Attachment B - 2020_CDR_Instruction_Manual_08_03_20_508

COVID-19 Data Report (CDR)
Instruction Manual

HIV/AIDS Bureau
Health Resources and Services Administration
U.S. Department of Health and Human Services
5600 Fishers Lane, Rockville, MD 20857

Public Burden Statement: The purpose of this data collection system is to collect aggregate data on the numbers of
RWHAP clients and immediate household members served for treatment or prevention of COVID-19 and the types of
allowable RWHAP services provided with CARES Act RWHAP funding. HAB will use these data to show how CARES
Act RWHAP funding is being used to support RWHAP clients (and immediate household members in limited
circumstances) and to identify potential changes in RWHAP needs and service provision during and beyond the
COVID-19 pandemic. An agency may not conduct or sponsor, and a person is not required to respond to, a collection
of information unless it displays a currently valid OMB control number. The OMB control number for this information
collection is 0906-0053 and it is valid until 12/31/2020. This information collection is required to obtain or retain a
benefit (FY 2020 Coronavirus Aid, Relief, and Economic Security Act- P.L. 116-136). Public reporting burden for this
collection of information is estimated to average 2 hours per response, including the time for reviewing instructions,
searching existing data sources, and completing and reviewing the collection of information. Send comments
regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing
this burden, to HRSA Reports Clearance Officer, 5600 Fishers Lane, Room 14N136B, Rockville, Maryland, 20857 or
paperwork@hrsa.gov.

Table of Contents

COVID-19 Data Report (CDR) Instruction Manual

Table of Contents
Table of Contents ............................................................................................................... i
Background ............................................................................................................................... 1
Chapter I: Introduction ............................................................................................................. 2
Purpose of Data Collection ................................................................................................. 2
Where to Submit Data ......................................................................................................... 2
Change in Contact Information .......................................................................................... 2
Reporting Period................................................................................................................... 3
Reporting Timeline: .............................................................................................................. 3
Chapter II: Data Submission Steps ....................................................................................... 4
Creating CARES Act Contract(s) in the GCMS ............................................................... 4
Completing the CDR ............................................................................................................ 6
Chapter III: Data Collection & Reporting Requirements................................................... 11
Section 1: Organization-level Activities .......................................................................... 11
Section 2: Clients Served.................................................................................................. 12
Chapter IV: Frequently Asked Questions ........................................................................... 13

i

Background

COVID-19 Data Report (CDR) Instruction Manual

Background
(Last Updated: August 3, 2020)
The Ryan White HIV/AIDS Program (RWHAP), codified in title XXVI of the Public
Health Service Act, supports direct health care and support services for over half
a million people with HIV—approximately half of all people with diagnosed HIV in
the United States. The RWHAP funds and coordinates with cities, states, and
local community-based organizations to deliver efficient and effective HIV care,
treatment, and support services for low-income people with HIV.
On March 27, 2020, the President signed into law the “Coronavirus Aid, Relief, and
Economic Security Act” (CARES Act). The CARES Act appropriated $90 million to the
Health Resources and Services Administration (HRSA) RWHAP to prevent, prepare for,
and respond to coronavirus disease of 2019 (COVID-19). This funding supports 581
Ryan White HIV/AIDS Program recipients across the country, including city/county
health departments, state health departments, health clinics, community-based
organizations, and AIDS Education and Training Centers in their efforts to help prevent
or minimize the impact of COVID-19 on RWHAP clients. The award provides RWHAP
recipients the flexibility to meet evolving COVID-19 needs in their respective
communities, including extending operational hours, increasing staffing hours,
purchasing additional equipment, enhancing workforce training and capacity
development, and providing critical services to people with HIV during this pandemic,
such as home-delivered meals, emergency housing, and transportation.

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Chapter I: Introduction

COVID-19 Data Report (CDR) Instruction Manual

Chapter I: Introduction
To support federal requirements to monitor and report on funds distributed under the
CARES Act, the HRSA HIV/AIDS Bureau (HAB) created a new data reporting module –
the COVID-19 Data Report (CDR) – to collect information on CARES Act funded
activities. The CDR will collect monthly, aggregate data on the types of services
provided and number of people served for the treatment or prevention of COVID-19
among RWHAP-eligible clients. Completion of the CDR is required for all providers
(regardless of whether they are recipients or subrecipients) who receive CARES Act
funding.

