News

January 30th, 2012

V.8.8 is Now Available!

An important annoucement from Ron Palau at Defran...

On behalf of the New York State Department of Health, AIDS Institute, Defran Systems is proud to announce the AIRS Upgrade to Version 8.8.512 is available for download at http://support.defran.com.

All agencies should apply this upgrade as soon as possible.

Important Note:

This upgrade is required for the successful creation of the 2011 Ryan White Services Report (RSR).

Additionally, programming for 5010 Health Home Billing is included.

For these reasons all agencies should apply this upgrade as soon as possible.

Included in this upgrade are improvements, fixes, and changes including the following:

2011 Ryan White Services Report (RSR)

A number of updates and additions have been made to the RSR to ensure that all appropriate services, lab tests and client information are captured. In addition, updates have been made to the RSR Client Assessment, RSR Client List, and RSR Client Detail Report to reflect additions and assist providers in data completeness review.

Historical information- Financial INformation

This screen has been updated to include Household Size and Total Annual Household Income previously updated on the Agency Intake. The client’s % of the Federal Poverty Level also now displayed.

Historical information- Housing information- NEW Screen

This screen includes the following questions previously updated on the Agency Intake:

· Head of Household?

· Dependent Children living with client?

· Is client adequately housed?

· Housing Status

· Comments

Historical Information- Date Verified

The new verification process for areas of historical information has been added. In the event there are no changes to the client’s information from one period to the next; the process will allow existing data to be marked as “verified” for a two year period from the effective date. Within that date range there will be a limited number of times data can be marked as verified.

See the v8.8 Release Notes for full details of the verification process/procedures.

HISTORICAL INFORMATION- VERIFICATION TICKLER- new Screen

The verification tickler screen has been added. This new screen contains a summary of the current status of all verifiable historical records. Records are marked as Up to date, Past Due, Warning (for records that are about to go out of date), OK (no record) or Attention required.

See the v8.8 Release Notes for full details of the verification process/procedures.

SYRINGE EXCHANGE BY CLIENT ID REPORT

The client selection option has been updated to now allow for sorting by Client ID.

Important Note:

Users that do not have do not have System Administration rights will need to HAVE THEIR security schemes updated to access the new screens found in v8.8.

Installation Instructions:

1) Log into Defran Systems' Customer Support -- A login and password will be required. If you do not know your login, please contact: AIRS Support, mailto:airs@defran.com">airs@defran.com.

2) Select the "Downloads" option.

3) Locate/download the following files:

AIRSvu8_8_512.zip
(This is the version upgrade file.)
UpgInstruct88.pdf
( This document will detail the steps necessary to upgrade to version 8.8.512.)
Release Notes_v88.pdf
(Contains V8.8. Release Notes complete with detailed descriptions of additions, changes, and corrections)

Please print/read the upgrade instructions. (Upginstruct88.pdf). This document will provide the steps you must take to successfully install this upgrade. We also ask that you fax or contact Defran Systems to let us know that you have successfully upgraded your system. We keep a log and forward this to the AIDS Institute so everyone knows where each agency is in terms of the version.

If you have questions, require additional information, or need to report an issue, please contact us at:

Email:airs@defran.com

Phone: (212) 727-8342 Option #3

Health Commerce System (HCS) Account Update

We have been asking every agency to apply and use the HCS account since JULY of 2011, but there are still agencies out there that have not applied for an account. If your agency has yet to apply, you need to do so immediately. Below is the the memo we sent out to all agencies last July. This memo outlines the necessary steps of getting an account.

MEMORANDUM
TO: All AIDS Institute-Funded Agencies Using the AIRS system
FROM: Vida B Chernoff, Director, Office of Systems Development
RE: Use of the Department of Health Health Commerce System for Data Submission
DATE: June 1, 2011

Starting in January 2012, in order to provide a more secure method for data transmittal, the AIDS Institute will require all agencies reporting via data extract from the AIDS Institute Reporting System (AIRS) to submit their data extracts via the Health Commerce System (HCS), formerly known as the Health Provider Network (HPN).

There are two processes for obtaining access. For facilities/agencies that already have a HPN/HCS coordinator, that individual can request access for the staff responsible for submitting AIRS monthly data extracts. For facilities/agencies that do not have HCS/HPN access, staff will need to complete the application process.

A flowchart providing step-by-step guidance for both processes is attached. Handouts are also available for download from the AIRS website, AIRSNY.org, or from the Defran Systems Support website.

Once you have established access, it will be important to monitor your email for reminders regarding mandatory password changes. You may also want to ensure that you have a backup staff person to provide uninterrupted access to the HCS/HPN in the event of staffing changes.
If you have any questions about the process, please email aidadata@health.state.ny.us. Thank you for your assistance in ensuring secure data transmission.

Here are links to the documents:

Letter from Vida

HCS Application Process Flowchart

HCS Screeshots

Please let us know if you have any questions. Thanks!

January 9th, 2012

RSR Letter to Providers

January 6, 2012

Dear Colleagues:

The annual Ryan White Services Report (RSR) reporting season started on January 3, 2012, with the opening of the HRSA EHB (Electronic Hand Book) for Provider Reports.

