Getting your Ryan White Services Report (RSR) ready is a big task—and it’s even harder when your data has errors that delay submission. At TriYoung, we’ve helped dozens of programs prepare their reports through our comprehensive eligibility management solutions, and we’ve noticed some common data fields that frequently trigger warnings or errors during RSR validation.
Here are the top 5 fields to double-check before you hit submit—plus tips on how to fix them.
The 5 Most Common RSR Data Validation Errors
1. Client Unique Identifier (eUCI) Issues
The problem: Invalid or missing eUCIs will trigger immediate validation errors.
How to fix it:
- Make sure the date of birth, gender, and last name code are all present in your source data.
- Use CAREWare’s built-in UCI generator tool to ensure the format matches HRSA rules.
2. Eligibility Date Problems
The problem: Missing or outdated eligibility can cause your client to be excluded—or worse, inaccurately included.
How to fix it:
- Schedule monthly or quarterly eligibility reviews.
- Set up CAREWare alerts to remind staff when documentation is about to expire.
3. Service Category Misalignment
The problem: Services get reported under the wrong category, which can lead to inaccurate RSR summaries or audit flags.
How to fix it:
- Review service mappings and ensure they align with HRSA’s definitions.
- Offer training to clarify the difference between similar categories like Medical Case Management vs. Non-Medical.
4. Payer Source Information Gaps
The problem: Missing or mismatched payer info can prevent correct allocation of service funding.
How to fix it:
- Confirm that every billed service has a payer source.
- Use CAREWare’s custom fields to flag services with missing payer details before import.
5. Incomplete Client Demographics
The problem: Missing data like race, ethnicity, or HIV status can reduce report validity.
How to fix it:
- Use CAREWare’s Validation Report to identify and correct missing demographics.
- Review intake forms to ensure required data is being collected at enrollment.
Best Practices for RSR Data Management
Clean Early, Clean Often
Don’t wait until RSR season. By running quarterly audits and mock validations, you’ll catch issues early—and make final submission much easier.
Implement Proactive Validation Workflows
Setting up systematic data validation processes throughout the year prevents last-minute scrambles and ensures higher data quality for your RSR submissions.
Frequently Asked Questions About RSR Data Validation
Need Expert Help with Your RSR Preparation?
Need help building your CAREWare validation routine? We’d be happy to walk you through it.
About the Author: Lisa Alaniz
