Contractor Resources – Routine HIV Testing
Required Reporting for Routine HIV Testing Contractors
All DSHS Contract Management Section (CMS) Required Prevention Grantee Forms are available online. Submit forms to the applicable email address (see below). Copy the assigned contract manager and your program consultant.
DSHS CMS Required Forms
Invoices and Voucher Submission
Grantees must submit monthly requests for reimbursement of services performed. The deadline is the last business day of the month following service delivery.
Grantees must identify expenditures by budget category. they must submit both the State of Texas Voucher Form B-13 and the Voucher Support Form to both Invoice inboxes: invoices@dshs.texas.gov and cmsinvoices@dshs.texas.gov
- Form B-13 Invoice – Purchase Voucher Form – Submit monthly, even if zero dollars, along with the Voucher Support Form. DO NOT COMBINE MONTHS.
- Voucher Support Form – Details monthly expenditures by category.
Financial Status Report – FSR Form 269A
Grantees with contract categorical budgets must submit quarterly FSRs to System Agency. Submit the FSR by the last business day of the month following the end of each quarter.
The FSR form must be sent from the Certifying Official to the FSR Grants inbox and the assigned Contract Manager. Email: FSRGrants@dshs.texas.gov
Submit the final FSR no later than forty-five (45) calendar days following the end of the applicable term.
Contract Amendments
A grantee’s request for certain budget revisions or other amendments must be submitted in writing (email). Include a justification for the request to the assigned contract manager and cc your program consultant.
We may grant revisions or other amendment requests at our discretion.
Cumulative budget transfers among direct cost categories, such as Personnel, Travel, Supplies, etc., can happen without an amendment if the transfers are less than 10% of the allocation amount (10% rule), or 25% for local health departments/districts. You cannot transfer funds between funding opportunities, i.e., scopes of work.
Transfers to or from the Equipment or Indirect category will always require an amendment.
Request for Budget Change Form
Discuss your request for a budget change with your program consultant. Complete and email/submit the Request for Budget Change Form anytime you want to move funds. Note the 10% and 25% rules above.
Property Inventory Report (Form GC-11)
An updated Inventory Report is due every October 15. Email updated report to COSequip@dshs.texas.gov
Forms and Requirements for Data Collection and Submission
Progress Reports
All DSHS HIV/STD-funded programs must complete and submit reports according to the due dates identified in the HIV/ROUTN Contract. Contact your consultant ASAP if you will not be able to meet this deadline.
Quality Assurance and Monitoring
Contractors must ensure the performance of activities is of a high quality. It must be in full compliance with all the requirements and align with the Routine Screening Program Quality Management Core Tool. Quality Assurance self-audits must be conducted each fiscal year at all screening sites using the HIV/STD Prevention and Care Branch, Routine Screening Program Quality Management Core Tool. Documentation of self–audits, the corrective action plan, and implementation of the corrective action plan must be kept on file for a minimum of three years following the date of the self-audits. All documentation must be made available to the DSHS program staff for review.
Technical Assistance
- For more information about routine HIV screening please email hivprevention@dshs.texas.gov.
Routine Testing Resources
For guidance on establishing a new routine screening program please review the Essentials for Implementing Routing HIV Testing as a Standard of Care.
Laboratory
- Clinical Laboratory Improvement Amendments (CLIA)
- HIV Algorithm
- Lab Reporting Language and Interpretation
- CDC Recommendations for HIV Testing in Laboratories
Billing and Coding
- U.S. Preventive Services Task Force Screening for HIV: Current Recommendations
- Medicaid – Volume 1. General Information: Appendix C: HIV/AIDS
Referral to Care and Services
- CDC HIV/STD Partner Services Recommendations
- ADAP, SPAP – Drug assistance programs
- HRSA HIV/AIDS Bureau Ryan White Program
Texas Law and Routine HIV Testing
- General and Informed Consent – Texas Health and Safety Code §81.105 & §81.106
- Delivering positive test results – Texas Health and Safety Code §81.109
- Reporting HIV test results to appropriate local/regional health authority – Texas Health and Safety Code §81.041, §81.042, §81.043, & §81.044 and Texas Administrative Code §97.133 & §97.134.
- Submit a completed Adult HIV/AIDS Confidential Case Report Form (DSHS Stock No. ER13-13674) to your local reporting authority within seven calendar days. For more information see Disease Reporting.
