Overview - Typepad … · Web view** The caregiver’s age is based on the date of birth. If the caregiver’s birth year is known but the month/day is not, January 1st can be used

FCSP SupervisorApril 21st, 2015

OverviewThe purpose of this job aid is to document how to manage consumers and service deliveries in SAMS for the Family Caregiver Support Program – Title III(e). The Family Caregiver Support Program (FCSP) supports caregivers by providing information, access, counseling, education, respite and supplemental services designed to help program participants to better manage their responsibilities and stress levels so they can provide services for a longer period of time. The keys to success in accurate reporting for FCSP are as follows:

Understanding that the ‘client served’ is always the Caregiver. Recording the required characteristic data for both the Caregiver and the Care Recipient. Entering the service deliveries for the Caregiver with the correct data.

It is critical that services and required consumer information is accurately reported in SAMS. This information is used to generate the annual ACL Report (NAPIS) Section I E & Section II B – Caregivers Serving Elderly Individuals, Section I F & Section II C – Grandparents and Other Elderly Caregivers Caring for Children.

Table of ContentsOverview.................................................................................................................................1Table of Contents....................................................................................................................1Consumer Management (Caregivers and Care Recipients).....................................................2

Key Consumer Data for Caregiver Consumer Records.........................................................3The Caregiver Record in SAMS........................................................................................4

Key Consumer Data for Care Recipient Consumer Records..................................................7The Care Recipient Record in SAMS.................................................................................7

Searching for Consumers.....................................................................................................9Creating New Caregiver and Care Recipient Consumer Records........................................13

Caregiver Relationship to the Care Recipient................................................................17Entering Service Deliveries for Caregivers............................................................................17

FCSP Services Where a Generic Care Recipient can be used.........................................18FCSP Services that do not require that the Care Recipient be identified........................18

To Deliver Services using a Service Delivery Template:.....................................................18To Deliver All Other FCSP services:....................................................................................19Consumer Groups..............................................................................................................20

Entering an Unduplicated Count of Consumers Served (Outreach Services).................22Creating an FCSP Assessment...............................................................................................22

Steps to Create a New Assessment...............................................................................23Assessment Navigation......................................................................................................24Question Types..................................................................................................................25

FCSP Services........................................................................................................................26Group 1 Services................................................................................................................26

Counseling/Support Groups/Caregiver Training (Group 1 Services)...............................27Respite Care (Group 1 Services)....................................................................................28Supplemental Services (Group 1 Services)....................................................................32

Group 2 Services................................................................................................................34Access Assistance (Group 2 Services)............................................................................34Information Services (Group 2 Services)........................................................................35

MFCSP Characteristics Quality Control Report.......................................................................36Running the Report............................................................................................................36Interpreting the Report Results..........................................................................................37

General NAPIS SRT Rules......................................................................................................41

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Consumer Management (Caregivers and Care Recipients)The FCSP program is unique from other programs in SAMS in that it requires a relationship between two consumer records, the Caregiver and the Care Recipient.

On the Consumer Listing Page, the default settings will display Caregiver consumer records in blue text so that they stand out from other consumers.

Users can modify their display settings from the My Settings control panel.



Key Consumer Data for Caregiver Consumer RecordsThe following data elements & characteristics must be identified for each Caregiver Consumer Record in SAMS:

Data ElementLocation in Typical SAMS Display

Caregiver Name* Left ColumnGender Left ColumnAge (Date of Birth)** Left ColumnEthnicity Left ColumnCare Enrollment Right ColumnCare Recipient Right ColumnCaregiver Relationship to Care Recipient Right ColumnEthnic Race Right ColumnResidential Location Right Column

* When entering proper names, we ask that all organizations follow a uniform naming style.

O’Connor = O’Connor (Apostrophe retained; no extra space)De Jesus = DeJesus (Capital J retained; no extra space)Smith-Edmund = Smith-Edmund (Hyphen retained; no extra space)

** The caregiver’s age is based on the date of birth. If the caregiver’s birth year is known but the month/day is not, January 1st can be used to substitute for the actual month and day. Staff are encouraged to make every effort to obtain the accurate date of birth, but Elder Affairs understands that this is not always possible. If the year of birth is unknown, Elder Affairs accepts a skipped response indicating that the Date of Birth is unknown.



The Caregiver Record in SAMSSAMS 3 uses ‘dynamic display’ properties, where upon opening a consumer only shows those fields for which a response has been entered will display. If a response has not been entered for a data element, the data element may not display as blank when you first open the consumer. Additionally, for consumer records with a lot of data, you may need to scroll down the page to view the relevant information.

The screenshot below points out where most relevant information can be located for a caregiver consumer record in SAMS. This screenshot displays data for an existing caregiver consumer record. When creating a new caregiver you would see a lot less information, but would be expected to collect the data from page 3 as displayed in the image below.



To add or edit information in the Left Column of the consumer record, click on the Open button towards the top of the page.

