Ryan White HIV/AIDS Program - Part F Dental Reimbursement Program (DRP) HRSA 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 1

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 2

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 3

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 4

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.Gov will ONLY accept Adobe PDF file Submit to Ryan White Data Support as MS Access file ts.html. ts.html 5

DSR Continued Instructions for completing the report can be found at: ements.html#Dental ements.html 2013 Dental Services Report Grantee Report section April 12, 2013 due date 6

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 7

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: (CFDA number) Ryan White HIV/AIDS DRP 7

Part F DRP: SF424 Items Continued Item #12: HRSA Item #15: RW DRP Item #17a July 1, 2013 Item# 17b: February 28,

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” 9

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,

Application Submission Process BEFORE registering at Obtain a Data Universal Number System (DUNS) number Ensure active System for Award Management (SAM) registration Agency or Organization MUST register online at Only one application per organization allowed 12

System for Award Management (SAM) Central Contractor Registration (CCR) transitioned to the System for Award Management (SAM) at the end of July 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). 13

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

Application: Where is it? Final Guidance located at Also found at Announcement number HRSA Application Instructions (FOA) Application Package Adobe Reader version or later 15

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 or later Have all your pin numbers and passwords handy! 16

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 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 a copy to Ryan White Data Support 17

Tracking Submissions in Grants.Gov Submission Receipt Submission Receipt (receive within 2 business days) “Track My Application” link Submission Validation 2 nd from Grant.Gov validating your application Rejection with errors Grantor Agency Retrieval Third from Grants.Gov HRSA has confirmed receipt of application package 4 th and final will be the Agency Tracking Number Grants.Gov Website 18

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: CONTACT GRANTS.GOV HELP DESK Phone: Hours of operation are Monday –Friday 24 hours, 7 days a week Closed on Federal Holidays is 19

Part F DRP: Submission Tips Part 1 All applicants must be received in by 11:59 p.m. Eastern Time on April 12, 2013www.Grants.gov 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 to Ryan White Data Support 20

Part F DRP: Ryan White Support Help Desk WRMA/CSR Ryan White Project Toll-Free Help Line: Monday – Friday, 9:00 a.m. to 5:30 p.m. EDT Phone: Provide your institution’s name to the Technical Assistance Specialist. Include in the message text Institution’s name Position title of requestor 21

Part F DRP: Contact Information Grants Potie Pettway Grants Management Specialist HRSA/DGMO (OFAM) Phone: (301) Program Mahyar Mofidi, DMD, PhD Southern Branch Chief & Chief Dental Officer HRSA/HAB/DCHAP Phone: