SAMS for Caregiving Services June 11, 2018

Learning Objectives Learn why SAMS data entries are important Understand how to match SAMS data to fiscal report Identify and understand required and helpful forms for SAMS data collection Learn the service areas which require data collection Understand the definition of each Learn what data needs to be collected for each Learn how to report the data into SAMS

Data is important! Data needed to show how Federal and State money was spent Data needed to show how caregivers have been supported Consistent data entry is important Enter data every month Run reports to verify accuracy

Data Reporting for Caregiver Services SAMS data collection is a requirement for all NFCSP services. AFCSP services do not have to be reported in SAMS at this time, but you are able to enter AFCSP data into SAMS if you want. **Even if you are not the person who reports directly into SAMS, you still need to understand what information needs to be collected.

Matching SAMS Data to Fiscal Report If NFCSP funds are spent on a service, that service must be entered in SAMS Coordinate with your director and fiscal to understand the budget Example #1: NFCSP funds are used to pay for 10 hours of in-home respite for 3 caregivers in May, a total of 30 hours. There should be 3 SAMS entries reporting the number of hours of in-home respite, one for each caregiver/care recipient, under #66a Respite Care – In-Home The fiscal report will shows the total cost of in-home respite care for that month in Respite Care – In-Home If the fiscal report shows money spent in a category, the SAMS report should show activity in that category.

Matching SAMS Data to Fiscal Report Example #2: $1000 of NFCSP funds are spent annually to help cover the cost of the monthly agency newsletter and each month a caregiver article is placed in the newsletter There should be a SAMS entry each month in #68-Information Services showing the number of newsletters a CG article was printed in and number of consumers reached. i.e. 1 newsletter article; 500 consumers reached Fiscal report shows an expenditure for #68-Information Services. Do I have to report newsletters in SAMS? Find out about the NFCSP budget. If NFCSP funds are used to pay for the newsletter, then you need to report the articles in SAMS.

Matching SAMS Data to Fiscal Report Example #3: Part of your salary to work with caregivers is covered with NFCSP funds. Work with your director to determine what part of your job duties are being covered with NFCSP – working with clients (64-Case Management), 6503s-Caregiver Support Groups, Powerful Tools (6502s-Caregiver Training) or doing presentations to the public (68-Information Services) Keep track of the appropriate area(s) and report in SAMS each month Fiscal reports dollar amount on corresponding line(s) in Fiscal Report. Your salary might come from different funding sources. Work with your director to determine what activities you will “bill” to NFCSP. Make sure fiscal knows what line to put your salary on so it matches what you are entering into SAMS. It is very important that there is communication between you, your director and the fiscal department so that these match up.

Helpful forms for SAMS reporting Caregiver Registration Form Care Recipient Assessment Form NFCSP Data Collection Sheet SAMS Caregiver Reference Sheet Caregiver Relationships *Make sure you have the current version of each form – print from the website each time

Intake Forms Care Recipient Assessment form Note the new names…. Care Recipient Assessment form Caregiver Registration form These were updated late last year – make sure you have the correct version. Bottom section of CG Registration form directly relates to the CG Relationships form.

Optional form to help you collect data for Public Information

SAMS Caregiver Services Reference Sheet A cheat sheet to help determine where and how things should be reported.

Caregiver Relationship Categories This form helps to determine the correct relationship on the bottom of the Caregiver Registration form.

Step One - Add Client Records Before reporting services, caregivers and care recipients must be entered in the correct Care Enrollment 01-NFCSP Caregiver 02-NFCSP Care Recipient Link the caregiver and the care recipient ** Even if the caregiver is only receiving a non-reciprocating service such as support group or PTC class, both the caregiver and care recipient need to be entered in the system ** Any care recipient between the ages of 19-59 must be marked as either having early onset dementia or disabled

*All data must be entered into the correct subcategory Collecting Data Service areas where data needs to be collected Caregiver Case Management Caregiver Counseling Caregiver Training Caregiver Support Groups Respite Care Supplemental Services Information Services (Public Information) *All data must be entered into the correct subcategory *If money is spent in a service area, you are required report data in that area.

