Preparing for the 2020 COVID-19 Data Report (CDR) Submission · You’ll also be able to ask questions directly “live” at the end of the presentation by clicking the “raise

Preparing for the 2020 COVID‐19 Data Report (CDR) Submission

May 27, 2020

Hilary MitchellRyan White Data SupportHIV/AIDS Bureau (HAB)

Good morning everyone. Welcome to today’s webcast.

My name is Rachel Gross. I’m a member of the Ryan White Data Support Team, and I’m joined today by my colleague Hilary Mitchell. We’re also joined today by several of our HRSA HAB colleagues.

Just a quick note ‐ At any time during the presentation, you can send us questions using the “Question” function on your control panel. You’ll also be able to ask questions directly “live” at the end of the presentation by clicking the “raise hand” button on your control panel, and my colleague will unmute you. We hope you consider asking questions “live,” because we really like hearing voices other than our own.

I’ll now pass the presentation to Hilary to kick‐off the webinar.

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1. What is the COVID‐19 Data Report (CDR)?

2. Purpose of Data Collection3. How to Complete the CDR4. Technical Assistance (TA)

Resources Available5. Q&A Session

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Overview

Hello everyone! Today we’ll be going over:

1. What the COVID‐19 Data Report (CDR) is?

2. We’ll discuss the purpose of the Data Collection

3. I’ll then do a step‐by‐step for How to Complete the CDR

4. We’ll also go over the available Technical Assistance resources.

5. Then you’ll have the opportunity to ask questions.

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What is the COVID‐19

Data Report (CDR)?

Capture activities funded through the Coronavirus Aid, Relief, and Economic Security (CARES) Act.

Provides funding to prevent, prepare for, and respond to the coronavirus disease. The 2020 CARES Act recipients can be found here: https://hab.hrsa.gov/coronavirus/cares‐FY2020‐awards

A monthly CDR must be submitted for activities conducted during the reported period.

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Let's start by covering what the COVID‐19 Data Report (aka the CDR) is?:

• The CDR was developed to capture activities funded through the Coronavirus Aid, Relief, and Economic Security Act. It is colloquially called the CARES Act.

• The CARES Act provides funding for eligible health care providers, including current HRSA Ryan White HIV/AIDS Program (RWHAP) recipients to prevent, prepare for, and respond to coronavirus disease.

‒ If you’re unsure if you’re a CARES Act recipient, the 2020 CARES Act recipients can be found here: https://hab.hrsa.gov/coronavirus/cares‐FY2020‐awards

• CARES Act recipient‐providers and subrecipients must complete a monthly CDR for activities conducted during the reporting period. We’ll review the CDR in the coming slides.

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Purpose of Data

Collection

Help HRSA HAB understand how CARES Act funding is being used to support RWHAP clients and immediate household members.

Ensure HRSA HAB is compliant with federal reporting requirements.

Currently, HRSA HAB is collecting aggregate data.

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So why is HRSA HAB collecting this data?

• All activities and purchases supported with RWHAP CARES Act awards must be used for services, activities, and supplies needed to prevent or minimize the impact of COVID‐19 on RWHAP clients and their immediate household members.

• The data collected will help HRSA HAB understand how CARES Act funding is being used to support RWHAP clients and immediate household members, and ensure HRSA HAB is compliant with federal reporting requirements.

• Currently, HRSA HAB is only collecting aggregate data.

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How to Complete the CDR

Now we’re going to move onto how to complete the CDR. You may find you’re familiar with some of the steps, such as adding GCMS contracts, but please be patient as we will also go over the submission steps for completing the CDR.

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2020 CDR Data Submission Steps

CARES Act recipients add contract(s) in the GCMS

Recipient‐providers, subrecipient providers, and second‐level providers create the CDR

Complete the CDR

General Information

COVID‐19 Data Collection

Validate & Submit the CDR

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Now that I’ve established who this webinar applies to, lets get started with how to complete the report.

• To begin, CARES Act recipients will add contract(s) in the GCMS

• Recipient‐providers, subrecipient providers, and second‐level providers will create the CDR

• Recipient‐providers, subrecipient providers, and second‐level providers will complete the CDR. Including the:

‒ General Information Section

‒ and the COVID‐19 Data Collection Section

• Recipient‐providers, subrecipient providers, and second‐level providers will Validate & Submit the CDR

Let's discuss how to complete these components.

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Access the GCMS – Step 1

CARES Act recipientsmust add their contract(s) in the GCMS.

CARES Act recipients will login to the HRSA HAB electronic handbooks (EHBs) ‐https://grants.hrsa.gov/webexternal.

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To begin the data submission process, CARES Act grant recipients will add their contract(s) in the GCMS. Agencies who are recipient‐providers will add a contract with themselves to the GCMS, as well as any contracts with subrecipient providers and second‐level providers, if applicable. To add a contract, the first step is for recipients to login to the HRSA HAB electronic handbooks (EHBs).

