Civil Monetary Penalties

EOHHS is pleased to announce $600,000* in Civil Monetary Penalty (CMP) grant funding available to improve quality in nursing facilities. 

Projects are not limited to in-state entities but must benefit Rhode Island nursing home residents. The deadline for submitting applications is 5 p.m. on Monday, September 30, 2024.  

All applications must be submitted via email to OHHS.CMP@ohhs.ri.gov.  

Please include all requested materials and any necessary supporting information in your email submission. Incomplete or late applications will not be accepted. Please also review the “Application Review Process” section below for information about the process and timeline for determining awards, including the criteria EOHHS will use to review applications. 

CMS pre-approved projects related to COVID-19  

CMS offers two (2) pre-approved projects to facilitate visitation in nursing facilities. These projects have their own applications and must use the specific CMS templates provided below.  

1. Visitation Aids (Air Filters): Certified nursing facilities may apply for the use of CMP funds to reimburse for the purchase of portable fans and portable air room cleaners with high efficiency particulate air (HEPA H-13 or -14) filters to facilitate safer in-person visitation. Corporations may apply on behalf of several facilities but must include each facility on the application. 

Details: 

• Projects must directly address the need to facilitate in-person visits for residents. 
• Maximum allowance of $3,000 per facility (requests for exceptions may be considered in limited circumstances, such as requests involving facilities with a large number of residents). 
• Costs may include installation, installation materials, and shipping costs. 
• Facilities should ensure that funds are only used to purchase the types of visitation aids described within the application. 
• Facilities that were previously awarded funding for this project cannot reapply. 

Required application materials: 

• Air Filter Application Form  
• Cover letter, including an acknowledgement that the applicant, if approved, will be required to register with the Ocean State Procures system (if not already registered) in order to receive payment. Registration information is available at https://ridop.ri.gov/ocean-state-procures-osp/osp-vendor-registration. 
• Proof of estimate to support request, such as a screenshot from a shopping cart 

2. Communicative Technology: Certified nursing facilities may apply for the use of CMP funds to reimburse for the purchase of smart devices and related accessories that help residents virtually connect with family and friends and access preventative care, such as telehealth services. Corporations may apply on behalf of several facilities but must include each facility on the application. 

Details: 

• Limited to a maximum of $3,000 per facility (requests for exceptions may be considered in limited circumstances, such as requests involving facilities with a large number of residents). 
• Devices may be shared among residents with a ratio of one device per 7-10 residents.  
• Facilities should ensure that funds are only used to purchase the types of devices described in the application, including that devices are able to support both virtual and telehealth visits. 
• Facilities must ensure appropriate infection prevention and control practices, including cleaning and disinfecting devices between residents. 
• Facilities that were previously awarded funding for this project cannot reapply. 

Required application materials: 

• Communicative Technology Application Form 
• Cover letter, including an acknowledgement that the applicant, if approved, will be required to register with the Ocean State Procures system (if not already registered) in order to receive payment. Registration information is available at https://ridop.ri.gov/ocean-state-procures-osp/osp-vendor-registration. 
• Proof of estimate to support request, such as a screenshot from a shopping cart 

Statewide Conference 

State agencies may apply to sponsor a statewide training conference for nursing facilities. State-sponsored trainings may be offered through in-person trainings, virtual trainings, and webinars. Please note that CMS limits this application opportunity to state agencies only.  

Details: 

• Limited to a maximum of $300 per participating nursing home (requests for additional funding may be considered in limited circumstances). 
• Requests for funding may not include any of the prohibited items listed on the application, such as refreshments, decorations, and travel costs for nursing home staff. 
• Statewide conference applications must be submitted to EOHHS at least four (4) months before the conference date to facilitate submission to CMS at least ninety (90) days before the conference date. 
• Conferences can be approved for up to three (3) years. 

