Monitoring Requirements
Subrecipient Monthly Progress Report
Subrecipients must complete a monthly Progress Report to communicate essential information regarding the successes, challenges, and overall developments of their programs to IDOH. Monthly Progress Reports are utilized by IDOH to monitor subrecipient progress and to provide appropriate training and technical assistance, when necessary.
Progress Reports must be completed and submitted by the 20th of the month following the delivery of services via REDCap, a data collection software provided through IDOH. The link to complete the monthly Progress Report can be found here.
Workplans
Workplans outline goals and processes by which an agency/team/person can accomplish established goals. They break down a process into smaller, achievable tasks and clearly identify what you want to accomplish.
- Goals
- Objectives
- Action Steps
In the Workplan Template and Examples you will find options on how you can structure your agency workplans; however, please feel free to adjust to your agency specific needs.
Subrecipient Administrative Monitoring Visit
Planning for an upcoming HSP administrative monitoring visit? These resources will help you understand the process and help you prepare for the visit. The tools are currently in pilot phase and you will find the final versions here:
- Administrative monitoring tool
- Administrative monitoring policy
- Fiscal monitoring tool
- Example administrative monitoring visit notice
Programmatic and Administrative Policies and Procedures
- Notice of Privacy Practices - English - Spanish
- Payor of Last Resort Policy
- Vigorously Pursue Policy
- Ryan White HIV/AIDS Program Statewide Grievance Policy and Procedure
- Grievance Policy Concern Form
Subrecipient Manual
HSP has developing a comprehensive manual for subrecipients to understand how the RWHAP Part B Program operates. The subrecipient manual is available.
Service Standards
Service Standards by Service Category
- Emergency Financial Assistance (EFA)
- Food Bank / Home Delivered Meals
- Housing
- Linguistic Services
- Medical Case Management
- Medical Nutrition Therapy
- Medical Transportation
- Mental Health Services
- Non-Medical Case Management
- Outpatient/Ambulatory Health Services
- Other Professional Services
- Outreach Services
- Psychosocial Support
- Referral for Health Care and Support Services
- Substance Use Outpatient
- Substance Use Residential
- Universal Services
Ryan White HIV/AIDS Program - Clinical Quality Management Standards
The Universal Quality Management Standards apply to all Ryan White HIV/AIDS Program Part B subrecipients and are outlined in the Program Manual and PCN 15-02. Subrecipients must document their quality management activities to show compliance. The Quality Management Program and its Standards are organized into components to streamline these activities. As required by HRSA, the Indiana Department of Health—and all funded subrecipients—must follow the same monitoring standards.
Technical Assistance and Resources
This page contains training materials and other resources related to the Ryan White HIV/AIDS Program (RWHAP) in Indiana. Below you will find numerous resources including archives of past RWHAP training and technical assistance meeting materials and webinar events.
- Frequently Asked Questions (updated September 2020)
- Federal Poverty Guidelines
HIV Non-Medical Case Management Use Only
For program eligibility purposes, income must be documented for each member in the household. “Household” is defined as the applicant and, if applicable, the applicant’s legal spouse and dependents as would appear on federal tax records. Calculations are based on the gross amount of income (before taxes and deductions). On federal tax forms, this can be determined in most cases by adding the full (not taxable) amounts that appear in the “Income” (not “Adjusted Gross Income”) section and includes the full amount of wages, interest, dividend, IRA distribution, pension and annuity, and Social Security benefit income, which would be calculated to total the Modified Adjust Gross Income.
The Federal Poverty Level (FPL) is updated annually in the Federal Register by the U.S. Department of Health and Human Services under the authority of 42 U.S.C. 9902(2)
SOURCE: U.S. Department of Health and Human Services, Office of the Secretary
- Technical Assistance Webinars
HIV Services Program (HSP) hosts monthly webinars for subrecipients to receive important training on key program areas, learn about each other’s agencies, and hear important updates from IDOH. In addition to technical assistance webinars for all IDOH HSP subrecipients, there are webinars for other Division grantees and subrecipients, including state funded HIV Prevention and STI/DIS programs.