To add additional data to the Right Column, click on the Add New button and select the appropriate choice from the drop down list.

The first image above shows the SAMS Consumer record after clicking on the Open button. The second image above shows the drop down choice after clicking on the Add New button.



Drag and Drop Customization With the release of SAMS 3.3 in September 2014, Harmony introduced the ability for users to customize the location of data panels within the application using the ‘drag and drop’ approach. For example, in the following screenshot, the user is dragging the Locations section of the consumer record to a higher spot of the consumer page. This allows you to customize how the consumer record appears for all records you open.



Key Consumer Data for Care Recipient Consumer RecordsThe following data elements & characteristics must be identified for each Care Recipient Consumer Record in SAMS:

Data ElementLocation in Typical SAMS Display

Care Recipient Name * Left ColumnAge (Date of Birth) ** Left ColumnIs Disabled? *** Left ColumnCaregiver Relationship to Care Recipient Right Column

* When entering proper names, we ask that all organizations follow a uniform naming style.


** The care recipient’s age is based on their date of birth. If the care recipient’s birth year is known but the month/day is not known, January 1st can be used to substitute for the actual month and day. Staff are encouraged to make every effort to obtain the accurate date of birth, but Elder Affairs understands that this is not always possible. If the year of birth is unknown, Elder Affairs accepts a skipped response indicating that the Date of Birth is unknown. *** Required for Disabled Care Recipients (age 18 through 59) who are being cared for by a grandparent (age 55 or older) or older relative (not a parent).

The Care Recipient Record in SAMSSAMS 3 uses ‘dynamic display’ properties, where upon opening a consumer only shows those fields for which a response has been entered will display. If a response has not been entered for a data element, the data element may not display as blank when you first open the consumer. Additionally, for consumer records with a lot of data, you may need to scroll down the page to view the relevant information.

The following screenshot displays where most of the relevant information can be located for a care recipient consumer record in SAMS.



To add or edit information in the Left Column of the consumer record, click on the Open button towards the top of the page. To add additional data to the Right Column, click on the Add New button and select the appropriate choice from the drop down list.



Searching for ConsumersBefore creating a new consumer for either a caregiver or a care recipient, you should first run a search to see if the consumer exists in the database as the consumer may have been previously served by another agency or department.

There is a quick search field in the upper left corner in SAMS and an Advanced Search option listed immediately beneath the quick search field. Generally speaking, we suggest using the quick search to quickly find and open consumers that you know and are already working with. We suggest using the Advanced Search tool to search for consumers that you will start working with for the first time.

When running a search using First and Last Name, the fields search for exact entries. So, for example, if you run a search for “Joseph” you may not find examples of consumers listed with a first name of “Joe.” This is true for both the Quick Search and the Advanced Search options. In the screenshots below, we are searching for a consumer Joseph Siep.

Using the Quick Search field in the top left corner we can enter “sie, jo.”

In the following screenshot we see the results of the quick search:



Using the Advanced Search function, we search by Last Name Starts With “Sie” and First Name Starts With “Jo.”

In the following screenshot we see the results of the Advanced Search results. Note the “Format Columns” button which can be manipulated by each user to show relevant information.



Format Column options for Advanced Search Results. The Left side shows available columns. The Right side shows current columns (those which will display for you). You can move columns up and down in the right side to have those columns display prominently in the search results:



Creating New Caregiver and Care Recipient Consumer RecordsFor most FCSP services, you will want to reference both the Caregiver and the Care Recipient. Caregivers must be “linked” to each of their Care Recipients. Typically, users would create the Caregiver consumer first and then link to the Care Recipient.

To Create the Caregiver:1) Conduct a search using the SAMS Quick Search or Advanced Search feature

to ensure that the caregiver does not already exist in the database.2) Add the caregiver as a new consumer if not found.3) Include Key Data and Characteristics for the Caregiver (as identified in the

section above). When entering proper names, we ask that all organizations follow a uniform naming style.


4) Enroll the Caregiver (Note: alternatively, you could use the Service Delivery Template as outlined in the section to follow as a way to automatically create the enrollment when creating a service delivery for Information and Assistance)a) The Caregiver should be enrolled in the Family Caregiver Support Program

– Title III(e).b) If the Caregiver is not enrolled, click Add New in the consumer’s Care

Enrollments panel.

Note: when creating a new enrollment, the enrollment dates (application date, status dates, etc.) default to the consumer’s registration date. You may need to manually update these dates. Generally speaking the application and start dates



should be set to the date that you first had contact with the consumer in regards to the Family Caregiver program.

5) Add the Care Recipient if the association does not already exist, by clicking on Add New and choosing Care Recipient from the drop down list.

a) Select the Care Recipient.



1) To search for a Care Recipient, click the Browse button next to the Care Recipient field.

2) Enter information about the Care Recipient and click Search.