Once logged in, click the “Grants” tab.

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Access the GCMS – Step 2

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Once you’ve clicked the “Grants” tab, the My Grant Portfolio page will open in the main window. Locate your assigned CARES Act grant number on the grant portfolio page. Select the “Grant Folder” link on the right side of the page.

The Grant Home page will open in the main window. Select the “Manage Contracts” link under the Others heading.

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Add GCMS Contract – Step 1

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The Grantee Contract Management System page will open in the same window. With only the grant number pre‐populated, click “Search”.

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Since the CARES Act awards are new grants, your search will not return any GCMS subrecipient contract results. To add a subrecipient, click “Add Contract” at the bottom of the page.

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H12HA00000 Health & Happiness Clinic

12345 555-555-4321 12-3456789

555-555-1234 98-765432154321

Potomac Clinic, Inc.

H9AHA00001 Holden Speakers Services

If you do not see your provider, contact Data Support at 1(888) 640‐9356 or

[email protected]

This link will bring you to the subrecipient search function. In this example, I am searching by a distinguishing part of the organization’s name and the state they’re located in. As a suggestion, it is often best to limit the criteria you search by to pull the most search results.

Once you’ve added the search criteria you wish to search by, click “Search”.

The system will pull up all the organizations that meet your search criteria. Locate the agency you want to add and click the “Add” link in the Action column.

If you still do not see your provider, try modifying the information in the search fields, and click the “Search” button again. If this search wields no results, contact Data Support for additional assistance.

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Once you’ve clicked “Add”, a new screen will open showing the contract details page.

Scroll down to find the fillable Contract Information fields for the subrecipient. You must complete each field with a red asterisk, including the contract start and end date, if the contract has been executed, if this agency serves as a consortium, fiscal intermediary provider, administrative agent, or lead agent under this contract, and you must also indicate if this agency is a subcontractor or second‐level provider.

As a note, the contract start and end dates must align with the actual contract dates.

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Once you’ve completed the Contract Information Section, continue scrolling to the Service Information Section. In this section you indicate if the agency provided direct client services, and if applicable, select the administrative and technical services that are funded for this contractor. Your last step is to click “Update Services” to add the core medical and support services the agency was funded to provide.

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After you click “Update Services”, your browser will open a pop‐up window. Indicate which core medical and support service categories were funded by adding a check in the CARES Act Funding column. Add a dollar amount in the Amount column for each service category selected.

Once you have finished entering the funded amounts, scroll to the bottom of the pop‐up window, and click “Done updating services”. This will close the pop‐up window. However, before navigating out of the contract page, you must also click the “Save” button on the bottom right of the page.

Repeat Steps 1‐6 for each of your CARES Act subrecipients.

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GCMS Resources

If a training event has multiple tracks for different cohorts of participants, complete an ER form for each track.

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Note: GCMS resources haven’t yet been updated to include CDR specific guidance, but they still provide instruction on adding, editing, or deleting contracts.

GCMS Instruction Manual

https://targethiv.org/library/gcms‐manual

GCMS Training Webinar

https://targethiv.org/library/completing‐gcms

Data Support

888‐640‐9356 or

[email protected]

That was a quick overview of how to add a contract to the GCMS. If additional assistance is needed, you can access the GCMS Instruction Manual or GCMS training webinar at the links on the screen. As always, Data Support is also available to assist.

Please note these resources haven’t been updated to include CDR specific guidance, but they still provide instruction on adding, editing, or deleting contracts.

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Complete the CDR General Information



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After the GCMS contracts have been added, recipient‐providers, subrecipient providers, and second‐level providers may now create the CDR.

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Recipient‐provider CDR Access

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As mentioned earlier in the presentation, recipient‐providers will access the CDR by clicking “Manage Contracts” in the EHBs to get to the GCMS. From the GCMS, recipient‐providers need only click COVID‐19 Data Report on the left Navigation panel under the Inbox section of the panel.

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Subrecipient CDR Access – Step 1

Subrecipients will access the CDR via the Reg Login system ‐https://grants6.hrsa.gov/hab/RegloginApp/admin/login.aspx

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If you have submitted an RSR Provider Report in the past, you do not need to reregister in the system. If you are a new system user, you will need your agency’s registration code to create a username and password.

Subrecipients will access the CDR via the Reg Login system. Subrecipients are individuals who do not have a direct federal CARES Act grant, and therefore do not have EHBs access.

These individuals will enter a username and password and select the “HAB RSR Web Application” and click “Login”.

Please note: If you have submitted an RSR Provider Report in the past, you do not need to re‐register in the system. If you are a new system user, you will need your agency’s registration code to create a username and password. Contact Data Support if assistance is needed.

