1. SAMS for Caregiving Services
June 11, 2018

2. 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

3. 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

4. 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.

5. 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.

6. 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.

7. 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.

8. 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

9. 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.

10. Optional form to help you collect data for Public Information

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

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

13. 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 must be marked as either having early onset dementia or disabled

14. *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.

15. 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.

16. 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

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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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.

26. 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

27. 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

28. 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.

29. Need more help?
Please contact me or Carrie Kroetz if you have questions.
Or access Carrie’s online webinar:
NFCSP Caregiver New Reporting Requirements 16-17
Get help sooner rather than later!!!