HRAR Newsletter

September 2021 HRAR Update

What’s New: See what DSHS has worked on the past month.

In August, we showed you how the order screen works on the Pharmacy Portal. This allows pharmacies to complete medication orders within the portal, which are then routed to the Pharmacy Warehouse. Having this capability will make it easier for pharmacies to get patients the medications they need.

This month, the team is wrapping up the development of the key assessments and risk factor screens. The risk factor screen can help identify client risk factors that have been linked to the transmission and acquisition of HIV. This information may help to inform potential risk reduction strategies when developing a client’s care plan. It will also assist in identifying data trends among different modes of HIV transmission/acquisition. We also have a preview of the Substance Abuse and Mental Illness Symptoms Screener (SAMISS) Assessment, which allows for a dynamic calculation of a client’s need for substance use and/or mental health support services.

TCT SAMISS Assessment


A Look Ahead: What DSHS will be working on this upcoming month (subject to change)

  • The TCT team will continue to focus on the transition from ARIES to TCT, including the build-out of administrative functions, interfaces, and reports.
  • The TCT team is starting an operations workgroup to measure the impact of current processes.
  • Spanish translations will also be created in the Client Portal.

July and August 2021 HRAR Update 

What’s New: See what DSHS has been working on lately.

The Take Charge Texas (TCT) team focused on continuing to build out the core functions of the HRAR portal including eligibility determination processes for HIV Care Services (CARE) and the Texas HIV Medication Program (THMP). This includes managing current contracts (including the ability to create and manage services from administrative agencies), referral task boards (which help manage interagency transfers), and other various administrative functions.

  • In the June HRAR Newsletter, we showed you how Worker Portal users can use two new pages, Household Composition and Countable Income to determine two important factors: which individuals and what incomes should be included in the household calculation. These inputs allow the system to calculate eligibility automatically for users.
  • In July, we worked on more pages to assist users in the eligibility determination process: document validation and verification. The new screens below show the additional inputs for the system to calculate eligibility, including the ability to validate provided documents as proof of the four eligibility requirements, as well as provide a way to upload these documents to the client’s eligibility record. This means that clients and staff have multiple pathways to ensure they can upload the necessary documentation throughout a client’s case lifecycle!

Mockup of document validation dialog

Mockup of document validation dialog

In August, our focus was on the Pharmacy Portal and we are happy to report it is almost complete! The images below show how pharmacies can enter orders for clients independently. Once an order is submitted, it is routed to the Pharmacy Warehouse for processing. This feature allows pharmacies to be more self-sufficient when ordering medications.

Mock up of TCT orders dialog

Mockup of order details dialog


A Look Ahead: What DSHS will be working on this upcoming month (subject to change)

  • The TCT team will continue to focus on the transition from ARIES to TCT, including the build out of additional administrative functions, interfaces, and report functionality.
  • The TCT team is continuing to develop training modules for end-users of the system based on their roles. These training modules were previously defined by a training needs assessment for each impacted stakeholder group.

June 2021 HRAR Update

What’s New: See what DSHS has worked on the past month.

  • The Take Charge Texas (TCT) team focused on building the parts of the portal that pharmacies will use to input data and reports, as well as the functionality that supports the AIDS Regional Information and Evaluation System (ARIES). In addition, the team is building systems that will automate some of the eligibility determination processes for HIV Care Services (CARE) and the Texas HIV Medication Program (THMP), by verifying key policy indicators such as household composition, income, residency, and HIV diagnosis.

    See below for a sneak peek of the verification fields for Household Composition and Countable Income for the CARE or THMP program determination!

TCT Household Composition screenshot

TCT Countable Income screenshot


A Look Ahead: What DSHS will be working on this upcoming month (subject to change)

  • The TCT team will continue focusing on the transition from ARIES to TCT, including the build out of core eligibility, notifications, and report functionality.
  • The TCT team is reviewing and completing the designs for contract and select interface functionality, such as Medicaid Match and DSHS Inventory Tracking Electronic Asset Management System (ITEAMS).
  • The TCT team is conducting a training assessment to determine the learning needs associated with each impacted stakeholder group.

May 2021 HRAR Update

What’s New: See what DSHS has worked on the past month!

  • The TakeChargeTexas (TCT) team has been busy! Last month, the following items were in process or completed:
    • DSHS is developing a secure, outbound, one-way text message function to send reminders to clients.
    • DSHS is discussing the addition of several ‘Quick Links’ at the bottom of the TCT Client Portal page for convenient navigation to other DSHS HIV/STD Program information.
    • DSHS has been focused on building out critical Pharmacy functionality, including the ability to Search/Update/Create Pharmacies, Medications and Providers. Take a sneak peak of those new pages below!

A screenshot of the HRAR pharmacy search function

A screenshot of the HRAR physician/doctor search function

A screenshot of the HRAR medication/formulary search function

A Look Ahead: What DSHS will be working on this upcoming month (subject to change)

  • DSHS has started preparing for an end-user usability and functionality testing session for select functions in the Client Portal.
  • DSHS is focused on defining and building out the functionality for the following critical items:
    • Determining eligibility for CARE and THMP programs
    • Search/Update Drug Regimen and Medication Ordering (next set of critical Pharmacy functionality items)
    • Integration with HMS and ITEAMS
    • Additional Case Details screens to collect information outside basic application information, such as medical details and history

April 2021 HRAR Update

What’s New: See what DSHS has worked on the past month!

