Paperwork, documents and forms you will need when you meet with your case manager
All clients must provide medical/legal documentation of HIV Infection. This documentation must be verified at the initial eligibility assessment only. One of the following acceptable documents is required:
Ryan White Part A Residency Requirements
Clients must provide current documentation as proof of residency, current meaning all documentation must be within 12 months of preprinted date on document. Residency documentation for minors is required for a parent or guardian with whom the minor resides.
Acceptable residency documentation includes:
The following documentation is acceptable for undocumented and/or homeless clients or clients that cannot initially verify:
Verification of identity must be included in all client charts. Verification of identity, like HIV Status, does not require additional documentation once it has been established, as long as the document is not expired.
Acceptable documentation for identity:
Documentation of income must be provided for all members of the client’s household. Income documentation for minors is required for the parent(s) or guardian(s) with whom the minor resides.
Acceptable income documentation:
Ryan White Part A is the payer of last resort for those services that are reimbursable by other payer sources and for services which payment has been made or can reasonably be expected. Client files must document, on a semi-annual basis, the agency’s efforts to verify client eligibility for other payer sources.
Medical Case Managers, Referral for Health Care and Supportive Services Staff and/or Eligibility Specialist must vigorously pursue eligibility of other funding sources e.g. Medicaid, CHIP, Medicare, state-funded HIV/AIDS programs, employer-sponsored health insurance coverage and other private health insurance.
Providers must assure that individual clients are enrolled in health care coverage whenever possible. All clients who meet the eligibility requirements (In lieu of maintaining the information in individual client files, the agency may employ a tractable mechanism that assures verification at least semi-annually.)
Services rendered under Ryan White Part A for days on which a client was eligible for Medicaid, Medicare, or another third-party payer will be recouped by the City of Norfolk. The agency however, will not be cited for failing to use Ryan White as the payer of last resort if the above documentation showing the client is ineligible for Medicaid or Medicare is in the client file at the time of the site visit.
NOTE: The Grantee’s Office may during site visits to agencies providing Medicaid/Medicare reimbursable services, record the social security numbers of “reviewed” client records only. This measure is intended for the sole purpose of assuring that Ryan White Part A is the payor of last resort, as directed/dictated by The Health Resources & Services Administration (HRSA).
After the Medicaid/Medicare eligibility status has been verified/established, all records of the Social Security Number are destroyed. All references to a client will be made by the use of the established Unique Record Identifier (URN).
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This project is supported by the Health Resources and Services Administration (HRSA) of the U.S. Department of Health and Human Services (HHS) under the Ryan White HIV/AIDS Treatment Extension Act of 2009 (Public Law 111-87) via grant H89HA00007.
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