Summary of 2014 Changes Ryan White Services Report

Final 110714

Summary of 2014 Changes Ryan White Services Report

The following changes to the Ryan White Services Report (RSR) will apply to 2014 RSR reporting due Monday March 30th, 2015. Client demographics Deletions/Modifications

• ID #1: First Service Date – Deleted • ID #2: Enrollment Status – Unknown deleted as a response option • ID #3: Death Date – Deleted • ID #5: Ethnicity - Unknown deleted as a response option • ID #6: Race – Unknown deleted as a response option • ID #9: Poverty Level – Response options were changed; unknown deleted as a response option • ID #10: Housing Status - Unknown deleted as a response option • ID #11: Geographic Unit Code – Deleted • ID #12: HIV/AIDS Status - Unknown deleted as a response option • ID #13: AIDS Diagnosis Year – Deleted • ID #14: HIV Risk Factor – Other deleted as a response option; unknown changed to risk factor not reported or not identified • ID #15: Health Insurance Coverage – Response options were changed; unknown deleted as a response option

Additions • Hispanic/Latino(a) breakdown – If a client is reported as Hispanic/Latino, this additional information will now be required • Asian breakdown – If a client is reported as Asian, this additional information will now be required • Native Hawaiian/Pacific Islander breakdown – If a client is reported as Native Hawaiian/Pacific Islander, this additional information

will now be required • Sex at Birth - The biological sex assigned to the client at birth has been added • HIV Diagnosis Year – The year the client was diagnosed with HIV has been added

Note – Where Unknown is deleted, clients with no information will show as missing. Services

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Deletions/Modifications

• Field #16-25*: Core Medical Services – Quarter ID variable is being removed • Field #26-45*: Support Services – Quarter ID variable is being removed; Delivered ID response options of no and unknown deleted

*Element ID#s are listed consecutively according to the RSR Data Dictionary; the 2014 RSR Instruction Manual is pending update. Clinical Information Deletions/Modifications

• ID #46: Risk Screening - Unknown deleted as a response option • ID #50 Viral Load Test – The rules for reporting undetectable values have been changed. The undetectable flag and ld. for < have

been removed. For an undetectable viral load, the lower bound of the test (if known) will be reported; otherwise 0 will be reported. • Item #51 Prescribed PCP Prophylaxis - Unknown deleted as a response option • Item #52 Prescribed HAART – No, not medically indicated and unknown deleted as response options • Item #53 Screened TB during Reporting Period - Deleted • Item #54 Screened for TB since HIV Diagnosis - Now required for all clients for whom Clinical information is reported • Item #55 Syphilis Screening - Unknown deleted as a response option • Item #56 Hepatitis B Screening during Reporting Period – Deleted • Item #57 Screened for Hepatitis B since HIV Diagnosis - Now required for all clients for whom Clinical information is reported • Item #58 Hepatitis B Vaccination - Unknown deleted as a response option • Item #59 Hepatitis C Screening during Reporting Period – Deleted • Item #60 Screened for Hepatitis C since HIV Diagnosis - Now required for all clients for whom Clinical information is reported • Item #61 Substance Abuse Screening - Unknown deleted as a response option • Item #62 Mental Health Screening - Unknown deleted as a response option • Item #63 Cervical Pap Screening - Unknown deleted as a response option • Item #64 Pregnancy Status - Unknown deleted as a response option • Item #65 Prenatal Care – Deleted • Item #66 Prescribed ARV – Deleted

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HIV Counseling and Testing Section - To be reported for clients testing positive during the reporting period Additions

• Date of first positive HIV test • Date of OAMC visit after first positive HIV test

Note: HAB is not including primary language or disability status in 2014 RSR reporting

RSR System VariablesID Name Definition Required Occurrence Values

SV1 Reporting period

Deleted

SV5New

ReportYear The reporting period identifier

Yes 1 per file yyyy

SV2 ProviderID Unique identifier automatically generated by the RSR system

Only when a batch upload

0‐1 per file Integer

SV3 RegistrationCode

Unique provider registration code generated by the RSR system

No 0‐1 per file Numeric string

SV4 ClientUCI The encrypted, unique client identifier

All 1 per client 41‐characterstring

1

Client DemographicsID Name Definition Required Occurrence Values

1 FirstServiceDate

Deleted

2 EnrollmentStatusID

Client’s enrollment status at end of reporting period

CM, OA 1 per client 1=Active2=Referred3=Removed4=Incarcerated5=Relocated6=Deceased7=Unknown(Removed)

