Topic: Data & Reporting
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Ryan White HIV/AIDS Program (RWHAP) grant recipients and sub-recipients collect and report client level data. This information is used to assess the numbers and demographics of clients receiving services and their HIV-related outcomes. These data are used to monitor the effectiveness of RWHAP services and progress toward national HIV/AIDS goals, including addressing disparities among communities of color.Extensive technical assistance is available to grantees to help them to collect and report data appropriately.
- Learn more on the HRSA/HAB website, including the latest RWHAP data on client-level data reports and State Profiles.
- Sign up to receive e-mail updates.
- Visit the Data Forums to share experiences and learn from peers
- Newbies: See Roadmap: New to the RSR
- Access TA training on Data, the Electronic Handbooks and CAREWare.
Collections
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Guidelines and Manuals
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HRSA HIV/AIDS Bureau (HAB)October 2017
The GCMS or Grantee Contract Management System is a data-storage system that allows grant recipients to enter and maintain their agency’s Ryan White HIV/AIDS Program (RWHAP) contracts.
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HRSA HIV/AIDS Bureau (HAB)September 2017
Explanation of reporting requirements, definitions of required data, and instructions about how to report in the RSR.
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HRSA HIV/AIDS Bureau (HAB)May 2017
The HIV Quality Measures (HIVQM) Module is a tool within the existing RSR portal that allows recipients to enter aggregate data on the HAB Performance Measures. Use of the HIVQM is voluntary.
Webinars and Training
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Completing the RSR Provider Report
Data and Reporting TA TeamFebruary 2018This webinar featured step-by-step instructions on how to complete the 2017 RSR Provider Report.
Included in the presentaion were the following:
- Uploading CLD
- Modifying service delivery sites
- Addressing warnings in the RSR web system
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Data and Reporting TA TeamFebruary 2018
This webinar featured an overview of the different tools available for creating the client-level data file, including RSR-Ready Systems and TRAX.
Participants learned:
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Improving RSR Data Quality
Data and Reporting TA TeamJanuary 2018During this webinar the DART and Data Support teams discussed key data from the 2016 RSR and reviewed the new upload and completeness report as well as changes to the validations for reporting in 2017.
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Data and Reporting TA TeamNovember 2017
The DART Team showcased the Check Your XML Feature, a tool that can be used to check client-level data quality prior to submission.
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HRSA HIV/AIDS Bureau (HAB)November 2017
Below is a collection of slides, plenary talks, videos and blogs featuring presentations from HRSA’s HIV/AIDS Bureau and grant recipients under the Ryan White HIV/AIDS Program (RWHAP).
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USCA 2015 HRSA Presentations
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USCA 2016 HRSA Presentations
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USCA 2017 HRSA Presentations
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USCA 2014 HRSA Presentations
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Moving Beyond Data Completeness: Ensuring RSR Clinical Data Reflect Services Being Provided
Data and Reporting TA TeamNovember 2017The DART Team highlighted a shift from data completeness to ensuring that clinical data reported accurately reflect the care being provided. The DART Team reviewed a summary of the RSR 2016 data and highlighted specific areas in which they are focusing outreach.
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Data and Reporting TA TeamJune 2017
The purpose of this webcast was to get feedback from Grant Recipients on challenges or issues they experienced during the 2016 RSR submission process.
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HRSA HIV/AIDS Bureau (HAB)May 2017
HRSA’s HIV/AIDS Bureau (HAB) representatives reviewed proposed RSR variable changes for the 2017 RSR data collection.
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HRSA HIV/AIDS Bureau (HAB)March 2017
This webinar introduced the HIVQM; a new data collection tool developed by HAB to assist recipients and sub-recipients in their clinical quality management program activities.
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Data and Reporting TA TeamNovember 2016
This session features step-by-step instructions for completing the RSR Grantee Report, including modifying contracts using the Grantee Contract Management System (GCMS). Grant recipients will also obtain an understanding of the RSR workflow process.
