Questions & Answers - Better Birth Outcomes - Navigation (BBO-N) 26-444-80-3557-01

Questions & Answers: 

4/2/2025 

  1. Question: Is there any public data available on how many eligible dyads are currently needing services in my area? I am not sure how many we should propose to serve annually in our Chicago region.
    • Answer: Applicants should include in their proposal narrative the number of unduplicated dyads they plan to serve annually through this program. The proposed number should be determined by each individual applicant. To assist applicants in their proposals, you can view historical caseload data for dyads served through IDHS legacy programs during CY24.  Successful applicants will be notified of final caseload assignments at the time of Notice of State Award.
  2. Question: I am wondering if there is a caseload assignment for each Chicago region that we are to be referring to for budget and planning purposes.
    • Answer: See answer to question #1.
    • 4/7/2025
  3. Question:  Please supply the education level required for the BBO-N Coordinator as it is not apparent in BBO-N Policy and Procedures manual section 3.1.2. BBO-N Program Coordinator or in 1.8.2 Staffing.
    • Answer:  There is no specific education level required for the BBO-N Coordinator role. However, Coordinators not meeting the qualifications for BBO-Navigator would not be able to function in a dual-role to provide BBO-N Navigator services in addition to their Coordinator responsibilities.
  4. Question: Please specify the extent to the organization chart requested in NOFO Narrative in the Capacity section iv.2.b.iii. Is an entire organization chart being requested or a program specific organization chart being requested?
    • Answer:  The Organizational Chart attachment should, at minimum, include all program staff and administrative staff within the BBO-C program. However, the chain of command up to the most senior decision maker in the agency should be clearly discernible by looking at the chart.
      4/9/25
  5. Question: When will the TA/Bidders sessions be held?
    • Answer: Please keep an eye on the NOFO Q&A page. Bidders conference information will posted at the top of the Q&A page when available.
  6. Question: Please clarify the required number and frequency of visits for each dyad.
    • Answer: There is no required number of visits or set frequency of visits for this program. Visit frequency should be mutually determined by the Navigator and the family based on the family's needs. Based on the feedback from the listening sessions and surveys, this new grant program is shifting away from the legacy model of prescribed quantity, timing, and content of visits.
  7. Question: What is the minimum number of interactions with each dyad needed to meet the program's objectives?
    • Answer: See answer to question # 6.
  8. Question: Are all dyad visits required to be face-to-face or are some virtual visits allowable?
    • Answer: No. The performance standard is 70% of total dyad visits conducted face-to-face.
  9. Question: Please specify the program completion criteria for a dyad in relation. The program standards 3iE2d and 3iE2f do not list the program completion criteria.
    • Answer: Length of time in the program and program completion readiness should be mutually determined by the nurse and the family based on the family's needs.
  10. Question: Does this program require a formal agreement with Family Connects Nurse Home Visiting program to share information and ensure an appropriate hand-off?
    • Answer: A formal agreement is not required between BBO-N provider agencies and Family Connects provider agencies, but collaboration and communication is expected to help meet the needs of the Chicago families. Release of Information (ROI) should be obtained from the client prior to sharing Protected Health Information (PHI).
  11. Question: Is funding determined on a per dyad basis for each region? If so, what is the dollar amount per dyad?
    • Answer: The proposed number served and budget requested should be determined by each applicant. Monthly grant payments will be paid using actual program expenditures reported for by each grantee. The award amount will be dependent on dyads proposed to be served annually. The Department anticipates an allocation of $750-$1,000 per dyad which equates to an average of $660,000 per award ($1,320,000 per region).
  12. Question: Is Cornerstone being used as the MIS for the BBO Navigation program?
    • Answer: The Department expects BBO-N will be using Cornerstone in SFY26.
  13. Question: If Cornerstone is the approved MIS for the BBO Navigation program, will it be updated to capture the required performance measures to enable appropriate program progress reports?
    • Answer: See NOFO section Bii2 - Reporting. Grantees will be expected to submit Periodic Programmatic Reports (PPRs) quarterly to the Department. IDHS may offer some supplemental data reports to aid grantee Program Coordinators in their quality assurance monitoring and reporting to the Department.
    • 4/11/25 
  14. Question: Are applicants required to currently participate in the Family Connects home nursing program in order to be eligible for this funding opportunity?
    • Answer: BBO-N applicants are not required to be a Family Connects provider. Collaboration and communication is expected between BBO-N and Family Connects providers to help meet the needs of the Chicago families. A formal agreement is not required between BBO-N provider agencies and Family Connects provider agencies.
