Administrative Support Tools

Comprehensive administrative guidelines and support tools for healthcare providers implementing PrEP services, including clinical workflows, EMR optimization, and care team protocols.

Clinical Workflows
PrEP Protocols
EMR Optimization
Care Team Duties

1. Standardized Clinical Workflows

Streamlined workflows for PrEP initiation, maintenance, and transitions to ensure consistent, high-quality care across your healthcare team.

Downloadable Workflow Templates

Ready-to-use templates for implementing standardized PrEP workflows in your practice

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PDF

PrEP Eligibility Checklist

Comprehensive checklist for assessing PrEP candidacy and risk factors

Download Template
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DOC

Clinical Workflow Template

Step-by-step workflow templates for initiation, maintenance, and discontinuation

Download Template
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PDF

Patient Intake Form

Standardized intake form for sexual history and risk assessment

Download Template

PrEP Initiation Workflow

1
Identify eligible patients through intake questionnaires, risk assessments, EMR flags
2
HIV rapid test + baseline labs (renal, Hep B, Hep C, STI panel)
3
PrEP eligibility checklist completed by MA or RN
4
Provider reviews labs, prescribes PrEP (Truvada, Descovy, or Apretude)
5
Dispense starter pack (if available) or e-prescribe
6
Schedule follow-up: 1-month follow-up, then every 3 months

PrEP Maintenance Workflow

1
MA checks EMR alerts for overdue HIV/STI screening
2
RN reviews adherence, side effects, and refill needs
3
Provider renews prescription after labs verified
4
Case manager assesses insurance, navigation, adherence counseling

Discontinuation or Transition Workflow

1
Ensure HIV test is negative before discontinuation
2
Provide linkage to HIV care if seroconversion occurs
3
If patient transitions to long-acting injectable (Apretude/Lenacapavir), coordinate injection calendar

2. PrEP Protocol Templates

Evidence-based protocols for different PrEP medications, including dosing guidelines, monitoring requirements, and patient selection criteria.

Truvada (TDF/FTC)

Daily oral dosing
Use in adults and adolescents ≥35 kg
Requires baseline renal function monitoring (eGFR ≥60)
Key Monitoring Point
Monitor creatinine and bone density in long-term users

Descovy (TAF/FTC)

Daily oral dosing
Approved for cisgender men and transgender women
Renal function monitoring (safe for eGFR ≥30)
Important Note
Not indicated for receptive vaginal sex protection

Apretude (Cabotegravir IM)

Two initiation injections one month apart, then every 2 months
Requires HIV-negative status before each injection
Support adherence with appointment reminders and injection calendars
Scheduling Priority
Maintain strict injection schedule for optimal protection

Lenacapavir (Investigational)

Every 6-month subcutaneous injection
Monitor FDA guidance for future use
Development Status
Currently investigational for PrEP use - monitor regulatory updates

3. EMR Optimization

Streamline your electronic medical records system with PrEP-specific order sets, alerts, and documentation templates to improve efficiency and care quality.

Order Sets

Pre-loaded Labs

  • HIV Ag/Ab
  • Creatinine
  • Hep B surface antigen
  • Hep C antibody
  • Syphilis, gonorrhea, chlamydia

Standing Orders

3-month HIV/STI panels for active PrEP patients
Automated lab ordering based on last visit date

Alerts & Pop-Ups

HIV Screening

Reminder for all patients aged 13–64

Overdue Alerts

Pop-up alerts for overdue PrEP labs or missed refills

Hep B Vaccination

Reminder for Hepatitis B vaccination if non-immune

SOAP Note Templates

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DOC

PrEP Initial Visit SOAP Template

Complete SOAP note template for PrEP initiation visits with structured fields

Download Template
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DOC

PrEP Follow-up SOAP Template

Structured template for quarterly PrEP follow-up visits and adherence review

Download Template

EMR Order Set Templates

PrEP Lab Order Set
Baseline & Follow-up Labs
Injection Protocol
Apretude Scheduling
Alert Templates
EMR Reminders
S

Subjective

Sexual history, risk assessment, adherence review

O

Objective

Vitals, lab results, medication list

A

Assessment

Assessment of PrEP eligibility/adherence

P

Plan

Prescription plan, labs ordered, follow-up scheduled

4. Operational Supports

Essential operational tools and systems to support your PrEP program, from appointment management to clinical resources and quality tracking.