Purpose of Data Collection
The CDR will collect aggregate information on the number of RWHAP-eligible clients
and immediate household members tested for COVID-19, the number of RWHAPeligible clients newly diagnosed (or presumed positive) with COVID-19, the cumulative
number of RWHAP-eligible clients with COVID-19, the number of RWHAP-eligible
clients and immediate household members who received services in each RWHAP
service category (identified in Policy Clarification Notice 16-02 Ryan White HIV/AIDS
Program Services: Eligible Individuals and Allowable Uses of Funds), and the types of
services provided using telehealth technology in the CDR. The information obtained in
this module will assist HRSA HAB in understanding how CARES Act RWHAP funding is
being used to support RWHAP clients (and immediate household members in limited
circumstances) and ensures that HRSA HAB is compliant with federal reporting
requirements.
Additional resources can be found here:
o Coronavirus Disease 2019 (COVID-19) Frequently
Asked Questions
o FY 2020 CARES Act Funding for Ryan White HIV/AIDS
Program Recipients
o FY 2020 CARES Act Awards

Where to Submit Data
Recipients and recipient-providers will access the CDR via the EHBs. Subrecipients will
submit their data via HRSA HAB’s Reg Login server.

Change in Contact Information
HRSA HAB may send occasional reminders and updates regarding changes in the
RWHAP CDR data collection and reporting process. Therefore, it is imperative that
RWHAP recipients inform their HRSA HAB project officer of any changes in key contact
people or contact information. Please maintain the most up-to-date contact information
in the EHBs.

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Chapter I: Introduction

COVID-19 Data Report (CDR) Instruction Manual

Reporting Period
The first data submission will be due June 15, 2020 and monthly thereafter. Because
CARES Act funding can be used to cover services retroactively back to January 20,
2020, the first data submission will include three distinct reports, collecting information
on three different time periods.

Reporting Timeline:
# of
Reports:
3

Reporting Period:
1. January 20, 2020 – March 31,

2020 (pre-award)

2. April 1-30, 2020
3. May 1-31, 2020

System
Opens:

Deadline:

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

1

January 1-31, 2021

February 1,
2021

February 15,
2021

1

February 1-28, 2021

March 1, 2021

March 15, 2021

1

March 1-31, 2021

April 1, 2021

April 15, 2021

1

April 1-30, 2021

May 1, 2021

May 15, 2021

1

May 1-31, 2021

June 1, 2021

June 15, 2021

If you need EHBs technical assistance, please contact the EHBs
Customer Support Center at 877-464-4772. If you need assistance
navigating the RWHAP CDR system, please contact Data Support
at 888-640-9356.

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Chapter II: Data Submission Steps

COVID-19 Data Report (CDR) Instruction Manual

Chapter II: Data Submission Steps
Creating CARES Act Contract(s) in the GCMS
Step One: Access the GCMS (CARES Act recipients and recipient-providers only)
•
•
•
•
•

Log in to the HRSA HAB electronic handbooks (EHBs) site at
https://grants.hrsa.gov/webexternal. The EHBs home page will appear in the
main window.
Select the “Grants” tab. The “Grants” tab is located in the upper left-hand corner
of the page.
The My Grant Portfolio page will open in the main window. Locate your assigned
organization’s grant number on the grant portfolio page. Select the “Grant Folder”
link on the right side of the page on the same row.
The Grant Home page will open in the main window. Select the “Manage
Contracts” link under the Others heading.
The Search Contracts page (GCMS) will open in the same window
If you need assistance navigating the EHBs, contact the EHBs
Customer Support Center at 877-464-4772.
For additional GCMS guidance, the GCMS Instruction Manual
is available for download here:
https://targethiv.org/library/gcms-manual

Step Two: Create/Verify your contract(s) in the GCMS
For the first submission period, all recipients and recipient-providers must create a new
CARES Act contract in the GCMS.
•
•
•

With only the grant number pre-populated, click “Search”.
Click the “Add Contract” button below the search results table.
Search for the organization by registration code, name, or city/state.
If you need assistance locating/adding a subrecipient to the GCMS,
call Data Support at 888-640-9356 or email
RyanWhiteDataSupport@wrma.com.

