[PDF] - 1 Thank you, Debbie! In todays Webcast, Ill discuss all of the PDF Document

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Presented by: Richard Ali Ryan White HIV/AIDS Program Data Support Phone: (888) 640‐9356 E‐mail: ryanwhitedatasupport@wrma.com Presentation Date: February 8, 2018 Session Description: Welcome to today’s Webcast. Thank you so much for joining us today! My name is Debbie Isenberg. I’m a member

the DART Team,

several groups engaged by HAB to provide training and technical assistance to Ryan White recipients and providers during the implementation

the RSR. Today’s Webcast is presented by Richard Ali, from the WRMA/CSR Data Support Team. Richard will provide step‐ by‐step guidance

to complete the 2017 RSR Provider Report, including accessing your report, completing the required sections, as well as validating and submitting your report. At any time during the presentation, you’ll be able to send us questions using the “Question” function

your control panel

the right‐hand side

the screen. You’ll also be able to ask questions directly “live” at the end

the presentation. You can do by clicking the “raise hand” button (on your control panel), and my colleague, Beth, will conference you in. You can also click the “telephone” button and you’ll see a dial‐in number and code. We hope you consider asking questions “live,” because we really like hearing voices

than

Now I’ll turn this

to

presenter, Richard.

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Thank you, Debbie! In today’s Webcast, I’ll discuss all

the details you must know to submit your RSR Provider Report. I’ll begin by explaining who completes an RSR Provider Report. I’ll then go

how to access the Provider Report, followed by a detailed description

the 5 Provider Report sections, including service delivery sites and why it is important that these sites list the most updated information. Next, I’ll discuss how to validate and submit the Provider Report. To wrap it all up, I’ll review the 2017 RSR Submission Timeline, as well as the remaining RSR Webinars and TA Resources available to help you. Let’s get started!

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In today’s presentation, I’ll make several references to the 2017 RSR Instruction Manual. If you haven’t already downloaded this resource, I strongly encourage you to do so as soon as possible from the TARGET Center

Assistance resources will be displayed at the end of this presentation.

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I’ll begin today’s presentation by establishing who needs to complete an RSR Provider Report.

exempted, all provider agencies are expected to complete their

report to confirm that their data accurately reflect their program and the quality

care their agency provides.

are a few instances for which an agency may receive an exemption. These exemption criteria can be found in the Recipient/Subrecipient Exemptions section

page 4

the RSR Instruction Manual.

agencies that provide Ryan White HIV/AIDS Program services must each complete

Provider Report.

funded providers will submit

Provider Report that includes information from all Program Parts under which the agency is funded.

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Once you know your agency needs to complete a Provider Report, you’ll need to locate the report in the RSR Web System. Recipient‐providers will enter their reports through the Electronic Handbook (or EHBs), and providers will enter their report through the Web System login. You can find the links

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your RSR Instruction Manual. Once you’ve entered the system, click “Provider Report” in the left navigation panel to enter your Provider Report Inbox. In the Provider Report Inbox, locate your 2017 RSR Provider Report and click the envelope icon. This icon will either say “Create”

“Open.” As a reminder, today’s slides will be posted in the TARGET Center for your reference in about a week. It is not necessary to try to memorize everything I cover in today’s presentation.

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The 2017 RSR Provider Report includes 5 sections: General Information, Program Information, Service Information, HC&T (or HIV Counseling & Testing) Information, and the Import Client‐Level Data section. I will discuss each of these sections in detail in the coming slides.

