Data Collection and Reporting Resources
The Community Assistance, Recovery, and Empowerment (CARE) Act, signed into law in September of 2022 and outlined in California Welfare and Institutions Code (W&I Code) sections 5970-5987, creates a new civil court program where adults living with a diagnosis of schizophrenia spectrum or other psychotic disorders who meet certain health and safety criteria can access behavioral health care, stabilizing medications, housing, and other community services. The W&I Code section 5985 outlines data collection and reporting requirements to measure the implementation and outcomes of CARE in counties and across the state.
The following technical assistance (TA) resources have been created to assist counties with this requirement. For additional questions or information, e-mail [email protected]. To submit a data-specific TA request, submit a Request CARE Act Data Collection and Reporting Assistance form.
Data Collection & Reporting Resources
CARE Act Data Dictionary and Related Resources
Data Dictionary 1.0
For use on data collected prior to January 1, 2025
CARE Act Data Dictionary
Contains instructions for data collection and reporting, including all the data elements required by statute, key definitions, and specifications to standardize data collection and reporting.
For a full overview of the Data Dictionary, view the Data Dictionary Walkthrough training.
CARE Act Data Flowchart
Details every data point collected throughout the CARE Act process. Understanding this flowchart will be key to successful data reporting for CARE clients.
This resource is highlighted in the Data Dictionary Walkthrough and Data Submission Options trainings.
CARE Act Data Dictionary Summary Table: Appendix B
Summarizes all data elements and includes the associated statute, data source, question, and measurement period for each data element and point. A summary of these data elements is also included in the Data Dictionary tab of each data file template.
CARE Act Step by Step Guide to Uploading Document on MOVEit
A step-by-step guide that allows a user to follow along and access the MOVEit file transfer application. This step-by-step guide is used in conjunction with the Data Submission Options training.
Data Dictionary 2.0
For use to collect and report data beginning January 1, 2025 - Coming Soon
Coming Soon
The final CARE Act Data Dictionary 2.0 and its associated resources will be posted here in 2025. For a summary of the proposed amendments, view the Overview of Proposed Amendments to the CARE Act Data Dictionary (PDF) slide deck.
CARE Act Data Submission and Quality Assurance Process
Data Submission and Quality Assurance Process
Submitting CARE Act Data to DHCS
County BH agencies will collect data in monthly installments and must submit within 60 days following the close of a reporting period. Counties may elect to submit data monthly, or wait until the end of a quarter to submit three monthly files. Counties must adhere to the reporting and submission schedule outlined below regardless of implementation date. Please email the HMA Data Team at [email protected] once data has been submitted.
| Reporting Period | Submission Deadline |
|---|---|
| Q1: January 1 – March 31 | May 30 |
| Q2: April 1 – June 30 | August 29 |
| Q3: July 1 – September 30 | November 29 |
| Q4: October 1 – December 31 | March 1 |
Counties can submit data via one of two mechanisms, SurveyMonkey or the MOVEit file transfer application. During a single reporting period, county behavioral health agencies may only submit data using one mechanism.
SurveyMonkey
A reporting period-specific SurveyMonkey link and password will be distributed to all county data contacts via email ahead of the submission deadline. To view or edit county data contacts, please reach out to [email protected].
MOVEit File Transfer Application
MOVEit is a mechanism used for automated file transfer of sensitive data. All counties must have a designated MOVEit user with appropriate folder access to retrieve Data File Template Options A and B and the Quality Assurance Protocol and Checklist. Request processing times may vary, counties are encouraged to complete the MOVEit access form at the earliest convenience when adding or changing users. Counties may add or change designated MOVEit user(s) at any time, interim users are acceptable, and the number of users permitted is not limited. To request access, please complete this form.
Counties can elect to submit quarterly data entered into one of the Data File Template Options and uploaded to DHCS via the MOVEit File Transfer Application. Counties are NOT permitted to create and use their own data file templates and must use the Data File Template Options provided by the HMA Data Team. Data provided to HMA in a format other than the provided data file templates will be returned for correction.
