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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 (BH) 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 Behavioral Health Information Notice released October 2023 (and updated in 2024) provides guidance to the counties on the data reporting requirements to monitor the performance of the CARE Act.

The following guidance and technical assistance (TA) resources have been created to assist counties with this requirement. For additional questions or information, e-mail CAREDataTeam@healthmanagement.com. To submit a data-specific TA request, submit a Request CARE Act Data Collection and Reporting Assistance form.

County Reimbursement

Counties can be reimbursed for their time spent on CARE Act data collection and reporting administrative activities, including but not limited to demographics of participants, housing placements, continuation of treatment information, and other data as determined by DHCS and other stakeholders. This can include administrative time spent on adjusting data collection process flows and/or EHRs as applicable in order to collect this data. For more information on submitting claims for CARE Act data collection and reporting, view the CARE Act Sanctions and Claiming Process training and Behavioral Health Information Notice: 24-015 which notifies counties about the CARE Act reimbursement rates and provides guidance on how to submit claims for CARE activities.

Data Collection & Reporting Resources

CARE Act Data Dictionary, Supporting Resources, and Trainings

Data Dictionary 2.0

To be used to collect and report data beginning January 1, 2025

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 data collected after January 1, 2025.

Flowchart detailing every data point collected throughout the CARE Act process for Petitioned Individuals. For use alongside the CARE Act Data Dictionary 2.0 and data collected after January 1, 2025.

Flowchart detailing every data point collected during the Referral Period for System Referrals. For use alongside the CARE Act Data Dictionary 2.0 and data collected after January 1, 2025.

Counties submitting CARE Act data via MOVEit are required to use one of the Data File Template options provided here. Data File Template Option A mirrors the Excel data extracts 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, corresponding to CARE Status for petitioned individuals and by modules in the Data Dictionary.

Counties submitting CARE Act data via MOVEit are required to use one of the Data File Template options provided here. Data File Template Option B is formatted to support more automated queries from county data systems; multiselect data value options are delimited by commas, rather than separated into discrete columns.

This file provides a template to preview the Quality Assurance (QA) Report provided to counties following an initial CARE Act data submission. This file includes the QA status for all data points in all sections in the Data Dictionary 2.0, including Petitioned Individuals, CARE Inquiries, and System Referrals.

Trainings for CARE Act Data Dictionary 2.0

Introduces the CARE Act Data Dictionary 2.0 and resources to support data collection and reporting.

Describes the two CARE Act data submission options available to counties: SurveyMonkey and the Data File Templates. Demonstrations and walkthroughs are provided in addition to a summary of the quality assurance process. .

Data Dictionary 1.0

For use on data collected prior to January 1, 2025

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 data collected prior to January 1, 2025.

For a full overview of the Data Dictionary, view the Data Dictionary 1.0 Walkthrough training.

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 1.0 Walkthrough and Data Submission Options trainings. For use alongside the CARE Act Data Dictionary 1.0 and data collected prior to January 1, 2025.

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 both Data File Template Options A and B for Data Dictionary 1.0.

Counties submitting CARE Act data via MOVEit are required to use one of the Data File Template options provided here. Data File Template Option A mirrors the Excel data extracts 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, corresponding to CARE Status for petitioned individuals and by modules in the Data Dictionary.

Counties submitting CARE Act data via MOVEit are required to use one of the Data File Template options provided here. Data File Template Option B is formatted to support more automated queries from county data systems; multiselect data value options are delimited by commas, rather than separated into discrete columns.

This file provides a template to preview the Quality Assurance (QA) Report provided to counties following an initial CARE Act data submission. This file includes the QA status for all data points included in the Data Dictionary 1.0, including Petitioned Individuals.

Trainings for CARE Act Data Dictionary 1.0

Introduces the CARE Act Data Dictionary 1.0 and resources to support data collection and reporting.

Technical Assistance

Please fill out this form.

Please fill out this form.

These optional office hours occur bi-weekly to discuss data collection and reporting questions, issues, and concerns and are intended for county BH agency data team members. This also serves as an opportunity for counties to network with their peers, and share best practices or strategies for data collection and reporting. Register Here

Email the HMA Data Team directly at CAREDataTeam@healthmanagement.com with any questions

CARE Act Data Submission and Quality Assurance Process

Data Submission and Quality Assurance Process

County BH agencies will collect data in monthly installments which must be submitted within 60 days following the close of a reporting period. Counties may elect to submit data monthly or wait until the end of a reporting period 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 CAREDataTeam@healthmanagement.com once data has been submitted. All counties must have a designated MOVEit user with appropriate folder access, regardless of if they elect to submit data via MOVEit.

