Health Information Technology Request for Grant Applications Applicant Conference October 25, :00am - 1:00pm

Conference Panelists Bill Schroth - Moderator Anna Colello - Evaluation Co-Chair Ellen Flink - Evaluation Co-Chair Marybeth Hefner-DOH Grants Administrator Dennis Kling - DOH - Reimbursement Bob Veino - DOH - Legal Lora LeFebvre - DASNY - Finance Sara Richards - DASNY - Legal

HEAL NY - Phase I Support Federal Strategic HIT Plan Broad definition of Clinical Data Information Sharing Projects Principle: Large public interest in building clinical data sharing infrastructure Majority of funds to existing stakeholders Show community benefit and support

Financial Issues Funding for capital costs - Statutory 50% match funds required – Leverage grants – “Skin in the game” Financial viability – Real implementation, not temporary – Encourage payer involvement Financially distressed entities – 70% match and preference

Multi-Stakeholders / Community Buy-in Across corporate/stakeholder boundaries Minimum requirements The more the merrier Openness to new stakeholders

Technology Existing standards Standards & certification RFPs Interoperability Choice of platforms/vendors

Regional Allocations HEAL NY totals $1 billion Phase I is $ million, about 5% Not a concern for applicants Evaluation combines project quality with geographic distribution Right to alter grant/project size

Capital Costs and Matching Funds Project Phases – Preliminary design phase – Software development phase – Post-implementation/operational phase

Preliminary Design Phase Costs apply only to matching costs Direct costs only Must be incurred 2/1/05 or later

Software Development Phase Costs can apply to match or be reimbursable Direct costs only If used for match, must be incurred 2/1/05 or later If used for reimbursement, must be incurred after contract start

Post-Implementation / Operational Phase Costs apply only to matching costs Direct costs only Must be incurred 2/1/05 or later

Examples of Allowed Costs Payroll for staff directly involved Payroll related costs (employee benefits) Travel for direct staff Hardware Software purchase - specific to project Software development by third party

Frequently Asked Questions Applicants 1.Must be an eligible entity 2.May be part of more than one application 3.May be Clinical Information Data Exchange made up of “3.2” eligible entities 4.Must share electronic clinical data with stakeholder of different category/ownership 5.Letter/Agreement/MOU between eligible applicant and stakeholder satisfies the commitment requirement

Stakeholders Same entities are eligible applicants with the addition of adult homes, with assisted living programs “ALP”, licensed home care agencies, hospice, payers, pharmacies Must be medical entity to qualify and the more appropriate organizations that partner the better May be part of multiple applications

Project Categories Project to develop community-wide clinical data sharing E Prescription Capabilities Electronic Medical Records 1.Project can be more than one category 2.Scanned documents don’t meet test of Electronic Medical Record because lack interoperability 3.Funding request cannot be for EMR within one health system regardless of number of sites

Financially Distressed “Significant role” in project determined by what is described on case by case basis Financial viability of the project as a whole despite financially distressed as stakeholder Negative impact of financially distressed is balanced by greater portion of grant funding (70% instead of 50%)

Technology National standards and certification processes are expected to be operational before end of grant Certification statements required that applicant will become certified within six months of standards becoming operational Information technology projects not telemedicine

Requirement to Certify that:  I will make every effort to ensure that the applicant will be consistent with the goals and recommendations, when available, of the Commission on Health Care Facilities in the Twenty-First Century, as established pursuant to Section 31 of Part E of Chapter 63 of the Laws of  I will make every effort to ensure that the applicant will design a project which is interoperable and adheres to the national standards for their type of Project.  I certify that the work covered by the Grant Disbursement Agreements (“GDAs”) shall be deemed “public work” subject to and in accordance with Articles 8, 9 and 10 of the Labor Law, if applicable.  I certify that the applicant will collaborate with other grant recipients in their region and with the Department of Health on the development of statewide standards.  I certify that the information contained in this application and attached materials are accurate and true.  I certify that the funds received pursuant to subdivision 1 of section 2818 of the Public Health Law will be expended solely for the purposes for which the monies were awarded under the RGA for __________________________________. (Name of Facility)

Evaluation Criteria Project Description Quality Component Technology Community Buy In Project Monitoring and Evaluation Project Finances

Evaluation Criteria (cont.) The Technical component is worth 80% and the Financial component is worth 20% Within the technical component, the areas of most importance are: quality, technology and community buy-in/commitment The technical component and financial component will be reviewed by separate teams An approval committee will make the final award determinations

Award Criteria Considerations Strength and scope of overall Project Availability of funds Responsiveness to the goals and objectives of HEAL NY and the RGA Evidence of substantial applicant organizational capability, support and commitment Potential impact of the project on the community or populations served Financial commitment and viability

Submitting the Application Applications must be prepared using the forms on the website, including the budget and certification. Attachments can be found at: Applications should be submitted to: Fred Genier Director, Grants and Procurement Section New York State Department of Health Room Corning Tower Albany, New York

Key Dates Application Receipt Date: November 30, 2005 Anticipated Award Date: January 2006 Anticipated Contract Date: March 2006

Next Steps The Question and Answer period has been extended to cob on Friday, October 28, 2005 The Q & A document will be posted by November 7, 2005 on the website at: Any other questions regarding the application process can be sent to:

Thank you