3) Select consumer from the Search Results at the bottom and click OK.4) If you do not see any search results for the Care Recipient, click Add

New to create the Care Recipient in SAMS. 5) When creating a new Care Recipient, be sure to include Key Data and

Characteristics for the Care Recipient (see section earlier in this document).

b) Select the Caregiver Relationship to the Care Recipient (see section to follow on Caregiver Relationships).

c) Enter a Start Date (or keep the system default).d) Check the “Primary?” box if the Caregiver is the Primary Caregiver for this

Care Recipient.e) The Family Caregiver Program Type should be set to Federal. Do not

change to another type.



f) Click OK and the Care Recipient will appear on the Caregiver’s record.

6) Click on Save or Save and Close to save the changes to the Caregiver record.

Caregiver Relationship to the Care RecipientTo ensure the NAPIS reports calculates services to the appropriate category of caregivers the correct relationship needs to be chosen when the consumer record is established. The following relationships are only for grandparents and other relatives (not parents) 55 years of age or older providing care to children under the age of 18 or providing care to adults age 18-59 with a disability.

Grandparent Other Elderly Relative



Other Elderly Non-Relative

The relationship options of Other Elderly Relative and Other Elderly Non-Relative are only used for caregivers of children and adults 18-59 with a disability.

The following relationships are only for an adult family member or other informal caregivers age 18 and older providing care to individuals 60 years of age and older or providing care to individuals of any age with Alzheimer’s disease and related disorders. Please note: using any other relationship type will cause the relationship numbers on the NAPIS report to be inaccurate.

Husband Wife Son/son-in-law Daughter/daughter- in- law Other relative Parent Non-relative.

Entering Service Deliveries for CaregiversService delivery to Caregivers is very much like service deliveries to non-Caregiver Consumers. The exception, however, is that in most instances users must select the delivery type of “To Caregiver” and users must populate the Care Recipient’s name in the delivery to ensure that the delivery is correctly reported as a Title III-E service.



FCSP Services Where a Generic Care Recipient can be usedFor the services listed below, you may make use of a generic Care Recipient, only in instances where the actual Care Recipient has not been identified.

SAMS Service NameSAMS Unit Type

Caregiver Training & Education Session

FCSP Services that do not require that the Care Recipient be identifiedThe services listed below do not require that the Care Recipient be listed in the service delivery record at all. If the Care Recipient is identified, however, it is expected that they be listed in the service delivery details.

SAMS Service NameSAMS Unit Type

Information and Assistance ContactInformation and Assistance (Library Use) ContactInformation and Assistance (Regular Information and Assistance) ContactGroup Outreach ActivityMultimedia Outreach Activity

Print Media Outreach Occurrence

To Deliver Services using a Service Delivery Template:A Service Delivery Template is a tool in SAMS that allows a user to quickly deliver select services to a consumer while also enrolling the consumer in the appropriate care program. As such, a Service Delivery Template has been created for each ASAP to deliver the ‘Information and Assistance’ service. The Service Delivery Template is typically used for new caregivers. Upon creating the delivery the user would be expected to complete the new caregiver creation process (such as adding the Care Recipient record) as explained in the earlier section.

1) Conduct a search using the SAMS Quick Search or Advanced Search feature to ensure that the caregiver does not already exist in the database.

2) Open the Caregiver record.3) Click on Service Deliveries. 4) Click on “Use Service Template.”



5) You will then be presented with a Record Service Deliveries dialog box with all of the Service Delivery Templates filtered to the Consumer’s Care Enrollments.

6) If the consumer is not yet enrolled in the Family Caregiver Support Program, uncheck the box for “Filter list to consumer’s enrollments.”

7) Find the appropriate Service Delivery Template (you can filter by Care Program, Agency, etc.).

8) Enter the Service Date and Units.9) Select the option to Auto Enroll for new caregivers.

Under “Preferences” at the bottom of the list you can select the option to Remember Selected Templates if this is the service template you will most often be using.

By following this method, the selected consumer will be enrolled in the FCSP program with a start date matching the Service Date selected.

To Deliver All Other FCSP services:1) Conduct a search using the SAMS Quick Search or Advanced Search feature

to ensure that the caregiver does not already exist in the database.2) Open the Consumer Record3) Click on Service Deliveries.4) Click on Add New.5) Specify that the service is to the Caregiver (Delivery Type: To Caregiver at

the top of the page).



Note: If you do not see the option to select Delivery Type: To Caregiver it most likely means that the consumer has not been associated with a Care Recipient.

6) Select the Care Program, Provider and Service. Leave Service Category blank and it will auto-populate when you select the service.

7) Select the Care Recipient if the Caregiver is associated with more than one Care Recipient.

8) Enter the Units, Unit Price and Place of Service based on your organization’s instructions. Daily Details for individual units of service are entered in the calendar on the right side. When entered in this manner, the total units calculate and populate on the left.

9) Click Save or Save and Close.

