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    DSHS HIV/STD Program

    Post Office Box 149347, MC 1873
    Austin, Texas 78714

    Phone: (512) 533-3000

    E-mail the HIV/STD Program

    E-mail data requests to HIV/STD Program

    DSHS strives to respond to all email requests in a timely manner. It is important to note, however, that messages that you send to us by email may not be secure and may be intercepted by a third party. Therefore, we recommend that you do not send any confidential health information to us by email.

RECN Frequently Asked Questions

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Index
How do I request a RECN certificate?
What do I do if I have a problem with my RECN certificate?
How do I create a RECN account?
What trainings or instructions are available for RECN?
How do I categorize race and ethnicity for a client?
What is a special report?
How do I request a special report?
How do I enter linkage to care into RECN when the DIS gives the result?
Where do I report Syphilis tests?
What are some tips about passwords?
What do I do when I haven't heard from DSHS about my request?
How do I correct data in RECN?
How do I remove a site from RECN?
How do I add a site to RECN?
How do I add a new counselor to RECN?
How do I know that my testing data (RECN and Testing without Counseling) is accurate?  


How do I request a RECN certificate?

  • Call or email the RECN staff listed in the Contact Information. You will hear back in 24 hours and be guided over the telephone through the process of applying for a certificate. The process usually takes 2 to 5 days but may take longer if there are problems.
  • You will receive notice from the RECN staff when the certificate has been approved. Then you will return to the same web address used to request access and follow the installation directions. If you wait more than 7 to 10 days to install your certificate, the request will be dropped and you will have to request a new certificate.

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What do I do if I have a problem with my RECN certificate?

Helpful tips:

  • VISTA and XP home and student operating systems are not compatible with RECN certificates
  • Internet Explorer 6.0 or higher is required
  • Each person should have their own certificate and RECN access. DO NOT SHARE CERTIFICATES AND PASWORDS TO RECN
  • Entering user information on certificate request
    • “RECN” must be entered before the user's name (example: RECN John Doe)
    • The company name/department field and city values default to TX DSHS specific values. These MUST be changed to the organizations name, department name (enter “HIV” if there isn't one) and the local city's name.
  • Clarification on receipt of application
    • After clicking on “home” click on “check on pending certificate” at the top of the page. Successful requests will show a time and date that the certificate request was sent.
    • If there is no date and time, call or email the RECN staff listed in the Contact Information. Do NOT fill out a new certificate request. This will result in several applications in the list and only ONE can be verified
    • Once a request is made, you MUST call or email the RECN staff listed in the Contact Information with the exact name entered into the request. This is necessary for the request to be processed.
  • If you wait more than 7 to 10 days to install your certificate, the request will be dropped and you will have to request a new certificate.

If you have already requested a certificate but haven't successfully received it, call or email the RECN staff listed in the Contact Information.

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How do I create a RECN account?

  • First you must have a certificate, THEN you create a RECN account. Complete and e-mail DSHS the RECN Access Request Form (Word : 49 kb). You will be contacted with the user name and initial password and given further instruction about accessing RECN over the telephone.
  • For security reasons RECN instructions or a training video cannot be distributed to contractors or posted on the website.
  • If you cannot get into the system within 2-5 days, please e-mail DSHS or contact the RECN staff listed in the Contact Information to report this problem. There may be a problem with your network.

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What trainings or instructions are available for RECN?

  • RECN has a total of 14 screens and each screen is self-explanatory. RECN also has “pop-up” windows to alert the user if not applicable or contradictory information is entered.
  • For additional instructions, see the following documents:

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How do I categorize race and ethnicity for a client?

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What is a special report?

  • These are not regularly (frequently) generated reports. Special reports can be run as the exception, not the rule, for contractors.
  • Any data that a site inputs into the Testing without Counseling Database and RECN can be compiled and provided to the contractor as a special report when requested.
  • NOTE: The Testing without Counseling Database includes several reports for HIV, HCV, and Syphilis and may have the data of interest
  • Examples of special reports:
    • Counseling activity reports showing breakdowns by demographics
    • Risk categories for adolescents
    • HCV testing history, number of tests, number of positive, number of negatives, number of resulted
    • Ethnic/racial breakouts of HIV positives (hand count if the numbers are small)
    • Target populations by site
    • HIV positive results by site, test type, race/ethnicity
    • Return rates by counselor
    • Identifying multiple risks factors (IDU/MSM)

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How do I request a special report?

