Spreadsheet: 044e16b5-3867-4df4-8d32-1fc3d6b70eef
Sheet: Sheet1

Unnamed: 0 | Unnamed: 1 | Unnamed: 2 | Unnamed: 3 | Unnamed: 4 | Unnamed: 5
 | ARIES Required and Recommended Data Fields (updated 11/5/13)
Client Track Location | Data Element | Required | Recommended | Notes | ARIES Error Report*
 | Demographics [NAME]
 | New Client or [NAME] tab (below)
 | Last Name | A |  |  | Fix-It: Client Identifiers
 | First Name | A |  |  | Fix-It: Client Identifiers
 | Middle Initial | A |  | Use ARIES Decision Tree. | Fix-It: Client Identifiers
 | Mother's Maiden Name | A |  | Use ARIES Decision Tree. | Fix-It: Client Identifiers
 | Date of Birth | A |  |  | Fix-It: Client Identifiers
 | Gender | A |  |  | Fix-It: Client Identifiers RSR Export
 | Contact [NAME] tab
 | Residence
 | Since Date | A |  | Enter known first date living at residence.  Update if residence changes.
 | Street 1 | A |  |  | Fix-It: Residential Address
 | City | A |  |  | Fix-It: Residential Address
 | State | A |  |  | Fix-It: Residential Address
 | Zip | A |  | Do not leave this field blank.  [NAME] appears in Missing Data Report if data element is blank or "99999," "99998", " or "99997." | Fix-It: Residential Address RSR Export
 | County | A |  |  | Fix-It: Residential Address
 | May we contact you by mail? |  | A
 | Phone 1 | A |  | Do not leave field blank.  If person does not have a phone number enter [PHONE].
 | Phone Type | A
 | Allow Contact | A
 | Confid (Confidential) | A
 | Msgs OK (Messages Okay) | A
 | Mailing
 | Same as Residence |  | A
 | Street 1 |  | A | Recommended if address is not same as residence.
 | City |  | A | Recommended if address is not same as residence.
 | State |  | A | Recommended if address is not same as residence.
 | Zip |  | A | Recommended if address is not same as residence.
 | County |  | A | Recommended if address is not same as residence.
 | Emergency Contact
 | Name |  | A
 | Telephone 1 |  | A
 | Confid (Confidential) |  | A
 | Msgs OK (Messages Okay) |  | A
 | [NAME] tab
 | Identifiers (See New Client Above)
 | Last Name | A |  |  | Fix-It: Client Identifiers
 | First Name | A |  |  | Fix-It: Client Identifiers
 | Middle Initial | A |  | Use ARIES Decision Tree. | Fix-It: Client Identifiers
 | Mother's Maiden Name | A |  | Use ARIES Decision Tree. | Fix-It: Client Identifiers
 | Date of Birth | A |  |  | Fix-It: Client Identifiers
 | Gender | A |  |  | Fix-It: Client Identifiers
 | Demographics
 | Hispanic | A |  | Do not leave this field blank.  [NAME] appears in Missing Data Report if data element is blank or "Unknown." | RSR Export Fix-It: Race and Ethnicity
 | Race 1 | A |  | Do not leave this field blank.  [NAME] appears in Missing Data Report if data element is blank or "Unknown." | RSR Export Fix-It: Race and Ethnicity
 | Primary Language |  | A
 | Date of Death | A |  | Enter as necessary.  Also select appropriate status ("Reported Deceased" or "Confirmed Deceased") in Demographics/Agency Specifics sub tab.
 | A = Required for all clients.  M = Required for Medical clients only.  CM = Required for Case Management clients only.  MH = Required for Mental Health clients only. A [E] = Required for all clients from eligibility screening locations. A [R] = Required for all clients, unless eligibility is documented as "verified via referral."  R = Recommended for clients who are documented as "verified via referral."
 | Demographics [NAME] (Continued)
 | Living Situation Sub tab
 | Current Living Situation | A |  | Do not leave this field blank.  This field should be updated annually using the date of assessment as the "as of" date for the current living situation. Record appears in Missing Data Report if data element is blank or "Unknown." | RSR Export
 | Living Situation Since | A |  | Do not leave this field blank.  [NAME] appears in Missing Data Report if data element is blank or date is after the reporting period. | RSR Export
 | Agency Specifics Sub tab
 | Agrees to Share Data | A |  | Never check "Client Agrees to Share Data" when registering a new client. Share status will be changed only by individuals who have permission to change the share status.
