Ryan White HIV/AIDS Program - Part F
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Ryan White HIV/AIDS Program - Part F Dental Reimbursement Program (DRP) HRSA-14-098 Technical Assistance Conference C - PowerPoint PPT Presentation

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Ryan White HIV/AIDS Program - Part F Dental Reimbursement Program (DRP) HRSA-14-098 Technical Assistance Conference Call January 22, 2014. Presented by: The HIV/AIDS Bureau Division of Community HIV/AIDS Based Programs HRSA/HAB. Part F DRP : Agenda .

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Ryan White HIV/AIDS Program - Part FDental Reimbursement Program (DRP)HRSA-14-098 Technical Assistance Conference CallJanuary 22, 2014

Presented by:

The HIV/AIDS Bureau

Division of Community HIV/AIDS Based Programs


Part f drp agenda
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

Part f drp background and purpose
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

Part f drp eligibility
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, 2012 through June 30, 2013

  • Only one application per organization allowed

Part f drp dental services report dsr
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 ([email protected])

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

Dsr continued
DSR Continued

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

    • 2014 Dental Services Report

      • February 26, 2014 due date

Completing dental services report
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

Part f drp sf424 items
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

Part f drp sf424 items continued
Part F DRP: SF424 Items Continued

  • Item #12: HRSA-14-098

  • Item #15: RW DRP

  • Item #17a July 1, 2014

  • Item# 17b: February 28, 2015

Part f drp sf424 items continued1
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, 2012 to June 30, 2013

  • Item #18g: Same amount as #18a

  • Item #19: Check “C”

  • Item #21: “I agree”

Part f drp notice of award
Part F DRP: Notice of Award

  • Notice of Award (NOA) should arrive sometime in

    July 2014, 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, 2015

Application submission process
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

  • System for award management sam
    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

    Application submission process1
    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!

    Application where is it
    Application: Where is it?

    • Final Guidance located at www.grants.gov

    • Also found at

      • www.hrsa.gov/grants

      • Announcement number HRSA-14-098

      • Application Instructions (FOA)

      • Application Package

    • Adobe Reader 8.1.1. version or later

    Pearls for success
    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!

    Application reminders and tips
    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


      E-mail a copy to Ryan White Data Support

    Tracking submissions in grants gov
    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


    Grants gov contact information
    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:



      • Phone: 1-800-518-4726

      • Hours of operation are Monday –Friday

      • 24 hours, 7 days a week

      • Closed on Federal Holidays

      • Email is [email protected]

    Part f drp submission tips part 1
    Part F DRP: Submission Tips Part 1

    • All applicants must be received in www.Grants.gov by 11:59 p.m. Eastern Timeon February 26, 2014


    • The Dental Services Report must be submitted in two formats by February 26, 2014, 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: [email protected]

    Part f drp ryan white support help desk
    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: [email protected]

    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

    Part f drp contact information
    Part F DRP: Contact Information


    Mahyar Mofidi, DMD, PhD

    Southern Branch Chief &

    Chief Dental Officer


    Phone: 301-443-2075

    Email: [email protected]


    Potie Pettway

    Grants Management Specialist


    Phone: (301) 443-1014

    Email: [email protected]