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Report FAQS

The FAQs below address common questions regarding PerformCare System of Care reports and dashboards.




What is the age range for the NJ2013 MRSS Dashboard - Dispatch Age Distribution?

Reporting FAQs have been revised with new age ranges for NJ2013 Dashboard - Dispatch Age Distribution.

Current Revised *
0-4 0-5
5-10 6-9
11-13 10-12
14-17 13-17
18-21 18-20
Over 21 21 and Over

* Revised on 3/19/2012



NJ1030 and NJ1036 Reports: If the next service plan due date occurs after a youth has been admitted to Out of Home (OOH) placement; does the due date reset to correspond with the date of admission?

Yes. When a child is admitted in an OOH placement the next Joint Care Review (JCR) is required by the OOH provider at 120 DAYS following the date of admission regardless of the CMO child family team meeting date. No Individual Service Plan (ISP) is due during the OOH treatment period; however when a youth is discharged from OOH the ISP cycle time starts again and is due 30 days after discharge.



NJ1035 ISP Performance Report: Appears to calculate the time data on a 90 day cycle. However there is a 7 day grace period to submit plans, so should the plan calculate on a 97 day cycle?

No, there is nothing in the DCBHS’ business rules allowing for a 7 day grace period. Currently the time data (element CR90D) is being calculated by 90 days from the last submission to the CSA.



NJ1035 ISP Performance Report: What do we do when there is a youth(s) missing from this report that has completed/approved plans in CYBER?

If a CYBER ID # is missing from a report, please contact the PerformCare Service Desk by email (servicedesk@performcarenj.org) and submit a work order. Each occurrence will be researched on a case by case basis.



NJ1035 ISP Performance Report: Under 3.2.1 Report Fields, the value's calculation of the second item "Approved On Time" contains the submission due date. Can you please clarify what this means? If the plan's initial submit was on time, why would there be a second field saying it was on time?

The 'Approved on Time' column takes into consideration how long it took the PerformCare reviewers to review the plan. Depending on the type of plan, the reviewers have a specific number of days to complete the review.



NJ1035 ISP Performance Report: Is the "returned plans" calculation based on the month the plan was returned or the month the plan was submitted? Example: If a CMO plan was submitted on 4/28/11 but was returned by the CSA on 5/5/11, where would this return show up? Would it be on April's ISP Performance Report or May's?

The NJ1035 report represents plans that were submitted to the CSA in the report month so in the example above it would show in April's report. The information is based on the date of submission and not the date of return.



NJ1035 ISP Performance Report: Why is this report showing a higher number of plans returned than the number that were actually returned?

There may be various reasons why the plans returned number may be different. PerformCare will be providing the ability to see the detail data behind these numbers in releases. In the meantime, this issue will be reviewed and addressed on a case by case basis. Please contact the PerformCare Service Desk by email (servicedesk@performcarenj.org) and submit a work order.



NJ1036 Service Plan Tracking Report: Why are some youth not captured on this report?

The report will not show the following youth/situations:

  • If two agencies are open at the same time, the report may include the youth in other agency's data.
  • CMO plans will not show if there is a child family team meeting date during the admission to an OOH agency.
  • ISPs are not required during admission to OOH treatment, so they are not included on the report.

 



What are the report criteria for determining the next service plan due date? On the NJ1036 Service Plan Tracking Report, the next due date is not always correct?

Business rules for this field are as follows: Deadline for next CFT meeting with following date calculation:

  • Initial ISP 30 = Last approved reportable plan date (Team Review Date) + 90 days
  • Comprehensive review 90 days = Last approved reportable plan date (Team Review Date/Assessment Start Date) + 90 days
  • JCR = Last approved reportable plan date + 90 days

Where "Last approved reportable plan date" is null or Tracking element start date >= Last Approved Reportable Date (Team Review Date):

  • CMO = Tracking element start date + 30 days
  • OOH = Tracking element start date + 120 days
  • In CMO after OOH discharge = Discharge date + 30 days
  • CMO Transition plans shall display “No Future Plan required”. Also, TJCR and DJCR plans without discharge date shall display "No Future Plan required."


NJ1039 Service Plan Cycle Time, NJ 1030 Service Plan Tracking Report Excel, NJ 1036 Service Plan Tracking Report PDF: These reports do not always have plans listed under the correct case manager and supervisor?

This may be caused by 2 reasons; incorrect provider type in CYBER or more than 2 case managers/supervisors open at the same time. If a Case Manager or Case Supervisor is not displayed on the report, it is due to an incorrect provider type stored within CYBER. If this occurs, please contact the PerformCare Service Desk by email (servicedesk@performcarenj.org) and request an update to the provider type. This will correct any future data additions related to the provider tab. If two case managers or supervisors are open, the system will automatically choose one. We suggest you close out the incorrect staff name.



NJ2001, Living Situation Dashboard: Since discharged youth are active at some time during the month, are they being included twice (once as discharged, and once as active). Can the report tell me the number of youth you consider active vs. discharged so we can reconcile correctly?

All discharged children are removed from the “Active” population for the purpose of these counts so they are not included twice.



NJ2001 Living Situation Dashboard: If I added all the category's percentages (Home, Relative/Kinship/etc.), should I come up with 100%?

