Ryan White Services Report (RSR)

Beginning January 1, 2009, all Ryan White HIV/AIDS Program grantees and service providers will begin client level data collection for HRSA’s HIV/AIDS Bureau using the new Ryan White Services Report (RSR). The RSR is a data collection and reporting system for reporting information on programs and clients served (Client Level Data).


Getting Ready for the RSR--2015

As most of you know, the RSR reporting scope has changed from Funded to Eligible starting in 2015. To help providlers understand what this change is all about and how AIRS will handle this change, we had put together a presentation for our users at our July NYC User Group Meeting as well as our July User Group Webinar. Below is a link to the slides (in PDF) shown during those presentations.

RSR: Funded to Eligible Scope--What You Need to Know

As we approach the end of the year, we will have more information about the final 2015 RSR, so be sure to check back for more updates.


The 2015 Interim RSR

The AIRS Upgrade to V8.9.771 was released with programming changes to allow agencies to monitor their 2015 Eligible-Scope RSR data (required by HRSA) via an “Interim RSR” submission.

The AIDS Institute requests that you run and submit the 2015 RSR Extract which will contain data entered in your AIRS from January 1, 2015 through the date it is run.The window for submitting this 2015 Interim RSR ends Friday, November 13, 2015.

As with previous year submissions, the Institute will be using the Zendesk email ticketing system for all RSR-related communications EXCEPT FOR THE RSR EXTRACT.

SEE BELOW for instructions on HOW TO SUBMIT the RSR:

An Important Note About the RSR Extract & HIPAA

To be HIPAA-compliant, the RSR Extracts MUST BE SUBMITTED to AIDS Institute via the Secure Health Commerce System (HCS) pathway using the “Ryan White Annual Services Report (RSR)” option. This is to protect you! The RSR Extract contains limited PHI (Protected Health Information) and MUST NOT BE SENT VIA EMAIL over the Internet.

If it occurs, it is a HIPAA violation which the government takes seriously. Any RSR Extract attachment to the email will not be accepted as it will be stripped out before receipt (even though it has traveled across the internet and the “damage” is done).

Remember: NEVER transmit the RSR extract as an attachment via email.

Getting Ready for the Interim RSR Presentation

Recently, we hosted a webinar where we talked about the Interim RSR process. If you were not able to attend the webinar, click here for a copy of the presentation that was used.


RSR Resources from the AIDS Institute

The resources below are developed by the AIDS Institute to help you prepare for your report.

Guide to the RSR Provider Report - Completing the screens in AIRS

How2 Create the RSR--A printable document on how to create the RSR

Getting Ready for the RSR Video Tutorial--a step-by-step video on understanding the RSR and how to produce the RSR.

Understanding the RSR Completeness Report from the AIDS Institute--This document will explain in detail how you should interpret your agency's completeness report.

How2 Look Up Clients by TC_ID


Guide to the 2015 RSR--A Question-by-Question Guide to Locate RSR Information in AIRS (Updated September, 2015)

2015 AIRS Services Grouped by RDR Mapping

How Poverty Level is Calculated--This link will take you to the US Census website.


Additional RSR Resources from HRSA

The resources below are published by HRSA to help providers prepare for the RSR.

HRSA Target Center--Tools for the Ryan White Community

A Preview of the New RSR Web System

Introduction to the RSR Client-Level Data Elements

Common RSR Challenges: Clarifying the RSR Reporting Requirements

The official HRSA 2015 RSR Instruction Manual

The RSR Technical Assistance Brochure

RSR Data Dictionary v.3.2

HRSA Ryan White Part B Manual--This Manual is a tool to assist in the implementation of Ryan White Part B activities in States. The manual contains information, including references, links, and resources to aid in the understanding of the Ryan White Part B program including the administration, planning, and delivery of care and treatment services to persons living with HIV. Grantees are encouraged to share the manual with subgrantees, consortia, and other key stakeholders as necessary.