “cancel” to return to the query screen (or select clear to return to the screen and delete the previously entered data) and complete your search. If you have completed your search and are ready to create a new client record, click on “Yes”

Inputting Client Intake Data

The Client Intake Form AAA 110 includes a complete list of data required for reporting and has been designed to mirror the order of the fields on the screens used for data entry in Q. Note that the Nutrition Risk Assessment and ADLs/IADLs Assessment are mandatory for specific programs only.

Data entry in Q fields that do not appear on the Client Intake Form is not required, but may be completed if the information is of value to your agency.

After conducting an un-successful client in-quiry, the Client Data Screen will appear au-tomatically if you dou-ble click on “Yes” when asked if you wish to create a new client. Se-lecting “client” from the launcher and clicking on “new” on the right side of the screen will also open a blank client screen.

You enter the data ex-actly as written on the Client Intake Form, tab-bing from field to field.

Date fields may be en-tered using number keys, number keypad




or the drop down calendar.

The client’s age is automatically computed and the field populated by the computer when you enter the client’s birth date.

Drop down lists are available on all fields that require selection of one of a group of op-tions. Once familiar with the available options, you may key in the first letter or two of your selection and the field will populate.

The Client Profile section at the bottom of the Client Data Screen includes only three re-quired fields:

• Rural (always “yes” in PSA26) • Poverty Status • Living Status

After completing all the required fields you will click on “Save”

The screen will change. The fields will all turn blue and the “Save” button will change to “Edit”.


Client Assessments AAA Older American Act funded programs each have one or more mandatory client as-sessments. They are:

• Nutrition Risk Assessment - Included on AAA 110 “Client Intake Form” for the following programs: − Congregate Nutrition − Home Delivered Meals

• California ADL/IADL Assessment - Included on the AAA 111 “Home-Delivered Meals Assessment Form” for the following programs: − Home Delivered Meals

Inputting Assessments

The assessment screens in Q are accessed from the Client Data Screen. Click on the Assessment button to view a list of assessments in the Q system. (Note: The sys-tem offers a wide variety of assessments which are not required for the purpose of report-ing to AAA, but which may be valuable in collecting data for planning and scheduling.

Nutrition Risk Assessment

• From list of assess-ments, double click on “Nutrition Risk”

C L I E N T A S S E S S M E N T S


• Click “Edit”.

The blue boxes will turn white and allow data entry.

• Click in the box for each item that is checked on the cli-ent intake. The pro-gram will automati-cally calculate the nutrition risk points and risk level for the client. You may tab to the next checked item and press the space bar to mark it as an issue for the client. Continue checking boxes until complete.

If client declined to answer the Nutrition Risk Assessment, Check “Refused”, go to the “Last Updated” field and enter the current date. This is to acknowledge that that the person entering the data did not forget to enter the data, rather that the fields were all left blank.

• Click “Save” to finish.



California ADL’s/IADL’s

• From list of assess-ments, double click on “California ADLs/IADLs”.

• Click “Edit”

The blue boxes will turn white and allow data entry.

Options in the drop-down menu for each activity include all of the values required by the state. ADL/IADL categories required for Home Delivered Meals assessments are indicat-ed in blue and red.

ADL’s (tab 1) include: • Eating • Dressing • Transferring • Bathing • Toileting • Walking



IADL’s (tabs 2 & 3)include: • Light Housework • Laundry • Shopping • Meal Preparation • Transportation • Using Telephone • Medication Manage-

ment • Money Management • Heavy Housework

Select from the dropdown menu...

• “1-Independent” • “3-Some Human

Help” (indicated as Stand-by Assistance in Q system)

• “5-Dependent” • “Declined to State”

… to indicate those ac-tivities that the client requires assistance with. Use “1-Independent” or “5-Dependent” if you do not have enough information to choose the intermediate value. (Note: “2-Verbal Cueing” and “4-Hands on Assistance” are not used.)

Please remember to complete all 3 tabs: (ADLs, IADLs (Part 1), IADLs (Part 2).

The “Last Updated” field will automatically populate with the date on which you are mak-ing the entry. To be more accurate, the date on which the Assessment was completed should be entered here. This is particularly important for new C2 clients, with whom As-sessments must be completed within 2 weeks of their first meal delivery. It might also be important if there has been a delay be-tween the time the As-



I N P U T T I N G C L I E N T A S S E S S M E N T S

sessment was completed and the time it’s being entered in Q. Please make it a habit to enter the date from the top of the Assessment (or Reassessment) form in this field. It will keep your client data and AAA/CDA reports cleaner and more accurate.

• Click “Save” to finish.

Documenting “Alternate Eligibility” for Eligible Non-Seniors

Some clients under age 60 are eligible for C1 or C2 meals because they are either married to an eligible participant or they are disabled and living with an eligible participant. On Q reports, these people look ineligible because they are younger than age 60.

An eligible non-senior is set up in the same manner as an eligible senior. The AAA 110 “Client Intake Form” includes a section for alternate congregate eligibility. A care plan must be opened for the spouse or disabled individual. The reason for eligibility is recorded in the “Assessment” section of Q. The reason entered will show up on reports run by AAA.

Example: Disabled 27 year old daughter of an eligible senior.

• Create a client file for the eligible non-senior.

• Open a client care plan for Congregate Meals and/or Home-Delivered Meals.

• From Client record, open “Assessments” screen

• Double click on “Custom Fields”.

• You’ll see a “Reason for eligibility?” box. Click “Edit” at the bottom of the screen to turn the answer box white.

• Enter reason client is eligible. Include the name of the eligible participant to which this client is associat-ed. . For example:

Spouse of John Smith, or; Disabled; lives with Mary Smith

• After you type in the reason for eligibility, click “Save”.


Opening Care Plans A care plan is required for each registered service a nutrition client receives from an AAA contractor. The Q System care plan enables you to view and coordinate all of the client's needed services. It is here that you can view the current services a client is receiving, and incorporate additional services the client may need over time. A care plan is built one ser-vice at a time. To create a care plan for a client:

• Click on the “Care Plan” button on the client screen.

• Open a new care plan by click on the “New” button

Complete the following entries:

• Service

• Funding Source*

• Your Agency*

• Service Start Date

*System is set up to limit selection to the appropriate source, so when you use the drop down menu you may only have one item to select from.

• Click “Save” to finish

C L I E N T C A R E P L A N S


C L I E N T C A R E P L A N S

If you are creating a care plan for congre-gate services, you can reopen the care plan by clicking “Edit” and en-ter a site location (from drop down menu) if desired.

If you are creating a care plan for Home-Delivered Meals, you can reopen the care plan by clicking “Edit” and enter a route as-signment (from drop down menu) if desired.

Note: The “Site” and “Route” fields are not available until you save the care plan for the first time—see previous step.

• Click “Save” to finish


Service Unit Entry Q provides several methods of data entry to ensure efficient documentation of service.

Service Unit Logging

Used for Congregate nutrition or Meals on Wheels for data entry one day at a time.

The Service Unit Logging Utility has been designed to help users enter service units in bulk form. This utility allows users to assign service units to multiple clients, all at once.

This is useful for entering one day’s worth of units to a whole list of clients. Use this option if you have more than 30 clients to enter units for.

This utility may be formatted to show all the fields with information required for Meals on Wheels route lists. The Meal Route can be sorted for printing and to enter service units simultaneously.

To access this utility, open the Launcher. Double click on item labeled “Service Unit Logging”

Users will be presented with a window that al-lows them to fill in the desired criteria.

• Agency: Use this drop down field to choose your Agency.

• Service: Use this drop down field to choose the Service you will be applying Service Units for.

• Date: Choose the date the service was provided.

• Site: This field will

S E R V I C E U N I T E N T R Y


open only if the service chosen is a Congregate (C1) meal service. It should be complet-ed if your agency provides the selected service at more than one site.

• Route: This field will open only if the Ser-vice chosen is a Home Delivered (C2) meal service.

• Clients to Select: There are two choic-es...

− All Clients Receiv-ing Service: Choos-ing this selection will pull all clients that have an active Care Plan for this service.

− Clients Scheduled to Be Served on the Selected Date: Choosing this se-lection will pull up all clients who are scheduled on the date that is entered in the Date field that is located on this form.

• “Fill in new Service Units for Client with the following infor-mation”: If checked, the data in this section will be applied to all the clients chosen above. If left blank, all clients meeting the criteria you selected in the “Clients to Select” section will be listed and you may then enter the number of units of service for each client received individ-ually.