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Subrecipient CDR Access – Step 2

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Once you’ve clicked “login”, the RSR Inbox page will open in the same window. Select the CDR Inbox link displayed on the left navigation menu.

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Create the CDR

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If a subrecipient receives multiple contracts, only one CDR must be submitted to collect all the agency’s COVID‐19 data.

For both recipient‐providers and subrecipients, the CDR Inbox page will open. For the first submission, you will see three CDR reports. We’ll discuss why there are three reports later in the presentation.

For now, click the “Create” envelope icon on one of the reports to start entering data for the selected reporting period.

Note: If a subrecipient receives multiple contracts, for example funding from Part A and Part B, only one CDR must be submitted to collect all the agency’s COVID‐19 data.

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You’ve now successfully created the CDR. Let’s discuss completing the CDR.

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Complete the CDR – General Information

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When clicking “Create”, you will be automatically directed to the General Information section.

At the top is the Organization Details. This includes the:

• Organization Name

• Tax ID/EIN

• DUNS

• Mailing Address

Make updates if necessary.

Below that is the Organization Contacts.

• If a new contact needs to be added, select “Add Contact”.

• Select the “Edit or “Delete” links under the Actions column to modify or remove an existing contact.

Most of this data should be pre‐populated, but in some reports, it may be necessary to enter or update the information. Once you’ve finished adding the information, select “COVID‐19 Data Collection” in the left navigation panel.

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Organizational‐level Activities

Organizational‐level Activities

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Refer to PCN 16‐02

Example of Allowable Uses of Funds

You’ll automatically be taken to Section 1, which has one question: What services were provided using telehealth during the reporting period?

HAB is asking about the use of telehealth during the reporting period to get a better understanding of the ability to use telehealth services, which can help HAB think through how to implement the program.

This question is not limited to services funded via the CARES Act. HAB is asking about all telehealth activities used for services during the reporting period whether or not CARES Act funds were used for the service.

All listed response options of Core Medical Services and Support Services were directly taken from Policy Clarification Notice (PCN) 16‐02.

This list includes ADAP (for example, providers should check the box for this service category if they are providing ADAP services via telehealth).

PCN16‐02 definitions should be used for all service categories, including the distinctions for EIS, which differ for different RWHAP Parts.

Providers should also refer to the Examples of CARES Act Funding by Service Category.

These links will be chatted out and are also available in the forthcoming the Manual.

PCN: https://hab.hrsa.gov/sites/default/files/hab/program‐grants‐management/ServiceCategoryPCN_16‐02Final.pdf

Examples: https://hab.hrsa.gov/program‐grants‐management/coronavirus‐covid‐19‐response/funding‐use‐examples

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Clients Served

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Now scroll down to complete Section 2: Clients served.

The first question is about testing: Is the site conducting testing for COVID‐19?

Provider sites who answer “yes” to conducting COVID‐19 testing should provide the number of RWHAP‐eligible clients and their immediate household members who were tested in the reporting period.

The reported value to the testing question should be regardless of the funding source used for the testing services.

The second question is about newly identified COVID‐19 infection. Providers should report all known newly identified COVID‐19 cases (confirmed positive test or presumed positive) among RWHAP‐eligible clients regardless of whether or not the testing or diagnosis occurred at the provider site, and regardless of the funding source used for those services. This question does not include immediate household members.

The third question is about the total number of RWHAP‐clients who had COVID‐19 served as of the last day of the reporting period. The actual “as of” date will automatically populate in the CDR itself. For this question, providers should report the cumulative number of RWHAP‐eligible clients with COVID‐19 (confirmed or presumed) since January 20, 2020, served by the provider as of the last day of the reporting period.

To be clear – the number of people who have new COVID‐19 in a month in question 2 and the total number of people with COVID‐19 served by the provider in the same month are not necessarily the same. So the cumulative number of people with COVID‐19 at the end of the reporting period is not necessarily just adding the number of people with new infection each month. HRSA HAB wants to estimate the total number of RWHAP clients who had COVID‐19. Again – question three does not include immediate household members

The fourth question asks the total number of RWHAP‐clients and immediate household members receiving CARES Act funded services in the reporting period. To reiterate, the total number reported should be deduplicated client counts. Question four also includes a service provision table that I will explain further on the next slide.

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Service Provision

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The total number of clients served using CARES Act funds should be deduplicated client counts.

Report the number of clients receiving the service, not the number of visits.

Service provision information should be reported for RWHAP‐eligible clients and their immediate household members who received at least one CARES Act funded service in the reporting period

For each service category funded with CARES Act funds, providers should report the number of people who received the service using CARES Act funds during the reporting period (for both COVID‐19 related prevention and treatment activities). If exact numbers are not known, providers must provide a best estimate.

For the service categories: Clients who receive services in the reporting period should be included 1 time per service category.

