2013 Annual Ryan White HIV/AIDS Program 10/7/2013 Data Training

Transcription

1 Presented by Maria Jackson Hittle Technical Assistance Manager Ryan White HIV/AIDS Program Data Support Phone: (888) Fax: (703) Presentation Date Monday, September 9, 2013 Presentation Location 2013 Annual Ryan White HIV/AIDS Program Bethesda North Marriott Hotel & Conference Center 5701 Marinelli Road North Bethesda, MD Session Description This session will outline the structure and content of the RSR Grantee and Provider Reports. 1

2 Good afternoon ladies and gentleman. My name is Maria Jackson Hittle. I am the Technical Assistance Manager for Ryan White HIV/AIDS Program (RWHAP) Data Coordination and Technical Assistance Center (Data Support). I am a member of the WRMA/CSR team, one of several organizations engaged by HAB to provide training and technical assistance to Ryan White HIV/AIDS Program grantees. In this session you will learn how to fill out the grantee and provider contract lists and practice filling out your own contract lists. You will also learn about certifying the grantee report and completing the provider report. And then you will learn about provider exemption criteria. 2

3 In the previous section Rachel gave you an overview of the RWHAP and the RWHAP Services Report (RSR). Now lets take a closer look at the structure and content of the RSR Grantee and Provider Reports. The reports can sometimes be intimidating, but we can assure you that the reports are actually quite simple to complete, especially if you have the RSR Instruction Manual handy as you complete the reports. 3

4 The Grantee Report is the first component of the RSR. It collects basic information about the grantee organization and the service provider contracts that it funded during the reporting period. Only grantees agencies that receive their RWHAP funds directly from HRSA complete the RSR Grantee Report. 4

5 Grantees complete one Grantee Report for every grant they received during the reporting period. An agency that receives one grant from HRSA/HAB will complete one RSR Grantee Report. An agency that receives two grants, a multiply-funded grantee, will complete 2 RSR Grantee Reports (one for each grant it receives from HAB). An agency that receives three grants will complete three RSR Grantee Reports. And so on. There are three sections in the Grantee Report: Section 1 contains Grantee Information, Section 2 consists of a ontract list for Providers Funded y Your Grant, and Section 3 includes a ontract list for Providers Funded Through Your Fiscal Intermediaries 5

6 Section 1 consists of four items; Item 1 is where you will report your agency s address; Item 2 collects your agency s DUNS number; Item 3 collects the contact information for the person completing the report. And Item 4 collects the status of your agency s clinical quality management program; Items 1 and 2 are prepopulated based on information in the System for Award Management, or SAM. If you need to make changes to Items 1 and 2, you will need to modify your agency s profile in the S!M; If you need to make corrections to Item 3, you must update your personal profile in the Electronic Handbooks, or EHBs. TIP: All agencies that provide Outpatient/ambulatory medical care should have a clinical quality management program. If your agency provides Outpatient/ambulatory medical care, Not applicable is not the best response to this data item. 6

7 The next two sections collect information about the contracts that were active during the reporting period. All agencies that had an active contract during the reporting period to provide services with your RWHAP funds should be included on your contract lists. This includes agencies that used your program funding to: Provide core medical or support services to clients, Provide administrative and technical services to you, or Provide HIV Counseling and Testing Services in the community.

8 Remember, for RSR reporting purposes, contracts is a loosely defined term; They include formal agreements, memoranda of understanding, or other agreements. A contract that was active during the reporting period is a contract under which (1) services were delivered by the service provider during the reporting period; or (2) any portion of the contract period falls within the reporting period. 8

9 2013 RSR Annual Ryan White HIV/AIDS Program 10/7/2013 You will include first-level providers on the Providers Funded (Directly) by Your Grant contract list and second-level providers on the Providers Funded through Your Fiscal Intermediaries contract list; 9

