Client Data Reports for Kinship & Family Caregiver Programs Effective July 2016

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Cliet Data Reports for Kiship & Famil Caregiver Programs Effective Jl 2016 Field Name Data Tpe, Codes, ad Descriptio/Example Max Legth Cliet ID Text 15 characters Uiqe idetificatio mber assiged b

1 Cliet Data Reports for Kiship & Famil Caregiver Programs Effective Jl 2016 Field Name Data Tpe, Codes, ad Descriptio/Example Max Legth Cliet ID Text 15 characters Uiqe idetificatio mber assiged b agec. Last Name Text 20 characters Smith First Name Text 15 characters Joatha Middle Name Text 15 characters William Street Address Text 255 characters th Avee S Cit Text 35 characters Federal Wa Zip Code Text 9 characters or if 4 digit extesio is kow Date of birth Date mm/dd/ 1/30/1928 Race Iteger What is the cliet s race? 0 1 America Idia or Alaska Native 2 Asia, Asia America 3 Black, Africa, Africa America 4 Hawaiia Native or Pacific Islader 6 White 7 Other 8 Mlti Racial Ethicit Text What is the cliet s ethicit? Hispaic or Latio t Hispaic or Latio Icome Iteger Refer to Icome Gidelies for $ amots for the categories listed below. 0 1 Ver Low (< 30% Media) 2 Low (< 50% Media) 3 Moderate (< 80% Media) 4 Above Moderate (> 80% Media) Live Aloe Text Does the cliet live aloe? Geder Text What is the cliet s geder? f Female m Male o Other (e.g. trasgeder) Limited Eglish Text Does the cliet have limited proficiec i Eglish? Hosehold with Childre Text Does the cliet live i a hosehold with childre der age 18? Nmber of Childre Iteger Reqired for Kiship programs ol: Eter the mber of childre der age 18 who live with the Kiship Caregiver Disabilit Stats Text Does the cliet have a disabilit? Refgee Stats Text Is the cliet a immigrat or refgee? 1

2 Cliet Data Reports for Kiship & Famil Caregiver Programs Effective Jl 2016 Field Name Data Tpe, Codes, ad Max Legth Descriptio/Example Homeless Text Descriptio: Relatioship Iteger What is the relatioship of the caregiver to the care recipiet? 0 1 Hsbad 2 Wife 3 So/So i Law 4 Daghter/Daghter I Law 5 Gradparet (Kiship) 6 Other Relative 7 Other Relative 8 Other Elderl Relative Caregiver (Kiship) 9 Other Elderl Relative Caregiver (Kiship) Kiship Text Is this a gradparet or older adlt carig for a child(re) der age 18? Vetera Text Is the cliet a vetera? Sexal Orietatio Iteger What is the sexal orietatio of the cliet? 0 1 Bisexal 2 Ga 3 Heterosexal 4 Lesbia 5 Qestioig 6 Other *TCAREID Text 10 characters CR Last Name Text Care receiver last ame: Smith CR First Name Text Care receiver first ame: Alice CR DOB Date mm/dd/ Reqired for Kiship programs ol: Care receiver date of birth 1/30/2000 Service Moth Date Example: 1/1/2011 alwas se the first da of the moth. Service Tpe Code Eter the code for the tpe of caregiver service provided. f1 FCSP Coselig f2 FCSP Spport Grops f3 FCSP Traiig f4 FCSP Respite f5 FCSP Spplemetal Services f6 FCSP Cosltatio (o TCARE) f7 Care Pla f8 FCSP Access/Assistace f9 FCSP Access/Iformatio Cotact f10 Itake/Demographics f11 Scree f12 Assessmet f13 Cosltatio k6 Kiship Spport Grops k7 Kiship Spplemetal Services k8 Kiship Access/Assistace k9 Kiship Access/Iformatio Cotact 2

3 Cliet Data Reports for Kiship & Famil Caregiver Programs Effective Jl 2016 Field Name Data Tpe, Codes, ad Descriptio/Example Max Legth Uits Provided Iteger Eter the # of its provided drig the service moth for this service tpe. See Service Tpe Defiitios for the tpe of it associated with each service. *te: TCAREID field ame is oe word, o space FCSP ad Kiship Service Defiitios Service Tpe Code Uit Tpe Defiitio FCSP Coselig f1 Sessio Coselig addresses emotioal spport to the caregiver provided b licesed metal health professioals throgh formal therap sessios. FCSP Spport Grops f2 Sessio Spport Grops rel o grop process to assist famil caregivers i developig ew competecies, copig strategies related to their caregiver experiece, ad expadig / sstaiig etworks of spport. FCSP Traiig f3 Sessio Caregiver traiigs provide istrctio o a wide rage of topics of importace to famil caregivers. The most commo traiig modles focs o teachig caregivers to take better care of themselves ad tips ad skills for improvig care of their loved oes. Examples iclde Powerfl Tools for Caregivig, A Matter of Balace, ad Livig Well with Chroic Coditios. FCSP Respite f4 Hor This refers to services offered throgh the Kig Cot Respite Care Program, which is maaged b ADS, Evergree Care Network, ad Chiese Iformatio ad Service Ceter. The Respite Care Program offers a temporar break for caregivers b providig i home care, adlt da care, ad short term rsig home stas to their care receivers. FCSP Spplemetal Services FCSP Cosltatio (o TCARE) f5 Item: each prchase made for the caregiver Oe time or short term prchase of goods ad services that help a caregiver maitai their loved oe s idepedece. te: ADS is ow admiisterig these fds for cliets as reqested b FCSP providers. Upo verificatio that spplemetal services were received b the cliet, FCSP providers will iclde these services o their data file. f6 Sessio Cosltatio services are primaril edcatioal i atre ad help the caregiver ad/or famil to develop caregivig strategies to help them avigate services ad make decisios abot care optios. Cosltatio ma also iclde brief emotioal spport provided b staff who are ot licesed metal health professioals. Do ot iclde TCARE cosltatio/care plaig here; these shold be coted der the TCARE categories. Care Pla f7 Activit Completig the TCARE care pla with agreemet date. Do ot iclde mior Care Pla pdates doe betwee assessmets. This categor is ol meat to cot Care Plas doe immediatel after a assessmet or reassessmet. FCSP Access/Assistace FCSP Access/Iformatio Cotact f8 Assist A assist is whe program staff help the cliet access services ad follow p to esre services were received. Each time a cliet receives assistace for a particlar isse drig the reportig period, it shold be reported as a assist. f9 Cotact These are tpicall iformatio calls, bt cold be a sitatio which iformatio is provided to a cliet, ad the cliet does ot reqire assistace or followp. Idetifig iformatio for the cliet ma ot be available i which case the its ma be smmed p ad associated with a kow or aomos cliet. 3

