The Story of Ryan White and Its Connection to Reporting Practices

For those who work in healthcare, there are certain names you never forget, and Ryan White is one of them. Ryan was just 13 years old when he was diagnosed with AIDS following a blood transfusion for hemophilia. The blood he received was contaminated, which led to him being the poster child for HIV and AIDS. His story is one of courage and perseverance — and his legacy continues to help those living with HIV in the United States. 

As of late 2024, over 576,000 people with HIV received life-saving care, support services, and medication through the Ryan White HIV/AIDS Program (RWHAP). The program achieved a record-breaking 90.6% viral suppression rate and continues to change lives. Here is how your practice can support these encouraging stats and the role that reporting plays in quality care. 

A Closer Look at the Ryan White HIV/AIDS Program

The Ryan White CARE (Comprehensive AIDS Resources Emergency) Act was first enacted in 1990, the same year Ryan White passed away. The act established the Ryan White HIV/AIDS Program, which has helped improve outcomes for those with HIV. There are five parts to the PWHAP, each with a different funding purpose. 

Are You a Ryan White HIV/AIDS Program Provider?

If you are a Ryan White HIV/AIDS Program medical provider, you must ensure you report accurate, up-to-date information. The Ryan White HIV/AIDS Program Services Report (RSR) is a requirement that helps improve outcomes. The RSR is a client-level data reporting system required by the Health Resources and Services Administration (HRSA). By providing this data, the program can decide on funds and services while understanding the types of patients being cared for.

Are you following best practices?

Ryan White Program: Best Practices

The Ryan White HIV/AIDS Program Services Report must be submitted annually, with the assistance of your electronic health record (EHR) system. To make this reporting process as efficient and effective as possible, keeping good records throughout the year is essential. That way, when submitting the RSR, you can automatically extract data from your EHR. Follow these best practices so that you submit accurate, timely data on the RSR.

Understand What You Must Report

Thorough data collection is imperative to the success of this program, which is why you'll need to enter data correctly. Knowing what you need to report will ensure you collect the correct data. That way, you can submit all necessary information about the services and support you provide. TempDev created Ryan White Templates & Reports for those providing related services out of an FQHC/CHC to optimize this process. These customized templates can help you better manage visits and reporting. From HIV medication to support services, these templates can help you improve care and documentation for Ryan White eligible HIV patients.

Perform Quality Checks and Backup Data 

Regularly checking data throughout the collection process can help you identify and address errors before submission. For example, you should verify patient demographics, service dates, and treatment codes. Data analysis is also important, so monitor your RSR data. Doing so will help you identify areas where you can improve concerning service delivery and patient care. You should also regularly back up data to prevent data loss and have a recovery strategy if something unexpected occurs. 

Submit on Time and Keep Communication Open

Be sure to adhere to the RSR submission deadlines so that you do not face penalties. You must maintain open communication with your funding agency if you have any concerns or issues with your submission. It is also best practice to stay in contact with recipients throughout the submission period so that both parties remain on the same page. For example, if you notice on a report that something doesn't make sense and that the service was not provided, let your recipient know so that reporting data remains accurate. The same applies if you provided a service missing from your report — let the recipient know. 

Invest in Training

Plenty of RSR training materials are available. Provide your care team with all the necessary information to make data collection and reporting seamless. In addition, develop an EHR training program so that you can optimize operations and reporting requirements. To identify areas of improvement and improve workflows, partner with a NextGen consultant.

TempDev Can Help You Meet Reporting Requirements 

TempDev can help your practice meet all reporting requirements associated with the Ryan White CARE Act and Ryan White Program. You can access Ryan White Templates & Reports to optimize this process and seek consulting when needed. You can also use our latest EHR reports, including the EHR Operations BI and Order Management BI, to enhance your reporting processes and outcomes.

Whether you need help with an upcoming report or everyday operations, TempDev can help you every step of the way. Discover how TempDev helps clients like you handle their unique business, regulatory, and operational requirements. Gain inspiration and implement similar systems to gain a competitive edge.  

Have questions about how TempDev can help with Ryan White Program requirements? Contact us to learn more about our products and services, or call us at 888.TEMP.DEV.