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STATE OF WASHINGTON

DEPARTMENT OF SOCIAL AND HEALTH SERVICES

Aging and Long-Term Support Administration

Home and Community Services Division

PO Box 45600, Olympia, WA 98504-5600

H15-073 – Policy and Procedure

October 12, 2015

|TO: | |

| |Area Agency on Aging (AAA) Directors |

|FROM: |Bea Rector, Director, Home and Community Services Division |

|SUBJECT: |Introduction of the NAPIS Reporting Guide and Community Living Connections CLC-GetCare Master Service List |

| |Revisions |

|Purpose: |To inform AAA staff of National Aging Program Information Systems (NAPIS) reporting requirements and |

| |corresponding updates to CLC-GetCare services that map into NAPIS. |

|Background: |Implementation of CLC-GetCare occurred in Fall of 2014. CLC-GetCare is operated by RTZ Associates, Inc. and |

| |captures all NAPIS service-level data that is reported to the Administration for Community Living (ACL) each |

| |Federal Fiscal Year. |

| | |

| |NAPIS data is compiled by the State Unit on Aging (SUA) and provided to the ACL every January. NAPIS |

| |reporting periods are based on a federal fiscal year of October 1 through September 30. |

| | |

| |CLC-GetCare requires AAAs to verify all NAPIS reports prior to certification by ALTSA for the statewide |

| |roll-up of all NAPIS data. The CLC-GetCare system was used for NAPIS reporting in FFY 2014 using mostly |

| |historical data converted from Harmony/SAMS. |

| | |

| |For FFY 2014, NAPIS reporting for Family Caregiver and Kinship Caregiver Support Programs was completed only |

| |at a statewide level by ALTSA using quarterly report data sent by AAAs. This will continue for FFY 2015. |

| | |

| |CLC-GetCare uses “service sets” that consist of a service name, program name, and service detail to identify |

| |the specific services participants take part in. These service sets are attached to providers and used to |

| |record all participant and unit detail in CLC-GetCare. The list of service sets was originally developed |

| |from data that came over from Harmony. Clean up of these service sets is a necessary step in the process to |

| |gain consistency and clarity statewide of services offered at the AAA level. These service sets are |

| |represented on a “CLC-GetCare Master Service List” referenced in this Management Bulletin. |

|What’s new, changed, or |AAAs and ALTSA have worked together to identify services in each Area Plan Budget that need to be reported in|

|Clarified |CLC-GetCare in order to meet Service Reporting Requirements published in MB H14-068. NAPIS reporting |

| |requirements are the highest priority for compliance with the Service Reporting Requirements. |

| | |

| |The new NAPIS reporting guide clarifies what services AAAs are responsible to report to ALTSA for NAPIS, |

| |important due dates, and the link between Area Plan budgets, reporting requirements, and CLC Service Sets. |

| | |

| |AAAs are required to use CLC-GetCare to track and report services listed in their Area Plan Budgets that have|

| |Older American’s Act funds as a payment source. For FFY15 (October 1, 2014 through September 30, 2015), |

| |CLC-GetCare will be used for all AAA NAPIS reporting at the AAA level with the following exceptions: |

| |All expenditure data will be completed at a statewide level |

| |Section I.E. Caregiver Characteristics of Caregivers Serving Elderly Individuals and Section I.F. |

| |Characteristics of Grandparents and Other Elderly Caregivers Serving Children will be completed at a |

| |statewide level using AAA demographic reports provided to ALTSA and TCARE. |

| |Section II.B. Utilization and Expenditure Profiles for Caregivers Serving Elderly Individuals and Section |

| |II.C. Utilization and Expenditure Profiles for Grandparents and Other Elderly Caregivers Serving Children |

| |will be completed at a statewide level from the AAA quarterly reports sent to ALTSA. |

| | |

| | |

| |Beginning 11/1/15, NAPIS data for FCSP will need to be entered into CLC-GetCare. The minimum data set is |

| |attached. State-funded Kinship data may be entered with TIIIE GPRG data, but it is not required at this |

| |time. |

| | |

| |ALTSA and RTZ Associates will schedule training for completion of NAPIS reporting with AAAs during the months|

| |of October and November. Due to data conversion timelines, AAAs will verify NAPIS reports by December 31, |

| |2015. |

| | |

| |The CLC-GetCare Master Service List has been revised to create uniform NAPIS reporting as follows: |

| | |

| |It only includes service sets with enrolled clients and units recorded in FFY 2015. All other service sets |

| |will expire. |

| |Program Name has been changed to represent all possible funding sources for that service. |

| |NAPIS category was added for ease of tracking which services are included in NAPIS and which are not |

| |Each service set lists the corresponding PSA that has assigned that service set to a provider |

| |Unit types listed in service detail have been revised for consistency to NAPIS definitions |

| |Services that will be reported using Call Outcomes will expire. |

| | |

| |By November 30, 2015 the CLC-GetCare Master Service List will convert to the new version. All providers with|

| |existing service sets will automatically have the new service set assigned retroactively. All clients with |

| |enrollments and units under that service set will also automatically convert to the new service set |

| |retroactively. |

| | |

| |Streamlining of the Master Service List does not preclude AAAs from requesting new service sets as new |

| |services are added at the AAA level. AAAs may revise their service sets as needed using CLC-GetCare Issue |

| |Manager. |

|ACTION: |AAA staff review CLC-GetCare Master Service list and provide feedback to Andrea Meewes Sanchez with any |

| |concerns regarding service set conversion or additional suggestions to streamline service sets by October 30,|

| |2015. |

| | |

| |AAA staff request any additional service sets in order to report all OAA funded programs through CLC-GetCare |

| |Issue Manager using the attached template by November 1, 2015 to ensure services can be properly recorded for|

| |FFY 2016. |

| | |

| |By November 1, 2015, AAA staff begin entering FCSP NAPIS data into CLC-GetCare for FFY 2016. |

| | |

| |AAAs will verify all NAPIS reports in CLC-GetCare by December 31, 2015. |

| | |

| |Begin using the NAPIS reporting guide for services that occur October 1, 2015 and beyond. AAAs may use this |

| |guide to assist with FFY 2015 NAPIS reporting. All services will be converted to the Master Service List |

| |NAPIS categories effective retroactively. |

|ATTACHMENT(S): |NAPIS Reporting Guide CLC-GetCare Master Service Set List |

| | |

| |[pic] [pic] |

| | |

| | |

| |FCSP Minimum Data Set Template for requesting services |

| |[pic] [pic] |

|CONTACT(S): |Andrea Meewes Sanchez, AAA Unit Manager |

| |sanchac@dshs. |

| |(360) 725-2554 |

| | |

| |Lisa Livingston, CLC System Administrator |

| |360-725-2572 |

| |LivinLM@dshs. |

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