Budgeting Basics for Sound Fiscal Management

This webinar is designed to inform DC providers that sound fiscal management is critical for organizations to improve access to health care, advance health equity, and build healthy communities. A comprehensive, well-informed, and well-managed budget is foundational to sound fiscal management.  This webinar will provide financial and non-financial managers with practical, easy-to-use information to develop and use budgets with the aim of sustaining and expanding HIV/AIDS services.

Learning Objectives: 
At the end of this webinar, you will be able to:

  • Identify different parts of a budget.
  • Describe the steps to preparing a budget.
  • Discuss methods for managing a budget throughout the year.

Faculty
Jana Collins, KADAP Project Director, University of Kentucky College of Medicine
Jana Collins has served as the Project Director for the Kentucky AIDS Drug Assistance (KADAP) Program Income Reinvestment Program (KIRP) since 2019, which is tasked with reinvesting program income generated by Kentucky’s ADAP program into HIV initiatives throughout the Commonwealth of Kentucky. Prior to this role, Jana served as the Research Protocol Manager for HIV Programs at the Ryan White HIV/AIDS Program (RWHAP) funded, Bluegrass Care Clinic (BCC) at the University of Kentucky, where she worked in various capacities starting in 2002. Jana has served as a Fiscal, Administrative, and Technical Assistance consultant for Health Resource Services Administration HIV/AIDS Bureau, participating in comprehensive and technical assistance site visits for Ryan White HIV/AIDS Program recipients since 2008 and is a consultant for Health HIV’s Fiscal Health Professional Services. Jana has a Master’s degree from the University of Kentucky Department Of Family Studies, with an emphasis in Family Financial Management and Consumer Issues.

Optimizing Outreach Data for Fiscal Health

This webinar highlights the importance of using multiple data sources to increase the efficacy of outreach, client engagement and program success. Participants will learn vital information on how to best use data and statistics, as well as real world application to inform the community about prevention in regards to HIV, HCV, STIs, and Drug User Health.

Learning Objectives

At the end of this webinar, you will be able to:

  • Recognize local, state, and national data sources as guiding tools in community health initiatives to effectively inform decision-making processes.
  • Explain the critical role of documentation in community health management.
  • Discuss the significance of data collection for Community-Based Organizations (CBOs) and its role in motivating their initiatives and spaces.
  • Describe strategies to enhance health outcomes through effective data utilization, including identifying relevant data, analyzing it, and implementing informed interventions.
  • Identify methods to leverage local data sources to address gaps in service provision.

Faculty 

Sarah Brodt is the Associate Director of Health Services Research and Evaluation, HealthHIV.  She leads research and evaluation projects through development, dissemination, measurement, analyzation and management for education, advocacy, training, and capacity building.  Sarah was previously a Healthcare-Associated Infections (HAI) Epidemiologist at the Virginia Department of Health, focusing on COVID-19 mitigation and infectious disease intervention.  She has 8+ years experience as a public health professional.

Steve Wood is the Senior Education and Advocacy Coordinator at HealthHIV.  He is based in Tully, New York and works under several programs at HealthHIV.  Steve has worked in the HIV/AIDS field since 1985, at a variety of organizations and institutions including Harvard University Medical School, The Whitehead Institute for Biomedical Research. He has served as a trainer, direct service provider and Director of multiple programs at several community-based and AIDS Service Organizations.  Steve has written and delivered a multitude of trainings for New York State, and most recently provided extensive training to Community Health Workers in Maryland under the TEACH Program.

Implementing a Schedule of Charges & Caps on Charges (Fiscal Health Series)

Overview

This webinar will provide a comprehensive overview of the Ryan White HIV/AIDS Program (RWHAP) requirements and expectations related to Schedule of Charges, imposition of charges, sliding fees schedule, and tools to help patients manage  out of pocket charges.

Learning Objectives

    • Identify the steps in client management: enrollment and eligibility, sliding fee scale and discount schedule, and cap on out-of-pocket charges
    • Describe the Ryan White HIV/AIDS Program (RWHAP) legislative requirements and program expectations as it relates to enrollment and eligibility, sliding fee scale and discount schedule, and cap on out-of-pocket charges
    • Design educational tools that can be provided to patients to assist in managing the sliding fee scale and cap on out-of-pocket charges

Preparing for a Ryan White Site Visit (Fiscal Health Series)

Learning Objectives

  • Identify the purpose of a HRSA/HAB site visit
  • Describe the types of site visits that are conducted in the Ryan White Program
  • List the steps necessary in preparing for a site visit
  • Describe the steps to adequately prepare for a HRSA/HAB site visit

Ryan White Part A Fiscal Monitoring Standards (Webinar)

Description:

This webinar provided a comprehensive overview of the Ryan White HIV/AIDS Program (RWHAP) Part A Fiscal Monitoring Standards. This presentation covered the structure of the fiscal monitoring standards and the relationship between the direct recipient of RWHAP Part A funds and sub recipients/contracts. The presentation included an overview of the site monitoring process and the responsibilities of both the recipient and sub recipient, as well as the expectation of policies and procedures and documented evidence of compliance with the fiscal monitoring standards. The presentation concluded with a discussion of the components of the Fiscal Monitoring Standards.

