PPHF Cooperative Agreements for Prescription Drug Monitoring Program Electronic Health Record (EHR) Integration and Interoperability Expansion


The purpose of this program is to: 1) improve real-time access to PDMP data by integrating PDMPs into existing technologies like EHRs, in order to improve the ability of State PDMPs to reduce the nature, scope, and extent of prescription drug abuse; and 2) strengthen State PDMPs that are currently operational by providing resources to make the changes necessary to increase interoperability of State PDMPs.

General information about this opportunity
Last Known Status
Program Number
Federal Agency/Office
Substance Abuse and Mental Health Services Administration, Department of Health and Human Services
Type(s) of Assistance Offered
B - Project Grants
Program Accomplishments
Not applicable.
PDMP EHR Integration and Interoperability cooperative agreements are authorized under Section 509 of the Public Health Service Act, as amended, and are financed by 2012 Prevention and Public Health Funds (PPHF-2012). This announcement addresses Healthy People 2020 Substance Abuse Topic Area HP 2020-SA.
Who is eligible to apply/benefit from this assistance?
Applicant Eligibility
Grant funds will enable States to integrate their PDMPs into EHR and other health information technology systems to expand utilization by increasing the production and distribution of unsolicited reports and alerts to prescribers and dispensers of prescription data. Grant funds will also be used by States to allow for modification of their systems to expand interoperability.
Beneficiary Eligibility
Eligible applicants are the immediate office of the Chief Executive (e.g., Governor) in the 49 States and 1 U.S. territory (i.e., Guam) that have enacted legislation or regulations that permit the following: implementation of a State PDMP; imposition of appropriate penalties for the unauthorized use and disclosure of information maintained in the program; and ability to share PDMP data (de-identified or anonymized) with CDC for research purposes. Eligibility is limited to States/Territory with enacted PDMP legislation because only these States/Territory have the capability to collect the required information and make that information available to prescribers, dispensers, and under controls, other States. PDMPs that are not actively collecting information cannot link their systems to EHRs or share information with other State PDMPs. Due to State laws establishing PDMPs, privacy, confidentiality, security, and other limitations on PDMPs, PDMP EHR Integration and Interoperability grants are limited to State and applicable territorial government entities.
nature of this project: An operational PDMP is one that is collecting data and responding to authorized request for reports.
What is the process for applying and being award this assistance?
Pre-Application Procedure
Preapplication coordination is not applicable.
Application Procedure
2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards applies to this program. Applicants must download the SF-424 application forms through http://www.samhsa.gov/grants/apply.aspx. Only the forms package directly attached to a specific Request for Applications (RFA) can be used.
Award Procedure
Applications are awarded based on the outcomes of the SAMHSA peer review and CSAT National Advisory Council review, and approval by the Administrator, SAMHSA. Grants are awarded directly by SAMHSA to the applicant organization.
June 28, 2012 to July 31, 2012 Application are due by July 31, 2012
Approval/Disapproval Decision Time
From 60 to 90 days. September 30, 2012
Not applicable.
Not applicable.
How are proposals selected?
1. EVALUATION CRITERIA The Project Narrative describes what you intend to do with your project and includes the Evaluation Criteria in Sections A-E below. Your application will be reviewed and scored according to the quality of your response to the requirements in Sections A-E. o In developing the Project Narrative section of your application, use these instructions, which have been tailored to this program. o The Project Narrative (Sections A-E) together may be no longer than 25 pages. o You must use the five sections/headings listed below in developing your Project Narrative. You must place the required information in the correct section, or it will not be considered. Your application will be scored according to how well you address the requirements for each section of the Project Narrative. o Reviewers will be looking for evidence of cultural competence in each section of the Project Narrative, and will consider how well you address the cultural competence aspects of the evaluation criteria when scoring your application. SAMHSA's guidelines for cultural competence can be found on the SAMHSA Web site at http://www.samhsa.gov/grants/apply.aspx at the bottom of the page under "Resources for Grant Writing." o The Supporting Documentation you provide in Sections F-I and Attachments 1 and 2 will be considered by reviewers in assessing your response, along with the material in the Project Narrative. o The number of points after each heading is the maximum