  15. Question: [Agency name redacted] currently receives Home Visiting funding through [funder name redacted], which is administered via the Early Childhood Block Grant from the Illinois State Board of Education (ISBE) through [organization name redacted]. Are we still eligible to apply for the Better Birth Outcomes - Navigation grant if we already receive funding for Home Visiting through the Early Childhood Block Grant? If so, would we be allowed to have staff members split their time between the existing Home Visiting program and the proposed Navigation program?
    • Answer: Yes. Early Childhood Home Visiting providers are eligible to apply for BBO-N. Agencies with staff splitting their time across multiple grant programs should ensure a method of tracking staff time and effort spent on each grant is in place. Service provided as part of another grant program cannot be budgeted nor billed to the BBO-N grant.
  16. Question: Are there recommended guidelines for the amount of time Navigators should spend with each dyad/family? How should we determine the appropriate caseload for each Navigator?
    • Answer: Time Navigators spend with families and frequency of visits should be mutually determined between the family and the Navigator based on the clients needs. Average BBO-N visit lengths are anticipated to be 30-60 minutes. For example, a Navigator may spend time during the visit assisting a family with the phone calls needed to enroll in other services, while other families may prefer to spend the visit receiving education or other support from the Navigator. Some families may only need 1-2 visits and other may need more frequent follow-up. IDHS anticipates grantees would meet with most families for at least one visit during prenatal period and at least one follow-up in the postpartum period to be able to successfully meet the program deliverables and performance standards. Caseloads may vary depending on organizational workflow and staffing structures
  17. Question: Are there any IDHS guidelines or recommendations for compensation levels for both Navigators and Program Coordinators?
    • Answer: I DHS does not have a required salary range for BBO-N program staff. However, salary ranges seen by IDHS in programs with staff who provide similar activities range from $18-40/hour.
    • 4/14/25
  18. Question: For BBO-N, should I enter a UGB (Uniform Grant Budget) budget or a FRGB (Fixe Rate Grant Budget) budget in CSA?
    • Answer: Applicants for BBO-N should select and use the Uniform Grant Budget (UGB) in CSA when entering their budget
  19. Question: What is going to happen to the present HRIF/APORS program in Chicago in the new grant year? Will it still exist?
    • Answer: Infants identified by the IDPH Advanced Pregnancy Outcomes Reporting System (APORS) will be referred to Chicago Family Connects and offered a nurse follow-up visit in the home. Infants requiring additional support at the completion of the Family Connects visit(s) will be referred to their local BBO-N provider.
    • 4/15/2025
  20. Question: Will the Case Finding Report in Cornerstone continue on a weekly basis with BBO-N? If so, will it be assigned to the agency in corresponding region for navigation services?
    • Answer: We anticipate that Medicaid Case Finding Lists will still be available to grantees in each of the Chicago regions. Medicaid Case Finding lists will be provided to grantees and will include active Medicaid clients living in the service area the grantee selected in their application.
  21. Question: How does BBO-N address systemic issues with MCO's that dyad's may experience?
    • Answer: For any questions about benefits or other Medicaid member needs, please contact Member Services at each health plan using the number on the back of the client's card. Concerns that go unaddressed regarding BBO-N clients should be escalated to the DHS Nurse Consultant.
  22. Question: Will BBO-N have a chart review tool provided for navigators to utilize for dyad visits?
    • Answer: Audit tools will be provided after the start of the grant and prior to program reviews being conducted.
  23. Question: Which item are we to provide an example for in the narrative for the statement below as requested in the NOFO under Capacity 2.b.ii.? Recruitment or retention or both? Explain applicant agency's staff recruitment and/or retention efforts and provide at least 1 example of effectiveness.
    • Answer:  For the example requested, applicants may choose to speak of the effectiveness of either recruitment or retention. Applicants may provide 2 examples (1 for each) if they choose, but only 1 is required.
    • 4/16/2025 
  24. Question: For the purposes of this NOFO how is "having a physical presence serving the eligible geographic area" defined?
    • Answer: For the purposes of this program, the physical presence required means ability to provide in-person services, which may include services taking place at a clinic, office, client home, or other location mutually agreed upon with the family based on their need.
  25. Question: We have served patients throughout all of the regions while we have brick and mortar facilities in only some of the regions. Do we need to have a physical location in each region to qualify for an application to the region? Is serving patients from these zip codes sufficient for the purposes of this NOFO, regardless of the bricks and mortar presence?
