HIV Care Services

The Virginia Department of Health (VDH), Division of Disease Prevention has administered Ryan White Part B funding for HIV care services to persons living with HIV/AIDS in Virginia since 1991.  A major part of Part B funding is the Virginia Medication Assistance Program (VA MAP) that provides medications for low-income, uninsured individuals with HIV/AIDS.  The remaining funds provide HIV care services, targeted to deliver medical care and support services to eligible individuals living with HIV/AIDS.  Ryan White funding is the payer of last resort.

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The VDH Central Pharmacy will be closed on Monday, January 18, 2021 in observance of Martin Luther King, Jr. Day. Additionally, the pharmacy will be closed Tuesday through Thursday, January 19-21, 2021, with the possibility of closure Friday, January 22, 2021 due to precautionary preparation for possible demonstrations in the Richmond Capitol Square area and in light of the civil unrest in the nation’s Capitol on January 6. No routine orders will be shipped January 18-21, 2021 (see below for urgent requests). Please plan accordingly.

In order to ensure that orders Pharmacy will ship all orders via UPS Next Day Air today (January 14, 2021) and ship via UPS Ground tomorrow (January15, 2021). Cold items typically are not shipped on Thursdays and Fridays. If you have a vaccine need or anticipate a vaccine need for next week, please send these orders to the pharmacy today.

For any urgent needs that arise during closures next week, please call 804-517-8464. We will do our best to accommodate any urgent/emergent medication requests depending on the circumstances that may be occurring in the Capitol Square area at the time.

Pharmacy Shipping:

Thursday, January 14            Pharmacy will ship all packages via UPS Next Day Air for delivery on Friday, January 15.

Friday, January 15                  Pharmacy will be open and will ship as normal. Please call the pharmacy at 804-786-4326 for any non-routine shipments                                                                (including cold).

Monday, January 18               Pharmacy closed. No shipping. Call 804-517-8464 for urgent needs.

Tuesday, January 19               Pharmacy closed. No shipping. Call 804-517-8464 for urgent needs.

Wednesday, January 20          Pharmacy closed. No shipping. Call 804-517-8464 for urgent needs.

Thursday, January 21             Pharmacy closed. No shipping. Call 804-517-8464 for urgent needs.

Friday, January 22                 Shipping resumes. Note: should this change, an email notification will be sent.

If your clients in Direct MAP are in danger of HIV medication therapy interruption, agencies may use the RWHAP B formulary to provide HIV medications by following the policy.  "RWPB funds will not pay for medications available through the VA Medication Assistance Program (VA  MAP) unless the delay in treatment would endanger the individual’s health (for example, a client needs immediate access to medications  to treat an opportunistic infection or access to ARVs are disrupted and clients need refills on these medications).  Coverage is limited to  no  more than a 5-day supply and access would switch back to the ADAP formulary." Procedures and forms for using RWHAP B formulary are on this website under "Standards/Policies and Procedures".
If you have questions about medication access due to Ramsell cards during this time, call the VA MAP Eligibility Hotline 855-362-0658.
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Visit the VA MAP Web Page for Medicaid and ACA Open Enrollment Updates.

Medicaid Update from Department of Medical Assistance Services

Medicaid members and individuals applying for health coverage have a new and easy way to send documents and verify information needed to process applications or respond to other requests. Visit the CoverVA or Cubre Virginia websites to learn more about how to use the new email address, covervadocs@conduent.com. You can scan and upload, attach electronic copies, or take a picture of your information and send it using this convenient option. If additional information is needed, you will receive another letter by mail explaining next steps.

Please note that this email address is available only for sending information to Virginia Medicaid. Do not send questions to this address; you will not receive a response. If you have questions, please call the Cover Virginia call center at 1-855-242-8282.

This new email address was created to help individuals apply for Medicaid during the COVID-19 health emergency, but DMAS will continue to maintain it as a convenient service to our members and applicants.

Learn more by visiting any of these pages on the CoverVA website.

Resources for Virginia Ryan White Service Providers

Mid-Atlantic Telehealth Resource Center (MATRC) (434) 906-4960

STARTING A TELEHEALTH PROGRAM by Kathy Wibberly, MATRC

What is the Different Between Telemedicine, Telehealth and Remote Monitoring?

Telemedicine typically refers to the practice of medicine using technology to deliver care at a distance. A physician/clinician in one location uses a telecommunications infrastructure to deliver care to a patient at a distant site.  Telemedicine is a subset of telehealth.

Telehealth refers to a broader scope of remote health care services than telemedicine. Telemedicine refers specifically to remote clinical services, while telehealth can refer to remote non-clinical services (for example, clinician to clinician consults, patient education services, interprofessional care teams, etc)

Remote patient monitoringrefers to using technology to gather patient data outside of traditional healthcare settings, for example, using digital scales, glucometers, pulse-ox, etc…to monitor a patient’s condition while they are at home.

I Don’t Know What I Don’t Know.  Where Do I Start?  