Explaining all Caregiver Service Areas Definitions When to use Data to collect How to report Subcategories The next slides will go into detail about each caregiver service area.

Caregiver Case Management - #64 Definition: Person-centered approach to providing assistance with care coordination…where the older person…require(s)…services by formal service providers or informal caregivers. Activities include: Assessing needs Developing care plan Coordinating services Ongoing reassessment of needs Consider using this for people you enroll in the program Use Caregiver Intake form to collect needed information Record the number of contacts – do not need to keep track of actual time spent Report Delivery Type: to Caregiver Care Recipient should show up Caregiver Coordinator New Category! Good place to put staff salary for working 1:1 with caregivers Will need to collect full info on CG so not the right place for doing options counseling – only in-depth work with caregivers In Service Delivery, Delivery Type needs to be Caregiver

Remember ! When NFCSP funds are spent on a service, information about that service needs to be entered into SAMS

Caregiver Counseling - #6501s Definition: Provision of professional advice, guidance, and instruction…to caregivers to assist them…in their caregiver role. May be provided by telephone or in person by paid…and/or volunteer staff who have been professionally trained… This is more than case management or options counseling Most likely not done by many coordinators – refer to professional counselors Use Caregiver Intake form to collect needed information Record the number of sessions – not time spent Report Delivery Type: to Caregiver Care Recipient should show up NOTE NEW NUMBER!!! #6501s In Service Delivery, Delivery Type needs to be Caregiver Subservices: Grandparent Counseling Individual Counseling

Caregiver Training - #6502s Definition: Provision of formal or informal opportunities for caregivers to acquire knowledge, experience or skills related to their caregiving roles and responsibilities…May include use of evidence-based programs, be conducted in- person or online, and be provided in individual or group settings. Does not include staff training. Powerful Tools or other classes (when using NFCSP funds) Could be used for working 1:1 when not considered counseling Sending caregivers to conferences using NFCSP funds Use Caregiver Intake form to collect needed information Record the number of sessions – not time spent Report Delivery Type: to Caregiver Care Recipient should show up NEW NUMBER If NFCSP funds are not used for any part of your PTC class (books, staff time, food), you do not need to report this in SAMS If funds from 2 sources are being used (NFCSP and Health Promotion), you need to report part of the class in one area of SAMS and the other half in the other area of SAMS If you have a Training that you are doing regularly in your county, let Carrie or me know and they can add a subcategory for it. In Service Delivery, Delivery Type needs to be Caregiver Subservices: Powerful Tools Conference

Caregiver Support Groups - #6503s Definition: A service led by a facilitator to discuss common caregiver experiences and concerns and develop a mutual support system for caregivers and their families. Support groups are typically held on a regularly scheduled basis and may be conducted in person, over the telephone, or online… Use Caregiver Intake form to collect needed information Record the number of sessions – not time spent Report Delivery Type: to Caregiver Care Recipient should show up Subservices: Alzheimer’s & Dementia Grandparents Raising Grandchildren NEW NUMBER In Service Delivery, Delivery Type needs to be Caregiver

Respite Care, In Home – 66a Definition: An in-home service that includes an appropriately skilled provider or volunteer providing…short-term, temporary supports…that allow the caregiver rest or relief to do other activities… Use Caregiver Intake and Care Recipient Intake forms to collect needed information Record the number of hours – .25 hour increments Report Delivery Type: to Care Recipient Caregiver should pop up – if it doesn’t, there’s something wrong Caregiver Service Delivery field needs to be completed Service/subservice and hours for Caregiver and Care Recipient should be the same Subservices: Chore General Respite Grandparent Respite Homemaker Personal Care In Service Delivery, Delivery Type needs to be Care Recipient

Respite Care, In Home – 66a Subservices: Chore – includes heavy cleaning, pest control, mowing/raking, snow removal, yard work, moving, etc. General Respite – primarily to provide socialization and companionship Grandparent Respite – service that provides companionship, supervision and/or assistance with ADLs for children aged 18 and under Homemaker – assistance with routine household tasks such as ironing, meal prep, shopping and light housekeeping Personal Care – personal assistance, stand-by assistance, supervision or cues with ADL’s In Service Delivery, Delivery Type needs to be Care Recipient