Required application materials: 

• Statewide Conference Application Form 
• Cover letter containing the following information: 
  • A brief overview of the plan for the conference, including dates and the topic(s) to be covered. 
  • An acknowledgement that the applicant, if approved, will be required to register with the Ocean State Procures system (if not already registered) in order to receive payment. Registration information is available at https://ridop.ri.gov/ocean-state-procures-osp/osp-vendor-registration. 
• Statewide Conference Budget Template 
• Letters of support and indication of commitment from all nursing homes that will participate in the project (if applying on behalf of multiple nursing homes) 

Application resources: 

• CMS Statewide Conference Application FAQ  

General Application (all other submissions) 

Applicants interested in submitting proposals for all other projects must use the following application process. Please note that the general application form cannot be used to apply for visitation aids, communicative technology, or statewide conferences.  

Details: 

• Certain project requests may have a funding limit. Please see the application template and CMS guidance for additional information.  
• Projects are limited to a maximum of three (3) years 
• Applicants should ensure that they satisfy the CMS review criteria and EOHHS review criteria as described in the “Application Review Process” section below. 

Required application materials: 

• General Application Form 
• Cover letter containing the following information: 
  • A brief overview of the proposal, participating nursing homes, funding requested, and expected outcomes. 
  • An acknowledgement that the applicant, if approved, will be required to register with the Ocean State Procures system (if not already registered) in order to receive payment. Registration information is available at https://ridop.ri.gov/ocean-state-procures-osp/osp-vendor-registration. 
• General Application Budget Template 
• Letters of support and indication of commitment from all nursing homes that will participate in the project (if applying on behalf of multiple nursing homes) 

Application resources: 

• CMS General Application FAQ  
• CMS General Application Resource Guide  
• CMS Tips for Writing Objectives  

*NOTE: Please note that this is the total amount available for all projects at this time. The total amount actually awarded by EOHHS may vary, depending on the volume of requests received. EOHHS may ask applicants to revise their request and will not accept requests for more than $600,000. 

The process for reviewing applications and determining awards consists of the following steps:

Step 1: EOHHS Internal Review

• EOHHS is required to follow CMS guidelines when accepting applications. As applications are received, EOHHS completes an initial assessment for compliance with CMS criteria. Applications that do not satisfy CMS criteria cannot be awarded funding. Depending on the nature of any identified errors, EOHHS may request revisions to correct the errors.
• EOHHS will not complete further review of any applications that do not satisfy CMS criteria.
• A team of EOHHS staff begins a detailed review of qualified applications after the application period closes.
• EOHHS scores the pool of qualified applications based on alignment with EOHHS values, mission, and strategic goals using the uniform EOHHS review criteria. EOHHS may request revisions from applicants at this stage.
• The EOHHS internal review team completes review and advances applications to Step 2 no later than 30 days after the application period closes.

Step 2: EOHHS Leadership

• Within 2-3 weeks, EOHHS leadership reviews and determines which applications will advance to CMS review.
• Depending on the volume and types of proposals submitted, EOHHS may not be able to advance all applications. In the event that the total funding requested exceeds the amount available, EOHHS will allocate funding based on project scores (highest to lowest).
• Proposals approved by leadership advance to Step 3.

Step 3: CMS Review

• EOHHS submits leadership-approved proposals to the CMS Regional Office for final approval.
• CMS may request changes, corrections, or additional information. EOHHS will coordinate with the applicant if revisions are requested. CMS does not communicate with applicants directly.
• CMS makes a final decision to approve or reject within approximately 40-60 days.
• Once CMS makes a final decision, EOHHS will communicate next steps directly with applicants.

EOHHS tracks and monitors all approved projects by requesting invoices and receipts and conducting progress check-ins with the project lead(s) at regular frequencies.

EOHHS is required to post information about active CMP projects, including the dollar amount awarded, grantee, project highlights, results, and other key information.

Please see CMS’ CMP Reinvestment Program website for historical project details.

Please email OHHS.CMP@ohhs.ri.gov.

For more information on Rhode Island Medicaid nursing facility providers, please see here.