•
•

Locate the subrecipient in the results table and click “Add” under the Action
column.
Complete questions 1–9.
1. Contract start date.
2. Contract end date.
Contract start dates should align with the date the funds were
initially implemented (no earlier than 1/20/2020).

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Chapter II: Data Submission Steps

COVID-19 Data Report (CDR) Instruction Manual

•
•

3. Contract reference (optional).
4. Contract Execution.
o No
o Yes
5. Is this agency serving as a consortium, fiscal intermediary provider,
administrative agent, or lead agency under this contract?
o No
o Yes
6. Is this agency a subcontractor or second-level provider?
o No
o Yes
7. Does this agency provide direct client services?
o No
o Yes
8. If applicable, select the administrative and technical services that are funded
for this contractor.
o Planning or evaluation
o Administrative or technical support
o Fiscal intermediary support
o Other fiscal services
o Technical assistance
o Capacity development
o Quality management
o Other
9. If applicable, indicate the core medical and essential support services that are
funded for this contract by selecting the “Update Services” button
Click on the “Done updating services” button inside the pop-up to return to the
contract page.
Click on the Save button at the bottom of the page.
For future reporting periods, contracts can be duplicated and
edited to minimize data reporting burden. A GCMS training
webinar is available here:
https://targethiv.org/library/completing-gcms.

Step Three: Open and complete your CDR Report (Recipient-providers only)
•
•
•

From the left Navigation panel, select “COVID-19 Data Report” to navigate to the
CDR Inbox.
Click the envelope icon under the Action column to begin entering data.
Follow the steps below to complete the CDR Report.

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Chapter II: Data Submission Steps

COVID-19 Data Report (CDR) Instruction Manual

Completing the CDR
Step One: Access your CDR Report
Recipient-providers:
•
•
•
•
•
•

Log in to the HRSA HAB electronic handbooks (EHBs) site at
https://grants.hrsa.gov/webexternal. The EHBs home page will appear in the
main window.
Select the “Grants” tab. The “Grants” tab is located in the upper left-hand corner
of the page.
The My Grant Portfolio page will open in the main window. Locate your assigned
organization’s grant number on the grant portfolio page. Select the “Grant Folder”
link on the right side of the page on the same row.
The Grant Home page will open in the main window. Select the “Manage
Contracts” link under the Others heading.
The Search Contracts page (GCMS) will open in the same window. Locate the
COVID-19 Response Report and click “Start” or “Edit.
Use the envelope icon in the Action column to access your report.
If you need assistance navigating the EHBs, contact the EHBs
Customer Support Center at 877-464-4772.

Subrecipients or Second-level Provider:
•
•

To access the CDR system, go to
https://grants6.hrsa.gov/hab/regloginapp/Admin/Login.aspx. Enter your
username and password, select “HAB RSR Web Application”, and click “Log In.”
On the left Navigation panel under Emerging Initiatives, select “CDR Inbox”.
CDR login is the same as accessing the RSR Web System.
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.
If you need assistance accessing the CDR, call Data Support at
888-640-9356 or email RyanWhiteDataSupport@wrma.com.

•

Select the envelope icon in the “Action” column to access your CDR Report. You
will automatically be directed to the General Information page.

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Chapter II: Data Submission Steps

COVID-19 Data Report (CDR) Instruction Manual

Step Two: Complete the CDR Report
Use the left Navigation panel to complete two report sections: the General Information
and the COVID-19 Data Collection.
•

General Information (Figure 1):
o Enter/Update the Organization Details:
 Organization Name
 Tax ID/EIN
 DUNS
 Mailing Address
o Enter/Update the Organization Contacts:
 Select “Add Contact” to add a new contact to your report.
 Select the “Edit or “Delete” links under the Actions column to modify
or remove an existing contact.

