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Health Information Technology Request for Grant Applications. Applicant Conference October 25, 2005 10:00am - 1:00pm. Conference Panelists. Bill Schroth - Moderator Anna Colello - Evaluation Co-Chair Ellen Flink - Evaluation Co-Chair Marybeth Hefner-DOH Grants Administrator

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Health Information Technology Request for Grant Applications

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health information technology request for grant applications

Health Information TechnologyRequest for Grant Applications

Applicant Conference

October 25, 2005

10:00am - 1:00pm

conference panelists
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
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
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
Multi-Stakeholders / Community Buy-in
  • Across corporate/stakeholder boundaries
  • Minimum requirements
  • The more the merrier
  • Openness to new stakeholders
  • Existing standards
  • Standards & certification RFPs
  • Interoperability
  • Choice of platforms/vendors
regional allocations
Regional Allocations
  • HEAL NY totals $1 billion
  • Phase I is $52.875 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
Capital Costs and Matching Funds
  • Project Phases
    • Preliminary design phase
    • Software development phase
    • Post-implementation/operational phase
preliminary design phase
Preliminary Design Phase
  • Costs apply only to matching costs
  • Direct costs only
  • Must be incurred 2/1/05 or later
software development phase
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
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
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
Frequently Asked Questions


  • Must be an eligible entity
  • May be part of more than one application
  • May be Clinical Information Data Exchange made up of “3.2” eligible entities
  • Must share electronic clinical data with stakeholder of different category/ownership
  • Letter/Agreement/MOU between eligible applicant and stakeholder satisfies the commitment requirement
  • 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 Categories
  • Project to develop community-wide clinical data sharing
  • E Prescription Capabilities
  • Electronic Medical Records
    • Project can be more than one category
    • Scanned documents don’t meet test of Electronic Medical Record because lack interoperability
    • Funding request cannot be for EMR within one health system regardless of number of sites
financially distressed
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%)
  • 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
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 2005.
  • 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
Evaluation Criteria
  • Project Description
  • Quality Component
  • Technology
  • Community Buy In
  • Project Monitoring and Evaluation
  • Project Finances
evaluation criteria cont
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
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
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 13255 Corning Tower

Albany, New York 122237-0016

key dates
Key Dates
  • Application Receipt Date: November 30, 2005
  • Anticipated Award Date: January 2006
  • Anticipated Contract Date: March 2006
next steps
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: