1. Dominique Cavallo, Sharlonda Pierce, MPH, MAEd
Data 2 Care
Hello my name is Dominique Cavallo, and I am going to present what’s new with our eHARS to CAREWare data 2 care match.
Dominique Cavallo, Sharlonda Pierce, MPH, MAEd
October 5, 2017

2. What is eHARS The Enhanced HIV/AIDS Reporting System (eHARS)
Is a document-based data collection and management system
Supported by the Centers for Disease Control and Prevention (CDC)
Because eHARS is a document based system, the information for these six data points will be the most accurate
So lets start with some of the basics. The Enhanced HIV/AIDS Reporting System also know as (eHARS) is a document-based data collection and management system supported by the Centers for Disease Control and Prevention (CDC). Because eHARS is a document based system, the information for these six data points will be the most accurate.
10/05/2017

3. What data has moved into CAREWare
The data moving into CAREWare is:
HIV diagnosis date
AIDS diagnosis date
HIV status
CD4 test dates and results
Viral load test dates and results
Vital status (alive or deceased) and date of death
The six data points that have moved from eHARS to CAREWare are AIDS diagnosis date, HIV status, CD4 test dates and results, viral load test dates and results and vital status (alive or deceased) and if necessary, a date of death.
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4. Why add eHARS data to CAREWare
eHARS data will be more reliable and up to date because:
eHARS can support information with documentation such as
Lab reports
Provider reports
And doctor notes
The reason that we are importing is because eHARS data will be more reliable and up to date for these six data points. This is because eHARS supports information with documentation such as lab reports, provider reports, and doctor notes.
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5. Benefits and positives of this initiative
No longer collecting or faxing in eHARS ROI’s
Reduced administrative burden
Monthly CAREWare updates of lab data
Easier access to client lab data
Targeted interventions based on clients most recent lab work
Assist in coordination and provision of care
The benefits of this new initiative is that providers will no longer have to collect of fax eHARS ROI’s, there will be a monthly CAREWare update of lab data, case managers and clinic staff will have easier access to client lab data, there can be targeted interventions based on clients most recent lab work, and to assist in coordination and provision of care.
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6. When can I stop collection ROI’s
October 5th
When can I stop collection ROI’s
No more eHARS ROI’s
You can stop collecting eHARS ROI’s October 5th 2017.

7. When will lab data be available?
October
Followed by monthly uploads
Lab data will be available in CAREWare starting October 6, 2017 and will be updated monthly.

8. Where is the lab data? Step one log into CAREWare Click find client
Type in Client’s name
Where can you find lab data? First step is to log into CAREWare then click find client then type in clients name in the field above.
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9. Finding Lab Data in CAREWare
Click on clients name from the list
Click the details button
Then you will see the clients name in the list, highlight the clients name and then click the details button.
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10. Finding Lab Data Cont.. Click on Encounters button
Once the demographics screen appears, you will click on the encounters tab in the middle of the screen.
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11. Finding Lab Data Cont.… Click on Lab button
Ensure that the only show data for this provider is NOT checked
Once the encounters screen appears, you will click on the lab tab and ensure that the only show data for this provider box is not checked.
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12. What Lab Data Should Look Like
Information shown will be:
Name of Test
Date of Prior Test
Prior Result
Current Result
At this point test, information should appear the information that will now be available is name of test, date of prior test, prior result, and current results.
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13. If this screen appears..
then there is no data available in CAREWare or eHARS
If this screen appears then there is no data available in CAREWare or eHARS.
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14. Why you may be unable to find lab values in CAREWare
Lab was recently reported and hasn’t been entered into eHARS
(because some report by paper and can take 90 days to enter)
the client may not be in eHARS
newly diagnosed
new to Minnesota
has not been reported yet
The patient hasn’t attended a medical appointment, or did, and a viral load wasn’t drawn
The drawn viral load wasn’t reported to MDH
So why would no data appear on the screen? There are a number of reasons, the first could be that the patient hasn’t attended a medical appointment, or did, and a viral load was not drawn at that time. It could also be that the viral load drawn was not reported to MDH. Another reason would be that the lab was recently reported and has not been entered into eHARS—some times it can take up to 90 days for data to be entered. Finally, the client may not be in the eHARS system because they are newly diagnosed, new to Minnesota, or have not been reported yet to MDH.
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15. Lab data not available, now what?
If there is no lab data in CAREWare providers should:
Go to the MN CAREWare website
Create a help desk ticket explaining the issue (using the client URN).
The MN CAREWare help desk team will:
Work to find out why the data is not in CAREWare
Work with the provider on next steps
So now that we know the reasons that lab data would not be available what should you do about it? Go to the MN CAREWare website and create a help desk ticket using the clients URN. The CAREWare help desk team will work to find out why the data is not in the system and help the provider figure out next steps.
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16. Resources
Help desk ticket for provider wide training for Case managers:
FAQ’s and other documentation is available on the MDH website:
Surveillance Data to CAREWare (
If you would like more information here is a list of resources.
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17. Thank you!
Dominique Cavallo Minnesota Department of Health
Sharlonda Pierce, MPH, MAed Minnesota Department of Human Services
10/05/2017