‒ If a client received services in multiple service categories, they would be reported one time in the TOTAL de‐duplicated number, and one time in EACH service category associated with the services they received.

‒ If a client had multiple visits within a single service category, they should be counted one time in the TOTAL de‐duplicated number and one time in that service category where they had multiple visits. It is the number of clients receiving the service, not the number of visits.

The service categories were taken directly from PCN 16‐02. HRSA HAB wants to know the aggregate number of clients who received RWHAP services using COVID‐19 funding by service category.

After you’ve entered a value in each field, click “Save”.

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You’ve now completed the required sections of the CDR. Next up, validate.

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Validate the CDR

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Error validations must be corrected before you can submit your CDR.

To validate your CDR, click “Validate” in the left navigation panel. You will need to refresh the page to see your validation results. If any error validations trigger, they must be corrected, and the report must be re‐validated before you can submit the CDR.

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Submit the CDR

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Your CDR can NOT be unsubmitted. Verify all data are accurate prior to submitting!

To submit your CDR, click “Submit” in the left navigation panel. You will be asked to enter a submission comment. The final step is to check the box certifying the data are accurate and complete, and lastly click “Submit Report”.

Please note: You will not be able to unsubmit your CDR. Please ensure the data are accurate prior to submitting your report.

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You’ve now completed the required sections of the CDR. Let’s discuss how often you need to submit the report.

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Submission Timeline

# of Reports:

Reporting Period: System Opens: Deadline:

3

1. January 20, 2020 – March 31, 2020 (pre‐award)

2. April 1‐30, 20203. May 1‐31, 2020

June 1, 2020 June 15, 2020

1 June 1‐30, 2020 July 1, 2020 July 15, 2020

1 July 1‐31, 2020 August 1, 2020 August 15, 2020

1 August 1‐31, 2020 September 1, 2020 September 15, 2020

1 September 1‐30, 2020 October 1, 2020 October 15, 2020

1 October 1‐31, 2020 November 1, 2020 November 15, 2020

1 November 1‐30, 2020 December 1, 2020 December 15, 2020

1 December 1‐31, 2020 January 1, 2021 January 15, 2021

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This is a snapshot of the submission timeline through the end of the calendar year. As mentioned, CDR data are collected monthly. On June 1, 2020, recipients can enter the GCMS and begin entering contracts. The first data submission will be due June 15, 2020 and reports are due monthly thereafter.

As you saw earlier in the presentation, the first data submission will include three distinct reports, collecting information on three different reporting periods. This is because CARES Act funding can be used to cover services retroactively back to January 20, 2020.

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TA Contact Information

Contact Information Type of TA

Ryan White HIV/AIDS Program Data Support

888.640.9356 RyanWhiteDataSupport@

wrma.com

• CDR‐related content and submission• Interpretation of the CDR Instruction Manual

and HAB’s reporting requirements• Instructions for completing the CDR• Data‐validation questions

EHBs Customer Support Center

877.Go4.HRSA (877.464.4772)

http://www.hrsa.gov/about/contact/ehbhelp.aspx

• Electronic Handbooks (EHBs) registration,access, permissions, and navigation

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This table shows the technical assistance contact information and the type of technical assistance each contact provides.

As I mentioned, I’m with the Data Support team, and we address CDR‐related content and submission questions, including interpretation of the CDR Instruction Manual and HAB’s reporting requirements, step‐by‐step instructions for completing the CDR, data‐validation questions, and any general questions about the CDR

The HRSA Grants and Electronic Handbooks Contact Center addresses CDR software‐related questions. Topics include: EHBs registration: EHBs access and permissions; and EHBs navigation.

Programmatic questions should be directed to your project officer.

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Connect with HRSA

Learn more about our agency at:

www.HRSA.gov

Sign up for the HRSA eNews

FOLLOW US:

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To connect with and find out more about HRSA, visit HRSA.gov.

I’ll now pass the presentation back to Rachel to facilitate the Q&A portion of today’s webinar.

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Q&A Session33

• Please use the “raise hand” function to speak. We will unmute you in the order that you appear.

OR

• Type your question in the question box.

Thanks to everyone for tuning in to today’s webinars. We’re now going to open it up to our attendees to ask questions.

You can send us questions using the “Question” function on your control panel on the right side of the screen. You can also ask questions directly “live” by clicking the raise hand button (on your control panel). If you are using a headset with a microphone, you will be conferenced in; or you can click the telephone button and you will see a dial in number and code. We hope you consider asking questions “live”; we really like hearing voices other than our own.

We do want to get all of your questions answered, and we do not usually run over an hour. If you have submitted your question in the question box and we cannot respond to it today, we will contact you to follow up. We often need to explore your question to give you the most appropriate answer.

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Documents

Preparing for the 2020 COVID-19 Data Report (CDR) Submission · You’ll also be able to ask questions directly “live” at the end of the presentation by clicking the “raise