Finding 200137 (2022-001)

CFDA No. 93.914, HIV Emergency Relief Project Grants U.S. Department of Health and Human Services Grant #2019-004-6844 Program Year 2022 Criteria or Specific Requirement - Patient eligibility verification should be obtained and documented in accordance with the Clinic's policy. Condition - Although management has written policies and procedures in place for personnel to follow when documenting eligibility including proper documentation and retention of patient files to support a patient's proof of residency, proof of income and HIV lab reports we noted instances in our sample of non-compliance with the documentation retention. Effect - Patients received services that were not documented to be eligible for the Grant. Cause - Certain staff made errors in the scanning of documents into the database used for documenting the Eligibility Determination. Recommendation - Management should revisit their policy and procedures related to the Eligibility Determination and the retention of documents reviewed. This should include training for the staff involved in the Eligibility Determination and approval process. Views of Responsible Officials and Plan of Corrective Action - Health Services of North Texas is commited to addressing this condition promptly, thoroughly and will continue to monitor for policy and procedure adherence.