2012 RSR Cleanup Tips (No Bucket Required)

[Laurence S Spiegel]

Hi.  Happy New Year everyone!  I'd like to put the following rumors to rest.  As you will agree, they are (most likely) untrue and far fetched.  

-->  Many staff from the AIDS Institute Office of Systems Development and AI Funded Providers were rumored to be seen clutching RSR Completeness Reports while kissing their sweeties as the clock struck 12:00 on New Years.  While looking toward the heavens with fists clenched above their heads, their first words of 2013 were screamed, "I'm going to get you!  I'm going to get it right this year!."  

-->  Because of multiple updated RSR Instruction versions released by the Federal Government in 2012, nearly 50% of the confetti used when the ball dropped in Time Square came from the AIDS Institute after re-printing the documents after each revision.

Anyway, I'm sure you've made a resolution to submit the best RSR possible this year, and we all appreciate it.  To help you get there, here are a few tips to help you get rid of those nasty "Unknown" values in your RSR.  

Q-2)  ENROLLMENT STATUS:  

SITUATION:   "Unknown" Status will be reported if the following has been entered.

• Case Closed Reason = code 11 (Unknown / Lost to follow-up)
• Case Closed Reason = code 99 (previously was 'Other' but is not a valid entry option any longer (which is why the description is empty))
• Status is PENDING
THE FIX:    Go to the STATUS CHANGES screen and...

• Change the REASON if the client is Closed.  
• If PENDING, change the Status.
Q-9)  POVERTY LEVEL:

SITUATION:   Only the Federal Poverty Level (FPL) Categories are reported in the RSR.  The "Household Size" and "Annual Household Income" are used to determine the "Category" but are not reported.

THE FIX:    The FPL for a single person in 2012 = $11,170.  For 2 people, it is $15,130.  Therefore, if you know the client has little to no income, enter any amount less than the FPL to have the client reported in RSR Category 1 (Equal to or Less Than the Federal Poverty Level).   For example, entering $1 or $11,000 for 2012 would report Category 1.

Q-15)  INSURANCE:

SITUATION:  "Unknown" will be reported if an Insurance Provider a) Has not been entered or b) Was last Effective or Verified before 2012.  

• Note, the RSR does not consider the entry to the 'Insurance Status' section on the Intake.

THE FIX:  Go to the INSURANCE HISTORY screen and ...

• Add the appropriate "Insurance Provider" if it has not been entered or can no longer be verified.
• Verify the existing "Insurance Provider" (if it has not changed and can still be verified).
• If the client truly does not have any insurance, Add "No Insurance / Self Pay" as the "Insurance Provider".   This will be reported as "No Insurance" in the RSR.
Q-52)  PRESCRIBED HAART

SITUATION:  The current AIRS V8.9 does not provide the correct information for the RSR.

THE FIX:    The V8.9 Upgrade expected later this month (January 2013) will contain updated programming to correctly report this.  

• The "Guide to the 2012 RSR - A Question-by-Question Guide to Locate RSR Information in AIRS" contains the NO ARV Reasons and their mapping to the RSR.

Bottom Line:  Continue with your cleanup but be aware that there are more RSR mapping, fixes, and data that will be included when the next AIRS Upgrade is released.  When submitting the RSR Extract after this upgrade, you will also receive the RSR Completeness Report and the reports that identify the Client TC_IDs for Unknowns and Missing data.  As in the past, you will get a last shot at cleanup before the final submission.  

Hope this helps.   Keep sane and stay well.

Larry Spiegel
NYSDOH-AIDS Institute
Office Of Systems Development
Ls...@health.state.ny.us
212-417-4469