The BVCOG HIV Program updated their policies and procedures in June 2011. Included in this document are the policies and procedures for internal operations of the HIV Administrative Agency, including monitoring, planning, and data management, as well as policies and procedures that outline requirements for BVCOG's HIV subcontractors.

The complete set of BVCOG HIV policies and procedures is available here.
The markup of changes from the previous policies and procedures is available here.

Posted by BVCOG-HIV at 11:45 AM | Permalink

These are the most current versions of BVCOG's monitoring tools.

If you have any questions, please contact Kristi Hanle at khanle@bvcog.org

Clinical Tools
Clinical Case Management Client File Review Download file
Clinical Case Management File Review Download file
Medical Care Review Tool Download file

Programmatic Tools
Program and Clinical Monitoring-Policy Checklist Download file
Programmatic Monitoring Evidence Matrix Download file
Programmatic Site Visit Tool Download file
HOPWA Monitoring Evidence Matrix Download file
HOPWA Tools Download file
HOPWA Monitoring-Policy Checklist Download file
Mental Health Provider Tool Download file
Priority Assessment Tool Download file
Personnel File Review Download file

Data Management Tools
Data Management Tool Download file

Fiscal Tools
Fiscal Tool Download file

Posted by BVCOG-HIV at 04:23 PM | Permalink

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

Posted by BVCOG-HIV at 04:15 PM | Permalink

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.

Download file

Posted by BVCOG-HIV at 10:00 AM | Permalink

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

Posted by BVCOG-HIV at 11:00 AM | Permalink

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"

Posted by BVCOG-HIV at 10:13 AM | Permalink

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

Continue reading "2005 CADR Information" »

Posted by BVCOG-HIV at 03:11 PM | Permalink

Electronic files for the previously released DSHS Case Management and Ambulatory Outpatient Care reporting guidelines are linked below.

Case Management reporting

AOMC reporting

Posted by BVCOG-HIV at 11:43 AM | Permalink

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.

Crosstab Examples

ARIES Basics

Certificate Installation

Posted by BVCOG-HIV at 11:31 AM | Permalink

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!

Continue reading "ARIES Update: 10-31-05" »

Posted by BVCOG-HIV at 04:10 PM | Permalink