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pdfEnding the HIV
Epidemic (EHE)
Triannual Report
2021 Instruction Manual
Release Date: December 29, 2021
Public Burden Statement: The purpose of this data collection system is to collect aggregate data on the number of
new and existing clients, and clients who have been out of care treated with EHE initiative funding. HAB will use these
data to show the impact of the increased funding on reducing new HIV infections, identifying new HIV infections,
engaging clients in care and treatment. An agency may not conduct or sponsor, and a person is not required to
respond to, a collection of information unless it displays a currently valid OMB control number. The OMB control
number for this information collection is 0906-0051 and it is valid until 04/30/2023. This information collection is
mandatory (through increased Authority under the Public Health Service Act, Section 311(c) (42 USC 243(c)) and title
XXVI (42 U.S.C. §§ 300ff-11 et seq.). Public reporting burden for this collection of information is estimated to average
1 hour per response, including the time for reviewing instructions, searching existing data sources, and completing
and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of
this collection of information, including suggestions for reducing this burden, to HRSA Reports Clearance Officer, 5600
Fishers Lane, Room 14N136B, Rockville, Maryland, 20857 or [email protected].
HIV/AIDS Bureau Division of Policy and Data
Health Resources and Services Administration
U.S. Department of Health and Human Services
5600 Fishers Lane, Room 9N164
Rockville, MD 20857
Ending the HIV Epidemic (EHE)
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Table of Contents
Icons Used in this Manual�������������������������������������������������������������������������������������������� 1
Background����������������������������������������������������������������������������������������������������������������� 2
EHE Triannual Report Process Overview���������������������������������������������������������������������� 3
EHE Triannual Recipient Report����������������������������������������������������������������������������������� 4
Step One: Accessing the EHE Triannual Report System�������������������������������������������������������������������������������� 4
Step Two: Adding and/or Managing Contracts in the GCMS������������������������������������������������������������������������ 6
Step Three: Accessing and Completing the EHE Triannual Recipient Report������������������������������������������������ 8
EHE Triannual Recipient Report: General Information��������������������������������������������������������������������������������� 9
EHE Triannual Recipient Report: Program Information������������������������������������������������������������������������������ 11
Step Four: Validating Your EHE Triannual Recipient Report����������������������������������������������������������������������� 13
Step Five: Certifying Your EHE Triannual Recipient Report������������������������������������������������������������������������ 14
EHE Triannual Provider Report������������������������������������������������������������������������������������15
Step One: Accessing the EHE Triannual Report System������������������������������������������������������������������������������ 15
EHE Recipients�������������������������������������������������������������������������������������������������������������������������������������������� 16
RWHAP Recipients�������������������������������������������������������������������������������������������������������������������������������������� 17
Provider Only Organizations����������������������������������������������������������������������������������������������������������������������� 19
Step Two: Completing the EHE Triannual Provider Report������������������������������������������������������������������������� 24
EHE Triannual Provider Report: General Information��������������������������������������������������������������������������������� 24
EHE Triannual Provider Report: Triannual Report�������������������������������������������������������������������������������������� 26
Step Three: Validating Your EHE Triannual Provider Report����������������������������������������������������������������������� 31
Step Four: Submitting Your EHE Triannual Provider Report����������������������������������������������������������������������� 32
Step Five: Accepting Providers’ Reports (Completed by EHE Recipients Only)������������������������������������������� 33
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Icons Used in this Manual
The following icons are used throughout this manual to alert you to important and/
or useful information.
The note icon highlights information that you should know
when completing this section.
The tip icon points out recommendations and suggestions
that can make it easier to complete this section.
The question mark icon indicates common questions asked
with answers provided.
All new text in the document is indicated with a gray highlight.
