Presented by AJ Jones Ryan White HIV/AIDS Program Data Support Phone: (888) 640 9356 E mail: ryanwhitedatasupport@wrma.com Presentation Date October 14, 2015 Session Description Good afternoon, and for those of you on the West Coast, good morning. Welcome to today s Webcast: What s New in 2015: Reporting Clarifications and Instruction Manual Highlights. My name is Michael Costa. I m a member of the DART Team, one of several groups engaged by HAB to provide training and technical assistance to Ryan White grantees during the Ryan White Services Report implementation. Today s Webcast is presented by AJ Jones from Data Support. This session provides an overview of the changes to the 2015 RSR reporting requirements, the improved RSR Web System, and resources available to assist you in completing your RSR. At any time during the presentation, you ll be able to send us questions using the Question function on your control panel on the right side of the screen. You ll also be able to ask questions directly live at the end of the presentation by clicking the raise hand button (on your control panel); my colleague will then unmute you. We hope you consider asking questions live, because we really like hearing voices other than our own. Now I d like to turn the Webcast over to AJ. AJ? 1
10/1/2014 Thank you, Michael, for the introduction, and thanks all of you for joining us today! In this session, we are going to review the 2015 changes to the Ryan White Services Report, or RSR. We will begin by discussing changes to the 2015 data validations and the change in reporting requirements from funded scope to eligible scope. We will highlight the importance of housing status, introduce some enhancements to the Web System you will use to complete your report, and will end with some training and technical assistance resources available to help you complete your report. Please remember that the changes outlined in this presentation are for 2015. Educating yourself these changes and providing accurate data can prepare you for changes that may occur in subsequent years. 2
Let s begin by discussing the 2015 data elements and validations. There were no changes to the 2015 client level data elements, meaning that last year s schema and data dictionary will be used for the 2015 RSR. There were several changes to the RSR validations, including the addition of alerts and warnings. For example, the race and ethnicity breakdowns that were new on last year s RSR will now generate alerts in the RSR system if that data is missing for your clients. For a detailed look at the new, changed, and removed validations, refer to the New RSR Validations and Merge Rules Webinar originally presented on October 7, 2015. Also, these slides will be posted online so you don t need to worry about copying this information now. 3
Next, let s discuss the biggest change to reporting requirements: eligible scope reporting on the RSR. To better address the changes in the health care landscape as a result of the Affordable Care Act, the 2015 RSR will report using eligible scope reporting requirements rather than funded scope reporting requirements. In the past, providers were required to keep track of which funding streams were used to pay for client visits, and they only reported clients who received service visits funded by the Ryan White program. Starting with the 2015 RSR, providers will no longer need to filter out clients who did not receive a Ryan White funded service visit. I will go over the two questions providers will need to ask to determine whether a client should be reported on the 2015 RSR on the next slide. If you want a more detailed discussion of the rationale and examples of reporting scenarios, review the Webinar The Transition to Eligible Scope: Reporting and Data Expectations originally presented on July 22. 4
For the 2015 RSR, report all eligible clients who received a Ryan White funded service from your organization. This includes clients whose visits were not paid by Ryan White but would have been eligible for Ryan White funds if other funding was not available. To determine whether to report a client, ask yourself: First, does my organization receive Ryan White funding to provide the service the client received? And second, is the client eligible to receive Ryan White funded services? If the answer to both questions is yes, you should report the client on the 2015 RSR. HAB does not expect you to go to extraordinary lengths to certify clients as eligible. When in doubt, report clients that you think may be eligible for the program. Reporting using eligible scope will help HAB to demonstrate the value of the Ryan White program, especially when funds are being used for co payments, co insurance, cost sharing, and deductibles that would not have been captured using funded scope reporting. Reporting using eligible scope will not impact how to complete the Grantee and Provider Reports for the RSR. Only the client level data is impacted by the change. 5
Now that we ve gone over the eligible scope reporting requirements, let s use an example to help us decide whether to report clients. For the next two questions, consider the following scenario: An agency is funded by the Ryan White program to provide mental health services and is funded by another payer to provide food bank services. 6
For our first question, a client who is eligible for the Ryan White program receives mental health services at the agency. Should this client be reported on the RSR? Beth, please launch the poll so our attendees can respond. Yes, the client should be reported because the agency was funded for mental health and the client was eligible. 7
An agency is funded by the Ryan White program to provide mental health services, and is funded by another payer to provide food bank services. A client who is eligible for the Ryan White program receives only food bank services at the agency. Should this client be reported on the RSR? No, the client should not be reported because the agency is not funded by the Ryan White program for food bank services. 8
Although the reporting requirements for housing status have not changed for 2015, HAB is highlighting the importance of this data element on this year s RSR. Nationwide data have shown that unstable housing and poorer viral load suppression are associated everywhere in the country. Providers delivering outpatient ambulatory medical care, housing services, and medical and nonmedical case management should report clients housing status at the end of the reporting period. However, grantees and providers should be aware of clients housing status throughout the year to improve clinical outcomes and identify those who need housing assistance. If they have clients with unstable and temporary housing arrangements, they should connect these clients with resources to promote stable housing as quickly as possible. 9