- HIV and Texas Law Fact Sheet
Guidelines and Recommendations
- CDC Guidelines for HIV Testing
- U.S. Preventative Services Task Force Recommendation for Screening for HIV
Training
- TRAIN Texas
- Implementing Routine Testing in Texas (Course ID 1033254)
- Perinatal HIV Prevention (Course ID 1029521)
- Expedited Partner Services: the Standard for Treating Sexually Transmitted Diseases (Course ID 1028867)
- National AETC
- South Central AIDS Education & Training Center
Other Resources
Surveillance Reports
Educational Materials
- HIV and STD Educational Materials Available from DSHS
- An Overview of HIV in Texas
- CDC HIV/AIDS Science Facts
- Texas HIV Medication Program
- Billing Coding Guide for HIV Prevention: PrEP, Screening, and Linkage Services from NASTAD
- HIV/STD Partner Services: The Health Provider’s Role
- Texas Medicaid Vol. 1, Appendix C: HIV/AIDS – February 2018
Book traversal links for Contractor Resources – Routine HIV Testing
- About the DSHS HIV/STD Program
- Contact Us
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- HIV Administrative Agencies
- HIV/STD Service Providers – Abilene – Amarillo – Arlington – Austin
- HIV/STD Service Providers – Beaumont – Belton – Bryan
- HIV/STD Service Providers – Cameron – Cleveland – Corpus Christi – Cotulla
- HIV/STD Service Providers – Dallas – Denton
- HIV/STD Service Providers – Eagle Pass – El Paso
- HIV/STD Service Providers – Farmers Branch – Fort Worth
- HIV/STD Service Providers – Galveston
- HIV/STD Service Providers – Hallettsville – Harlingen – Hillsboro – Houston
- HIV/STD Service Providers – Killeen – Kingsville
- HIV/STD Service Providers – Laredo – Longview – Lubbock – Lufkin
- HIV/STD Service Providers – McAllen – McKinney – Midland
- HIV/STD Service Providers – Nacogdoches – Odessa
- HIV/STD Service Providers – Palestine – Plano – Richmond – Robstown
- HIV/STD Service Providers – San Angelo – San Antonio – San Marcos – Sherman
- HIV/STD Service Providers – Temple – Texarkana – Texas City – Tyler
- HIV/STD Service Providers – Uvalde – Victoria – Waco – Wichita Falls
- HIV and STD Testing in Texas
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- Epi Profile – Data Sources and Notes
- Epi Profile Section 1 – Executive Summary
- Epi Profile Section 2 – Texans Living with HIV in 2018
- Epi Profile Section 3 – Texans with New HIV Diagnoses
- Epi Profile Section 4 – New Diagnoses in MSM
- Epi Profile Section 5 – Texans with Newly Acquired HIV
- Epi Profile Section 6 – Deaths in Texans Living with HIV
- Epi Profile Section 7 – Comorbidities in Texans Living with HIV
- Epi Profile Section 8 – HIV Testing in Programs Funded by the Department of State Health Services
- Epi Profile Section 9 – Sex and Substance Use in PLWH
- Epi Profile Section 10 – Sex and Substance Use in People at Increased Risk for HIV in Dallas, Texas
- Epi Profile Section 11 – HIV Treatment Cascade
- Epi Profile - Table Appendix
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- Border Report Section 1 – Executive Summary
- Border Report Section 2 – HIV, STDs, and TB in the Texas-Mexico Border Region
- Border Report Section 3 – Population and Demographics of the Texas-Mexico Border Region
- Border Report Section 4 – HIV Diagnoses and People Living with HIV
- Border Report Section 5 – Sexually Transmitted Diseases
- Border Report Section 6 – Tuberculosis
- Border Report – Table Appendix
- HIV and Viral Hepatitis Prevention and Treatment Resources in Texas
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Contractor Resources – HIV Medical and Psychosocial Support Services Open submenu links Close submenu links
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- DSHS TB/HIV/STD Security and Database Account Management
- Medical Monitoring Project (MMP)
- Texas HIV Surveillance Procedure Manual
- HIV/AIDS Data Changes 2010
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- Contractor Resources – Routine HIV Testing
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- HIV/STD Planning
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- 700.006 Multi-Month and Special Circumstance Medication Supply and Coverage
- 700.007 Texas Insurance Assistance Program
- PMCY01 Prescription Medication Shortages
- 591.000 The Use of Ryan White Part B Funds for Incarcerated People Living with HIV (PLWH), Recently Released, or Otherwise Judicially Involved in Texas
- 700.003 HIV Medication Participating Site Eligibility Criteria
- 700.004 HIV Medications Ordering Process for Pharmacies
- LIDS 2021.001 Program Income
- 2012.01 Overall Responsible Party for HIV/STD Surveillance Data
- 2011.04 Breach of Confidentiality Response
- 2011.01 Confidential Information Security
- 090.001 Roles and Responsibilities of the Section Regarding Contractors
