ORALERT 2025: Equal access to innovative screening solutions for oral HPV

The project is designed around a solid RO-RS cross-border partnership between the "Victor Babes" University of Medicine and Pharmacy Timisoara as Lead Partner and General Hospital „Đorđe Joanović” Zrenjanin as Project Partner, aiming to improve the overall health outcomes and well-being of the target group by reducing the incidence of HPV-related oral diseases in the programme’s eligible area, namely in Timis, a Romanian county, and in Srednjobanatska oblast (Central Banat) a district in Serbia. The project addresses punctual common challenges with reference to certain situations in which both partners fail to meet patients' expectations: 1. Lack of awareness & cross-border medical threats; 2. Limited capacity of healthcare providers; 3. Shortage of healthcare digitalization. The project`s approach in addressing these common challenges: 1.& 2. The project will develop joint events to increase awareness of HPV and the importance of early detection and treatment among the general public. To address the limited capacity of healthcare providers, the project will provide training and support to increase their capacity to further provide innovative screening solutions to the project target group, aged 18- 24. 3. By implementing telemedicine services, the project will aim to improve access to healthcare services and reduce delays in diagnosis and treatment. One key innovation of the project is the development of a new mobile application for remote oral diagnosis. This app will enable patients to receive a preliminary diagnosis remotely, without having to travel to a healthcare facility. The overall objective of the project: To improve the quality of HPV-oral-related healthcare services and outcomes for a target group of 4.300 patients/persons aged 18-24, by enhancing awareness, targeting 4 investments in endowment of healthcare facilities for cross-border medical threats and building the screening capacity of 30 healthcare providers to use innovative techniques through joint training activities, as well as developing and implementing of actions to support digitalization through a mobile app. The expected change that the ORALERT project will make to the current situation is to improve the quality of HPV-oral-related healthcare services and outcomes, mainly for young adults aged 18- 24. This will be achieved by: - increased detection rate in a much shorter time through the innovative methods used; - enhancing awareness among the general public; - targeted investments in endowment of healthcare facilities for cross-border medical threats; - building the screening capacity of healthcare providers through know-how exchange and joint training activities to use superior screening techniques; - support digitalization through the development and implementation of a mobile app. Project main outputs clearly link to Priority 2, SO 2.2, Output Indicator and Result Indicator, as follows: 1. PSO 03 - Investments in health care, family-based and community-based care services: 4 investments representing 14% of the target value under this call 2. PSR 03 - Annual users of the supported investments in health care, family-based and community-based care services: 4.300 patients/persons benefiting from the supported investments in health care, family-based and community-based care services, representing 43% of the target value under this call, out of which: a) 3.000 persons in the project area benefiting from targeted awareness-raising activities, meaning a change in the target audience's knowledge and belief regarding HPV-related oral cancer, by providing them with accurate and relevant information on the topic, in order to engage in preventative behaviors, seek early diagnosis, and support, reducing the incidence and impact of HPV-related oral cancer in the project area; b) 1.200 persons aged 18-24 in the project area benefiting from innovative screening solutions for oral HPV; c) 100 app users, who have downloaded and are actively using the mobile application developed for oral telemedicine during project implementation period; It is estimated that during the durability period at least 100 persons/annually, 500 in total, will have access to screening and 50 users/annually, 250 in total, will be registered to the mobile app (Final target - 2029). ORALERT is unique and original in several ways. Firstly, it focuses specifically on improving the quality of HPV-oral-related healthcare services for young people aged 18-24, a group that is often underserved and overlooked in terms of oral health. Secondly, the project takes a cross-border approach, recognizing that oral health issues do not stop at national borders and require collaboration between different countries and healthcare systems. Thirdly, the project combines various approaches, such as awareness-raising, investment in healthcare facilities, capacity building for healthcare providers, and digitalization, in a comprehensive and integrated manner to achieve its objectives.