• Units: Enter the number of units to assign to all the clients that will be filtered by the cri-teria chosen above.

• Funding Source: Enter a funding source that will be assigned to this transaction.

• Type: An optional feature, users can specify what type of service was performed. For registered nutrition services, the type is “meal”.



If there is any data to be presented, Q will display the window as at right. Note how Q assigns one unit to the clients listed; this is based on the criteria entered in the previous window.

In this window, users can “right click” to ma-nipulate the data as they choose.

If the data presented in this list is correct, click on the “Commit” button to assign all the desired settings to each of the clients listed. There will be no indication that the units were committed. Clicking on the “Commit” but-ton multiple times while in this window will not affect the units.

To confirm that the units were assigned, you may “right click” on a client record, se-lect “Open Care Plan”

Navigate to the “Service Unit” tab and open the Service Unit record.



Q will present you with a calendar view that will show the as-signed units if data en-try was successful.

Click the “Close” but-ton to exit this transac-tion.




Service Unit Entry

An alternate way to enter Congregate nutrition or Meals on Wheels service units. Allows for use of calendar to select and record multiple days of service. Service Unit Entry is useful for entering one month’s worth of units for one client at a time. Use this option if you have less than 30 clients to enter units for.

Using the “Service Unit Entry” function allows you to pull up a list of clients registered at your site(s) for services and to enter services for each client for the days they were served anytime within the month you choose. This will allow you to enter services provided anytime within the month for your clients, instead of day by day and still maintain an accurate record of their days of attendance.

From the Launcher screen, click on “Service Unit Entry”

Your agency may already be inserted in the “Agency” box, but if it is not select it from the drop down box. Then enter the Month and Year and select “Query”

A list of clients who have active Care Plans for your agency will ap-pear. You can click on “Service” name header to sort the list by ser-vice provided, or “Client Name” header to sort the list alphabet-ically by client.


Double click on any client’s name and the program will open a service unit entry screen for the month specified.

Click on “Edit”

The screen opens to allow you to enter units of service for that client up to and including the current day. This al-lows you to enter all the services that the client has received for the whole week, day by day

Once you’ve finished entering service units for this client, select “Save”



Then select “Close”

The system will return you to the list of clients.

Continue to select cli-ents and enter their ser-vices as indicated in the instructions above.



Data Entry Procedures for Volunteer Meal Service Units From the Launcher, open “Aggregate Ser-vice Unit Entries by Agency.”

Select your agency from the drop-down list.

Start a new entry

Enter aggregate information for volunteer meals for the month.

• Service: Congregate Meals C-1 - Aggregate • Program: Title III • Funding Source:

Title III C1 • Month • Year • Total Units Delivered:

Enter number of C1 Volunteer Meals given in that month.

Click “Save”



Data Entry Procedures for Nutrition Education Service Units From the Launcher, open “Aggregate Ser-vice Unit Entries by Agency.”

Select your agency from the drop-down list.

Start a new entry.

Enter aggregate infor-mation for nutrition edu-cation for the month. • Service:

Nutrition Education • Program: Title III • Funding Source:

Title III C1(for congregate nutrition education) or Title III C2 (for Home Delivered Meals nutrition education).

• Month • Year • Total Units Delivered: Enter number of C1 or C2 clients that received Nutrition Educa-

tion in that month. Click “Save” to finish.



D A T A M A I N T E N A N C E

Checking Client Assessment Due Dates From the Q Launcher, select and open the re-port “Clients with Ser-vice Units by Time In-terval”. This will allow you to find every client with at least one service unit for the year.

Do C1 and C2 sepa-rately, as you will be checking ADL/IADL as-sessment dates, which are only required for C2 clients.

Select a date range. To check an entire pro-gram year, enter July 1 to June 30.

Select data for all cli-ents, both active and inactive, as all are re-ported to California Department of Aging.

“Funding Sources” can be left blank.

A list of clients receiving services in the date range specified is dis-played. You may have to add columns to get your screen to show all the required client data, both demographic and assessment. Once it is set up correctly, you can leave it for future re-ports.



Adding Columns

Right click on mouse and select “Add Col-umns” from the menu displayed.