Icons Used in this Manual
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Background
The Ryan White HIV/AIDS Program (RWHAP), codified in title XXVI of the Public
Health Service Act, supports direct health care and support services for over half
a million people with HIV — approximately half of all people with diagnosed HIV in
the United States.1 The RWHAP funds and coordinates with cities, states, and local
community-based organizations to deliver efficient and effective HIV care, treatment,
and support services for low-income people with HIV.
The Ending the HIV Epidemic in the U.S. (EHE) initiative, which began in FY 2020,
intends to reduce new HIV infections to less than 3,000 per year by 2030. The multiyear EHE initiative currently focuses on 48 counties, Washington, D.C., San Juan (PR),
as well as seven states that have a substantial rural HIV burden (EHE jurisdictions).
The initiative will bring the additional expertise, technology, and resources needed to
end the HIV epidemic in the United States.
In FY 2021, HRSA awarded approximately $99 million to 61 RWHAP recipients to link
people with HIV to essential HIV care and treatment and support services, as well as
to provide workforce training and technical assistance.
To support federal requirements to monitor and report on funds distributed through
the Ending the HIV Epidemic (EHE) initiative, the Health Resources and Services
Administration (HRSA) HIV/AIDS Bureau (HAB) created a new data reporting module,
the EHE Triannual Report. EHE-funded providers will report aggregate information
on the number of clients receiving specific services and the number of clients who
were prescribed antiretroviral medications in the four-month reporting period.
The information collected in the EHE Triannual Report will complement the annual
information collected through the RWHAP Services Report (RSR) and other reporting
mechanisms and support HRSA HAB in its ability to monitor EHE initiative activities
and assess progress toward meeting national goals for ending the HIV epidemic.
1
The Ryan White HIV/AIDS Treatment Extension Act of 2009—Title XXVI of the Public Health
Service Act, as amended—the Ryan White HIV/AIDS Program legislation. https://hab.hrsa.gov/
about-ryan-white-hivaids-program/ryan-white-hivaids-program-legislation.
Background
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EHE Triannual Report Process
Overview
The EHE Triannual Report is an aggregate data report submitted three times a year
by EHE recipients and providers of services. Organizations familiar with the RSR
reporting process will find the EHE Triannual Report to follow a similar set of steps.
EHE recipients will begin by adding and/or editing contracts for their EHE funding
into the Grantee Contract Management System (GCMS). These contracts will then
populate in recipients’ EHE Triannual Recipient Reports. The information in the EHE
Triannual Recipient Report will then be used to generate an EHE Triannual Provider
Report for each provider of services. Providers (including recipient-providers,
subrecipients, and second-level providers) will submit their aggregate data in their
EHE Triannual Provider Report. The EHE Triannual Provider Report must then be
accepted by the recipient(s) before finally advancing to “Submitted” status.
For a visual representation of the EHE Triannual Report process, see Figure 1.
Figure 1. EHE Triannual Report Process
Recipients
Providers
1. Recipients enter contracts
into the GCMS.
2. Recipients complete and submit
EHE Triannual Recipient Report.
3. Providers complete and submit
EHE Triannual Provider Report.
4. Recipients accept completed
EHE Triannual Provider Reports.
Only EHE recipients complete the EHE Recipient Report each reporting period. If
your organization is an EHE-funded provider but not an EHE recipient, proceed to
instructions for the EHE Provider Report on page 15.
EHE Triannual Report Process Overview
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EHE Triannual Recipient Report
EHE recipients will complete an EHE Triannual Recipient Report during each
triannual (four-month) reporting period. The EHE Triannual Recipient Report
pulls contract information from the GCMS for the specified reporting period. To
complete the EHE Triannual Recipient Report, recipients should add/review their
contracts in the GCMS and review the list of funded subrecipients in their report
for accuracy. Step-by-step instructions for completing the EHE Triannual Recipient
Report begin below.
Step One: Accessing the EHE Triannual
Report System
Start by logging into the HRSA HAB Electronic Handbooks (EHBs). Hover over the
Grants tab at the top of the page and select “Work on Performance Report.”
