These FAQs are drawn from DISQ's webinars and other engagement with recipients. If your question isn't covered, contact us via our TA Request Form or DISQ email account.
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CAREWare
CAREWare, as an RSR-Ready System, makes file generation easy by providing an option to generate the client-level data (CLD) XML file. The "CAREWare 6 and the RSR" webinar includes instructions on how to use CAREWare to export your XML file for the RSR. Be sure you are using the CLD XML link and NOT the client validation link. If you try to upload the client Validation Report to the RSR Web System, you will receive a schema error.
For more help on using CAREWare, reach out to the CAREWare Help Desk.
Yes, CAREWare has contracts that allow providers to specify RWHAP-related funding. Select the funding source for that particular contract. CAREWare is built to bring all eligible services into the file.
The CAREWare wiki page has manuals and quick start guides that walk through how to use the system. The CAREWare Help Desk is your best resource for TA requests related to CAREWare.
CAREWare has a custom report that will pull the ZIP code data you need to complete the Provider Report. Reach out to the CAREWare Help Desk for details on how to access the custom report.
The Provider Report does not interface with CAREWare. CAREWare is an RSR-Ready System, meaning it can create the required client-level data XML file for RSR submission.
Refer to the CAREWare crosswalk that specifies where data must be entered in CAREWare to populate the RSR. Reach out to the CAREWare Help Desk with any questions you have.
For the purposes of the RSR, CARES Act funding is considered RWHAP funding. All RWHAP services funded with CARES Act dollars should be included in the RSR. Be sure that you have the CARES Act funding contract set up in CAREWare to have this data pulled into your RSR. Contact the CAREWare Help Desk if you need assistance in setting up your CARES Act contract.
For the COVID-19 Data Report (CDR), CAREWare includes specific custom reports and features that can assist with filling out the report.
To confirm the CAREWare build necessary to create a compliant XML file for the upcoming RSR, reach out to the CAREWare Help Desk. You can also join the CAREWare listserv for updates on build releases.
Data Quality
The RSR Web System includes a feature called Check Your XML that allows providers to check for schema compliance and data quality prior to the RSR system opening. Providers can test as many files as they wish, including uploading multiple files at the same time if needed.
Check out the “RSR Check Your XML Feature” webinar for more information on how to use this tool to check client-level data quality prior to submission. The DISQ Team can also help walk you through the Check Your XML feature prior to submission.
Validation warnings should be fixed if possible, but you may add a comment if the data cannot be fixed. A common example is clients missing viral load tests or other data elements. To submit your RSR, you must submit a comment for each validation warning explaining why the data are not available and provide a plan for how you will resolve any issues in the following year if possible.
For more information, see the RSR Validation Report In Focus.
Several RSR Ready Systems have built-in tools for checking data quality throughout the year. You can also use the Check Your XML tool in the RSR Web System to assess data quality throughout the year. Please view the Check Your XML webinar to learn more about this tool. When submitting data, the Upload Completeness Report (UCR) and Validation Report can help you check quality and consistency before submission. Review the Data Quality webinar to learn more about these tools. Please contact the DISQ Team via email or submit a TA Request Form to review your UCR to address any existing data quality issues prior to the upcoming submission or during the RSR submission period to review data quality.
When submitting the RSR, providers will receive a warning in the Validation Report for missing data on certain data elements. Providers can then either resolve the missing data issues and re-upload their file or submit a comment explaining their reasons for the missing data. Providers do not need to submit a comment for each client.
The Check Your XML Validation Report will include the eUCIs for each client for whom data are missing or incorrect. You can then search for the client by eUCI in your data system and make corrections to your data. If you discover other data-related issues you’re not sure how to fix, please contact the DISQ Team.
EHB (Electronic Handbook)
To access the RSR using your own email address, create a new account using your own email address. To create an account, you will need the organization’s registration code (reg code). Contact your recipient or Data Support to receive this information. You can still view past reports using the new account.
Contact your recipient or contact Ryan White Data Support (via email or call 888-640-9356) for your registration code.
Recipients can access all of their funded provider reports in their RSR Provider Report inbox.
For providers, check out the RSR In Focus document “How to Access the RSR Provider Report through the Electronic Handbooks (EHBs)”. For assistance in the EHBs, contact the EHBs Customer Support Center at 877-464-2772 or complete their request form.
Recipients can review past Recipient Reports at any time in the RSR Web System. To find these reports, access the applicable year’s performance report. If you are experiencing trouble finding these reports, the DISQ Team and Ryan White Data Support are available to assist you.
Instructions for logging in or creating an EHB account can be found in the RSR Instruction Manual. If the provider is experiencing trouble, contact the EHBs Customer Support Center.
The current recommended browsers for the EHBs are Microsoft Internet Explorer 11.0 or Mozilla Firefox 3.6 or higher. For more information, please see the HRSA EHBs recommended settings.