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Data and Reporting TA TeamNovember 2016
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Data and Reporting TA TeamOctober 2016
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HRSA HIV/AIDS Bureau (HAB)October 2016
This webinar provided an introduction to the Electronic Handbooks (EHBs) for grant recipients.
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Data to Care: Improving Treatment Outcomes & Addressing Disparities
National Center for Innovation in HIV CareMarch 2015Discussion of how programs can use HIV laboratory surveillance data to identify persons who have fallen out of care in order to guide re-linkage efforts (Data to Care).
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Data and Reporting TA TeamFebruary 2015
Overview of the responsibilities of Ryan White Grantees regarding data security as it applies to the collection, storage and transmission of RSR and ADR data.
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Data and Reporting TA TeamJanuary 2015
Starting with the 2015 calendar year data collection period, Ryan White providers will report data on all clients who received services eligible for Ryan White funding, regardless of the actual funding source used to pay for those services.
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HRSA HIV/AIDS Bureau (HAB)September 2013
This session offered an in-depth look at the client-level data collected in the RSR.
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HRSA HIV/AIDS Bureau (HAB)January 2010
These web-based training modules are designed to help Ryan White HIV/AIDS Program grantees and service providers to build skills and become more efficient in how they collect, use, and share data.
Tools and Job Aids
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RSR-Ready Data Systems Vendor Information
Data and Reporting TA TeamNovember 2017Table presenting various software system’s RSR-Ready build, number of users in 2013, the vendor’s website and contact information, and links to instructions for creating the report and checking data quality (when available).
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Ryan White Services Report (RSR) Crosswalk
Data and Reporting TA TeamOctober 2017The majority of Ryan White HIV/AIDS Program providers use electronic health record (EHR) systems to capture client demographic, health, and service data. HAB encourages providers to use their underlying EHR data to create the RSR.
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Los Angeles Family AIDS NetworkSeptember 2013
Consent form used in a Ryan White Part D network’s subcontracted clinics, which share the form with their clients to secure content to use their data for reporting purposes.
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HRSA HIV/AIDS Bureau (HAB)October 2012
Toolbox explains health IT issues that are unique to HIV/AIDS care. Modules include an introduction to Health IT issues unique to HIV/AIDS,
selecting Health IT tools, financing Health IT, improving quality and efficiency, and security and privacy issues. -
Dallas EMAJanuary 2011
Program and service monitoring tools developed by a Part A grantee.
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HRSAJanuary 2009
Several online training modules (adoption of technology, rural, children) are available to help agencies understand and implement health information technologies, particularly in dealing with issues like electronic medical records and privacy of records.
Reports and Best Practices
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RWHAP Data Reports
HRSA HIV/AIDS Bureau (HAB)December 2017Client-level data reports and other regular data reports on the Ryan White HIV/AIDS Program (RWHAP).
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2014 RWHAP Annual Client-Level Data Report
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2015 RWHAP Annual Client-Level Data Report
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2017 RSR Submission Timeline
HRSA HIV/AIDS Bureau (HAB)July 2017 -
Data and Reporting TA TeamMay 2016
These tools are designed to walk users through some common functions associated with preparing and submitting the RSR.
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HRSA HIV/AIDS Bureau (HAB)July 2010
Overview of Ryan White HIV/AIDS Program data reporting, with sections outlining data reporting rationale; reporting requirements; and methods used to collect data. Data reporting requirements have evolved since publication. See data topic page for most recent requirements.
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HRSA HIV/AIDS Bureau (HAB)January 2008Steps that make up the flow of data and include collection, management, reports, and usage.
Websites
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Centers for Disease Control and PreventionFebruary 2018
Federal agency within HHS responsible for promotion of health and well-being of Americans in terms of prevention of infections, injuries, and illnesses, including HIV/AIDS.
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HRSA HIV/AIDS Bureau (HAB)April 2017
HRSA/HAB administers The Ryan White HIV/AIDS Program, the largest Federal program focused exclusively on HIV/AIDS care.
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HRSAJanuary 2017
The EHB is the online portal for grantees of record to report on deliverables identified in their grant award, including, for Ryan White HIV/AIDS Program grantees, data reports such as the ADR and RSR.