RSR Frequently Asked Questions

The last step for recipients is to “Accept” and confirm all Provider Reports have advanced to a “Submitted” status for each grant they receive. For recipients that receive multiple RWHAP grants, you must accept all  Provider Reports through each funding source. For example, recipients that receive both Part C and Part D funding will need to “Accept” Provider Reports through both Part C and Part D grants. Recipients can look at their Recipient Report status to know if they have outstanding Provider Reports. For assistance confirming which Provider Reports need to be accepted, contact Ryan White Data Support. 

Recipients can exempt a provider from submitting the Provider Report, based on certain exemption criteria. If a provider is exempted from reporting, the recipient is responsible for submitting the data on behalf of the provider. For more information, please refer to the RSR Instruction Manual for a full list of exemption criteria and reporting guidelines.

For second level providers subcontracted by a fiscal intermediary, recipients should set up a second level provider contract in the GCMS for the subcontracted agency to submit their own RSR. If the subcontracted agency is fee-for-service or can be exempted by the recipient, the subcontracting agency can submit RSR data on the second level provider's behalf.

As a recipient-provider, you will have a different grant folder for each of the funding streams received. It does not matter which Recipient Report you go into to submit the Provider Report and upload the client-level data file. All funding streams will show up on your one Provider Report. Recipient-providers must accept their Provider Report through all of their grants.

Recipients should coordinate with their subrecipients and the other recipients early on during the RSR submission to get the RSR Provider Reports into “Submitted” status by the Provider Report deadline. Recipients and Providers can also view the "Action History" page in the RSR to see who has viewed and approved the Provider Report so far.

If you are unsure which recipients still need to accept the Provider Report before the Provider Report deadline, reach out to the DISQ Team or Ryan White Data Support for assistance.

Yes. No matter how many RWHAP funding streams an agency receives, providers should report all services funded with RHWAP and/or RWHAP-related funding in a single Provider Report. Providers can check the Service Information section in the Provider Report to see all services the provider was funded to provide. Similarly, the client-level data file should include all RWHAP-eligible clients and services that are under service categories funded by all the RWHAP funding you. For the purposes of the RSR, CARES Act and EHE funding are considered RWHAP funding.  For a detailed walkthrough with examples of which services and clients a provider should report, review the “Prepping for RSR Submission: Key Steps for High Quality Data” webinar. Also, if your agency is funded by multiple RWHAP recipients, all recipients must review and accept the Provider Report for it to advance to “Submitted” status.

Agencies may submit multiple XML files if they have multiple data management systems, but there is no requirement to submit a separate XML file for each funding source. If you upload more than one file, the files will be merged according to the RSR Merge Rules.

Providers only need to complete the HC&T section if they were funded for that service. The first question in this section asks, “Did you receive funding for this service?” Selecting “No” will grey out the remaining questions in that section. If providers select “Yes,” then they should enter aggregate data. This aggregate data is regardless of funding source, meaning it is inclusive of anyone tested regardless of who paid for the test.

No, providers that are only funded by MAI will not have a provider report generated for them and will not have to submit an RSR.

The Organization Contacts section should include an entry for each staff member from your agency who is affiliated with your RSR submission.

Yes. If you have exempted a provider from reporting, the RSR system will create an Exempt Report for them, which is identical to a Provider Report with no validations. Recipients still need to go in and check that all the services and data are correct, submit, and accept the Exempt Report.

The Provider Report does not separate client-level data by program Part. The Program Information section of the Provider Report outlines each funding source the provider received as well as the services the provider was funded to provide with that funding.

No, providers should report only services for which they received RWHAP or RWHAP-related funding. Please note that for the purposes of the RSR, CARES Act and EHE funding are considered RWHAP funding.

For a detailed walk through with examples of which services and clients a provider should report, review the “Prepping for RSR Submission: Key Steps for High Quality Data” webinar.

In the “Service Information” section of the RSR Provider Report, services your agency was funded for will have a check mark. You will need to check off whether each service that you were funded for was delivered. If you check off a service as delivered, you will need to include client-level data indicating that clients received that service.  If you do not mark a funded service as delivered, you will need to enter a comment in the Validations results page.

Providers only need to add one comment per warning. The validation message itself will state the number of clients and a comment for that warning will cover all clients included in that warning message. 

The RSR Web system does not support uploading multiple Excel spreadsheets for client ZIP codes. Providers will need to upload a single, combined ZIP code file.

If you require assistance, please submit a TA Request Form or contact DISQ via email. The DISQ Team can work with you on the best strategy for working with multiple data systems to create the ZIP code file.

For clients who are homeless or for whom their ZIP code is unknown, please enter the ZIP code of the provider agency.

ZIP codes should be reported in the "Clients By ZIP Code" section of the RSR Provider Report. Each provider should report a list of ZIP codes in which their clients reside, and a count of clients who reside in each ZIP code. You can read more about the reporting requirements in the RSR Instruction Manual,  or contact the DISQ Team with any questions related to the ZIP code section of the Provider Report.  

Either the Subrecipient or the subcontracted providers. The Subrecipient can report the data in their own report. Recipients can also set up a “second level provider” contract for the subcontracted agency to submit their own RSR.

It depends. Some providers may have staff whose primary responsibilities include submitting reports. Others may have small and versatile staffing where everyone contributes to RSR submission.

For a collection of resources catered to beginners, experienced RSR submitters, and even IT staff, check out the RSR Training Materials, the Provider Roles and Responsibilities document, and the Recipient Roles and Responsibilities document.

The columns on the Service Information screen that indicate funding sources (RWHAP, RWHAP-related, EHE, CARES Act) are automatically generated from the information that recipients enter into the GCMS. You will only be able to edit the “Delivered” column within the Provider Report, by placing a check if the service was delivered, regardless of funding source.

Each Provider Report’s funded services are pulled from their recipient’s finalized Recipient Report. Recipients must complete and ‘Certify’ their reports by February 1st to give their providers sufficient time to complete and submit their reports. After a Recipient Report has been completed, validated, and checked for any alerts, a button that says “Certify” will appear that recipients can click to indicate that they have completed their portion of the RSR and their providers can begin their submissions. After February 1st, recipients cannot make any changes to their Recipient Reports in the RSR web system and must contact Ryan White Data Support to make changes on their behalf.

Recipient Reports can access their Recipient Report through the HRSA Electronic Handbooks (EHBs) listed under Performance Reports. For more detailed instruction, check out the archived webinar “How to Complete the RSR Recipient Report Using the GCMS.".  A link to open the reports for each grant received can be found in the “Submissions All” page in the “Performance Report” section. Check out the archived webinar “How to Complete the RSR Recipient Report Using the GCMS” for step-by-step instructions on how to complete the report.

A link to open the Recipient Reports for the EHE grant can be found in the “Submissions All” page in the “Performance Report” section.

Contracts added to the GCMS should be services a recipient is funding a provider to provide based on their notice of award (NOA). Contracts should match the actual agreements you have in place with your subrecipients. For the purpose of the RSR, contracts include formal contracts, memoranda of understanding, or other agreements. All RWHAP funding should be reported, including RWHAP-related funding.

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.

Recipients can access the GCMS through HRSA’s Electronic Handbooks (EHBs). For more information on how to log in or register for an EHB account, check out the “Overview of HRSA's Electronic Handbooks for Grant Recipients” webinar or contact the EHBs Customer Support Center.

For RWHAP-related funding, recipients should not specify the funding amount, only the services for which the funding was used.  Services funded by providers using program income should be reported in the Provider Report. For more information regarding monitoring and reporting program income and pharmaceutical rebates, refer to PCN 15-03 on Program Income and PCN 16-02 on Eligible Use of Funds

Yes. If you include a provider’s information in your Recipient Report, their Provider Report will be tied to your agency.

No, RWHAP base funding and program income (RWHAP-related funding) are both captured in your RWHAP base award Recipient Report. If you only have one RWHAP base award and RWHAP-related funding, you will still only complete one Recipient Report.

The last step for recipients is to “Accept” and confirm all Provider Reports have advanced to a “Submitted” status for each grant they receive.

For recipients that receive multiple RWHAP grants, all  Provider Reports through each funding source. For example, recipients that receive both Part C and Part D funding will need to “Accept” Provider Reports through both Part C and Part D grants. Recipients can look at their Recipient Report status to know if they have outstanding Provider Reports. For assistance confirming which Provider Reports need to be accepted, contact  Ryan White Data Support.

A recipient receiving RWHAP, EHE, and CARES Act funding would need to submit three Recipient Reports – one for each source of funding.

To obtain a new RegCode  (Registration Code) for a provider agency, please contact the Ryan White Data Support Team and provide them with the new provider agency’s name, full address, EIN, as well as the full name, title, phone number, and email address of the agency's point of contact. Please also indicate (yes, no, unknown) whether the provider agency is part of a real-time electronic data network.

To find the RegCode for existing provider agencies, recipients can view their contracts from previous years, or contact Ryan White Data Support with the point of contact's full name, email address, title, and phone number to locate the correct RegCode.

Recipients can contact Ryan White Data Support to make changes to provider information in the RSR Web System.

Recipients are organizations that receive funding directly from HRSA HAB and are responsible for submitting one Recipient Report for each grant received (Part A, B, C, D, EHE, CARES Act). The Recipient Report collects basic information about the recipient organization and displays service provider contract information.

Providers are organizations that receive funding from a HRSA HAB recipient and provide services directly to RWHAP clients. Providers are any organizations that provide services using RWHAP and/or RWHAP-related funding. Providers are responsible for submitting one Provider Report that reflects all their RWHAP funding streams, including CARES Act and EHE funding.  Providers are also responsible for submitting client-level data.

For a more comprehensive overview of recipients, providers, and their reporting requirements, review the “RSR: The Basics" webinar.

TargetHIV hosts a wealth of resources for RWHAP recipients and providers. Here is a short, starter list of resources first time Submitters may have especially helpful:

1.    RSR Instruction Manual
2.    “Roadmap: New to the RSR” webpage
3.    RSR: The Basics webinar
4.    One-pagers listing the roles and responsibilities of Recipients and Providers
5.    DISQ’s collection of RSR In Focus documents that drill down into particular RSR reporting topics

The DISQ Team is also available for orienting new Submitters to the reporting process.

Check out the RSR Data TA Brochure for a list of all RWHAP Data TA providers and their contact information.

There is no “wrong door” to RWHAP TA. Reach out of any one of the TA providers listed in the brochure and a TA provider will direct you to the information or TA provider that best addresses your RWHAP TA needs.

Reach out to the DISQ Team whose expanded scope includes providing technical assistance around data infrastructure and data mapping.

A key resource will be the RSR Data Dictionary and XML Schema Implementation Guide. If you know your system is aiming to become an RSR Ready system, have your system representative get in touch with DISQ as the team has a vetting process to make sure a system is RSR Ready.

Read and/or download a copy of the most recent RSR Data Dictionary and XML Schema Guide here on TargetHIV.

Yes! Check out the Spring RSR webinar series!  There are two webinars that may be useful: Completing the 2020 RSR Provider Report and Reviewing Your Data at Upload: Tools within the RSR Web System.  Check out the full list of webinars to see what else may be helpful.

The DISQ Team offers orientation and training for new staff. Reach out to the DISQ Team to schedule an appointment.

Sign up to the DISQ listserv here.

The CHEX file is a part of the RSR TRAX support package. 

TRAX automatically creates clients’ eUCIs as part of the XML file creation process. If you prefer to create just the eUCIs, find the eUCI application and user guide here.

No, TRAX is not mandatory to complete the RSR. It can be a helpful tool in creating the required XML file for RSR submission.

If you don’t use an RSR-Ready System that can create a compliant XML file on its own, TRAX may be a good tool for you. Some systems, such as eClinicalWorks, are considered RSR-Ready though they only create CSV files and are designed to be used in conjunction with TRAX.

Contact the DISQ Team if you’re curious whether TRAX is the right tool for your agency.

Running the TRAX application creates an XML file that can be uploaded to the RSR Web System and is not the same as uploading the client-level data file for RSR submission. If providers would like to, they can use the CHEX feature to check the quality of their data before running TRAX to ensure that their data will create a high-quality file.

Providers create an XML file from TRAX and save the file to a secure location on their computer. They 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.

There is no limit to the number of times a TRAX user can run the application and create an XML file. When TRAX Is closed, any uploaded data are deleted. Uploading new folders overwrite the old data.

No, the order does not matter. To use TRAX to create the XML file, all 12 .CSV files must be put in one folder, which is then uploaded to TRAX.

The recording and slides for DISQ's “RSR TRAX” webinar are available on TargetHIV. The webinar provides step-by-step instructions for using TRAX to create RSR client-level data file. This webinar is repeated annually, so check out the Data Webinar Calendar to see if the updated version is coming up soon.

If a client has multiple races, you can have more than one row for a given ClientID in the Race file, as long as the race codes are different for each entry. In other words, you would have a row for each unique ClientID/race code combination.

In any of your files, avoid pure duplicate rows. Use the ‘Remove Duplicate’ function in Excel to remove rows that are exact duplicates before uploading to TRAX. For more details, review the TRAX Instruction Manual included in the TRAX download package.

TRAX does not integrate with any EHRs. It is the responsibility of the provider agency staff to extract client data from their EHR system and convert the data into the .CSV files to import into TRAX. TRAX is compatible with eClinicalWorks, an RSR-Ready System.