  • First check out this COVID-19 Telehealth Toolkit to get some ideas on how telehealth can be used in response to COVID-19, an understanding of some of the big picture policy issues, and for a list of additional resources.
  • Next, if you are one of many clinicians and practices getting ready to ramp up with telehealth offerings in response to COVID-19, we offered a webinar where we walked through a checklist of the essentials you’ll need to have in mind (and get into place) to help you get started.  To access the recording of the webinar:  Click Here.
    • If you want to kill two birds with one stone and get trained while obtaining 1 credit/contact hour of CME/CE credits, this Foundations of Telehealth Course is also an option (there is a $95 fee associated with this course):  Click Here
  • Third, check out all the resources and information found on this page.  Got additional questions after taking a look?  Join us for our Virtual Office Hours.  We provide Virtual Office Hours related to “Telehealth Basics/Telemental Health” as as well as on “Telehealth Technology or Vendors”.  To see the full schedule:  Click Here.
  • Finally, can’t make our Virtual Office Hours?  Request Technical Assistance online using this form:   Click Here  Hot TipDue to the overwhelming interest and need for telehealth during this pandemic, using the online form will generally get you a quicker response than calling and leaving a voicemail message.  It is much more difficult to return calls after hours and on weekends, but we CAN respond to your emails.  The more specific you are with your question or request (e.g., what type of provider you are, what type of setting you work in, what you specifically need), the better we will be at getting you timely and useful information.

Do You Have Any Specific Resources for TeleMental/Behavioral Health Providers Who Are Getting Started?

  • We have a great website called the Telebehavioral Health Center of Excellence with a large number of online resources just for you:  Click Here.
  • Make sure you take advantage of our Virtual Office Hours (see bullet three above).
  • If you are serious about telemental/behavioral health, you can get yourself Board Certified as a Telemental Health Provider (9 modules, $50 per module):  Click Here or Click Here

Do You Have Any Specific Resources for Providers Interested in Getting Started with Remote Patient Monitoring?

  • We have a great toolkit on our website dedicated to helping providers get started with Remote Patient Monitoring.  Click Here.    Make sure you download the actual RPM Toolkit (it’s an 8 page PDF document with lots of great information)

Do You Have Any Specific Resources Related to Telehealth Technology and HIPAA?

  • If you have a budget for this sort of thing and the luxury of taking your time, we would recommend your using our Vendor Selection Toolkit:  Click Here
  • Since most of you are frantically trying to get started yesterday, if you don’t currently have any technology that you could use for a telehealth visit, please know that as part of its response to the pandemic, a change was made regarding HIPAA. The HHS Office for Civil Rights is exercising enforcement discretion and waiving penalties for HIPAA violations against health care providers that serve patients in good faith through everyday communications technologies, such as FaceTime or Skype:  Click Here.   With that said, please check your State policies, as not every state has waived their HIPAA requirements.
    • To check your State policies, Click Here, select the state of interest and then scroll down to the lower half of the page to see the original guidance documents and any new guidance related to COVID-19.
  • For a quick introduction to HIPAA Compliance and Telehealth, check out our very brief (under a minute) video (the middle one at the top of the page):  Click Here
  • If you don’t have a budget for telehealth technology, the following are vendors who are offering either free or significantly reduced prices as a response to COVID-19.  Please note that MATRC is not in a position to either endorse or recommend any of the vendors on this list. We strongly encourage you to do your due diligence when making a vendor selection. There may be other vendors also making available platforms for free or at a significantly reduced price in response to COVID-19. These are the ones that have been brought to our attention thus far:

Do You Have Any Specific Resources on How to Provide a Telehealth Visit?

  • This article “Why the Telemedicine Physical is Better than You Think” gives some great perspective as well as some very practical ideas about what can be done:  Click Here
  • Telemedicine: Conducting an Effective Physical Exam Online Course ($100, includes CME/CE):  Click Here
  • Free Telehealth Etiquette Video Series:  Click Here
  • Free (registration required) Telehealth Coordinator Online Training:  Click Here
  • Telehealth Workflow Samples (from the California TRC)
  • Depending on the type of provider you are and the type of service you offer, there are some specific clinical guidelines and best practices for telehealth that have been developed.  There are too many documents to list here.  Please contact us using our online Technical Assistance Form and let us know your specific interest area(s): Click Here
  • If you are an FQHC, the Weitzman Institute is offering a series of Project ECHO sessions on Preparing for COVID-19.  One of the sessions is entitled “Develop and Define Your Telehealth Strategy”  Click Here for a listing of upcoming sessions and access to recordings of past sessions.
  • If you are a physician, the AMA has developed a “Quick Guide to Telemedicine in Practice” that has a section on Practice Implementation:  Click Here

What About Consent?  

  • Some states require you to get consent for telehealth visits and others do not.  Some states require very specific components in the consent process.  To see if yours does, Click Here
    • Using the filter boxes:
      • Select your state of interest
      • Select “All Categories” (this is the default)
      • Select “Consent” as your topic
      • Click on “Apply” and soon you will see if/where there are consent requirements within your state’s policies.  Sometimes it is only required as part of Medicaid reimbursement, other times it is part of state law, and other times it is embedded in health professions regulations for specific types of providers.
  • We think it’s a good practice to get consent, whether it is required or not.   For a Sample Consent Form in English: CLICK HERE and in Spanish: CLICK HERE (credit goes to California TRC).   Adapt this form to your clinical use case and your state’s policy requirements – you may not need every element.   Unless your state explicitly requires the consent form to be signed (most places do not), it may be done verbally.  Make sure you have a written process and protocol developed that is considered standard operating procedure.   Once that is in place, you just need to note in the medical record that your consent process was used and that the patient provided consent.

Do You Have Anything I Can Give My Patients About Virtual Visits?

While this was created to help patients navigate the emergence of Direct-to-Consumer telehealth companies and not wit