Information for Providers filing client level data


The Health Resource and Services Administration (HRSA) funds the Greater Hampton Roads TGA Ryan White Part A Program through the Division of Service Systems (DSS). HRSA and DSS have requirements for annual reporting for all providers who receive funds from the Ryan White Program.


The Greater Hampton Roads TGA utilizes CAREWare, a free software package made available by HRSA, to track client level data and submit required reports to the Grantee’s Office and to HRSA. All GHR TGA Providers are required to use CAREWare.


The CAREWare system allows Providers to enter pertinent information about each client, including demographics, housing and poverty information, clinical information such as viral loads and CD4 counts and core and support services provided. Providers can use CAREWare to track services for each client and for Quality Management purposes.


The Ryan White Services Report (RSR) is an annual client level data report required for all Part A  Programs. This report allows HRSA to see what services are provided to our clients on an individual level. This report is generated using CAREWare in the GHR TGA. This report is due in February of each year.



The Grantee’s Office will assist new providers in getting a provider code and access to the EHB site. Contact the Grantees Office for assistance.


In this section of the Provider manual, you will find the client-level data fields that are required by the Grantee’s Office and for submitting the RSR annual report. Following that,  there are instructions for completing the RSR export (the file that you submit through the EHB), the RDR and other pre-built reports that are available in CAREWare.

CAREWare Guides


The guides below were created by the Ryan White Part A Greater Hampton Roads  TGA program staff.



This project is supported by the Health Resources and Services Administration (HRSA) of the U.S. Department of Health and Human Services (HHS) under the Ryan White HIV/AIDS Treatment Extension Act of 2009 (Public Law 111-87) via grant H89HA00007.

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