RSRRyan White HIV/AIDS Program

Services Reporting System

What’s New with the RSR

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Presentation Outline

• RSR Instruction Manual Updates

• eUCI Modifications

• RSR Data Upload Procedures and Specifications

RSR Instruction Manual

Version Release Date

Initial October 2008

Version 1.2 December 2008

Version 1.3 February 2009

Version 1.4 May 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 1.4Definition 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 1.4Data 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 1.4Appendix 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 Data.TA@cicatelli.org

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 namefor users

Contact phone and e-mail for users

AIRS Release 8.3,April 09

Release 8.3,April 09

Vida Behn Chernoff vab01@health.state.ny.us518-402-6790

AllscriptsRecent addition; awaiting additional

information

Chris Koch,Connected Hospital

Community

chris.koch@allscripts.com708-434-5507

ARIESVer. 2.4.5.0,January 09

Ver. 2.6.0.0,June 09

Jenny Martinjenny.martin@ucop.edu

510-287-3383

CAREWare Build 389,January 09

Build 389,January 09

John Milberg, HRSA HAB

cwhelp@jprog.com877-294-3571

Casewatch Millennium

January 09 July 09 Andy Corrigan acorrigan@acmsinc.com323-460-7700

CHAMPS May 09  April 09 Dennis Leary,

FutureBridge Business Solutions

learyd@futurebridge.net973-515-7550

eCOMPAS November 08 April 09 Jesse Thomas jesse@rdesystems.com973-773-0244

LabTrackerLT 6.16,

January 09LT 6.16 Build 244,

May 09Mark Polischak

Mark@labtracker.com760-327-6022

Provide Enterprise

Ver. 4.2,November 08

June 09Bret F. Ballinger,

Groupware Technologies

414-454-0161 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

https://performance.hrsa.gov/HAB/RSRFiles/ – Once there, enter the information on the request page and

request the schema by clicking on the box at the bottom that says: “Email 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) – http://www.careacttarget.org/library/

RSR_Client_Level_Data_Dictionary.pdf (click on Data Dictionary)

• 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):– https://performance.hrsa.gov/HAB/RSRFiles

• Updated XML Schema Implementation Guide and Data Dictionary

• http://www.careacttarget.org/topics/rsr.asp • XML Schema format for Grantee XML upload of the

Grantee Report (if you want/need to import your provider contracts)– Michael Dols at: michael.j.dols@saic.com

Thank You

Questions?

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