Selecting the correct column categories can take time. You have to scroll through a long list and select the heading you want.

See the list (right) for the headings to add to your report. Check the boxes for the headings to add. You can check the “Show Only Select-ed Columns” to display only the headings you have selected.

When you have select-ed the last columns to add, click “Save”.



Nutrition Risk Reassessment Dates

From the “Clients with Service by Time Inter-val”report, click on the column header for “Client Nutrition Risk: Last Updated” Missing data will be at the top, followed by assessment dates in chronological order, oldest first.

“Zoom in” on the cli-ents with missing or overdue Nutrition Risk Assessments to print a report with ONLY those that need to be done. To do this:

• Click on the FIRST record you want to select so it is high-lighted.

• Scroll down to the LAST record with a Nutrition Risk Assess-ment that is missing or over a year old. While holding down the shift key, click on the last record to se-lect it. This will high-light the entire series of clients between the first and last record you selected.


• Then, right-click in the highlighted areas and choose “Zoom on Selections”.

The screen now shows only the records with missing or overdue Nu-trition Risk Assess-ments. The number of selected records is indi-cated at the bottom of the screen. Note: by right clicking and se-lecting “Unzoom”, you can go back to the orig-inal list of records.

• To generate a report, right click and choose “Print Re-port”. You may have to add or remove columns on the re-port as explained in the previous section.

Before printing, if any of the columns are too narrow to show all the data, click on the col-umn heading and drag the dividing line to wid-en. Then click “Print”

California ADLs/IADLs



Reassessment Dates

• From the “Clients with Service by Time Interval”report, click on the column head-er for “California ADLs/IADLs: Last Up-dated” Missing data will be at the top, followed by assess-ment dates in chron-ological order, oldest first.

• “Zoom in” on the clients with missing or overdue ALD/IADL assessments to print a report with ONLY those that need to be done (see procedure in previous section).

• To generate a report, right click and choose “Print Re-port”. You may have to add or remove columns on the re-port as explained in the previous section.

Before printing, if any of the columns are too narrow to show all the data, click on the col-umn heading and drag the dividing line to wid-en.



Updating Client Assessments

Nutrition Risk Assessments

Nutrition Risk Assess-ments must be updated yearly for all Congre-gate and Home-Delivered Meal clients.

• Open the Assess-ments page from the Client screen

The Assessment page will show the date that the last assessments were done for each cli-ent. If the Nutrition Risk Assessment date is more than 1 year old, the assessment is over-due.

• Double click on “Nutrition Risk”.



• Check the boxes as indicated on your updated Client In-take Form (AAA 110). Q will auto-matically assign a Risk Score.

You don’t need to en-ter anything on the “Nutritional Assess-ment” screen.

• Click “Save” when done.

California ADL’s/IADL’s

California ADL’s/IADL’s must be updated quarterly for all Home-Delivered Meal clients.

• Open the Assess-ments page from the Client screen



When you open the Assessments page from the Client screen, it will show the date that the assessments were done for each client. If the California ADL/IADL date is more than three months old, the assess-ment is overdue.

• Double click on “California ADLs/IADLs”.

Check the boxes as in-dicated on your Home Delivered Meals Quar-terly Reassessment (AAA 112) form. Be sure to update all three ADL/IADL tabs.

You don’t need to en-ter anything on the “Providers of Care” tab.

Click “Save” when done.



Removing Inactive Clients Client records should be maintained and kept current in order to keep all reports as accu-rate as possible. When clients cease receiving services, users should disenroll the clients’ service plans. If those clients are deceased, have moved out of the county, or (for any other reason) will no longer be served by any agency in the AAA, users should take the additional step of deactivating the client record.

Terminology

• Disenrolling - when clients stop receiving services. Ends care plan but does not deacti-vate the client.

• Deactivating - When client will never be served by any agency in the PSA (death, moved, etc.) Will no longer show on active client list.

Note: Client must be disenrolled before being deactivated, or they will still show as active

Disenroll a Client’s Care Plan

• Open the client’s record. Click on “Care Plan”.




• Double-click to open the care plan for the service in question.

• To determine the end date of the ser-vice plan, click on the “Service Units” tab.

• Take note of the last month of service. You can use the last day of that month, or;


• Double-click on the most recent month and take note of the last date of service.

