HRSA Rural Health Clinic
COVID-19 Testing Supply Program FAQs

How to Enroll
DPOP
RHC Spotlight
Program Policies
Test Kits
N95 Masks
POC Analyzers and Strips
Billing

General

  1. What is the HRSA COVID-19 Testing Supply Program?
    This program provides free, at-home self-tests to Federal Qualified Health Centers and CMS-certified Rural Health Clinics (RHCs). It is intended to increase testing availability for populations and settings at the greatest risk from adverse outcomes related to COVID-19, including the rural communities served by over 5,000 CMS-certified RHCs nationwide.

    Starting in February of 2022, HRSA expanded the testing supplies distributed to also include Point of Care (POC) testing analyzers, test strips, and N95 masks.
  2. Are RHCs required to participate in this program?
    No, eligible RHCs choose to enroll and register in this program.

How to Enroll in the HRSA COVID-19 Testing Supply Program

RHCs must complete the following steps to enroll in the program:.

  • Confirm that you are a Medicare-certified Rural Health Clinic and identify your CMS Certification Number (CCN). If you are unsure, visit the CMS QCOR website to look up your CCN number and confirm your status as a Medicare-certified RHC.
  • Email the RHCTestKit@hrsa.gov with the following information for each RHC you are seeking to enroll: 
  • Clinic CCN
  • Clinic Name
  • Delivery Address
  • Delivery Hours
  • Can the delivery site accept a semi-trailer
  • Delivery Contact Name
  • Contact Email
  • Contac Phone Number
  • Sign the HRSA COVID-19 Testing Supply Program Conditions of Participation Agreement (linked here) and return it to RHCTestKit@hrsa.gov. You may sign in whatever way is easier for you - either electronically or by returning a printed and manually signed document. Please note: This is a revised COP from the original version. RHCs that are already enrolled in the program do not need to re-submit a new COP. 
  • After 7-10 days you will receive an email with login information to DPOP an online ordering and inventory management system. Ordering minimums and maximums will be updated in DPOP on a weekly basis.

  • Please contact RHCcovidsupplies@narhc.org with any questions.

     

     

    DPOP

    1. What is DPOP?
      RHCs will use an online database system called DPOP, or the Diagnostics Ordering Portal, to place COVID-19 testing supply orders, manage contact information, and store data.
    2. How do we verify our site address and hours in DPOP?
      To verify your site address (you must do this when you first activate your DPOP account in order to place orders):
      a. Login to DPOP: https://vpop.cdc.gov/provider/signin/
      b. Under each site's "Provider Details" section: click "Physical" next to address, click "Diagnostic" at the top of the page, review and confirm address and receiving hours information.
      c. Click "Apply Changes"
      d. Once you have confirmed this, you will see a green check mark.
    3. How do I edit my address and contact information on my DPOP account?
      The following video includes step-by-step instructions on how to change an RHC’s address or point of contact information.



    4. How do I place an order on DPOP?
      Please watch the attached video with step-by-step instructions on how to place an at-home test kit order. Please note that your RHC must use DPOP to place an order for test kits, masks, and POC testing supplies. You cannot place orders via email.

      To place an order for POC supplies or N95 masks, follow the same instructions, but select the applicable product title. For example, instead of selecting select “Quidel- 20402” to order test kits, select “N95 masks- Adult- N95A” to order masks, select “Assay Device Unit- 256066” to order a POC testing analyzer, and select “Multiple SARS-COV2; FLU A/B Test- 256088” to order analyzer strips.



    5. How do I check my order status?
      Once your RHC places an order on DPOP, you will see one of the following 5 statuses next to each order:
      1. Submitted: An order is labeled “submitted” when an RHC has successfully submitted an order.
      2. Processing: An order is labeled “processing” when HRSA is reviewing your order.
      3. Transmitted: An order is labeled “transmitted” when the manufacturer has successfully received the order from HRSA.
      4. Shipped: An order is labeled “shipped” when the manufacturer ships the order, and the carrier and tracking information becomes available on DPOP.
      5. An order is labeled “canceled” anytime an RHC or HRSA cancels the order.
        1. Note: This may be a temporary status as HRSA adjusts orders based on limits each week. Please wait to contact HRSA if you see this status as it will probably be fixed soon.
    6. How do I report my inventory on DPOP?
      Please watch the attached video with step-by-step instructions on how to report test kit inventory on DPOP. For N95 masks, follow the same instructions, but select “N95 masks- Adult- N95A'' instead of “Quidel- 20402.”

     

    RHC Spotlights

    COVID-19 Supply Program - Valley Health

    COVID-19 Supply Program - San Luis Walk-In Clinic, Inc 

    Program Policies

    1. Who can my RHC distribute these supplies to?
      The HRSA COVID-19 Testing Supply Program does not have specific distribution requirements. However, NARHC encourages RHCs to use their best discretion when distributing supplies to the local community. They can share supplies with their patients, non-patients, other organizations, and RHC Staff. RHCs cannot sell the supplies.
    2. What are the reporting requirements for this program?
      RHCs must report at-home test kit inventory, analyzer strip inventory, and N95 mask inventory stock on hand weekly on DPOP. RHCs also do not need to log individual patient usage or positive test results. NARHC encourages you to review your state reporting guidelines for further guidance.
    3. Do RHCs need to provide any additional materials to recipients along with the test kit?
      RHCs should include state/local reporting guidelines for results, as well as a general statement to contact a health care provider if the individual is in need of treatment. RHCs must follow the FDA EUA that comes within each test kit.

      Attached here is a template you may use.

    4. Does my RHC need to obtain informed consent when passing out test kits?
      No. There are no requirements for test kit recipients to sign consent forms.

    Test Kits 

    1. How many test kits can I order?
      Order quantities vary weekly depending on product availability, so please reference the banners in DPOP to view the most updated ordering caps/amounts.
    2. What type of tests are distributed through this program?
      Quidel QuickVue® At Home OTC COVID-19 Tests.
    3. What are the storage requirements for the test kits?
      Quidel QuickVue test kits must be stored at room temperature (15-25?C/59-77?F), and they have a shelf life of one year.
    4. How large are the physical order shipments?
      1. A shipper (45 test kits) is 22.5 lbs with dimensions 19-3/4 L x 15-1/4 W x 9-1/2 H (inches).
      2. A pallet (1,350 test kits) is approximately 675 lbs with dimensions 48 L x 40 W x 56 H (inches). Each pallet contains 30 shippers.
    5. Do the test kits contain EUA fact sheets?
      Yes.
    6. I placed an order in January and still have not received it. What should I do?
      Due to the high demand of at-home tests in January, HRSA is unable to process orders from the weeks of January 11 and 18. NARHC encourages RHCs to place new orders if they placed an order in this time period.
      Please email RHCTestKit@hrsa.gov if you have not received an order placed prior to January 4th.
    7. Can I deliver my shipment to another location?
      Yes, as long as a representative from your organization is there to receive and handle the order.
    8. What do I do if my shipment is damaged?
      If your shipment is damaged or missing any kits, please contact Quidel at 1-800-874-1517.

    N95 Masks 

    1. How many masks can each RHC order?
      Order quantities vary weekly depending on product availability, so please reference the banners in DPOP to view the most updated ordering caps/amounts.
    2. Are there any reporting requirements?
      Just like COVID-19 at-home tests, RHCs must report weekly diagnostic stock on hand on DPOP. Please review the video above under “Program Policies'' with more detailed instructions on how to report inventory on DPOP.
    3. What brand of masks will I receive?
      This program distributes a variety of N95 mask brands, all approved by the National Institute for Occupational Safety and Health (NIOSH).
    4. Can I deliver my shipment to another location?
      Yes, as long as a representative from your organization is there to receive and handle the order.
    5. What are the dimensions of the mask shipments?
      Shipment sizes will vary since the masks are from various manufacturers. However, 1 pallet is roughly 1,000 masks.

    POC Analyzers and Strips

    1. How many POC analyzers and test strips can I order?
      Order quantities vary weekly depending on product availability, so please reference the banners in DPOP to view the most updated ordering caps/amounts. Due to limited supply, HRSA cannot guarantee that all requests will be filled.
    2. How do I use these products?
      These supplies are for in-clinic use only. The analyzer stips work in combination with the analyzer machine. Please review the instructions accompanying the analyzer for further use assistance.
    3. What brand are the analyzers and test strips?
      HRSA received these supplies from BD Veritor™.
    4. Can I deliver my shipment to another location?
      Yes, as long as a representative from your organization is there to receive and handle the order.

    Billing

    1. Do I need to include Over-The-Counter (OTC) Tests in my RHC’s cost report?
      OTC are not billable services and may not be included on the cost report. If any RHC staff helps a patient use an OTC test, the personnel costs of the staff must be removed from the RHC’s cost report.
    2. How do I charge for Point of Care (POC) Tests?
      The administration and supply costs should be included on the RHC’s cost report but there is no supply cost if the POC tests are acquired for free from the federal government.
    3. Does COVID-19 Testing constitute a Medicare Encounter?
      No, COVID-19 tests alone do not constitute Medicare encounters. However, testing during a Medicare encounter does not impact the AIR reimbursement.
    4. What is reimbursable under the RHC COVID-19 Testing (RHCCT) and RHC COVID-19 Testing and Mitigation (RHCCTM) programs?
      Money disbursed from the RHCCT and RHCCTM programs may not be used for things that are otherwise reimbursed. Calculating what is reimbursed vs. what is not reimbursed sometimes depends on your RHC’s cost per visit relative to your RHC’s upper payment limit. This funding may be used to purchase OTC tests as RHCs are never reimbursed for OTC tests.