All AIDS Institute Ryan White Part B-funded and Ryan White Part A subcontract to AIDS Institute agencies must submit their RSR extract from the AIDS Institute Reporting System to the Office of Systems Development. We will create the appropriate XML file and relay it to the HRSA website for final review. Part A subcontract data will be relayed to Public Health Solutions as needed. If you are funded via Part C or D, you will have an opportunity to check your report results directly on the EHB. If you have any issues regarding Part C or D data from systems other than AIRS, or plan to use your direct EHB access to upload (RSR) your data directly, please notify us by January 13, 2012. If you have any questions regarding your funding sources, please contact us at AIOSD@health.state.ny.us.

Instructions on how to complete the RSR from AIRS are available on AIRSNY.org. Links to HRSA technical documentation are also available from AIRSNY.org. While you must be on Version 8.8 of the AIRS system to ensure complete and accurate reports, data entry and review should be ongoing in Version 8.7. We expect Version 8.8 to be released within 10 business days.
As in last year’s reporting cycle, the RSR (client level data, funded scope) will be submitted via extract from AIRS, using the links provided on AIRSNY.org Data entry for the 2011 calendar year should be completed by February 10, 2012.

The RSR extract is due to the AIDS Institute on Friday, February 17th. If your data entry has been completed, you are welcome to submit earlier. The website for submissions is:

http://www.formstack.com/forms/AIRS_Web_Forms-2011_rsr_submission

The AIDS Institute requires that the report be submitted prior to the HRSA deadline to allow adequate time to prepare and upload the file to the EHB before the report are closed for review by other funders. We will work with you to be sure that the report is as complete as possible.
Thank you for your assistance in previous reporting cycles, and we look forward to working with you again.

Sincerely,
Vida B. Chernoff, Director
Office of Systems Development
NYSDOH AIDS Institute

CC: John Fuller
Mona Scully

Attachment: HRSA 2011 RSR Timeline

(Click HERE for the above letter and the attachment in PDF format)

December 16th, 2011

Emerging Crisis of Adolescent & Young Adult Opioid Use

The following letter and attachments have been sent to all AIDS Institute Providers. Please review the narrative of the letter as there is a reference for providers to work with their AI contract managers and other community partners, as appropriate, relative to opportunities to address the emerging crisis of adolescent and young adult opioid use.

Here are links to the letter and attachments:

Letter from Humberto Cruz, Director of the AIDS Institute

Attachment 1

Attachment 2

December 12th, 2011

User Group Meeting Dates for 2012 Have Been Posted

I want to let everyone know that we will continue to meet at Cicatelli Associates for our monthly User Group Meetings in 2012. I have posted all the 2012 dates on our User Group page. Cicatelli is undergoing renovations so we cannot confirm a specific room, but we will be using one of their conference rooms on either the 20th floor or the 19th floor. We should know more in the beginning of January. Please check the User Group Meeting page on this website for specifics as I will post the information as soon as I get them.

Have a wonderful holiday and I will see you all in January!

October 27th, 2011

Link to information posted on the NY State DOH Website about Health Homes!

At today's NYC User Group, John Fuller gave us an update about Health
Homes. Much of the information he talked about is now posted on the
NY State DOH Website and this is an excellent source for Health Homes
information.

Here is the direct link to the Health Homes page on the NYS DOH
website...

http://www.health.ny.gov/health_care/medicaid/program/medicaid_health_homes/index.htm

Please let us know if you have any questions. Thanks!

October 12, 2011

2011 RSR Completeness Report Released!

For those of you who have submitted your agency's interim RSR report, we have prepared an RSR completeness report for your reference.(Your report should have already been emailed to you.) Please see Vida's letter below for detailed descriptions of this report and how to use it. Please note that if you did not submit an interim RSR, you would not have received the completeness report. This report is ONLY for people who have sent in their interim RSR's.

October 11, 2011

Dear Ryan White Provider:

Thank you for submitting your 2011 Interim RSR Extract. The AIDS Institute utilized this extract to create the 2011 RSR Client Completeness Report. This report will serve as a guide to assist you in meeting the Health Resources and Services Administration’s (HRSA) data requirements for 2011. The Completeness Report was compiled using HRSA reporting specifications received to date.

The RSR Client Completeness Report for your agency is attached. One of HRSA’s main expectations is to receive 100% of “Known” values. Therefore, the report provides counts and percentages of the clients for whom a “Known” value, "Unknown" value, or “No value” was reported for each RSR Data Element (question). To see this data in a graphical format on Page 3, you will need to use Adobe Reader (or Acrobat Professional) Version 9 or greater. Note that the latest version is Adobe Reader X which works best. In addition to your RSR Client Completeness Report, the About-RSR-Completeness-Report.pdf is also attached. This contains excerpts from HRSA’s “RSR Client-Level Data Completeness Report by Provider” document which defines the report, how to use it, and contains useful definitions.

Since your RSR Completeness Report is only based on data from part of the year, it was decided to choose a 75% percent threshold to provide some guidance to which data elements are in potential need of attention. This threshold is somewhat arbitrary so please look at all the data elements and their completion percentages. In reviewing the attached RSR Completeness Report, information in bold red indicates the number of clients with “Known” values reported (for the question) below 75% of the total number of clients required to be reported.

Please allow this report to assist you in working towards improved data quality for the 2011 RSR, which will be submitted to HRSA in a few months. If you have any questions or need additional information, please feel free to contact us by calling 518-402-6790. Your assistance and cooperation in this matter are greatly appreciated.