The first reporting period (first three months) of implementation of the ORALERT project was marked by the following achievements: - setting up the Joint Steering Committee on November 25th, through the project manager's decision no. 31740; - the advance request submission on November 25th and transferring the corresponding amount to the project partner on December 12th, 2024; - operationalization of the LP project team through the conclusion of individual labor contracts for the LP project team members; - planning and assigning team members/ activities, distributing tasks and deliverables per project partners during the common meeting in Zrenjanin, on January 21st, 2025; - drafting the procurement plan and related documents for the LP equipment and external services (the LP must wait for the approval of the equipment procurement list before launching any procurements); - submission of the first notification on February 19th, 2025, requesting the replacement of the financial manager of the LP and the replacement of the legal representative of the PP; - development of a project page within the UMFVBT website and issuing a press release: https://www.umft.ro/ro/oralert-2025/ - maintaining constant communication with the project partner through e-mail and a project WhatsApp group. Activities performed during this period: Activity 1.1 Raising awareness about HPV-related oral cancer The LP experts focused on the following: 1) Defining the raising awareness campaign objectives: offering the team insights into the clinical significance of educating particular groups about HPV-related oral cancer, drawing from their patient experiences, share the team’s understanding of the risk factors and diagnostic challenges encountered in practice to guide the development of campaign goals, 2) Research and Data Collection: To support these goals, extensive research was conducted, including the collection of demographic data (age, gender, location, education level, and socioeconomic status) from census reports and relevant databases. 3) Behavioral Insights Analysis: Lifestyle habits (e.g., smoking, alcohol consumption, oral hygiene and risky sexual behaviors) and health literacy levels associated with HPV-related oral cancer risks were analyzed using national health surveys and academic studies. 4) Efforts are underway to organize educational events in schools, workplaces, and community centers to raise awareness about HPV (Human Papillomavirus), its transmission, and its connection to oral cancers. 5) Development of educational materials regarding HPV and oral cancer awareness such as posters, brochures and health-care related presentations for high-school and university students Activity 1.5 Development of the Mobile application for oral telemedicine During this period the LP team members focused on conducting research on mobile application development software and platform compatibility such as Android and iOS, individual research and studying on code writing and basic menu design for mobile application. Also, they met to discuss the technical specifications of the mobile app. The activities performed by the General Hospital “Djordje Joanović” were directed to the management activities and realization of tender procedures. General Hospital “Djordje Joanović” delegated staff, signed the contracts with external project team members and formed project team. They jointly prepared first notification on the project regarding the change of the General Hospital “Djordje Joanović” legal representative. Tender for procurement management was prepared and the contract signed, while the project team still worked on the technical specification for equipment, as well as ToRs for other services. During period 2 the LP team members focused on developing educational materials on HPV. Once the target audience has been identified, educational materials were drafted. These materials aim to raise awareness about HPV- related oral cancer and included 1.000 brochures in Romanian (2 flyer versions to be printed by a contracted third party), to start with, and 1 short video on the correct prelevation of saliva for HPV screening. The brochure provide information in a concise and accessible format to educate the target audience about the risk factors, prevention, and screening options. The videos is short, engaging and informative and will be used to increase awareness about the importance of early detection and prevention of oral cancer. Also, the LP team members met several times, formally and informally, in order to discuss the technical characteristics of the mobile application and its design. The two formal LP project team meetings took place on March 14th and April 24th. The procurement for IT quipment (laptops) was carried out. Activities performed by the General Hospital “Djordje Joanović” were directed to the resolving the issues regarding the transfer of tissue samples across the border, as well as on management activities and realization of tender procedures. Delegated project team members took over their duties and successfully implemented them in the second reporting period. Tender for external expertise for the project reporting management is prepared and contract signed on 19.03.2025, while the project team still works on the technical specification for medical and IT equipment, as well as ToRs for other services which will be launched in the following month/two. Although the project team of the project partner held several internal PT meetings in this implementation period, partners weren’t meet in online/in-person, but they Jointly prepared second notification on the project regarding the change of the LP team member. Also, they prepared together response letter regarding the notification letter No 635/02.04.2025 issued for the project ORALERT from the Programme authority and worked together on the Project report No1. Consequently, 2 JSC meetings were organized in this period, 1st on 21.5.2025 in relation to the Notification No2 and 2nd on 23.05.2025 in relation to the 1st Project report approval. Activities under the project continued within A 1.1 Raising awareness about HPV-related oral cancer and project partners prepared draft of the presentations – educational material. During Period 3 (23 May–22 Aug 2025), both partners intensified WP1 activities. The LP (VBUMPT) advanced awareness actions (drafted brochures/posters/slides and updated the project Facebook page), prepared and delivered the first cross-border staff trainings (20–21 Aug), purchased reagents/consumables to support HPV screening, and published the procurement notice for the oral telemedicine mobile app and project website. Coordination included an online RO–RS meeting on 14 Aug and joint work on responses to Programme correspondence and PR.2. PP2 (GHDJZ) prepared and printed education materials (2,500 brochures, 25 posters) and a Serbian promo/educational video; promoted the project via regional media and Programme channels; launched/filled inputs for the project FB presence; and participated in the two training sessions delivered with the LP. Procurement management progressed (visibility/PR, event organization, translation, external reporting, and medical equipment). The General Hospital “Djordje Joanović” has chosen to submit an intermediate report to expedite the reimbursement of funds spent within the ORALERT project and to ensure their availability for upcoming obligations. The hospital is currently implementing four projects under the Serbia–Romania Programme, making effective financial management essential to maintaining continuous solvency. The contract for Medical Equipment – RORS00267/GHZr/TD6 was signed on 11.09.2025 with the supplier “AB Trade DOO Beograd,” who requested an advance payment of EUR 143,496.00. In accordance with the contract, the advance payment was transferred to the supplier. The project team of the General Hospital “Djordje Joanović” has invested significant effort into organizing the ORALERT Project Opening Conference, scheduled for September 30th in Zrenjanin, where a large number of stakeholders are expected to attend. Working closely with the service providers for event organization, visibility and PR, and translations, the team is finalizing preparations and is confident that everything will be ready for the upcoming event. All other project activities initiated in the previous period are continuing, particularly under Activity 1.1, where speaking lectures are planned over the next two months, and Activity 1.2, which includes new know-how exchange and innovative training sessions. During the official Period 4 (22.08.2025–22.11.2025), the General Hospital “Djordje Joanović” submitted an interim report on 25.09.2025 in order to enable the timely reimbursement of funds already incurred within the ORALERT project. Consequently, the present report covers only the period from 26.09.2025 to 22.11.2025 and includes only the PP report. Throughout the reporting period, the project team of the General Hospital “Djordje Joanović” continued to implement project activities in line with the approved activity plan and individual job descriptions. Cooperation with the Lead Partner and external collaborators remained at a very high level. A project meeting was held on 30.09.2025, following the Opening Conference in Zrenjanin, during which project team members from both sides of the border discussed ongoing and forthcoming activities. In addition, several Joint Steering Committee (JSC) meetings were organized (approval e-mails of PR3 on 7 and 10.11.2025 and JSC revision on 04.11.2025). The project team also prepared and submitted two formal responses to the Lead Partner, addressing the Notification Letter and the Clarification Request issued by the Joint Secretariat. All related management activities are reported under the management folder in the annexes. While awaiting the delivery of equipment and the commencement of screening activities the focus during this period was placed on awareness-raising actions. The project Opening Conference was held on Tuesday, 30 September 2025, at Hotel “Vojvodina” in Zrenjanin and gathered 49 participants from various sectors, predominantly healthcare professionals. Participants were introduced to the project objectives and informed about the latest trends in the treatment of HPV-related oral diseases. A press release and official press statements were prepared, resulting in extensive media coverage. Communication with representatives of secondary schools and higher education institutions in the City of Zrenjanin was continued, and it was agreed that educational lectures would be organized in four schools in parallel with the screening activities in Serbia. Although know-how exchange and training activities were extensively fulfilled in the previous period, partners considered organizing additional sessions once the LP has acquired the necessary equipment. Preparatory activities for the implementation of screening solutions, initiated in the previous period, continued through visits by Lead Partner representatives to the General Hospital “Djordje Joanović”. During these visits, transport bags for saliva samples was delivered and initial practical training on sample collection was conducted. With all prerequisites for screening activities now fulfilled, the project team initiated the allocation of human resources and related tasks in order to commence screening activities as soon as possible. During the fourth reporting period, the Lead Partner (LP) concentrated primarily on finalizing the procurement procedures for medical equipment and related services in order to meet its contractual obligations. As detailed in the LP Response Letter to the BRECO Notification registered under no. 1913/29.10.2025, three procurements were completed