# Presentation: 536015

## Overview of the Ryan White Data Report

**Overview of the ****Ryan White Data Report**

- Scottsdale, AZ
- December 3, 2008

## Ryan White Data Report (RDR)
A report documenting the clients served and services provided.
Each agency submits one data report.
Section
A group of related Items within the report.
There are 7 Sections in the data report.
Item
An individual question in the report.
There are 82 Items in the data report. 
Data Quality Check
A required relationship between data elements.
The checks ensure that data are internally consistent. 

**Ryan White Data Report (RDR)**
- A report documenting the clients served and services provided.
- Each agency submits one data report.
**Section**
- A group of related Items within the report.
- There are 7 Sections in the data report.
**Item**
- An individual question in the report.
- There are 82 Items in the data report.
**Data Quality Check**
- A required relationship between data elements.
- The checks ensure that data are internally consistent.

- DATA REPORT TERMINOLOGY

**Notes:**
DATA REPORT- All agencies that receive Ryan White HIV/AIDS Program funding are required to submit a report annually which documents the clients served and services provided during the calendar year. This information is submitted through the Ryan White Data Report.
SECTION – The Report is divided into 7 Sections. The Sections require information related to your agency, clients, core and support services, HIV counseling and testing services, and medical services. There is a Section specific to Part C and D agencies, which includes detailed client demographic tables, and a final Section specific to Health Insurance Programs or HIPS.
ITEM – There are 82 Items divided among the 7 Sections of the data report. 
DATA CHECKS – Most Items are related to several other Items within the report.  For example, the number of clients receiving a particular service can not be greater than the number of unduplicated clients. Or, if you indicate that you received Part C funding, you must report the amount of Part C funding you receive.

## Data Reporting Responsibility

| Program Parts | A | B | C | D  |
| --- | --- | --- | --- | --- |
| Section 1. 	Service Provider Information |  |  |  |  |
| Section 2. 	Client Information |  |  |  |  |
| Section 3. 	Service Information |  |  |  |  |
| Section 4. 	HIV Counseling and Testing |  |  |  |  |
| Section 5. 	Medical Information |  |  |  |  |
| Section 6.1. 	Part C Information |  |  |  |  |
| Section 6.2. 	Part D Information |  |  |  |  |
| Section 7.  	Health Insurance Program (HIP) Information |  |  |  |  |

**Notes:**
Note that all Ryan White programs may complete Sections 1–5; Part C may complete Section 6.1; Part D must complete Section 6.2; and agencies providing a Health Insurance Program or HIP (that is, agencies paying clients’  health insurance premiums,  co-payments, deductibles, and/or risk pool payments) must complete Section 7.
HOWEVER, complete the Sections based on the services your agency provides:
Grantees that do not provide direct client services (usually Parts A and B) may not be required to submit a data report, but still must approve their providers’ reports.
All other agencies are required to complete Section 1 through Item 16. Providers that only provide administrative support stop here.
Direct service providers complete Sections 1–3, and respond to Item 34 of Section 4.
All agencies providing Counseling and Testing and reporting under Scope 01, or funding Counseling and Testing with Ryan White funds, must complete Section 4.  
If reporting under Scope 02 and providing Counseling and Testing with non-Ryan White funds, complete just Items 34 and 35.
All agencies that provide, or fund individual physicians to provide, outpatient/ambulatory medical care must complete Section 5.
Part C agencies providing primary health care services with Part C funds must complete Section 6.1. If you are Part C and do not provide primary health care services, do not complete Section 6.1.
Part D agencies must complete Section 6.2.
Agencies administering a HIP must complete Section 7.

## Section 1

- 1.1 Provider and Agency Contact Information (Items 1-4)
- 1.2 Reporting, Funding, and Program Information (Items 5-22)

- Service Provider Information

**Notes:**
Section 1 covers Provider and Agency Contact Information and Reporting and Program Information.
This should be completed by all Ryan White-funded agencies. 

## Fiscal Intermediary Funding

**Fiscal**
**Intermediary**
**Provider**

**HIV/AIDS **
**Bureau**

**Grantee **
**Part B**

**Direct Service **
**Provider**

_**Key**_
**                           ****: Funding Stream**
**                           ****: RDR Submission**

**Notes:**
Fiscal intermediary providers distribute funding on behalf of a grantee; they award contracts and/or monitor program activities.  Grantees sometimes use other grantees as fiscal intermediaries, for example a Part B grantee contracting with a Part A grantee to distribute Part B funds to local agencies.
In this diagram, HAB distributes funding to a Part B grantee, who then contracts with a fiscal intermediary provider agency. 
The provider contracts with another agency to provide services with the Part B money; essentially it “passes the funding through.”
The direct service provider that ultimately expends the Part B funds distributed by the fiscal intermediary provider is on the Part B grantee’s provider list and is required to submit its RDR to Part B for approval.
The fiscal intermediary provider is also on the Part B grantee’s provider list and is required to submit its RDR to Part B for approval.  If the only services this agency provided were fiscal intermediary services, it completes the data report through Item 16 and stops.
Both providers report the amount of Part B funding expended providing services (administrative or direct) in Item 12.
The Part B grantee must review and approve both RDRs before they are submitted to HAB.