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The first section

the RSR Provider Report is the General Information Section. It has four subsections: Organization Details, Organization Contacts, Provider Profile Information, and Service Delivery Sites. The Organization Details includes the agency’s

mailing address, the taxpayer ID, and the DUNS number. These fields will be populated from 2016 data, but you can edit the data by using the “Update” link next to the section header. The Organization Contacts section should include an entry for each staff member from your agency who is affiliated with your RSR submission. This list can be modified by clicking the “Edit”

”Delete” links in the “Actions” column

the table. If a contact is missing, use the “Add a Contact” link below the table. If there is a problem with your submission, Data Support uses this information to contact your

so please make sure to remove people who have transitioned from your

are no longer affiliated with the RSR. The Provider Profile Information section includes your agency’s provider type, your agency’s Section 330 Funding, your agency’s ownership type, information on whether or not your agency is faith based, and your agency’s clientele’s racial/ethnic characteristics. This information is also populated, but you can edit the data by clicking “Update” next to the subsection header. The final component

the General Information Section is the Service Delivery Sites.

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The Service Delivery Sites section was introduced recently so that HAB could provide more accurate information

where clients can access medical and support services. This information is displayed

sites like HIV.gov and through HRSA’s Find Ryan White HIV/AIDS Medical Provider Tool. In the past year, it has also been used to identify service locations that have been affected by natural disasters to support response efforts. It is important that providers add an entry for each of your service delivery

any site where your clients can access HIV care services. The required elements are the Service Delivery Site name; the address

the site where services are provided; the phone number clients can use; the Website, if applicable; the hours

the services provided at the site. If your service delivery site has the same address as your

can add this information by simply clicking the “Add organization address as a site”

However, let’s see what it looks like when we add a site by clicking the “Add a Site” link in the subsection.

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A Service Delivery Site entry includes useful information for clients seeking HIV care services. Each site entry lists the

the address where services are provided, the phone number clients should call for services, and the

You will want to make sure that the address and phone number listed here show where clients can access services and a phone number to call where they can schedule appointments. Clients are also able to view the

and the services provided at the site. If you are unsure about or unable to provide any

this information, please speak with your Recipient and/or Program Manager when completing this section to ensure complete accuracy

the details provided. Once you’ve completed entering this information, click on “Create” to save the newly created delivery site.

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Once you’ve completed entering the information for the service delivery sites, you’ll see the Provider Name, Address, City, State, ZIP Code, and Phone Number. You can use the icon in the left‐hand column to display your service delivery site’s Website URL, Hours of Operation, and the Services offered at that specific location. As I mentioned, HAB provides data about where to get services to several large Websites, such as HIV.gov. This information is absolutely critical for the clients who may need Ryan White Services in your providers’ area. Data

It is important to review and update the service delivery site information annually to reflect current service sites. For more information on Service Delivery Sites, please refer to page 19 of the 2017 RSR Instruction Manual.

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The second section

the Provider Report is the Program Information Section, which includes 4 questions.

first question is an editable field for the contact information

the person completing the report.

2 is the number

paid staff in full‐time equivalents. For more information

calculating the number

paid staff, see page 19 in the RSR Instruction Manual.

3 asks you to select the status

your agency’s clinical quality management program for assessing HIV health services.

4 is the Funding Source Certification question. This item lists all

your agency’s sources

Ryan White HIV/AIDS Program funding. You can use the icon in the left‐hand column to expand each funding source and see the Ryan White services your agency was funded to provide. You should verify that each funding source is accurate. If so, select the check box below the table.

be advised that if this check box below the table is not marked, you will receive an error message when validating your report.

a funding source

funded service is missing, contact your Recipient and ask them to add your agency to their list

contractors. If a Recipient that did not fund your

is listed in question 4,contact Data Support for assistance. Contact information for Data Support can be found

this slide and will also be displayed at the end

this presentation.

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The third section

the Provider Report is the Service Information Section. In this section, a table will populate with all of the Ryan White HIV/AIDS Program services that your

was funded to provide. This table is NOT divided by funding source. You should select the Ryan White services that were “Delivered” by your agency during the reporting period, regardless

Ryan White funding source. As a reminder, if the funded service categories are incorrect, you should contact your Recipient to confirm your agency was indicated as funded

their Recipient Report.

