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Purpose |
Review aggregate RSR client counts, data completeness, and the client records behind each result. |
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Who should do this |
CAREWare users responsible for RSR preparation, validation, or client data quality. |
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Use this guide when |
An RSR Client Report XML file has been created and must be reviewed before HRSA submission. |
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Main warning |
The Viewer is a review tool. Correct source data in the client record, then regenerate and recheck the RSR file. |
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Video walkthrough |
Quick path
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Reports > HRSA Reports > RSR Viewer > Choose File > View RSR File |
Before you begin
• Create and save the current reporting-year RSR Client Report XML file.
• Confirm the user has the Run RSR permission and CAREWare is on the recommended RSR build.
• Make sure the file uploaded is the most recent RSR Client Report XMl File downloaded.
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Important For the 2025 RSR, report clients who were eligible to receive funded services and received at least one service the provider was funded to provide with RWHAP, RWHAP-related, or EHE initiative funding, regardless of final payor. |
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Tip Use the RSR Validation Report to review CAREWare validation issues, then Use the RSR Viewer to investigate unexpected counts and missing or out-of-range data to ensure completeness before submission. |
Open the RSR Viewer and load the XML file
Step 1. Click Reports.
Step 2. Click HRSA Reports.
Step 3. Click RSR Viewer.
Step 4. Click Choose File.
Step 5. Select the RSR Client Report XML file, then click Open.
Step 6. After the upload completes, click View RSR File.
Review RSR Viewer results
The Viewer displays aggregate counts and percentages for RSR questions and data-quality categories.
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Result |
Meaning |
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Count |
Number of clients represented by the selected row. |
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Percent |
Percentage of clients in that question or category represented by the row. |
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Missing |
Clients who require the data but are missing the record or required reporting-period date. |
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Out of Range |
Clients with data for the question whose values do not meet the HRSA reporting rules. |
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Important A zero Missing or Out of Range count supports completeness for that item, but it does not replace the RSR Validation Report, which may show errors or data logic issues. |
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Tip Review quarterly service, lab, linkage-to-care, and racial subgroup calculations when they apply to your client population in order to ensure completeness and accuracy of the RSR by the end of the reporting period. |
Open the client list for a result
Step 7. Select the result row you want to investigate.
Step 8. Click View Client List.
Step 9. Select a client in the list.
Step 10. Click Go To Client.
CAREWare opens the client record so the data associated with the selected result can be reviewed and corrected.
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Important An X in Viewed marks that the client record was opened for review. It does not confirm that the underlying data were corrected. If corrections are made, a new RSR Client Report XMl file needs to be created before submission. |
Confirm corrections
Step 11. Edit and save the applicable client data.
Step 12. Regenerate the RSR Client Report XML file.
Step 13. Load the new XML file in the RSR Viewer and confirm the count or completeness result changed as expected.
2025 RSR data-quality reminders
• Sex at birth is used in the 2025 UCI. Male, Female, and Unknown are valid response options; a missing response is not allowed for the RSR.
• Eligibility and qualifying funded services determine RSR inclusion. Review both when a client is unexpectedly included or excluded.
• If cross-provider sharing is enabled, shared ART medications, eligibility, or labs can affect RSR results for applicable clients.
• After uploading client-level data to the HRSA EHB, review the Upload Completeness Report before submission; HRSA requires it to be viewed before the RSR can be submitted.
Troubleshooting and common questions
Why did the result not change after I edited a client?
After corrections, regenerate the RSR Client Report and load the new XML file after changing source data.
Why is a client missing from the RSR?
Check the reporting year, eligibility, qualifying funded service records, and applicable cross-provider settings.
What should I do with Missing or Out of Range results?
Open the affected client list, correct the underlying client data when appropriate, regenerate the XML file, and recheck the results. If the data is missing, enter an explanation in the memo section of the EHB.
Why can a user not open RSR reports?
Confirm that the user has the Run RSR permission for the provider.
Related CAREWare guides and resources
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Resource |
How it helps |
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Overview of CAREWare RSR reporting tools. |
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Create the RSR XML file reviewed in the Viewer. |
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Review alerts, warnings, errors, and affected clients before submission. |
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RSR manual, client-level data elements, field map, and related references. |
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Review eligibility records that determine whether clients count for RSR reporting. |
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Instructions for managing provider and user permissions. |
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HRSA Electronic Handbook (EHB) Login |