and corresponding payments executed during this period: -Disposable non-chemical medical consumables (dental scaling device); -Disposable non-chemical medical consumables (head lamp); -Disposable non-chemical medical consumables (Smartmatic handpiece). In parallel, the LP team advanced the establishment of the administrative and institutional framework required for the installation and operationalization of the procured equipment. These efforts ensured that staffing, governance, procurement, and coordination mechanisms were in place to support the effective implementation of Activity 1.2 (Know-how exchange), Activity 1.3 (HPV screening), and Activity 1.4 (Mobile healthcare units). The LP management team met as frequently as necessary in order to accelerate procurement processes, within legal limits, to align with the project timeline and objectives. Progress on the remaining procurement procedures for medical equipment and supplies is summarized below: -Disposable non-chemical medical consumables (various consumables) – ongoing during the reporting period -Reagents and kits (saliva sample collection kit) – ongoing during the reporting period -Medical equipment for minimally invasive treatment (three types of dental lasers) – procurement finalized; contract pending signature at the time of this report -Imaging medical equipment for minimally invasive or non-invasive screening or evaluation (Micro CT and OCT equipment with accessories, OralID scanners) – procurement finalized for two lots with contracts pending signature; one lot finalized and contracted (contract no. 6018/27.10.2025) -Medical equipment for laboratory evaluations – procurement finalized and contracted (contracts no. 6019/27.10.2025 and 6017/27.10.2025) With respect to services, the LP concluded and contracted the following: -Development and customization of a mobile application for oral telemedicine (contract no. 4919/08.09.2025) -Project website development, updates, and maintenance for at least the duration of the implementation period (contract no. 4887/04.09.2025) Additionally, the LP organized two lectures for students of UMFVBT: one for Dental Medicine (14 November, 35 participants) and one for Dental Technique (17 November, 29 participants), totaling 64 participants. Also, two members of the Ro team - the project manager and the saliva sample evaluation expert, joined the Serbian team and other invited persons for the project opening conference which took place at the General Hospital “Djordje Joanović” in Zrenjanin, on September 30th, 2025. The progress of the ORALERT project during the current reporting period is primarily reflected in the completion of the project’s core investment component, which represents a prerequisite for the implementation of the operational and medical activities. During this period, the Lead Partner finalized the procurement and payment of several key pieces of medical equipment and laboratory systems required for the implementation of innovative screening techniques for HPV-related oral pathologies. These include dental lasers for minimally invasive treatment, OCT imaging systems, a micro-CT system, laboratory sequencing equipment and reagents for saliva-based diagnostic testing. As detailed in the LP Response Letter to the BRCT Notification registered under no. 1913/29.10.2025, the following procurements were completed and corresponding payments made, in order to be included in the present intermediate report: -Reagents and kits (saliva sample collection kit): procurement finalized and products invoiced, Invoice no. 250526/ 10.12.2025; -Medical equipment for minimally invasive treatment (three types of dental lasers): procurement finalized and contracts signed: ctr. no. 7114/ 04.12.2025 for the CO2 laser, invoice no. ELM839/ 10.12.2025; ctr. no. 7112/ 04.12.2025 for soft tissue diode laser, invoice no. IMC71136/ 11.12.2025; ctr. no. 7111/ 04.12.2025 for the dental laser for all types of tissue, invoice no. IMC71134/ 11.12.2024; -Imaging medical equipment for minimally invasive or non-invasive screening or evaluation: Micro CT system with accessories - procurement finalized and contract signed, ctr. no. 6018/27.10.2025, invoice no. FA-245139/ 25.11.2025; the OCT system GAN312 - procurement finalized and contract signed, ctr. no. 7115/ 04.12.2025, invoice no. 5465/ 11.12.2025; the spectral OCT system TEL221 C1/M, procurement finalized and contract signed, ctr. no. 7116/ 04.12.2025, invoice no. 5466/ 11.12.2025; -Medical equipment for laboratory evaluations: procurement finalized and contracted, ctr. no. 6019/27.10.2025 for automatic DNA/ RNA purification and extraction system Q PCR, invoice no. FAV-ANT-39273/ 21.11.2025; ctr. no. 6017/27.10.2025 for the new generation small capacity sequencing system, invoice no. MR43599/ 27.11.2025. Progress was made in the development of the mobile application for oral telemedicine and the project website development, according to the contracts no. 4919/ 08.09.2025 and no.4887/ 04.09.2025. The General Hospital “Djordje Joanović” submitted their medical equipment expenses in the present intermediate report in order to ensure reimbursement of funds spent within ORALERT project as soon as possible and make them available to cover further obligations. As a mentioned in the previous intermediate report, the General Hospital “Djordje Joanović” Zrenjanin is currently implementing 4 projects within the Serbia-Romania program, and financial management is of crucial importance in order to ensure solvency at all times. The contract for Medical Equipment - RORS00267/GHZr/TD6 was signed on 11.09.2025, with the supplier “AB Trade DOO Beograd”, and advance payment in the amount of 143.496,00 EUR was made in the previous reporting period. Within the period covered by this intermediate report, all the medical equipment was delivered by the supplier and the final payment was made on 12.12.2025.