Image of a Service Delivery below:

Consumer GroupsConsumer Groups represent groups of anonymous or unidentified consumers that share basic characteristics. Consumer Groups are only authorized to be used for select services. Most FCSP services should be delivered to identified, individual consumer records. When using Consumer Groups, you will need to identify the number of consumers served as an element of each service delivery.



There are two service ‘groups’ for the FCSP Program. Group 1 services require that they be delivered to a Caregiver consumer record. Group 1 services should NOT be delivered in SAMS using a Consumer Group.

Group 2 services accept estimated numbers of Consumers served. In general, the number of consumers served should be more accurate and reliable when recording Information and Assistance services.

For other Group 2 services like Multimedia Outreach, however, where individual Caregiver information is not known or necessary, you can deliver services using Consumer Groups. Consumer Groups allow you to record Activities and Estimated Audience Size.

Below is a listing of Group 2 services where you can make use of a Consumer Group if the individual Caregivers have not been identified. If the individual Caregivers have been identified, the services should be delivered to the individual consumer record in SAMS.

SAMS Service Name SAMS Unit TypeInformation and Assistance ContactInformation and Assistance (Library Use) ContactInformation and Assistance (Regular Information and Assistance) ContactGroup Outreach ActivityMultimedia Outreach ActivityPrint Media Outreach Occurrence

To record FCSP services to a group of current or potential Caregivers:1. Open up a Consumer Group through the Consumer List.2. Click Service Deliveries.3. Click Add New.4. Select the Care Program, Service and Provider.5. Enter the number of Consumers Served (Estimated audience size)

and the Total Units or Units Per Consumer (should be 1 unit per estimated Caregiver served/in the audience):



6. Click Save or Save and Close to save the service delivery.

Entering an Unduplicated Count of Consumers Served (Outreach Services)The estimate number of caregivers in a specific consumer group should be entered only once for a program year to avoid a duplicated estimate of caregivers. For example, information regarding the local FCSP is aired on radio station A – the estimated audience of the radio station is 10,000 listeners and the radio station airs the information 7 times each week for 4 weeks. Recording this service delivery in SAMS: enter the consumer group radio station audience, the units of service = 28 and the estimated number of caregivers = 10,000. Several months later the same radio station airs the same information 14 additional times. In this situation, enter the service unit of 14 and the estimated number of caregivers is 1. The estimated number of 1 is used to avoid duplication of the audience of 10,000 which has already been recorded in SAMS.

Creating an FCSP AssessmentUpon creation of an assessment in SAMS, a user has five business days to edit and complete the assessment. If a change to the assessment is required after the assessment has been locked, users should follow their correction policy. Typically, users will copy into a new assessment form so that the most recent version is the most accurate.



Steps to Create a New Assessment1. Conduct a search using the SAMS Quick Search or Advanced Search features.2. Open the Consumer Record.3. Click on Assessments at the top of the consumer.4. Click Add New.

• Select Assessment Form: FCSP Caregiver Assessment.afm• Agency: Your Agency• Provider: Your Agency• Date of Assessment• Assessor Name

5. Click OK



Assessment Navigation

Navigation Pane – allows you to quickly navigate to different sections of the assessment form.

Answered Questions – answered questions show with a green check mark.

Linked Questions – Questions that display a link icon are linked to the SAMS Consumer Record. This means that responses captured in the assessment form will update the Consumer Record. In addition, when the assessment is created, if the consumer already contains this data, the question will pre-populate with the data.

Show Notes Button – Displays a space to enter and read free text comments concerning an individual question.

Find Question Button – Allows you to quickly locate and jump to a question based on key word.



Options Button – Allows you to manage user settings for assessments. Users can open the Assessment Options and set their individual preferences. These options are universal and are not limited strictly to the FCSP program.

Question TypesSingle Select Questions – you can only select one response from a list of choices.

“If Other” Questions – these are follow-up questions, where you entered a response of “Other” to the previous question. These questions typically allow a free text response to clarify the information.



Multiple Select Questions – you can select multiple responses from a list of choices.

FCSP ServicesThere are two ‘groups’ of services for the FCSP Program.

Group 1 services require an unduplicated count of consumers served. Therefore, consumer groups should not be used for these services. All of these Services need to be reported in an individual Caregiver’s Consumer record. Please note: using Consumer Groups for Group 1 services throws off the NAPIS numbers which will cause the SAMS and NAPIS numbers not to match.

Group 2 services can be accounted for in SAMS through either named caregivers or consumer groups. There are no requirements to gather characteristics information on these caregivers. When using Consumer Groups for Group 2 services, it is necessary to record the estimated count of consumers who received the service in the service delivery.

Group 1 ServicesGroup 1 services will require ‘summary’ NAPIS characteristics, relationship of the Caregiver to the Care Recipient, Expenditures, Units Delivered, Caregivers served and number of providers. These services should always be delivered to a Caregiver consumer record. They should never be delivered to a Consumer Group.