number of points a review committee may assign to that section of your Project Narrative. Although scoring weights are not assigned to individual bullets, each bullet is assessed in deriving the overall Section score. Section A: Statement of Need (10 points) o Indicate if your State has established interoperability or integration of your PDMP into EHR systems. o If it has not, discuss the need to implement either system to improve your State's ability to reduce prescription drug use. Explain why interoperability is needed and how use and effectiveness will be improved by linking to EHR systems. o Describe the service gaps, barriers, and other problems related to the need for enhanced interoperability and EHR integration. Section B: Proposed Approach (30 points) o Describe the purpose of the proposed project, including a clear statement of its goals and objectives. These must relate to the performance measures you identify in Section E, Performance Assessment and Data. o Describe how achievement of goals will expand interoperability and enable PDMP integration into EHR. o Describe the proposed project activities, how they meet your PDMP needs, and how they relate to your goals and objectives. These should align with Section I-2, Expectations. o Provide a chart or graph depicting a realistic time line for the entire project period showing key activities, milestones, and responsible staff. [Note: The time line should be part of the Project Narrative. It should not be placed in an attachment.] o Describe any other organizations that will participate and their roles and responsibilities. Demonstrate their commitment to the project. Include letters from these community organizations in Attachment 1 of your application. o Describe the potential barriers to successful conduct of the proposed project and how you will overcome them. o Describe your plan to continue the project after the funding period ends. Also describe how program continuity will be maintained when there is a change in the operational environment (e.g., staff turnover, change in project leadership) to ensure stability over time. o Describe your plan to analyze other similar initiatives and propose how the activities under this grant may complement and not duplicate these other initiatives, including initiatives supported by the Department of Justice and the Office of the National Coordinator for Health Information Technology at HHS. o Attest that activities supported by awards received through this funding opportunity will comply with the Database Requirements found in Section I-2.2 and Appendix G. Section C: Interoperability and EHR Integration (30 points) o Describe how you will adopt the NIEM PMP specification as the common specification for exchanging PDMP reports with prescriber and dispenser organizations. o Describe how you will adopt ASAP 4.2 or higher as the electronic format for reporting, sharing, and disclosure of information. o Describe how the use of grant funds will expand interoperability to at least eight other State PDMPs, including two geographically bordering States. Include a description of the manner in which the State PDMP will achieve interoperability with other State PDMPs. If you plan on enhancing your systems to provide real-time access or other system upgrades, please specify in your proposal. o Describe how you will integrate PDMPs into emergency department EHRs, primary care EHRs and pharmacy dispensing systems with appropriate privacy protections. o Describe your plan to meet established criteria for the availability of information and limitation on access to program personnel. o Describe your processes and criteria for granting access to the PDMP, and describe procedures that will ensure information in the database is accurate. Section D: Staff, Management, and Relevant Experience (15 points) o Discuss the capability and experience of the applicant organization and other participating organizations with similar projects and populations. o Provide a complete list of staff positions for the project, including the Project Director and other key personnel, showing the role of each and their level of effort and qualifications. o Discuss how key staff have demonstrated experience and are qualified to carry out grant activities. o Describe the resources available for the proposed project (e.g., facilities, equipment). Section E: Performance Assessment and Data (15 points) o Document your ability to collect and report on the required performance measures as specified in Section I-2.4 of this RFA. Describe your plan for data collection, management, analysis and reporting. Specify and justify any additional measures you plan to use for your grant project. o Describe how data will be used to manage the project and assure continuous quality improvement. Describe how information related to process and outcomes will be routinely communicated to program staff. o Describe your plan for conducting the performance assessment as specified in Section I-2.5 of this RFA and document your ability to conduct the assessment. NOTE: Although the budget for the proposed project is not a scored review criterion, the Review Group