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 BH agencies may only submit data using one mechanism.

A reporting period-specific SurveyMonkey link and password will be distributed to all county BH agency data contacts via email ahead of the submission deadline.
You can reach out directly at CAREDataTeam@healthmanagement.com to share or confirm your county’s full data team contact list.

MOVEit is a mechanism used for secure file transfer of sensitive data. All counties will only have access to their county subfolder within the CARE Act Folder in MOVEit. Initial Data File Template submissions, Quality Assurance Report transmission, and data resubmissions will occur via MOVEit.

Processing times for MOVEit access may vary; counties are encouraged to complete the MOVEit access form in a timely fashion when adding or changing users. Gaining and confirming access to MOVEit is a multistep process that requires users to respond to email outreach from DHCS IT in a timely manner. Following email confirmation, counties will then be provided access to their county subfolder. 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.

If a county elects to use the MOVEit platform to submit their data to DHCS, rather than submitting data via SurveyMonkey, they must use Data File Template Option A or Data File Template Option B for the corresponding Data Dictionary version being used. Counties must use and follow the structure of the Data File Template Options provided. Data provided to DHCS in a format other than the provided Data File Templates will be returned for correction (refer to the appropriate Data Dictionary section above to download the Templates).

What is the difference between Data File Template Option A and Option B?
Data File Template Option A mirrors the Excel data extracts 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, corresponding to CARE Status for petitioned individuals and by modules in the Data Dictionary. Data File Template Option B is formatted to support more automated queries from county data systems; multiselect data value options are delimited by commas, rather than separated into discrete columns. Within each Data File Template, a ‘Change Log’ tab summarizes changes or updates made to the template from the previous versions. Data File Template file names will be specified as follows: Version_X.0_Option A__BH_Date_File_Template (where X represents the data dictionary version number).

Data Submission Guidelines
Only data in an Excel format, with file extension .xlsx, will be accepted. When submitting CARE Act data via MOVEit, counties must 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”)

For additional guidance, see the Step by Step Guide to Uploading Documents on MOVEit. Please note: The county folder structure has been simplified as of February 2025 to only include a county folder. The year and quarter folders referenced in this document are no longer in place. Counties will upload data directly into their county folder.

If you have access issues with the MOVEit file transfer application, please contact the DHCS CARE Team at dhcscareact@dhcs.ca.gov.

For password resets, please contact DHCS IT:

Email Address: ITServiceDesk@dhcs.ca.gov

Phone: (800) 579-0874 (select option 3)

Hours of Operation: Monday through Friday; 7:30 a.m. – 5:30 p.m.

The HMA Data Team will share a quality assurance (QA) report with each county BH agency within 45 business days of data submission. The QA report will provide feedback on submitted data across the four ‘C.A.R.T’ quality dimensions, described in more detail in the table below, and highlight any submitted data that counties must correct and resubmit to DHCS.

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 any data issues included in their QA report and resubmit via the MOVEit file transfer application. Please email the HMA Data Team at CAREDataTeam@healthmanagement.com once your data has been re-uploaded to MOVEit.

Given the timing of the release of Data Dictionary 2.0, DHCS understands there may be data quality issues specific to the measures included in SB 1400. DHCS will collaborate with county partners to address and work through these issues, and counties are expected to begin collecting this data to the extent they are administratively available. County requests for extensions must be made in writing to CAREDataTeam@healthmanagement.com prior to the reporting quarter deadline.

Supplemental Guide for the CARE Act Data Dictionary 2.0

The Supplemental Guide below is also available as a PDF:

Download Supplemental Guide as PDF

This Supplemental Guide is intended to be used alongside the Community Assistance, Recovery, and Empowerment Act Data Dictionary 2.0 to support CARE Act data entry and submission to the Department of Health Care Services (DHCS). This Guide features general and scenario-based reporting guidance. 

A detailed change log describing all changes from Data Dictionary 1.0 and 2.0 can be downloaded here or viewed on the “Change Log” tab of Data File Template Options A and Data File Template Option B for Data Dictionary 2.0.  

General Reporting Guidance

Legislative updates related to CARE Act implementation and data reporting requirements were chaptered in the Fall of 2024. These include:

  • Senate Bill (SB) 42: Amends provisions of the CARE Act, including referrals by facilities to County behavioral health, communication between courts, alternatives to conservatorship, changes to CARE procedures, as well as collaboration on system performance. Additionally, it requires the Annual CARE Act Report to include data on facility referrals (SB 42 Brief here).
  • Senate Bill (SB) 1400: Amends provisions of the Penal Code related to CARE referrals of individuals deemed incompetent to stand trial. Additionally, expands reporting requirements related to CARE inquires, referrals, and petitioned individuals (SB 1400 Brief here).