How to handle Group 1 Service Deliveries properly: Deliver services directly to Caregiver. Always name a Care Recipient in the delivery record. Use the calendar within the delivery record to indicate dates of service. Do not deliver Group 1 Services to Consumer Groups. Do not use Rosters or Service Delivery Confirmation Wizard.

The service name in bold below represents how the SAMS services will be counted in the NAPIS SRT.

Counseling/Support Groups/Caregiver Training (Group 1 Services)The SAMS services listed below are mapped to the “Counseling/Support Groups/Training” Service/Category in the NAPIS SRT.

All of these services are considered Group 1 services and require an unduplicated count of consumers served. Therefore, consumer groups should not be used for these services. All of these Services need to be reported in an individual Caregiver’s consumer record.

SAMS Service SAMS Unit Type

NAPIS Unit Type

NAPIS Unit Factor

Adult Day Health - Health Promotion & Prevention Day

1 session 8

Adult Day Health - Health Promotion - 15 Minutes 15 Minutes

1 session 0.25

Alzheimer's/Dem. Assessment/Coaching Hour1 session 1

Alzheimer's/Dementia Coaching Session1 session 1

Caregiver Counseling Session1 session 1

Caregiver Support Group Session1 session 1

Caregiver Training & Education * Session1 session 1

Caregiver Training & Education - Powerful Tools Session

1 session 1

Case Consultation 30 Minute Session1 session 0.5

Case Consultation - Discount 30 Minute Session1 session 0.5

Couple/Family Therapy 30 Minute Session1 session 0.5

Couple/Family Therapy - Discount 30 Minute Session1 session 0.5

Group TherapyPer Person Per 30 Minute Session

1 session 0.5

Group Therapy - DiscountPer Person Per 30 Minute Session

1 session 0.5



Individual Therapy 30 Minute Session1 session 0.5

Individual Therapy - Discount 30 Minute Session1 session 0.5

Reevaluation (Behavioral Health) Hour1 session 1

Reevaluation (Behavioral Health) - Discount Hour1 session 1

* The use of generic Care Recipients is allowed for these services if the actual Care Recipient has not been identified.

Respite Care (Group 1 Services)The SAMS services listed below are mapped to the “Respite Care” Service/Category in the NAPIS SRT. The age of the Care Recipient will determine whether they appear in Section II.B. or II.C.

All of these services are considered Group 1 services and requires an unduplicated count of consumers served. Therefore, consumer groups should not be used for these services. All of these Services need to be reported in an individual Caregiver’s Consumer record.

SAMS ServiceSAMS Unit Type

NAPIS Unit Type

NAPIS Unit Factor

Adult Day Health - Basic Day 1 hour 6Adult Day Health - Basic - 1/2 Day Half Day 1 hour 3Adult Day Health - Basic - 15 Minutes 15 Minutes 1 hour 0.25Adult Day Health - Basic - Additional Hour Hour 1 hour 1Adult Day Health - Complex Day 1 hour 6Adult Day Health - Complex - 1/2 Day Half Day 1 hour 3Adult Day Health - Complex - 15 Minutes 15 Minutes 1 hour 0.25Adult Day Health - Complex - Additional Hour Hour 1 hour 1Campership/After School Program Program 1 hour 1Chore - Heavy 15 Minutes 1 hour 0.25Chore - Heavy - Discount 15 Minutes 1 hour 0.25Chore - Heavy - Premium 15 Minutes 1 hour 0.25Chore - Light 15 Minutes 1 hour 0.25Chore - Light - Discount 15 Minutes 1 hour 0.25Chore - Light - Premium 15 Minutes 1 hour 0.25Companion 15 Minutes 1 hour 0.25Companion - Discount 15 Minutes 1 hour 0.25Companion - Premium 15 Minutes 1 hour 0.25Friendly Visiting Hour 1 hour 1Home Health Aide 15 Minutes 1 hour 0.25Homemaker 15 Minutes 1 hour 0.25Homemaker - Discount 15 Minutes 1 hour 0.25Homemaker - Premium 15 Minutes 1 hour 0.25Laundry Services Order 1 hour 1Laundry Services - Rate 2 Order 1 hour 1Laundry Services - Rate 3 Order 1 hour 1