Let s move on to discuss some enhancements to the RSR Web System you can look forward to once reporting begins. For previous year s reporting, providers were only able to remove client level data files from their RSR using the all or nothing Clear Clients feature. Starting with the 2015 RSR, you will be able to select which files to clear from the RSR. If you have multiple client level data files to upload, you can now clear only those files that need to be corrected using the (click) clear selected files button at the bottom of the screen. You will be able to clear as many of the files uploaded by your agency as you want. Note that these are files uploaded by your agency. If a grantee uploads a file on your behalf, you must contact the grantee to clear the file. OR you may contact Data Support to clear all the files in your RSR. 10
You will also now be able to generate a Data Completeness Report, Upload Confirmation Report, and Client Level Data Validation Report for each of the client level data files that have been uploaded into the RSR Web System. Although HAB prefers that you upload one merged client level data file into your RSR, there are some situations when you might need to upload multiple files. This feature will allow you to check the data quality for each of your files so that you can better identify data issues that need to be corrected before submission as well as determine places where you can improve your data for next year. Scroll to the bottom of the Import client level data screen to view the table with your upload history. You will see an entry in the table for each client level data file you have uploaded that is still in the system. (click) You will see the option to view each report nested under each of the client level data files uploaded into your RSR. If you don t see the information displayed in the table, (click) click on the arrow in the leftmost column of the table to expand the selection. You will still be able to generate a combined Data Completeness Report and Upload Confirmation Report for all of the data uploaded. 11
For the 2015 RSR, the old method of entering provider contracts into your Grantee Report has been replaced by the new Grantee Contract Management System, or GCMS. The GCMS will allow you to access contract information year round and will automatically populate your Grantee Report with information you previously entered into the EHB. By moving to a consolidated list of contracts, you will no longer need to add contract information into each individual report to meet your reporting expectations to HAB. If your other reports have been completed correctly, this will reduce the time required to complete the Grantee Report. For Part A and B grantees, the GCMS will populate with data from your 2015 consolidated list of contracts. For Part C and D grantees, the GCMS will populated from your 2014 RSR data. (click) For an in depth explanation of how to complete your report using the new Grantee Contract Management System, please join us for the Webinar How to Complete the RSR Grantee and Provider Reports on December 2. We will walk through the process of completing your RSR from start to finish. You can register for the Webinar using the link here. As a reminder, these slides will be posted online, though I encourage you to register for the Webinar today. 12
This slide is a visual representation of the data you will add to the EHB to meet your reporting expectations to HAB. Grantees will enter detailed contract data into the GCMS, which will be used to populate provider contracts in the RSR Grantee Report. For Part A and Part B grantees, this data will also be used to populated the Program Terms Report Consolidated List of Contractors and the Allocations Report. The method for completing your Grantee Report is the same as it has been in previous years: you will need to respond to the questions, review the Provider and Service Data populated from the GCMS, and validate and certify your report. Any changes that you need to make to the contracts will be made in the GCMS and synchronized to your Grantee Report and other reports as necessary. 13
Note that for that 2015 RSR, you will NOT be able to make changes to your RSR Grantee Report once it is in certified status without receiving approval from Data Support. Due to system changes related to the GCMS and to the acceptance of all RSR deliverables by Project Officers, it is more important than ever that the data in your Grantee Report be correct and up to date BEFORE you certify your report. Ensuring that data are accurate prior to certification will ease the process of reporting for both you and your providers. If you do need to make a change to a Grantee Report that has been certified, you must request a decertification using the left hand navigation panel in the system. All de certifications must be approved by Data Support before you will be able to make edits. For those of you who have requested a Provider Report un submit, the process will be the same for Grantee Reports. 14
A new table to store information for a provider s service delivery sites has been added to the RSR Provider Report. Data from the provider delivery sites table will be used to populate the HRSA Data Warehouse and will help clients find the best site for the services they need. This data was recorded manually in previous years, so this feature is expected to improve client access and reduce the burden on providers to communicate delivery sites to HAB. Providers may add each of their service delivery sites into the table using the (click) add a site link while completing their RSR Provider Report. Providers will be able to add addresses, hours, and Web site information in addition to checking the services delivered at each site. Although it is not required that you complete the Provider Delivery Sites table, we strongly encourage you to take a few moments to add your provider sites to the table. Once you enter this information, it will populate in future submissions and will only need to be reviewed. 15
You will find that there have been several improvements to the design and feel of the RSR Web System in addition to the enhanced functionalities. For example, the Provider Report will now only display services that a grantee has indicated a site is funded to provide rather than the full list of all services. As a reminder, if any funded services are missing, you will still need to contact your grantee to have them add the services to the Grantee Report. Our system team has been working hard to incorporate your feedback into the system to reduce reporting burden and improve the experience of completing the RSR. Please contact us if you have additional suggestions or questions, and we will be sure to consider your thoughts for future system improvements. 16