Appointment Reminders

Text & Email Reminders
Automated reminders for lab draws and injection visits
Call Reminders
Automated call reminders for overdue follow-up appointments

Clinical Database Subscriptions

UpToDate or DynaMed
Evidence-based protocols at point of care
CDC PrEP Guidelines
Integration into EMR for quick reference
AETC Training
AIDS Education and Training Center for provider CME

Data Tracking & Reporting

Track Metrics

PrEP initiation rates, adherence, and retention monitoring

Patient Dashboard

Status tracking: active, lost to follow-up, discontinued

Quality Metrics

% retained at 12 months, % with quarterly HIV testing

5. HIV Screening Protocols

Routine Screening

All patients aged 13–64: HIV screening once in lifetime

Patients with risk factors: Annual HIV screening

PrEP Patients

Every 3-month HIV screening for patients on PrEP

Advanced Testing

Reflex HIV RNA testing if antigen/antibody results are ambiguous

Timing Priority

Maintain consistent screening schedules for optimal prevention

6. Care Team Duties

Clear division of labor across your healthcare team to ensure efficient PrEP delivery and optimal patient care coordination.

Sample Division of Labor

Medical Assistant (MA)

Conduct initial HIV/STI screening as part of intake process
Document sexual history and PrEP eligibility checklist
Place standing orders for baseline labs
Key Strength
First point of contact for PrEP screening and eligibility assessment

Registered Nurse (RN)

Educate patients on medication use and side effects
Assist with refill coordination and prescription management
Monitor adherence and injection appointments
Key Strength
Patient education and ongoing adherence support specialist

Case Manager/PrEP Navigator

Insurance enrollment and medication assistance program navigation
Adherence counseling and reminder follow-up
Link to community resources and support groups
Key Strength
Holistic support for social determinants and care coordination

Provider (MD/NP/PA)

Confirm eligibility, interpret labs, prescribe PrEP
Manage complex cases (renal dysfunction, seroconversion)
Oversee team workflows and quality metrics
Key Strength
Clinical decision-making and team leadership oversight

7. Additional Administrative Supports

Essential organizational and training supports to ensure sustainable, high-quality PrEP implementation with an equity-focused approach.

Standing Orders & Protocol Approvals

Medical Director Level Approval
Ensure all protocols meet institutional standards and regulatory requirements

Staff Training Modules

Annual training on PrEP protocols
Cultural competency education
Stigma reduction training

Community Partnerships

Referral Agreements
Partner with local CBOs for navigation and testing services

Emergency Protocols

Seroconversion Response
Immediate linkage to HIV care if seroconversion occurs

Staff Training Materials & Resources

PrEP Protocol Training

Comprehensive staff training module on PrEP protocols and procedures

Download PPT

Cultural Competency

Training materials for LGBTQ+ affirming care and cultural sensitivity

Download PDF

Stigma Reduction

Workshop materials for addressing HIV/PrEP stigma in healthcare settings

Download DOC

Staff Competency Checklist

Assessment checklist for staff PrEP knowledge and competency evaluation

Download PDF

Quick Access Resource Links

CDC PrEP Guidelines
Latest clinical recommendations
AETC Training Portal
Online CME courses
UpToDate PrEP Module
Evidence-based protocols

Equity Lens

Ensuring equitable PrEP access for priority populations

Black Communities

Tailored outreach and culturally affirming care

Latino Communities

Language-appropriate services and navigation

Transgender Individuals

Gender-affirming care and specialized protocols

Youth Populations

Age-appropriate resources and family support

Implementation Priority

All administrative supports should incorporate equity considerations to address disparities and ensure PrEP reaches those who need it most.