  • The TakeChargeTexas (TCT) team has been busy! Last month, the following items were completed:
    • DSHS sent survey to clients for terminology preferences for the TCT Client Portal. We received 80+ responses to this survey!
    • DSHS and Deloitte finalized the schedule and plan for user acceptance testing (UAT) for the Client Portal, which is planned for mid-May 2021.
    • DSHS and Deloitte defined requirements and reviewed initial design for core functionality of the HRAR system:
      • Agency Portal - program eligibility, contracts, select interfaces and reports, and
      • Pharmacy Portal - medication ordering and transfer
    • DSHS and Deloitte stabilized development and test environments/integrations to prepare for the Phase 1 Client Portal release and Phase 2 Agency and Pharmacy Portal continued development
    • DSHS and Deloitte completed the Worker Dashboard of the Agency Portal. This is the Agency Portal that service providers will use. This page serves as a launchpad of actions that staff can take to get started. There are a few actions defined right now but we anticipate many more to come!

      Take a sneak peak of the new Worker Dashboard here:

  Sneak Peak at Worker Dashboard

  • The Client Search page in the Agency Portal page was also finished. This will help staff quickly determine if a client already exists in the HRAR system in order to take action on their case. 

    Here’s a sneak peak of the Client Search page:

Sneak Peak at Client Search Page

A Look Ahead: What DSHS will be working on this upcoming month (subject to change)

  • DSHS plans to initialize user testing for TakeChargeTexas in May. We will be asking a small subset of our client user group to participate in this important step before final deployment.
  • DSHS is preparing a demo to highlight the main components of the TakeChargeTexas Client Portal. The demo will be made available on our website and announced in an upcoming newsletter.

A Special Thanks to our User Groups!

Thank you to all of the clients who participated in the language survey for the TCT portal!


March 2021 HRAR Update

What’s New: See what DSHS has worked on the past month!

  • We are in the process of developing mobile compatibility for the TakeChargeTexas client portal. Clients will now be able to apply for benefits from their phones!
  • The TakeChargeTexas team has spent a lot of time carefully reviewing language for the client portal to be inclusive and accessible. A client survey is being developed to gather final input from the community.
    • The survey will be sent out soon
  • Development of the client portal, TakeChargeTexas, continues. Our focus has been on developing a centralized application that will determine eligibility across HIV Care Services and the Texas HIV Medication Program (THMP). We are excited that clients will only have to complete one application!
  • We are continuing requirements gathering for the worker/agency portal- this is the portal that service providers will use.
    • Some topics include plans for centralized application intake and eligibility, document upload capability, user roles and permissions, and how DSHS will receive benefit applications from TakeChargeTexas for Care, HOPWA and THMP.
  • You can see a sneak peak of the client portal upload documents page below! This can be used to upload directly from your mobile in addition to your web browser. 

Mock-up of future TakeChargeTexas client portal upload documents page

A Look Ahead: What DSHS will be working on this upcoming month (subject to change)

  • We will continue developing features of the TakeChargeTexas client portal, including the ability to submit annual recertifications, 6-month self-attestations, and possible change requests. In addition, the team is starting initial user design on the Agency and Pharmacy Portals.
  • We plan to initiate user testing for TakeChargeTexas in April. We will be asking our client user group to participate in this important step of final development.
  • We are preparing a demo to highlight the main components of the TakeChargeTexas client portal. The demo will be made available on our website and announced in an upcoming newsletter.

A Special Thanks to our User Groups!

Thank you to our program SMEs who have been working tirelessly on the TakeChargeTexas portal and the agency/worker portal!


February 2021 HRAR Update

What’s New: See what DSHS has worked on the past two months!

  • Select user groups participated in a naming lab and through a series of activities landed on a client portal name. Everyone get ready for TakeChargeTexas!
  • Development of core client portal (TakeChargeTexas) features has begun! Our main focus has been on developing a centralized application that will determine eligibility across Care and THMP Programs. We are excited that clients will only have to complete one application!
  • Met with our first user groups, including case managers, care coordinators and eligibility workers to understand the application and recertification process which is helping us to develop a streamlined system.
  • Our client user group provided feedback to help us determine when and how often portal clients should be notified of application status changes.
  • See a sneak peak of the client portal login page:

Mock-up of future TakeChargeTexas client portal login page

A Look Ahead: What DSHS will be working on this upcoming month (subject to change)

  • Continue developing features of the TakeChargeTexas client portal including document upload, online e-sign application submission, and notification center.
  • DSHS will prepare a demo to highlight the main components of the TakeChargeTexas client portal. The demo will be made available on our website and announced in an upcoming newsletter.
  • Begin requirements gathering for the worker/agency portal- this is the portal that service providers will use.
    • Some topics may include plans for centralized application intake and eligibility, application routing from TakeChargeTexas.
  • The TakeChargeTexas team is drafting all of the language and help text for the client portal. Some user groups may see a call to action email to assist us with this process.

A Special Thanks to our User Groups!

Thank you to our case manager, care coordinator, eligibility worker and client user groups for taking time out of your schedules to answer our questions and provide your input!

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Last updated October 6, 2021