In accordance with SB 1400, DHCS is required to include the additional data elements in its annual CARE Act Report, beginning in 2026. Effective January 1, 2025, counties are expected to report on the expanded data requirements outlined in statute. Given the timing of the release of the revised Data Dictionary 2.0, DHCS understands there may be temporary data quality issues specific to the measures included in SB 1400. DHCS will collaborate with county partners to address and work through these issues, and counties are expected to begin collecting this data to the extent they are administratively available.

Below, we include highlights of the substantive changes that impact data collection and reporting:

Revised or New Definitions
  • CARE participant: This term is now expanded beyond individuals who have a CARE plan or agreement, to include all individuals who are the subject of a petition for CARE proceedings and met prima facie.
  • Elective client: This term is now expanded to include a CARE participant who was diverted to elective county services and supports (formerly referred to as voluntary county services and supports), regardless of CARE eligibility, resulting in the petition being dismissed by the court.

Two new terms were introduced to clarify the length of time a petitioned individual is tracked. These reporting requirements are shown below:

CARE Participants Reporting Requirement
Active Participants: A CARE participant who is receiving county services and supports through a CARE plan, CARE agreement, or for their first 12 months as an elective client. 12 months for all CARE participants or up to a total of 24 months for those reappointed in a CARE plan. 
Former Participants: An elective client who has received the first 12 months of elective services, or a CARE participant who enters into a CARE agreement, or a CARE plan, but who has either graduated from CARE, or for whom CARE Act proceedings were dismissed or terminated. 12 months for all former participants continuing to receive elective county services and supports. County BH agencies shall report data on former participants to the extent administrative data is available.

Petitioned Individuals

Expanded reporting requirements for petitioned individuals include:

  • Outreach and engagement efforts during CARE Initiation Period.
  • Services provided during the CARE Initiation Period.​
  • County recommendation for CARE petition dismissal.​
  • County determination of ineligibility for CARE, including conditions met to establish clinical stability, if applicable.​
  • Revised definition of Elective Clients, expanded to include all receiving county services and support, regardless of CARE eligibility, with implications for tracking clients over time.​

The intent of these expanded reporting requirements is to capture county efforts being made on the front end, during the early petition process and understand if there are differences in care quality among those who receive services and supports outside the CARE process.​

CARE Inquiries  

County BH agencies shall report aggregate data on all inquiries received about the CARE Act. CARE inquiries include, but are not limited to, inquiries received by phone, warmlines, voicemail messages, emails, and in-person conversations or consultations. The intent of these data requirements is to quantify county BH efforts related to CARE inquiries and connections to services and supports, prior to CARE petition.​

For counties utilizing SurveyMonkey to submit CARE data, a new SurveyMonkey Form is available to submit data on aggregate CARE inquiries. For counties utilizing the Data File Templates, Option A and Option B for Data Dictionary 2.0 will now include a new “CARE Inquiries” tab where counties will enter this data in aggregate, as defined in the Data Dictionary 2.0.

System Referrals

System referrals are formal written requests on behalf of an individual that meets or is likely to meet CARE Act criteria submitted to county BH agencies from one of the following:

  1. Misdemeanor proceedings for an individual determined incompetent to stand trial (MIST) upon a court finding that the defendant is ineligible for diversion.
  2. Felony proceedings for an individual determined incompetent to stand trial (FIST) upon a court finding that the defendant is ineligible for diversion or diversion is terminated unsuccessfully.
  3. Assisted Outpatient Treatment (AOT) proceedings.
  4. A facility that provides assessment, evaluation, and crisis intervention, pursuant to Welfare and Institutions (W&I) Code section 5150, subdivision (a) or a designated facility as defined in W&I Code section 5008, subdivision (n).

This includes data on referral source, referral outcome, outreach and engagement efforts, services and supports provided, and reasons for not petitioning to CARE or not referring to county services.

The intent is to capture outcomes of individuals referred from key system partners to ensure they are appropriately linked to BH services and supports.

For counties utilizing SurveyMonkey to submit CARE data, a new SurveyMonkey Form link is available to counties to submit data on system referrals. For counties utilizing the Data File Templates, the Data File Templates for Data Dictionary 2.0 (Option A and Option B) now include a new “System Referrals” tab where counties will enter individual-level data on system referrals, as defined in the Data Dictionary 2.0.