10 When you set up your contract lists, be sure to list all of the contracts that were active during the reporting period. The contracts list is where some grantees become confused, because the RSR reporting period is not necessarily the same as the grantee s contract period. The RSR reporting period is the same as the calendar year and begins on January 1. A contract (or budget) period may begin at any time during the calendar year. The main thing to remember is that you should list ALL contracts that were active at any time during the reporting period. For example, many providers have two active contracts during the reporting period because of their grantee s fiscal year; In this case, there would be two contracts entered in the grantee s contract list;!nd, if the grantee provides RWH!P funded services, you must include a contract with your own agency. This is important because HAB only collects Provider Reports and client-level data from the providers who have contracts on the grantees contract lists. One important note is that you cannot be a fiscal intermediary providers to yourself! We already know that you manage your own grants. 10

11 And, speaking of fiscal intermediaries: If you are a fiscal intermediary provider for another grantee, you will only report contracts associated with your grant in your Grantee Report not services contracted under another Program Part. For example, a Part A grantee is a fiscal intermediary provider to a Part B grantee, so the Part A grantee should only list recipients of Part A funding on their Part A Grantee Report. They should not include the Part grantee s second-level providers on their contract lists unless those providers also receive Part A funds. 11

12 And, when it comes to filling out the online forms, after figuring out which provider contracts to list, you should follow the three golden rules: (1) Enter the actual start date and end date for each contract. If the contract started in 2012 and ended in 2013, list the 2012 start date and the 2013 end date. If the contact started in 2013 and won t end until 2014, list the contract s start date as 2013 and the contract s end date as For the most part, the contract date will align with your budget periods. (2) You should enter the total contract award amount for each contract. You shouldn t prorate or annualize the amount reported. (3) Finally, select all of the contracted services, even if the provider didn t actually deliver the service. 12

13 After you have finished filling out the Grantee Reports using the online forms, you need to certify the report to submit it to HAB. Before you can do that, however, you need to validate the reports. Validating the report will show any errors that have occurred and will give basic information about the error that can help you fix the problem. You cannot submit the Grantee Report with errors. 13

14 When your report is error free, you must certify the report. Grantee Reports must be certified before the information will be reflected in the providers Provider Reports; Also, Grantee Reports must be certified before a provider can submit a Provider Report. 14

15 To recap what we have learned about the Grantee Report: Each grantee of record completes a separate Grantee Report for each RWHAP funded grant that it receives from HRSA. In the Grantee Report, list all contracts that were active during the reporting period. Make sure to include a contract with your own agency if you provide RWHAP funded services, and include multiple contracts, if appropriate. If you are fiscal intermediary provider, only report contracts associated with your agency s grant; 15

16 Are there any questions about the RSR Grantee Report? 16

17 If there are no more questions, let s move on to a round of Test Your RSR Knowledge ; Please take a look at this sample chart of funding streams. You should also have this chart in front of you in your handouts. In this chart you see that HAB (represented by the image of the U.S. Capitol) gives Part B funds to State of Grace and also gives Part A funds to the City of Springfield. The Part B funds then get passed through the City of Springfield as a fiscal intermediary to three provider organizations. The pink solid arrows represent the Part B funds being passed through to Health & Happiness Project, John Doe University Clinic, and The Wellness Institute. The dashed orange lines represent the Part A funding stream. City of Springfield passes its Part A funds directly to three different providers: John Doe University Clinic, The Wellness Institute, and Superior Care Clinic. Please keep this handout in front of you so you can refer to it as we complete the Part! and grantees contract lists; 17

18 Use the blank contract list handout to list the providers that will be included in the contract list for State of Grace s Grantee Report and ity of Springfield s Grantee Report. I will give you a few moments to complete this contract list.