Learning Objectives:

  • Describe the structure of the Fiscal Monitoring Standards
  • Identify the differences between a recipient, a sub-recipient, and a contractor
  • Discuss RWHAP Monitoring Requirements between a Recipient and a Sub-recipient
  • Identify the difference and expectations regarding policies and procedures
  • Describe the components of the Fiscal Monitoring Standards and required components for compliance

Nonprofit Financial Basics: Financial Oversight and Sustainability Related to Transitioning to Fee for Service Reimbursement

As local healthcare funding moves from traditional grant models to fee-for-service, HIV organizations need to adapt their fiscal systems. Clinical, program, and fiscal managers are invited to an interactive workshop to build on the fiscal and financial management core skills discussed in the Part I and explore core budgeting strategies for fee for service.

This in-person training will explore key budget building skills and how budgets are important to financial health and sustainability.  Participants will also discuss the transition from Grant-Based funding to Unit Cost-Based funding and how a “Unit of Service” funding model works. This training will also explore best practices to integrate this funding methodology into organizational fiscal and financial management systems and practices.  Participants will conclude the training session with mini-case study examples that will help you vision unit cost applications and we will discuss advantages and challenges related to unit costs. Objectives include:

  • Review a list of the top ten practices important to improving and enhancing fiscal and financial sustainability.
  • Explore the 12 steps of effective budget building for nonprofit organizations.
  • Discuss Effective Financial Messaging and how to develop a financial Dashboard.
  • Overview the key differences between Grant-Based Funding model and Unit Cost-Based Funding model.

Throughout the training, participants will explore how unit costs work and how to perform unit cost analysis and its impact on budgets and planning and financial resources.  Application advantages and challenges will be presented, and mini-case study examples will be used to demonstrate how unit costs are applied.

Event page: Nonprofit Financial Basics: Financial Oversight and Sustainability Related to Transitioning to Fee for Service Reimbursement

Program, Clinical, and Fiscal Managers: Develop Budgeting & Projection Skills to Sustain HIV Programs

As local healthcare funding moves from traditional grant models to fee-for-service, HIV organizations need to adapt their fiscal systems. This in-person training provided program and fiscal managers the technical skills to lead critical sustainability discussions. Participants collaborated with trainers and peers to understand the concepts behind projection-based budgeting, prepare to adapt budgeting practices to the changing economic conditions, and develop strategies to maximize limited resources.

Learning Objectives:

  • Explore how budgets can be a catalyst to effective data sharing and communication between staff, leadership, and board members
  • Discuss key components of nonprofit financial statements and be able to ask strategic questions and identify “red flags”
  • Understand the differences in accounting practices between nonprofit and for-profit entities, focusing on sponsorships, grants and contributions
  • Test new skills with a group of peers through a collaborative case study

Throughout the training participants interpreted and analyzed actual budgets and left with sample projection-based dashboards to adapt and use within their agencies. Take-away practice sheets were provided to assist with improving financial accountability and transparency.

Event Page: Program, Clinical, and Fiscal Managers: Develop Budgeting & Projection Skills to Sustain HIV Programs

Fiscal Health Training for Ryan White Administrators

This training prepares Ryan White administrators to strengthen fiscal systems, achieve service delivery goals, and ensure compliance with federal regulations. Interactive sessions discuss the program requirements, monitoring standards, and performance measures that all Ryan White program managers need to know. Training topics include:

  • Understanding HRSA/HAB National Fiscal Monitoring Standards
  • Implementing a Schedule of Charges and Caps on Patient Charges
  • Tracking, Reporting, and Spending Program Income
  • Reporting Time and Effort
  • Individualized Technical Assistance

Event Page: Fiscal Health Training for Ryan White Administrators

Developing Unit Costs for Ryan White Services

Knowing the true cost to provide a unit of service can assist Ryan White programs in developing budgets, negotiating reimbursement rates, and planning for service expansion. This training will discuss the purpose of unit cost assessments, review the steps to evaluating costs associated with providing a service, and provide examples of health centers implementing unit cost assessments to sustain and expand services.

Event Page: Developing Unit Costs for Ryan White Services