SECTION 6100

 

AIDS ACTIVITIES COORDINATING OFFICE

 

Section 6101 - General Information

 

.01 The mission of the AIDS Activities Coordinating Office (AACO) is to stop the transmission of the Human Immunodeficiency Virus (HIV) in Philadelphia through education and prevention activities and to provide services to people with AIDS and to individuals with HIV infection related conditions. The Office is charged with coordination of all City of Philadelphia activities related to AIDS.

 

.02 The AIDS Activities Coordinating Office includes four major divisions. These are: Medical Affairs, Policy and Planning; AIDS Prevention and Education Services; AIDS Agency Services; and AIDS Program Administration. Of these four divisions, the two with responsibility for the development and monitoring of contract service activities are AIDS Agency Services and AIDS Program Administration. Program development and monitoring are the responsibility of the former while contract and fiscal management rests with the latter.

 

 

Section 6110 - Program Descriptions and Operations

 

.01 Some of the services provided by AACO include the following:

 

a. AIDS Care Services:

 

Support services consist of those services that are provided directly to those individuals who are HIV positive and/or have been diagnosed as having Acquired Immunodeficiency Syndrome (AIDS). In addition, care services are intended to provide support for family members and the loved ones of those who are infected with the Human Immunodeficiency Virus (HIV). Services usually consist of helping the individual in maintaining their self worth, independence, and human dignity while living with AIDS.

 

AIDS case management services consists of performing a needs assessment and developing, implementing, and monitoring a service/care plan as well as arranging for or referring a client to needed services. Such services, to which clients may be referred or which are arranged for clients, can be any services needed for activities of daily living, caring for HIV/AIDS infected individuals, and alleviation of psychological and social consequences of infection. Case management services require a thorough needs assessment and the development and monitoring of a formal services plan for the client.

 

b. Education:

 

Education consists of activities aimed at changing knowledge, attitudes, and behaviors of individuals or groups for the purpose of motivating them to avoid contracting or transmitting HIV or alleviating anxiety about transmission and effects of the virus. Education is further defined as activities geared to increasing knowledge and skills of those who perform services for the HIV infected or their friends, families or significant others. Education activities normally consist of presentations, consultations, training, instruction, outreach, hotline operations, and media efforts.

 

Section 6110 (Cont.)

 

.02 All agencies under contract with the City of Philadelphia through AACO must submit monthly financial status reports. The purpose of the procedures package is to effectively and efficiently process requests for payment from each contract agency. The package indicated what types of reports were required, information to be included in each report and examples of how each report should look.

 

.03 In order for an agency to invoice AACO (City of Philadelphia) for the expenditure of funds allocated through a contract, the submission of a cover letter, an invoice, a monthly budget performance report, and a personnel roster is required. Authorized advance payments must be requested in a letter. Additional information may also be required. Actual requirements for the preceding documents are detailed as follows:

 

๏ Invoices may differ in format but must include all of the following:

a) date submitted;

 

b) period of service for which invoice is being submitted for;

 

c) contract number;

 

d) contract name;

 

e) current period's expenses (as categorized in the contract budget.)

 

๏ (Exhibit 1) Monthly Budget Performance Reports must accompany each invoice. This report identifies expenditures in the categories listed on the AACO approved line item budget form and must show current month and year-to-date expenses as well as total budget and the total amount remaining for each line item of the budget. Each column (current month, year-to-date, annual budget, budget amount remaining) must be totaled. Revenue offsetting program/contract costs must be indicated and subtracted from total expenses in all columns.

 

๏ (Exhibit 2) Personnel Rosters must also accompany each invoice. Each roster must identify names of personnel being charged to a specific program/contract as well as expenditures for each position title. Columns showing current month and year-to-date expenses as well as total budget and total amount remaining for each position must be included and each column must be totaled.

 

๏ Advance Payments allow for a percentage of the total contract to be paid upon conformation of the contract and must be requested in the form of a letter on Agency/Corporate letterhead. All of the following must be included in each letter:

 

a) contract name;

 

b) contract number;

 

c) signature of authorized corporate official;

 

d) percentage of the contract total requested and the amount.

 

Section 6120 - Federal CFDA Numbers/Other Regulations

 

.01 The following Federal CFDA numbers are applicable to AACO Programs:

 

Program CFDA No.

 

AIDS Surveillance and Seroprevalence

Grant 93.118, 93.944

 

AIDS Prevention Project 93.940

 

HIV Emergency Relief Grant

(Formula) (Ryan White) 93.915

 

HIV Emergency Relief Grant

(Supplemental) (Ryan White) 93.914

 

HIV Early Intervention Project 93.918

 

HIV Early Intervention Services

Network Demonstration Project 93.118

 

 

Section 6130 - Program Compliance Procedures

 

.01 As discussed in Sections 300 and 500 of this Audit Guide, each City of Philadelphia Department program has specific auditing requirements. These requirements are in addition to those areas of audit specified in Sections 300 and 500 of this Guide. The audit requirements listed on the following pages are not all inclusive and do not represent an audit program for conducting a financial and compliance audit of the program(s). The audit requirements listed are presented as highlights of areas of special interest to the Department. Any deficiencies noted as a result of the procedures are to be disclosed in the Schedule of Findings and Questioned Costs.

 

Program Description and Personal Data Questionnaire

 

.02 The AIDS Agency Services Unit monitors and evaluates programs and direct services for persons with HIV infection. These services include, but are not limited to, AIDS education, support, case management, housing, and HIV counseling and testing. Epidemiology and miscellaneous service contracts are also the responsibility of this unit. All agencies are required to report to their respective AACO program analyst on the progress of the services being rendered.

 

.03 Each service is different in nature and requires specific reporting procedures to be followed; however, there are a few reports which AACO requires all contract agencies to submit. These reports include a Position Description and Personal Data Questionnaire (PDPDQ) (Exhibit 3) and monthly statistical and narrative reports. At this time, the PDPDQ is the only standardized form relevant to all AACO contract agencies. Each Agency is required to submit this form to AACO within six months of the contract effective date for all personnel funded by the contract. New staff are required to fill the questionnaires out at the time of their hiring and the agency must submit the forms within thirty (30) days of the hiring date.

 

Section 6130 (Cont.)

