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ADAP Manual - 2003 Version

IV.  Reporting

2.  ADAP Monthly Report (AMR)

Chapter Summary
Introduction

1. ADAP Monthly Report Optical Character Recognition Instruction Sheet
2. Additional Information
3. References

Chapter Summary TOP

The Health Resources and Services Administration’s (HRSA) HIV/AIDS Bureau’s (HAB) AIDS Drug Assistance Program (ADAP) Monthly Report is a monthly data reporting system for States to report monthly program information and quarterly pricing data. This chapter outlines the purposes of the ADAP Monthly Report (AMR) and provides detailed instructions and an overview of the user functions available for the ADAP Monthly Report Application that is now an Internet-based program. This new and timesaving reporting measure was introduced to the States and adopted by the Division of Service Systems in March 2001.

Details on completing the AMR by hand can be found at the end of this chapter.

Introduction TOP

The ADAP Monthly Report (AMR) is a web-based monthly data reporting system created to gather information from ADAP grantees on program enrollment, utilization, expenditures, and changes to State ADAPs. It also collects quarterly information on the prices of specific antiretroviral drugs.

History

The Health Resources and Services Administration's (HRSA) HIV/AIDS Bureau (HAB) began developing the AMR in response to repeated requests for information from Congress, the Office of Management and Budget (OMB), and other Federal officials and agencies. The HIV/AIDS Bureau developed a draft AMR and distributed it to all State ADAPs and Title II grantees for comment in October 1996. A majority of grantees reported that they would be able to submit the AMR on a monthly basis and provided suggestions for uses of the data. Based on feedback from grantees, HAB staff, and the National Alliance of State and Territorial AIDS Directors (NASTAD), the AMR was revised. In October 1997, OMB approved this Federal data reporting system. HAB provided regional training sessions to all Title II and ADAP coordinators during November and December 1997. The AMR was implemented as a voluntary system in February 1998. On April 1, 1999, participation in the AMR became a condition of award for Title II/ADAP grantees. The AMR and the AMR quarterly drug pricing reports became Internet-based applications in March 2001. Most States are now entering AMR data on-line and have found the Web-based application user-friendlier than the previous reporting method.

AMR Information Usage

What Does HRSA Do with AMR Data?

On a monthly basis, AMR participants report on client enrollment and utilization, program expenditures, and any major changes to their State ADAP. Each quarter, ADAPs submit information on the prices paid for primary HIV antiretroviral medications. HRSA uses AMR information to monitor nationwide trends in client utilization, program costs, changing patterns of enrollment and program use. The information collected from the AMR assists HRSA in assessing the capacity of State ADAPs to maintain services for clients throughout the fiscal year. Data collected quarterly on the prices paid by State ADAPs for primary HIV pharmaceuticals allows HRSA to track nationwide pricing trends and ensure that State ADAPs are receiving the best prices possible. In addition, AMR data is used by HAB to identify emerging issues and technical assistance needs and to share information among State ADAPs. HRSA utilizes AMR data to generate reports that graphically highlight individual programs, comparisons between ADAPs, and aggregate nationwide trend analyses. These reports reflect the most up-to-date information on State ADAPs and demonstrate recent patterns and changes at both the State and the national level.

What Can State ADAPs Do with AMR Data?

State ADAPs can use information from the AMR to monitor trends in their individual programs. The data can also enhance forecasting capability by providing a tracking mechanism for expenditure patterns. Finally, the AMR allows State ADAPs to compare their programs with other State programs and with national trends.

ADAP Monthly Report Optical Character Recognition Instruction Sheet TOP

The ADAP Monthly Report (AMR) form utilizes optical character recognition technology. This process of data collection recognizes hand-printed letters and numbers and reduces the time required to report and process program information.

Before completing the form, please read the following instructions carefully. These suggestions will help to ensure the proper completion of your AMR and its efficient processing.

Marking Instructions

The computer's ability to recognize handwriting depends on the quality of the hand-printed characters written on the form. Please note the following instructions below:

• Use a black ballpoint pen or fine marker.
• Print very neatly using UPPER CASE block letters, as shown below.
• Write the provider/program number on the upper left-hand corner. (See grantee code list.)
• Complete every data element.
• Print one character within the lines of each box.
• Avoid making stray marks on the form.
• Avoid letting a letter cross the horizontal or vertical lines of the box.
• Right justify all numbers (such as zip code, client counts, and funding).
• When reporting numbers, write leading zeroes in all blank boxes.

Example: 

Example of Hand-Printed Alphabets and Numbers:

Making Corrections

Use white correction fluid to cover ink markings.

Additional Information TOP

Handling the AMR Handwritten Form

Important: If you are submitting a photocopied version of the form, please ensure that the four black boxes in each corner of the form remain intact and are in the same place. Do not fold, tear, or staple the form. The form should be faxed to HRSA at (301) 443-8143.

Obtaining Additional Forms or Information

You may obtain additional AMR forms and information on any aspect of the AMR by contacting the Division of Service Systems at (301) 443-6745.

References TOP

Sources Used for This Chapter

HRSA, HIV/AIDS Bureau, Division of Service Systems. Guide to the ADAP Monthly Report. Rockville, MD: U.S. Department of Health and Human Services, 1997.

HRSA, HIV/AIDS Bureau, Division of Service Systems. Using the ADAP Monthly Report (AMR) Application: An Introduction. Rockville, MD: InfoPro, Inc. U.S. Department of Health and Human Services, February 13, 2001.