Laundry Services - Rate 4 Order 1 hour 1Personal Care 15 Minutes 1 hour 0.25Personal Care - Discount 15 Minutes 1 hour 0.25Personal Care - Premium 15 Minutes 1 hour 0.25Respite - Adult Day Health Per Diem 1 hour 24Respite - Assisted Living Per Diem 1 hour 24Respite - Hospital Per Diem 1 hour 24Respite - In Home 15 Minutes 1 hour 0.25Respite - Nursing Facility Per Diem 1 hour 24Respite - Rest Home Per Diem 1 hour 24Respite Service Scholarships/Subsidies Occurrence 1 hour 1Skilled Nursing Services Visit 1 hour 1Supportive Day Care Half Day 1 hour 3Supportive Home Care Aide 15 Minutes 1 hour 0.25Supportive Home Care Aide (Home Health) 15 Minutes 1 hour 0.25Supportive Home Care Aide (Homemaker) 15 Minutes 1 hour 0.25Supportive Home Care Aide (Personal Care) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD -(Home Health ADRD) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD (Homemaker ADRD) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD (Personal Care ADRD) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount (Home Health ADRD D1) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount (Homemaker ADRD D1) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount (Pesonal Care ADRD D1) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount 2 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount 2 (Home Health ADRD D2) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount 2 (Homemaker ADRD D2) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount 2 (Personal Care ADRD D2) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount 3 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount 3 (Home Health ADRD D3) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount 3 (Homemaker ADRD D3) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount 3 (Personal Care ADRD D3) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount 4 15 Minutes 1 hour 0.25



Supportive Home Care Aide - ADRD Discount 4 (Home Health ADRD D4) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount 4 (Homemaker ADRD D4) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Discount 4 (Personal Care ADRD D4) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Premium 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Premium (Home Health ADRD P) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Premium (Homemaker ADRD P) 15 Minutes 1 hour 0.25Supportive Home Care Aide - ADRD Premium (Personal Care ADRD P) 15 Minutes 1 hour 0.25Supportive Home Care Aide - Discount 15 Minutes 1 hour 0.25Supportive Home Care Aide - Discount (Home Health - Discount) 15 Minutes 1 hour 0.25Supportive Home Care Aide - Discount (Homemaker - Discount) 15 Minutes 1 hour 0.25Supportive Home Care Aide - Discount (Personal Care - Discount) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH (Home Health MH) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH (Homemaker MH) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH (Personal Care MH) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount (Home Health MH D1) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount (Homemaker MH D1) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount (Personal Care MH D1) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount 2 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount 2 (Home Health MH D2) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount 2 (Homemaker MH D2) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount 2 (Personal Care MH D2) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount 3 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount 3 (Home Health MH D3) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount 3 (Homemaker MH D3) 15 Minutes 1 hour 0.25



Supportive Home Care Aide - MH Discount 3 (Personal Care MH D3) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount 4 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount 4 (Home Health MH D4) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount 4 (Homemaker MH D4) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Discount 4 (Personal Care MH D4) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Premium 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Premium (Home Health MH P) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Premium (Homemaker MH P) 15 Minutes 1 hour 0.25Supportive Home Care Aide - MH Premium (Personal Care MH P) 15 Minutes 1 hour 0.25Supportive Home Care Aide - Premium 15 Minutes 1 hour 0.25Supportive Home Care Aide - Premium (Home Health - Premium) 15 Minutes 1 hour 0.25Supportive Home Care Aide - Premium (Homemaker - Premium) 15 Minutes 1 hour 0.25Supportive Home Care Aide - Premium (Personal Care - Premium) 15 Minutes 1 hour 0.25

Please note: Service Orders are required for all Services that involve an external provider contract, sub-grantees or if they are required by your ASAP / AAA business practices.

Question: Why does NAPIS SRT Respite Care show 2 units and the SAMS Agency Summary Report shows 8 units?



Answer: When we look at the NAPIS mappings we see that for Personal Care – Premium the SAMS unit type is 15 minutes, the NAPIS unit type is 1 hour, and the NAPIS unit factor is 0.25.

Therefore, eight (15-minute) units in SAMS equals two (1-hour) units in NAPIS.

Supplemental Services (Group 1 Services)The SAMS services listed below are mapped to the “Supplemental Services” Service/Category in the NAPIS SRT. The age of the Care Recipient will determine whether they appear in Section II.B. or II.C.

All of these services are considered Group 1 services and requires an unduplicated count of consumers served. Therefore, consumer groups should not be used for these services. All of these Services need to be reported in an individual Caregiver’s consumer record.

Service Orders are required for all Services that involve an external provider contract, sub-grantees or if they are required by your ASAP / AAA business practices.

Please note: In NAPIS SRT there is no NAPIS Unit Factors associated with the Supplemental Services, therefore, all SAMS units will match one to one with the NAPIS units.

