BVCOG HIV Program policies and procedures were last updated in August 2008. This includes policies and procedures for the Administrative Agency and HIV subcontractors regarding contracts, monitoring, planning, and data management. To download the policies, click here.
DSHS has revised the HIV Taxonomy (Glossary of Services). In this update, a change has been made to the Housing Services category to clarify the 24 month lifetime limit per household (HRSA HAB policy 99-02). The notation on that service has been changed to clarify that the 24 month limit applies only to housing services funded by Ryan White monies and does not apply to housing services funded utilizing State Services funds. Please note: this does not affect HOPWA services in any way.
January 2009 HIV Glossary of Services: Download file PDF
The following PDF file is the Texas Department of State Health Services HIV services taxonomy for data collection/reporting and unit cost calculation of HIV related medical and support services, released July, 2008.
The BVCOG online ARIES help desk is up and running at http://ariesdesk.bvcog.org
Please use the help desk for the majority of your ARIES questions and problems, including:
Error reporting
Report requests
General ARIES questions
Permissions changes
Once you submit a ticket, please check back at the help desk for a response. All tickets will be left in "open" status for the meantime so that everyone can view solutions posted. When you return to the help desk to check on your submission, click on the "click" button next to your ticket to view my response/action taken.
Continue to email me with certificate requests, new users, duplicates, and password resets.
DO NOT PUT ANY CONFIDENTIAL INFORMATION IN YOUR REQUEST
Data management and ARIES user resource documents:
Monitoring and Quality Management
Data Management Monitoring Tool (updated March 2007)
ARIES Desktop Review Tool
Forms:
ARIES New User Form
ARIES Certificate Request Form
New Agency Form
Contract Form
Service Category Worksheet Use with Contract Form
ARIES Laptop Agreement
ARIES Client Consent Form
Spanish ARIES Client Consent Form
Authorization to Revoke Sharing Form
BVCOG Technical Assistance:
ARIES Certificate Installation
Requesting a Certificate (Flash required)
Ensuring Secure ARIES Access
Case Management Service Units Guidance
Quick Reference ARIES Taxonomy (Updated April 2008)
ARIES Basics
ARIES Care Plans
Care Plan & Referral Expecations - DSHS & BVCOG
ARIES Crosstab Reports
DSHS Technical Assistance Documents
Taxonomy
Case Management Definitions and Explanations (Dec 2005)
Ambulatory/Outpatient Care TA Bulletin
Reporting Health Insurance in ARIES
From Ann Robbins at DSHS,
"I know some folks have been interested in the use of client data in the formula allocation for state services for 2007 (sept 2006 - august 2007) given the rawness of ARIES data and the issues with imports that we have. In light of this, the formula was run with client data from 2004 (specifically, the months of January, August and December of 2004). These data are more stable"
See the continued post for 2005 CADR documents that accompany the emailed instructions. Contact Megan at mwright@bvcog.org with questions.
Important deadlines to remember:
January 24: list of clients with insurance info to change due via email
February 3: applicable non-ARIES fields due completed to BVCOG
February 10: ARIES data corrections due
Electronic files for the previously released DSHS Case Management and Ambulatory Outpatient Care reporting guidelines are linked below.
Linked below are ARIES resource documents on using the Crosstab Wizard , certificate installation, and ARIES basics. Feedback is always welcome on documents produced to assist users, so feel free to let me know if any of it is confusing or missing important information.
Also, by popular demand and the prevailing of common sense, the sexual orientation permissions in ARIES are being restored! It has already been changed at some agencies and the rest will be changed tomorrow. We will not, however, be changing the share status permissions -- so users will need to go to their agency administrator with the signed consent form to change a client's share status.
The revised BVCOG Data Management Policies are available through the links below. Changes have been made to nearly every section, so be sure to read each carefully. The final section outlines policies that must be established at the agency level. Please distribute the policies to all agency ARIES users.
This update includes: information on client identifiers, hurricane evacuee reminders, sending error reports, permissions, Spanish language ARIES client consent form, and user questions.
Click below for the full scoop and pass the information along to the ARIES users in your office!