Information for Providers filing client level data

The Health Resource and Services Administration (HRSA) funds the NHFF EMA 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 NHFF EMA 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 NHFF EMA 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 NHFF EMA. This report is due in February of each year.

All of the HRSA required reports are submitted using the Electronic Handbooks (EHB).  The report submission website is:

The Recipient's Office will assist new providers in getting a provider code and access to the EHB site. Contact the Recipients Office for assistance.

New Haven/Fairfield Counties

Ryan White HIV Planning Council

54 Meadow Street, 9th Floor

New Haven, CT 06519


Join the planning council. Applications available



CAREWare Help Desk

Call: 877-294-3571

12 pm - 5 pm ET: Monday, Wednesday, Friday

10:30 am - 6:30 pm ET: Tuesday & Thursday


Frequently Asked Questions

Subscribe to the CAREWare Listserv

Data reporting Requirements and Technical Assistance

HIV/AIDS Bureau Contacts

Recipient Resources

TARGET Center Resources


HRSA CAREWare Portal



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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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