## Fiscal Intermediary Funding

**Provider**

**Grantee**
**Part A**

**HIV/AIDS **
**Bureau**

**Grantee**
**Part D**

**Key:**
**                           ****: Part A Funding    **
-                            **: Part D Funding**
**                              ****: RDR Submission**

**Notes:**
This diagram is another example of a fiscal intermediary funding situation.
HAB awards funds to a Part A grantee and to a Part D grantee.
The Part A grantee contracts with the Part D grantee for fiscal intermediary services.
The Part D grantee distributes all of the Part A funding to a service provider.
The Part D grantee also awards the provider Part D funds to provide services.
The provider is on both the Part A and Part D grantees’ provider lists, since it receives funds from both grantees.  
It will submit the same RDR to both grantees. The data report will include data for the Part A and Part D services it provided.
Both grantees review the data and, upon approval, the report is submitted to HAB.

## Points to Remember: Section 1

- Grantees report the amount of funding expended by their agency, not the money paid to providers.
- Providers report the amount of funding expended providing services during the reporting period.
- Report the amount expended during the calendar year and NOT your fiscal year, if it’s different.

**Notes:**
Grantees should report the amount of funding expended by their organization, not the money paid to providers. The total funding reported by the grantee and its providers should roughly equal the grant amount. 
Providers report the amount of funding expended providing services.
Report the amount spent during the calendar year and NOT the fiscal year.

## Section 2

- Client Totals (Items 23-24)
- Client Demographic Information (Items 25-30)
- Client Status (Items 31-32)

- Client Information

**Notes:**
This section should be completed by all agencies that provide services directly to clients and are funded by Parts A–D.
Include clients who received core or support services during the reporting period.
When completing this section remember to minimize the number of clients reported in the “unknown/unreported” categories. If necessary, adjust your data collection systems to collect all information required for the annual Ryan White Data Report.

## Race and Ethnicity

- Client data on race and ethnicity are reported separately.

| Number of clients: | Hispanic  | Non-Hispanic |
| --- | --- | --- |
| American Indian or Alaska Native |  |   |
| Asian |  |  1 |
| Black or African American |  |  50 |
| Native Hawaiian or Other Pacific Islander |   |   |
| White |  |  9 |
| More than one race |  |  5 |
| Not Reported |   29  |   |
| Total |  29 | 65 |

**Notes:**
In the 2008 RDR, race and ethnicity are reported separately — the Office of Management and Budget (OMB) provides a minimum standard for maintaining, collecting, and presenting data on race and ethnicity for all Federal reporting purposes. The standards were developed to provide a common language for uniformity and comparability in the collection and use of data on race and ethnicity by Federal agencies.  The standards have five categories for data on race and two categories for data on ethnicity.  HAB is required to use the OMB reporting standards for race and ethnicity. 
Note: Service provider agencies should feel free to collect race and ethnicity data in greater detail. If the agency chooses to use a more detailed collection system, the data collected should be organized so that any new categories can be aggregated into the standard OMB breakdown.
Ethnicity is reported as Hispanic or Non-Hispanic.  According to the OMB, the term Hispanic or Latino “refers to persons who trace their origin or descent to Mexico, Puerto Rico, Cuba, Central and South America, and other Spanish cultures.”
Race is reported as American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, White, More than one race or Not reported.
This change is reflected in the following items:
 Item 27 (Client Information)
 Items 58, 59, and 60 (Section 6.1 – Client Demographics for Part C)
 Items 70 and 72 (Section 6.2 – Client Demographics for Part D)
 Item 78  (Health Insurance Program Information)
These are now two part questions.  First, report all of your Hispanic clients by race; then report your Non-Hispanic clients by race.
In Items 27, 59, 60, 70, and 72, report Hispanic clients in part a, and Non-Hispanic clients in part b. 
In Items 58 and 78, report Hispanic clients in the first column, and Non-Hispanic clients in the second column.  
The sum of Hispanic and Non-Hispanic clients reported in these items must total the unduplicated number of clients for that section.
As in previous years, race and ethnicity must be self-reported.  If a client reports a race but not an ethnicity, report him as Non-Hispanic in the appropriate race category.  If a client reports an ethnicity but not a race, report him in the Not reported race category in the appropriate Hispanic or Non-Hispanic table.

## Points to Remember: Section 2

- Report the status of clients at the end of the reporting period.
- Report infected and indeterminate clients together (HIV+/indeterminate).
- Report negative and unknown/unreported clients together (HIV-affected).
- Totals for all items (except Item 24) must equal total unduplicated clients in Item 23.

**Notes:**
Remember to report the status of clients at the end of the reporting period.
 “At the end of the reporting period” means the most recent information available from the client. For example, if a client was 24 during the reporting year but turned 25, include this client in the 25–44 age group category because that was his or her age at the end of the reporting period.
HIV-positive and -indeterminate clients should be reported together. 
HIV-negative and unknown/unreported clients should be reported together. 
Remember that Item 23 has data relationships throughout the report.

