Name: Request for Reimbursement (RFR)
Due: Monthly
Included:
- Summary Cover Page, signed by the agency’s authorized signatory
- General Ledger (monthly, generated from provider’s accounting system)
- Service Category Specific Cost Reimbursement Invoice
- Back up invoices specific to reimbursement request
Name: CAREWare Maintenance Cleanup Reports
Due: Monthly
Included:
- All client and service data are entered in CAREWare.
- Monthly reports on missing demographics, eligibility, pending referrals, clients with no services in 365 days, and other reports as needed are sent on a monthly basis.
- Providers are expected to review these reports and make any updates in CAREWare by the first Friday of the following month.
Name: Provider Quarterly Report
Due: Quarterly
(due the first Friday of the following months, unless otherwise noted: July, October, January, April)
Included:
- Demographic information is provided for review
- Services and number of individuals served to date is provided for review
- Expenditure amount per service category is provided for review
- Provider is expected to answer narrative questions related to current service delivery, Clinical Quality Management and the provided demographic information listed in letter a-c
Name: Contract Deliverables
Due: Yearly
Included:
- Annual Financial Audit
- Summary of all other funding sources
- Proof of Insurance meeting County requirements
- CPR Certification Log (as applicable)
- Certification of Driver Safety Course (as applicable)
- Medicare/Medicaid Certification Number (as applicable)
- Clinical Quality Management Plan
- Registered Dietician’s Credentials (as applicable)
Name: Grievance Log
Due: Quarterly
Included:
- Log of all grievances received
Name: Ryan White Services Report
Due: Yearly
- All agencies that provide RWHAP-funded services must complete their report online on the RSR Web-based System*.
- This is to confirm that their data accurately reflect their program and the quality of care their agency provides.
TWO (2) parts of the RSR report that all providers must complete:
PART I: Provider Report
contains basic information about both the Provider and the services the Provider delivered that is entered manually into the RSR system
PART II: Client-Level Data Report
contains one record per client (includes information on demographic status, HIV clinical information, HIV-care medical and support services received, and the client's 'UCI', an encrypted, unique client identifier.)
*CAREWare is used to create the file, and this file is then uploaded to the RSR system electronically
2016 Submission Dates
January, 2016 (Date:TBD)
Ryan White Service Report Training
All providers must have one representative attend a required RSR training, provided by the Grantee’s office
Monday, Feb. 15, 2016
RSR Provider Report Due Date
Provider Report must be submitted in RSR system and approved by Grantee’s office.
Monday, March 7, 2016
Client-level Data Submission Date
90% on all fields of Client level data file must be uploaded to the RSR system.
REQUEST FOR
REIMBURSEMENT
CAREWare
MAINTENANCE REPORT
PROVIDER QUARTERLY REPORT
CONTRACT DELIVERABLES
GRIEVANCE LOG
RYAN WHITE SERVICES REPORT
Provider Details and Information
All the information you need in becoming a Provider with the Greater Hampton Roads TGA Ryan White Part A Program as well as if you an existing GHRTGA Ryan White Provider.
- A Ryan White Part A Provider shall provide Core and Support Services to HIV/AIDS infected persons who meet eligibility requirements regardless of age, race, ethnicity, religion or gender, and sexual orientation, which services are culturally sensitive, linguistically appropriate and appropriate to patients’ functional acuity level.
- Funding may be awarded to public or nonprofit entities, such as community-based organizations, hospices, ambulatory care facilities, community health centers, migrant health centers, homeless health centers, substance abuse treatment programs, mental health programs, hospitals, and hospices.
- Private for-profit entities are eligible to receive funding if they are the only available provider of high quality HIV care in the area.
- Ryan White Part A grant year is March -February.
- The process of becoming a Provider begins each October with a Request for Qualifications (RFQ) being issued for the following grant year.
Required Provider Reports
Grant Year Cycle Milestones
In order to submit a reimbursement request, a contracted provider must satisfy the following grant year cycle milestones:
- Enter into a new contract or exercise renewal of current contract.
- Funding letter is issued.
- Provider submits budget on required budget form.
- Grantee reviews and approves budget.
- Purchase order is set up based on approved budget.
- Provider may submit Request for Reimbursement on required form.
HRSA
RYAN WHITE PART A MANUAL
MANAGING YOUR RW GRANT
TARGET CARE CENTER WEBSITE
CAREWARE PORTAL
Greater Hampton Roads
HIV Health Services Planning Council
741 Monticello Ave. Rm 201 Norfolk, VA 23510
757-823-4410