- 090.020 Model Policies for Handling, Caring and Treating Persons Infected with a Sexually Transmitted Disease (Including HIV/AIDS) While in the Custody, Supervision or Care of Correctional, Law Enforcement, or Emergency Services Entities
- 090.002 HIV Client Services Funding Allocation Formula
- 090.010 Contract Monitoring
- 120.100 HIV Testing of Pregnant Women
- 302.001 Release of Tuberculosis (TB), Human Immunodeficiency Virus (HIV), Sexually Transmitted Disease (STD) and Viral Hepatitis Data
- 530.002 Section Expectations and Provider Rights Regarding the Delivery of Client Service
- 530.003 How to Deal With Clients Who Threaten to Harm Themselves or Others
- 590.001 DSHS Funds as Payment of Last Resort
- 110.002 HIV and STD Prevention Activities in State Prisons and Jails, State Juvenile Justice Facilities, Municipal and County Jails, Federal Prisons, and Private Prisons
- 130.001 Condom Distribution Non-Contracting Prevention Sites
- 220.001 Eligibility to Receive HIV Services
- 231.001 TakeChargeTexas (TCT) Security
- 231.000 TakeChargeTexas (TCT) Users
- 231.002 Administrative Agency Data Managers’ Core Competencies
- 231.003 TCT Data Improvement Plan
- 241.001 Administrative Agency Roles and Responsibilities
- 241.003 Subcontracting HIV Health and Support Services
- 241.004 Administrative Agency Requirements for Community Input
- 241.005 Conflict of Interest in Administrative Agencies
- 241.006 Reallocation of HIV Client Services Funds
- 260.002 Health Insurance Assistance
- 270.001 Calculation of Estimated Expenditures on Covered Clinical Services
- 280.001 Sub-Contracting HIV Core and Support Services by an Administrative Agency
- 420.002 Provider Selection Criteria and Requirements for the Texas Infertility Prevention Project
- 700.001 Texas HIV Medication Program Requests to Change State HIV Medication Formulary
- 700.005 Medicare Part D
- 2020.02 DSHS Central Pharmacy to Dispense Medications to THMP Participants
- 2023.015 Orders for Control of Transmission of HIV and STDs in Texas
- 2023.004 340B Patient Eligibility
- 2023.005 Covered Entity Eligibility and Central Distribution Model Participation
- 2023.006 Prevention of Diversion of 340B Medication
- 2023.008 Covered Entity Ordering and Inventory Tracking
- 2023.009 340B Material Breach Policy
- 2023.010 340B Database Registration, Recertification, and Review
- 2023.011 Penicillin G Benzathine (Bicillin) Treatment
- 2023.013 340B Authorizing Official Back-up
- 2023.007 Prevention of Duplicate Discounts
- 2023.016 340B Roles, Responsibilities, Training and Education
- PIOS User Access
- 700.002 Right to Limit the Number of Clients Assigned to a Pharmacy
- Repealed Policies and Procedures
- Model Workplace Guidelines
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- 2016.01 HIV/STD Section Confidential Information Security
- 2021.01 Appeals Requests Related to the Texas HIV Medication Program
- 020.050 Public Complaints Related to the Delivery of Section Programs
- 900.002 Completing the Contractor Risk Assessment Tool
- 2020.01 Quality Assurance for the Texas HIV Medication Program’s Eligibility Processes
- HIV/STD Security Policies and Procedures
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- POPS Chapter 1 – Focused HIV Testing, Counseling, and Linkage to Care for HIV Prevention
- POPS Chapter 2 – Quality Assurance for Focused HIV Testing, Counseling, and Linkage to Care for HIV Prevention
- POPS Chapter 7 – HCV Testing
- POPS Chapter 8 – HIV/STD Surveillance
- POPS Chapter 9 – Disease Intervention Specialist Performance Standards
- POPS Chapter 3 – HIV/STD Partner Services and Seropositive Notification
- POPS Chapter 4 – HIV Testing in STD Clinics
- POPS Chapter 13 – Administrative Agency Core Competencies
- POPS Chapter 10 – First-Line Supervisors Performance Standards
- POPS Chapter 11 – Regional and Local Health Department HIV/STD Program Manager Performance Standards
- POPS Chapter 12 – STD Clinical Standards
- POPS Chapter 16 – Routine HIV Screening in Healthcare Settings
- POPS Chapter 19 - Individual and Group HIV Prevention Interventions
- POPS Chapter 15 – Client Referral Standards
- POPS Chapter 17 - Health Insurance Program Standards
- POPS Chapter 18 – Pick-Up And Delivery Of Prescription And Over-The-Counter Medications Standards
- POPS Chapter 14 – Client File Organization, Content, and Security Standards
- POPS Chapter 22 – Pre-Exposure Prophylaxis (PrEP) and Non-occupational Post-Exposure Prophylaxis (nPEP)
- POPS Chapter 20 – Direct Client Services Volunteer Programs Standards
- POPS Chapter 24 – Structural Interventions for HIV Prevention
- POPS Chapter 23 – Congenital Syphilis
- POPS Chapter 25 – Tangible Reinforcements for HIV Prevention
- POPS Appendix F – CDC Surveillance Case Definitions
- Laws, Rules, and Authorization
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- Records Retention