Health: HIV/STI/Viral Hepatitis: Provider and Funded Recipient Resources

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

More information is coming soon as this aspect of the program is developed.

Service Standards by Service Category

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)

2021 Federal Poverty Guidelines

PERSONS IN FAMILY/HOUSEHOLD	100% POVERTY GUIDELINE	300% POVERTY GUIDELINE
1	$12,880	$38,640
2	$17,420	$52,260
3	$21,960	$65,880
4	$26,500	$79,500
5	$31,040	$93,120
6	$35,580	$106,740
7	$40,120	$120,360
8	$44,660	$133,980
For families/ households with more than 8, add $4,540 for each additional person

SOURCE: U.S. Department of Health and Human Services, Office of the Secretary
Federal Register, Doc 2021-01969, February 1, 2021, pp. 7732-7734 (3 pages)
EFFECTIVE FOR NEW APPLICATIONS ON March 1, 2020

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.

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 Handout	Link
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 MSP Online Application Guidance HIV Medical Services Online Application Guidance ADAP Eligibility Reminders	Link
February 25, 2020	RSR Cross-Part TA Webinar	Link
February 18, 2020	Fiscal Policies and Bookkeeping Plus Overview	Link
January 21, 2020	Indiana Legal Services Overview	Link
December 17, 2019	Ryan White HIV/AIDS Program Services Report (RSR) Cross-Part	Link
November 19, 2019	Spotlight on Funded Services – MOW	Link
October 15, 2019	Work plans and Fall Fest Follow Up	Link
September 17, 2019	Invoicing and Year Closeout Activities \| Spotlight on Statewide Services	Link
August 20, 2019	RWHAP, IDOH, Subrecipients’ Common Goals \| New Grant Year Announcements CAREWare Update \| CQM Update	Link
April 2, 2019	Reflections on 2018 RSR, HIVe and Monthly Reporting, and Fiscal Update	Link
February 19, 2019	RSR Process and Monthly Report	Link
January 2, 2019	RSR Process and Answering of Questions from Subrecipients	Link
November 13, 2018	Time and Effort Reporting and Answering of Questions for Subrecipients	Link
August 21, 2018	Volunteers of America Agency Spotlight and Subrecipient Meeting Overview	Link
July 17, 2018	IDOH DIS L2C Agency Spotlight and Monthly Progress Reports	Link
June 19, 2018	Subrecipient Monitoring Visits Process and Monthly Progress Report	Link
May 15, 2018	Meals on Wheels Agency Spotlight and Monthly Progress Reports Review	Link
April 24, 2018	Key Milestones so far, Services and Subservices	Link
March 20, 2018	Budgeting with Part B Supplemental Funds, Quality Management Expectations, Data Report Requirements	Link
February 20, 2018	Invoicing and Reimbursement Process	Link
January 23, 2018	Overview of Part B Supplemental Award, Invoicing and Contracts, Eligibility, Data Requirements, Communication	Link

2020 Ryan White Part B All-Subrecipient Virtual Meeting

Presentation	Slide/Video Link
2020 IDOH Ryan White All Subrecipient Virtual Meeting - Recording
Indiana Continuum of Care & Ending the Epidemic	Slides
Morning Breakout Session: Ending the Epidemic	Handout Slides
Ryan White Services Contracts Overview	Slides
Afternoon Breakout Session: Ryan White Prevention Overview	Slides
Afternoon Breakout Session: Service Standard Overview	Slides
Afternoon Breakout Session: Invoicing Updates	Slides
Afternoon Breakout Session: Navigating the MSP and Eligibility	Slides
Best Practices for COVID and Continuity of Operations Planning	Slides

Prevention and DIS Subrecipient Technical Assistance Webinar Library

Date	Content	SLIDES
October 3, 2019	Ryan White Part B Service Program: Overview for DIS	Link
May 11, 2018	Overview of RW Funds Specifically for Prevention	Link

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)	Link
June 12, 2019	Summer Camp 2019 with IDOH Division of HIV, STI and Viral Hepatitis	Link	Link
September 25, 2018	IDOH Division of HIV, STI, and Viral Hepatitis Subrecipient Meeting	Link	Link

Consumer Training & Meeting

Date	Meeting	Topics	SLIDES
June 12, 2019	Summer Camp 2019 with IDOH Division of HIV, STI and Viral Hepatitis	Subrecipient Monitoring	Link
		Data Presentation	Link
		QM Update	Link
		Full Presentation	Link
September 25, 2018	First IDOH Division of HIV, STI, and Viral Hepatitis Subrecipient Meeting	Subrecipient Monitoring	Link
		Program Update and Data Presentation	Link
		QM Update	Link
		Full Presentation	Link

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
  - Center for Quality Improvement and Innovation
  - Ryan White Services Report technical assistance
- 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
  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