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Presented by: The HIV/AIDS Bureau Division of Community HIV/AIDS Based Programs

Ryan White HIV/AIDS Program - Part F Dental Reimbursement Program (DRP) HRSA-13-171 Technical Assistance Conference Call February 21, 2013. Presented by: The HIV/AIDS Bureau Division of Community HIV/AIDS Based Programs Director: Dr. Margarita Figueroa-Gonzalez DHHS/HRSA/HAB.

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Presented by: The HIV/AIDS Bureau Division of Community HIV/AIDS Based Programs

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  1. 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 Programs Director: Dr. Margarita Figueroa-Gonzalez DHHS/HRSA/HAB

  2. Part F DRP: Agenda • Overview of Dental Reimbursement Program • Dental Reimbursement Report • Overview of Application Process • Grants.Gov • Application Process • SF 424 • Tips for Preparing the Application • Q&A

  3. 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

  4. Part F DRP: Eligibility Dental Schools Post Doctoral Dental Education Programs Dental 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

  5. 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.gov Grants.Govwill 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.

  6. 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 section • April 12, 2013 due date

  7. Completing Dental Services Report • Item 8a: Total number of HIV patients who receive care at your organization • Exclusively paid by Ryan White • Partially paid by Ryan White • Items 18 and 19: Direct Reimbursements from third party payers (Private or Public) • Items 23b and Items 24 to 28 • One page limit per item • Appendix A for additional information

  8. 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

  9. 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

  10. 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”

  11. Part F DRP: Notice of Award • Notice 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

  12. 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 allowed

  13. 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

  14. ApplicationSubmission Process • First: Register your organization • Second: Register yourself or designee as Authorized Organization Representative • Third: Get authorized by your agency to submit Register at www.grants.gov Click on “Get Registered” Registration can take at least one month START NOW!

  15. Application: Where is it? • Final Guidance located at www.grants.gov • Also found at • www.hrsa.gov/grants • Announcement number HRSA-13-171 • Application Instructions (FOA) • Application Package • Adobe Reader 8.1.1. version or later

  16. PEARLS for Success! • Read and review FOA carefully • Include all requested information/documents • Apply early! • Make sure the person who can submit doe your organization is available • Plan ahead for scanning documents • Use the latest versions • Application package • Adobe Reader software 8.1.1. or later • Have all your pin numbers and passwords handy!

  17. Application Reminders and Tips • Organization 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

  18. Tracking Submissions in Grants.Gov • Submission Receipt E-mail • Submission Receipt (receive within 2 business days) • “Track My Application” link • Submission Validation E-mail • 2nd e-mail from Grant.Gov validating your application • Rejection with errors • Grantor Agency Retrieval Email • Third e-mail from Grants.Gov • HRSA has confirmed receipt of application package • 4th and final will be the Agency Tracking Number Grants.Gov Website http://www.grants.gov/applicants/apply_for_grants.jsp

  19. Grants.Gov Contact Information • When to contact Grants.gov Help Desk: • Error message • Other technical issues • Application DID NOT transmitted to HRSA • Electronic Submission User Guide: http://grants.gov/agencies/grantors_help_resou.jsp • CONTACT GRANTS.GOV HELP DESK • Phone: 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

  20. Part F DRP: Submission Tips Part 1 • All applicants must be received in www.Grants.gov by 11:59 p.m. Eastern Timeon 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

  21. Part F DRP: Ryan White Support Help Desk WRMA/CSR Ryan White Project Toll-Free Help Line: 1-888-640-9356 Monday – Friday, 9:00 a.m. to 5:30 p.m. EDT E-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

  22. Part F DRP: Contact Information Program Mahyar Mofidi, DMD, PhD Southern Branch Chief & Chief Dental Officer HRSA/HAB/DCHAP Phone: 301-443-2075 Email: mmofidi@hrsa.gov Grants Potie Pettway Grants Management Specialist HRSA/DGMO (OFAM) Phone: (301) 443-1014 Email: ppettway@hrsa.gov

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