Sincerely,

Vida Behn Chernoff
Director, Office Of Systems Development
NYSDOH AIDS Institute

Click HERE for a copy of the "About -RSR-Completeness-Report" in PDF. This document will explain in detail how you should interpret your agency's completeness report.

September 23, 2011

Patch to AIRS v8.7.575 is Now Available!

Patch to AIRS v8.7.575 is now availablein the Downloads section of the Defran Systems Customer Support Tracker. Any agency that has upgraded to v8.7.573 of AIRS should apply this patch immediately. Following application of the patch both production and database version of AIRS will show at 8.7.575 in the “About AIRS” screen.

Updates and corrections contained within the patch include the following:

It was identified that when a CD4 count of 0.00 or unknown was entered, sporadically the HIV Status of (10) “HIV-Positive, CDC-Defined AIDS Status” was auto-loaded into the HIV Status History. This has been fixed. Any HIV statuses automatically loaded in error will be removed.

A problem was identified where a client that had a 2009 RSR Client Completeness assessment entered but was missing a 2010 RSR Client Completeness assessment, was unable to have a 2011 RSR Client Completeness assessment completed. This has been corrected.

It was identified that certain services were generating multiple claim invoices across different billing periods. Updates have been made to the enc_serv table to correct this. The can bill flag has been updated from F to T for encounters 290,291,292, and 294.

It was identified that the logic in generating the Euci_unique in the table ai_clien was incorrect. This has been corrected.

Please download the patch file AIRSPATCH87575.zip as well as the instructions for installation, IRS87575-PATCH-Instructions.pdf.

It is imperative that the instructions are followed precisely!

*** For any agencies needing to first perform the full upgrade to v8.7.573, please download the upgrade instructions (UpgInstruct87573.pdf), upgrade package (AIRSvu8_7_573.zip), and the AIRS v8.7.573 Release Notes (Release_notes_V87573.pdf).

If you have questions or require additional information, please feel free to contact us at:
Defran Systems AIRS Support
Internet: http://support.defran.com
(Login & Password Required)
Email: airsinfo@defran.com
Phone: (212) 727-8342 Option #3

September 7, 2011

New DOH Forms in Spanish Now Available!

The AIDS Institute recently announced to our contractors the availability of the Spanish version of three forms:

Authorization for Release of Medical Information and Confidential HIV Related Information (DOH-2557es, 2/11)
This form was revised and replaces all previous Spanish versions of release forms, including DOH-2557es, 8/05. The form may be used for disclosures to single parties as well as multiple parties. It may be used to allow multiple parties to exchange information among and between themselves or to disclose information to each listed party separately.

Authorization for Release of Health Information (Including Alcohol/Drug Treatment and Mental Health Information) and Confidential HIV/AIDS-related Information (DOH-5032es, 4/11)
This form is new and was created to facilitate sharing of substance use, mental health and HIV/AIDS information. The form is somewhat like the DOH-2557es form, but fulfills a need within facilities in which different teams handle substance use, mental health and HIV/AIDS-related issues. In addition, this form fulfills a need between facilities and providers that care for the same patient. Like the DOH-2557es form, the DOH-5032es form is intended to encourage multiple providers to discuss a single individual's care among and between themselves to facilitate coordinated and comprehensive treatment. When appropriate, the DOH-5032es form should be used in place of (but not in addition to) the DOH-2557es form.

Complaint Report for Alleged Violation of Article 27F (DOH-2865es, 2/11)
This form is new and should be used to report alleged violations of Article 27F of the New York State Public Health Law. Article 27F requires that any AIDS- or HIV-related health information, including whether an individual has had an HIV-related test and/or the result of an HIV-related test, be kept confidential.

All of the above forms can be accessed and printed from the NYSDOH web site at http://www.health.ny.gov/diseases/aids/forms/informedconsent.htm. Technical assistance bulletins are available on the web site to answer general questions and to provide instructions in completing the DOH-2557 and DOH-5032 forms.

August 31, 2011

Additional Information on Expansion of Medicaid Managed Care to PLWHA outside of NYC

In response to several requests to provide additional information on expansion of Medicaid managed care to PLWHA outside of NYC we are offering two one hour conference calls to update you and your staff on October 1 changes and to respond to questions you may have.

This change will begin October 1, 2011 and Medicaid consumers in mandatory counties will be asked to choose a plan during the next several months. These Managed Care conference calls, conducted by AIDS Institute staff are open to agency staff that interact with Medicaid consumers who will be impacted by this change.

Please send questions in advance to HIVPCMP@health.state.ny.us. If you haven’t already, please view our June 16th webcast by clicking HERE. You may have questions once you view this webcast or have your questions answered as a result.

Conference calls are scheduled for :
Wednesday September 7 th , 1pm or
Tuesday September 13 th , 9am

Call-in information
1-866-394-2346
Conference code# 6847838200

Carol DeLaMarter, Section Director
AIDS Institute, Office of Medicaid Policy and Programs
ESP, Corning Tower, Rm 372
Albany, NY 12237
518-486-1383
fax 518-473-0031

August 15, 2011

Sign Up for Training!

Upstate AIRS Users! Ron Palau will be coming to Buffalo, Rochester, and Syracuse in
September! (He will also be visiting Albany at a later date. We will
make an announcement when we know the dates.)

