Grant Management

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We help public health organizations easily link grant money with patient outcomes, helping them refocus money where it makes the most impact, even when grant funding stays level or declines.

Who is receiving service? Where? When? Is it making a difference?

Our solutions have enabled public health departments and community-based organizations (CBO) to easily track the individuals receiving services while protecting individual privacy. We help our clients marry that information with the right consumer health metrics (like CD4 count, or viral load) to attempt to measure which evidence-based interventions are effective.

Reduce paperwork burden on consumers

Flowing Money

Our solutions enable consumers to come to dedicated CBOs for periodic registration/update (eligibility confirmation: income, residency, etc.). Other participating CBOs can verify whether this registration is current. If the record is current, the consumer does not have to carry all of the supporting documentation with them from CBO to CBO within the care community --- instead only needing to present an ID to confirm their identity before the service is provided.

Simplify accounting

Our clients were moving from a fee-for-service model to a unit cost model. Instead of paying different CBOs different dollar amounts for providing the same service, the care community had decided to go with a fixed cost per unit. This simplified the data collection and administrative burden of the CBOs, eliminating their need to provide cost reimbursement paperwork for every invoice submitted.

Remove roadblocks to care

Utilizing a web-based software solution, providers spread across various CBOs can share pertinent information about their services, and availability. They can also perform some routine client management tasks, like coordinating the effective transfer of a client's record from one CBO to another, without needing to complete paperwork and involve the health department's limited staff.

Features

  • Bulk Import/Export
  • Integration with Various Reporting Platforms
  • CBO Referral Notification

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Centralized Patient Care Data Management System

The Centralized Patient Care Data Management System (CPCDMS) is a computer database application that allows Ryan White funded agencies and other users to share client eligibility information and to document services delivered to clients. CPCDMS also provides information needed to evaluate client health outcomes.

In 1998 the Ryan White Planning Council for the Houston eligible metropolitan area (EMA) decided that there was a need for a client-level reporting system. There were several capabilities that the Council desired: compiling and tracking service utilization, centralizing client intake, supporting a unit cost based reimbursement structure, assisting in the coordination of client care, and decreasing administrative burden on the service providers.

Challenges

  • Initial community hesitancy to collect data on HIV+/AIDS clients
  • Streamline data collection for HIV at-risk population, especially those consumers with little to no technical computer skills
  • Streamline data collection for community-based organizations (CBO) that receive grant money from Health Care Department

Key Statistics...

  • ~$20 million in services managed annually
  • More than 30,000 HIV+/AIDS clients within greater Harris County, Texas, have been registered with the system since 1999
  • ~4 million service encounters have been recorded since 1999
  • More than 45 unique CBOs have participated, with ~320 total users from various CBOs or government agencies
  • Assist in:
    • increased access to care for HIV+ community. A 9.6% increase in unduplicated clients in fiscal year 2011 was recorded, along with a 30.7% increase of new clients for primary medical care services. *
    • maintaining current clients in care
    • Reducing or eliminating disparities in care
    • Improving/maintaining quality of care. 93% of clients increased or maintained their CD4 counts over a 12 month reporting period.

Features

  • Bulk Import/Export
    • CBO comma-separated-value import from various data sources (e.g., text, MS Access, SQL)
    • XML export to Texas Dept of State Health Services' ARIES system
    • XML export to U.S. Dept of Health and Human Services' RSR system
  • Integration with Various Reporting Platforms
  • CBO Referral Notification

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* source: Houston EMA: FY 2012 Ryan White Part A Progress Report

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Electronic Client Level Integrated Prevention System

ECLIPS was developed for the City Of Houston’s Department of Health and Human Services. The department receives and manages funds for HIV prevention activities with the goal of reducing the transmission of HIV. Multiple disparate systems and spreadsheets were combined to form ECLIPS where data could be easily stored, retrieved, reported and analyzed as required by the various stake holders.

Community Based Organizations (CBOs) started using ECLIPS during the summer of 2012.

Key Features

Grants...

  • Store the individual grants used to fund prevention activities
  • Track grant funding and utilization over time

Awards...

  • Award agencies with funding to perform Counseling, Testing and. Referral Services (CTR), Health Education and Risk Reduction (HERR), Comprehensive Risk Counseling & Services (CRCS), Outreach and other prevention activities
  • Link Awards to Grants
  • Generate and Print Award Letters
  • Workflow for award generation, submittal and acceptance

Budgets...

  • Standardize agencies budgets for providing prevention services
  • Link Budgets to Awards
  • Generate and Print Budget Reports
  • Workflow for Budget submittal through approval

Preventions...

  • Link prevention activities to budgets
  • CTR (Counseling Testing and Referrals) data entry and storage
    • Track client data
    • Import client test results from lab
    • Generate and Print client testing results
  • HERR (Health Education and Risk Reduction)
    • Track Cycles, Sessions and Client Attendance
  • CRCS (Comprehensive Risk Counseling Service)
    • Track Cycles, Sessions and Client Attendance
  • Outreach
    • Track Cycles, Sessions, Risks, Demographics and Materials Distributed

Patient Referrals...

  • Seamlessly link data between ECLIPS and CPCDMS (CPCDMS is the system used by Harris County to manage HIV Care)
    • Provide appointments to agencies receiving funding through the Harris County Health Department for HIV care for patients receiving HIV+ test results
  • Provide notification and made and missed appointments to ensure patients are not falling out of care

Invoices...

  • Track activities and expenditures of a budget
  • View current status and trajectories verse budgeted expectations
  • Generate and Print Invoice Reports
  • Workflow for Invoice submittal through approval

Key Statistics...

  • ~43,000 clients entered
  • ~27,000 lab test results imported
  • Over $9.4 million in grants managed
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