Attending: Region A: Jeanne Matthews, Region B: Carol McLimans, Joe Connolly; Region D: Tonia Cook, Region E: Tina Miller, Region F: Angela Schlottman, Region G: Patti Raxter, Janice Troy, JoAnn Woodard, Region K: Diane Cox, Region L: Kim Raynor, Region M: Glenda Dye, Region O: Melissa Richardson, Region P: David Rosado, Region Q: Liz Rogers, Carol Ward, NCDAAS: Jody Riddle, Linda Owens, Phyllis Bridgeman

Jeanne Matthews, CAAR Chairman welcomed everyone and introductions were made. The minutes from the April 26, 2007 meeting were reviewed. Patti Raxter made a motion to accept the minutes as written. All were in favor and the motion carried.

The meeting was turned over to Linda Owens to discuss ARMS reports and ARMS concerns/issues.

Web-based ARMS began August 6th. Linda has received a lot of positive feedback; however, there are still a lot of bugs to be worked out. One of the reasons this meeting is so urgent is that we may lose our Report Writer at the end of October and our programmer by the end of December. Jody and Phyllis are here to help with the policy issues. A list of concerns and issues were distributed for review as well as a list of new reports and a copy of the ARMS Manual for Region Users. The website will be used to post updated information. Manuals/Training Documents/Tools, Forms and Frequently Asked Questions will be available on-line. Linda needs suggestions for the Client Master List. If anyone would like a report created, the programmer will need a mock copy of the layout for the report. These reports should benefit the entire state and not just your region. A suggestion was made that if you export a report for the user to have the option to click on the fields that are needed. Mailing labels can be created from Provider Export (pg 17 – ARMS Manual).

Questions were raised regarding the FCSP reports. How do we get the care recipient information? There is no way to see that the recipient of a service is receiving anything else or tied to any other program. Linda asked for suggestions of how this report should look. An option should be given that if you choose family caregiver you should be able to extract family caregiver by a service code with the exception of 820 since these folks are not being registered any longer. Service codes 830, 840 or 850 are registered. Linda is still working with the programmer to fix the 820 grouping for the sub-services. Requests have to be submitted through the Help Desk so that they can track everything that is going on with ARMS since their contract has expired. It was recommended that all clients including service code 820 be entered into ARMS. Once the problem of not being able to attach them to a service has been fixed, then go back and attach them.

The regional level access needs to be fixed so that the region user can choose only provider from the drop box. Currently, it pulls all providers for that county. Patty commented that this could be done from the tree; however several committee members requested that we should have the option to pull from the list without going to the tree. A suggestion was also made that when contracts are entered, the region only sees the contracts in their region and not the entire state. The reason all the providers appear is because providers are able to serve in other regions. Providers are not listed in any certain order. A request was made that providers be listed alphabetically. The programmer has been asked to fix this, but hasn’t. It was also noted that when you select a report to print, once it’s printed, it takes all the way back to reselect what type of report again. Providers can now pull there own MIS fees. There are discrepancies in the MIS report. Legal MIS fees are not being charged. A suggestion was made that MIS fees should be deducted from the provider’s reimbursement at the state level before the funds are submitted to the regions. The waiting list data has not been migrated. The programmer has the data and is working on this as well. Other reports -Provider Export is not filtering by region only. This is happening with the YTD Export too. This has recently been changed to export into an Excel spreadsheet. The ZGA702-A & ZGA702-B is the Aging Service Directory. Linda asks that we make sure the agency/provider information is correct. The emergency contact information is not saving. The client master list will be top priority and the providers will be able to pull up their own list. Special eligibility has been added to some of the demographic reports.

Abha Varma will be trained on how to write reports. It will be helpful if we could choose fields to create our own reports. Phyllis asked if this request could be made priority, but it’s not part of the business requirement. The suggestion was made that the programmer put all the data in the client export.

The assessment date is not working; however, it was working in the beginning. This is only a problem for existing clients.

A filter was added to stop providers from adding duplicate clients when searching. Linda will ask the programmer to add “Client already exists”. A request was made that the search field include the entire data base. It was also requested that a provider view be added at the regional level so that the regional level can see what the provider sees. Re-assessments dates need to be changed from automatically pre-filled to the provider actually entering the date. There was also discussion that providers need to enter updates for the clients even if the there were no changes.

Linda asked that everyone review the manual and make comments. Overall the majority of the providers have had good comments about the new system. Linda also offered to attend any providers’ meetings. The committee also thanked Linda for all her work and commitment through this transition.

The meeting was adjourned.

Submitted by Kim Raynor