- Technical Assistance Webinar Library for All Subrecipients
Date
Content
SLIDES
June 22, 2021 RWHAP TA Webinar: Program Income
Program Income Examples HandoutLink May 12, 2021 RWHAP TA Webinar: Summer Updates
- RWHAP TA Webinar Part 1 - Recording
- RWHAP TA Webinar Part 2 - Recording
- Breakout Session: Service Standard Review Period
- Breakout Session: CAREWare Features
- Breakout Session: Health Literacy
- Breakout Session: Program Income
Link February 25, 2021 HIVe Training February 26, 2021 NMCM & MSP Call January 28, 2021 RWHAP TA Webinar: Welcome to 2021 Link October 7, 2020 RWHAP All Subrecipient Meeting: Ending the Epidemic Handout Link September 15, 2020 RWHAP TA Webinar: Open Enrollment 2020-2021 Link August 18, 2020 RWHAP TA Webinar: Fiscal Updates/Processes and Partnering with Bookkeeping Plus Link July 21, 2020 RWHAP TA Webinar: 2021 RFA Funding Decision Overview Link June 16, 2020 RWHAP TA Webinar: Fiscal Updates and COVID-19 Agency Reopening Plans Link May 19,2020 RWHAP TA Webinar: CARES Act Funding, COVID-19 and other Program Updates Link April 21, 2020 Program Updates Amidst COVID-19 Link March 23, 2020 HIV Services COVID-19 Response Presentation
Link February 25, 2020
RSR Cross-Part TA Webinar
February 18, 2020
Fiscal Policies and Bookkeeping Plus Overview
January 21, 2020
Indiana Legal Services Overview
December 17, 2019
Ryan White HIV/AIDS Program Services Report (RSR) Cross-Part
November 19, 2019
Spotlight on Funded Services – MOW
October 15, 2019
Work plans and Fall Fest Follow Up
September 17, 2019
Invoicing and Year Closeout Activities | Spotlight on Statewide Services
August 20, 2019
RWHAP, IDOH, Subrecipients’ Common Goals | New Grant Year Announcements CAREWare Update | CQM Update
April 2, 2019
Reflections on 2018 RSR, HIVe and Monthly Reporting, and Fiscal Update
February 19, 2019
RSR Process and Monthly Report
January 2, 2019
RSR Process and Answering of Questions from Subrecipients
November 13, 2018
Time and Effort Reporting and Answering of Questions for Subrecipients
August 21, 2018
Volunteers of America Agency Spotlight and Subrecipient Meeting Overview
July 17, 2018
IDOH DIS L2C Agency Spotlight and Monthly Progress Reports
June 19, 2018
Subrecipient Monitoring Visits Process and Monthly Progress Report
May 15, 2018
Meals on Wheels Agency Spotlight and Monthly Progress Reports Review
April 24, 2018
Key Milestones so far, Services and Subservices
March 20, 2018
Budgeting with Part B Supplemental Funds, Quality Management Expectations, Data Report Requirements
February 20, 2018
Invoicing and Reimbursement Process
January 23, 2018
Overview of Part B Supplemental Award, Invoicing and Contracts, Eligibility, Data Requirements, Communication
- HIV Services Program (HSP) Brochures
AIDS Drug Assistance Program (ADAP)/ Early Intervention Plan (EIP): English Spanish Haitian Creole Burmese
Health Insurance Assistance Plan (HIAP): English Spanish Haitian Creole Burmese
Medicare Part D Assistance Plan (MDAP): English Spanish Haitian Creole Burmese
- Prevention and DIS Subrecipient Technical Assistance Webinar Library
Date
Content
SLIDES
October 3, 2019
May 11, 2018
Overview of RW Funds Specifically for Prevention
- Subrecipient Training & Meeting Materials
ISDH HSP hosts semi-quarterly meetings for subrecipient agencies funded with Federal dollars. The purpose of these meetings is to gather subrecipients for important national and regional program updates, provider networking, and the sharing of provider best practices through interactive exercises. Links to the agenda and slides for each meeting are included below. Additional information is available by emailing HSProgram@health.in.gov
Date
Content
AGENDA
SLIDES
October 4, 2019
Ryan White Fall Fest (Full Powerpoint)
June 12, 2019
Summer Camp 2019 with IDOH Division of HIV, STI and Viral Hepatitis
September 25, 2018
IDOH Division of HIV, STI, and Viral Hepatitis Subrecipient Meeting
- Consumer Training & Meeting
Date
Meeting
Topics
SLIDES
June 12, 2019Summer Camp 2019
with IDOH Division of HIV, STI and Viral HepatitisSubrecipient Monitoring
Data Presentation
QM Update
Full Presentation
September 25, 2018First IDOH Division of HIV, STI, and Viral Hepatitis Subrecipient Meeting
Subrecipient Monitoring
Program Update and Data Presentation
QM Update
Full Presentation
- Materials
Access materials related to in-person and other meetings held for People Living with HIV (PLWH) in Indiana. Supports are available to assist PLWH participate in key meetings and training. For information on how to access transportation and reimbursement services, visit this link:
- Transportation and Reimbursement:
None Scheduled - Upcoming Training and Meeting Dates:
None Scheduled
Resources and Materials
Subrecipients have a number of helpful resources available to manage their HIV programs. This section contains links to materials published by HRSA and other leading national centers of HIV learning in addition to regional centers of HIV learning. In addition, the full legislation authorizing RWHAP is provided for convenience
- TARGET Center
- Midwest AIDS Education & Training Center (MATEC)
- Addiction Technical Transfer Center (ATTC)
- HIV Testing Guidelines (NYS AIDS Institute)
- National Monitoring Standards
- Policy Clarification Notices and FAQ on HAB website
- Ryan White Legislation
- Policy Clarification Notice (PCN) #16-02
- CAREWare User Guide
Technical Assistance Request
Part B subrecipients can request technical assistance on their monthly progress reports or by emailing HSProgram@health.in.gov.
HSP Contact Information
You can access our staff by calling 866-588-4948 and select option #1 or by emailing HSProgram@health.in.gov
- Transportation and Reimbursement:
