HRAR

What is HRAR?

HRAR is the project to build the application to address and improve client service delivery and client outcomes.

“HRAR” stands for “HIV2000/RECN/ARIES Replacement.” This new application is envisioned to be a highly secure, single, integrated enterprise web portal system (internet-based) that can be accessed through a web browser. It will be able to provide all the services of the HIV2000, and ARIES applications and more.

The HRAR project places a large emphasis on stakeholder engagement and outreach to assist in informing the product. Continue reading to see how you can get involved and help us help you help clients!

What are the current DSHS HIV care and prevention systems that will influence HRAR?

  • Texas HIV Medication Program (THMP) uses the HIV2000 Information Technology (IT) application to deliver medication to low income Texans with HIV.
  • HIV Prevention has replicated a small subset of the Real-time Education and Counseling Network (RECN) IT application functionality into a database that is hosted by CDC’s EvaluationWeb.
  • HIV Care Services uses the Acquired Immune Deficiency Syndrome (AIDS) Regional Information and Evaluation System (ARIES) IT application.

Why is HRAR needed?

In Texas, DSHS works with Administrative Agencies and contracted partners throughout the state to conduct HIV Prevention and Care services for Texas residents. To date, all program activities are tracked and reported to DSHS using three separate, outdated, and disconnected data applications. These applications can be slow, difficult to update and fix, inefficient, expensive to maintain, and can ultimately impair our understanding of how clients may be better served by Texas’ systems of care.

Benefits of HRAR

One of the major goals of HRAR is to reduce burdensome and redundant data entry into multiple data systems. For example, with HRAR there will be one eligibility application for Prevention, HOPWA, Care, and Medication Services so clients and providers will not have to fill out multiple applications for the same client.

The HRAR project also plans to establish a client-centered, single data repository that will allow higher quality analyses of disease profile and ultimately improve DSHS’s overall ability to meet the needs of Texans living with HIV/AIDS.

HRAR Continuum of Care
HRAR Continuum of Care: Prevention, HOPWA, Care, Medication (THMP), and Surveillance, centered around the client.

Proposed Features of HRAR

The development of HRAR is in the very beginning stages and therefore, no final decisions have been made regarding the features that will be included in the new, integrated database. However, based on experience and user feedback, the DSHS team has identified desired features that they would ideally like to incorporate into the final product.

***PLEASE NOTE: None of the features listed below are finalized or guaranteed. They are a compilation of wish-list items that DSHS is exploring and will consider during the development of the product. Please keep in mind that there are several factors that could impact the delivery of each feature mentioned.***

We envision HRAR to be composed of three portals: a client portal, worker/agency portal, and DSHS portal. The table below summarizes proposed features of the client and worker/agency portals.

Client Portal Worker/Agency Portal
Self-Screen for eligibility Role based security
Apply online for various services Care services portal
View application status ADAP/THMP(Medication) services portal
Conduct self-attestation Pharmacy portal
Apply for recertification Automatic assignment of work
Receive alerts/notifications Staff can assign work to each other
Self-refer for services Progress of work is tracked
Escalation procedures in place

Development of the database will focus on including and enhancing the following eight principles to support the HIV continuum of Care:

  1. Client Identification - Historical client identification data will be maintained in the new system. Search parameters will be standardized to enable quality searches for clients and their contacts. Data pertaining to persons/clients most vulnerable to HIV infection will be automatically sent through an application interface from the TB, HIV, STD Integrated System (THISIS) System to HRAR System on a regular basis. A report will be implemented in HRAR to view this data so that prevention staff have the data readily available to them to more effectively focus prevention activities such as media campaigns, outreach and recruitment, PrEP and nPEP, conduct routine and focused testing, and various other intervention activities.
  2. Permissions, Consent and Release of Information - A new combined eligibility form will be designed and implemented which can accommodate the needs of HOPWA, Care, THMP and Prevention Programs. A new combined data release of information form will also be designed and implemented to encompass the needs of all the programs mentioned above and their consumers. The forms will be electronic and the clients will be able to digitally sign the forms for online submission. The combined eligibility and release of information forms will put less burden on clients and providers and improve client access to services.
  3. Initial Assessment of Need - A client portal will be implemented as part of the HRAR project. A self-screening module will be designed and implemented so clients can have the option to use this tool to determine if they are eligible to apply for assistance.
  4. Eligibility - In the HRAR system, eligibility will be determined automatically by the system based on a predefined set of rules and the choices made by the client. However, the system will allow staff to manually override a system determined result of the eligibility. For example, a staff member with appropriate privilege can switch the denial of eligibility to an approval of eligibility - and vice versa.
  5. Referral Process - The new system will allow both providers (through agency portal) and clients (through client portal) to create referrals. These referrals can be tracked from start to finish. The system will allow automatic notifications/follow up reminders to be sent as needed. This new feature will streamline the referral process improving client access to services.
  6. Linkage to Care - The proposed notification and follow up process will accomplish successful linkage to medical care for individuals who are living with HIV. Successful linkage ensures that each individual is established in a supportive care system, their health is being monitored and that Antiretroviral Therapy (ART) is initiated when deemed appropriate by their medical provider. The goal of this new process is one hundred percent viral suppression!
  7. Document Services - HRAR will provide the ability to upload required eligibility documents which will be accessible to all service programs (THMP, Care, HOPWA). Automatic reminders will be sent by the system if a document’s expiration date is nearing. A history of relevant document attachments will be maintained and accessible in the system. An audit table will be created to maintain the integrity of historical data that has been deleted or updated.
  8. Maintenance in Care - The new HRAR system will use data from electronic health records to coordinate care. The ability to refer a person with HIV to care, send reminders of medical appointments and monitor attendance at appointments will be made possible with the new system. A combined system of eligibility makes it possible to share proof/evidence of documentation submitted by the clients to be shared among all the programs (THMP, Care, Prevention and HOPWA). These new features will make the eligibility determination process more efficient and faster.