Now that we know what to expect for the 2015 RSR, let s take a look at some resources that will help you take the next steps to prepare for submission. This slide lists two important sites for information, the HAB and TARGET Center Web sites. The HAB Web site is a great resource for additional information on the Ryan White Program, documents such as instructions and forms, and the most up to date policy notes. You can also find information on the HAB Web site to subscribe to informational e mails and other services such as the CAREWare listserv. The TARGET Center Web site includes many resources for Ryan White Program grantees and providers and also has a list of events, such as this Webinar, you may be interested in. If you haven t already done so, you can register on the TARGET Center Web site to receive e mail reminders of important events and due dates. You can also review archived Webinars on the TARGET Center Web site; they include the presentations slides and a summary of the Q&A sessions. You may find that your questions are more common than you think. As a reminder, the slides from today s presentation will be posted in the next week or two. If you have questions while you are reviewing these materials, or if you need help finding any of the resources discussed here, give us a call at Data Support, and we re happy to assist. 17
Although we didn t discuss in detail the existing reporting requirements for the RSR, I encourage you to review the 2015 RSR instruction manual for an indepth look at how to complete the RSR. The manual is a one stop shop for information specific to meeting your RSR reporting obligations to HAB. It includes background information to help you understand the Ryan White program and services delivered through it, a step by step guide for completing the RSR, system screenshots, element definitions, FAQs, and other helpful tips and resources. If you want to review highlights of the new features and changes to the RSR we discussed today, refer to the overview on the second page of the manual. The manual will be your best resource for completing the RSR Grantee Report and Provider Report. 18
For specific details on how to complete the RSR, Iwould recommend referring to the relevant sections of the RSR manual listed here. As many of you know, last year we introduced a new functionality called Check Your XML that allows providers to review their XML schema and data quality prior to the start of the submission cycle. You can find an overview of the Check Your XML feature on page 17 of the manual. We encourage all providers to take advantage of this feature to avoid last minute issues with data quality or schema compliance. For detailed steps on completing the Grantee Report and using the Grantee Contract Management System, the instructions begin on page 17. Steps for completing the RSR Provider Report, including the questions you will need to respond to and descriptions of the response options, begin on page 24. For providers of core and support services who need to upload client level data into the report, those instructions begin on page 31. The chart on page 58 is great for reviewing specific data elements and for a quick glance at what elements to report. 19
As you go through the manual, you will notice textboxes with helpful tips, hints, and important things to remember when completing the RSR. We know that the RSR can seem daunting at first, but these short descriptions will help you with tricky concepts and let you know who to contact if you need assistance. Every year, Data Support works to update the manual to incorporate your feedback and answer some of the most common questions that we receive throughout the submission cycle. Each section of the manual contains an overview of our most frequently asked questions about that topic, indicated by a question mark. Finally, if you have any questions or need clarification on anything in the RSR manual or anything it doesn t cover, we have several TA teams at the ready to field your questions and assist you. We are always here to help you complete the RSR, and your questions help us to improve the RSR system and future editions of the manual. 20
With that in mind, this slide shows the Technical Assistance Resources available to you throughout the year. Data Support addresses RSR related content and submission questions. The areas we can help you with most include: Interpretation of the RSR instruction manual and HAB s reporting requirements; step by step instructions for completing the RSR Grantee and Provider Reports; data validation questions; and any general questions you may have about the RSR. The DART Team addresses questions for those needing significant assistance to meet data reporting requirements; determining if grantee systems currently collect required data; assisting grantees in extracting data from their systems and reporting it using the required XML schema; and connecting grantees that use the same data systems to provide assistance. DART also deals with data quality issues as well as provides TA for the TRAX Application. The HRSA Contact Center addresses RSR software related questions, such as registering for and navigating the Electronic Handbook (EHB) and RSR Web System, resetting passwords, and making sure that you have the right permissions to complete the reports. For our CAREWare users, the CAREWare Helpdesk will be your best resource for all CAREWare related questions. I would encourage all CAREWare users to sign up for the listserv on the HAB website to join the conversation with your peers. As we re fond of saying, there is no wrong door for requesting assistance if we are not able to answer your questions, we are happy to refer you to the right place to go. With that, I m going to turn things back over to Michael so that we can take some of your questions. Thanks for joining us today! 21
Thank you, AJ. Before we go to the Q&A session, I would like to remind you that a brief, three question evaluation will appear on your screen as you exit to help us understand how we did and what other information you would have liked included on this Webcast. We appreciate your feedback very much and use this information to plan future Webcasts. [Advance slide to TA Resources during Q&A period]. We will now take questions. As a reminder, you can send us questions using the Question function on your control panel on the right side of 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; or you can click the telephone button and you will see a dial in number and code. We hope you consider asking questions live ; we really like hearing voices other than our own. We do want to get all of your questions answered, and we do not usually run over 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 often need to explore your question to give you the most appropriate answer. As you exit this Webcast, don t forget to answer the evaluation questions! 22