Updated Measurement Periods

SB 1400 expanded reporting requirements such that counties are now required to start reporting on efforts to serve individuals before the CARE Petition process. This resulted in the addition of a new measurement period — this is called the Referral Period.

Trial courts, county BH agencies, and public defenders have separate CARE Act data reporting requirements and mechanisms. These requirements are summarized below.

Trial courts report their data directly to the Judicial Council (JC), who in turn submits aggregated data to DHCS.

County BH agencies are required to submit individual-level data on system referrals and CARE petitions, and aggregate-level data on CARE inquiries, directly to DHCS. DHCS expects alignment between county- and court-reported numbers of CARE plans ordered and CARE agreements approved. County BH agencies and trial courts are encouraged to communicate regarding these data points to ensure alignment.

Additionally, AB 102 requires the Legal Services Trust Fund Commission (LSTFC) at the State Bar of California to collect outcome data from each county’s public defender office, qualified legal services projects (QLSP), and support centers.

County BH is required to begin reporting data to DHCS as follows:

CARE Inquiries

County BH shall report aggregate data on all inquiries received about the CARE Act. A CARE inquiry includes, but is not limited to, inquiries received by phone, warmlines, voicemail messages, emails, and in-person conversations or consultations.

System Referrals

County obligation to begin reporting on system referrals is triggered when a formal written request on behalf of an individual that meets, or is likely to meet, CARE Act criteria is submitted to county BH agencies from one of the following:

  1. Misdemeanor proceedings for an individual determined incompetent to stand trial (MIST) upon a court finding that the defendant is ineligible for diversion.
  2. Felony proceedings for an individual determined incompetent to stand trial (FIST) upon a court finding that the defendant is ineligible for diversion or diversion is terminated unsuccessfully.
  3. Assisted Outpatient Treatment (AOT) proceedings.
  4. A facility that provides assessment, evaluation, and crisis intervention, pursuant to W&I Code section 5150, subdivision (a) or a designated facility as defined in W&I Code section 5008, subdivision (n).

Petitioned Individuals

County obligation to begin reporting on petitioned individuals is triggered once the county BH agency files the petition or, if county BH is not the original petitioner, when the court orders county BH to file a written report.

The trigger to discontinue CARE Act reporting depends on how and when the individual exits the CARE process and whether they continue to receive services and supports from the county. County BH agencies are not required to report on former participants who no longer receive county services and supports, including those who are privately insured or who no longer reside in California.

For system-referred individuals, county BH agencies will report data related to the system referral under Section 5 of the Data Dictionary 2.0. County BH agencies will discontinue reporting data after one of the following System Referred Outcome (status) is achieved: petitioned to CARE or Not petitioned. County BH agencies will continue reporting on system-referred individuals (a) for whom a status is not yet determined, and (b) for individuals who are not petitioned, but pending enrollment in county services and supports. When system-referred individuals are petitioned to CARE, county BH agencies will follow the reporting requirements for petitioned individuals.

For petitioned individuals, refer to the table below for reporting requirements:

CARE Participant Category Reporting Requirement
Active Participants: A CARE participant who is receiving county services and supports through a CARE plan, CARE agreement, or for their first 12 months as an elective* client. 12 months for all CARE participants or up to a total of 24 months for those reappointed in a CARE plan. 
Former Participants: An elective client who has received the first 12 months of elective services, or a CARE participant who enters into a CARE agreement, or a CARE plan, but who has either graduated from CARE, or for whom CARE Act proceedings were dismissed or terminated. 12 months for all former participants continuing to receive elective county services and supports. County BH agencies shall report data on former participants to the extent administrative data is available.

*An elective client is a CARE participant who was diverted to elective county services and supports (formerly referred to as voluntary county services and supports), resulting in the petition being dismissed by the court.

County BH agencies are required to report on key data variables that will be used to link CARE participants across data submissions, regardless if SurveyMonkey or MOVEit file transfer application submissions are used. These linkage data variables will include county, first name, last name, date of birth, Social Security Number, Medi-Cal Beneficiary number, and petition number. CARE participants are not assigned a unique identifier.

Counties do not need to provide an ROI to DHCS for the purposes of CARE Act reporting. When working with the courts, please reference California (W&I Code) section 5977.4, which clarifies how county BH agencies may obtain and disclose SUD patient records and consult with your county counsel on the need to obtain an ROI.