Respite Care, Facility Based Day - #66b Definition: A service in which a care recipient attends a supervised, protective, and congregate setting during some portion of a day and an overnight stay does not occur…providing short-term, temporary supports to the caregiver…that allow the caregiver rest or relief to do other activities. Use Caregiver Intake and Care Recipient Intake forms to collect needed information Record the number of hours – .25 hour increments Report Delivery Type: to Care Recipient Caregiver should pop up – if it doesn’t, there’s something wrong Caregiver Service Delivery field needs to be completed Service/subservice and hours for Caregiver and Care Recipient should be the same Subservices: Adult Day Care Grandparent Respite – child care Grandparent Respite – special activity In Service Delivery, Delivery Type needs to be Care Recipient

Respite Care, Facility Based Overnight - #66c Definition: A service in which a care recipient is placed in a facility…for a full 24-hour period of time. Service occurs on a temporary and intermittent, occasional, or emergency basis and allows the caregiver rest or relief to do other activities. Use Caregiver Intake and Care Recipient Intake forms to collect needed information Record the number of hours – .25 hour increments Report Delivery Type: to Care Recipient Caregiver should pop up – if it doesn’t, there’s something wrong Caregiver Service Delivery field needs to be completed Service/subservice and hours for Caregiver and Care Recipient should be the same Subservices: Grandparent Respite – Child Care Caregiver Respite – Overnight Stay In Service Delivery, Delivery Type needs to be Care Recipient

Supplemental Services - #67 Definition: Goods and services provided…to complement the care provided by caregivers… Examples include home repair and modifications, assistive devices/technology, home security and safety, consumable supplies and transportation/assisted transportation. Use Caregiver Intake and Care Recipient Intake forms to collect needed information Record the number of occurrences Report Delivery Type: to Care Recipient Caregiver should pop up – if it doesn’t, there’s something wrong Many subservices – if there isn’t a matching subservice, you don’t have to use one. Sort of the catch-all. If it isn’t giving the caregiver direct respite, it is probably a supplemental service (like chores, housecleaning, etc) In Service Delivery, Delivery Type needs to be Care Recipient * This is the only service that doesn’t require a subservice.

Supplemental Services - #67 Subservices Assisted Transportation (one-way trip) Assistive Devices/Technologies Consumable Supplies Home Repairs & Modifications Personal Emergency Response System Professional Visit by RN, OT, PT or Nutritionist Transportation (one-way trip) In Service Delivery, Delivery Type needs to be Care Recipient

Information Services - #68 Definition: Contacts with a group of older adults, their caregivers, or the general public, to inform them of caregiver services or resources available within their communities. Information is directed to groups and large audiences of caregivers. Examples include: Collect number of activities – no personal information needed Use NFCSP Data Collection Sheet to collect needed information Record as a group - number of activities and number of consumers reached Health fairs Brochures Publications Caregiver conferences Newsletters Publicity or mass media campaigns ONLY REPORT IF YOU HAVE SPENT NFCSP $ ON IT

Information Services - #68 Subservices Conference Grandparent Newsletter Informational Mailings Newsletters Newspaper Public Exhibits Public Presentations Radio Taped Presentation Television REMEMBER When NFCSP funds are spent on a service, there needs to be reciprocating data entered into SAMS Newsletters – if NFCSP funds are not used for your newsletter, you do not need to report anything in this category even if you put caregiver info into your newsletter. If more than one funding source is used for newsletters, you can report the newsletter in each of the corresponding categories. ADVERTISEMENTS are not considered information services. i.e. an ad for a PTC class should not be counted as Information Services.

Need more help? Please contact me or Carrie Kroetz if you have questions. carrie.kroetz@gwaar.org jane.mahoney@gwaar.org Or access Carrie’s online webinar: NFCSP Caregiver New Reporting Requirements 16-17 https://gwaar.adobeconnect.com/r34eqs44xrx/ Get help sooner rather than later!!!