Ryan White HIV/AIDS Program - Part FDental Reimbursement Program (DRP)

HRSA-13-171 Technical Assistance

Conference CallFebruary 21, 2013

Presented by:The HIV/AIDS Bureau

Division of Community HIV/AIDS Based ProgramsDirector: Dr. Margarita Figueroa-Gonzalez

DHHS/HRSA/HAB

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Part F DRP: Agenda

Overview of Dental Reimbursement ProgramDental Reimbursement Report Overview of Application Process

Grants.GovApplication ProcessSF 424

Tips for Preparing the ApplicationQ&A

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Part F DRP: Background and Purpose

· First appropriated in Fiscal Year 1991

· To partially defray the uncompensated costs incurred by dental education institutions in providing oral health services to persons living with HIV/AIDS

· Primary purpose of DRP: · Improve access to oral health care services for HIV

patients

· Train dental and hygiene students and dental residents care related to HIV/AIDS

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Part F DRP: Eligibility

Dental SchoolsPost Doctoral Dental Education ProgramsDental Hygiene Education Programs Institutions MUST be accredited by the

Commission on Dental Accreditation

Institutions MUST have documented unreimbursed costs of oral health care provided to persons living with HIV/AIDS

Unreimbursed costs from July 1, 2011 through June 30, 2012

Only one application per organization allowed

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Part F DRP: Dental Services Report (DSR)

Applicants must include the Dental Services Report in

two formats:Attachment #1 for Grants.gov as Adobe PDF file

Must be uploaded as Adobe PDF in Grants.govGrants.Gov will ONLY accept Adobe PDF file

Submit to Ryan White Data Support as MS Access file (RWdatasupport.wrma@csrincorporated.com)

http://hab.hrsa.gov/manageyourgrant/reportingrequirements.html. 5

DSR Continued

Instructions for completing the report can be found at: http://hab.hrsa.gov/manageyourgrant/reportingrequirements.html#Dental 2013 Dental Services Report

Grantee Report sectionApril 12, 2013 due date

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Completing Dental Services ReportItem 8a: Total number of HIV patients who receive

care at your organizationExclusively paid by Ryan WhitePartially paid by Ryan White

Items 18 and 19: Direct Reimbursements from third party payers (Private or Public)

Items 23b and Items 24 to 28One page limit per itemAppendix A for additional information

Part F DRP: SF424 items

Item #1: Check Application

Item #2: Check New

Item #8a: Applicant’s institution name

Item #8b: Employer Information Number (EIN)/TIN

Item #8c: DUNS number

Item #10: Health Resources and Services Administration

Item #11: 93.924 (CFDA number) Ryan White HIV/AIDS DRP 7

Part F DRP: SF424 Items Continued

Item #12: HRSA-13-171

Item #15: RW DRP

Item #17a July 1, 2013

Item# 17b: February 28, 2014

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Part F DRP: SF424 Items Continued

Item #18a: Provide the total unreimbursed costs of oral health care provided to persons living with HIV/AIDS from July 1, 2011 to June 30, 2012

Item #18g: Same amount as #18a

Item #19: Check “C”

Item #21: “I agree”

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Part F DRP: Notice of AwardNotice of Award (NOA) should arrive sometime in July 2013, indicating the amount of the award

Payment Management System (PMS): funds will be deposited there

If your institution already receives Federal grant funds, your PMS account should exist

NOA: will provide instructions for establishing PMS

Notify your Business Official once you receive the NOA

Funds must be expended by February 28, 2014 10

Application Submission Process

• BEFORE registering at www.grants.gov Obtain a Data Universal Number System (DUNS)

number Ensure active System for Award Management (SAM)

registration

• Agency or Organization MUST register online at www.grants.gov

Agency or Organization MUST register online at www.grants.gov

Only one application per organization allowed12

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System for Award Management (SAM)Central Contractor Registration (CCR)

transitioned to the System for Award Management (SAM) at the end of July 2012.

SAM will reduce the burden on those seeking to do business with the government. Vendors will be able to log into one system to manage their entity information in one record, with one expiration date, through one streamlined business process.

SAM information must be updated at least every 12 months to remain active (for both grantees and sub-recipients).

https://www.sam.gov

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Application Submission Process

First: Register your organizationSecond: Register yourself or designee as

Authorized Organization Representative

Third: Get authorized by your agency to submit

Register at www.grants.govClick on “Get Registered”

Registration can take at least one monthSTART NOW!

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Application: Where is it?

Final Guidance located at www.grants.gov

Also found at www.hrsa.gov/grantsAnnouncement number HRSA-13-171Application Instructions (FOA)Application Package

Adobe Reader 8.1.1. version or later

PEARLS for Success! Read and review FOA carefullyInclude all requested information/documents Apply early!Make sure the person who can submit doe your

organization is availablePlan ahead for scanning documentsUse the latest versions

Application packageAdobe Reader software 8.1.1. or later

Have all your pin numbers and passwords handy!

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Application Reminders and TipsOrganization must have a DUNS number and your organization’s SAM registration must be up to date to apply on Grants.gov

Register at Grants.gov

Do not e-mail your application to Project Officer or Grant Management Specialist.

The application must be submitted electronically through Grants.gov

Dental Services Report as Attachment #1 in Grants.Gov

AND E-mail a copy to Ryan White Data Support

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Tracking Submissions in Grants.GovSubmission Receipt E-mail

Submission Receipt (receive within 2 business days)

“Track My Application” linkSubmission Validation E-mail

2nd e-mail from Grant.Gov validating your application

Rejection with errors Grantor Agency Retrieval Email

Third e-mail from Grants.GovHRSA has confirmed receipt of application

package4th and final will be the Agency Tracking

NumberGrants.Gov Website

http://www.grants.gov/applicants/apply_for_grants.jsp

Grants.Gov Contact Information When to contact Grants.gov Help Desk:

Error messageOther technical issuesApplication DID NOT transmitted to HRSA

Electronic Submission User Guide:http://grants.gov/agencies/grantors_help_resou.jsp

CONTACT GRANTS.GOV HELP DESKPhone: 1-800-518-4726• Hours of operation are Monday –Friday• 24 hours, 7 days a week• Closed on Federal Holidays • Email is support@grants.gov

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Part F DRP: Submission Tips Part 1

All applicants must be received in www.Grants.gov by 11:59 p.m. Eastern Time on April 12, 2013

NO EXCEPTIONS !

The Dental Services Report must be submitted in two formats by April 12, 2013, 11:59 PM ET:

Submit Dental Services Report as Attachment #1 in Adobe PDF format

MS Access E-mail to Ryan White Data Support

E-mail: RWdatasupport.wrma@csrincorporated.com

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Part F DRP: Ryan White Support Help Desk

WRMA/CSR Ryan White ProjectToll-Free Help Line: 1-888-640-9356 Monday – Friday, 9:00 a.m. to 5:30 p.m. EDTE-mail: RWdatasupport.wrma@csrincorporated.com

Phone: Provide your institution’s name to the Technical Assistance Specialist.

E-mail: Include in the message text Institution’s name Position title of requestor

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Part F DRP: Contact Information

GrantsPotie Pettway

Grants Management Specialist

HRSA/DGMO (OFAM)

Phone: (301) 443-1014Email: ppettway@hrsa.gov

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Program Mahyar Mofidi, DMD, PhD

Southern Branch Chief & Chief Dental OfficerHRSA/HAB/DCHAP

Phone: 301-443-2075Email: mmofidi@hrsa.gov