 

.04 Audit procedures are to include a determination that the PDPDQ is on file at the

 

Organization and that the reporting and filing requirements described above have been met

 

Aids Care Services

 

.05 AACO has many contracts with agencies whose services are provided directly to those individuals who are HIV positive and/or have been diagnosed as having AIDS. Care services help individuals maintain their self worth, independence and dignity while living with AIDS. Such services include, but are not limited to primary care, dental, skilled nursing, transportation, homemaker services, respite care, case management and other required services. Quarterly narrative reports (see Exhibit 7) must contain specific information. In addition to the reporting requirements, the resultant auditing procedure is also stipulated.

 

… Skilled nursing agencies are required to submit in their monthly reports statistics reflecting the number of Medicaid waivers completed per month. The auditor should determine, on a test basis, that reports include this information and are in compliance with the contract service provisions.

 

… Agencies providing homemaker services must include in their monthly reports statistics reflecting the number of clients served each month and the number of hours provided per client per month. Minimum and maximum numbers of clients and hours are provided in the contract service provisions. The auditor should determine, on a test basis, that reports include this information and are in compliance with the provisions.

 

… Agencies providing transportation services must include statistics reflecting the number of trips taken per month and the number of clients transported per month in each monthly report. As with homemaker services, minimum and maximum numbers of trips to be taken and clients to be transported are provided in the contract service provisions. The auditor should determine, on a test basis, that reports include this information and are in compliance with the provisions.

 

.06 AIDS Case Management services consist of thorough assessments of clients' needs and the development and monitoring of a formal services plan for each client. Agencies providing this type of service assign case managers who aid clients with their daily living needs. These needs vary with each client; therefore, documentation of services provided is extremely important.

 

.07 AACO's analytical staff must be able to make their programmatic decisions based on monthly reports from provider agencies. These reports are similar in format to other services' monthly reports; however, more specific information is required. Although no standardized forms are available to agencies at the present time, AACO program staff are in the process of developing a standardized statistical form to be included in future contracts. Nonetheless, statistical information regarding number of clients seen per month, per case manager, is important to AACO.

 

.08 Currently, all case management service providers are required to keep a file on each client served. Each client case record file should contain the following list of documents:

 

Section 6130 (Cont.)

 

… Assessment Form

 

… Data Entry Form

 

… Case Management - Client Agreement Form

 

… Authorization to obtain release of information.

 

… Surveillance letters:

 

(a) To physician

 

(b) To AACO Surveillance Unit.

 

… Agency Consent Form

 

… Buddy Agreement Form

 

… Buddy Program Work Sheet

 

… Treatment Care Plan

 

… Physician Release Form

 

… Case Management Activities Log

 

… Progress Notes Form

 

.09 The auditor should determine on a test basis that:

 

… The statistical information reported by the organization to AACO on the monthly statistical reports are traceable to, and in agreement with, supporting records.

 

… Client files contain the information required under Section 6130.21.

 

Counseling and Testing Services

 

.10 The counseling and testing programs are required to provide AACO with a monthly report (Exhibit 4) which includes various statistical, programmatic, and staffing information.

 

.11 The auditor should determine, on a test basis, that the:

 

… Statistical information included on the report is traceable to records maintained by the Organization to support the report submitted to AACO. The statistical information needed to be verified by the auditor includes number of individuals pre-tested, number of individuals counseled and not tested, number of individuals tested, and number of individuals post-tested. The source document to be used in verifying the above information is included in Exhibit 4.

 

Section 6130 (Cont.)

 

HIV Prevention: Education and Risk Reduction

 

.12 The education and risk reduction programs are required to provide AACO with a monthly report (Exhibit 5) which includes various statistical, programmatic, and staffing information.

 

.13 The auditor should determine, on a test basis that the statistical information included on the report is traceable to records maintained by the organization to support the report(s) submitted to AACO.

 

.14 For hotline services, all calls received must be documented on a hotline call record form (Exhibit 6). This is a standardized form which must be completed by a counselor during each telephone conversation.

 

.15 The auditor should determine, on a test basis, that the hotline call record forms are utilized and maintained on file at the organization.

 

AIDS Education

 

.16 Other than the Position Description and Personal Data Questionnaire (PDPDQ) which all providers must submit to AACO, AIDS Education Programs must submit a monthly statistical report with narratives within ten working days after the end of each month. These reports document the various education activities performed by each agency. There are no format requirements; however, each report should include the same information regarding the activities conducted during the report period, projected activities for subsequent periods, problems encountered and how they were solved, and supporting statistical data for quantifiable information.

 

.17 Each agency is required to track participant attendance for all presentations, workshops, consultations, trainings, and instructions. Attendance sheets are the responsibility of the agency and may be in whatever format they choose to follow; however, participants' names, instructors'/educators' names, and the date of the activity must be included on the form.

 

.18 Before and after each educational activity, the instructor/educator must test the knowledge of each participant. This is done through a standardized test which the agency or AACO has developed. Each test, although very often the same, must be presented as two separate distinguishable tests. The first test should be labeled "Pre-test" and the second test should be labeled "Post-test."

 

.19 The monthly statistical/narrative report should include a summary of the above information.

 

.20 The auditor should determine, on a test basis, the counseling and testing services, that:

 

… Statistical information reported corresponds with supporting documents/records maintained at the Organization.

 

… Attendance records are utilized and kept on file for participants attending presentations, workshops, consultations, training and instruction.

 

Section 6140 - Financial Compliance Procedures

 

Revenues:

 

.01 Program-funding is the most common method employed by AACO to fund its provider agencies. This method allows AACO to fund a provider agency's actual eligible expenditures for a provider agency's service(s), offsetting these expenses by anticipated revenues to be received directly by the provider, and establishing the remaining deficit as its authorized level of funding (allocation). Reimbursement is affected on a "last-dollar-in" basis and is based upon actual eligible expenses incurred less actual revenue generated, up to the maximum contract funding.

 

.02 Audit procedures should include the following:

 

… Does the Agency have a system in place to adequately account for all applicable income received or earned by the agency and that such income was properly reported to AACO.

 

… Determine that billings to AACO and reimbursement from AACO are net of other non-AACO revenue.

 

 

Section 6150 - Supplemental Financial Schedules and Reports

 

.01 The organization's audit report must include the following supplemental financial schedule for each City of Philadelphia contract with $300,000 or more of expenditures in addition to the financial statements as specified in Sections 400 and 500 of this Audit Guide. A designation has been made for the supplemental schedule required for a "single audit" report (Section 400) on a "program audit" report (Section 500). The auditor will be required to issue an opinion on the Supplemental Schedules listed below as specified in Section 400 of this Audit Guide.

