Frequently Asked Questions
Q: Can multiple people chart in CWS-CARES at the same time?
A: Yes, as long as they are not performing exactly the same process. CWS-CARES treats the areas as separate records.
Q: What happens when "confidential" is selected in a health record?
A: When "confidential" is selected, the record is excluded from the Health and Education Passport (HEP) when it is generated and will not auto-populate into the HEP, similar to CWS/CMS. The information icon notes that, when checked, the health record will not display on the HEP.
Q: How are medication allergies documented in CWS-CARES, and is there an "Other" option?
A: Allergies are organized by type: Airborne, Drug/Medication Allergy, Food Allergy, Insect, Skin Allergy, or Other. When a user selects Drug/Medication, they are prompted to enter more detailed information about the specific allergy. Based on the allergy type, an additional subtype field enables; for example, Food Allergy offers subtypes including Celiac Disease, Eggs, Fish, Food Sensitivities, Milk and Dairy, Peanuts, Sesame, Shellfish, Soy, Tree Nuts, Wheat, and Other.
Q: If a service provider is not listed locally, can users manually enter them, and where does a county's provider list originate?
A: In each health record, CWS-CARES asks whether the provider is in the Resource Management Directory. If not, the user can manually document the provider information; however, that information will not be added to the Resource Management Provider Directory. To change the Resource Management Provider Directory, the user would work with their County Single Point of Contact (SPOC).
Q: How are required fields identified in CWS-CARES?
A: Required fields are identified by a red asterisk.
Q: Will the "also known as" (AKA) field be available and editable, and is it on the case record or exclusive to the Health and Education Passport (HEP)?
A: The "also known as" (AKA) field is part of the person record under Other Names, where the user can capture AKA, preferred name, and similar information.
Q: Why is the child's Social Security Number (SSN) automatically included in the Health and Education Passport (HEP)?
A: There is a field on the Health and Education Passport (HEP) to capture the Social Security Number (SSN); however, if the SSN is not captured in CWS-CARES, it will not auto-populate into the HEP. This is not the physical Social Security card.
Q: Is there a nurse consultant supporting refinements to the health record diagnoses in CWS-CARES?
A: The Case Management team consulted with a group of Public Health Nurses (PHNs) on the health record section in CWS-CARES, including a review of the list of values from CWS/CMS.
Q: Can contact notes and observed conditions be documented in CWS-CARES?
A: Yes. These can all be documented in CWS-CARES. Observed conditions are documented in the person health section.
Q: Is there a plan for foster parents to have online access to the Health and Education Passport (HEP) instead of printed copies?
A: Not for CWS-CARES V1. However, this functionality is being evaluated and considered for future development.