Course descriptions, schedules, locations are all right on the
registration form. Click on the link below to choose your city and find out
all the details!

http://www.airsny.org/UpstateTrainingRegistration.html

Please let me know if you have questions!

The Complete Set of v.8.7 Forms is Now Available!

I have just posted the comlete set of v.8.7 forms in the AIRS forms page. Check it out!

August 3, 2011

New Videos Posted!

We have added two new videos. One is a tutorial on How to Manage Your AIDS Institute Extract, and another is a quick highlight reel of the v8.7 upgrade. You can find the AIDS Institue Extract video on our online video tutorials page, and the highlight reel is below.

Highlights of v8.7 Upgrade!

Here is a short video of key changes to COBRA Case Management and the Hepatitis screens in the v8.7 upgrade. Please remember to read the release notes for all the changes and updates in this release!

July 28, 2011

Have you applied for a Health Commerce System (HCS) Account?

If not, you need to do start the process ASAP!

At today's NYC User Group Meeting, it has come to our attention that most of you have not applied for a Health Commerce System (HCS) account from the DOH or are confused about HCS and the application process.

I am reposting Vida's official letter and the related documents as a reminder and clarification about the HCS and the application process.

As you can see from Vida's memo below, ALL AGENCIES reporting via data extract from AIRS are REQUIRED to submit their data extracts via the HCS. You must have an account set up by the end of this year or you will not be able to submit your extract. Getting an account is not an easy process, and it will take several weeks. So, please start the process right now so you will be ready by the end of the year.

Below is Vida's memo explaining this new requirement and the application process. I have also included two other PDF documents. One of them is a flowchart showing you the application process. The other is a set of screen shots showing you what the HCS site looks like.

A flowchart providing step-by-step guidance for both processes is attached. Handouts are also available for download from the AIRS website, AIRSNY.org, or from the Defran Systems Support website.

Here are links to the documents:

Letter from Vida

HCS Application Process Flowchart

HCS Screeshots

Please let us know if you have any questions. Thanks!

July 27, 2011

New Upgrade & Fixes to v.8.7 is Now Available!

Version 8.7.573 is available for download at http://support.defran.com. Please note that this is the second upgrade for v8.7. Agencies should apply this upgrade as soon as possible whether they are currently running v8.7.536 or earlier.

Included in this upgrade are improvements, fixes, and changes including the following:

Billing/Finance

Updates have been made to all sections of this module to enable 5010 HIPAA Claim format compliance. The current deadline for 5010 Claim Submission is no later than 01/01/2012.

**Please see the v8.7. 573 Release Notes for full details.

Agency Intake

It was identified when entering the client’s Medicaid Number directly into the "Medicaid #" field on the More Details tab; the Medicaid Fee for Service Insurance Provider was not always being selected. This has been resolved.

Hepatitis Section in Clients and Services

The descriptions of the Hepatitis Status History/Vaccination History, HCV Risk History, and HCV Treatment Status s have been updated.

Client Listing by Program

An error received when printing multiple reports in succession from Preview has been resolved.

Installation Instructions:

--------------------------

1) Log into Defran Systems' Customer Support -- A login and password will be required. If you do not know your login, please contact: AIRS Support, airs@defran.com.

2) Select the "Downloads" option.

3) Locate/download the following files and save them in the Upgrade directory:

AIRSvu8_7_573.zip
(This is the version upgrade file.)
UpgInstruct87573.pdf
( This document will detail the steps necessary to upgrade to version 8.7.573.)
Release_Notes_v87573.pdf
(Contains V8.7.573 Release Notes complete with detailed descriptions of additions, changes, and corrections)

Please print/read the upgrade instructions. (Upginstruct87573.pdf). This document will provide the steps you must take to successfully install this upgrade. We also ask that you fax or contact Defran Systems to let us know that you have successfully upgraded your system. We keep a log and forward this to the AIDS Institute so everyone knows where each agency is in terms of the version.

If you have questions, require additional information or need to report an issue, please contact Defran Systems AIRS Support:

Internet: http://support.defran.com

(Login & Password Required)

Email: airs@defran.com

Phone: (212) 727-8342 Option #3

July 19, 2011

New Google Discussion Group for COBRA Case Management

Do you use AIRS for COBRA Case Management? If you do, please sign up for the new discussion group called COBRA CM Exchange. This group is for users who only want to discuss COBRA related questions and topics. You can sign up here:

Subscribe to AIRS COBRA CM Exchange

Email:

Visit this group

New v8.7 Forms Added

I have just added 5 sets of v.8.7 forms to the AIRS forms page. We now have updated v.8.7 Service forms, CTR forms, Legal forms, Intake forms, and Historical forms. Click HERE to go to the page. More new forms on its way!

July 15, 2011

Mid Year RSR Submission to the AIDS Institute

As we have discussed at several of our User Group meetings, the AIDS Institute would like you to submit a mid year RSR. In order to help you and us get ready for the year end RSR, we want everyone to submit a mid year RSR so that we may take a look at your data and make sure that everything is OK.

This mid year RSR is only an internal test for data completeness. THE RSR WILL NOT BE GOING TO HRSA.

Please use the link below to submit your report and please do so before August 5th, 2011.

