Overview of the ODEMSA Regional Medication Grant Funding Program
The Old Dominion Emergency Medical Services Alliance (ODEMSA) applied for and secured funding from Sentara Healthcare on behalf of the region to reimburse eligible EMS agencies for medication costs related to the transition to an in-house agency drug box/kit program under the Drug Supply Chain Security Act (DSCSA). This program, funded by Sentara, supports community health and safety by ensuring uninterrupted emergency medical services.
Funding Allocation:
A total of $16,677.90 in grant funding is available for distribution across the entire ODEMSA region, to be allocated among eligible EMS agencies based on demonstrated need, documentation, and compliance with the Sentara Gift Letter of Agreement (LOA). Awards may cover full or partial reimbursement of eligible medication expenses, as determined by the grant review workgroup and scoring process. All awards are subject to final approval by the ODEMSA Board of Directors.
The application is open until November 15, 2025. Agencies must independently manage their own drug box/kit program to be eligible. Agencies operating solely as spokes within a hub system are ineligible to apply directly. If a spoke agency believes participation would benefit its program, its hub agency must submit the application on its behalf.
Eligibility Criteria
To apply, your agency must meet all of the following:
- Be a licensed EMS agency within the ODEMSA region (Amelia, Brunswick, Buckingham, Charles City, Charlotte, Chesterfield, City of Colonial Heights, City of Emporia, City of Hopewell, City of Petersburg, City of Richmond, Cumberland, Dinwiddie, Goochland, Greensville, Halifax, Hanover, Henrico, Lunenburg, Mecklenburg, New Kent, Nottoway, Powhatan, Prince Edward, Prince George, Surry, and Sussex Counties).
- Hold a valid EMS Agency license and be in good standing with the Virginia Office of EMS.
- Independently manage your own agency drug box/kit program (spoke agencies in a hub system are ineligible; have your hub submit on your behalf if beneficial).
- Possess a current Board of Pharmacy Controlled Substance Registration (CSR).
- Request funding only for the initial stock of medications OR subsequent purchases to maintain the program.
What You Need Before Starting the Application
- Section 1 – Agency Information: Full legal name (as registered with OEMS and BOP/DEA, including DBA if applicable), mailing address, contact person, title, email, primary/office phone, secondary/mobile phone, agency type (Volunteer EMS/Fire, Hybrid EMS/Fire, Career EMS/Fire, etc.), tax status (e.g., Governmental Unit, Taxable (For-Profit Entity), 501(c)(3) – Charitable Organization, etc.), EIN/FIN, CSR number.
- Payment Preference: Physical check or ACH; mailing address if check selected.
- Section 2 – Funding Request: Total reimbursement amount, DSCSA transition description, financial hardship explanation (if applicable), and list of medications you want reimbursement for.
- Reimbursement may include prescription and over-the-counter (OTC) medications. However, funding priority is given to non-OTC medications due to their higher cost and clinical importance.
- Optional: Approximate patients impacted for bonus consideration.
- OMD Details: Name, phone, email; confirmation of awareness (ODEMSA may verify).
- Section 3 – Reimbursement Documentation: Original invoices (PDF, marked with requested line items), FIN/EIN verification, IRS Form 990 or equivalent budget summary, signed affirmation page (sample below).
- Section 4 – Fiduciary and Compliance: Revenue sources breakdown, expenditures, reserves/savings, assets, liabilities, net worth, DSCSA budget impact, and capital expenditures definition.
- Conflict of Interest Attestation: Applicants must disclose any ownership, investment, or compensation relationships with Sentara Healthcare or its affiliates that could influence patient referrals or financial decision-making. Agencies affirm that no such conflicts exist, or must provide full disclosure within the application. A “Yes” response may require additional documentation before funding approval.
- Section 5 – Application Review and Certification: You will be presented with all data provided to review to ensure that it is correct.
- Section 6 – Signatures: Two electronic signatures with names, titles, phones, emails, and dates (applicant and secondary official, e.g., President/Chief Officer or Treasurer).
Saving Your Progress
The application must be completed in one session “per section”, as progress can only be saved after completing an entire section (e.g., Section 1 – Agency Information). If you start a section, you must complete it before saving or submitting. Do not use placeholders for missing information, as inaccurate data may lead to disqualification. If inaccuracies are found later during audits or violate the LOA, you may need to repay any awarded funds.
Sample Affirmation Page
Download and customize this sample, sign it, and upload it as a PDF. It must include:
- Agency name and date.
- Statement: “On behalf of [Agency Name], we certify the truthfulness of this application and affirm the accuracy of all submitted data.”
- Signatures: Authorized Agent, Fiscal Officer (Treasurer), and Operational Medical Director (OMD).
How to Apply
- Review eligibility and gather all documents, ensuring accuracy to avoid disqualification or repayment.
- Access the online form using the button below.
- Complete each section fully, saving progress after each if needed, and review all entered information in the verification section before submitting.
- Submit by November 15, 2025, 11:59 PM EDT.
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