Emergency Protocols Due to COVID‐19

Lisa Muttiah

HIV Grants Manager

March 13, 2020 (Tarrant County, TX) -- Thanks to each of you who work hard every day to provide services to the more than 3,000 people served with Ryan White Funding in the Fort Worth TGA. During the rapidly-changing COVID-19 pandemic the following protocols are being implemented. As information is rapidly changing, the emergency protocols will be updated. The goal is to assure continuity of care while assuring people with HIV are not placed at risk:

  1. Clients should not have to go in to a subrecipient clinic or agency if there is not an urgent need. It is prudent to keep “well” clients out of the clinics and other agencies to the degree that you can.
  2. Telehealth and/or telemedicine should be utilized to deliver services, as applicable. If telehealth/telemedicine isn’t an option, please plan to check in with patients by phone to ensure there are no new acute issues which need to be evaluated in the clinic.
  3. Subrecipients should have a process in place to identify high risk and medically fragile clients.
  4. There should be a method in place to communicate with clients about what to do regarding their care. This messaging should be standardized.
  5. The Centers for Disease Control and Prevention has updated recommendations posted online regarding the COVID-19 or Coronavirus.  Specifically, those at risk of contracting COVID-19 are advised to ask for extra medication from their medical providers and to avoid travel and crowded places as much as possible.  To assist with medication access, patients should be given 90-day supply of medication refills. See page two of this memo for information on changes ADAP is making to assure medication access. If there are problems with ADAP lapses, EFA or LPAP can be utilized to help ensure medications are not disrupted. Please maintain records of impacted clients.
  6. There may be clients needing eligibility annual updates or recertifications. We are awaiting guidance from DSHS on eligibility for Part B and State Services.
  7. Emergency preparedness or contingency plans should be reviewed. Please provide the AA a copy of emergency preparedness plans for review. The AA needs to understand how critical services will be provided by clinics and other subrecipients in case of disruptions.
    communications through the ADAP email groups as we have more information. The Care Services Group will keep the Administrative Agencies (AA’s) informed as communication is released.

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Texas HIV Medication Program Response:
THMP wants to ensure that those who are at greater risk for COVID-19 have access to medications to stay healthy.  To facilitate this, THMP will do the following:

  1. An additional 30-day supply will be provided for all ADAP 30-day fill requests submitted by pharmacies.  THMP will request that the pharmacy dispense both bottles unless the client does not want both bottles or the remaining prescription fills do not allow for it.  Remaining medication can be held and transferred later. 
  2. Orders for medications will be accepted 20 days early.  This includes both 30- and 90-day fills.
  3. Pharmacies are encouraged to provide medications by mail order if this is a service the pharmacy currently provides.  If not, pharmacies can advise clients to contact the program to transfer medications to a mail-order pharmacy. 
  4. Please have clients contact their agency or THMP if they have questions about eligibility or are facing other challenges.  

At this time, we do not know how long these changes will be necessary.  Please be on the lookout for future communications. Thank you so much for your continued service, support, and for being proactive regarding this issue.  DSHS will continue to release



News release date: March 13, 2020