Of course, let us know if you have questions! Thanks!

http://www.formstack.com/forms/AIRS_Web_Forms-2011_rsr_submission

AIDS Institue Webcast: Medicaid Managed Care for People Living with HIV/AIDS: New Developments Outside of New York City

I wanted everyone to know that the AIDS Institute has a new webcast that may be of interest to some of our providers.

From Richard Cotroneo, Director, HIV Education and Training Programs &
National Hepatitis TA Center...

Dear Colleagues,

On June 16, 2011, the AIDS Institute sponsored a state-wide webcast titled:

Medicaid Managed Care for People Living with HIV/AIDS: New Developments Outside of New York City

This webcast provided important information about changes in the Medicaid program that will affect most HIV positive Medicaid beneficiaries living outside of New York City.

Below is a link to an archive of this webcast where you can:

view the webcast in its entirety
obtain a PDF of the webcast slideset
access an important consumer checklist for Medicaid beneficiaries living with HIV/AIDS
review a Q&A document with responses to webcast participant questions

If you work with HIV positive Medicaid beneficiaries who reside outside of NYC, it is important to be aware of the changes that will take place beginning in October of 2011.

www.ceitraining.org/medicaid/

June 17, 2011

An Important workflow issue related to the addition of the new "Medicaid SNPs" and "Medicare/Medicaid" Insurance Providers in the V8.7 Upgrade has been identified

We will be publishing a patch to v8.7 to resolve this problem. In the meantime, please see below for the details of the issue and suggested workarounds prior to the patch’s release.

Issue: When entering the client’s Medicaid Number directly into the "Medicaid #" field on the More Details tab of the Agency Intake, it may not automatically select the Medicaid Fee for Service Insurance Provider as in previous versions. It is possible that a Medicaid SNP Insurance Provider (or some other Insurance) will be selected. Since these Insurance Providers are not used in COBRA Case Management Billing, those agencies that generate Medicaid Invoices from the Billing/Finance Module should pay close attention to this.

Two suggested workarounds:

1. Enter the client’s Medicaid Insurance via the More Details tab by selecting "Known" Insurance; to allow you to right-click and Add the information along with the Policy # (Medicaid #) in the "Insurance Information" box of the Agency Intake. Manually selecting the Insurance Provider will ensure that the appropriate is provider is selected.

We strongly recommend this option.

2. Enter “No Insurance” at Intake. Once the agency intake is saved, enter the client’s Medicaid details into the Insurance Information section of Historical Information.

Additional Recommendations:

a) Check the “About AIRS “ screen under the System Menu. Make note of : Last Version Upgrade Date.

Run Report: Client Listing by Intake Date Range. Enter From Intake Date same as Last Version Upgrade Date.

You are looking to check the Insurance on any client Intake entered after the V8.7 Upgrade. This will give you a listing of potentially affected clients. It may not be a full list if you've entered client with Intake Dates prior to the Upgrade. Review the clients primary insurance for accuracy. Edit in Insurance Information if necessary.

b) Run Report: Client Listing by Primary Insurance Type using Medicaid Fee for Service as well as other Medicaid Providers for the Selection Options. Review for accuracy.

Any questions or concerns?

As always please contact Defran Systems support team @ 212-727-8342 x3.

Log a support ticket: http:\\support.defran.com

Please be looking for an official announcement when the v8.7 patch is released. As always notification will be sent to the AIRSNY Google Group.

Thanks,

Ron Palau

June13, 2011

NY State Department of Health releases New HIV Confidentiality Forms

The AIDS Institute recently announced to our contractors the availability of the revised “Authorization for Release of Medical Information and Confidential HIV Related Information” (DOH-2557) form and a new form entitled “Authorization for Release of Health Information (Including Alcohol/Drug Treatment and Mental Health Information) and Confidential HIV/AIDS-related Information” (DOH-5032).

“Authorization for Release of Medical Information and Confidential HIV Related Information” (DOH-2557, 2/11)

This form was revised and replaces all previous versions of release forms. The form was streamlined and may be used for disclosures to single parties as well as multiple parties. It may be used to allow multiple parties to exchange information among and between themselves or to disclose information to each listed party separately.

“Authorization for Release of Health Information (Including Alcohol/Drug Treatment and Mental Health Information) and Confidential HIV/AIDS-related Information” (DOH-5032, 4/11)

This form is new and was created to facilitate sharing of substance use, mental health and HIV/AIDS information. The form is somewhat like the DOH-2557 form, but fulfills a need within facilities in which different teams handle substance use, mental health and HIV/AIDS-related issues. In addition, this form fulfills a need between facilities and providers that care for the same patient. Like the DOH-2557 form, the DOH-5032 form is intended to encourage multiple providers to discuss a single individual’s care among and between themselves to facilitate coordinated and comprehensive treatment. When appropriate, the DOH-5032 form should be used in place of (but not in addition to) the DOH-2557 form.

Both of the above forms can be accessed and printed from the NYSDOH web site at http://health.ny.gov/diseases/aids/forms/. Technical assistance bulletins are available on the web site to answer general questions and to provide instructions in completing the forms. The Spanish version of both forms will be forthcoming soon.

June 6, 2011

Forms and Version 8.7

Now that v.8.7 has been released, we have started updating all our paper forms to be compliant with the new version. As you know, updating these forms is a laborious process and it takes time. So we ask you to please be patient. Once the complete set has been updated, I will take down the old forms and post the full set of new forms. In the meantime, we have several forms that have already been updated and I have posted them on the airs forms page so that you may start using them. As we get more forms updated, I will add them to the list. If you do not find the forms you need in v.8.7, please continue to use the old forms.

