AEW Does THMP Does What should you be doing for ARIES Upload? What will THMP be doing with ARIES Upload?

What should you be doing for ARIES Upload? AEW Does What should you be doing for ARIES Upload?

Before you can do anything…. Contact your MAI Care Services Consultant for instructions on how to access ARIES. Must sign the DSHS confidentiality form. Complete DSHS or HIPAA training. Ensure you are issued document upload permissions once you are able to login to ARIES. Once you have ARIES access and Document Upload permissions, you will be able to upload and save documents to ARIES. *IMPORTANT: PDF documents are currently the only format allowed in ARIES.

ARIES Upload AEW will… THMP will… Ensure the application is complete and all required documentation (POR, income, MCF, insurance) is attached. Have your Secondary Reviewer check for application completeness. Upload application to ARIES. Send an email to THMP to notify them of upload. Include ARIES number. Wait for response from THMP. This can take up to 14 business days. Check inbox for ARIES uploads on a daily basis. Open your upload and print it. Will notify you in ARIES that the application was RECEIVED (not yet processed). Update HIV2000 to indicate the application was received and lift hold (if applicable). Printed ARIES application will be sent for processing. Processing can take up to 14 business days.

ARIES Upload What does it look like for the AEW? 1. Search for the client.

ARIES Upload What does it look like for the AEW? 1. Search for the client.

ARIES Upload What does it look like for the AEW? 2. Click on the Eligibility Tab in ARIES. Eligibility tab is currently the only section used to upload RW documents and THMP applications.

ARIES Upload What does it look like for the AEW? Click on the Eligibility Tab in ARIES. “Edit”>”New”

ARIES Upload What does it look like for the AEW? Click on the Eligibility Tab in ARIES. “Edit”>”New” Bottom right corner.

ARIES Upload What does it look like for the AEW? 3.a. Select the “Type” of document to upload. “Proof of Residency” is the default setting. ADAP Proof of Residency HIV Letter of Diagnosis Proof of Income Release of Information Picture ID HOPWA HIPAA ARIES Consent Form Agency Consent Form Client Confidentiality Form

ARIES Upload What does it look like for the AEW? 3.b. Click on the “Browse” button directly below the “Type” of document you selected. ADAP Proof of Residency HIV Letter of Diagnosis Proof of Income Release of Information Picture ID HOPWA HIPAA ARIES Consent Form Agency Consent Form Client Confidentiality Form

ARIES Upload What does it look like for the AEW? 3.c. Click on the “Pending” to save and edit at a later time. ADAP Proof of Residency HIV Letter of Diagnosis Proof of Income Release of Information Picture ID HOPWA HIPAA ARIES Consent Form Agency Consent Form Client Confidentiality Form

ARIES Upload What does it look like for the AEW? 3.c. Pending Box (Optional) Can be checked or unchecked. User will be able to save and continue with their record at a later time regardless of user permissions. Enable the “edit” button after saving your record. IMPORTANT: If the box is left unchecked and you clicked on “Save”, this record will now become a read-only record. You will have to contact their Administrative Agency to update/edit the record. The ARIES Data Team will be the only users available to edit an entry if this box is left unchecked.

ARIES Upload What does it look like for the AEW? 3.d. “Doc Dated” Look for the client’s signature date on the actual document. Use the calendar icon or enter the date manually.

ARIES Upload What does it look like for the AEW? 3.e. Obtained Date Enter the date the agency received/filled out the document. If you filled out the form with the client, then the “Doc Dated” and date “Obtained” might be the same. Use the calendar icon or enter the date manually.

ARIES Upload What does it look like for the AEW? 3.f. “Expires” date When uploading and submitting an ADAP application to THMP (combined application/eligibility documents PDF), please do not enter an “Expires” date. THMP will enter this date based on end-of-eligibility date.

ARIES Upload What does it look like for the AEW? 3.g. Source

ARIES Upload What does it look like for the AEW? 3.g. Source Enter the name of the document. Anything related to THMP, you must enter “THMP”. There should not be any variations to this guidance as it is critical for reporting purposes! Source Naming Convention ADAP application THMP Application Recertification THMP Recertification Six Month Self-Attestation THMP Self Attestation Jail Application TDCJ Application Medical Certification Form THMP Medical Certification Form (MCF) SPAP Application THMP SPAP TIAP Application THMP TIAP

ARIES Upload What does it look like for the AEW? 3.h. Location 3.i. Note The “Location” column is automatically populated with the name of the agency associated with the user. “TDCJ” “Expedite; released less than 6 months ago.”

ARIES Upload What does it look like for the AEW? SAVE record! After entering your data, click on the “Save” button to preserve your record. Then click “Save+Done” to take you back to the Eligibility Documents screen. The screen below should appear.

ARIES Upload What does it look like for the AEW? AEW sends an email to THMP… THMP TDCJ Applications Uploaded today: 123456789 987654321 121212121   Thank you, John

What should THMP be doing for ARIES Upload? THMP Does Are your classroom colors different than what you see in this template? That’s OK! Click on Design -> Variants (the down arrow) -> Pick the color scheme that works for you! Feel free to change any “You will…” and “I will…” statements to ensure they align with your classroom procedures and rules! What should THMP be doing for ARIES Upload?

ARIES Upload THMP Does…. THMP receives email, prints ARIES app, sends to processing. Check inbox for ARIES uploads on a daily basis. Open your upload and print it. Will notify you in ARIES that the application was RECEIVED (not yet processed). Update HIV2000 to indicate the application was received. Printed ARIES application will be sent for processing. Processing can take up to 14 business days. THMP TDCJ Applications Uploaded today: 123456789 987654321 121212121   Thank you, John

ARIES Upload THMP Communicates… THMP will inform you that the application has been received via ARIES. “Received: 01/30/2019” (within 2 business days) Will be sent for processing (processed within 14 business days). Suggestion: Look in ARIES 10-14 business days after upload to check for status. Call THMP if you haven’t seen an update at the end of 14 business days.

ARIES Upload THMP Communicates… Note THMP staff will enter “THMP Status Update” in this field. THMP Status Update Means… Received The application has been received and sent to process. Approved Application has been processed and the client was approved for assistance. Denied Application was processed and the client was not approved for assistance. Pending Application has been processed and is pending for the reasons listed; due date.

ARIES Upload THMP Communicates… Note: How THMP will communicate with you regarding status. Approved: Date; THMP code number; Pharmacy name “Approved 1/30/2019; THMP Code 001254; Pharmacy Thomas Street.” Incomplete: Date; THMP code number; client may reapply “Incomplete 1/30/2019; THMP code 001254; missing spouse’s income; client may reapply.” Pended: Date; THMP code number; missing information and the date the missing documents must be submitted by (the end of the eligibility period for recerts and 30 days for new applications). “Pending 1/30/2019; THMP code 001254; pending proof of termination from 2nd job at Walmart; due 2/15/2019.” Denied: Date; THMP code number; reason for denial. “Denied 1/30/2019; THMP code 001254; client over scale.”

ARIES Upload THMP Communicates…