19 Here are the answers. For Part B State of Grace The City of Springfield is a fiscal intermediary provider to Part B State of Grace. So it is listed on their Providers Funded by Your Grant contract list; The other providers, who receive their funding indirectly through the City of Springfield, are listed on their Providers funded through your fiscal intermediaries contract list; These providers are Health & Happiness Clinic, John Doe University Clinic, and The Wellness Institute. For Part A City of Springfield The Part A grantee report for City of Springfield will include John Doe University Clinic, The Wellness Institute, and Superior Care Clinic. These providers directly funded by Part A City of Springfield. Can anyone tell me why Health and Happiness Project is not included in the City of Springfield s Grantee Report?!nswer: It is not included in that report because it does not receive Part A funds.

20 Now I will give you a quick quiz to practice how to fill out a contract list. Before you get started filling out this handout, let me give you some information about the contracts that Part A has with Superior Care Clinic. The contract periods begin on April 1. Superior Care Clinic offers outpatient/ambulatory medical services, and Superior are linic s budget is $35,000 per year; Using this information, please fill out the contract list. I will give you a few moments. 20

21 Here are the answers. The grantee must list two contracts with Superior Care Clinic. The contract starting April 1, 2012 and ending on March 31, 2013 does not cover the 2013 calendar year. So, the Part A grantee must add another contract which begins on April 1, 2013 and ends on March 31, 2014 to cover the rest of the 2013 reporting period. The $35,000 amount was the total amount of funding budget for each contract. The provider was funded to provide were Outpatient ambulatory medical care services. 21

22 Now please think about the contracts that must be listed on your RSR Grantee Report; Which providers will appear on your Providers funded directly by your grant contract list? Do you have any second-level providers that will appear on your Providers funded through a fiscal intermediaries contract list; Think about your budget year and the reporting period. Will you need to include more than one contract with each provider? Do you have the information you need to complete the Grantee Report? If not, how might you go about getting the information? 22

23 Do you have any other questions about the contract list or Grantee Report before we move on to the Provider Report? 23

24 Now, let s move on to the next component of the RSR, the Service Provider Report; This second component or sub-report in the RSR is a collection of basic information about both the provider and the services the provider delivered under each of their Ryan White contracts. 24

25 The RSR Provider Report is composed of 17 items distributed across 2 sections, Basic agency information and HIV Counseling and Testing Information. The RSR Provider Report collects basic information about both the service provider agency and the services it delivered under each of its Ryan White HIV/AIDS Program contracts. All agencies that receive Ryan White funding to provide services are required to submit RSR data to HAB. Every agency listed on a RSR Grantee Report contract list is expected to submit a Provider Report. This includes: Agencies that provide direct client services, Agencies that provide administrative and technical services to the grantee, and Agencies that provide HIV counseling and testing services with RWHAP funds. All agencies complete a single Provider Report, even if the provider is multiply funded. Multiply-funded providers will submit one RSR Service Provider Report including information from all Program Parts under which it is funded. For example, if a provider receives funding under Parts A, C, and D, the provider will submit one Provider Report that contains all of its Part A, C, and D data. Also, HAB expects providers to complete their own report. This is because providers are the ones with the closest access to their own data. The only exception to this rule is if the provider qualifies for an exemption, in which case the Grantee submits the 25

26 data on behalf of the provider. We will discuss when a provider is eligible for an exemption in a few minutes. 25

27 There are two ways to access the Provider Report. Grantees, including granteeproviders, gain access the reports via the EHBs. Agencies that are ONLY providers login directly to the RSR Web system. All of you here today are grantees and will only login via the EHBs. There are also two ways to enter data: - Manually using the online forms; or - Via XML file upload. 26

28 Now lets take a look at the items in the RSR Provider Report. Item 1, provider address, is pre populated in the RSR Provider Report online form. If the data are incorrect, you will need to revise your agency profile information in the SAM, if you are a grantee, or in RSR Web system if you are a provider. 27

29 Item 2 reflects the name of the person who is responsible for the data submitted. If these data are wrong, you must update your user profile in the EHBs. 28

30 For Item 3, select the one provider type that best describes your agency. You can find the definition of the provider types in the Instruction Manual; If you select Other provider type, you must provide a description of your agency;!nd, if you indicate that your agency is a publicly funded community health center, you must answer Item 4. 29