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The fourth section

the Provider Report is the HC&T Information. Every provider must indicate if Ryan White−funded HIV Counseling and Testing services were delivered during the reporting period by selecting “Yes”

“No.” If your response is “Yes,” you must provide aggregate data in questions 7−12. You should report all HC&T aggregate data regardless

whether

not the Ryan White Program paid for the service.

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The fifth section

the RSR Provider Report is the Import Client‐Level Data section. If your agency was funded to provide core medical

support services and delivered these services during the reporting period, your agency must upload client‐level data to your Provider Report. To upload an XML file, click “Browse” to locate your file. After you’ve located your file, click “Upload File.” This process may take a few minutes to complete. When your XML file is successfully processed, it will populate in the “Upload History” table.

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HAB prefers that you merge your data locally. However, if you must upload multiple files, you can view the Upload Completeness Report for each individual file by selecting the icon to the left of the ID number. You can also view any validation errors, warnings, or alerts that your client‐level data may have generated by viewing the Validation Report for each file. I will review each of these validation categories in the upcoming slides.

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To view the “Upload Completeness Report” for the merged data, use the “Upload Completeness Report” link in the left navigation panel. This report is important in checking and improving your data quality. For more detailed information about using these reports, I would encourage you to attend the Webinar “Reviewing Your Data at Upload: Tools Within the RSR Web System” that will be presented on Thursday, March 1.

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After reviewing your “Upload Completeness Report,” click “Validate” in the left navigation panel under “Provider Report Actions.” This link will generate your “Validation Report,” which contains a full list

any validations triggered by the report. There are three possible validation categories:

identify items that are not allowed. Errors must be resolved before you can submit your report.

messages suggest your data may need revision. If you’ve reviewed your data and determined the entered information is correct, you must enter a warning comment explaining the data. You can submit your data with warning comments.

identify areas in your data that should be reviewed for accuracy. You can submit your data with alerts; however, alerts indicate your data may need correction. As a general rule

thumb, Alerts can become Warnings, and Warnings can become Errors in future submission cycles, so it’s a good idea to try to correct all validations as appropriate.

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As an example, your Validation Results may look something like what you see

this screen. This report is grouped by validations triggered by the RSR Provider Report and validations triggered by the Client‐Level Data. As I explained

the previous slide, if your report generates warnings, you will either need to revise the data

enter a Warning Comment explaining the data. There must be at least

Warning Comment entered per warning validation. To add a Warning Comment, click “Add Comment,” and a text box will appear for you to enter and save your comment. After you’ve saved your comment, the comment count column will reflect the number

comments entered per warning validation.

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Once you’ve completed the five Provider Report sections, you’ve uploaded and reviewed your data, and you’ve addressed all of your validation messages, your final step is to “Submit” your report. Providers will use the “Submit” link, and Recipient‐providers will use the “Submit/Accept” link.

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Once you’ve clicked “Submit,” you will be required to enter a Submission Comment. All

your RSR comments are reviewed at the end

the submission cycle. This is your

to add contextual information and feedback about your RSR, so please enter a meaningful comment. After your comment is entered, you need to certify the data in the Provider Report as accurate and complete by adding a check mark. Your final step is to click “Submit Report.” Once you’ve clicked “Submit Report,” your RSR Provider Report will advance to either “Submitted”

“Review” status. If your report advances to “Submitted” status, you are done! If your report advances to “Review” status,

more recipients must review and accept the report before it will advance to “Submitted” status. For recipients that receive multiple Ryan White grants, you must accept your Provider Report through each funding source. For example, recipients that receive both Part C and Part D funding will need to “Accept” their Provider Report through both Part C and Part D grants. Recipients also reserve the right to return Provider Reports for additional changes, so be sure to regularly confirm your report is in “Submitted” status.

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Now that I’ve discussed how to complete the RSR Provider Report, let’s take a deeper look at the 2017 RSR submission timelines.

were required to have their Recipient Report in “Certified” status by February 5. If a Recipient Report requires revisions, recipients must make a decertification request and contact Data Support.