 

Section

Ref. to Single Program

Supplemental Sample Audit Audit

Financial Schedule Format Report Report

 

… Schedule of Program Expenditures

and Program Revenue (1) 6150.02 Yes No (2)

 

Explanatory Notes:

 

(1) The schedule must reflect the categorization of expenditures by the AACO budget with the organization.

 

(2) The categories of expenditures provided on the program audit financial statement should coincide with the categories of expenditures on the AACO budget.

 

Section 6150.02

 

ABC NOT-FOR-PROFIT CORPORATION

AACO CONTRACT NUMBER XX-XXXX

STATEMENT OF PROGRAM EXPENDITURES AND PROGRAM REVENUE

FOR THE YEAR ENDED JUNE 30, 19XX

 

 

Expenditures

Personnel:

Salaries $ XXX,XXX

Fringe benefits XX,XXX

 

Total personnel expenditures $ XXX,XXX

 

Operating:

Occupancy XX,XXX

Renovation X,XXX

Communications XXX

Office Supplies XXX

Education/Program supplies X,XXX

Travel X,XXX

Contract Services X,XXX

Insurance X,XXX

Condoms X,XXX

 

Total operating expenditures XX,XXX

 

Equipment:

Purchase XX,XXX

Lease/rental X,XXX

Repairs X,XXX

 

Total equipment expenditures XX,XXX

 

Total direct expenditures XXX,XXX

 

Administration XX,XXX

 

Total expenditures XXX,XXX

 

Program Revenue (X,XXX)

 

Net AACO funded expenditures $ XXX,XXX

 

AACO - EXHIBITS

 

 

 

TABLE OF CONTENTS

 

 

EXHIBIT DESCRIPTION

 

1 Monthly Budget Performance Report

 

2 Personnel Roster

 

3 Position Description and Personal Data Questionnaire

 

  1. Counseling and Testing Package

    2.  

  2. Education and Risk Reduction Package

    3.  

  3. Hotline Call Record Form

    4.  

  4. Aids Care Services/Ryan White Package

 

Exhibit 1

 

BUDGET STATEMENT

AIDS AGENCY XYZ

COUNSELING SERVICES

(CONTRACT XX-XXXX)

AUGUST, 19XX

 

 

Year Total Budget

August To-Date Budget Remaining

 

Expenses

 

Personnel:

Salaries $ 18,510 $ 35,489 $ 267,000 $ 231,511

Benefits 2,124 4,072 30,638 26,566

Other -0- -0- 300 300

 

Sub-total personnel 20,634 39,561 297,938 258,377

 

Operating:

Occupancy 3,045 6,090 36,540 30,450

Renovation -0- -0- -0- -0-

Communications 1,245 1,900 8,700 6,800

Office Supplies 603 603 2,500 1,897

Education/Program supplies 262 524 1,750 1,226

Travel 174 348 2,784 2,436

Contract Services -0- -0- -0- -0-

Insurance 85 170 1,025 855

Condoms 150 250 1,500 1,250

 

Sub-total operating 5,564 9,885 54,799 44,914

 

Equipment:

Purchase -0- -0- 3,000 3,000

Lease/rental 39 78 468 390

Repairs -0- -0- 500 500

 

Sub-total equipment 39 78 3,968 3,890

 

Subtotal direct 26,237 49,524 356,705 307,181

Administration 933 1,874 13,500 11,626

 

Sub-total 27,170 51,398 370,205 318,807

 

Revenue (500) (1,000) (7,121) (6,121)

 

Grand total $ 26,670 $ 50,398 $ 363,084 $ 312,686

 

Exhibit 2

 

AIDS AGENCY XYZ

CONTRACT XX-XXXX

 

 

 

Budget

August Cumulative Per Budget

Billing Billings Contract Remaining

 

Personnel Service (by position):

 

Prog. Coord.

B. Smith $ 3,333 $ 6,666 $ 40,000 $ 33,334

 

Counselor

J. Jones 2,500 5,000 30,000 25,000

 

Educator

A. Carter 2,667 5,334 32,000 26,666

 

Secretary

M. Cuyler (hired 7/15/XX) 1,625 2,437 19,500 17,063

 

Educator

C. Jackson (term. 7/31/XX) -0- 2,667 32,000 29,333

D. Kelly (hired 8/1/XX) 2,667 2,667 -0- (2,667)

 

Counselor

G. Martin 2,500 5,000 30,000 25,000

 

Counselor

F. Berk 2,500 5,000 30,000 25,000

 

Education

Vacant -0- -0- 32,000 32,000

 

Phlebotomist

N. Mill (hired 8/10/XX) 718 718 21,500 20,782

 

Total $ 18,510 $ 35,489 $ 267,000 $ 231,511

 

 

ATTACHMENT C Exhibit 3

 

 

Position Description and Personal Data

Questionnaire

 

City of Philadelphia

Aids Activities Coordinating Office

Personnel Action Plan

1. Position Number
  1. Request for personnel action on

™ Existing position

™ New Incumbent

™ New Position (Explain)

™ Position (Explain)

 

Conversion

3. Last Name First Mi

4. Agency

 

5. Service, division, unit

6. Total working hrs per week in agcy.

7. No. working hrs. chgd to county prog.

8. Requested "Pap" title

9. Usual working title

10. Annual salary (for total hrs. worked, #6)

11. Describe types of work you do during working hours on County Program. Use separate paragraph for each kind of work and explain in detail. List your duties in order of importance, showing estimate of time spent on each duty by percentage, fractions, days or hours in

"Time" column. Special or occasional duties should be last.

Time

Work Performed

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(Continue on additional sheets)

12. Name and title of your immediate supervisor

Are you in a supervisory capacity

™ Yes ™ No

13. Give name and title of employees you supervise if five or less, if more than five, give the number under each title.

Name

Title

Name

Title

 

  1. Describe your contact with other agencies outside organizations and general public.

    2.  

     

     

Personal Data

Home Address Zip

Birthdate

Sex

Date started this position

 

 

Starting salary

Education

Schools (Circle highest grade or year completed) College Postgrad/Professional

1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 1 2 3 4

Degree Major/Specialty

Describe other education or training

 

 

 

Previous employment (List related experience. Begin with the most recent employment and work backward)

Title

 

Major duties

 

 

 

Employer

 

From (Mo. Yr)

 

To (Mo. Yr)

 

Last salary

Title

 

Major duties

 

 

 

Employer

 

From (Mo. Yr)

 

To (Mo. Yr)

Last salary

Title

 

Major duties

Employer

 

From (Mo. Yr)

 

To (Mo. Yr)

Last salary

I hereby certify that the above answers are my own and are accurate and

complete.

Employees Signature

 

Date

STATEMENT OF IMMEDIATE SUPERVISOR
  • Comment on statements of employee. Indicate any exceptions or additions and what you consider the most important duties of this position.

    •  

     

    17. Background desirable of a new appointee to fill this position in case of a vacancy. Disregard qualifications present incumbent may happen to have or not have.

    Training and experience give kind and length

    Signature immediate supervisor

     

    		  

     

    STATEMENT OF DEPARTMENT HEAD OR OTHER ADMINISTRATIVE OFFICER
    1. Comment on above statements of employee and supervisor. Indicate any inaccuracies or statement with which you disagree. Also, comment on qualifications suggested by supervisor.

     

     

    Signature department head/administrative officer

     

     

    Title

    Date

     

    Exhibit 4

     

    Attachment B

     

     

    PATIENT FOLLOW-UP/PARTNER NOTIFICATION FORM

     

     

    Check One: ™ Patient Follow-Up ™ Partner Notification

    Date Tested Date Interviewed

     

    Name: Alias/Nickname:

    Address:

    DOB:

    Age:

    Sex:

    Work Address/Hangouts:

    Marital

    Status:

     

    Work Hours:

     

    Home Phone #:

    Work Phone#:

    Exposure Information: First:

     

    ™ Sex ™ Needle Sharing ™ Other Last: Freq:

     

     

     

    Race: ™ Asian ™ Black ™ Hispanic

    ™ White ™ Other

     

    Skin Complexion:

    Facial Hair: ™ Beard ™ Mustache

    Height:

    Weight:

    Identifying Information:

    (i.e. scars/tattoos)

    Hair Color:

    Glasses:

     

     

     

    Reporting Agency:

    Site #:

    Date:

    Counselor:

    Phone Number:

     

    Submit to: Kevin F. Green

    Program Administrator, Counseling & Testing

    500 S. Broad St. 3rd Floor

    Philadelphia, PA 19146

     

    Exhibit 4 (Cont.)

     

    COUNSELOR OBSERVATION

     

    Pretest Counseling

     

     

    1 How long did the observed pretest counseling session last?

     

     

     

     

    2. Did the counselor (s) introduce her/himself and explain the purpose of the session?

     

    Yes ™ No ™

     

    3. Did the counselor(s) use open-ended questions? (Give examples)

     

    Yes ™ No ™

     

    4. Was a risk assessment conducted?

     

    Yes ™ No ™

     

    If yes, how was it conducted? (check appropriate box)

     

    ™ as an interactive process which provided the client(s) opportunities to ask questions and explored their ongoing behaviors and circumstances, (e.g., sexual history, STD history, drug use)?

     

    or

     

    ™ as a data collection, form driven, appraisal of the client(s) behavior?

     

    If no, please explain how this impacted the counseling session.

     

     

     

     

     

    1. Describe the HIV education and prevention information presented to the client (e.g., accurate, relevant, lecture format).

      2.  

      Exhibit 4 (Cont.)

       

      Pretest Counseling/Observation

      Counselor Observation

      Page 2

       

       

    2. Did the client have-an opportunity to talk? If yes, how much?

     

    7. Did the counselors(s) explore past attempts at prevention behaviors tried by the clients(s)?

     

    Yes ™ No ™

     

    If yes, describe how the counselor did this (e.g., reinforced successful strategies, discussed prevention failures or flawed strategies).

     

    8. Was a personalized incremental risk reduction plan(s) negotiated with the client(s), e.g., tailored to the behaviors, circumstances and special needs of the clients(s)?

     

    Yes ™ No ™

     

    If yes, was the plan documented in the record for review in post-test sessions or subsequent retesting sessions?

     

    Yes ™ No ™

     

    If no, what risk reduction messages were provided to the client?

     

     

    9. Were condoms discussed?

    Yes ™ No ™

     

    If yes, did the counselor:

     
      1. Demonstrate their proper use? Yes ™ No ™
      2. Rose play condom negotiating strategies? Yes ™ No ™

    c. Provide condoms? How many? Yes ™ No ™

     

    10. Client was provided information on the following:

    Counselor Video/Pamphlet Not Provided

    a. Purpose of the test ™ ™ ™

    b. Meaning of results ™ ™ ™

    c. AIDS prognosis ™ ™ ™

    d. Value of testing ™ ™ ™

    e. Condom use ™ ™ ™

    Please provide examples for questions #11-16.

     

    Exhibit 4 (Cont.)

     

    Pretest Counseling/Observation

    Counselor Observation

    Page 3

     

     

    11. How well did the counselor provide information at a level of comprehension which was consistent with the client's age and learning skills? Explain.

     

     

     

     

    12. How well did the counselor provide/demonstrate culturally competent messages, (e.g., provided in a style and format respectful of cultural norms)? Explain.

     

     

     

     

    13. How linguistically appropriate was the counselor with the client, (e.g., presented in a dialect and terminology consistent with the clients native language and style of communication)? Explain.

     

     

     

     

    14. How do clients schedule appointments to return for results at the time of the pretest session?

     

     

     

     

    15. How well did the counselor reinforce the importance of returning for test results/counseling? Explain.

     

     

     

     

     

    1. What and when is related paperwork completed by the counselor? Explain.

     

    Exhibit 4 (Cont.)

     

    Pretest Counseling/Observation

    Counselor Observation

    Page 5

     

     

    OBSERVATIONAL COMMENTS

     

    Exhibit 4 (Cont.)

    COUNSELOR OBSERVATION

    Post-Test Counseling

    1. How long did the observed post-test counseling session last?

     

    2. Did the counselor(s) introduce her/himself and explain the purpose of the session?

     

    Yes ™ No ™

     

    3. Did the counselors(s) use open-ended questions? (Give examples)

     

    Yes ™ No ™

     

    4. Did the counselor(s) ascertain if a personal risk reduction plan was established in the pretest session?

     

    Yes ™ No ™

     

    5. If yes to #4, did the counselor (check if "yes"):

     

    a. reinforce successful efforts? ™

    b. discuss failed efforts? ™

    c. provide additional coaching on risks remaining? ™

     

    6. If no plan had previously been established, did the counselor (check if "Yes"):

     

    a. Negotiate a personalized, incremental risk reduction plan with the client(s), i.e. tailored to the behaviors, circumstances and special needs of the client(s) during the posttest session? ™

     

    b. Deliver global prevention messages independent or the clients personal risk behaviors and circumstances? ™

     

    c. Fail to discuss risk reduction in the post-test session? ™

     

    If a risk reduction plan was discussed, was it revised or updated in the record or review in any subsequent retesting sessions?

     

    Yes ™ No ™

     

    7. Did the counselor (s) (check if "yes")

     

    ™ Routinely recommend retesting at 3-6 months?

     

    Exhibit 4 (Cont.)

     

    Posttest Counseling/Observation

    Counselor Observation

    Page 2

     

     

    OBSERVATIONAL COMMENTS (IF ANY):

     

     

     

    Exhibit 4 (Cont.)

     

    Attachment E

     

     

    City of Philadelphia

    Department of Public Health

    AIDS Activities Coordinating Office

    HIV Prevention Services Unit

     

     

    PREVENTION COUNSELING

    PROGRAM PROGRESS REPORT

    AGENCY

     

     

    Program/Activity Report Period

     

     

     

    Contract Period AACO Funding for this Program

     

     

     

    Funding Source Report Submitted by

     

     

     

    Section I ๑ Goals

     

    A.

     

    1.

     

    2.

     

    3.

     

    4.

     

    B.

     

    1.

     

    2.

     

    3.

     

    4.

    Exhibit 4 (Cont.)

     

    Section II ๑ Progress in Meeting Goals

     

    A.

     

     

    Number

    Prevention

    Counseled

    Number

    Counseled/

    Not Tested

    Number

    Tested

     

    Number of

    Result

    Sessions

    Number of

    Counselor/s

    Hours Worked

     

    Site No.

    		          
               

    Site No.

    		          
               

    Site No.

    		          

     

    Site No.

     

    Site No.

     

    Totals

    		          

     

    B.

     

    1.

     

    a.

     

    b.

     

    2.

     

    a.

     

    b.

     

    3.

     

    a.

     

    b.

    Exhibit 4 (Cont.)

     

    Section III Accomplishments

     

    1. Programmatic

      2.  

       

       

       

       

    2. Administrative

      3.  

       

       

       

    3. Fiscal

     

     

     

     

    Section IV ๑ Challenges

     

    1. Programmatic

      2.  

       

       

    2. Administrative

      3.  

       

       

    3. Fiscal

     

     

     

    Exhibit 4 (Cont.)

     

    Section V ๑ Plan of Action to Meet Challenges in Section IV

     

    1. Programmatic

      2.  

       

       

    2. Administrative

      3.  

       

       

    3. Fiscal

     

     

     

    Section VI ๑ Collaboration

     

     

     

     

    1. Names of agencies with Letters of Agreement on file and numbers of referrals:

      2.  

       

       

      Name Number

       

      1.

      2.

      3.

      4.

      5.

      6.

      7.

      8.

      9.

      10.

       

    2. Other (specify):

     

    Name Number

     

    1.

    2.

    3.

    4.

    5.

     

    Exhibit 4 (Cont.)

    EQUIPMENT INVENTORY FORM

    HIV Prevention Services

    AIDS Activities Coordinating Office

    Revised 11/95

     

    Any equipment acquired with AACO funds, and a purchase price greater than $500 should be entered below. This form should be submitted with the monthly invoice as the line item justification for that purchase.

     

     

    Date Purchased

    Equipment Description

    Serial Number

    Location

    1.

    		        

     

    2.

     

    3.

     

    4.

     

    5.

     

    		        
             

    Exhibit 5

    Attachment B

     

    City of Philadelphia

    Department of Public Health

    AIDS Activities Coordinating Office

    HIV Prevention Services Unit

     

     

    PROGRAM PROGRESS REPORT

     

     

    Program/Activity Report Period

     

    Contract Period AACO Funding for this Program

     

    Funding Source Report Submitted by

     

     

    Section I ๑ Goals

     

    A.

     

    B.

     

    1.

    2.

    3.

    4.

    5.

     

     

    Section II ๑ Progress in Meeting Goals

     

    A.

     

     

     

     

    Exhibit 5 (Cont.)

     

    Attachment B (Cont.)

     

     

    1. Enter goals stated in Section I-B of this report:

     

    Section III ๑ Accomplishments

     

    1. Programmatic

      2.  

    2. Administrative

      3.  

    3. Fiscal

     

     

    Exhibit 5 (Cont.)

     

    INSTRUCTIONAL TEMPLATE

    City of Philadelphia

    Department of Public Health

    AIDS Activities Coordinating Office

    HIV Prevention Services Unit

     

    Risk Reduction

    PROGRAM PROGRESS REPORT

    AGENCY

    (Enter agency name)

     

    Program/Activity Report Period

    (Enter name of program or activity (Enter month being reported on)

    for this contract)

     

    Contract Period AACO Funding for this Program

    (Enter start and end dates) (Enter dollar amount of contract/s)

     

    Funding Source Report Submitted by

    (Enter source, indicate City, State, or (Enter name of individual

    Federal completing) responsible for the report)

     

    Section I ๑ Goals

     

    1. (Enter Section II part A of contract service provisions)

      2.  

    2. (Enter goals that have been established with AACO Program Analyst)

     

     

    1.

    2.

    3.

    4.

    5.

     

    Section II ๑ Progress in Meeting Goals

     

    1. (Enter statistics for the month using the table/s provided)

      2.  

      Exhibit 5 (Cont.)

       

      Program Progress Report

       

    2. Enter the goals stated in Section I-B of this report:

     

      1. (Enter goal)

     

      1. (Enter work statement/s)

    b. (Enter progress and/or barriers to implementing work statement/s)

     

      1. (Enter goal)

     

      1. (Enter work statement/s)

      2. (Enter progress and/or barriers to implementing work statement/s)

     

     

      1. (Enter goal)

     

      1. a. (Enter work statement/s)

    b. (Enter progress and/or barriers to implementing work statement/s)

     

      1. (Enter goal)

        2.  

        a. (Enter work statement/s)

        b. (Enter progress and/or barriers to implementing work statement/s)

         

      2. (Enter goal)

     

      1. (Enter work statement/s)

    b. (Enter progress and/or barriers to implementing work statement/s)

     

    Section III ๑ Accomplishments (Enter overall accomplishments, excluding statistics mentioned in Section II A and achievements mentioned in Section II B):

     

    1. Programmatic

      2.  