Figure 2. Screenshot of EHBs Home Page with Grants Drop-Down Menu
If you need assistance logging into or navigating the EHBs, contact
the EHBs Customer Support Center at 1-877-464-4772.
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On the next page, the Submissions-All page (see Figure 3), locate your most recent
EHE Triannual Report submission. Select “Start” or “Edit” under the far-right Action
column. The first time you access your report, the link will read “Start.” Once your
report has been started the link will read “Edit.”
Figure 3. Screenshot of Submissions-All Page
From there, you will be taken to the EHE Triannual Recipient Report Inbox (see Figure
4). On this page, you can access the GCMS to add/manage your contracts as well as
your EHE Triannual Recipient Report.
Figure 4. Screenshot of EHE Triannual Recipient Report Inbox
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Step Two: Adding and/or Managing
Contracts in the GCMS
To access the GCMS, click on “Search Contracts” under the Manage Contracts header
in the Navigation panel on the left side of the page. This will take you to the GCMS
search page (see Figure 5) where you can search for your EHE-funded contracts.
Recipients must ensure that they have a contract in the system for each EHE-funded
provider during the reporting period and that all information is up to date.
For instructions on using the GCMS and adding/editing your contracts, review the
GCMS Manual and the Completing the GCMS webinar on the TargetHIV website.
Use the reporting period dates in the “Range Start Date” and
“Range End Date” search fields to only return contracts relevant
to the reporting period in your search results.
Figure 5. Screenshot of GCMS Search Page
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If you need assistance locating or adding a provider in the web
system, contact Ryan White Data Support at 1-888-640-9356 or
email [email protected].
Please note the EHE-specific service category, “Ending the HIV Epidemic Initiative
Services” (see Figure 6). This service category includes those services that are funded
through EHE initiative funding but do not meet the definition of a RWHAP service as
outlined in Policy Clarification Notice #16-02. EHE funding dedicated to services that
meet the definition of one of the RWHAP core medical or support service categories
should be listed under that specific service category.
For example, EHE funding used to provide medical case management should be listed
under the service category Medical Case Management.
Report Rapid ART services as “Ending the HIV Epidemic Initiative Services” if there are
multiple components that comprise a service bundle (such as Outpatient/Ambulatory
Health Services, Medical Case Management, ART medication starter packs, and
Linkages Services) that cannot be reported separately easily.
Figure 6. Screenshot of GCMS Update Services Table with EHE Initiative Services
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The Ending the HIV Epidemic Initiative Services category should
only be used for services that do not meet the definition of one
of the RWHAP core medical or support service categories.
To review the RWHAP core medical and support service category
definitions, see Policy Clarification Notice #16-02 available on the
HAB website.
Where do I input services that I provide as the recipient?
Recipients should enter a contract with their own agency for the
services they provide.
Step Three: Accessing and Completing the
EHE Triannual Recipient Report
If proceeding from Step Two, select “EHE Triannual Recipient Report” under the
Inbox header on the Navigation panel on the left side of the screen to access the EHE
Triannual Recipient Report Inbox. Alternatively, use the instructions in Accessing the
EHE Triannual Report System to navigate to the EHE Triannual Recipient Report Inbox
from the EHBs.
Once you have accessed your report inbox (see Figure 7), select the envelope icon
under the Action column to open your report.
Figure 7. Screenshot of EHE Triannual Recipient Report Inbox
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EHE Triannual Recipient Report: General Information
Upon opening your report, you will be taken to the first section, General Information
(see Figure 8). This page will include multiple fields prepopulated from the web
system including your organization’s address, EIN, and DUNS number as well as the
contact information of the person responsible for completing the report. Review all
fields for accuracy and make any updates as needed. Once finished, select “Save” on
the bottom right of the page.
HRSA will be making updates to the EHBs to support the
transition to the Unique Entity Identifier (UEI). The UEI is a new
12-digit alphanumeric identifier that will be provided by SAM.
gov to all entities who register to do business with the federal
government. The UEI will replace the DUNS number.
To support this transition, HRSA’s EHBs are being incrementally
updated to change all DUNS number fields to UEI fields and to
update the associated processes. Please note, you do not need
to take any action. The UEI will automatically be created and
imported into the EHBs for all actively registered organizations.
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Figure 8. Screenshot of EHE Triannual Recipient Report - General Information
EHE Triannual Recipient Report
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EHE Triannual Recipient Report: Program Information
To access the next section of the report, Program Information, select “Program
Information” under the EHE Recipient Report Navigation header in the Navigation
panel on the left side of the screen. The Program Information section (see Figure 9)
shows all the agencies that had a contract with the recipient during the reporting
period as listed in the contracts in the GCMS.
Figure 9. Screenshot of EHE Triannual Recipient Report - Program Information
This information is populated from the GCMS, and recipients should review the list
for accuracy. If any of the listed information is incorrect, the changes will have to be
made to the contracts in the GCMS.
If you make any changes to your contracts after your Recipient Report has been
started, you must synchronize the changes with your report so that they populate
correctly. Navigate back to the Program Information section of the report and you
will see a yellow Warning banner at the top of the page (see Figure 10).
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Figure 10. Screenshot of Synchronization Warning Banner
Select the “Synchronize All” button to synchronize all contract changes at once or
select the blue link(s) in the banner to synchronize contracts individually. On the next
page, you can review the changes you made to your contracts and then select the
“Synchronize” button to add all contract changes to the report.
Once you have reviewed both sections of the report and made sure that all EHEfunded providers are listed, you are ready to move on to the next step of the EHE
Recipient Report, validating your report.
If you need to make changes to your contracts after certifying
your EHE Recipient Report, contact Data Support for assistance at
1-888-640-9356 or [email protected].
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Step Four: Validating Your EHE Triannual
Recipient Report
Once you have reviewed and completed both the General Information and Program
Information sections, the next step is to validate your report. The validation process
checks your report against HRSA HAB’s system requirements. To start the validation
process, select “Validate” in the Navigation panel on the left side of the screen. The
system will display a message letting you know that the validation is processing (see
Figure 11). After a few minutes, refresh the page by selecting the “Validate” link again
in the Navigation panel or by refreshing the page using your web browser.
If your report has no validation messages to address, you will see a congratulations
message and can advance to the next step. Otherwise, you will see a table of your
validation results once the validation process has completed.
Figure 11. Screenshot of EHE Recipient Report Validation Processing Page
The only validation messages in the EHE Recipient Report are errors. If you receive
an error in your validation results, you must correct your report based on the error
message and revalidate your report before you can certify.
Once you have addressed your validation results, you can advance to the next step,
certifying your report.
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Step Five: Certifying Your EHE Triannual
Recipient Report
To certify your EHE Triannual Recipient Report, select “Certify” in the Navigation panel
on the left side of the screen. On the next page (see Figure 12), enter a comment in
the text box with any meaningful feedback you have about the submission process.
Underneath the comment box, select the checkbox to indicate that the data submitted
are accurate and complete. Once finished, select the “Certify Report” button at the
bottom of the page.
Figure 12. Screenshot of EHE Recipient Report - Certify Report Page
If you need assistance completing your EHE Triannual Recipient
Report, contact Ryan White Data Support at 1-888-640-9356 or
email [email protected].
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EHE Triannual Provider Report
Each organization that receives EHE funding to provide services must complete an
EHE Triannual Provider Report each reporting period. This includes organizations that
are recipient-providers as well as subrecipients and second-level providers. The EHE
Triannual Provider Report is submitted three times a year and includes aggregate
data on the number of clients receiving services as well as the number of clients
prescribed antiretroviral treatment (ART). Step-by-step instructions for completing
the EHE Triannual Provider Report begin below.
