Required Provider Reports


This project is supported by the Health Resources and Services Administration (HRSA) of the U.S. Department of Health and Human Services (HHS) under the Ryan White HIV/AIDS Treatment Extension Act of 2009 (Public Law 111-87) via grant H89HA00007.

This document was funded with 100% governmental sources. The information or content and conclusions are those of the Nevada Office of HIV/AIDS Part B Program and should not be construed as the official position or policy of, nor should any endorsements be inferred by HRSA, HHS or the U.S. Government.



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The Ryan White HIV/AIDS Program


  • The Ryan White HIV/AIDS Program (previously known as the Ryan White CARE Act) is a Federal program that funds services for people living with HIV/AIDS (PLWHA).
  • Ryan White services are to be used only for those who cannot pay for the care they need and funds are to be used as the “payer of last resort”.
  • The legislation spells out who is eligible for services and describes how the money can be used.
  • Most Ryan White funds go to pay for medical and support services for PLWHA and their families.
  • The major goal of this program is to get PLWHA into care early and help them stay there and remain healthy.


The San Antonio Ryan White TGA Part A Program

  • Part A funds go to local areas that have been hit hardest by the HIV epidemic.
  • These areas are called eligible metropolitan areas (EMAs) or transitional grant areas (TGAs).
  • San Antonio is a TGA,  meaning it is a metropolitan area with between 1,000 and 1,999 new cases of AIDS reported in the past five years and at least 1,500 cumulative living cases of AIDS as of the most recent calendar year.
  • Part A money goes to the chief elected official (CEO) of the major city or county government in the EMA or TGA.
  • The CEO is legally the grantee, but usually chooses a department or other entity to manage the grant.
  • That entity is called the grantee,  and is responsible for ensuring that the grant funds are used correctly.
  •  The grantee works with the Part A planning council in making decisions about how to use the funds.


The Award Process

Each year Congress approves different amounts of funds for Ryan White programs, including Part A which is then divided into formula and supplemental funds.

  • EMA's or TGA's must submit a grant application to HAB/DSS each year to receive formula and supplemental Part A funds.
  • Grants are written by the Grantee and submitted each September.
  • EMA's or TGA's must submit a grant application to HAB/DSS each year to receive formula and supplemental Part A funds.
  • Grants are written by the Grantee and submitted each September.
  • The grant year or fiscal year runs from March 1st to February 28th each year.
  • The annual planning cycle, which the Planning Council operates on, is from September to August each year.

Required Provider Reports


    Name: Request for Reimbursement (RFR)

    Due: Monthly


    • Summary Cover Page, signed by the agency’s authorized signatory
    • General Ledger (monthly, generated from provider’s accounting system)
    • Service Category Specific Cost Reimbursement Invoice
    • Back up invoices specific to reimbursement request

    Name: CAREWare Maintenance Cleanup Reports

    Due: Monthly


    • All client and service data are entered in CAREWare. Monthly reports on missing demographics, eligibility, pending referrals, clients with no services in 365 days, and other reports as needed are sent on a monthly basis. Providers are expected to review these reports and make any updates in CAREWare by the first Friday of the following month.

    Name: Provider Quarterly Report

    Due: Quarterly
    (due the first Friday of the following months, unless otherwise noted: July, October, January, April)


    • Demographic information is provided for review
    • Services and number of individuals served to date is provided for review
    • Expenditure amount per service category is provided for review
    • Provider is expected to answer narrative questions related to current service delivery, Clinical Quality Management and the provided demographic information listed in letter a-c

    Name: Contract Deliverables

    Due: Yearly


    • Annual Financial Audit
    • Summary of all other funding sources
    • Proof of Insurance meeting County requirements
    • CPR Certification Log (as applicable)
    • Certification of Driver Safety Course (as applicable)
    • Medicare/Medicaid Certification Number (as applicable)
    • Clinical Quality Management Plan
    • Registered Dietician’s Credentials (as applicable)

    Name: Grievance Log

    Due: Quarterly


    • Log of all grievances received

    Name: Ryan White Services Report

    Due:  Yearly

    • All agencies that provide RWHAP-funded services must complete their report online on the RSR Web-based System.
    • This is to confirm that their data accurately reflect their program and the quality of care their agency provides.
    • There are two parts of the RSR report that all providers must complete
    • 2016 Submission Dates are listed below:

    PART I: Provider Report

    • contains basic information about both the Provider and the services the Provider delivered under each of their RWHAP contracts.
    • This is entered manually into the RSR system

    PART II: Client-Level Data Report

    • contains one record per client that includes information on demographic status, HIV clinical information, HIV-care medical and support services received, and the client's 'UCI', an encrypted, unique client identifier.
    • CAREWare is used to create the file, and this file is then uploaded to the RSR system electronically

    January, 2016  (Date:TBD)

    Ryan White Service Report Training

    All providers must have one representative attend a required RSR training, provided by the Grantee’s office

    Monday, Feb. 15, 2016

    RSR Provider Report Due Date

    Provider Report must be submitted in RSR system and approved by Grantee’s office.

    Monday, March 7, 2016

    Client-level Data Submission Date

    90% on all fields of Client level data file must be uploaded to the RSR system.