  • See What is a special report? above for a description of a special report.
  • Requests should be made as far in advance as possible.
  • Submit your request by e-mail to the appropriate staff listed in the Contact Information.
  • The following information must be included in your request:
    • Organization
    • Time period for request (example: 2009, January 2010 through June 2010)
    • Description of request (example: Number of tests and HIV positive results by site and race/ethnicity for MSM)
    • Date request is needed by
  • Consider a hand count at your program if the request is for a small number of clients.

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How do I enter linkage to care into RECN when the DIS gives the result?

  • You cannot enter linkage to care when the DIS gives the result. Due to a system restriction, we cannot change RECN to allow the entry of linkage to care when the DIS gives the result. It is the responsibility of the RRS to follow up with the DIS and to document the follow up and linkage to care in the client's chart. The RRS will also have to document this in the Semi-Annual Report.
  • E-mail the RECN Data Correction Request Form (Word : 42 kb) to update linkage to care information once the client's data has been entered into RECN. See How do I correct data in RECN? below for more information.

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Where do I report Syphilis tests?

  • You can track Syphilis tests using the Testing without Counseling Database even if the test was done with PBC.
  • For a test with PBC, use the same RECN ID (CDC number) from RECN as the Client ID when entering the Syphilis test information into the Testing without Counseling Database.
  • The Testing without Counseling Database includes a Syphilis Testing Summary Report.
  • Syphilis testing information is also included in the RECN and TWOC Monthly Report.
  • If you have questions or concerns, contact the Testing without Counseling staff listed in the Contact Information.

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What are some tips about passwords?

  • NEVER use the “remember password” checkbox.
  • Passwords will require a numerical character and a special character in order to be valid for security purposes.
  • Passwords will need to be changed every 30 days for security purposes and RECN will prompt the change.

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What do I do when I haven't heard from DSHS about my request?

  • A system has been developed internally at DSHS to streamline response time to contractors and track call-in or email requests, insuring prompt attention to each request.
  • If you have not received a response to your request within 48 hours, email your consultant.

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How do I correct data in RECN?

  • For editable fields (select Edit Records from RECN menu), you can correct the data yourself.
  • If you are unable to correct the data yourself, e-mail the necessary corrections on the RECN Data Correction Request Form (Word : 42 kb). You will receive confirmation of your request within 48 hours. If you have not received a response within 48 hours, email your consultant.
  • Bubble sheets will no longer be used to make corrections. Use the RECN Data Correction Request Form (Word : 42 kb) for all corrections.
  • NOTE: Previous HIV Test History has been modified to be an editable field.
  • NOTE: Any changes submitted via the RECN Data Correction Request Form (Word : 42 kb) will not be visible in RECN online (at your site) but will be reflected in any DSHS generated report (examples: RECN and TWOC Monthly Report, special requests).
  • If you have questions about the form, contact the RECN staff listed in the Contact Information.

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How do I remove a site from RECN?

  • A site cannot be removed because the site is tied to historical data.

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How do I add a site to RECN?

  • E-mail the RECN Counseling Sites Form (Word : 36 kb).
  • You will receive confirmation of your request within 48 hours. If you have not received a response within 48 hours, email your consultant.
  • If you have questions about the form, contact the RECN staff listed in the Contact Information.

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How do I add a new counselor to RECN?

  • E-mail the RECN Access Request Form (Word : 49 kb).
  • You will receive confirmation of your request within 48 hours. If you have not received a response within 48 hours, email your consultant.
  • If you have questions about the form, contact the RECN staff listed in the Contact Information.

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How do I know that my testing data (RECN and Testing without Counseling) is accurate?

  • DSHS has developed a combined data report that includes data from RECN and the Testing without Counseling Database. These reports are sent to the contractor monthly (by the 25th).
  • NOTE: DSHS downloads data from RECN on the 15th of each month. All RECN data should be entered by the 14th COB to insure inclusion in the Monthly Report.
  • E-mail any concerns or data discrepancies or contact the RECN or Testing without Counseling staff listed in the Contact Information. If you have not received a response within 48 hours, email your consultant.

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Last updated April 17, 2014