Step One: Accessing the EHE Triannual
Report System
The steps to access the EHE Triannual Report vary based on your organization. EHE
recipients (the organization that receives the EHE award from HAB) can access the
EHE Provider Report through their EHE report deliverable in the HRSA Electronic
Handbooks (EHBs).
EHE-funded providers that are not EHE recipients but are the recipient of a RWHAP
grant (such as a RWHAP Part C or D recipient) will access the EHE Provider Report
through their most recent RWHAP Services Report (RSR) deliverable in the EHBs.
EHE-funded providers that are not the recipient of any RWHAP grant (provider only
organizations) will access the EHE system by going through the RSR system and the
“Access RSR” link in the EHBs.
Detailed instruction for each method of accessing the EHE Provider Report follow
below.
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Figure 13. Accessing the EHE Provider Report
EHE Recipients
Access through EHE Triannual Report deliverable in EHBs
EHE Recipients
RWHAP Recipients
Access through most recent RSR deliverable in EHBs
Provider Only Organizations
Utilize the “Access RSR” link to get to the EHE system
Not EHE Recipients
EHE Recipients
Organizations that are EHE recipients can use the steps detailed in the Accessing
the EHE Triannual Report System section to navigate to the EHE Recipient Report
Inbox (see Figure 14). From there, select “EHE Triannual Provider Report” under the
Inbox header in the Navigation panel on the left side of the screen to access the EHE
Provider Report Inbox.
Figure 14. Screenshot of EHE Triannual Recipient Report Inbox
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Once in the EHE Provider Report Inbox (see Figure 15), locate the EHE Provider Report you
would like to open and select the envelope icon under the Action column to open your
report. The first time you access the report, the link will read “Create” and once the report
has been created the link will instead read “Open.” Recipients will see an EHE Provider
Report in the inbox for each EHE-funded provider as listed in their EHE Recipient Report.
Figure 15. Screenshot of EHE Provider Report Inbox
RWHAP Recipients
EHE-funded providers that are not the recipient of the EHE award (i.e., they are not the
organization that receives the EHE award directly from HRSA HAB) but are a recipient
of a RWHAP grant (such as a RWHAP Part C or D recipient) will access the EHE system
through their most recent RSR deliverable.
Start by logging into the EHBs. From the EHBs Home Page, hover over the “Grants” tab
at the top of the page and then select “Work on Performance Report” (see Figure 16).
Figure 16. Screenshot of EHBs Home Page with Grants Drop-Down Menu
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On the next page, Submissions-All, scroll down and locate your most recent RSR
deliverable. Select the “Start” or “Edit” link under the far-right Options column (see
Figure 17) to access the RSR system.
Figure 17. Screenshot of Submissions-All Page
That will bring you to the RSR Recipient Report Inbox. Look at the bottom of the
Navigation panel on the left side of the screen and select “EHE Triannual Inbox”
under the Emerging Initiatives header.
Figure 18. Screenshot of RSR Recipient Report Inbox
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You will now be in the EHE Provider Report Inbox. To access your EHE Provider Report,
select the envelope icon under the Action column on the right side of the page.
Figure 19. Screenshot of EHE Provider Report Inbox
Provider Only Organizations
EHE-funded providers that are providers only and do not receive any RWHAP grant
from HAB will access the EHE Provider Report through the RSR system using the
“Access RSR” link in the EHBs.
Start by logging into the HRSA HAB EHBs. Providers only organizations must log in
using the Service Provider box on the main EHBs page (lower left box in Figure 20).
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Figure 20. Screenshot of EHBs Select Role Page
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Once you have logged in, from the Providers EHBs Home Page, select the Organization
tab at the top of the page (see Figure 21).
Figure 21. Screenshot of Providers EHBs Home Page
On the next page, the My Registered Organizations – List, locate your organization’s
name and then select the “Organization Folder” under the far-right Options column
(see Figure 22).