How can you be involved?

HRAR Flyer HRAR depends on future users to help inform the product. DSHS looks forward to working with stakeholders throughout the lifecycle of the project to create the most useful and efficient system for all intended users. Get in touch with us, we want to hear from you!

  • Join the user group (PDF : 930 kB) and fill out the survey.
  • Visit this website for updates on a regular basis
  • Contact DSHS staff via email ( HRARInfo@dshs.texas.gov) with any questions or comments

Purpose of User Group

To create a group of “champions” who are involved in the development through implementation phases of HRAR. The user group will provide input, feedback, and give a voice to future HRAR users to help ensure DSHS’s ideas and expectations are accurate and align with those of the future system users (and that the design, processes, and functionality of HRAR is compatible with the business operations and resources/capacity of future users). We will also need participants for user acceptance testing to help us make sure the database we are creating works for you! Participating in the user group will provide a sense of ownership of the system.

Who can join the user group?

  • Clients (consumers)
  • Providers (doctors, nurses, PAs)
  • Clinic Staff (administrative, data entry clerks, receptionists, etc.)
  • Case Managers
  • Care Coordinators
  • AA staff who use ARIES
  • Enrollment Workers
  • Community Health Workers

Engagement Updates

DSHS began engagement activities in August 2019. DSHS conducted site visits with providers to gather preliminary feedback on the proposed HRAR project. DSHS staff provided an overview of the HRAR project and proposed system features. The information gathered during the site visits will be used to inform DSHS on proposed system features during the development of the new data system.

Due to COVID-19, these activities have not been able to continue. Instead, DSHS and the developer have transitioned to meeting with groups of providers who have volunteered to participate in information gathering and discovery sessions. To date, there have been three meetings with different user groups and each session has been extremely helpful in assisting with the planning and development of the new system. Please fill out the survey if you are interested in participating or email us at HRARInfo@dshs.texas.gov!

To date the following engagement activities have taken place:

August 15th, 2019 | Location: Georgetown, Texas
Clinic Attendees: Community Action, Inc.

September 25th, 2019 | Location: Corpus Christi, Texas
Clinic Attendees: CentroMed, City of Laredo Health Department, Coastal Bend Wellness Foundation, Panhandle AIDS Supportive Organization, Prism Health North Texas, Shannon Supportive Health Services, Tarrant County Public Health, Valley AIDS Council

January 21st, 2020 | Location: San Antonio, Texas
Clinic Attendees: Alamo Area Resource Center (AARC), CentroMed, Family Focused AIDS Clinical Treatment Services (FFACTS), San Antonio AIDS Foundation (SAAF), University Health System

Project Status Updates

  • Vendor selection: Complete
  • User groups: In progress
  • Requirements gathering: In progress
  • Client portal development: December 2020 – March 2021
  • Agency/worker portal: April 2021 – August 2021
  • DSHS portal: April 2021 – August 2021

Upcoming Events & Calendar

DSHS is interested in gathering groups of stakeholders to participate in various HRAR user groups. Please fill out the survey if you are interested or email us at HRARInfo@dshs.texas.gov!

Contact Details

Email: HRARInfo@dshs.texas.gov

 

What is HRAR?

Why is HRAR needed?

Benefits of HRAR

Proposed Features of HRAR

How Can You Be Involved?

Engagement Updates

Project Status Updates

Upcoming Events & Calendar

Contact Details


HRAR Flyer

Join the user group and fill out the survey.



Last updated November 16, 2020