Yes, it should add up to 100%.



NJ2001 Living Situation Dashboard: The percentage of active youth at home is not printing the total on the graph. The bar line is there, but no percentage of total amount shows. Why?

The value is there, but not showing up on top of the actual bar, and both the bar and the text are a dark font so it's not being seen. This issue will be addressed in an upcoming enhancement.



NJ2001 Living Situation Dashboard: When I print, some of the categories are labeled "No Record". Can you provide the definition for that category?

When the category displays as “No Record” It means no information was entered in the CYBER record in the Living Situation section.



There appears to be a discrepancy in our data dashboard reports between the NJ2000 Length of Stay (LOS) Report and the NJ2001 Living Situation (LS) Report.

There should be a general correlation between the In-Home population on the dashboards and the 'Home' category of the Living Situation report. The reason these 2 numbers may not match is because the data is coming from different sources.

For the NJ2000 LOS report, the population is pulled from the tracking elements. Then that population is matched against the “Out of Home Admissions” table to find the children that are both in the particular agency and in OOH placement. Also, for the NJ2000 LOS, the definition of 'In-Home' is strictly – 'Not in Out of Home'.

The “NJ2001 Living Situation” report is also pulled based on tracking element, but that list is then matched to the “Living Situation” table from CYBER. Both the “Tracking Element” table and “Admissions” table are high visibility-high priority tables, meaning that those tables and counts are reviewed frequently and have a high degree of accuracy.

The “Living Situation” field in CYBER is not review, updated and scrutinized as frequently and may not be as accurate as the “Tracking” or “Admission” data.

Also keep in mind that for NJ2000 LOS, the definition of 'In-Home' is strictly – 'Not in Out of Home', where as for “Living Situation” there are quite a few options that are not 'Out of Home', besides just 'Home'.



NJ2001 LOS for Change in Living Situation Report: If a child goes from home to a placement in the middle of the reported month, or vice versa, if a child is discharged from a placement to home, or to a lower level of care, how is the LOS determined? And, under which one of the four groups?

The data on the report will always reflect what the status of the child was as of the previous day of the report run. So if you run the report in the first week of a month and the child is in OOH placement, the child will show up as OOH on that report. If the same report is run in the last week of the month and the child has returned home, they will show up as home on the report.



If the NJ2003 Service Code Aggregate Reports are doing a straight count of all IIC, BA etc authorizations, then would it also be counting any bundled authorizations for new youth which would then inflate the aggregate total for these reports?

Yes, the NJ2003 Service Code Aggregate reports are doing a straight count of all IIC, BA etc authorizations. CSA will review with DCBHS whether the bundled authorizations should be excluded from this report.



NJ2003 Service Code Aggregate and Length of Stay Report: There is an option to click on averages and totals, however for both reports averages and totals look exactly the same. Why is this?

For the NJ2003 Service Code Aggregate report, the “Averages” version only applies to the “All Agency” side of the graph and the averages are for all agencies. The purpose of this was to show the average of Service Code usage for all agencies versus Agency specific averages so comparison between the 2 graphs would be more meaningful. CSA will update the report description to clearly state this.



NJ2003 Service Code Aggregate Report: Why are there different layouts for this report?

In an effort to give the user as much data as possible, we created 3 variations of this report. The 'Totals' and 'Averages' variations refer only to the 'All Agency' portion of the graph; the 'Total' version displaying the total number of authorizations for your agency for the specific service code; the 'Average' version displaying the average number of authorizations for the specific service code (example: H0036TJU1 total count for all CMO’s is 120, the average would be 10 since there are 12 CMO’s).

The 'Percentage' version displays the percentage of a specific authorizations compared to the total number of authorizations for both agency specific and all agencies.



How much time does it take for a plan to show on reports after the plan has been approved?

All reports contain data as of 1:00 AM of the day the report is run.



NJ100 Child Demographic Report: Why are youth missing on this report? The tracking element indicates a youth is open to an agency but the youth is not showing up on the demographic report.

Providers should first check Cyber to see if two agencies for same service line are open at the same time. If not please contact the PerformCare Service desk by email and submit a work order.
Send the email to: servicedesk@performcarenj.org.



Definitions are needed for the following terms used in the NJ2000 Report - "Out Of Home - Discharged," "Out of Home admissions table" and "Discharge Date."

For the purposes of NJ2000, “Out of Home – Discharged” means – discharged from the agency (closed in tracking) but was in OOH treatment.

“Out of Home admission” table– this is the database table that contains all the children who are in, or have been in “Out of Home” treatment. This table is used to identify OOH population. For the purposes of this report, “Discharge Date” is the day the “Agency Tracking Element” was closed which is from the DJCR “Active Discharge data” field.



NJ2000 Report: Some columns are too long to fit in the limited space of the chart i.e. when printed; the numbers/values are squeezed inside the columns. Also the numbers/values do not show properly due to the same dark colors used for both the columns and numbers. What can PerformCare do to address this?

PerformCare will improve the visibility of this data in a future enhancement to the report.



Why is "Run-Away Days" listed as a service code?

There is a specific Service Code for “Run -Away Days" used for youth in OOH treatment.