    2. Administrative

      3.  

    3. Fiscal

     

    Section IV-Challenges (Enter overall challenges, excluding difficulties stated in Section II):

     

    1. Programmatic

      2.  

    2. Administrative

      3.  

    3. Fiscal

     

    Exhibit 5 (Cont.)

     

    Section V ๑ Plan of Action to Meet Challenges in Section IV (Enter plan)

     

    1. Programmatic

      2.  

    2. Administrative

      3.  

    3. Fiscal

     

    Section VI ๑ Collaboration

     

    (Enter the number of referrals made to agencies of which you hold Letters of Agreement. Agencies with Letters of Agreement should become permanent entries.)

     

     

    1. Names of agencies with Letters of Agreement on file and numbers of referrals:

      2.  

      (Enter name of agency) (Enter number of referrals)

       

      1.

      2.

      3.

      4.

      5.

      6.

      7.

      8.

      9.

      10.

       

    2. Other (specify):

     

    (Enter name of agency) (Enter number of referrals)

     

    1.

    2.

    3.

    4.

    5.

     

    Exhibit 5 (Cont.)

     

    Attachment C

    EQUIPMENT INVENTORY FORM

    HIV Prevention Services

    AIDS Activities Coordinating Office

    Revised 11/95

     

    Any equipment acquired with AACO funds, and a purchase price greater than $500 should be entered below. This form should be submitted with the monthly invoice as the line item justification for that purchase.

     

     

    Date Purchased

    Equipment Description

    Serial Number

    Location

    1.

    		        

     

    2.

     

    3.

     

    4.

     

    5.

     

    		        
             

     

     

    Exhibit 6

    HOTLINE CALL RECORD-FY 97 Data entry use only:

    Prep By Date Time: Start Finish

     

    CALL MADE BY GENDER INSURANCE RACE/ETHNICITY AGE

    1. Consumer 1. Female 1. MA/SSI 1. African-American 1. Mixed Group

    2. Friend/partner/rel. 2. Male 2. Military/VA 2. Caucasian 2. Unknown

    3. Hospital/clinic 3. Mixed group 3. Employer/Private 3. Hispanic/Latino 3. Refused

    4. Agency 4. Transgendered 4. None 4. Asian-American/

    5. School 5. Unknown 5. Unknown Pacific Islander ZIP CODE

    6. CHOICE Counselor 6. N/A 5. Native American/Aleutian/ 1. Outside of

    7. Other 7. Refused Native Alaskan/Eskimo Phila. Metro

    6. Other area

    1. Advocacy 7. Unknown 2. Unknown

    2. Call in Spanish 8. N/A PA COUNTY

    3. Call in other language 9. Refused CODE

    4. TTY

    SUBJECT

    1. Abortion MA Teen Access 8. Financial assistance/MA

    2. Abuse A. Rape D. Parental consent 9. Food/shelter

    3. Adoption B. Incest E. Out-of-state 10. General health

    4. Birth control C. Life-threat F. Court-bypass 11. Gyn

    A. Cervical cap G. Undecided 12. Infertility

    B. Depo Provera 13. Healthy Start

    C. Diaphragm 14. HIV/AIDS *

    D. Female condom Abortion/Prenatal Care/ 15. Legal/legislative

    E. Foam Pregnancy: 16. Menstruation cycle

    F. IUD H. First trimester 17. Pregnancy/childbirth

    G. Male condom I. Second trimester 18. Pregnancy options

    H. Norplant J Third trimester 19. Pregnancy support/parenting

    I. Pills K. Unknown 20. Pregnancy test/symptoms

    J. Post-Coital pill L. N/A 21. Prenatal care

    K. Sponge 22. Sexuality

    L. Natural FP/CMBBT 23. STD/infection

    5. Counseling/mental health 24. Sterilization

    6. Drug abuse 25. Other

    7. Education/job training

    *HIV/AIDS

    Type of Call Consumerํs Status Consumerํs Concerns

    1. Case management 6. Symptoms A. HIV 1. Blood transfusion/products 6. Pediatric

    2. General Info 7. Testing B. HIV+asymptomatic 2. Caregiver/partner 7. Sexual A. F/M

    3. Housing 8. Transmission C. HIV+ symptomatic 3. Casual contact 8. Work related B. M/M

    4. Medical care 9. Treatment D. AIDS 4. Health care related 9. Other C. F/F

    5. Support/counseling 10. Other E. Unknown 5. IDU 10. Unknown D. Unknown

    F. N/A 11. N/A E. N/A

    HOW HEARD OF HOTLINE

    1. Called before 7. Other outreach/materials 13. SEPTA car card 19. Campaign E

    2. Friend/relative/partner 8. Newspaper ad/coverage 14. Healthy Start Campaign 20. Unknown

    3. Agency 9. Radio ad/coverage 15. Campaign A 21. Other

    4. Hospital/clinic 10. TV ad/coverage 16. Campaign B 22. N/A

    5. Private Practitioner 11. Phone book/information 17. Campaign C

    6. CHOICE outreach/ 12. School 18. Campaign D

    materials

     

    NUMBER CALLED FUNDING SOURCE

    1. 985-3300 5. 1-800-84-TEENS 1. FPC 4. AACO

    2. 985-AIDS 6. Other 2. MCH 5. Ryan White

    3. 1-800-985-AIDS 7. Transfer from 3. Abortion/adoption 6. Other Non-Funded

    4. 1-800-876-MOMS 8. 1-800-662-6080 7. AIDS Fact Line

    REFERRAL SUMMARY

    / / / / / /

     

    Exhibit 7

    ATTACHMENT A

     

     

    AGENCY:

     

    PROGRAM:

     

    FUNDING SOURCE: FORMULA ( ) SUPPLEMENTAL ( )

     

    CONTRACT PERIOD:

     

    PROGRAM ANALYST:

     

    AACO MONTHLY DATA FORM FOR THE MONTH OF

    (one month only)

     

     

    PLEASE COMPLETE THE FOLLOWING INFORMATION FOR EACH TYPE OF UNIT OF SERVICE YOU PROVIDE. PLEASE USE ONE SHEET FOR EACH SERVICE UNIT IDENTIFIED IN YOUR SERVICE DESCRIPTION PAGE. PLEASE DO NOT REVISE THIS FORM.