Data metrics identified in W&I Code  sections 5985 and 5986 for the Annual Report and Independent Evaluation will be shared in accordance with the DHCS Public Reporting Guidelines to maintain privacy and security.

For any corrections to CARE Act data submitted within the quarterly submission window:
  • Counties will receive a quality assurance (QA) report within 45 business days of the data submission deadline; counties have 15 business days to resubmit corrections and/or update data, as needed.
For any corrections to CARE Act data outside of the quarterly submission window (i.e., on any previously submitted data):
  • Please email CAREDataTeam@healthmanagement.com once resubmitted files are uploaded to the “Submission” folder within MOVEit using the file naming conventions for resubmissions (“Name of County_MMYYYY_Resubmission_DDMMYYYY”), where the first MMYYYY refers to the month and year of the data being reported and the second DDMMYYYY refers to the date data are resubmitted.
  • Resubmission files must include all data for the reporting month (even if only one row/cell has been updated).
  • Please provide a high-level summary of changes in a Word document and use the same naming convention as the resubmitted file (“Name of County_MMYYYY_Resubmission_DDMMYYYY”). Please upload this Word document to the “Submission” folder within MOVEit alongside your resubmitted file.
  • Files submitted outside of the original quarterly QA opportunity will undergo another round of QA as part of preparations to finalize the dataset for the next Annual Report. Each county BH agency will be provided with an opportunity to review their own cumulative data for corrections, if needed, prior to Annual Report analysis and report development.

Counties have developed various mechanisms for gathering information on criminal justice involvement among CARE participants. Some counties have set up data sharing agreements with local law enforcement agencies to facilitate regular exchange of information. Counties are encouraged to explore feasible mechanisms to support cross-collaboration and information exchange within their own counties.

Under Data Dictionary 2.0, counties are required to report:

  • The total number of CARE inquires received by source (such as a community member, public guardian or conservator, or hospital or crisis stabilization unit provider or staff).,
  • The focus of the inquiry (such as CARE eligibility information, petition assistance, or housing services and supports)., and
  • The county’s action following the inquiry (i.e., the number of connections to services made as a result of the inquiry).

If a county can reasonably provide the information requested in the Data Dictionary 2.0 related to the inquiry, it should be reported. For example, county phone line call logs that reference CARE and county website assistance requests form submissions that reference CARE should be reported. County website analytics, such as click counts, should not be reported.

One-year status hearings occur in the 11th month of the CARE timeline and are required for all participants with CARE plans as well as participants with CARE agreements who reside in a county that requires them. Counties should adhere to the following guidance when reporting on 3.12.4 One-Year Status Hearing:
  • For CARE plan clients: Select either Option 0 – No or Option 1 – Yes, depending on if this hearing has taken place or not.
  • For CARE agreement clients:
    • If a county requires these hearings, select either Option 0 – No or Option 1 – Yes.
    • If a county does not require these hearings, you may select Option 2 – Not applicable.

Scenario-Based Data Entry Guidance

Guidance related to specific CARE Act data collection and reporting scenarios is provided below. This section will be updated as additional guidance becomes available. Please reach out to CAREDataTeam@healthmanagement.com to inquire about guidance related to specific scenarios not described here.

Counties reporting on CARE participants that span across 2024 (when Data Dictionary 1.0 applies) and 2025 (when Data Dictionary 2.0 applies), should report based on the Data Dictionary version applicable to the month being reported.

For example, consider a scenario where an individual entered into a CARE agreement (Active Service Period) on August 1, 2024 and was dismissed from CARE on January 15, 2025, due to moving out of the county. In this scenario, counties should do the following:

  • August, September, October, November, and December submissions (Aug 1–Dec 31) – Report based on Data Dictionary 1.0:
    • Report based on 3.3.10 Current CARE Status: Option 5 – Active participant (CARE Agreement).
  • FIRST January submission (Jan 1–14) – Report based on Data Dictionary 2.0:
    • Report based on 3.3.10 Current CARE Status: Option 5 – Active participant (CARE Agreement).
  • SECOND January submission (Jan 15) – Report based on Data Dictionary 2.0:
    • Report based on 3.3.10 Current CARE Status: Option 7 – Dismissed/Terminated from CARE agreement/plan/elective services (no longer receiving county services and supports).

During the start of the CARE Process Initiation Period only, CARE participant information should include data that represents the entirety of the reporting month. The data reported during this period serves as baseline information for the CARE participant.

Consider the case scenario where a CARE participant enters the CARE Process Initiation Period on February 15th and the court approves a CARE agreement on March 25th. In reporting the data points during this CARE Process Initiation Period, include information for the entire month of February. For example, 3.9.3 Number of Jail Days should represent total jail days for the entire month of February.

