HHS Provider Relief Fund Reporting Deadline: 2/15/2021
Dear Client,
As you may be aware, if you received more than $10,000 in HHS Provider Relief Funds (PRF), you will be required to submit reports about the use of those funds. Preliminary details are as follows:
- The reporting system will become available to recipients for reporting on January 15, 2021.
- All recipients must report within 45 days of the end of the calendar year 2020 on their expenditures through the period ending December 31, 2020.
- Recipients who have used their PRF in full prior to December 31, 2020 may submit a single final report at any time starting January 15, 2021, but no later than February 15, 2021.
- Recipients with funds not expended after December 31, 2020 must submit a second and final report no later than July 31, 2021.
- Recipients will report their use of PRF payments using their normal method of accounting (accrual or cash basis)
The Coronavirus Aid, Relief, and Economic Security (CARES) Act appropriated funds to reimburse eligible healthcare providers for healthcare related expenses or lost revenues attributable to the coronavirus. The reporting guidelines require recipients to report various data elements for calendar years 2019 and 2020. Much of the required information can be gathered from your financial statements and accounting records, but other required data will come from other sources. While you are waiting for your December financial statements to be prepared, there are several items you can be working on to prepare for the reporting process:
Review your 2020 purchases and identify the following items:
- Supplies purchased to prevent, prepare, or respond to coronavirus. Examples include personal protective equipment (PPE), hand sanitizer and supplies for patient screening.
- Equipment purchased to prevent, prepare, or respond to coronavirus. Examples include air purifiers, suction devices added to reduce aerosols, updates to HVAC systems.
- Information Technology (IT) expenses paid for IT or systems to expand or preserve care delivery during the reporting period, such as electronic health record licensing fees, telehealth infrastructure, increased bandwidth, and teleworking to support remote workforce.
- Facilities expenses paid for facility-related costs used to prevent, prepare for, or response to the coronavirus during the reporting period, such as lease or purchase of permanent or temporary structures, or to modify facilities to accommodate patient treatment practices revised due to coronavirus such as plexiglass shields and other methods implemented to create separation needed for social distancing.
- Other Healthcare Related Expenses are any other actual expenses, not previously captured above, that were paid to prevent, prepare for, or respond to the coronavirus.
Gather Revenue from Patient Care Payer Mix (2019 and 2020 by calendar quarter) for the following categories: (for the dental clients, this information will come from your practice management software such as Dentrix, Eaglesoft, etc.)
- Medicare Part A+B
- Medicare Part C
- Medicaid
- Commercial Insurance
- Self-Pay (No Insurance)
- Other
Gather non-financial data to be reported by calendar quarter.
- Staffing – report the number of full-time and part-time employees by quarter including the number of re-hires, new hires, and employee separations.
- Patient Visits – report the total number of patient visits (in-person or telehealth)
We will continue to provide updates on the reporting process as more details become available.
Thank you,
The Catalyst and DPA Team
