RDR

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All agencies that receive grants under the Ryan White CARE Act are required to submit a RDR (Ryan White Program Data Report) to their grantee(s) annually. The reports are based on the calendar year.

Here are a few key things about the RDR that every agency needs to be aware of:

• ALL Ryan White funded contractors must complete, at minimum, pages 1 through 3 of the RDR. This includes non-service contractors such as networks or consultants.
• Detailed instructions on which RDR sections pertain to different types of service contractors are contained on PAGE 1 of the instructions. Please review these instructions carefully. For example, only clients who are HIV positive and have received at least one medical service should be reported in Section 5.
• Your reporting scope is all Ryan White eligible services unless you have direct approval from HRSA to report funded scope only. This written approval must be relayed with your report.
• Each agency submits ONE (1) RDR for all Ryan White eligible services and activities. Even if you have multiple sources of Ryan White funding (e.g. Part B from New York State and Part A from New York City/MHRA, or Part C), each grantee will receive an identical copy of the report. NON-MATCHING REPORTS WILL NOT BE ACCEPTED. This includes all report content: administrative, fiscal, and service data. If you are generating the RDR extract from AIRS for both NYCDOHMH/MHRA and NYSDOH/AIDS Institute, they should be run at the same time from the same database, with no data entry or edits in between.
• Only non-anonymous clients who have received at least one Ryan White eligible service during the year are to be included in the RDR, with the exception of anonymous Counseling and Testing clients reported in Section 4.
• Please review the instructions in the attachments, generate your report and review it for quality and completeness prior to submission. Data errors such as totals by gender, or totals by race/ethnicity not equaling the total number of unduplicated clients will cause your report to be rejected.

2010 RSR/RDR Letter to Providers from Vida Behn Chernoff

Below is a letter that we have sent to our providers about the RDR and RSR...

If you want to print a PDF version, Click HERE.

January 6, 2011

Dear Colleagues:

The annual Ryan White Services Report (RSR) and Ryan White Data Report (RDR) reporting season started on January 3, 2011, with the opening of the HRSA EHB (Electronic Hand Book) for Provider Reports.

All AIDS Institute Ryan White Part B-funded and Ryan White Part A subcontract to AIDS Institute agencies must submit their RSR and RDR extract from the AIDS Institute Reporting System to the Office of Systems Development.  We will create the appropriate XML file and relay it to the HRSA website for final review.   If you are funded via Part C or D, you will have an opportunity to check your report results directly on the EHB.  If you have any issues regarding Part C or D data from systems other than AIRS, or plan to use your direct EHB access to upload (RSR) or enter (RDR) your data directly, please notify us by January 10, 2011.  If you have any questions regarding your funding sources, please contact us at AIOSD@health.state.ny.us.

Instructions on how to complete the RSR and RDR from AIRS are available on AIRSNY.org.  Links to HRSA technical documentation are also available from AIRSNY.org.   You should be on Version 8.6 of the AIRS system to ensure complete and accurate reports.

As in last year’s reporting cycle, both the RSR (client level data, funded scope) and RDR (aggregate data, all RW eligible clients and services) will be submitted via extract from AIRS, using the links provided on AIRSNY.org.   Both extracts must be submitted to the AIDS Institute at the same time, even though the HRSA deadlines for these reports are not the same.   Data entry for the 2010 calendar year should be completed by February 11, 2011.  Please remember that due to the difference in reporting scope, the total numbers reported in the RSR will always be lower than the total number reported in the RDR.   The RDR tends to require more time for review and validation on the EHB, which is why we ask for submission at the same time as the RSR.

The RSR and RDR extracts are due to the AIDS Institute on Friday, February 18th.  If your data entry has been completed, you are welcome to submit earlier.  The website for submissions is:

http://www.formstack.com/forms/AIRS_Web_Forms-2010_rsrrdr_submission

The link will be available from AIRSNY.org as well.

The AIDS Institute requires that these reports be submitted prior to the HRSA deadline to allow adequate time to prepare and upload the files to the EHB before the reports are closed for review by other funders.    We will work with you to be sure that the reports are as complete as possible. 

Thank you for your assistance in previous reporting cycles, and we look forward to working with you again.

 

Sincerely,

Vida B. Chernoff, Director
Office of Systems Development
NYSDOH AIDS Institute

CC:  John Fuller

Mona Scully

When you are ready to submit the RDR extract, please make sure that you have also completed your RSR extract. To ease the processing of the RDR and the RSR, we would like you to submit both reports at the same time. Please use the form at the followin link to make your submission. Be sure that you have both extracts ready for submission before you use this form.

http://www.formspring.com/forms/AIRS_Web_Forms-2010_rsrrdr_submission

Jay Fischer, Larry Spiegel, and other staff members of the AIDS Institute have created several reference guides for the RDR. These guides are extremely helpful in preparing for the RDR and we hope you will make use of these documents. Click the following links to open the files.

How2 Create the RDR--A step by step guide.

Section 5 RDR Data Quality Tips for Primary Care Providers -- A collection of tips that will help primary care providers improve the collection and quality of their data and produce a more accurate RDR.

RDR Guide-- A Question-by-Question Guide to Locate RDR Information in AIRS.

RDR-ServiceMapping-Actives--AIRS Encounters & Services Grouped by RDR Category (Actives Only).

RDR-Section 5 Service Mapping

 

The following are additional RDR documents that you can download for reference.
Note that these files are in PDF. (HRSA has yet to upload the 2010 forms and instructions. As soon as HRSA posts the new materials, we will link to them.)

Complete RDR Forms (10/15/09)

Complete RDR Instructions (10/15/09)

HRSA's Website for the RDR--Additional RDR resources.