4 Cliet Data Reports for Kiship & Famil Caregiver Programs Effective Jl 2016 Service Tpe Code Uit Tpe Defiitio Itake/Demographics f10 Activit Gatherig ad eterig demographic iformatio ito the TCARE sstem. Scree f11 Activit Eterig screeig or rescreeig iformatio ito the TCARE sstem. Scree or rescree mst be marked as complete. Assessmet f12 Activit Eterig assessmet or reassessmet iformatio ito the TCARE sstem. Assessmet or reassessmet mst be marked as complete. Cosltatio f13 Activit Meetig with the caregiver to discss services ad completig the cosltatio worksheet i TCARE. Kiship Spport Grops Kiship Spplemetal Services Kiship Access/Assistace Kiship Access/Iformatio Cotact k6 Sessio Spport Grops rel o grop process to assist kiship caregivers i developig ew competecies, copig strategies related to their caregiver experiece, ad expadig / sstaiig etworks of spport. k7 Item: each prchase made for the caregiver Oe time or short term prchase of goods ad/or services to pa for emerget eeds icrred b eligible kiship caregivers at the time a child(re) come to live with them, as well as after the iitial period. k8 Assist A assist is whe program staff help the cliet access services ad follow p to esre services were received. Each time a cliet receives assistace for a particlar isse drig the reportig period, it shold be reported as a assist. k9 Cotact These are tpicall iformatio calls, bt cold be a sitatio which iformatio is provided to a cliet, ad the cliet does ot reqire assistace or followp. Idetifig iformatio for the cliet ma ot be available i which case the its ma be smmed p ad associated with a kow or aomos cliet. Data File Gidelies Each cliet shold have a iqe idetifier or Cliet ID. This ID # shold be sed cosistetl for the same cliet. ID # s shold ot be resed. If a chage to or data sstem cases ID # s to chage (e.g., o prchased a ew software sstem) please let ADS staff kow i advace of the chage. Field ames mst be at the top of each colm ad mst exactl match those i the data specificatios. Fields ma be i a order. Yo are ot reqired to se them i the order listed above. The oe exceptio is that the Cliet ID field mst be the first colm. If o do ot have iformatio for a particlar field, ad that field does t have a correspodig code or categor for (sall 0 or U ), please leave the field blak. Iclde ol cliets who had services drig the reportig period. If a cliet did ot have services i the reportig moth, the shold ot appear o the report. Do ot keep them o the report with a it of 0. If a cliet had services sig more tha oe service tpe (i.e. spport grops ad traiig), iclde a separate row for each service tpe. The provider has the optio of sedig two separate data files, oe for each service tpe, or combiig them ito oe data file. Oe data file is preferable. If the services are delivered throgh two separate cotracts, the provider mst sbmit a separate data file for each cotract. Sbmittig Data Files Providers will pload data files to Cit of Seattle s secre ftp server. Cotact or cotract specialist for iformatio o how to access this server. If o do ot have access, please sed or file throgh a secre . Please sed or program specialist a lettig them kow that o have ploaded the file. Data files ma be sbmitted i either spreadsheet (Excel) or delimited (e.g., csv) format. Use a iqe ame for each file that clearl idetifies the provider, the program ad the service moth. For example: CISC_FCSP_Ja2012.xls. Data files are de b the 10 th workig da of the moth. Pamet of ivoices is cotiget po receipt of all reqired reports, icldig mothl data files. 4

5 Cliet Data Reports for Kiship & Famil Caregiver Programs Effective Jl 2016 Program Specialists ma reqest the agec resbmit corrected data files if the files cotai errors i formattig or cotet. Chages i 2016: Sigle paret ad icorporated are o loger reqired fields. Sexal orietatio is a ew field. Care receiver iformatio is a reqired field for FCSP icldig kiship. TCARE ID is a reqired field for FCSP. Spreadsheet headig is oe word TCAREID. New relatioship codes for kiship. Care receiver birthdate is a reqired field for kiship. 5

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