Data File Template Option A mirrors the Excel data extract from SurveyMonkey, which results in a wide format with multiselect data value options separated into their own columns. Data File Template Option A is separated into several sheets by Current CARE Status. Data File Template Option B is formatted to support automated queries from county data systems into a single sheet; multiselect data value options are delimited by commas, rather than separated into discrete columns.
When submitting CARE Act data via MOVEit, counties should use the following file naming conventions:
- Initial submission: “Name of County_MMYYYY”, where MMYYYY corresponds to the reporting month and year (E.g., “Orange_012024”).
- Re-submissions: “Name of County_MMYYYY_Resubmission_DDMMYYYY”, where the first MMYYYY corresponds to the reporting month and year and the following DDMMYY correspond to the re-submission date (E.g., “Orange_012024_Resubmission_02152024”)
CARE Act Data Quality Assurance Process
The HMA Data Team will share a quality assurance (QA) report within 45 business days of a county submission. This report will detail where counties must correct their data and resubmit based on C.A.R.T metrics, described below.
| Quality Dimension | Description |
|---|---|
| C: Completeness | Checks for missing, surplus, or duplicate data |
| A: Accuracy | Checks for typos and questionable records |
| R: Reasonability | Checks if the individual data are valid and the data set, taken as a whole, is plausible |
| T: Timeliness | Checks for timely submission of data |
Counties have 15 business days to correct their data and resubmit via the MOVEit file transfer application. Please email the HMA Data Team at [email protected] once your data has been re-uploaded to MOVEit.
Training and Technical Assistance
Trainings for CARE Act Data Dictionary 1.0
CARE Act Data Collection and Reporting: Dictionary Walkthrough
Introduces the CARE Act Data Dictionary and resources to support data collection and reporting. Overview of the background on the CARE Act, roles within the process, and a high- level description of the court process.
CARE Act Data Collection and Reporting: Data Submission Options
Describes the use of SurveyMonkey, MOVEit, and the Data File Template Options for submitting monthly data for CARE participants. Live demos are provided in addition to a summary of the quality assurance process.
Trainings for CARE Act Data Dictionary 2.0
Coming Soon
CARE Act Data-Related FAQs
How might counties be expected to support the CARE Act Independent Evaluation?
Separate from the reporting requirements to DHCS outlined in the CARE Act Data Dictionary, Counties may be asked to coordinate with the independent evaluator, RAND Corporation, in support of the CARE Act Independent Evaluation (due in Years 3 (i.e., 2026) and 5 (i.e., 2028)).
RAND is a nonprofit sub-contractor to DHCS selected to conduct an independent evaluation of the implementation process and outcomes of the CARE Act, as stipulated in W&I Code Section 5986. RAND’s independent evaluation of the CARE Act includes several sources of data:
- Interviews with county-level implementation partners (e.g., behavioral health staff, judges, public defenders, county counsel, community-based partners), CARE participants, and petitioners
- Surveys completed by CARE participants
- Analysis of CARE data submitted by counties to HMA and other administrative data sources (e.g., data on emergency department use and hospitalizations)
Because the bulk of the CARE Act implementation activities are occurring at the county level and within county infrastructure, RAND will be selecting 12 counties to participate in the data collection efforts that involve interviews. This will likely include 3-4 cohort I sites and 8-9 Cohort 2 sites. RAND anticipates data collection to begin with counties in early 2025.
How can we stay updated on data collection and reporting requirements?
We encourage you to join the listserv and select your CARE Act role as “Data Collection & Reporting” to receive data-specific messages.
If you are already on our listserv, you can modify your profile to update your role—see instructions below:
- Open a past CARE Act TTA newsletter from your inbox.
- Scroll down to the footer section at the bottom of the email.
- Select the “update your preferences” link.
- Select the “email me a link button” link.
- You will receive a separate email to securely update your preferences.
- Click the “update your preferences” link in the email.
- Modify your selections and information as needed.
- Click the “update profile” button.