WA
SRHP Data Manager
Washington State Department of Health
Subrecipient — Data Coordinator viewSwitch role
CVR submissions

Submit your monthly CVR batch

If this is your first month on the new system, start in the First-time setup tab. Once your export is built, you'll live on the Monthly upload tab.

Connection: secure
Before you start
Most subrecipients have never built this export before — Ahlers handled it. This guide walks you through building it inside yourEHR from scratch. Expect 2-3 hours the first time (ideally on a call with Concourse). After it's built, the monthly run takes 10 minutes.
Book a setup session →

athenahealth (athenaOne)

Pre-pilot draft

5 Washington subrecipients on this EHR: CBHA, FHC, NEW, PPGWNI, PCHS

Before you start

  • You need a login with Report Builder access. This is not the clinical-only login; ask your athenahealth admin if you're not sure.
  • Confirm with billing/RCM which department or service type flags a Title X encounter. Title X must be pulled separately from your non-Title-X family planning visits.
  • You need somewhere to save the output file locally (Downloads is fine).

Step 1. Build the custom report (one-time, ~60 minutes)

You only do this once. Save the report so the monthly run is just Open → Run.

  1. 1
    Open Report Builder
    From any athenaOne page, click Reports in the top nav, then Report Builder.
    📷 athena-report-builder-nav
    Screenshot to be captured during the pilot build session
  2. 2
    Choose the Patient Visit report type
    When prompted, pick Patient Visit as the base report type. This gives you one row per encounter, which is what CVR expects.
    📷 athena-report-type
    Screenshot to be captured during the pilot build session
  3. 3
    Name the report
    Name it "WA SRHP CVR Monthly — [YOUR ORG]". Save under your practice's shared reports folder so colleagues can find it later.
  4. 4
    Add the 38 required columns
    From the column picker, add the columns listed in the field-mapping table below (Step 1 of Step 3). Use the search box to find each one. If a column doesn't exist in your Athena instance, note it — Concourse will help you map it during your build session.
    Caution: Don't skip fields you're unsure about. A blank field in the CVR file means 'not answered,' which is different from 'not applicable.'
    📷 athena-column-picker
    Screenshot to be captured during the pilot build session
  5. 5
    Add the Title X filter
    Add a filter: Department or Service Line = [your Title X department]. If you're not sure what to pick, your billing lead or Concourse can help.
  6. 6
    Add the date-range filter
    Add a relative filter: Encounter Date = Previous Month. This means the report always pulls the month just ended — no manual date entry each month.
  7. 7
    Save and run a test
    Save. Run the report. Spot-check the row count (should roughly match your typical monthly Title X volume).

Step 2. Verify the data (first time + every month)

  1. 1
    Open the output CSV
    athenahealth exports to CSV, not the 271-char fixed-width CVR format. Concourse's portal does the conversion for you.
  2. 2
    Spot-check 5 rows
    Open the CSV in Excel (or equivalent). Eyeball: does every row have an encounter date in the expected month? A DOB? A race code? A biological sex? If anything is mostly blank, something's wrong.
    Caution: If more than a few rows look malformed, stop here and page Concourse. Don't upload broken data to test your luck with the validator.

Step 3. Convert + submit (every month)

  1. 1
    Upload the CSV here
    Drag and drop the CSV into the Monthly upload tab on this page. The portal converts CSV → CVR fixed-width for you, runs validation, and shows you any errors.
  2. 2
    Fix any validation errors
    If the validator flags rows, the error message tells you the field, the line number, and the expected value. For most error types, the fix is in athenahealth (update the encounter, re-run the report). For a few, you can correct them in the Manual Entry screen.
  3. 3
    Finalize submission
    Once the validator says 0 errors, click Finalize. You'll get a confirmation email.

Field mapping (athenahealth → CVR)

38 CVR fields. Drawn from the June 2025 CVR Manual Appendix 1. The 'athenahealth source' column is Concourse's best guess pending the pilot build session — some of these names will change.

  1. 1
    Coming from the pilot build session
    The authoritative 38-row field-mapping table lives in docs/runbooks/PCHS.md once the PCHS pilot finishes. Until then, the full pre-pilot reference is at docs/ehr-export/athenahealth.md in the project repo.
    📷 athena-field-mapping-table
    Screenshot to be captured during the pilot build session

Stuck?

The fastest path through first-time setup is a 30-60 minute screen-share with a Concourse engineer. We'll drive the clicks with you, and everything we figure out ends up in your clinic-specific runbook.

Book a session