3. Selection Criteria, Review Process, and Final Phase Procedure

This section describes how incomplete and illegible applications are screened out of the current application period for any single major deficiency or for multiple minor deficiencies.  It explains the program’s selection criteria which is applied to semimonthly batches of complete applications, and how it is applied during the review process to rank order applicants to enter the final phase of the application process.  This section also outlines the final phase of the application process.  

 

Screening Process for Incomplete and Illegible Applications:

Applications will be automatically screened out of the current application period for any single major deficiency or for multiple minor deficiencies.  Major application deficiencies, outlined below, generally are those that indicate the applicant did not take sufficient time to read application instructions on the MSLRP Opportunity Update, the website, and on each application form.

Major deficiencies for which applications are automatically screened out include but are not limited to:

  1. Not submitting all required applications include Provider Applications Part A & B and the Practice Site Application with attachments, when required.
  2. Submitting out-of-date versions of any of the application forms.
  3. Submitting a Sliding Fee Schedule Chart and Policy that does not comply with the National Health Service Corps guidelines, which can be found at https://nhsc.hrsa.gov/downloads/discountfeeschedule.pdf.
  4. If the Provider Application, Part B is submitted with any deficiencies that must be addressed by the loan servicer agency.
  5. Failing to submit Loan Repayment Documentation (LRD) or submitting inadequate, illegible or difficult to understand LRD.

For additional common mistakes, errors and omissions on each application form, see the Application Periods, Forms and Process section of the website.

Selection Criteria:

The Michigan Department of Health and Human Services (MDHHS) reserves the right to modify its MSLRP selection criteria at any time in response to Michigan's changing healthcare provider needs.  Applications must be 100 percent complete, legible, and meet all requirements described in the current MSLRP Opportunity Update, the MSLRP website, and on individual application forms.  Selection criteria are presented below in the order they are used to determine which applicants will enter the final phase of the application process.  MSLRP participants must work at HPSA-eligible practice sites.  Applicants receive preference in the selection process for early submission of complete applications, priority provider type status, and for working at priority practice sites. Finally, randomly-generated lottery numbers assigned to each application are taken into account.

Health Professional Shortage Area (HPSA) Scores:

Like the National Health Service Corps Loan Repayment Program (NHSC LRP), MSLRP requires participants to work at HPSA-eligible practice sites. However, unlike the NHSC LRP, MSLRP doesn’t consider HPSA scores when ranking applications.  For example, applicants working at HPSA-eligible practice sites with HPSA scores of ten (10) are not ranked above applicants working at eligible practice site with HPSA scores of two (2).   

Preference for Early Submission of Complete Applications:

MSLRP applicants receive preference in the selection process for early submission of complete, legible applications, which are assigned to semimonthly review batches based on their postmark dates.  This means that providers submitting complete applications with postmarks included in each semimonthly batch will receive preference over those with postmarks included in subsequent batches for review, ranking and entering the final phase of the application process. 

Applications will be reviewed only until a sufficient number of complete applications have been reviewed to obligate program funds.  Remaining applications will not be reviewed.  This may occur at any time during the application period. 

Priority Providers: Providers receiving preference in the selection process include:

  • Northern Obstetric Service Providers (top priority)

    Obstetric service providers working in the northern Lower Peninsula and the Upper Peninsula will continue to be the program’s top priority for loan repayment.  This includes providers working in, or north of Mason, Lake, Osceola, Clare, Gladwin, and Arenac Counties. 

    • The two-year limit for northern obstetric service provider loan repayment agreements is $70,000.

    • Employers must indicate the dollar amount they wish to support on their Practice Site Applications.

To be considered a top priority for this application period, graduating students and obstetric service providers not yet working in this area must enter into employment agreements to begin work no later than October 1, following the current application period.