 | Agency Status | A |  | Update as necessary.  If client is deceased, select appropriate status ("Reported Deceased" or "Confirmed Deceased") in this field, and enter "Date of Death" under Demographics Detail sub tab.
 | Status as of Date | A
 | Agency Enrollment Date | A
 | Reason for Status Change | A |  | Update as necessary.  If a client is given an Agency Status of  "Disenrolled" or "Discharged", the "Reason for Status Change" cannot be "Other." "Disenrolled" or "Discharged" cannot be in the free text response either. | Fix-It: [NAME]
 | Referral Source |  | D | Recommended for Dental clients only.
 | Eligibility [NAME]
 | Eligibility Documents Sub tab
 | ARIES Consent Form | A |  | Needs to be updated every three years.  Enter date "Doc Date", "Obtained," and date "Expires."  Appears as error of no "Expires" date is entered. | Fix-It: Eligibility Documents
 | HIV Letter of Diagnosis/Proof of Diagnosis | A [R] / A [E] | R | Needs to be input only once.  Do not enter "Expires" date. Recommended, but not required, if eligibility is documented based on Eligibility Verification Form (EVF) or [NAME]. | Fix-It: Eligibility Documents
 | Proof of Disability | A [R] | R | Needs to be updated for provision or referral of services with disability requirement (See Eligibility Requirements" document).  Enter "Expires" date as applicable.  If no expiry date due to permanent disability, indicate in "Notes." Recommended, but not required, if eligibility is documented based on Eligibility Verification Form (EVF) or [NAME].
 | Proof of Income | A [R] / A [E] | R | Needs to be updated annually.  Enter date "Obtained" and date "Expires." Recommended, but not required, if eligibility is documented based on Eligibility Verification Form (EVF) or [NAME].
 | Proof of Residency | A [R] / A [E] | R | Needs to be updated annually.  Enter date "Obtained" and date "Expires." Recommended, but not required, if eligibility is documented based on Eligibility Verification Form (EVF) or [NAME].
 | Financial Sub tab
 | Client Income
 | Total |  | A | If no client income, check "No source of income."  "Total Monthly income" must be greater than $0 unless No source of income is checked.
 | Household Income
 | Household Income | A [E] |  | Do not leave this field blank.  If no household income, enter $0.  [NAME] appears in Missing Data Report if data field is blank. | Fix-It: Poverty Level  RSR Export
 | # People in Household | A [E] |  | Do not leave this field blank.  Must be at least 1.   [NAME] appears in Missing Data Report if the data element is blank or less than 1. | RSR Export
 | Insurance Sub tab
 | Source | A [E] |  | Do not leave this field blank.  If client has no insurance, select "No Insurance."  [NAME] appears in Missing Data Report if no insurance records cover any portion of the reporting period. | Fix-It: Insurance RSR Export
 | Start Date | A [E] |  | Do not leave this field blank.  If insurance start date is unknown, enter date of inquiry.   [NAME] appears in Missing Data Report if no insurance records cover any portion of the reporting period. Do not enter an insurance End Date, if insurance has not ended. | RSR Export
 | A = Required for all clients.  M = Required for Medical clients only.  CM = Required for Case Management clients only.  MH = Required for Mental Health clients only. A [E] = Required for all clients from eligibility screening locations. A [R] = Required for all clients, unless eligibility is documented as "verified via referral."  R = Recommended for clients who are documented as "verified via referral."
 | Medical [NAME]
 | Basic Medical Sub tab
 | Primary Medical Care | M | CM, MH | Choose appropriate information from drop down menu.
 | Primary HIV Care | M | CM, MH | Choose appropriate information from drop down menu.