  • February submission (Feb 1–28):
    • Report based on 3.3.10 Current CARE Status: Option 1 – Pending Petition Disposition,
      • 3.9.3 Number of Jail Days: Report the number of jail days from Feb 1–28.

In the following month, when the CARE participant is assigned a CARE agreement on March 25, report the number of jail days as follows:

  • FIRST March submission (Mar 1–24):
    • Report based on 3.3.10 Current CARE Status: Option 1 – Pending Petition Disposition,
      • 3.9.3 Number of Jail Days: Report the number of jail days from March 1–24.
  • SECOND March submission (Mar 25–31):
    • Report based on 3.3.10 Current CARE Status: Option: 5 – Active CARE Agreement
      • 3.3.9 Number of Jail Days: Report the number of jail days from March 25–31.

This approach avoids duplication of counts for jail days in the same month.

When a change to a CARE participant’s Current CARE Status (Data point 3.3.10) occurs, the data points associated with each status must be reported in full (see the CARE Act Data Flowchart for Petitioned Individuals (Data Dictionary 2.0)). Separate data submissions are required for each CARE status that an individual is associated with during any given reporting month. See below for specific guidance related to timing of the CARE status change.

Change in CARE Status during the CARE Process Initiation Period

During the start of the CARE Process Initiation Period only, CARE participant information should include data that represents the entirety of the reporting month. The data reported during this period serves as baseline information for the CARE participant.

CARE agreement approved

Consider a scenario where a CARE participant’s CARE proceedings were initiated on May 5 and their CARE agreement was approved by the court on May 20. Data associated with both the CARE Process Initiation Period and the Active Service Period must be reported within the same reporting month. In this case, countiites would report:

  • FIRST May submission (May 1–19):
    • Report based on 3.3.10 Current CARE Status: Option 1 – Pending petition disposition.
  • SECOND May submission (May 20–31):
    • Report based on 3.3.10 Current CARE Status: Option 5 – Active participant (CARE agreement).

Petition dismissal

Consider a scenario where a CARE participant’s CARE proceedings were initiated on June 10 and their case was dismissed by the court in the same month that CARE proceedings were initiated on June 28 due to the CARE participant moving away from the county. Associated data must be reported both for the CARE Process Initiation Period and the Dismissal, as follows:

  • FIRST June submission (June 1–27):
    • Report based on 3.3.10 Current CARE Status: Option 1 – Pending petition disposition.
  • SECOND June submission (June 28–30):
    • Report based on 3.3.10 Current CARE Status: Option 7 – Dismissed/Terminated from CARE agreement/plan/elective services (no longer receiving county services and supports).

Change in CARE Status during the Active Service Period

Petition dismissal

Consider a scenario where a CARE participant with a CARE agreement is dismissed by the court during the Active Service Period on July 5 but continues participation in elective county services and supports thereafter. County BH would report the following:

  • FIRST July submission (July 1–4):
    • Report based on 3.3.10 Current CARE Status: Option 5 – Active participant (CARE agreement).
  • SECOND July submission (July 5–31):
    • Report based on 3.3.10 Current CARE Status: Option 4 – Dismissed (Eligible receiving services/supports as Elective client).

In this scenario, counties are required to continue to report this CARE participant’s data for 12 months of Active Service from the start date of their CARE agreement or CARE plan, as well as provide follow-up data for an additional 12 months thereafter.

Termination during Active Service Period

Consider a scenario where an elective client (that has been previously dismissed) is terminated from county services and supports on July 5. Data associated with the Active Service Period must be reported, in addition to the data points associated with the termination (3.3.12 Termination of Services Date and 3.3.13 Reason for Termination). County reporting on this individual will discontinue after the termination has been reported.

  • FIRST July submission (July 1–4):
    • Report based on 3.3.10 Current CARE Status: Option 4 – Dismissed (Eligible receiving services/supports as Elective client)
  • SECOND July submission (July 5):
    • Report based on 3.3.10 Current CARE Status: Option 7 – Dismissed/Terminated from CARE agreement/plan/elective services (no longer receiving county services and supports).

Change in CARE Status during the Follow-Up Period

Termination during Follow-Up Period

Consider a scenario where a CARE participant is terminated from county services and supports on May 25 during the Follow-Up Period. Counties should report the following:

  • FIRST May submission (May 1–24):
    • Report based on 3.3.10 Current CARE Status: Option 8 – Graduated from CARE plan, after 12 months following a CARE agreement, or after 12 months of elective services.
  • SECOND May submission (May 25):
    • Report based on 3.3.10 Current CARE Status: Option 9 – Terminated during the Follow-Up Period (no longer receiving county services and supports).