The EIN number is information the provider would have. Typically, someone in the finance or business side of the agency has this information.
How to Report EHE Services
The EHE initiative service category includes all services that do not align with one of the predetermined RWHAP service categories outlined in PCN 16-02. If a service you are providing with your EHE funding aligns with an existing service category, use that service category, not the EHE initiative service category. For example, if you receive EHE funding for OAHS, those services would be reported as OAHS since OAHS is a RWHAP service as defined in PCN 16-02. The EHE service category should only include services funded by EHE that do not fit into a preexisting service category.
EHE funding is treated as RWHAP funding. Providers must report all HIV-positive clients who received core medical or support services for which the agency received EHE funding.
How to Report RWHAP-Related Funded Services
Services funded by RWHAP-related funding are services that are paid for with revenue generated by the RWHAP; this includes program income and pharmaceutical rebates. This does NOT include services funded by other federal funding, other state or local funds, or other sources of funding. See PCN 15-03 (on program income) and PCN 15-04 (on pharmaceutical rebates) for more information.
Also see RSR In Focus: Understanding Eligible Services for 2019 Data for examples of RWHAP-related funded services.
Click here for the In Focus “Understanding Eligible Services for 2019 Data” on TargetHIV.
In the Services Information section of the Provider Report, you will see an additional column on the Services tables(s) labeled “RWHAP-Related Funding (Program Income and Pharmaceutical Rebates).” If a recipient funded services using Program Income, these services should show up with a check under this column header.
If providers generate their own program income, they can indicate the services funded through program income in a separate table in the Provider Report called “Additional Services Delivered through Your Organization's Generated Program Income and/or Pharmaceutical Rebates.” These additional services are those that are not funded by the recipient.
Tracking program income and cap on charges is outside the scope of HAB reporting. Such a tracking tool may be within your EHR or data management system. Contact the DISQ Team if you would like assistance determining whether your system has such a feature.
Yes, HAB’s expectation is that staff whose salary is paid for by RWHAP are seeing clients who meet the eligibility requirements for the program. The services rendered by these staff should be reported in the RSR.
Yes, per Eligible Services reporting, providers must report RWHAP-related funded services (including program income or pharmaceutical rebates).
Check out the RSR In Focus on Understanding Eligible Services.For more details, refer to PCN 15-03 on program income, PCN 15-04 on pharmaceutical rebates and PCN 16-02 on Eligible Use of Funds.
If you have more question, contact Ryan White Data Support.
Other Data Systems
For users of an RSR-Ready System, make sure you are using the latest version or build once the RSR submission period rolls around.
Here is a list of RSR-Ready systems on TargetHIV. If you’re having trouble discerning whether your system is an RSR Ready system, contact the DISQ Team.
The easiest way to confirm your system is generating an XML file with the correct schema is to try to upload a file to the Check Your XML. Uploads that results in a schema error message would indicate that your system has not updated to match the changes for the RSR.
RSR-Ready Systems are data systems that have worked with the DISQ Team to test and confirm that they can create compliant XML files for the RSR. Click here for a list of these systems and their vendor contact information. For general questions about an RSR-Ready System, email the DISQ Team.
Most RWHAP providers use CAREWare, another RSR-Ready System, or TRAX to create their client-level data XML file. An RSR-Ready System is any data system which has demonstrated their ability to the DISQ Team to be able to create a compliant XML file for the RSR. DISQ has compiled a list of RSR-Ready Systems that generate the correct XML file for the RSR. Find the list on TargetHIV. CAREWare is the most commonly-used RSR-Ready System and is a free software developed by HRSA HAB. You can find out more about CAREWare.
An alternative to RSR-Ready Systems is to use TRAX.
In January 2021, the DISQ Team hosted a call with NextGen users during which a participant shared their approach in importing data from NextGen to CAREWare. The same approach can generally be applied to ARIES given the similar structure. The notes are posted on the NextGen EHR Resources page on TargetHIV.
Stay up to date on any DISQ alerts regarding NextGen by signing up for the DISQ listserv and checking “NextGen” under “EHR Software.”
The DISQ Team also conducted an EHR survey and may be able to identify a peer who has experience creating this bridge and are open to providing peer support. Get in touch with the DISQ Team today.
For resources on using Epic to create the XML file for RSR submission, check out DISQ's Epic EHR RSR Resources page.
You can also reach out to the DISQ Team for additional assistance.
Methods for excluding clients who do not meet eligibility requirements depend on the data management system used. Some data management systems ask users to indicate which clients are eligible by checking off a box in their client record. Other systems may look at other data elements within the system to check eligibility status. It’s good to understand how your data management pulls information.
If you use an RSR-Ready System, contact a representative to get a sense of how the data is pulled. A list of RSR-Ready System vendors and their contact information can be found here.