 | CDC Disease Stage | M, CM |  | Do not leave this field blank.  [NAME] appears in Missing Data Report if data element is blank,  "Unreported," or "Unknown." If client has AIDS diagnosis,  field should only indicate  "CDC-Defined AIDS" or "Disabling AIDS." | Fix-It: CDC Disease Stage Fix-It: HIV/AIDS Diagnosis Dates RSR Export
 | Date First HIV Positive Test | M, CM |  | Do not leave this field blank.  [NAME] appears in Missing Data Report if data element is blank,  "Unreported," or "Unknown." | Fix-It: CDC Disease Stage Fix-It: HIV/AIDS Diagnosis Dates RSR Export
 | Year of First HIV Positive Test | M, CM |  | Do not leave this field blank.  [NAME] appears in Missing Data Report if data element is blank,  "Unreported," or "Unknown." | Fix-It: CDC Disease Stage Fix-It: HIV/AIDS Diagnosis Dates RSR Export
 | AIDS Diag (Diagnosis) Date | M, CM |  | Enter only  if client is diagnosed with AIDS.    [NAME] appears in Missing Data Report if data element is "CDC-defined AIDS" or "Disabling AIDS" AND the "AIDS Diagnosis Date" is blank. | Fix-It: CDC Disease Stage RSR Export
 | AIDS Defining Conditions
 | AIDS Defining Condition | M |  | Enter only if client is diagnosed with AIDS. | Fix-It: CDC Disease Stage
 | Diagnosis Date | M |  | Enter only if client is diagnosed with AIDS.
 | Medical History Sub tab
 | Tests
 | CD4 Date | M |  | Needs to be updated every 6 months.  [NAME] appears in Missing Data Report if no CD4 tests are entered within the reporting period. | Fix-It: CD4 and Viral Load RSR Export
 | T Cell Count | M |  | Needs to be updated every 6 months. | Fix-It: CD4 and Viral Load RSR Export
 | Viral Load Date | M |  | Needs to be updated every 6 months  [NAME] appears in Missing Data Report if no Viral Load tests are entered within the reporting period. | Fix-It: CD4 and Viral Load RSR Export
 | Value | M |  | Needs to be updated every 6 months. | Fix-It: CD4 and Viral Load RSR Export
 | STI/Hepatitis | M |  | Syphilis, Hepatitis B, and Hepatitis C screening needs to be updated annually.  [NAME] appears in Missing Data Report if there are no STI/Hepatitis records within the reporting period where the test type is "Syphilis," "Hepatitis B," and/or "Hepatitis C." | RSR Export
 | Test Date | M
 | Diagnosis | M
 | Treatment Start Date | M
 | Tuberculosis |  |  | Do not leave this field blank.  [NAME] appears in Missing Data Report if the "TB Test Medically Indicated" data element is blank or "Unknown."
 | TB Test Medically Indicated | M |  |  | RSR Export
 | TB Test Medically Indicated Date | M |  | Record appears in Missing Data Report if the "TB Test Medically Indicated Date" data element is blank, or the "TB Test Medically Indicated" data element is Not "No" and the "TB Test Medically Indicated Date" data element is prior to the reporting period. | RSR Export
 | Date PPD/TST Placed | M |  | Record appears in Missing Data Report if the "TB Test Medically Indicated" data element is "Yes" and the "TB PPD/TST Test Placed" data is blank or prior to the reporting period. | RSR Export
 | Date PPD/TST Read | M
 | IGRA Rate | M |  | Enter if applicable.
 | Chest X-Ray Date | M |  | If no chest x-ray, leave blank.
 | TB Diagnosis | M
 | Date of TB Diagnosis | M
 | Treatment Start Date | M
 | Treatment End Date | M
 | TB Treatment Type | M
 | TB Treatment Status | M
 | Date | M
 | Immunizations
 | Immunization Type | M |  | Hepatitis B-Dose 3 immunization should be completed.  [NAME] appears in Missing Data Report if there is no immunization record, regardless of date, where the type is "Hepatitis B - Dose 3." | RSR Export
 | Is not medically indicated | M
 | Date | M
 | A = Required for all clients.  M = Required for Medical clients only.  CM = Required for Case Management clients only.  MH = Required for Mental Health clients only. A [E] = Required for all clients from eligibility screening locations. A [R] = Required for all clients, unless eligibility is documented as "verified via referral."  R = Recommended for clients who are documented as "verified via referral."
 | Medical [NAME] (Continued)
 | OB/GYN & Pregnancy |  |  | Required for female Medical clients only.