Figure 22. Screenshot of Providers My Registered Organizations - List Page
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That will bring you to the Organization Home page. Look in the center of the page,
and select the “Access RSR (includes modules such as Check your XML, HIVQM, CDR,
and EHE)” link (see Figure 23).
Figure 23. Screenshot of Providers Organization Home Page
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That will bring you to the RSR system, in the RSR Provider Report Inbox. Look at
the bottom of the Navigation panel on the left side of the screen and select “EHE
Triannual Inbox” under the Emerging Initiatives header (see Figure 24).
Figure 24. Screenshot of RSR Provider Report Inbox
From there, you will be taken to the EHE Provider Report Inbox. To open your report,
select the envelope icon under the Action column on the right side of the page (see
Figure 25).
Figure 25. Screenshot of EHE Provider Report Inbox
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Step Two: Completing the EHE Triannual
Provider Report
EHE Triannual Provider Report: General Information
Once you have opened your report, you will be taken to the first section, General
Information (see Figure 26). This section contains details about your organization as
well as the organization contacts. Review all fields and make any necessary updates.
Organization Details
Under Organization Details, you will find your agency’s EIN, DUNS number, and
mailing address. This information is prepopulated from the web system. Verify the
fields are correct and if you need to make any changes, select the “Update” link to
the right of the Organization Details header.
HRSA will be making updates to the EHBs to support the
transition to the Unique Entity Identifier (UEI). The UEI is a new
12-digit alphanumeric identifier that will be provided by SAM.
gov to all entities who register to do business with the federal
government. The UEI will replace the DUNS number.
To support this transition, HRSA’s EHBs are being incrementally
updated to change all DUNS number fields to UEI fields and to
update the associated processes. Please note, you do not need
to take any action. The UEI will automatically be created and
imported into the EHBs for all actively registered organizations.
Organization Contacts
The organization contacts are prepopulated from previous RSR/EHE Provider Report
submissions. Review the contact information and be sure to update it accordingly as
this information is used for outreach purposes by HRSA HAB’s technical assistance
providers.
To edit or remove any of the listed contacts, select “Edit” or “Delete” under the
Actions column to the right. If you need to add a new contact, select the “Add
Contact” button below the table of contacts.
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Provider Profile Information
This section is also prepopulated from previous RSR/EHE Provider Report submissions.
Review all fields and if there are any necessary changes select the “Update” link to
the right of the Provider Profile Information header. If you need further information
on these fields and their definitions, refer to pages 20-21 of the RSR Manual available
on the TargetHIV website.
Figure 26. Screenshot of EHE Triannual Provider Report - General Information
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EHE Triannual Provider Report: Triannual Report
To navigate to the next section of the report, select “Triannual Report” under the
EHE Provider Report Navigation header in the Navigation panel on the left side of
the screen. In the Triannual Report section (see Figure 27), enter your aggregate
data directly into the table on the screen. The table should only include data for HIVpositive clients who received at least one service during the reporting period.
A value must be entered for every field. If there are no data to be
reported for a field, enter a zero.
Figure 27. Screenshot of EHE Triannual Provider Report - Triannual Report
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RWHAP/Initiative Services
In this section, enter a value for the number of clients who received the service
category specified in each row during the reporting period. Each service is split into
three columns that each pertain to a different client population:
• # of New Clients who received service(s) in the reporting period (A): In this
column, report any HIV-positive client who has never received services from
the service provider in the past (prior to the current reporting period).
• # of Clients who received service(s) in the reporting period and received at
least one service during a previous reporting period of the current calendar
year or during the previous calendar year (B): In this column, report any HIVpositive client who received a service from the service provider in a previous
reporting period either during the calendar year (if applicable), the previous
calendar year, or both.
• Total # of Clients who received service(s) in the reporting period (C): In this
column, report all HIV-positive clients who received a service from the service
provider during the reporting period.