Figure 1. General Information Page of the CDR

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Chapter II: Data Submission Steps

COVID-19 Data Report (CDR) Instruction Manual

•

COVID-19 Data Collection:
o Section 1 (Figure 2): Organization-level activities:
 Indicate which core medical and support services were provided
using telehealth during the reporting period.
o Section 2 (Figure 3): Clients served
 Complete questions 1-4 and fill in the table
A value must be reported for each question. If zero, enter ‘0’ in
the appropriate field.

•

When finished, click “Save”.

Figure 2. Section 1: Organization-level Activities

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Chapter II: Data Submission Steps

COVID-19 Data Report (CDR) Instruction Manual
Figure 3. Section 2: Clients Served

A value must be reported for each question. If zero, enter ‘0’ in
the appropriate field.

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Chapter II: Data Submission Steps

COVID-19 Data Report (CDR) Instruction Manual

Step Three: Validate the CDR Report
•
•

Once the data has been entered, click “Validate” on the left Navigation panel.
Correct errors before you submit your CDR Report. If the errors are triggered,
you must correct the information. When you have finished updating your data,
validate your report again.

Step Four: Submit the CDR Report
•
•

When the CDR Report is complete, click “Submit” in the left Navigation panel.
When prompted, enter a submission comment, certify the data are accurate, and
click “Submit Report”.
Once your CDR Report is submitted, it cannot be unsubmitted.
Please ensure accurate data are entered prior to submitting.

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COVID-19 Data Report (CDR) Instruction Manual

Chapter III: Data Collection & Reporting Requirements

Chapter III: Data Collection & Reporting Requirements
This section reviews each item on the form and the reporting requirements.

Section 1: Organization-level Activities
What services were provided using telehealth during the reporting period?
Respondents should select all that apply from the available Core Medical Services
and Support Services. If telehealth was not available or not provided, respondents
should select, “Do not have telehealth capacity for any service/ Do not provide
telehealth for any services.”
Refer to PCN 16‐02 for information on service category definitions and Examples of
Allowable Uses of Funds.
Support Services:
o Child Care Services
o Emergency Financial Assistance
o Food Bank/Home Delivered
Meals
o Health Education/Risk Reduction
o Housing
o Linguistic Services
o Medical Transportation
o Non‐Medical Case Management
Services
o Other Professional Services
o Outreach Services
o Psychosocial Support Services
o Referral for Health Care and
Support Services
o Rehabilitation Services
o Respite Care
o Substance Abuse Services
(residential)
Other:
o Do not have telehealth capacity
for any service/ Do not provide
telehealth for any services

Core Medical Services:
o AIDS Drug Assistance Program
(ADAP) Treatments
o AIDS Pharmaceutical Assistance
o Early Intervention Services (EIS)
o Health Insurance Premium and
Cost Sharing Assistance for Low‐
Income Individuals
o Home and Community‐Based
Health Services
o Home Health Care
o Hospice
o Medical Case Management,
including Treatment Adherence
Services
o Medical Nutrition Therapy
o Mental Health Services
o Oral Health Care
o Outpatient/Ambulatory Health
Services
o Substance Abuse Outpatient
Care

Report all service categories that used telehealth during the
reporting period whether or not CARES Act funds were used
for the service.

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COVID-19 Data Report (CDR) Instruction Manual