31 Select the category that best describes your agency s ownership status for Item 5a; If you selected private, nonprofit, indicate if your agency received funding as a faith - based organization (that is, one operated by a religiously affiliated entity, such as a Catholic hospital) in Item 5b. 30

32 Indicate yes, no, or unknown in Item 6 whether your organization received MAI funds during the given period. In Item 7, enter the amount of RWHAP Part A, B, C, or D funds expended on oral health care during the reporting period. Again, if you receive funding under Part F, you will NOT include your Part F data in the RSR. Do not include Dental Reimbursement Program (DRP) or Community-Based Dental Partnership Program (CBDPP) funds in this calculation. 31

33 You will indicate the RWHAP-funded services that you delivered during the reporting period under each contract listed in Item 8. Item 8 will show each user a prepopulated list of contracts. The list is populated based on contract information submitted by grantees in their RSR Grantee Reports. 32

34 When you select the services link in Item 8, a new window will open in which you ll see four groups of services: Administrative Services, Core Medical Services, Support Services, and HIV Counseling and Testing Services. This is a partial view of the window that will open when you select the services link; The first column shows the services that the provider s grantee(s) have selected as funded; These are the contracted services; Providers should select the services they actually delivered under each contract in the second column, the delivered column; If the information listed in provider s contract is incorrect, it must be changed by the grantee who funded the contract. Instruct your provider to contact the grantee of record indicated to ask the grantee to amend the provider s contract in the grantee s RSR Grantee Report. If a service provider indicates that it only provides administrative and technical services under all contracts, it does not complete the remainder of the Service Provider Report. The provider will NOT submit client-level data. If you provide only administrative and technical services, you are now done with data entry! 33

35 Take a look at the diagram on this page, which can also be seen in your binder. We saw this same diagram earlier. I will give you a quick quiz about the contracts. 34

36 35

37 Q:!t least two contracts should be listed in Item 8 of The Wellness Institute s Provider Report. True or false? A: True. The Wellness Institute s contract list will include at least two contracts because it received funding from two different grantees: State of Grace and City of Springfield. Q: Health & Happiness Project notices that the services reported as funded in Item 8 of its Provider Report are incorrect. What must be done to correct the list of funded services? A: The Part B Grantee Report must be edited and recertified. Health and Happiness must contact State of Grace to ask the State of Grace to modify their contract. 36

38 Item 9 is where you report your agency description. Select the categories that best describe your provider agency. Remember that the fourth and fifth options in this list are mutually exclusive. Providers may select options 1, 2, and/or 3, option 4, OR option 5. 37

39 Report the number of paid staff, in full-time equivalents (FTEs), who were funded by the RWHAP during the given reporting period in Item 10. You may enter up to two decimal places. Enter a zero if there are no staff paid with RW funds. In Item 11, select the status of your agency s clinical quality management program for assessing HIV health services;!gain, if the provider delivers O!M services, it s not a great idea to select not applicable for this item as all RWH!P programs that deliver this service should have a clinical quality management program. If good on time: Do you have any questions about Items 1-11 of the Provider Report? 38

40 If your agency used RWHAP funding to provide HIV counseling and testing (HC&T) services during the reporting period, you must complete this section. Report ALL individuals who received the service at your agency, regardless of funding source. Keep in mind that, because RWHAP funding may be used to test individuals anonymously, this section may include people who are not reported as RWHAP clients in your client-level data file. 39

41 HIV Counseling and Testing includes: Tests to determine and confirm HIV infection, and Discussions about the benefits of testing or legal provisions to ensure confidentiality. It does not include: Tests to determine the status of the immune system or viral replication, and Mental health counseling/therapy, substance abuse counseling/treatment, or psychosocial support services 40