June 2, 2011

An Important Announcement from Vida Behn Chernoff

As many of you already know, the way you submit data to the AIDS Institute will soon change. In order to provide a more secure method for data transmittal, the AIDS Institute will require all agencies reporting via data extract from the AIDS Institute Reporting System (AIRS) to submit their data extracts via the Health Commerce System (HCS), formerly known as the Health Provider Network (HPN).

Please download the official memo below from Vida detailing this coming change. Please also download the flowchart and the screenshots below. They will help you better understand this new process.

HPN Memo from Vida Behn Chernoff

HPN Account Flowchart

HPN Login and Upload Process Screens

New Hepatitis and Syringe Exchange Video Tutorials Posted!

The v.8.7 upgrade includes 3 new Hepatitis screens and the redesigned Syringe Exchange module.

To introduce the new Hepatitis screens and the Syringe Exchange module, we have created two short videos that will show you exactly how you should use these screens to record your client information.

Please take a few moments to review these videos to ensure proper data entry.

For those who need to the data collection forms for the Hepatitis screens, we've got them, too! You can download the forms from the AIRS Forms page.

To view the videos, it is availabe on the Online Video Tutorials page.

May 31, 2011

V.8.7 is Now Available for Download from Defran's Support Website

AIRS Upgrade to Version 8.7.536 is available for download at http://support.defran.com. All agencies should apply this upgrade as soon as possible.

Included in this upgrade are improvements, fixes, and changes including the following:

Hepatitis Section in Clients and Services

A new section to the Clients and Services module is Hepatitis. This includes three separate screens:

HCV Risk History---To record the client's Hepatitis C risk factors as of a certain date.

HCV Treatment Status--To record the client's treatment information for Hepatitis C as of a certain date.

Hepatitis Status History--To record the client's Hepatitis A, Hepatitis B, and Hepatitis C status information for specific dates.

Syringe Exchange

The Syringe Exchange Module has been redesigned for improved performance and ease of use.

AIDS INSTITUTE AGGREGATE REPORT

A problem was corrected to ensure all program and agency closures are appropriately displayed.

Ryan White Data Report (RDR) and Ryan White Services Report (RSR)

These reports have been re-programmed to run for the 2011 Reporting Period.

Installation Instructions:

1) Log into Defran Systems' Customer Support -- A login and password will be required. If you do not know your login, please contact: AIRS Support, airs@defran.com.

2) Select the "Downloads" option.

3) Locate/download the following files and save them in the Upgrade directory:

AIRSvu8_7_536.zip (This is the version upgrade file.)
UpgInstruct87.pdf ( This document will detail the steps necessary to upgrade to version 8.7.536.)
Release_Notes_v87.pdf (Contains V8.7 Release Notes complete with detailed descriptions of additions, changes, and corrections)

Please print/read the upgrade instructions. (Upginstruct87.pdf). This document will provide the steps you must take to successfully install this upgrade. We also ask that you fax or contact Defran Systems to let us know that you have successfully upgraded your system. We keep a log and forward this to the AIDS Institute so everyone knows where each agency is in terms of the version.

If you have questions, require additional information or need to report an issue, please contact us at:

Defran Systems AIRS Support
Internet: http://support.defran.com (Login & Password Required)
Email: airs@defran.com
Phone: (212) 727-8342 Option #3

May 24, 2011

AIRS Training Available in Albany on June 28th and 29th!

Ron Palau is coming to town! He will be offering AIRS Basic, AIRS CTR with HERR, and a special AIRS Reports class with extra emphasis on the new AIRS External Reporting System (ERA).

Click HERE to sign up and get all the info on dates, time, location, parking instructions and detailed course descriptions.

Don't miss out!

May 23, 2011

NYC User Group Meeting and Upstate User Group Webinar are this week!

I want to remind everyone that the User Group for NYC area users is this Thursday at 10 AM. As usual we are meeting in the Oak Room at Cicatelli Associates located at 505 8th Avenue at 35th Street on the second floor. I hope to see everyone.

For our upstate users, we will have our usual webinar this Friday at 10:30 AM. Please click HERE to sign up for an invitation. I will send out the invitation links Thursday afternoon.

May 2, 2011

Preview of v.8.7 is here!

April 26, 2011

NYC User Group Meeting on Thursday (4/28)

For NYC area AIRS users, the User Group meeting is this Thursday at 10 AM. Remember we are going back to Cicatelli Associates at 505 8th Avenue (at 35th street). We will meet on the 2nd Floor in the Oak Room.

Upstate User Group Webinar is Friday (4/29)

For our Upstate users, the User Group webinar is on Friday at 10:30 AM. Click HERE to sign up for an invitation link.

At both of these meetings, we will be previewing v.8.7! Please come join us and see what is new!

April 20, 2011

New Video Tutorial Posted!

How do you know if your intervention has changed your client's knowledge, attitudes, or behaviors towards HIV/AIDS?

This new video will show you how to use the Prevention Outcomes Monitoring Survey and the corresponding Survey of Summary Responses Report.