SAMS Service SAMS Unit Type

NAPIS Unit Type

NAPIS Unit Factor

Adaptive Equipment Order 0Diagnostic Services Hour 0Diagnostic Services - Discount Hour 0Durable Equipment Order 0Emergency Services 15 Minutes 0Emergency Services - Discount 15 Minutes 0Environmental Accessibility Adaptations Service 0Grocery Shopping & Delivery Per Diem 0Grocery Shopping & Delivery - Rate 2 Per Diem 0Grocery Shopping & Delivery - Rate 3 Per Diem 0

Home Based Wandering Response (Install)Occurence (Install) 0

Home Based Wandering Response (Monthly) Month 0Medication Dispensing System (Install) Occurrence 0Medication Dispensing System (Monthly) Month 0Other Supportive Services Occurrence 0Personal Emergency Response Sys (Install) Occurrence 0Personal Emergency Response Sys (Month) - Discount Month 0Personal Emergency Response Sys (Month) - Premium Month 0Personal Emergency Response Sys (Monthly) Month 0Supplemental Service Scholarships/Subsidies Occurrence 0



Telephone Reassurance Contact 0Translation/Interpreting Visit 0Translation/Interpreting (Hourly) Hour 0Translation/Interpreting (Hourly) Rate 2 Hour 0Transportation Chair Car (Per Mile) Mile 0Transportation Chair Car Rate 1 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 10 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 11 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 12 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 13 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 14 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 15 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 16 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 17 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 18 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 19 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 2 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 20 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 21 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 3 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 4 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 5 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 6 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 7 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 8 (1 way) 1 one-way trip(s) 0Transportation Chair Car Rate 9 (1 way) 1 one-way trip(s) 0Transportation Rate 1 (1-way trip) 1 one-way trip(s) 0Transportation Rate 10 (1-way trip) 1 one-way trip(s) 0Transportation Rate 11 (1-way trip) 1 one-way trip(s) 0Transportation Rate 12 (1-way trip) 1 one-way trip(s) 0Transportation Rate 13 (1-way trip) 1 one-way trip(s) 0Transportation Rate 14 (1-way trip) 1 one-way trip(s) 0Transportation Rate 15 (1-way trip) 1 one-way trip(s) 0Transportation Rate 2 (1-way trip) 1 one-way trip(s) 0Transportation Rate 3 (1-way trip) 1 one-way trip(s) 0Transportation Rate 4 (1-way trip) 1 one-way trip(s) 0Transportation Rate 5 (1-way trip) 1 one-way trip(s) 0Transportation Rate 6 (1-way trip) 1 one-way trip(s) 0Transportation Rate 7 (1-way trip) 1 one-way trip(s) 0Transportation Rate 8 (1-way trip) 1 one-way trip(s) 0Transportation Rate 9 (1-way trip) 1 one-way trip(s) 0Wanderer/Locator (Annual service fee) Year 0Wanderer/Locator (Existing client upgrade) Pendant 0Wanderer/Locator (one-time registration) Registration 0Wanderer/Locator: Caregiver ID Materials (regist) Pendant 0Wanderer/Locator: Cargiver (Annual Service Fee) Year 0



Group 2 ServicesGroup 2 services will require accounting for Expenditures, Program Income, Units Delivered, (Estimated) Caregivers Served, and (unduplicated) Number of Providers. The service name in bold below represents how the SAMS services will be counted in the NAPIS SRT.Access Assistance (Group 2 Services)The SAMS services listed below are mapped to the “Access Assistance” Service/Category in the NAPIS SRT. The age of the Care Recipient (if listed) will determine whether they appear in Section II.B. or II.C.

Access Assistance is categorized as a Group 2 service and can be accounted for in SAMS through either named caregivers or consumer groups. There are no requirements to gather characteristics information on these caregivers. When using Consumer Groups for these services, however, it is necessary to record the estimated count of consumers who received the service.

SAMS Service

SAMS Unit Type

NAPIS Unit Type

NAPIS Unit Factor

Information and Assistance Contact 1 contact 1Information and Assistance (Library Use) Contact 1 contact 1Information and Assistance (Regular Information and Assistance) Contact 1 contact 1

Information Services (Group 2 Services)The SAMS services listed below are mapped to the “Information Services” Service/Category in the NAPIS SRT. The age of the Care Recipient will determine whether they appear in Section II.B. or II.C.

Information Services is categorized as a Group 2 service and can be accounted for in SAMS through either named caregivers or consumer groups. There are no requirements to gather characteristics information on these caregivers. When using Consumer Groups for these services, however, it is necessary to record the estimated count of consumers who received the service.

SAMS ServiceSAMS Unit Type

NAPIS Unit Type

NAPIS Unit Factor

Group Outreach Activity 1 activity 1Multimedia Outreach Activity 1 activity 1Print Media Outreach Occurrence 1 activity 1

Access Assistance and Information Services (Group 2) Service Grid

SAMS Service

NAPIS Mapping

Service Definition Service Examples



Information and Assistance

Access Assistance

Provides individuals with information on

services available within community

links individuals to the services and opportunities available

to extent practicable, establishes adequate follow-up.

Enhanced I&R functions (Information and Assistance offers more caregiver time and attention than standard I&R)

Sending/giving out packets of resource info including FCSP info to individual caregivers

Follow-up to requests received by phone, mail, email, in person or through agency’s website

Conversation with a caregiver regarding services by phone, in person or by email

Print Media Outreach

Information Services

Provides information on services and resources available in the community/ promoting the FCSP to groups/large audiences.