Obstetrics is the branch of medicine that deals with the care of women during pregnancy and during and following childbirth.  This includes OB/GYN physicians and certified nurse midwives (CNMs), as well as family medicine physicians, nurse practitioners (NPs), and physician assistants (PAs) who provide obstetric services on a regular basis at both hospital and non-hospital-based clinics.  Clinicians who spent at least 30 percent of their direct patient care hours providing prenatal care, but do not perform deliveries, may also receive priority status.  Employers may request obstetric service provider priority status for a provider’s MSLRP application by checking Obstetric Provider Priority Status on their Practice Site Application and submitting an Obstetric Provider Priority Request form with their application package.  The form requests employers to describe their geographical service area, any unmet need for obstetric services, and their plans to address any unmet obstetric service needs.

  • Psychiatrists

Priority Practice Sites:  Providers working at priority practice sites also receive preference in the selection process for loan repayment.  These include:

  • Local Health Departments

  • State-funded Institutions

    • State Psychiatric Hospitals

    • Forensic Medicine Centers

    • CMH Agencies

    • State Correctional Facilities

    • State-funded Primary Care Clinics

  • Federally Qualified Health Centers (FQHCs) and FQHC Look-Alikes
  • Critical Access Hospital (CAH) - Administered Primary Care Clinics
  • Certified Rural Health Clinics (CRHCs) Designated as Facility HPSAs
  • Michigan Community Dental Clinics

Lottery Number Assignment:  MSLRP assigns randomly-generated lottery numbers to applications as they are received.  Lottery numbers are the last criterion to be applied in the review process, and are used to determine the order in which equally-ranked applicants will enter the final phase of the application process, starting with the lowest and working up to the highest number.

Review Process: Applying the Selection Criteria:

Once complete applications are assigned to the first semimonthly review batch, the selection criteria described above are applied to determine the priority or non-priority provider and practice site status of each applicant. This, along with the randomly assigned lottery numbers, determines the order in which applicants enter the final phase of the application process.  

Final Phase of Application Process:

The final phase of the application process includes a short telephone interview.  Interviews will be scheduled and conducted as follows:

Notification of Telephone Interview:  Applicants will be notified via email that they will receive a call on their mobile phone on a workday during the following week between 8:00am and 2:30pm to complete their 10 to 15 minute telephone interview.  Telephone interviews will determine which providers continue in the final phase of the application process.  In that email, applicants will be requested to:

  • Keep their mobile phones on whenever possible during that week so they can be reached.

  • Call the program back between 8:00am and 2:30pm, once they received a voice mail or email message requesting a call back to complete their telephone interview.

Applicant Telephone Interview:  During telephone interviews the program will determine if applicants are ready to continue in the final phase of the application process.  This will include:

  • Checking to make sure applicants are enrolled for electronic fund transfers on the Michigan Department of Technology, Management and Budget’s (DTMB’s) MAIN Vendor System.  Providers must be enrolled to continue in the final phase of the application process.

  • Assessing applicants’ knowledge of the Participant Information and Requirements section of the MSLRP website.  This section contains information, requirements, and procedures providers and employers will use once participating in MSLRP.  Providers must understand the content of the document to continue in the final phase.  MSLRP loan repayment agreements require providers and employers to read, understand, and comply with all requirements and procedures in this section

  • Assessing applicants’ knowledge of the Final Phase Application Requirements.  Applicants will need to understand and share this information with their employers to successfully compete in the final phase of the application process.  These requirements are discussed below.  

  • Discussing the terms of applicants’ MSLRP loan repayment agreements and answering their questions about participating in the program.

  • Determining application status for the National Health Service Corps Loan Repayment Program.  To meet federal funding requirements, MSLRP program funds must be obligated shortly after the end of each application period.  This means that, during their telephone interviews, providers waiting for notification from the NHSC must decide whether they will continue in the final phase of the MSLRP application process, or withdraw their MSLRP application and wait to hear from the NHSC.  Employers and providers are strongly urged to discuss whether they will continue in the final phase of the MSLRP application process or withdraw their MSLRP application and wait to hear from the NHSC.  Once the telephone interview begins, the MSLRP applications of those uncertain of continuing in the final phase will be withdrawn and they will be invited to reapply during the following program year if not awarded by the NHSC.  

