Provider Information

The FY25 Provider Manual for RWHAP Part A was adapted from previous iterations. It was revised to reflect the most recent HRSA guidance as enumerated in Policy Clarification Notices:

• 13-02
• 15-01
• 15-02
• 16-02, and
• 18-02, as well as the National HIV/AIDS Strategy.

The intent of these revisions is to make program administration as easy and flexible as possible. We also want to ensure that all practices comply with federal regulations. Service standards and fiscal policies have a client-centered focus. The goal is to maximize the provision of direct care services and ease the administrative burden. 

• FY 25 Provider Manual
• FY 25 Summary of Changes

Service Standards outline the elements and expectations a Ryan White HIV/AIDS Program (RWHAP) service provider follows when implementing a specific service category. The purpose of service standards is to ensure that all RWHAP service providers offer the same fundamental components of the given service category across a service area. Service standards establish the minimal level of service or care that an RWHAP-funded agency or provider may offer within a state, territory, or jurisdiction.   

• FY 25 Service Standards 
• FY 25 Summary of Changes

The Client Services Handbook is a useful resource for the various stakeholders in the Boston Eligible Metropolitan Area (EMA). This resource allows providers of Ryan White Part A services to reference service category definitions. They can also learn what other services are available in their region. It creates an opportunity for providers to network and allows providers to make warm referrals for their clients to other Part A-funded agencies.

• FY25 Client Services Handbook

NEW! Translated Client Services Handbooks

To aid in the connection of resources, the Handbook has been translated into the most utilized languages in the EMA.

• Spanish/Espanol 
• Haitian Creole 
• Capeverdean Crioulo 

Additional languages can be made upon request. 

The Ryan White Services team created a Health Programs Coverage Guidebook for subrecipients and clients to use to navigate the programs with annual enrollments/applications to minimize administrative burden. 

Please the: 

• Health Programs Coverage Guide 

The guidebook has information from: 

1. The Ryan White Dental Program 
2. MassHealth 
3. New Hampshire Care Program 
4. Community Resource Initiative 
5. Medicare

The following documents aim to provide additional guidance to subrecipients on invoicing and budget management. 

• Budget Templates 
• FY 25 Budget Revision Checklist 
• Budget Revision Templates 
• Summary Report
• Invoice Templates
• Invoice Samples
• Budget Narrative Template

RWSD recently added a new module that allows for agencies to share eligibility status. Please review the manuals below and check the Resource Center for additional information. 

Manuals and Forms

• e2Boston Data Sharing and Eligibility Provider Guidance and Expectations

The Annual Provider Meeting is a time to review requirements, expectations, and provide clarifications to subrecipients funded under Ryan White Part A. Each year, whether in-person or online, subrecipients join to review critical information needed for success during the fiscal year. 

• FY 25 Provider Meeting 
• FY 24 Provider Meeting 
• FY 24 Provider Meeting- Day 2 Fiscal
• FY 23 Provider Meeting 

In efforts to support subrecipients in having comprehensive and compliant documentation for their clients, the Ryan White Services team developed the following sample forms for efficient information collection. 

• Sample Intake Checklist
  • The sample checklist serves as an assurance method for staff and supervisors to ensure that each client has the appropriate documentation collected within their annual eligibility period. 
• Sample Intake Assessment 
  • The attached assessment contains all required and supplementary inforamtion for a comprehensive needs assessment for clients. Sections review medical history, service information, and general client information. 
• Sample Annual Policy Signature Form 
  • This form can be used once annually during recertification as a consolidated way for client to acknowledge receipt and review of the required annual policies.  Additional client finroamtion and expiration dates included for storing.