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Ryan White Program Part A/MAI Subrecipient Survey

Evaluation Period: March 1, 2023 – February 29, 2024
Survey Open: April 8, 2024 - April 19, 2024.

All Ryan White Program Part A/MAI-funded subrecipients must complete this survey.

The Assessment of the Recipient Administrative Mechanism (AAM) is a Health Resources and Services Administration (HRSA)-mandated evaluation, and a major activity of the Miami-Dade HIV/AIDS Partnership Strategic Planning Committee.

This AAM survey covers the activities of the Ryan White Program grant Recipient: The Miami-Dade County Office of Management and Budget-Grants Coordination, during the Ryan White Program (RWP) Fiscal Year FY 2023-2024: March 1, 2023-February 29, 2024.

Responses are tallied and reported in aggregate form without identifying information.

A separate survey will be distributed to Miami-Dade HIV/AIDS Partnership members addressing these issues and other concerns. If you represent both a subrecipient AND are a Partnership member, you are asked to complete two surveys.

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* 1. Please enter your Organization’s Name

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* 2. Please enter the First and Last Name and Title of the primary person completing this survey. (This is required for tracking responses and will not be included in the final report.)

You will have the option in Statement #3 to include additional people who are helping to complete the survey.

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* 3. OPTIONAL: Please enter the First and Last Name(s) and Title(s) of additional people who are helping to complete the survey.

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* 4. The Miami-Dade County Office of Management and Budget-Grants Coordination (“the Recipient”) conducted a fair contract negotiation process with our organization.

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* 5. The Recipient sent award notifications/letters to our organization in a timely manner.

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* 6. The Recipient executed our organization’s contract in a timely manner.

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* 7. There were no significant differences between billed versus reimbursed amounts for our organization that were not discussed prior to any disallowance.

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* 8. The Recipient contacted our organization to review utilization and expenditures that were not on target.

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* 9. The Recipient reviewed our organization’s service utilization and reimbursement requests submissions in a timely manner.

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* 10. The Recipient provided payment to our organization within 30 days of submission of complete and accurate invoices.

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* 11. The Recipient clearly explained any holds or disallowances on reimbursement requests.

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* 12. When/if our organization requested programmatic and/or fiscal technical assistance or training, it was provided in a timely manner.

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* 13. The Recipient provided our organization with a clear explanation of Ryan White Program reporting requirements (i.e., Ryan White HIV/AIDS Program Services Report (RSR), Annual Progress Report, client eligibility screening, etc.).

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* 14. Communication between the Recipient and our organization has been timely.

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* 15. Communication between the Recipient and our organization has been effective.

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* 16. The Recipient informed our organization of reallocation processes (sweeps) and the requirements of a spending plan in order to adjust our organization's budget during the contract year.

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* 17. The Recipient kept our organization well informed of policies, procedures, and updates from the Centers for Disease Control and Prevention (CDC) regarding COVID-19 requirements and recommendations which impact Ryan White Program clients and subrecipients.

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* 18. The Recipient kept our organization well informed of Miami-Dade HIV/AIDS Partnership decisions that impact Ryan White Program subrecipients (e.g., approval of or changes to service definitions, notice of Prescription Drug Formulary changes, updates to Allowable Medical Conditions, changes to billable services, etc.).

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* 19. When contract non-compliance issues were raised, the Recipient provided adequate time for remediation specific to the issue.

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* 20. In response to our requests, the Recipient provided guidance and clarification to our organization for any program-related document, reporting requirement, or other requested items, in a timely manner.

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* 21. The Recipient responded adequately to inquiries, requests, and problem-solving needs from our organization.

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* 22. The Recipient's staff was courteous and respectful.

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* 23. Behavioral Science Research Corp. (BSR), the Recipient’s Ryan White Program Clinical Quality Management contractor, responded adequately to inquiries, requests, and problem-solving from our organization.

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* 24. The Groupware Technologies, LLC (GTL) Provide® Enterprise Miami (PE
Miami) client data management system is reliable.

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* 25. The PE Miami client database system is easy to use.

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* 26. The PE Miami client database system generates organization-specific data in an efficient and user-friendly manner.

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* 27. The PE Miami client database system vendor, Groupware Technologies, responds promptly and adequately to inquiries, data requests, and system trouble-shooting.

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* 28. OPTIONAL: Additional comments/suggestions regarding the Recipient, BSR, PE Miami, Groupware Technologies, and/or other matters.

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