## Section 3

- Services eligible for funding (columns 1-2)
- Clients receiving services (column 3)
- Number of service visits (column 4)

- Service Information

**Notes:**
Section 3 consists of one item, Item  33.
Clients and visits are reported for each eligible service, by status.
All Ryan White-funded agencies providing direct services to clients must complete Section 3.

## Points to Remember: Section 3

- All services eligible for Ryan White funding are listed.
- The services you report depend on:
- Program Guidance
- Reporting Scope

**Notes:**
All services eligible for funding are listed in Item 33.
Refer to Instructions for descriptions of the service categories.
The services you report depend on:
Your Program Guidance, because not all services are eligible under all Program Parts; and 
Your Reporting Scope determines whether all eligible services or only funded services are reported.

## Section 4

**Section 4**

- Provision & Funding (Items 34-35)
- Confidential & Anonymous Services (Items 36-40)
- Partner Notification (Item 41)

- HIV Counseling & Testing Information

**Notes:**
All direct service providers must indicate whether they provided Counseling & Testing in Item 34.
Agencies that only provide Counseling & Testing services should complete Section 1, check the box that says Counseling & Testing only, complete Section 4, and stop.

## Points to Remember: Section 4

- Include _**ALL**_ individuals who received HIV counseling and/or testing whether or not they received another core or support service.
- Section 4 has no data relationship with Section 2.

**Notes:**
Remember to include all individuals who received Counseling & Testing. 
Individuals reported in Section 4 are only reported in Section 2 if they received another Ryan White eligible service. 
Both clients and individuals who are not clients are counted in this Section.

## Section 5

- Outpatient/ambulatory Clients and Visits (Items 42-45)
- Medical Testing and Treatment (Items 46-48)
- Client Status (Items 49-51)
- Females and Births (Items 52-53)
- Quality Management (Item 54)

- Medical Information

**Notes:**
Only agencies reporting Outpatient/ambulatory medical care in Item 33a should complete Section 5.

## Points to Remember: Section 5

- Section 5 is completed by medical service providers.
- Grantees that fund medical providers that do not submit data reports must report medical information in Section 5.

**Notes:**
Section 5 is completed by medical service providers.
Grantees that fund medical providers that are not submitting data reports must report medical information in Section 5.
It is your responsibility as the grantee to obtain the necessary medical information. One way of gathering this information is by using billing information from the doctor.  

## Section 6

**Section 6**

- 6.1 Part C Information (Items 55–65)
- 6.2 Part D Information (Items 66–73)

- Part-Specific Data for Parts C and D

**Notes:**
Only Part C funded agencies that provide primary health care services with Part C funds should complete Section 6.1.
All Part D funded agencies should complete Section 6.2.

**Notes:**
In Sections 6.1 and 6.2, all demographic tables that include clients’ race are now two-part tables. There is a table for Hispanic clients followed by a table for Non-Hispanic clients.
In Item 59a, report information for Hispanic clients.

**Notes:**
In Item 59b, report information for non-Hispanic clients.

## Points to Remember: Section 6

- Part C providers that provide primary health services with Part C funds should complete Section 6.1.
- Part C providers report all HIV positive/indeterminate clients receiving primary health care services, regardless of funding source.
- Part D providers include _**ONLY**_ Part D clients in Section 6.2.

**Notes:**
Part C providers that provide primary health services with Part C funds should complete Section 6.1.
Report all HIV positive/indeterminate clients receiving primary health care services, regardless of funding source in Section 6.1.
Include ONLY Part D clients in Section 6.2. These are generally females and males under the age of 25.

## Section 7

**Section 7**

- Client Information (Items 74–78)
- Funding Information (Items 79–82)

- Health Insurance Program (HIP) Information

**Notes:**
This section should only be completed by the agency or entity that used Ryan White funds to pay for or supplement a client’s health insurance.
This includes paying for premiums, co-payments, deductibles, and/or risk pool payments.

## Points to Remember: Section 7

- Completed by the state agency and other entities that used Ryan White HIV/AIDS Program funds to pay for or supplement a client’s health insurance.
_**NOT**_ completed by:
- Agencies only using ADAP to pay for health insurance
- Agencies only providing vouchers for health insurance

**Notes:**
This section is usually completed by Part A and B grantees that pay for or supplement a client’s health insurance. Part C also reports insurance assistance to clients here.
Don’t complete this section if you are:
An agency using ADAP to pay for health insurance, or
An agency providing vouchers for health insurance.
Remember that race and ethnicity are reported separately in Item 78.

## Starlight Foundation

**Funding Stream**

**Part B**
**Grantee**

**Part C**
**Starlight**
**Found.**

**Part C**
**United Way**

**Part D**
**Grantee**

**Carolina**
**Cares**

**St. **
**Aloysius**

**HAB**

**Notes:**
Starlight Foundation receives Part C funding directly from HAB.  
Starlight Foundation distributes some of that Part C funding to two providers, St. Aloysius and Carolina Cares.  
Carolina Cares also receives Part D funding from a different grantee. 
HAB awards Part B funding to the State, which contracts with Part C grantee, United Way, to distribute that Part B funding to Starlight Foundation.