42 Here is a screenshot the HIV Counseling & Testing section of the Provider Report online form. The section consists of Items In Item 12, the Number of individuals tested for HIV, indicate the number of people tested using an FDA-approved test during the reporting period. In Item 13, report the number that tested negative for HIV during the reporting period. In Item 14, you re going to report the number who tested negative and also received posttest counseling. In Item 15 Indicate how many of the total individuals tested also tested positive for HIV during the reporting period. Item 16 you will indicate how many positive individuals also received HIV -posttest counseling immediately following the test or returned for counseling at a later date. In Item 17, indicate how many individuals who tested positive were referred to HIV medical care. If good on time: Do you have any questions about the HIV Counseling and Testing 41

43 section? 41

44 Before we conclude our discussion on the RSR Provider Report, I would like to take a few moments to discuss reporting exemptions. Service organizations may be exempted from completing their own Provider Report and lient Report at the grantee s discretion; To be exempt, the provider must meet one or more of the following criteria: The provider submits only vouchers or invoices for payment, such as a taxicab company that provides transportation services only, or the provider does not see clients on a regular and sustained basis like if it provides 42

45 services on an emergency basis only, or the provider offers services to clients on a fee-for-service basis; 42

46 received less than $10,000 in RWHAP funding during the reporting period, sees a small number of Ryan White HIV/AIDS Program clients, is no longer funded by your agency, or it is no longer in business. NOTE: All providers that appear on your contract list in your Grantee Report will be expected to submit a Provider Report. Do not list providers that are given an exemption in your Grantee Report. 43

47 However, not all providers are eligible to receive a reporting exemption: A grantee-provider may NOT be given an exemption. A multilevel provider may NOT be given an exemption. A multiply-funded provider that is not also a multilevel provider MAY be exempt from completing its own Service Provider Report IF it receives an exemption from ALL of its grantees. NOTE: A grantee is not obligated to give a provider an exemption. 44

48 Always, remember that even if you exempt one of your providers, you as the grantee are responsible for reporting the provider s data; If a second-level provider receives an exemption, either the grantee or the first-level provider is required to submit the second-level provider s data; No matter what, the data must be submitted. 45

49 If you provide core medical or support services, you must upload client-level data to complete the submission of your RSR Provider Report. After you upload your data, review your Provider Report using the reports in the RSR system. They have been developed to help you ensure the data reported in the RSR match the data in your systems. You must also validate your data in the RSR Web system before you can submit your Provider Report and client-level data. If you receive an error notification from the RSR Web system, you must fix your data before you can submit your RSR Provider Report and client-level data. If you receive a warning notification, you should review and attempt to fix the data that caused the warning before you submit your RSR. However, if you cannot or should not fix the warning, you may submit your RSR Provider Report with the warning. Be sure to write a meaningful comment, however, to explain the data that caused the warning. 46

50 To recap what we learned about the Provider Report: All agencies that have a contract listed on their grantee s RSR Grantee Report must submit a Provider Report. Each provider only completes ONE Provider Report, even if it receives funding from multiple grantees. Providers must report the services provided to clients that were paid for with Ryan White funding. Providers will report ALL individuals tested regardless of funding source if they used Ryan White funds to provide HC&T services, and Providers must upload client-level data if they provided core medical or support services during the reporting period. 47

51 For more information on program requirements, we suggest that you contact your HAB Project Officer. 48

52 Reporting policy questions may be directed to Data Support. The HRSA Contact Center provides support for the EHBs and the RSR Web system. Meanwhile, data quality and completeness questions may be directed to the DART Team. Remember there is no wrong door; ontact anyone on this list if you have questions; If the group you have contacted can t answer your question, they will see to it that you receive the help that you need! 49

53 Two vital online resources are the HAB Web site and TARGET Center Web site. We recommend that you bookmark each of them. 50

54 Are there any questions on the Provider Report or Grantee Report? That brings us to the end of this session. We are going to take a short 15 minute break before go on to the final segment about the RSR Client Report. Thank you for your attention. 51