• Open the care plan item by clicking “Edit”.

• Enter an “End Date” determined previ-ously.

• Enter a “Disposition” (the reason for the disen-rollment).

Press “Save.” Note that the Status field changes to “Disenrolled.”




The client will no longer appear on your queries for active clients, your roster, or your Ser-vice Unit Logging list. If you have no indication that the client is deceased, permanently institutionalized or moved out of the PSA area, it is possible that the client could be served by another agency in your PSA, do not deactivate the client record.

Deactivating Clients

Deactivate clients when they will no longer be eligible for services because of death, be-cause they moved out of the county or because they were institutionalized.

• Disenroll the client’s care plan using steps previously explained.

• Notify any case managers or other providers who are serving the client. You can use Q’s e-mail system to send a message to all of them at the same time.

• Add a note in the “Directions/Identifiers” field on the client’s Main De-mographic Screen regarding the situa-tion and how it was reported. Press “Save.”

• Right-click in the gray area of the cli-ent record and choose “Deactivate client.”


Clients who no longer receive services appear on the “Service Unit Logging” query

• Starting at the Launcher, open the query called “Clients Receiving Service (Detailed.)”

• Fill in the Service, Agency and today’s date in both the “Start Date” and “End Date” fields and click “Query.”

You will be presented with a list of all clients with active care plans as of today. (Note that the columns for the care plan Start Date and End Date can be added to this grid.)



• Select (highlight) one of the clients who are no longer receiv-ing service. Right-click. Choose “Open Clients Receiving Ser-vice (Detailed)”

You will be presented with the client’s care plan. Disenroll the care plan. Note that when you save the change to the date, the client will “drop off” of your list since they are imme-diately no longer eligible to receive service.

Repeat above steps for each client who should be disenrolled.



Finding Missing Client Data in Q The California Depart-ment of Aging (CDA) requires certain demo-graphic information to be entered for C1 and C2 Nutrition clients:

• Birth Date (Age) • Zip Code • Rural Status • Gender • Race • Ethnicity • Poverty Status • Living Arrangement

A quarterly error report is provided from the CDA to PSA26 Area Agency on Aging of Lake and Mendocino Counties. It indicates clients with incomplete data. CDA is moving towards the policy of “no acceptance” on clients missing any of the above data. Service units entered for clients missing data will be disallowed and the record(s) discarded.

To ensure that you have all demographic data input for your cli-ents, make use of the following procedure:

• To view ALL clients that are ELIGIBLE to receive service units, run “Clients Receiving Service (Detailed)” report, or;

• To view ALL clients that have RECEIVED service units already, run “Clients with Service Units By Time Interval” report



• Enter the infor-mation for the Agen-cy/Service/Funding Source that you want to query (example is for all eligible clients). Tip: Enter today’s date (Spacebar) in Start and End Date fields to get a listing of all clients eligible right now.

• When the results are displayed make sure to add the re-quired demographic columns.



• Single click on the title of a column (Client Ethnicity in the example) to sort by that data. Blank information is moved to the top of the results so you can easily see all the clients that are miss-ing that information.

• Go to each client and enter the correct information. Then go to the next client.

Once you enter all the missing information on the first column then single click on the se-cond column (client living status in the ex-ample) and repeat the steps listed above

Go through all the col-umns of data and find and correct missing in-formation.



Clients With Active Care Plans Report This Q report queries for active clients who have a care plan that matches the criteria en-tered. A common use for this report is to re-view the active “roster” and remove inactive clients from it.

• From the launcher screen, click on “Clients with Active Care Plans”

• Select the care plan services. The exam-ple shown will find any client who has a care plan for congre-gate or home-delivered merals.

• Select your agency (there may only be one choice).

• Select the date of the report. Client whose care plan start date is after or whose end date is before the date will be filtered out.




An unduplicated client report is displayed. Cli-ents who receive multi-ple services will be listed only once.

To view the service plan details for a client, double-click on the cli-ent name and then ac-cess the client’s care plans.

Documents

PSA26 Nutrition Contractor - Lake County, California · PSA26 Nutrition Contractor 809 S. Main St. Data Reporting Manual Lakeport, CA 95453 (707) 262-4517 (707) 263-3112 FAX [email protected]