Consider a scenario where an individual was referred to county BH from MIST proceedings on January 25. The county files a CARE petition for this individual on February 8. A CARE agreement is approved on February 20. The guidance below outlines how data should be reported for this individual for Section 5 of the Data Dictionary for System Referrals and Section 3 of the Data Dictionary for Petitioned Individuals.

System Referred Individual reporting:

Counties should report the 5.5.3 System Referral Outcome (Status) at the end of the reporting month.

  • January submission (Jan 25–31):
    • Report based on 5.5.3 System Referral Outcome (Status): Option 5 – Status is not yet determined
      • 5.4 Housing Placements: Status as of Jan 25 (at time of referral).
      • 5.6 Outreach and Engagement Efforts: Total from Jan 25–31.
  • February submission (Feb 1–7):
    • Report based on 5.5.3 System Referral Outcome (Status): Option 1 – Petitioned to the CARE process.
      • 5.4 Housing Placements: Status as of Jan 25 (at time of referral).
      • 5.6 Outreach and Engagement Efforts: Total from Feb 1–7.
      • 5.7.3 Stabilizing Medications and 5.7.4 Type of Stabilizing Medication (if applicable): Report if prescribed from Feb 1–7.

Petitioned Individual reporting:

  • FIRST February submission (Feb 1–19):
    • Report based on 3.3.10 Current CARE Status: Option 1 – Pending petition disposition.
  • SECOND February submission 2 (Feb 20–28):
    • Report based on 3.3.10 Current CARE Status: Option 5 – Active Participant (CARE agreement).

County BH agencies should report CARE participant data for each month, even when delays or extensions occur.

Consider the following case scenario: a petition was filed on October 20 and the county BH agency was asked by the court to evaluate the merits of the petition on November 1. County BH needed more than 14 days to locate and engage with the CARE participant, and the court provided extensions for this reason. The petition was eventually dismissed on January 25 and the participant agreed to voluntarily engage in county BH services outside of CARE Court.

Counties should report data for this CARE participant for every month, including October, November, December and January corresponding to the 3.3.10 Current CARE Status: Option 1 – Pending petition disposition. Counties should also report the dismissal and start of elective services in January, as follows:

  • October, November, December, and FIRST January submission (Oct 1–Jan 24):
    • Report based on 3.3.10 Current CARE Status: Option 1 – Pending petition disposition.
  • SECOND January submission (Jan 25–30):
    • Report based on 3.3.10 Current CARE Status: Option 4 – Dismissed (eligible receiving services/supports as Elective client).

The two scenarios below describe how to approach CARE Act data collection when a CARE participant enters into an LPS conservatorship during the Active Service Period. The differentiator in these scenarios is related to whether or not the CARE petition is dismissed, as a result of the conservatorship.

Long-term conservatorship resulting in petition dismissal

Consider a scenario where a CARE participant entered into the Active Service Period with a CARE agreement on August 1. The court dismisses the petition on January 15 the following year due to the CARE participant entering a long-term LPS conservatorship. In this scenario, counties should report as follows:

  • August, September, October, November, December, and January FIRST January submissions (Aug 1–Jan 14):
    • Report based on 3.3.10 Current CARE Status: Option 5 – Active participant (CARE agreement).
  • SECOND January submission (Jan 15):
    • Report based on 3.3.10 Current CARE Status: Option 7 – Dismissed/Terminated from CARE agreement/plan/elective services.

Counties will not be required to track this individual further, regardless of whether they continue to receive mandated county services and supports.

Temporary conservatorship resulting in CARE status continuation

Consider a similar scenario where a CARE participant entered into the Active Service Period with a CARE agreement on August 1. The CARE participant entered into a temporary LPS conservatorship on January 15 the following year. The petition was not dismissed by the court. In this scenario, counties should continue to report all data based under 3.3.10 Current CARE Status: Option 5 – Active participant (CARE Agreement).

