Instructions for Completing the PCAP Annual Report

Prenatal Care Assistance Program
Bureau of Women's Health
New York State Department of Health

Indicate the name of the agency and corresponding address. Also enter the name/title of the individual completing the report. Enter the telephone; fax number and e-mail address for the person completing the report. Enter the calendar year for which the data is submitted. Reports are due January 31st for the preceding year.

Listed below are the fields for the Data Required with corresponding instructions for proper completion of Number of Calendar Year field.

DATA REQUIRED NUMBER FOR CALENDAR YEAR
1. Total number of prenatal clients for the entire calendar year (Medicaid and Non-Medicaid clients combined) Enter the number of clients entering prenatal care from all PCAP sites during the year. This includes:
  • clients on Medicaid,
  • clients determined to be presumptively eligible for Medicaid or Medicaid Managed Care
  • clients with private/commercial insurance
  • clients on Medicaid Managed Care
  • clients with no insurance that do not qualify for Medicaid.
  • clients who transferred from other prenatal care providers.
NOTE: Count any prenatal client who has a face-to-face encounter with the provider and begins receiving prenatal services.
2. Total number of deliveries for all prenatal clients (Medicaid and non-Medicaid clients combined). Enter the number of deliveries for all prenatal clients. This includes:
  • clients on Medicaid,
  • clients determined to be presumptively eligible for Medicaid or Medicaid Managed Care
  • clients with private/commercial insurance
  • clients on Medicaid Managed Care
  • clients with no insurance that do not qualify for Medicaid.

NOTE: If the client had prenatal care in 2000, delivery occurred in 2001. Please report delivery for 2001.

Please count all deliveries for your prenatal clients. For example, if client receives prenatal care at your facility, but delivers at another facility, please count delivery.

The next set of data (#3-11) is for clients on Medicaid or clients determined to be presumptively eligible (PE) (0-200% of poverty) for Medicaid. This includes clients who are already enrolled in Medicaid Managed Care or are PE and will enroll in Medicaid Managed Care.
3. Number of Medicaid clients enrolled in prenatal care on December 31st. Enter the number of Medicaid (and PE) prenatal clients on the current caseload as of December 31st. NOTE: This is not the number of clients that will be seen on December 31st.
4. Total number of Medicaid clients enrolled in prenatal care during the year attending at least one prenatal visit. Enter the number of Medicaid (and PE) clients that received at least one prenatal visit at the PCAP during the year.

If the PCAP client had several visits with your program and transferred to another program, please count them in this field.
5. Total number of Medicaid deliveries for this year. Enter the number of Medicaid (and PE) deliveries for the year. NOTE: If prenatal care occurred in 2000, but delivery was in 2001, count delivery for year 2001. Please count all deliveries that occurred for your prenatal clients (see note under #2 above).
6. Total number of low birthweight babies born (<2500 gms) to Medicaid clients during this year. Enter the number of low birthweight babies (<2500 gms) born to Medicaid (and PE) clients during the year.

Low birthweight babies are considered to be viable infants weighing less than 2500 grams.
7. Total number of Medicaid clients with postpartum visits. Enter the number of Medicaid (and PE) clients that had a postpartum visit (PPV) for the reporting calendar year. If the client delivered in 2000, but had postpartum visit in 2001, please count PPV for 2001.

If client did not have prenatal care at your facility, but had a postpartum visit, please count.
8. Total number of prenatal clients on Medicaid seen this year who were less than 20 years of age. Enter the number of prenatal Medicaid (and PE) clientss enrolled in PCAP this year who were under 20 years old.
9. Total number of pregnant women on Medicaid who received HIV pretest counseling with testing. Indicate the number of Medicaid (and PE) prenatal clients from all PCAP sites who were HIV pretest counseled and tested (regardless of year of entry into care). For example - if the client had an initial visit in December 2000, and HIV pretest counseling with testing occurred in January 2001. Please count pretest counseling/testing for year 2001.

Note: If a pregnant client was pretest counseled/tested during this pregnancy in another clinical site prior to the PCAP initial visit, there is no need to repeat the test if you have access to those results and there are no additional risk factors. (Retesting may be indicated later in the pregnancy based on risk factors). Please place an asterisk at the bottom of the report with the number of clients previously pretest counseled/tested during this pregnancy. The HIV counseling and testing requirement in the prenatal setting is for HIV counseling to be provided during each pregnancy whether or not the women has been counseled and tested during a recent previous pregnancy.
10. Total number of pregnant women on Medicaid who received HIV pretest counseling without testing. Indicate the number of Medicaid (and PE) prenatal clients from all PCAP sites who received HIV pretest counseling, but did not have HIV testing (regardless of year of entry into care).
11. Total number of pregnant women on Medicaid who received HIV posttest counseling. Indicate the number of prenatal Medicaid (and PE) clients from all PCAP sites who received HIV posttest counseling (regardless of when the client was HIV pretest counseled/HIV tested).
Note: If you are unable to determine which managed care clients are on Medicaid due to type of managed care plan (i.e., managed care clients may be covered by the same plans as private patients), please check the appropriate box on the report. As stated on the report, those clients must still appear in your totals of prenatal clients.