DEEMING REQUIREMENTS AND APPLICATION PROCESS FOR FTCA

MEDICAL MALPRACTICE COVERAGEFor Calendar Year 2013

Department of Health and Human ServicesHealth Resources and Services Administration

Bureau of Primary Health CareOffice of Quality and Data

Call Agenda

• Introduction• Brief summary of Deeming Requirements • Helpful Resources and Technical Assistance• Question and Answer

Types of Applications

• There are two types of applications for FTCA coverage:– EHB System will be open to receive applications on

February 23, 2012– INITIAL DEEMING APPLICATION

o May be submitted at any time during the year when the EHB system is open to receive applications.

o Will be acted upon by HRSA within 30 days after receipt of a completed application

– ANNUAL REDEEMING APPLICATIONo All currently deemed health centers must file a

renewal deeming application to be deemed for CY 2013. This year’s deadline is April 5, 2012

CY 2013 Requirement Updates

• Minutes from any six QI/QA committee meetings. All minutes must be dated between June 1, 2011 and the submission date of the application.– Remove patient names and other identifiers

• Minutes from any six Board meetings that reflect Board approval of QI/QA activities. All minutes must be dated between June 1, 2011 and the submission date of the application.– Remove all information not related to QI/QA activity

CY 2013 Requirement Updates(continued)

Board-approved Credentialing and Privileging (C&P) policies– Must be signed and dated by the Board

(C&P) Plan + Page with Board of Directors Signature (C&P) Plan + Signed Board Minutes showing C&P plan was

approved

Clinical policies and procedures for the following activities:

Referral Tracking Hospitalization Tracking Diagnostic Tracking (Should include X-Ray Tracking Lab

Result Tracking)

Requirements

A complete initial or redeeming application must include:1. An Application Form completed in EHB2. An approved Quality Improvement/Quality Assurance

Plan, including governing board signature and approval date

1. Two Methods to demonstrate Board approval QI/QA Plan + Page with Board of Directors Signature QI/QA Plan + Signed Board Minutes showing QI/QA plan

was approved

Requirements

3. Summary of professional liability history for cases filed or closed within the last 5 years, if applicable

Name of provider(s) involvedArea of practice/SpecialtyDate of OccurrenceSummary of allegationsStatus and outcome of claim

Requirements (continued)

4. Explanation of any “NO” responses5. Deeming applications for any sub-recipients (as

documented on the organization’s most recent approved scope from FORM 5B - see “sub-recipient submission instructions.”)

Requirements (continued)

6. Credentialing list (in an excel spreadsheet) of all licensed and/or certified health care personnel employed and/or contracted by the health center, with the following information:o Name & Professional Designation (e.g., MD/DO, RN, CNM,

DDS)o Title/Positiono Specialtyo Employment Status (full-time employee, part-time employee,

contractor, volunteer)o Date of Hireo Current Credentialing Dateo Next Expected Credentialing Date

** Please note that for the 2012 application “Initial Credentialing Date (the first time the individual was credentialed by your organization)” has been removed and is no longer required.

Sub-Recipient Applications

• Health centers must submit a separate deeming application on behalf of each sub-recipient seeking FTCA coverage– A single application package that includes the grantee and all

appropriate sub-recipient applications should be submitted. Each sub-recipient application will be collected as an attachment in the system.

• The system will provide a downloadable template which the grantee can send to sub-recipients to complete and return to the grantee– It is recommended that the grantee download the template from the

system and send it to all the sub-recipients that are requesting coverage and participating in the program as soon as they begin working on their own application

– The grantee is required to upload the sub-recipient application within the system once they have received it from the appropriate sub-recipients

CY 2013 FTCA Application Technical Assistance (TA) Videos

• Online Instructional Videos– Step by step instructional videos that demonstrate how

to fill each section of the FTCA application and general EHB guidance.

– Supplemental videos that reviews best practices and points out resources that are useful in developing policies and procedures that are connected to the FTCA Deeming process.

– Currently Available on the ECRI website at the following link: : https://members2.ecri.org/Components/HRSA/Pages/Videos_Deeming.aspx

Risk Management Resources

• Other Helpful Resources – Tracking Tool Kit– Credentialing Tool Kit– Credentialing Webinar ( Next Webinar will be tomorrow Thursday

February 23, 2012)

Quality Improvement Resources

• HRSA Quality Improvement Webinars: http://bphc.hrsa.gov/policiesregulations/quality/

• ECRI Resource Page: Quality Improvement: https://members2.ecri.org/Components/HRSA/Pages/QI.aspx

Risk Management Resources

• Risk Management Plan: https://members2.ecri.org/Components/HRSA/Pages/RMPlan.aspx

• Event Reporting Toolkit: https://members2.ecri.org/Components/HRSA/Pages/EventReportToolkit.aspx

• Webinars https://members2.ecri.org/Components/HRSA/Pages/Webinar_Audioconf_Archive.aspx: – Clinical Risk Management Basics Part I– Developing a Risk Management Plan

Risk Management Resources

• Sample Risk Management Policy: Physician Office Practice https://members2.ecri.org/Components/HRSA/Pages/PSRMPol3.aspx

• Patient Satisfaction Questionnaire https://members2.ecri.org/Components/HRSA/Pages/PSRMPol2.aspx

• Anecdotal Note for Patient Concerns https://members2.ecri.org/Components/HRSA/Pages/OAPol4.aspx

• Handling Patient Complaints https://members2.ecri.org/Components/HRSA/Pages/OAPol3.aspx

• Safety Attitudes Questionnaire (Ambulatory Version) https://members2.ecri.org/Components/HRSA/Pages/PSRMPol1.aspx

FTCA/BPHC Help LinePhone: 1-877-974-BPHC (877-974-2742)

9:00 AM to 5:30 PM (ET)Email: BPHChelpline@hrsa.gov

FTCA Website: http://www.bphc.hrsa.gov/ftca/