The DISQ Team compiles numerous EHR User Resources for several commonly-used EHR systems, such as Athena, eClinicalWorks, Epic, and Next Gen.
Don’t see your EHR listed on the EHR User Resources page? Contact the DISQ Team and we may be able to connect you to another provider who uses the same system as you.
If you are using an RSR-Ready System and the service already exists in your system, assign CARES Act as a contract to that service.
If it is a new service to your system, work with your system vendor to get the new service added. Again, be sure that this new service is tagged as a CARES Act funded service.
Other
A client might receive support services from one agency and medical care from another agency (for example). Each of these agencies would create and submit their own RSR. Using the client’s eUCI (encrypted Unique Client Identifier), HAB merges these records to see a comprehensive record of RWHAP services that client received. A client does not need to have all services in the same provider's RSR.
The Data Completeness Report (DCR), which is an aggregate report across all of a recipient’s providers, can be found in the RSR Recipient Report. Navigate to the year of data you wish to view, and click the envelope icon to bring up the RSR print package that contains the DCR.
The national report for all recipients’ providers is available on the data reports and slide deck page at the HAB/HRSA website. Click the “Annual Client-Level Data Report” to view the latest PDF.
Outpatient ambulatory health services (OAHS) has the greatest client-level data reporting burden, including clinical data, because there is an expectation that providers have access to these data for their OAHS clients.
The table of required client-level data elements for RWHAP services (on page 59 of the RSR Instruction Manual) include a column on the far right that lists the rationale for collecting each data element.
Reporting Requirements: Client-level Data
The process of uploading the XML files for the RSR is covered in the “Completing the RSR Provider Report” webinar. This webinar features step-by-step instructions on how to complete the RSR Provider Report. Topics covered include uploading client-level data, modifying service delivery sites, and addressing alerts and warnings in the RSR Web System. This webinar is repeated annually, so check the TargetHIV Data Webinar Calendar to see if an updated version is coming up soon.
Yes, providers can upload more than one XML file to merge their client-level data from multiple sources. If more than one file is uploaded, the data from the multiple files will be combined per the RSR Merge Rules.
If you are a direct service provider who receives any RWHAP or RWHAP-related funding (including Parts A, B, C, and D, CARES Act funding and EHE funding), you are expected to submit an XML file including client-level data.
When you create an XML file, save the file to a secure location on your computer. Then, upload the XML file in the RSR Web System through the EHBs (Electronic Handbooks) to fulfill the client-level data file component of the Provider Report.
Before submitting your client-level data file, remember to use the tools available in the RSR Web System to check your data quality prior to submission. Prior to the Provider Report opening date, you can use the RSR Check Your XML Feature to do this. Once the Provider Report has opened, you can upload a file to the Web System to see your Upload Completeness Report (UCR) and the full Validation Report.
These numbers should match to the best of your ability. You will receive an alert in the Validation Report if these numbers do not match, but the alert will not impact your ability to submit the report.
Yes, the Clients by ZIP Code template can only be downloaded from the Provider Report in the EHBs. You can also contact the DISQ Team or Ryan White Data Support to request a copy of the template.
Client-level data will be submitted through an XML file, which will be uploaded within one Provider Report. Review the RSR Manual and the Data Dictionary and Schema Implementation Guide for more detail on the structure and contents of the XML file.
Two clients cannot have the same eUCI or the XML file will receive an error at upload. If two clients have the same UCI (same first and third letters in their first and last name, full date of birth, and code for gender), an additional digit will be appended to the eUCI to differentiate between the two clients.
If the client 1) received at least one service during the reporting period that your organization was funded to provide with RWHAP and/or RWHAP-related funding (regardless of payor) and 2) the client is eligible to receive RWHAP-funded services, then they should be reported on the RSR. Recipients determine eligibility requirements for their funded services in conjunction with HAB.
For a detailed walkthrough with examples of which clients a provider should report, review the “Prepping for RSR Submission: Key Steps for High Quality Data” webinar
Report (1) EHE visit for each day a client receives a service that falls under the EHE Initiatives service category, no matter how many individual services or how many units of service within this category the client receives that day.
This guidance applies to all service categories in the RSR, such as OAHS, Mental Health, etc.
Yes, you should report all eligible clients who received a RWHAP service even if they did not receive a lab. If you receive a warning validation message for missing lab data, please enter a warning comment explaining why the data are missing.
Question 74, Outpatient/Ambulatory Health Service Link Date, is the date at which someone who is newly diagnosed received their first outpatient/ambulatory health service visit.
How the data is pulled depends on the data system used and how the RSR reporting requirements were converted into business logic for your system. For assistance figuring out what the business logic is and where RSR data lives in your system, contact the DISQ Team.
CAREWare users can reference the data crosswalk available here. This document can give you a sense of where those data are getting pulled from.