Final Phase Application Requirements:  Applicants who successfully complete their telephone interviews will continue in the final phase of the application process.  Like the rest of the MSLRP application process, the final phase is competitive.  Final phase requirements are simple, but crucial, because programs funds must be obligated quickly.

  • Providers who continue in the final phase will receive two Personal Services Agreements (PSAs), and their,

  • Employers will receive two Interdepartmental Agreements (IDAs).

  • To be awarded an MSLRP loan repayment agreement, providers and their employers must mail both signed and dated originals of their respective agreements back to the MSLRP Office with a postmark no later than the due date that will be indicated in their agreement package cover letters.

  • Signed agreements cannot be returned to the MSLRP Office by email or fax.The signed and dated original documents must be mailed to:

Brittany Brookshire, MSLRP Coordinator

Michigan Department of Health and Human Services

South Grand Building

333 South Grand Avenue

PO Box 30195

Lansing, MI 48909

  • Providers and employers will typically have about 10 business days from the date the MSLRP Office mails agreements to the postmark required due date for returning them.

  • Postmark due dates will be the same for providers and their employers.

  • Providers and their employers will not need to sign one another’s agreements.

  • Provider and employer agreements can be mailed back to the MSLRP Office together in a single envelope or separately.

  • Providers are strongly encouraged to:

    • Contact their employers about these requirements, and

    • Remain in contact with their employers until both provider and employer agreements are signed, dated, and mailed back to the MSLRP Office with the required postmark.

  • Providers and employers must make sure that a postmark appears on the envelope(s) in which signed agreements are mailed back to the MSLRP Office.

  • Providers and employers must refrain from calling the MSLRP Office to inquire about when they will receive their agreement packages.  They will be mailed as soon as possible.  Providers and employers should only call the office after four complete weeks have passed since the provider’s telephone interview and their agreement packages have not yet been received.  If this occurs, applicants should contact Brittany Brookshire at BrookshireB1@michigan.gov, or (517) 335-6708.   

  • If providers or employers have questions about the content of their agreements, they should call Ken Miller at (517) 241-9946 as soon as possible.Agreement questions must be resolved in time to meet the required postmark due date.

Failure to Meet Final Phase Requirements:  MSLRP program funds must be obligated quickly for providers’ loan repayment agreements or be used to allow other eligible applicants to participate.  If a provider or their employer is unable to return their respective signed and dated agreements with the required postmark then the provider will not be awarded during this application cycle.

MSLRP Loan Repayment Agreement Awards:  Applicants who successfully complete the final phase of the application process by returning provider and employer agreements with the required postmark due date will be awarded those loan repayment agreements.

  • Providers will receive an email from the MSLRP Office confirming they have been awarded.

  • Employers will be copied on provider emails.

  • Provider and employer agreements will be forwarded to the Department’s Grants and Purchasing Division for the Department’s signature.

  • This process may take from four to eight weeks.

Fully- Executed MSLRP Agreements:  Provider and employer agreements are fully-executed once they are signed by the Department and take affect October 1 following the application period, regardless of when they are signed by the Department or returned to providers and their employers.

  • Upon return of their Department-signed agreements to the MSLRP Office, fully-executed originals will be mailed to providers and their employers.The program asks that providers be patient, because return of their fully-executed agreement my take up to eight weeks.

  • Four Work Verification Forms (WVFs) will be Included in providers’ fully-executed agreement packages.Providers will send their properly-dated WVFs to their employers to initiate each of their four six-month payment cycles.See the Payment Process section of Participant Information and Requirements for details on the correct procedure for submitting WVFs for payment.

Change of Personal Information Reporting Requirements: Providers must notify the MSLRP Office and the Department of Technology, Management and Budget of name and address changes no less than 10 calendar days before they occur.  Providers must notify the MSLRP Office of telephone number and email address changes no more than 10 calendar days after they occur.  Please see the Participant Information and Requirements section of the MSLRP website for details on how to report changes in personal information.     

 

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