For every row, the value in Column C (Total # of Clients) must
be greater than or equal to the values reported in Columns A
and B. The value in Column C does not need to equal the sum of
Columns A and B.
How should I report a client served during the reporting period that
was previously seen two years ago?
This client does not qualify as a new client (Column A) or an existing
client (Column B) since they have been seen previously but not in
the current or prior calendar year. Therefore, only report this client
in Column C, the total number of clients served.
My clinic is part of a larger organization. How should we determine
whether or not a client is new?
For the EHE Triannual Report, a client is new if they are new to care at
the provider of HIV services. Therefore, if a client has never received
services previously from your clinic, the provider of HIV services,
they would be considered new.
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Not all RWHAP service categories are listed individually in the RWHAP/Initiative
Services table section. The included services are:
• 1. Any RWHAP or Initiative Service
• 1a. Ending the HIV Epidemic Initiative Services
• 1b. Outpatient/Ambulatory Health Services
• 1c. Medical Case Management, including Treatment Adherence Services
• 1d. Non-medical Case Management Services
• 1e. Mental Health Services
• 1f. Substance Abuse Outpatient Care
• 1g. Substance Abuse Services (residential)
• 1h. Housing
For each service category, report the number of HIV-positive clients that received
the service during the reporting period, regardless of payor or RWHAP-eligibility.
In Row 1, Any RWHAP or Initiative Service, report all HIV-positive clients that were
served during the reporting period with any RWHAP or EHE initiative service category
that your organization was funded to provide with either EHE, RWHAP (including
RWHAP Parts A, B, C, and D), RWHAP-related (including program income and/or
pharmaceutical rebates), or FY20 CARES Act funding.
As a note, Row 1a, Ending the HIV Epidemic Initiative Services, is a service category in
the system that includes those services that are funded through EHE initiative funding
but do not meet the definition of a RWHAP service as outlined in Policy Clarification
Notice #16-02. Services provided with EHE funding that meet the definition of a RWHAP
service category should be reported under that specific service category and not the
EHE Initiative Services category. For example, if your organization uses EHE funding
to provide Medical Case Management, those services should be reported under the
Medical Case Management category and not the EHE Initiative Services category.
What services should be included in the EHE Initiative Services
category?
The EHE Initiative Services category includes all services that do
not align with one of the RWHAP services categories outlined in
PCN #16-02. If an EHE-funded service fits into an existing PCN #1602 RWHAP service category, the service should be reported under
the RWHAP service category. If an EHE-funded service does not fit
into an existing PCN #16-02 RWHAP service category, then the EHE
Initiative Services category should be used.
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Only EHE-funded providers must complete the EHE Triannual Provider Report, but
these providers should report on services funded through all RWHAP and EHE funding
sources including EHE initiative funding, RWHAP funding, RWHAP-related funding
(including program income or pharmaceutical rebates), or FY20 CARES Act funding. If
your organization is not funded to provide one of the services in this section by any
of these funding sources, then you do not need to report client counts for it.
For each column, the values reported in rows 1a through 1h
must be less than or equal to the value reported in Row 1. Any
RWHAP or Initiative Service.
For definitions of RWHAP core medical and support service
categories, see PCN #16-02, available on the HRSA HAB website.
Where do I report service categories that I provide that aren’t
specifically listed in the EHE Triannual Report table (e.g., Medical
Transportation or Food Bank/Home-Delivered Meals)?
RWHAP service categories funded through EHE, RWHAP, RWHAPrelated, or CARES Act funding that are not listed in a specific row
(e.g., Medical Transportation) should be reported under Row 1. Any
RWHAP or Initiative Service.
Where do I report household members who received a funded
service?
Only report clients who have HIV that received a service during
the reporting period in your EHE Triannual Report data. Household
members who are HIV-negative but received a funded service should
not be included in your data.