The survey and the report are tools designed to help evaluate the effectiveness of your agency's Intervention Delivered to Groups (IDG) or Intervention Delivered to Individuals (IDI).

Go to the Online Video Tutorials page and check it out today!

April 11, 2011

Spring Upstate Training Dates Announced!

Ron Palau is coming upstate! For our upstate AIRS users, we have scheduled several classes in May. Please use the link below to see the course schedule, exact dates and locations:

http://www.airsny.org/upstatetrainingregistration.html

March 23, 2011

Cycles, Sessions, & Targets Video Now Available!

We have just posted a new video tutorial on the online video tutorials page. This video tutorial demonstrates the setup and data entry for Cycles and Sessions in the Group Activities section of AIRS. For those providers that complete multi-session IDGs, DEBI’s, EDI’s, and Home Grown Interventions, this video will help you ensure that your setup and data entry is correct. Please also note that these components are REQUIRED for both the Client Prevention Attendance Report and the Aggregate Prevention Intervention Attendance Report to be accurate. Check it out and let us know what you think!

February 22, 2011

Second Patch Released!

The second patch to AIRS v8.6.365 is now available in the Downloads section of the Defran Systems Customer Support Tracker and is dated today (02/22/2011).

Following the application of the patch both the Production and Database version will show at v8.6.367 in the “About AIRS” screen.

Important! This patch is a REQUIRED of all agencies using AIRS! Agencies that applied the first v8.6 patch must also apply this patch!

ALL RYAN WHITE FUNDED PROVIDERS WILL NEED TO INSTALL THE PATCH AS SOON AS POSSIBLE TO RUN A CORRECT RSR.

NOTE: Non-Ryan White funded agencies will also need to install this patch to implement the security update.

The AIDS Institute deadline for submission of the RSR and RDR has been moved to March 2, 2011 to allow time to install the patch and run the required reports/extracts.

If your agency will have trouble meeting this deadline, please contact the Office of Systems Development at AIOSD@health.state.ny.us

Included in this patch are the following updates and corrections:

2010 Ryan White Services Report (RSR)

Data filters have been reprogrammed to ensure only Ryan White funded services (RW Part A, B, C, D) are included in the 2010 RSR Extract.

To ensure RSR Question 52- Client Prescribed HAART during this period? is reported appropriately, programming has been completed to return a “YES” when the “Continuation flag” is checked and the “Date Verified” is within the past 3 years of the “END Date”. Previously this was a two year look back. Additionally, the End Date, not the Start Date will now be the date of reference. This will allow "Continuations" with a Date Verified in 2010 to be considered. Previously, a 2010 Date Verified was not resulting in a "Yes" response.

RSR Client Detail Report

This report has been reprogrammed to properly display the results for questions 16-48 of the RSR. Previously the report was only displaying results for 1st and 2nd quarter of the year. Now all four quarters are displayed.

Security Encryption

To ensure compliance with New York State regulations regarding confidential client information, updates have been made to the data encryption process.

Additionally, the option to disable encryption has been removed.

Agency Intake- Medicaid Number

A workflow problem was identified where updates to client insurance information resulted in the client's Medicaid number to appear encrypted in the agency intake. This has been fixed. Upon application of the patch a listing of effected client ids will be generated. This list will be found in the logs subfolder of the Utilities folder located in the AIRS Directory. Agencies can then remove and re-enter the Medicaid Number in the Insurance Information. This will resolve the problem. See AIRS86PATCH2-Instructions.pdf Page 11 for details.

Quality Sample Extract

The HIVQUAL Extract has been reactivated and renamed "Quality Sample". The extract will define a pool of randomized adolescent and adult HIV Positive clients with at least one medical visit (33A) in each half of the sample year. While the extract is not complaint to current HIVQUAL specifications, it is a tool agencies may use to prepare for IPRO.

Please download the patch file AIRSPatch86_Patch2.zip as well as the instructions for installation, AIRS86PATCH2-Instructions.pdf.

It is imperative that the instructions are followed precisely!

For any agencies needing to first perform the full upgrade to v8.6.365, please download the upgrade instructions (UpgInstruct86.pdf), upgrade package(AIRSvu8_6_365.zip), and the v8.6 Release Notes (Release_Notes_V86.pdf).

If you have questions or require additional information, please feel free to contact us at:

Defran Systems AIRS Support
Internet: http://support.defran.com
(Login & Password Required)

Phone: (212) 727-8342 Option #3

February 14, 2011

IMPORTANT NOTICE TO ALL RYAN WHITE FUNDED PROVIDERS ON RSR AND RDR
SUBMISSIONS

In reviewing early report submissions, we have discovered a problem with
the data filters on the RSR that allowed non-Ryan White funded (Parts
A,B,C or D) services to be pulled into the report.

The client selection and count IS correct, but services may be included
that were not supported by RW contracts.

In addition, we have received notice that the RSR completeness report is
not displaying the full year of data that is included in the RSR extract.

The problem will be corrected with a patch to Version 8.6 of AIRS that
will be ready for distribution within the next two days.

If you have already submitted your RSR, please download and apply the
patch and re-run and re-submit your reports. If you have not run the
reports yet, please apply the patch first, then run and submit the
reports.

The AIDS Institute is extending the deadline for RSR and RDR submissions
to February 23rd to give time to install the patch.

If you require more time to arrange IT support, please contact us at
AIOSD@health.state.ny.us . If you require assistance with the patch,
please contact Defran technical support.

We apologize for the disruption and loss of time this may incur. Thank you
for your patience.

Vida Behn Chernoff
NYSDOH AIDS Institute, Office of Systems Development
phone 518-402-6790

January 26, 2011

New Patch Released!

Here is an important message from Ron Palau about this new patch...

Due to an important change needed following the release of AIRS v8.6.365, we are now releasing the first official patch. The patch to AIRS Production Version 8.6.367 is now available in the Downloads section of the Defran Systems Customer Support Tracker.

The included update applies only to agencies that have Ambulatory/Medical clients for whom Questions 46-66 of the Ryan White Services Report is completed. Affected agencies must apply this patch prior to the creation and submission of the RSR.

Following the application of the patch the Production version will show at v8.6.367 in the “About AIRS” screen.

Note: The Database Version of AIRS will remain unchanged at v8.6.365.

This patch includes one item for proper reporting of the 2010 Ryan White Services Report (RSR).

Description:
To ensure RSR Question 52-. Client Prescribed HAART during this period? is reported appropriately, programming has been completed to return a “YES” when the “Continuation flag” is checked and the “Date Verified” is within the past 3 years of the “END Date”. Previously this was a two year look back.

Additionally, the End Date, not the Start Date will now be the date of reference. This will allow "Continuations" with a Date Verified in 2010 to be considered. Previously, a 2010 Date Verified was not resulting in a "Yes" response.

Please download the patch file AIRSPatch8_6_365.zip as well as the instructions for installation, AIRS86365PATCH-Instructions.pdf.

It is imperative that the instructions are followed precisely!

For any agencies needing to first perform the full upgrade to v8.6.365, please download the upgrade instructions(UpgInstruct86.pdf), upgrade package(AIRSvu8_6_365.zip), and the v8.6 Release Notes (Release_Notes_V86.pdf).
If you have questions or require additional information, please feel free to contact us at:

Defran Systems AIRS Support
Internet: http://support.defran.com
(Login & Password Required)
Phone: (212) 727-8342 Option #3

January 24, 2011

NYC User Group Meeting on Thursday (1/27) at 10 AM

Just a gentle reminder that the NYC User Group resumes this Thursday. Please note that we are meeting at a new location: 352 7th Avenue (30th Street), 16th Floor. I hope every can make it!

Upstate User Group Webinar is this Friday (1/28) at 10:30 AM

For our Upstate users, we will be hosting the Upstate User Group Webinar this Friday.

Use the link below to sign up for an invitation:

http://www.formstack.com/forms/AIRS_Web_Forms-upstate_user_group_webinar_registration

January 6th, 2011

Hapy New Year!

2010 RDR/RSR Letter to Providers from Vida Behn Chernoff

Below is a letter that we have sent to our providers about the RDR and RSR...

If you want to print a PDF version, Click HERE.

January 6, 2011

Dear Colleagues:

The annual Ryan White Services Report (RSR) and Ryan White Data Report (RDR) reporting season started on January 3, 2011, with the opening of the HRSA EHB (Electronic Hand Book) for Provider Reports.

All AIDS Institute Ryan White Part B-funded and Ryan White Part A subcontract to AIDS Institute agencies must submit their RSR and RDR extract from the AIDS Institute Reporting System to the Office of Systems Development. We will create the appropriate XML file and relay it to the HRSA website for final review. If you are funded via Part C or D, you will have an opportunity to check your report results directly on the EHB. If you have any issues regarding Part C or D data from systems other than AIRS, or plan to use your direct EHB access to upload (RSR) or enter (RDR) your data directly, please notify us by January 10, 2011. If you have any questions regarding your funding sources, please contact us at AIOSD@health.state.ny.us.

Instructions on how to complete the RSR and RDR from AIRS are available on AIRSNY.org. Links to HRSA technical documentation are also available from AIRSNY.org. You should be on Version 8.6 of the AIRS system to ensure complete and accurate reports.

As in last year’s reporting cycle, both the RSR (client level data, funded scope) and RDR (aggregate data, all RW eligible clients and services) will be submitted via extract from AIRS, using the links provided on AIRSNY.org. Both extracts must be submitted to the AIDS Institute at the same time, even though the HRSA deadlines for these reports are not the same. Data entry for the 2010 calendar year should be completed by February 11, 2011. Please remember that due to the difference in reporting scope, the total numbers reported in the RSR will always be lower than the total number reported in the RDR. The RDR tends to require more time for review and validation on the EHB, which is why we ask for submission at the same time as the RSR.

The RSR and RDR extracts are due to the AIDS Institute on Friday, February 18th. If your data entry has been completed, you are welcome to submit earlier. The website for submissions is:

http://www.formstack.com/forms/AIRS_Web_Forms-2010_rsrrdr_submission

The link will be available from AIRSNY.org as well.

The AIDS Institute requires that these reports be submitted prior to the HRSA deadline to allow adequate time to prepare and upload the files to the EHB before the reports are closed for review by other funders. We will work with you to be sure that the reports are as complete as possible.

Thank you for your assistance in previous reporting cycles, and we look forward to working with you again.

Sincerely,

Vida B. Chernoff, Director
Office of Systems Development
NYSDOH AIDS Institute

CC: John Fuller

Mona Scully