(e)newsletters, newspapers Multiple copies of FCSP brochure

and/or other caregiver resource info dropped off or mailed to doctor/medical offices, libraries, churches/ temples /mosques, COAs

Multimedia Outreach


Presentation on cable or radio station

Group Outreach


General public gatherings (community events, fairs, forums, info sessions)

Resource presentations to specific groups (public safety professionals, residents of senior housing, local civic groups, chambers of commerce, local service providers including COAs)

Connection with specific groups that includes informal time with contact person to discuss FCSP and distribution of program brochure and/or other resource info.

MFCSP Characteristics Quality Control ReportThe MFCSP Characteristics Quality Control Report in SAMS is run to verify that the FCSP data has been collected correctly within SAMS consumer records and service deliveries. The purpose of the MFCSP Characteristic Quality Control Report is to identify Caregiver Service Deliveries in SAMS that are missing required NAPIS information. The results of this report will help to facilitate correcting and updating



the information in SAMS. This SAMS report is to be run prior to using the NAPIS SRT application.

Note: It is recommended that agencies run this report MONTHLY to ensure all consumer records are accurate.

Report Type: ServicesReport Title: MFCSP Characteristics Quality Control ReportDescription: EOEA Custom Report Written by SynergyComments: This report is used as a quality report to ensure complete and accurate data prior to the creation of the Caregiver Reports in the SAMS SRT (NAPIS Reporter).

Running the Report1. Click on Reports on the SAMS Toolbar.2. Find the MFCSP Characteristics Quality Control Report.3. In the Report Title field, enter a title such as “Agency Quality Control

Report” where Agency is your agency’s initials or abbreviation, such as “SPR Quality Control Report” for Springwell, Inc.

4. Change the “Sort By” option to Last Name or other available choice per your preference.

5. Under Service Delivery Agency, select your agency’s name.6. Change the “Service Month Start” to the desired start month for the

report.7. Change the “Service Month End” to the desired end month for the report.

It is our recommendation that the report should be run for a single month where the Service Month Start and Service Month End are for the same month.

8. Click on Preview or select the preview choices to view the report.9. Select Save to keep the report as a saved report definition you can re-

run in the future.



Interpreting the Report ResultsAssuming valid search criteria were used, if the report returns with no results, this indicates that there were no errors with data entry.

If the report returns results the user must research and update the records identified. The omission may be found in the Caregiver Record, the Care Recipient Record or in the Service Delivery. This is why we suggest running the report in one month increments, as a consumer with many deliveries over many months may be time consuming to track down be researching each delivery.

Each column represents a required field. A blank box indicates missing data.

Relationship to Care RecipientWhen the Relationship to Care Recipient is missing, this usually indicates that the Care Recipient was not identified in a service delivery. From the report above, if you open consumer 1300238193 and go to Service Deliveries, you will see three File: /tt/file_convert/5f9cff839bed827a010ceac5/document.doc Page 36 of 39


service deliveries for the FCSP program. Since the report was run for 01/2014, we know to investigate the January 2014 delivery.

By opening the January delivery, you see that the delivery type was set to standard.

By changing the Delivery Type to match “to Caregiver” you are presented with an option to indicate the Care Recipient. The user should select the appropriate Care Recipient and Save the delivery.



When the report is re-run the consumer no longer shows with omitted data.

Caregiver Data (Age, Gender, Ethnicity, Ethnic Race)If the characteristic data for the Caregiver is missing, open the consumer and review and correct. For example, if the Care Recipient’s Age is Unknown in SAMS it will appear on the report as a missing data element.



General NAPIS SRT RulesFCSP services as entered in SAMS are mapped to NAPIS services (Group 1 and Group 2) in NAPIS SRT. In the section above on FCSP Services we identify which NAPIS Service each SAMS FCSP Service is mapped to.

NAPIS Service GroupAcceptable SAMS Consumer Type

Counseling/Support Group/Caregiver Training Group 1 Caregiver

Respite Care Group 1 Caregiver

Supplemental Services Group 1 Caregiver

Access Information Group 2 Caregiver or Consumer Group

Information Services Group 2 Caregiver or Consumer Group

The age of the Care Recipient will determine whether the Caregiver data appears in Section II.B or in Section II.C of the NAPIS SRT.

If the Care Recipient is under the age of 18, the data will appear in Section II.C.

If the Care Recipient is between the age of 19 and 59 and the Is Disabled field for the Care Recipient is marked as “Yes,” the data will appear in Section II.C.

Note : If the Care Recipient is between the age of 19 and 59 and the “Is Disabled” field for the Care Recipient is NOT marked as “Yes,” the data will not appear in on the NAPIS SRT report at all. This record would not qualify for the FCSP program. This is one major reason for discrepancies between the NAPIS SRT and SAMS reports.

All other data will appear in Section II.B.


Overview - Typepad … · Web view** The caregiver’s age is based on the date of birth. If the caregiver’s birth year is known but the month/day is not, January 1st can be used

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