5 marked the date YOU were able start the RSR Provider Report. However, providers should have already began uploading their client‐level data.

5 is the suggested submission date for all RSR Provider Reports and client‐level data. HAB strongly recommends that all providers submit their data no later than March 5 to allow recipients ample time to review and return reports for changes as necessary.

19 is the last day that a recipient can return a Provider Report for corrections. After March 19, they must contact Data Support to make an unsubmit request. It’s much better for recipients to return the reports for corrections before the deadline than to plan to unsubmit the reports during that last working week.

keep in mind that the closer we get to the submission deadline, the less likely we are to approve any unsubmit requests, especially for multiply funded providers. Unsubmitting a report should

be done as a last resort.

26, 2018, is THE final deadline. All reports must be in submitted status by 6:00 p.m. ET

March 26. After 6:00 p.m., the report is automatically marked late by the system. We cannot grant extensions to individual providers

recipients, so please plan your work accordingly. As a reminder, recipients are always able to create earlier deadlines for their provider’s reporting timeline. For example, recipients might tell their providers that they must submit their reports a week in advance

HAB’s recommended March 5 target submission date so that they have plenty

time to return a Provider Report for changes if needed.

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As a reminder, please note that the Provider Report is now open. All Reports must be in submitted status by Monday, March 26, 2018, at 6:00 p.m. EST. We are not able to grant submission extensions, so please start working on this now.

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In addition to today’s Webinar, you have a few more opportunities this year to learn about RSR functionality. I encourage you to attend as many sessions as possible. For more information about each of these Webinars, please visit the Webinar Schedule link at the bottom of this slide to browse upcoming events and register for any that are applicable to you. I also suggest everyone register for the TARGET Center mailings to receive email updates about these learning opportunities and other Ryan White−related information.

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Let’s review the Ryan White Technical Assistance Resources available to you. Data Support addresses RSR‐related content and submission questions. Topics include interpretation of the RSR Instruction Manual and HAB’s reporting requirements; allowable responses to data elements of the RSR Recipient Report, RSR Provider Report, and client‐level data file; policy questions related to the data reporting requirements; and data‐related validation questions. The DART Team addresses questions from those needing significant assistance to meet data reporting requirements; helps determine if recipient systems currently collect required data; helps recipients in extracting data from their systems and reporting it using the required XML schema; and connects recipients that use the same data systems to provide assistance. DART also deals with data quality issues and offers TA for the TRAX Application. The HRSA Contact Center addresses RSR software‐related questions. Topics include EHB navigation, EHB registration, EHB access and permissions, RSR Web System navigation, and Performance Report submission statuses. For our CAREWare users, the CAREWare Help Desk will be your best resource for all CAREWare‐related

Finally, the TARGET Center has a wealth of materials and links related to all things Ryan White. If you’re unsure of who to contact, just contact anyone. We will be sure to direct you to the right place! I’d now like to take a moment to thank you all for tuning in to today’s webinar. I’ll turn it back over to Debbie for the question and answer portion of the webinar.

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Before we go to the Q&A session, we want to remind you that a brief, three‐question evaluation will appear

your screen as you exit, to help us understand how we did and what

information you would have wanted in this

appreciate your feedback very much, and we use this information to plan future Webcasts. We will now take questions. As a reminder, you can send us questions using the “Question” function

your control panel

the right‐hand side

the screen. You can also ask questions directly “live.” You can do this by clicking the “raise hand” button (on your control panel). If you are using a headset with a microphone, my colleague, Beth, will conference you in;

you can click the telephone button and you will see a dial‐in number and code. We hope you consider asking questions “live,” because we really like hearing voices

than

We do want to get all

your questions answered, and we do not usually run

an hour. If you have submitted your question in the question box and we cannot respond to your question today, we will contact you to follow up. We

need to explore your question to give you the most appropriate answer. As you exit this Webcast, please complete the evaluation questions that appear on your screen. This will help us understand how we did and what