Consider a scenario where a CARE participant is dismissed/terminated from a CARE agreement or plan on April 15 and referred to mandated services under AOT. Counties should report as follows:
  • FIRST April submission (April 1–14):
    • Report based on 3.3.10 Current CARE Status: Option 5 – Active participant (CARE agreement) or Option 6 – Active participant (CARE plan).
  • SECOND April submission (April 15):
    • Report based on 3.3.10 Current CARE Status: Option 7 – Dismissed/Terminated from CARE agreement/plan/elective services (no longer receiving county services and supports).
      • 3.3.11 (a) Petition Dismissal Date: Date of court dismissal.
      • 3.3.11 (b) County Recommendation for Petition Dismissal: Option 5 – Client transitioned to a higher level of care (e.g., AOT).
      • 3.3.12 Termination of Services Date: Date of exit from elective services.
      • 3.3.13 Reason for Termination: Option 5 – Client transitioned to a higher level of care (e.g., AOT).
Counties will report 3.3.12 Termination of Services Date, even if the AOT program is delivered by county BH, because counties will be reporting on mandated services/supports under AOT separately.

Summary of Changes Comparing the Data Dictionary 1.0 to 2.0

A detailed change log can be downloaded here or viewed on the “Change Log” tab of Data File Template Options A and B for Data Dictionary 2.0 (coming soon).

Participant Definitions

  • Revised “CARE participant” definition
  • Revised “Elective client” definition, with implications for expanded tracking of CARE-ineligible clients
  • Added “active participant” and “former participant” definitions

Measurement Periods

  • Added “Referral Period” definition

NOTE: As a general rule, data point numbers will be retired, rather than replaced, to maintain consistency in data point numbering between Data Dictionary 1.0 and 2.0.

Revised data point numbers

  • 3.2.2 (a) Total Initial Appearances (Initial Hearings) Held: Previously numbered 3.2.2
  • 3.3.5 (a) Social Security Number: Previously numbered 3.3.5
  • 3.3.11 (a) Petition Dismissal Date: Previously numbered 3.3.11

Revised value code options

  • 3.3. (a) Basic Client Information
    • 3.3.5(a) Social Security Number
    • 3.3.9 Original Petitioner
    • 3.3.10 Current CARE Status
    • 3.3.13 Reason for Termination
  • 3.4 Demographics
    • 3.4.2 Race/Ethnicity (Retitled)
    • 3.4.10 Employment Status
    • 3.4.13 Health Care Coverage Status
  • 3.5 Services and Supports
    • 3.5.4 Reason for Mental Health Services in CARE Agreement or Plan Not Provided
    • 3.5.12 Reason for Substance Use Disorder Services in CARE Agreement or Plan Not Provided
    • 3.5.13 CalAIM Community Supports Provided
    • 3.5.14 CalAIM Community Supports in CARE Agreement or Plan
    • 3.5.15 CalAIM Community Supports in CARE Agreement or Plan Not Provided
    • 3.5.16: Reason for CalAIM Community Supports in CARE Agreement or Plan Not Provided
    • 3.5.16: Reason for Social Services and Supports in CARE Agreement or Plan Not Provided
    • 3.5.21: Specialized Programs
    • 3.5.21: Full Service Partnership
  • 3.6 Housing Placements
    • 3.6.2 Type of Housing Support
  • 3.12 CARE Plan, CARE Agreement, and Graduation
    • 3.12.4 One-Year Status Hearing
  • 3.13 Hospitalizations and Emergency Department Visits
    • 3.13.1 Inpatient Hospitalizations
    • 3.13.2 Emergency Department Visits

Revised logic:

  • 3.5.6 Stabilizing Medications

New data points

  • 3.2.2 (b) Total Initial Appearances (Initial Hearings) Set
  • 3.3(a) Basic Client Information
    • 3.3.5 (b) Medi-Cal Index Number
    • 3.3.11 (b) County Recommendation for Petition Dismissal
    • 3.3.11 (c) County Findings on Petition Dismissal
  • All data points within new section titled 3.3(b) CARE Participant and Petitioner Contact Information
  • All data points within new section titled 3.3(c) Outreach and Engagement Efforts
  • All data points within new section titled 3.3(d) Services and Supports During CARE Process Initiation Period

Retired data points (the following data points have been removed from the Data Dictionary 2.0 and their numbers have been retired)

  • 3.4.3 Ethnicity (combined into 3.4.2 Race/Ethnicity)
  • 3.7.2 Misused Illegal/Controlled Substances
  • 3.10.1 Death among participants

The following sections, in addition to a new Appendix B. Glossary of Terms, have been developed since publication of the Data Dictionary 1.0 in light of the legislative updates summarized above.

  • Section 4. CARE Inquiries
  • Section 5. System Referrals
  • Revised Appendix A: Reporting Requirements and Metrics to align with current legislative requirements.
  • Implemented non-substantive grammatical and formatting changes; Clarified information in “Additional Specifications” for various data points.