Routine HIV Testing

Required Reporting for Routine HIV Testing Contractors

Voucher Submission

Contractors are required to submit monthly requests for reimbursement by the last business day of the month following service delivery. Contractors are required to identify expenditures by budget category and submit both the State of Texas Voucher Form B-13 and the Voucher Support Form.

Email the forms to invoices@dshs.texas.gov and copy your program consultant.

• State of Texas Voucher Form B-13 (Word : 55 kB)
• HIV/ROUTN Voucher Support Form (Excel : 16 kB)

Forms and Requirements for Data Collection and Submission

All routine HIV screening required data files should be uploaded into the Texas Public Health Information Network (TXPHIN), the DSHS-designated secure web portal. These data files contain protected health information (PHI) and should never be transmitted via email. All data files are due by the 20th of each month.

To obtain access, contractor staff will need to set up an account on the TXPHIN and request the role of Communicable/Infectious Disease Coordinator. To do this, carefully follow the account request instructions. 

The forms and related documents below are for the submission of routine screening data. If you have questions about these documents, please contact the HIV Prevention Data Team or your consultant.

Progress Reports

All DSHS HIV/STD funded programs must accurately complete and submit reports according to the due dates identified in the HIV/ROUTN Contract.  Please note, the Interim Progress Report due date has been modified to meet CDC reporting requirements. Contact your consultant ASAP if you will not be able to meet this deadline.

FY 2018 Interim Progress Report – Revised Due Date: July 31, 2018. The Interim Progress Report should reflect activities beginning January 1, 2018 through June 30, 2018.

• FY 2018 Interim Progress Report (Word : 102 kB)

Quality Assurance and Monitoring

Contractors must ensure that performance of activities are of a high quality, in full compliance with all the requirements and align with the Routine Screening Program Quality Management Core Tool. Quality Assurance self-audits shall 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 shall be kept on file for a minimum of three years following the date of the self-audits. All documentation shall be made available to the DSHS program staff for review.

• QA Core Tool Instructions
• QA On-Site Core Tool (PDF : 36 kB)

Technical Assistance

• For more information about routine HIV screening call 512-533-3000 and ask to speak to a routine screening consultant.

Laboratory

• Clinical Laboratory Improvement Amendments (CLIA) [CMS.gov]
• New HIV Algorithm (PDF : 144 kB)
• Lab Reporting Language and Interpretation (PDF : 177 kB)
• CDC Recommendations for HIV Testing in Laboratories (PDF : 388 kB)

Billing and Coding

• U.S. Preventive Services Task Force Screening for HIV: Current Recommendations [USPSTF]
• Medicaid – Volume 1. General Information: Appendix C: HIV/AIDS 
• Texas Medicaid Providers Procedures Manual – Volume 1. General Information: Appendix C: HIV/AIDS (PDF) [TMHP]

Referral to Care and Services

• Helping Texas Clinicians Achieve Disease Intervention (PDF : 119 kB)
• CDC HIV/STD Partner Services Recommendations [CDC]
• ADAP, SPAP – drug assistance programs
• Ryan White Program [HRSA HIV/AIDS Bureau]

Test Texas HIV Coalition [TestTexas]

Texas Law and Routine HIV Testing

• General and Informed Consent - Texas Health and Safety Code §81.105 & §81.106 [Texas Legislature]
• Delivering positive test results - Texas Health and Safety Code §81.109 [Texas Legislature]
• Reporting HIV test results to appropriate local/regional health authority - Texas Health and Safety Code §81.041, §81.042, §81.043, & §81.044 [Texas Legislature] and Texas Administrative Code §97.133 & §97.134 [Texas Secretary of State]
  • 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 (PDF : 750 kB)

2006 CDC Guidelines for HIV Testing [CDC]

U.S. Preventative Services Task Force Recommendation for Screening for HIV (PDF : 116 kB)

HIV and STD Educational Materials Available from DSHS

Meetings

• 2016 Test Texas HIV Coalition Summit - May 12-13, 2016 in Austin 
• 2013 Test Texas HIV Coalition Meeting - May 3, 2013 in Austin

Training

• Routine HIV Testing Script (PDF : 61 kB)
• TRAIN [TRAIN Texas]
  • Implementing Routine Testing in Texas [TRAIN Texas] (Course ID 1033254)
  • Perinatal HIV Prevention [TRAIN Texas] (Course ID 1029521)
  • Expedited Partner Services: the Standard for Treating Sexually Transmitted Diseases [TRAIN Texas] (Course ID 1028867)
• National AETC [NAETC]
• South Central AIDS Education & Training Center [NAETC]

Surveillance Reports

• Texas HIV Surveillance Report (PDF : 1,431 kB)
• Texas STD Surveillance Report (PDF : 1,441 kB)
• Texas HIV Epidemiologic Profile

Ambassador Toolkit

Additional educational materials

• Routine HIV Testing as a Standard of Care Implementation Checklist (Word : 50 kB)
• Make HIV Testing Routine in Your Practice (PDF : 97 kB)
• An Overview of HIV in Texas (PDF : 136 kB)
• CDC HIV/AIDS Science Facts (PDF : 151 kB)
• Texas HIV Medication Program
• Billing Coding Guide for HIV Prevention: PrEP, Screening, and Linkage Services [NASTAD]
• HIV/STD Partner Services: The Health Provider’s Role (PDF : 84 kB)
• Texas Medicaid Vol. 1, Appendix C: HIV/AIDS – February 2018 (PDF) [Texas Medicaid and Healthcare Partnership]