Chapter III: Data Collection & Reporting Requirements

Section 2: Clients Served
1. Is your provider site conducting COVID-19 testing?
Respondents should report “yes” or “no”.
Report “yes” if COVID-19 testing is conducted whether or not
CARES Act funds were used to fund the testing.
If yes, how many RWHAP-eligible clients and their immediate household
members were tested for COVID-19 in the reporting period?
Report the total number of RWHAP-eligible clients and their immediate
household members tested for COVID-19.
2. Total number of RWHAP‐eligible clients served in the reporting period with
NEWLY IDENTIFIED COVID‐19 (confirmed or presumed positive).
Report the total number of confirmed or presumed positive COVID-19 cases.
Number of RWHAP‐eligible clients who received a new positive
test result for COVID‐19 or were presumed positive during the
reporting period, regardless of where testing took place. Do not
include immediate household members.
3. Total number RWHAP‐eligible clients with COVID‐19 (confirmed or presumed)
served to‐date as of [end date of the reporting period].
Report the total number of RWHAP-eligible clients with COVID-19 served.
Cumulative number of RWHAP‐eligible clients with COVID‐19
(or presumed positive) since January 20, 2020, served by the
provider as of the last day of the reporting period. Do not
include immediate household members.
4. Answer the following questions for the services provided using CARES Act
funds for the prevention or treatment of COVID-19.
The table below should only include the number of RWHAP-eligible clients and
immediate household members who received at least one service in the reporting
period.
Those who received RWHAP services under multiple service
categories should be counted one time in each service
category.

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COVID-19 Data Report (CDR) Instruction Manual

Chapter III: Data Collection & Reporting Requirements

Number of RWHAP-eligible clients and immediate household members who
received service(s) in the reporting period:
Total number of RWHAP-eligible clients and immediate household
members receiving CARES Act funded services in the reporting period.
Note: Those who received RWHAP services under multiple service
categories should be counted one time in each service category.
Core Medical Services
AIDS Drug Assistance Program (ADAP) Treatments
AIDS Pharmaceutical Assistance
Early Intervention Services (EIS)
Health Insurance Premium and Cost Sharing Assistance for Low‐Income
Individuals
Home and Community‐Based Health Services
Home Health Care
Hospice
Medical Case Management, including Treatment Adherence Services
Medical Nutrition Therapy
Mental Health Services
Oral Health Care
Outpatient/Ambulatory Health Services
Substance Abuse Outpatient Care
Support Services
Child Care Services
Emergency Financial Assistance
Food Bank/Home Delivered Meals
Health Education/Risk Reduction
Housing
Linguistic Services
Medical Transportation
Non‐Medical Case Management Services
Other Professional Services
Outreach Services
Psychosocial Support Services
Referral for Health Care and Support Services
Rehabilitation Services
Substance Abuse Services (residential)

Total #

Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #
Total #

In each funded service category, include RWHAP-eligible clients and
immediate household members who received the service using CARES
Act RWHAP funds during the reporting period, for COVID-19 related
prevention or treatment activities. Refer to the Examples of CARES Act
Funding by Service Category for details on allowable services for
immediate household members.

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Chapter IV: Frequently Asked Questions

COVID-19 Data Report (CDR) Instruction Manual

Chapter IV: Frequently Asked Questions
Who should complete the monthly report?
RWHAP recipient-providers, subrecipient-providers, and second-level providers
who received CARES Act funding for the prevention or treatment of COVID-19 for
RWHAP clients and immediate household members are required to submit a
CDR.What clients should be reported?
RWHAP-eligible clients and their immediate household members (where indicated).
How many reports should each provider site complete?
Provider agencies should complete only one COVID-19 Data Report (CDR) for all
funding streams (e.g., A provider site with RWHAP Part A and Part C CARES Act
grants will complete one CDR each month).
Whom do I contact for further assistance?
The EHBs Customer Support Center can be reached at 1-877-464-4772 (8am-8pm ET,
M-F) or you may submit your request at
http://www.hrsa.gov/about/contact/ehbhelp.aspx.
For reporting requirements or submission assistance, Data Support can be reached at
1-888-640-9356 or RyanWhiteDataSupport@wrma.com.
Program-related questions should be directed to your assigned HRSA HAB Project
Officer.
If you need EHBs technical assistance, please contact the EHBs
Customer Support Center at 877-464-4772. If you need assistance
navigating the RWHAP CDR system, please contact Data Support
at 888-640-9356.
Additional resources can be found here:
o Coronavirus Disease 2019 (COVID-19) Frequently
Asked Questions
o FY 2020 CARES Act Funding for Ryan White HIV/AIDS
Program Recipients
o FY 2020 CARES Act Awards

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