 | Primary Ob/GYN | M |  | Enter for female clients.
 | Phone | M |  | Enter for female clients.
 | Pap Smear & Pelvic Exam Date | M |  | Needs to be updated annually for female clients.  [NAME] appears in Missing Data Report if gender is not "Male" and there is no Pap Smear record within the reporting period. | RSR Export
 | Pregnancy History
 | Date first reported pregnant | M |  | Enter if pregnant. | RSR Export
 | Estimated Date of Conception OR Estimated Date of Delivery | M |  | If pregnant, do not leave both fields blank.  [NAME] appears in Missing Data Report if gender is not "Male" and a pregnancy record exists but both "Estimated Date of Conception" AND "Estimated Date of Delivery" data fields are blank. | RSR Export
 | HIV Status During Pregnancy | M |  | If pregnant, do not leave field blank.  [NAME] appears in Missing Data Report if gender is not "Male" and a pregnancy record exists but "HIV Status During Pregnancy" data field is blank.
 | Date Prenatal Care Began | M |  | If pregnant, do not leave field blank.  [NAME] appears in Missing Data Report if gender is not "Male" and a pregnancy record exists but "Date Prenatal Care Began" data field is blank. | RSR Export
 | ART Counseling offered to reduce HIV transmission to infant | M |  | Enter if pregnant.
 | Date Received ART Counseling | M |  | Enter if pregnant.
 | ART was offered to reduce vertical transmission to infant | M |  | If pregnant, do not leave field blank.  [NAME] appears in Missing Data Report if gender is not "Male" and a pregnancy record exists but "Date Prenatal Care Began" data field is blank. | RSR Export
 | Date ART was taken | M |  | Enter if pregnant.
 | Pregnancy Outcome | M |  | Enter if pregnant.
 | Date of Pregnancy Outcome | M |  | Enter if pregnant.
 | Newborn HIV status | M |  | Enter if pregnant.
 | Date Received ART Counseling | M |  | Enter if pregnant.
 | Medications [NAME]
 | ART Sub tab
 | ART Type
 | ART Type | M |  | Needs to be updated as necessary.  Select "None/not applicable" if client is not on ART.
 | Reason not on HAART | M |  | Enter reason if "None/not applicable" is selected under ART Type.
 | Start Date | M |  | Do not leave this field blank.   Needs to be updated as necessary if client is on ART therapy.   If client is not on ART, enter date it was determined that client should not be on ART.  [NAME] appears in Missing Data Report if there are no ART Type records where type is 'Highly Active Anti-Retroviral Therapy (HAART)' that cover any portion of the reporting period. | RSR Export
 | End Date | M |  | Leave this field blank if patient is on ART therapy.  If patient has ended ART, enter end date for ART as approrirate.
 | Anti-Retroviral Drugs
 | Anti-retroviral Drugs | M |  | Needs to be updated as necessary if patient is taking anti-retroviral drugs.
 | Start Date | M |  | Needs to be updated as necessary if patient is taking anti-retroviral drugs.
 | End Date | M |  | Leave this field blank if patient is taking anti-retroviral drug.  If patient has ended drug, enter end date for drug as appropriate.
 | Dosage | M |  | Needs to be updated annually to verify client is taking anti-retroviral drugs. Enter current 4-digit RSR year (i.e., 2012).
 | Adherence - days taking ART | M |  | Needs to be updated annually if client is taking anti-retroviral drugs.
 | Adherence - as of date | M |  | Needs to be updated annually if client is taking anti-retroviral drugs.
 | Genotypic/Phenotypic testing performed (Yes/No/Unknown) | M |  | If no test was done enter explanation for no test under notes.
 | Date of Test | M
 | Notes | M |  | Enter explanation if no Genotypic/Phenotypic testing performed.
 | A = Required for all clients.  M = Required for Medical clients only.  CM = Required for Case Management clients only.  MH = Required for Mental Health clients only. A [E] = Required for all clients from eligibility screening locations. A [R] = Required for all clients, unless eligibility is documented as "verified via referral."  R = Recommended for clients who are documented as "verified via referral."
