Common use of Annual Formal Reviews Clause in Contracts

Annual Formal Reviews. On an annual basis, AICs must conduct formal reviews of all active agencies in their region. AICs must have a documented process to evaluate resource records to ensure they are consistent and adhere to style guide requirements. The timing of these reviews should be based on the date of the last formal review to ensure compliance with the required timeframe. This enables AICs to perform this function throughout the year, rather than for one month. HHSC/TIRN requires formal reviews to be completed within a 13-month timeframe. Formal reviews must be documented in writing to capture the AIC’s attempts and methods used to contact the agencies, as well as the outcomes of communications with agency representatives. Documentation should also track the response rate of the agency being reviewed and contact methods used (e.g., telephone, email, fax, site visit, etc.). The AIC’s formal review process must also include criteria for removing an agency from the database when information cannot be verified. Formal review documentation must be retained in accordance with contract retention requirements and provided to HHSC/TIRN via email upon request. HHSC/TIRN will conduct database audits to verify this requirement has been met. Contractor must conduct formal reviews of 100% of the active agencies within a 13-month timeframe.