3 DeathDate Deleted

4 BirthYear Client’s year of birth

All 1 per client yyyy

2


5 EthnicityID Client’s ethnicity All 1 per client 1=Hispanic2=Non‐Hispanic3=Unknown (Removed)

68New

HispanicSubgroup

Client’s Hispanic subgroup

5=1 1‐4 per client

1=Mexican2=Puerto Rican3=Cuban4=Another Hispanic

6 RaceID Client’s race All 1‐5 per client

1=White2=Black3=Asian4=NH/PI5=AI/AN6=Unknown(Removed) 3


69New

AsianSubgroup Client’s Asian subgroup


1=Asian Indian2=Chinese3=Filipino4=Japanese5=Korean6=Vietnamese7=Other Asian

70New

NHPISubgroup Client’s NHPI subgroup


1=Native Hawaiian2=Guamanian3=Samoan4=Other PI

4


71New

SexAtBirth The biologic sex assigned at birth

All 1 per client 1=Male2=Female

7 GenderID Client’s current gender

All 1 per client 1=Male2=Female3=Transgender4=Unknown

8 TransgenderID Client’s current transgender status

7=3 1 per client 1=M to F2=F to M3=Unknown

5


9 PovertyLevel Client’s % of poverty at end of reporting period

CM, OA 1 per client 13=<100%9=100‐138%10=139‐200%11=201‐250%12=251‐400%7=401‐500%8=>500%1=<101%2=101‐200%3=201‐300%4=>300%5=Unknown6=301‐400%(Removed)

10 HousingStatus Client’s housing status at end of reporting period

CM, OA, Housing

1 per client 1=Stable2=Temporary3=Unstable4=Unknown(Removed) 6


11 GeographicUnitCode

Deleted

12 HIVAIDSStatus Client’s HIV/AIDS status at the end of the reporting period

CM, OA 1 per client 1=HIV negative2=HIV positive, not AIDS3=HIV positive, AIDS status unknown4=CDC‐defined AIDS7=HIV indeterminate(infants <2years)5=HIV indeterminate (infants only)6=Unknown (Removed)

7


13 AIDSDiagnosisYear

Deleted

72New

HIVDiagnosisYear

Year of client’s HIV diagnosis

New CM, OA clients

1 per client yyyy

14 HIVRiskFactor Client’s HIV/AIDS risk factor

CM, OA 1‐7 perclient

1=MSM2=IDU3=Hemophilia4=Heterosexual5=Blood Transfusion6=Perinatal7=Other8=Unknown (Removed)

8


15 MedicalInsurance

Client’s medical insurance

OA, CM, HI

1‐8 per client

10=Private –Employer11=Private –Individual2=Medicare12=Medicaid,CHIP, other public13=VA/Tricare14=IHS15=Other plan16=Uninsured1=Private3=Medicaid4=Other public5=No Insurance6=Other7=Unknown8=Medicare Part A/B9=Medicare Part D (Removed)

9

RWHAP‐Funded ServicesID Name Definition Required Occurrence Values16 OAMC Outpatient

ambulatory medical care

All 1 for each service delivered

Service ID=8Visits=1‐365Quarter ID (Removed)

18 OralHealth Oral health care All 1 for each service delivered


19 EarlyIntervention

Early intervention All 1 for each service delivered


21 HomeHealthCare

Home health care All 1 for each servicedelivered


22 HomeAndCommunityBasedHealth

Home and community based health


Service ID=14Visits=1‐365Quarter ID (Removed) 10

RWHAP‐Funded ServicesID Name Definition Required Occurrence Values23 Hospice Hospice All 1 for each

service delivered


24 MentalHealth Mental health All 1 for each service delivered

Service ID=16Visits=1=365Quarter ID (Removed)

25 MedicalNutritionTherapy

Medical nutrition therapy



26 MedicalCaseManagement

Medical case management



27 SubstanceAbuseOutpatient

Substance abuse outpatient


Service ID=19Visits=1=365Quarter ID (Removed) 11

RWHAP‐Funded ServicesID Name Definition Required Occurrence Values17 LocalAIDSPharm

aceuticalAssistance

Local AIDS pharmaceutical assistance


Service ID=9Delivered=21=No; 3=Unknown (Removed)

20 HealthInsuranceProgram

Health insurance program



Support Services Delivered:

28 CaseManagementNonMedical

Case management non‐medical



29 ChildCare Child care All 1 for each service delivered


12

RWHAP‐Funded ServicesID Name Definition Required Occurrence Values30 PediatricDevelop

mentalAssessment

Pediatric developmental assessment/early intervention



31 EmergencyFinancialAssistance

Emergency financial assistance



32 FoodBankHomeDeliveredMeals

Food bank/home delivered meals



33 HealthEducationRiskReduction

Health education/risk reduction



34 Housing Housing All 1 for each service delivered

Service ID=26Delivered=21=No; 3=Unknown (Removed) 13

RWHAP‐Funded ServicesID Name Definition Required Occurrence Values35 Legal Legal All 1 for each

service delivered


36 Linguistic Linguistic All 1 for each service delivered


37 MedicalTransportation

Medical transportation



38 Outreach Outreach All 1 for eachservice delivered


39 PermanencyPlanning

Permanency planning



RWHAP‐Funded ServicesID Name Definition Required Occurrence Values40 PsychosocialSuppo

rtPsychosocial support All 1 for each

service delivered


41 ReferralForHealthcare

Referral for healthcare/supportive service



42 Rehabilitation Rehabilitation All 1 for each service delivered


43 RespiteCare Respite care All 1 for each service delivered


44 SubstanceAbuseResidential

Substance abuse residential



45 TreatmentAdherenceCounseling

Treatment adherence counseling



Clinical InformationID Name Definition Required Occurrence Values46 RiskScreening Risk screening

providedOA 1 per client 1=No

2=Yes3=Unknown (Removed)

47 FirstAmbulatoryCareDate

First ambulatory care date

OA 1 per client mm,dd,yyyy

48 AmbulatoryServiceDates

Client report ambulatory service dates

OA 1‐365 dates mm,dd,yyyy

49 CD4Test CD4 test OA 1‐365 counts and dates

Count=IntegerDate=mm,dd,yyyy

50 ViralLoadTest Viral load test OA 1‐365 counts and dates

Count=IntegerDate=mm,dd,yyyy

51 PrescribedPcpProphylaxis

Prescribed pcp prophylaxis

OA 1 per client 1=No2=Yes3=Not medically indicated4=No, client refused5=Unknown (Removed) 16

Clinical InformationID Name Definition Required Occurrence Values52 PrescribedART Prescribed ART

anytime in review period

OA 1 per client 1=Yes3=No, not ready4=No, refused5=No, side effects6=No, cost7=No, other2=No, not medical indicated8=Unknown (Removed)

53 ScreenedTB Deleted

54 ScreenedTBSinceHIVDiagnosis

Screened for TB since HIV diagnosis

OA 1 per client 1=No2=Yes3=Not medically indicated4=Unknown

55 ScreenedSyphilis Screened for syphilis during reporting period

OA 1 per client 1=No2=Yes3=Not medically indicated4=Unknown (Removed) 17

Clinical InformationID Name Definition Required Occurrence Values56 ScreenedHepatit

isBDeleted

57 ScreenedHepatitisBSinceHIVDiagnosis

Screened for hepatitis B since HIV diagnosis

OA 1 per client 1=No2=Yes3=Not medically indicated4=Unknown

58 VaccinatedHepatitisB

Completed the vaccine series for hepatitis B

OA 1 per client 1=No2=Yes3=Not medically indicated4=Unknown (Removed)

59 ScreenedHepatitisC

Deleted

60 ScreenedHepatitisCSinceHIVDiagnosis

Screened for hepatitis C since HIV diagnosis

OA 1 per client 1=No2=Yes3=Not medically indicated4=Unknown 18

Clinical InformationID Name Definition Required Occurrence Values61 ScreenedSubsta

nceAbuseScreened for substance use (alcohol & drugs) during reporting period


62 ScreenedMentalHealth

Screened for mental health during reporting period


63 ReceivedCervicalPapSmear

Received a pap smear during reporting period

OA Female clients

1 per client 1=No2=Yes3=Not medically indicated4=Not applicable5=Unknown (Removed)

19

Clinical InformationID Name Definition Required Occurrence Values64 Pregnant Pregnant during

reporting periodOA Female clients

1 per client 1=No2=Yes3=Not applicable4=Unknown (Removed)

65 PrenatalCare Deleted

66 PrescribedARVMedication

Deleted

20

HIV Counseling and Testing ElementsID Name Definition Required Occurrence Values73New

HIVPosTestDate Date of firstdocumented HIV+ test in reporting pd

OA Clients w/new dx of HIV

1 per client mm,dd,yyyy

74New

OAMCLinkDate Date of ct’s first OAMC visit after HIV+ test

OA Clients w/new dx of HIV

1 per client mm,dd,yyyy

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Summary of 2014 Changes Ryan White Services Report

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