     

     

    SERVICE UNIT TYPE:

     

    1. Number of units of service provided this month (current contract period):

     

     

    2. Number of new unduplicated clients provided this service this month:

      1. clients not previously reported. A new client is an individual who

    received services from a particular provider for the first time ever. A person

    can be new to a provider only once. Clients who receive no services for a

    time, or clients who are considered deactivated by the provider, should not

    be reported as new every time they return or are reactivated. A provider

    should determine whether clients are old or new with readily available

    information. It is not expected to retrieve archived records or take other

    unreasonable measures.)

     

    3. Total number of unduplicated clients provided this service this month:

     

    1. Number of unduplicated clients provided this service from the start of

    the contract period through the month being reported:

     

     

     

     

    Page of

     

    Exhibit 7 (Cont.)

     

    ATTACHMENT B

     

    RYAN WHITE TITLE I QUARTERLY NARRATIVE REPORT

     

    Providers who receive Title I Formula and Supplemental funding as well as City funding for AIDS treatment services (home health, case management, transportation, etc.) through the AIDS Activities Coordinating Office, must complete this narrative report on a quarterly basis. The reporting quarters run on a calendar year schedule, i.e. January through March, April through June, July through September and October through December. PLEASE COMPLETE A SEPARATE FORM IN CONNECTION WITH EACH TITLE I FORMULA, SUPPLEMENTAL AND CITY FUNDED AIDS TREATMENT SERVICE CONTRACT THAT YOU RECEIVE THROUGH AACO. Do not complete this form in connection with CDC funded Prevention/Education contracts your agency may receive through AACO.

     

    AGENCY NAME:

    PROGRAM:

    Year 07 Amount: Funding Source: Formula

    Supplemental

    City General

     

    1. Briefly describe the services offered by this program during the past quarter. Describe the target population(s) served by this contract and how this program has met the needs of this population. For the first report of this contracts fiscal year (i.e. for Supplemental - April through June and Formula - January through March), indicate the program's annual goals. Subsequent quarterly reports should indicate any AACO pre-approved changes made to this program's annual goals and the reason(s) for same.

     

    Exhibit 7 (Cont.)

     

    1. Describe the progress made by this program in meeting its annual goals during the past quarter. Please include the number of unduplicated clients served and the number of service units (case management encounters, visits, trips, etc.) provided to those clients. In some cases your program may have multiple service units. You should refer to your AACO service provisions as well as the AACO Monthly Data Forms in connection with this program in completing this section. If this program did not meet its service goals during the past quarter, please indicate the reason(s) and describe corrective steps either planned or being implemented.

      2.  

       

       

       

       

       

       

       

       

       

       

       

       

       

       

       

       

       

       

       

       

       

       

    2. If the services offered by this program are Medicaid eligible (i.e. case management, primary medical care, home health, dental and nutritional counseling) indicate a) how many of the reported unduplicated clients who received services during the quarter (indicated in question #2 above) were Medicaid eligible and b) how many of these Medicaid eligible clients reported in #3a received this service funded by Medicaid or Health Choices?

    Exhibit 7 (Cont.)

     

    4. a) Briefly discuss any significant barriers that your program has experienced in the provision of this service to your clients, problems encountered in delivering services and unmet needs.

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

    b) Describe how this program has worked to overcome the barriers indicated above. Also, indicate any actions that were taken or plans formulated to respond to these areas of concern.

     

    Exhibit 7 (Cont.)

     

    5. Describe technical assistance needs this program has identified.

     

     

     

     

     

     

     

     

    6. Describe any changes in staff funded by this contract during the past quarter (i.e. has anyone been hired, fired, promoted). Indicate if new job titles were created. Provide job descriptions as appropriate.

     

     

     

     

     

     

     

     

    7. Describe any organizational budget changes in the last quarter that affect the delivery of services in this contract.

     

     

     

     

     

     

     

     

    1. Discuss trends and share insight regarding demand/needs that affect or may affect the provision of this program's services from your organization's point of view. Provide documentation as appropriate.

    Exhibit 7 (Cont.)

     

    9. Indicate any significant programmatic accomplishments/highlights relevant to the quarter.

     

     

     

     

     

     

     

     

    10. Indicate the level of involvement and participation of Persons With HIV/AIDS in the design and delivery of Title I funded services both at your agency and with regard to this particular program. Please be as specific as possible (i.e. indicate the number of consumers who are involved in the delivery of Title I services, the number of paid versus volunteer HIV consumer staff, support groups conducted by and for Persons With HIV/AIDS, HIV consumer needs assessments conducted by your agency, etc.). Please indicate how your agency and/or this program documents HIV consumer involvement.

     

     

     

     

     

     

     

     

    1. Indicate any mechanisms/ processes in place at your agency which allows for the assessment of Title I funded services by Persons With HIV/AIDS.

     

    Exhibit 7 (Cont.)

    STANDARD

    ANNUAL ADMINISTRATION REPORT

     

    CONTACT INFORMATION

     

    Provider Name (line 1 of 2):

     

    Provider Name (line 2 of 2):

     

    Address (line 1 of 2):

     

    Address (line 2 of 2):

    City:

    State:

    Zip Code:

    Contact Name:

     

    Title:

     

    Phone:

    Fax:

     

    1. Provider Number: 3. Reporting Period (Month/Day/Year):

    / / through / /

     

    4. Zip Code of Principal Site: 5. Total Number of Provider Sites:

     

    6. Provider Type (circle one): 7. Ownership Status (circle one):

    (01) Hospital or hospital-based clinic (01) Public/local

    1. Public-funded community health center (02) Public/state

    (03) Public-funded community mental center (03) Public/federal

    (04) Other community-based service organization (04) Private/nonprofit

    (05) PWA coalition (05) Private/for profit

    (06) Health department (06) Unincorporated

    (07) Other public agency (99) Unknown

    (08) Solo/group private health practice

    (09) Other

    (99) Unknown

    1. Do members of minority racial/ethnic groups constitute a majority of Board members and/or a majority of staff (volunteer or paid) providing care? (circle one)

    (1) Yes (2) No (9) Unknown

    Exhibit 7 (Cont.)

     

    STANDARD

    ANNUAL ADMINISTRATIVE REPORT (Cont.)

