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Reporting Unit

HIV/AIDS

The Patient Care Reporting Unit is a part of the HIV Patient Care section. The unit is responsible for various administrative and reporting duties as they relate to HIV client-level data. The unit administers and maintains the CAREWare and the AIDS Information Management System (AIMS) databases and is responsible for writing and compiling the Ryan White Services Report (RSR) and other annual federal progress reports.
  • CAREWare
  • AIMS (AIDS Information Management System)
  • List of monthly and annual lead agency/provider reports
  • Technical Assistance
  • Frequently Asked Questions

CAREWare is a free, scalable software for managing and monitoring HIV clinical and supportive care. The HIV/AIDS Section uses it to track services funded by Ryan White Part B, Patient Care Network, Housing Opportunities for Persons with AIDS (HOPWA) and General Revenue. The CAREWare Team supports the day to day operations of the application, which includes responding to help desk tickets, monitoring system performance and troubleshooting any database issues.  Additionally, the Team works with the software vendor to make system enhancements that result in performance/stability improvements along with database customization that improves the data collection for the participating agencies.

CAREWare Basic User training is scheduled for the first Tuesday of every month at 10:00 am. This training is intended for staff that have never used CAREWare; if you have already attended this training, you do not need to participate as nothing new will be covered.  The training can serve as a refresher course for those who are interested, however.  Feel free to forward invitations to any new staff that may need to attend.  Participants do not need to have CAREWare User IDs as they will not be required to perform data entry during the teleconference.  Participants will be viewing the instructor demonstrating data entry.  No registration is required. Please contact your local CAREWare administrator provider for details on how to register.

CAREWare User Manual

AIMS is a web-based HIVAIDS contract management and reporting system that provides a user-friendly method for Department of Health-funded HIV providers to track expenditures and aggregate client data as required for federal and state reporting.

AIMS New User Training is scheduled for the second Tuesday of every month at 10:00 am. It is designed to introduce new users to the AIMS reporting database and covers topics such as budget planning, submitting monthly expenditure, First Time This Year (FTTY) and Women Infant Children and Youth (WICY) reports. The training can serve as a refresher course for those who have already attended the training. Feel free to forward invitations to any new staff that may need to attend.  Participants are encouraged to request and receive access to AIMS prior to the training but it is not mandatory for participation. Please contact your program manager for more information on how to register for the training.

AIMS User Manual

      AIMS and CAREWare users can call the Tallahassee Help Desk at 850-245-4744 for any technical assistance requests related to the software. Please remember not to share any confidential or sensitive information with help desk personnel. Simply describe your problem and remind them to assign the ticket to the CAREWare team.

 

1. What is CAREWare?

CAREWare is a free, scalable software for managing and monitoring HIV clinical and supportive care. This software also creates the necessary file(s) for RSR submission. The HIV/AIDS Section uses CAREWare to track services funded by Ryan White Part B, Patient Care Network, Housing Opportunities for Persons with AIDS (HOPWA) and General Revenue.

2. How do I get access to CAREWare?  

For employees required to use the CAREWare database, speak to your local provider administrator for assistance.

3. What is Citrix? Do I need Citrix access? 

Citrix software allows individuals that are not on the Department of Health’s network to gain passage through the Department’s firewall to access CAREWare.  If your work computer is not directly connected to the Department’s network, you need Citrix access.

4. What is AIMS? Do I need access?

AIMS is a web-based HIVAIDS contract management and reporting system that provides a user-friendly method for Department of Health funded HIV providers to track expenditures and aggregate client data as required for federal and state reporting.

5. How do I get access to AIMS?

For employees required to use the AIMS database, speak to your local program manager for assistance.

6. What is the RSR?

The RSR is the annual HRSA Ryan White Services Report. All grantees must report de-identified client-level data that provides characteristics of the grantee, their providers, the services rendered and the clients served with the program.

7. Does my agency need to complete an RSR?

Your agency needs to submit an RSR if they are funded with any part of Ryan White (Parts A, B, C, D, and/or F) to provide HIV services. Ryan White Part B is the only grant under the purview of the Patient Care Reporting Unit, however.