 | Medications [NAME] (Continued)
 | Other Medications
 | Other Medications | M
 | Used For | M |  | Record appears in Missing Data Report if there are no Other Medications records that cover any portion of the reporting period where "Used For" contains the text "PCP" AND "Type" is "Prophylaxis" AND "Other Medications" code is d00124, [NAME], d00030,  and d01120. | RSR Export
 | Type | M
 | Start/End Date | M
 | Risk and Assessments [NAME]
 | Risk Factors Sub tab
 | Client Risk Factors | A |  | Do not leave ALL check boxes blank.  Check "Unknown" only if risk factor is truly unknown.  [NAME] appears in Missing Data Report if there are no checkmarks on this screen, or the only checkmarks are one or both of the 'Unknown' items. | Fit-It: HIV Exposure RSR Export
 | Sex Partner Risk Factors, Heterosexual Contact ONLY | A |  | Complete for female clients for which "Sex with Male" OR male clients for which "Sex with Female" is checked under Client Risk Factors.
 | Primary HIV Exposure |  | A | Select "Unknown," only if primary HIV exposure is truly unknown.
 | Substance Abuse Sub tab
 | Treatment Status | M, CM, MH [non-CM] |  | Do not leave this field blank.  Select "No active treatment or counseling" if appropriate.
 | Date | M, CM, MH [non-CM] |  | Enter date of inquiry if "No active treatment or counseling" is selected under Treatment Status.
 | Screen Date | M, CM, MH [non-CM] |  | Do not leave this field blank.  [NAME] appears in Missing Data Report if there are no Substance Abuse Screening records within the reporting period. | RSR Export
 | Mental Health Sub tab
 | Treatment Status | M, CM, MH |  | Do not leave this field blank.  Select "No active treatment or counseling" if appropriate.
 | Date | M, CM, MH |  | Enter date of inquiry if "No active treatment or counseling" is selected under Treatment Status.
 | Screen Date | M, CM, MH |  | Do not leave this field blank.  [NAME] appears in Missing Data Report if there are no Mental Health Screening records within the reporting period. | RSR Export
 | Assessments Sub tab
 | Risk Reduction Screening  Date | M |  | Do not leave this field blank.  [NAME] appears in Missing Data Report if there are no Risk Reduction Screening records within the reporting period. | RSR Export
 | A = Required for all clients.  M = Required for Medical clients only.  CM = Required for Case Management clients only.  MH = Required for Mental Health clients only. A [E] = Required for all clients from eligibility screening locations. A [R] = Required for all clients, unless eligibility is documented as "verified via referral."  R = Recommended for clients who are documented as "verified via referral."
 | *ARIES Error Report | ARIES Location |  | Description
 | Fix-It: Client Identifiers | Client Report |  | Lists clients served within a date range, and any problems with client identifiers.
 | Fix-It: Residential Address | Client Report |  | Lists clients served within a date range, and any problems with residential address.
 | Fix-It: Eligibility Documents | Client Report |  | Lists clients served within a date range and any problems with HIV Documentation (not required for R/A) or ARIES Consent Form.
 | Fix-It: CDC Disease Stage | Client Report |  | Lists clients served within a date range with CDC Disease Stage, AIDS Diagnosis Date, and AIDS Defining Conditions.
 | Fix-It: CD4 and Viral Load | Client Report |  | Lists clients served within a date range and any problems with CD4 tests and Viral Load tests.
 | Fix-It: Insurance | Client Report |  | Lists clients served within a date range and any problems with Insurance data in the past year.
 | Fix-It: Poverty Level | Client Report |  | Lists clients served within a date range and any problems with Household Income,[NAME], or Poverty Level.
 | Fix-It: Race and Ethnicity | Client Report |  | Lists clients served within a date range and any problems with Race 1 or Hispanic Ethnicity.
 | Fix-It: HIV/AIDS Diagnosis Dates | Client Report |  | Lists clients served within a date range and any problems with HIV+ Date, HIV+ Year, or AIDS Diagnosis Date.
 | Fix-It: HIV Exposure Categories | Client Report |  | Lists clients served within a date range and any problems with HIV Risk Factors.
 | Fix-It: [NAME] | Client Report |  | Lists clients served within a date range and any problems with [NAME] as reported on the [NAME] (RSR).
 | [NAME]/AIDS Services (RSR) Export | Compliance Report |  | Shows clients with missing RSR data