RSR Validation Guide: 4 Steps to Better HIV Care Reporting

This blog is part three of our four-part series on optimizing Ryan White Services Report (RSR) submissions.

• In Part 1, we covered the fundamentals of RSR reporting and why accurate data is essential for compliance and funding. (link)
• In Part 2, we explored how TriYoung’s Data Integration System (DIS) helps agencies streamline data management and reduce errors. (link)
• Now, in Blog 3, we focus on the crucial validation process—ensuring your RSR submission is accurate, complete, and ready for approval.

Validation is one of the most critical steps in the Ryan White Services Report (RSR) submission process, ensuring your data accurately reflects the incredible work your organization is doing.

Think of it like a performance check—the better your data, the stronger your submission. If you’re working with TriYoung, you have access to decades of experience and custom reports not available elsewhere.

Here’s how to ensure your RSR passes validation with flying colors.

Before submission, confirm that all clients receiving Ryan White-funded services are correctly marked as eligible. CAREWare makes this process easier.

• Navigate to Reports > Custom Reports to generate a report identifying clients who received a service but were not marked eligible at the time of service.
• TriYoung developed a custom report for clients called “Ryan White Funded Service, Not Marked Eligible.”
• Review flagged records and take action:
  • Update eligibility records for services provided during eligible periods.
  • Adjust the funding stream for services.
  • Delete invalid entries while documenting the reason for changes.

Maintaining accurate eligibility data throughout the year avoids last-minute issues before submission.

The RSR Client Report helps identify clients with incomplete or missing data, ensuring all necessary information is submitted correctly.

• Navigate to Reports > Health Resources and Services Administration (HRSA) Reports > RSR Client Report in CAREWare.
• Verify that:
  • The correct reporting year is selected.
  • “Cross Provider Labs” is enabled for accuracy.
• Review the report and ensure missing data is less than 5% of reported clients.
• Document any corrections to improve future data accuracy.

The RSR Validation Report flags potential data errors, warnings, and alerts that must be addressed before submission.

• Errors: Must be corrected to meet HRSA requirements.
• Warnings: Should be addressed to prevent potential submission issues.
• Alerts: Investigate to ensure no underlying problems exist.

• Export and review the validation file.
• Resolve errors first, using documented corrections.
• Address warnings if they could impact data integrity.
• Confirm alerts are minor or inconsequential.

By tackling validation errors early, agencies reduce stress and ensure timely submission.

High-quality data submission requires teamwork and continuous monitoring to prevent recurring issues.

• Schedule regular meetings to review reports and resolve data discrepancies.
• Train staff on best practices to ensure consistency in reporting.
• Discuss common errors and solutions to prevent recurring mistakes.

A collaborative approach strengthens data integrity and improves overall RSR compliance.

Don’t wait until the submission deadline to check your data. Proactive monthly QA checks ensure your RSR data remains submission-ready year-round, reducing stress and last-minute errors.

TriYoung’s experts are here to help at every step. From initial validation to final submission, our support ensures your RSR data is accurate, complete, and ready to impress HRSA.

Partner with TriYoung for expert validation support!