    • Answer: See answer to question #24. Applicants do not need to have a brick and mortar building in the area as long as they are willing to provide in-person services in the area.
  26. Question: Are we restricted to serving the patients within the physical location in that region? Answer: No. Applicants must be prepared to provide in-person services in the geographical area for which they are applying. If families living in a neighboring region are known to travel to your region for services, your agency could propose to serve them. However, your agency must also be willing to serve residents living in the awarded region as the Bureau is seeking full coverage of each geographic area. This should be clearly explained in your application.
  27. Question: If home visits are part of our model does this negate the need for the brick and mortar facility?
    • Answer: If the applicant agency has no brick and mortar facility in the geographic area for which they propose to serve, home visits would be an option if the family agrees. Given the Department was informed during our listening sessions that some families do not want a home visit but still need navigation help, BBO-N home visits cannot be the only option presented to the client and an alternative mutually agreed upon location would need to be offered.
  28. Question: Is IDHS anticipating having a similar caseload ratio per region as before?
    • Answer: This is a new program. Historical data was provided in the answer to question #1 to assist grantees in their proposal of estimating potential families in need of services. Final caseload and funding decisions will be provided at the time of Notice of State Award. Regarding ratios: Due to a variety of organizational structures at the local agency level, the Department does not require a specific Navigator to family ratio. However, when developing staffing plans, the Program Coordinator should consider factors including but not limited to: complexity/acuity of client needs, staff skillset, anticipated length of client's time in the program, frequency of client visits, other supports the client already has in place.
  29. Question: Is IDHS open to giving one award to an agency that has the capacity to cover the entire region or you are planning to award two per region, with a max award of $660,000 per agency.
    • Answer: The Department has committed to funding up to 2 awards per region. Applicants wishing to serve a region solely should indicate that in their application. Grantees wanting to serve more than 1 region should submit a separate application for each region.
  30. Question: Per the case closure guidance in the manual, if a client leaves the service area, can they stay in the program if they are continuing to receive medical services at the agency?
    • Answer: Case closure guidance will be provided to grantees as part of the program training.
      4/18/25
  31. Question: We have two FQHCs in (region redacted), just outside of the boundary for (neighboring region redacted). We are, however, more aligned culturally with the region outside of where our FQHCs are. We do have exam room space in the neighboring region at our dental clinic, as well as relationships with several community organizations where we can meet with patients. Is it OK to apply for Region B?
    • Answer: Please see answers to questions #24-27.
  32. Question: Is there a SDOH screening DHS prefers we use?
    • Answer: The Department does not require a specific screening form to be used, however the screening used should address the 10 domains recognized by American College of Obstetrics and Gynecology. A sample screening can be found here: Importance of Social Determinants of Health and Cultural Awareness in the Delivery of Reproductive Health Care
  33. Question: Can an applicant apply to serve an entire region? If so, would DHS award one agency for that region?
    • Answer: Please see answer to question #29. 
  34. Question: What is the maximum indirect cost rate allowed for this NOFO as in accordance with the memo sent 3/19/25 by DHS.CSA.Support@illinois.gov? What is the maximum de minimis indirect cost rate allowed?
    • Answer: Applicants may utilize the 15% rate for their budget submission; however it is not yet clear if the federal funds being utilized for this program will meet the criteria. Selected grantees may be asked to utilize the 10% indirect cost rate. 
  35. Question: If we can't meet the caseload will funds be reduced. Or if we meet the caseload, will the agency be able to increase caseload?
    • Answer: IDHS provides grantees with ongoing technical assistance to assist grantees in meeting their program goals. Grantees not meeting the performance standards, including caseload, may be issued a Corrective Action Plan. Future funding decreases or increases cannot be predicted at this time.
  36. Question: Would safe sleep, or the risk of not having a safe sleep environment be added to the Vulnerability Index as a possible criteria for service eligibility?
    • Answer: The vulnerability index will not change for SFY26, but IDHS will take this suggestion under advisement for future fiscal year programming decision making.
  37. Question: If we offer home visits to patients living in a particular region but do NOT have a physical site or offer other services in that region, are we qualified to apply for that region?
    • Answer: See answer to question #27.
  38. Question: Since 70% of the dyads served have to have stated that they have taken advantage of MCO value added benefit, how will that be documented in cornerstone?
    • Answer: Awardees will receive training on documenting the Department's MIS.