     

    Total Number of Clients (nnn,nnn = number, 999,999 = unknown)

    9. Total Unduplicated Number of Clients Served During Reporting Period

    		  

    10. Number of New Clients

    		  

    11. Number of Clients Without Client-Level Information (anonymous, drop-in)

    		  

    12. Number of clients who are: Male

    Female

    		  
     

    13. Number of Clients who are: White (Non-Hispanic)

    Black (Non-Hispanic)

    Hispanic

    Asian/Pacific Islander

    American Indian/Aleutian/Native Alaskan/Eskimo

    		  
     
     
     
     

    14. Number of clients who are: Under 13 Years of Age

    13-19 Years of Age

    Age 20 and Over

    		  
     
     

    15. (Medical Providers only) Men who have sex with men

    Estimated % of Adult/Adolescent Injection Drug Use (IDU)

    Clients by exposure category: Men who have sex with men AND IDU

    999.9 = Unknown Heterosexual contact

    Other/Undetermined

    16. HIV/AIDS Status: Estimated % of clients who have HIV (non-AIDS)

    999.9 = Unknown Estimated % of clients with an AIDS diagnosis

     

    Exhibit 7 (Cont.)

    STANDARD

    ANNUAL ADMINISTRATIVE REPORT (CONT.)

     

    1. Total Office-Based Health Service Contacts this Reporting Period

      2. (0= no contacts but deliver service; nn,nnn,nnn = number contacts;

      99,999,998 = not applicable, does not deliver service; 99,999,999 = unknown)

       

      Medical care visits

      Dental care visits

      Mental health treatment/therapy/counseling visit

      Substance abuse treatment/counseling visits

      Rehabilitation services

       

    2. Case Management Encounters

      3. (0= no contacts but deliver service; nn,nnn,nnn = number contact;

      99,999,998 = not applicable, does not deliver service, 99,999,999 = unknown)

       

      Face to face encounters

      Other encounters

       

    3. Home Health Care Visits

      4. (0 = no visits but deliver service; nn,nnn,nnn = number visits;

      99,999,998 = not applicable, does not deliver service; 9,999,999 = unknown)

       

      Paraprofessional (4 hours = 1 visit)

      Professional (2 hours = 1 visit)

      Specialized (2 hours = 1 visit)

      Exhibit 7 (Cont.)

      STANDARD

      ANNUAL ADMINISTRATIVE REPORT (CONT.)

       

    4. Number of HIV/AIDS Clients who Received these Services:

      5. (0 = no contacts but deliver service; n,nnn,nnn = number contacts;

      9,999,998 = not applicable, does not deliver service; 9,999,999 = unknown)

       

      Residential hospice Housing assistance

      In-home hospice Food bank/home

      Buddy/companion Delivered meals

      Client advocacy Transportation

      Other counseling Education/risk

      reduction

      Day or respite care Foster care/adoption

      Emergency financial assistance Other services

       

    5. HIV/AIDS Funding (for HIV/AIDS clients):

    (nnn,nnn,nnn = actual dollar amount; 999,999,998 = not applicable; 999,999,999 = unknown)

     

    Title I CARE State/local public

    Title II CARE sources (other than

    than Medicaid)

    Title III CARE Other sources (fund-

    raising,

    Section 329, 330, 340 contributions,etc.)

    HIV Pediatrics Demonstration Other Federal

    Projects, other Federal Pilots Funding

     

    22. Expenditures for HIV/AIDS Related Services

    (nnn,nnn,nnn = amount spent; 999,999,998 = not applicable; 999,999,999 = unknown)

     

    Direct service staff Other direct

    Medications Total Expenditures

    Contracted services

     

    23. Staffing

    (000.0= applicable but no FTEs; nnn.n = number FTEs; 999.9 = not applicable)

     

    Total paid staff in full-time equivalent Total volunteer staff in full-time

    equivalents

     

    24. Staff Added

    Were Title I and/or Title II CARE funds used to add any paid staff?

    (circle one for each category)

     

    Physicians Licensed mental health staff

    (1) Yes (2) No (9) Unknown (1) Yes (2) No (9) Unknown

     

    Nurses, physician assistants, nurse practitioners Case Managers

    (1) Yes (2) No (9) Unknown (1) Yes (2) No (9) Unknown

     

    Dentists Clerical/support staff

    (1) Yes (2) No (9) Unknown (1) Yes (2) No (9) Unknown

     

    Exhibit 7 (Cont.)

     

    Attachment D DEPARTMENT OF PUBLIC HEALTH

    500 S. Broad Street ๑ 2nd Floor

    Philadelphia, PA 19146

    CITY OF PHILADELPHIA ESTELLE B. RICHMAN

    Health Commissioner

    JESSE MILAN, JR., ESQ.

    Director

    AIDS Activities Coordinating Office

    March 13,1997

     

    Dear Title I Provider:

     

    I am writing to inform you that federal Health Resources and Services Administration (HRSA) guidelines require your agency to have procedures and internal controls in place to document and ensure that all clients receiving Title I funded services are "eligible beneficiaries." Eligible beneficiaries are Persons with HIV/AIDS and their families.

     

    This mandatory documentation applies to all Ryan White funded services with only limited exceptions (for example, services to non-HIV infected family members or anonymous services).

     

    Consistent with HRSA mandates, AACO requires the following of all service providers who receive Ryan White Title I funds in the nine county Philadelphia planning region:

     

    1 The Ryan White provider should ensure that confidential primary documentation of a client's positive HIV serostatus is included in the client's file. This documentation must be in the form of either a lab test result issued by the testing laboratory or a physician's certification.

     

    2) In cases where referrals are made for Ryan White funded services, other than case management or primary care, from another Ryan White funded provider, it is not necessary for the agency providing the new service to maintain HIV status documentation in the client's file. Rather, the referring Ryan White agency will maintain this information. The client file located at the site providing the service must contain a reference to this HIV documentation at the referring site. This will be either in the form of a certified referral form (signed and on agency letterhead) or a notation that such eligibility has been confirmed, including the name of the person and organization verifying eligibility, date, nature and location of primary documentation.

     

    3) As stated above, where it is appropriate for a Ryan White agency to provide services to HIV-affected clients, it is the responsibility of the provider to maintain documentation in each client's chart as to the client's relationship to a Person With HIV/AIDS.

     

    Your assigned AACO Program Analyst, during an upcoming site visit, will check client files to verify that the above referenced documentation is maintained by your agency.

     

    If you have any further questions concerning this matter, please contact John Cella, Administrator for Ryan White Title I programs, or your assigned AACO Program Analyst.

     

    Once again, thank you for your interest in this most important matter.

     

    Sincerely,

     

    Estelle B. Richman

    Health Commissioner

    EBR/d

    cc: John Cella