will be asked to comment on the appropriateness of the budget after the merits of the application have been considered. SUPPORTING DOCUMENTATION Section F: Literature Citations. This section must contain complete citations, including titles and all authors, for any literature you cite in your application. Section G: Budget Justification, Existing Resources, Other Support. You must provide a narrative justification of the items included in your proposed budget, as well as a description of existing resources and other support you expect to receive for the proposed project. Be sure to show that no more than 10% of the total grant award will be used for data collection, performance measurement, and performance assessment. Specifically identify the items associated with these costs in your budget. An illustration of a budget and narrative justification is included in Appendix E of this document. Section H: Biographical Sketches and Job Descriptions. o Include a biographical sketch for the Project Director and other key positions. Each sketch should be 2 pages or less. If the person has not been hired, include a position description and/or a letter of commitment with a current biographical sketch from the individual. o Include job descriptions for key personnel. Job descriptions should be no longer than 1 page each. o Information on what you should include in your biographical sketches and job descriptions can be found in Appendix D of this document. Section I: Confidentiality and SAMHSA Participant Protection/Human Subjects: You must describe procedures relating to Confidentiality, Participant Protection and the Protection of Human Subjects Regulations in Section I of your application. See Appendix F for guidelines on these requirements.
How may assistance be used?
Applicants that have not yet established interoperability or integration of PDMP into EHR systems must propose implementation of both systems to improve the State’s ability to reduce prescription drug abuse. Applicants must have an existing PDMP or have an operational PDMP by September 30, 2012, in order to receive an award under this program. An operational PDMP is one that is collecting data and responding to authorized requests for reports. If you do not currently have an operational PDMP, you must submit an assurance in Attachment 2 of your application that you will have one by September 30, 2012. Applicants that do not have an operational PDMP by September 30, 2012, will not be considered for an award. Applicants that have already established interoperability with at least one State or have integrated their PDMP into an EHR system must propose expanding interoperability to multiple State PDMPs and improving real-time access to PDMP data by integrating PDMPs into existing technologies.
What are the requirements after being awarded this opportunity?
Performance Reports: Grantees will be required to report on progress achieved, barriers encountered, and efforts to overcome these barriers in a performance assessment report to be submitted at least annually.
In accordance with the provisions of 2 CFR 200, Subpart F - Audit Requirements, nonfederal entities that expend financial assistance of $750,000 or more in Federal awards will have a single or a program-specific audit conducted for that year. Non-Federal entities that expend less than $750,000 a year in Federal awards are exempt from Federal audit requirements for that year, except as noted in 2 CFR 200.503
Records must be retained for at least 3 years; SAMHSA has the right to disallow costs and recover funds on the basis of a later audit or other review; records shall be retained beyond the 3 year period for that reason.
Other Assistance Considerations
Formula and Matching Requirements
Statutory formula is not applicable to this assistance listing.

Matching requirements are not applicable to this assistance listing.

MOE requirements are not applicable to this assistance listing.
Length and Time Phasing of Assistance
This program will be funded through one-year Prevention and Public Health Funds. Method of awarding/releasing assistance: Lump.
Who do I contact about this opportunity?
Regional or Local Office
For questions about program issues contact: Project Officer Division of Pharmacologic Therapies Center for Substance Abuse Treatment Substance Abuse and Mental Health Services Administration 5600 Fishers Lane Rockville, MD 20857 (240) 276-0545 For questions on grants management and budget issues contact: Eileen Bermudez Office of Financial Resources, Division of Grants Management Substance Abuse and Mental Health Services Administration 1 Choke Cherry Road Room 7-1079 Rockville, Maryland 20857 (240) 276-1412 eileen.bermudez@samhsa.hhs.gov
Headquarters Office
Roger George
5600 Fisher Lane
Rockville, MD 20857 US
Phone: 2402761418
Website Address
Financial Information
Account Identification
(Cooperative Agreements) FY 18$0.00; FY 19 est $0.00; FY 20 est $0.00; -
Range and Average of Financial Assistance
Not applicable/available.
Regulations, Guidelines and Literature
Not applicable.
Examples of Funded Projects
Not applicable.


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