RSR Ryan White HIV/AIDS Program Services Reporting System What’s New with the RSR 1

Presentation Outline RSR Instruction Manual Updates eUCI Modifications RSR Data Upload Procedures and Specifications

RSR Instruction Manual VersionRelease Date InitialOctober 2008 Version 1.2December 2008 Version 1.3February 2009 Version 1.4May 2009 The required data elements have not changed!

RSR Instruction Manual Version 1.3 Revised data element descriptions –unique client ID –date of client’s first service visit –geographic unit code Outlined service provider reporting requirements –First line providers –Second line providers –Exemption criteria

RSR Instruction Manual Version 1.4 Revisions for OMB Compliance Added OMB document control number and expiration date Revised the note about the geographic unit code to remove “de-identified” language Added a note regarding the collection of PHI by HRSA Added a note about the PHI used to create the unique client identifier

RSR Instruction Manual Version 1.4 Definition Updates Updated the definition of a “Clinical Care Provider” –Physicians –Physicians Assistants –Clinical Nurse Specialists –Nurse Practitioners –Any other health care professional certified in their jurisdiction to prescribe ARV therapy Added the definition of “HIV Risk Reduction Screening/Counseling” –Performed by a clinical care provider –Is an outpatient/ambulatory medical service

RSR Instruction Manual Version 1.4 Data Entry & Submission Procedures Updated all RSR system screenshots Added instructions for certifying the Grantee Report (pg. 18) Added instructions for importing the client­ level data XML file (pg. 29) Added instructions for submitting the Provider Report –Completing the online forms (pg. 20–29) –Uploading a Provider Report XML file (pg. 30)

RSR Instruction Manual Version 1.4 Appendix B: RSR Reporting Scenarios Illustrate the options available to grantees for setting up their contract lists Outline the required reports in a grantee’s RSR submission Explain the client-level data that are expected from each provider based on the services its clients received

Read the Instruction Manual Regularly verify that you are working with the most current release of the manual. Not all changes are highlighted in the “What’s New in the Document Section”

Presentation Outline RSR Instruction Manual Updates eUCI Modifications RSR Data Upload Procedures and Specifications

eUCI Updates Fixed Y2K problem (3/4) Removed “refused to report” (#6) from gender code (4/20) Upcoming: Accents –Instead of producing an error, a letter with an accent is converted to the letter without the accent –Raúl = Raul Contact us at

Presentation Outline RSR Instruction Manual Updates eUCI Modifications RSR Data Upload Procedures and Specifications

RSR-Ready Vendor Updates Vendor Release date of software collecting all fields Release date of product supporting XML export Contact name for users Contact phone and for users AIRS Release 8.3, April 09 Release 8.3, April 09 Vida Behn Chernoff Allscripts Recent addition; awaiting additional information Chris Koch, Connected Hospital Community ARIES Ver , January 09 Ver , June 09 Jenny Martin CAREWare Build 389, January 09 Build 389, January 09 John Milberg, HRSA HAB Casewatch Millennium January 09July 09Andy Corrigan CHAMPSMay 09 April 09 Dennis Leary, FutureBridge Business Solutions eCOMPASNovember 08April 09Jesse Thomas LabTracker LT 6.16, January 09 LT 6.16 Build 244, May 09 Mark Polischak Provide Enterprise Ver. 4.2, November 08 June 09 Bret F. Ballinger, Groupware Technologies x122 June 2009

What’s New? RSR is LIVE!!! RSR is LIVE for Grantees! –50 grantees have “certified” their provider/contract lists and over 150 grantees have entered the system as of 6/11/2009 –Provider features Go Live on July 1 per our published timeline Most Grantees and Providers will likely follow the standard process. The standard process is : –The Grantee completes the Grantee Report online via Web Forms and certifies the report –The Providers complete the Provider Reports online via Web Forms –The Providers upload one Client Level Data file per provider and Submit

No XML Schema Changes! No changes to the schema itself since September 24, 2008 Do you or your providers need the XML schema? –If you and/or your providers are using an RSR Ready system exclusively to store your client level data, you don’t need it; your vendor is creating the feature to export the file in the required format. –Those using home-grown/custom systems or non-RSR Ready vendor systems need it. To obtain it, visit the HAB RSR Readiness Page at –Once there, enter the information on the request page and request the schema by clicking on the box at the bottom that says: “ me a copy of the XML schema definitions” and then submit. You will automatically be sent the schema file.

Changes to the Data Dictionary There have been changes to the Data Dictionary and XML Schema Implementation Guide. (Latest Version, June 9, 2010) – vel_Data_Dictionary.pdf (click on Data Dictionary) vel_Data_Dictionary.pdf The Data Dictionary and XML Schema Implementation Guide contains important information –valid values and their meaning –required fields –number of occurrences for each variable within the XML file

Changes to the Data Dictionary The March 11, 2009 version has the following corrections or modifications: –Corrected “Values” column for “RiskScreeningProvidedID” to valid values of 1=No, 2=Yes, and 3=Unknown –Modified the text in the “Allowed Values” column for the SV1 [Report Period ID] variable so the end date for a ReportPeriodID with a value of “2” is 12/31/2009 (not 12/30/2009) –Modified “PrenatalCareID” (Item 65) so a value of “2” indicates the second trimester (not third trimester)

We have added some additional “bells and whistles” for grantees that: –Have large numbers of providers and contracts AND –Who want to do “Batch” uploads of contract information, provider reports and/or client data These features will be explained in more detail in an upcoming Webcast Option of Batch Uploads for Grantee, Provider, and Client Level Reports

Aggregate Reports About Client Level Data Grantees will be able to view/review: –The Providers Reports themselves (the Web forms) –The Validation Reports for each Provider report –Aggregate Reports about the Client Level Data submitted by Providers Providers will also be able to view Aggregate Reports These reports will be explained in more detail in an upcoming Webcast!

Reminder: How to Obtain Current Schema Files and Supporting Documents XML Schema format for upload of Client Level Data Files (one per provider): – Updated XML Schema Implementation Guide and Data Dictionary XML Schema format for Grantee XML upload of the Grantee Report (if you want/need to import your provider contracts) –Michael Dols at:

Thank You Questions? 21