Health Outcomes
The Health Outcomes section of the table contains a single row, Prescribed ART in
the reporting period. In this row, report the number of HIV-positive clients in each
column that were prescribed or continued on ART during the reporting period. All
clients who were prescribed ART via Outpatient/Ambulatory Health Services (OAHS)
or any other mechanism through which ART could be prescribed or provided (e.g.,
rapid ART programs under EHE Initiative Services, bundled services, etc.) should be
reported in this row.
Clients should be sorted into the three columns as specified in the previous section
of the manual, i.e., new clients, existing clients, and total clients.
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Has the guidance on reporting ART prescription changed?
Yes, previously providers would report on ART prescription only
for clients served with OAHS. HAB recognizes that clients may be
prescribed ART through other mechanisms (e.g., rapid ART programs
under EHE Initiative Services). Therefore, providers should now
report all clients prescribed or continuing on ART through OAHS or
any other mechanism through which ART could be prescribed or
provided.
For each column, the value reported in Row 2. Prescribed ART
in the reporting period, must be less than or equal to the value
reported in Row 1. Any RWHAP or Initiative Service.
Once you have entered a value for each field of the table, select “Save” at the bottom
right of the screen.
If you need assistance extracting your data from your EHR or data
management system or mapping your data to the required data
elements, contact the DISQ Team at [email protected].
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Step Three: Validating Your EHE Triannual
Provider Report
Once you have reviewed and completed both the General Information and Triannual
Report sections, the next step is to validate your report. The validation process checks
your report against HRSA HAB’s system requirements. To start the validation process,
select “Validate” in the Navigation panel on the left side of the screen. The system
will display a message letting you know that the validation is processing (see Figure
28). After a few minutes, refresh the page by selecting the “Validate” link again the
Navigation panel or by refreshing the page using your web browser.
Figure 28. Screenshot of EHE Provider Report Validation Processing Page
If your report has no validation messages to address, you will see a congratulations
message and can advance to the next step. Otherwise, you will see a table of your
validation results once the validation process has completed.
The only validation messages in the EHE Provider Report are errors. If you receive
an error in your validation results, you must correct your report based on the error
message and revalidate your report before you can submit. Once you have addressed
your validation results, you can advance to the next step of the report, submitting.
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Step Four: Submitting Your EHE Triannual
Provider Report
To submit your EHE Triannual Provider Report, select “Submit” in the Navigation panel
on the left side of the screen. On the next page (see Figure 29), enter a comment in
the text box with any meaningful feedback you have about the submission process.
Underneath the comment box, select the checkbox to indicate that the data submitted
are accurate and complete. Once finished, select the “Submit Report” button at the
bottom of the page.
Figure 29. Screenshot of EHE Provider Report Submit Report Page
If you need assistance completing your EHE Triannual Provider
Report, contact Ryan White Data Support at 1-888-640-9356 or
email [email protected].
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Step Five: Accepting Providers’ Reports
(Completed by EHE Recipients Only)
When your subrecipient(s) have submitted their EHE Triannual Provider Report(s),
you must review and accept them. You will know that an EHE Provider Report still
needs to be accepted by the recipient when it is in “Review” status (see Figure 30).
Figure 30. Screenshot of EHE Provider Report Inbox with Submitted Reports
Each report must be opened and accepted separately. Select the envelope icon under
the Action column to open the report you wish to review and accept.
Review the selected report and, when ready, select “Submit/Accept” in the Navigation
panel on the left side of the screen to accept the report (see Figure 31). Alternatively,
if you need to return the report for corrections, select “Return for Changes” in the
Navigation panel. As a note, your EHE Triannual Recipient Report will not advance to
“Submitted” status until all of your subrecipients’ Provider Reports have been accepted.
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Figure 31. Screenshot of EHE Provider Report in Review Status
If you need assistance accepting your providers’ reports,
contact Ryan White Data Support at 1-888-640-9356 or email
[email protected].
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| File Type | application/pdf |
| File Modified | 0000-00-00 |
| File Created | 2022-11-28 |