Form FQHCLA - 1 FQHCLA - 1 FQHC Look Alike PIN

PROGRAM INFORMATION NOTICE
DOCUMENT NUMBER: 2003-21
DATE: August 26, 2003

TO:

DOCUMENT TITLE: Federally Qualified Health
Center Look-Alike Guidelines and Application

Community Health Centers
Migrant Health Centers
Health Care for the Homeless Grantees
Public Housing Primary Care Grantees
Federally Qualified Health Center Look-Alikes
Primary Care Associations
Primary Care Organizations

Attached are the revised guidelines and application package for Federally Qualified Health Center (FQHC)
Look-Alike designation and recertification, recently approved by the Office of Management and Budget. This
document replaces Policy Information Notice (PIN) 2000-02, “Federally Qualified Health Center Look-Alike
Guidelines and Application,” dated October 19, 1999.
This application guidance reflects legislative, policy and technical changes since PIN 2000-02 was issued.
The document contains major revisions in the program including:
•
•
•
•
•
•
•

Elimination of waiver allowances under the Medicaid FQHC benefit. Organizations previously granted
waivers will be given sufficient time to meet the waiver requirements.
Applicants are asked to submit a Letter of Interest to the Bureau of Primary Health Care prior to
submitting a formal application.
A Compliance Checklist has been added.
A checklist of required forms and documents including the affiliation checklist, detailed map, Medically
Underserved Area or Medically Underserved Population designation, and not for profit status has been
added.
Reference to the Medicare, Medicaid and State Children’s Health Insurance Program Benefits
Improvement and Protection Act of 2000, section 702, the Medicaid Prospective Payment System for
FQHCs has been added.
Forms and data tables have changed.
Change in Scope of Project policy and procedures have been added.

Questions regarding the FQHC Look-Alike application guide should be directed to The Division of Health
Center Development.

Sam S. Shekar, M.D., M.P.H.
Assistant Surgeon General and
Associate Administrator for Primary Health Care
Attachments

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

TABLE OF CONTENTS
TABLE OF CONTENTS ..............................................................................................................................................1
I.

PURPOSE.............................................................................................................................................................2

II.

LEGISLATIVE BACKGROUND FOR FEDERALLY QUALIFIED HEALTH CENTERS .............................2

III. PAYMENT ELIGIBILITY UNDER MEDICAID AND MEDICARE................................................................3
IV. PROGRAM ELIGIBILITY ..................................................................................................................................4
V.

LETTERS OF INTEREST ...................................................................................................................................5

VI. APPLICATION PROCESS..................................................................................................................................6
VII. 340 DRUG PRICING PROGRAM ......................................................................................................................7
VIII. SUPPLEMENTARY DOCUMENTS ..................................................................................................................7
IX. STRUCTURE AND CONTENT OF THE APPLICATION ................................................................................7
A. Structure of the Application for Designation...............................................................................................7
B. Content of the Application...........................................................................................................................8
C. Multiple Service Delivery Sites ...................................................................................................................9
X. ANNUAL RECERTIFICATION OF FQHC DESIGNATED ORGANIZATIONS ............................................9
XI. CHANGE IN SCOPE OF PROEJCT .................................................................................................................10
A. Requests to Add or Decrease Site(S) .........................................................................................................11
B. Requests to Add or Reduce Service(S)......................................................................................................11
ATTACHMENTS, APPENDICES AND FORMS......................................................................................................................... 12
ATTACHMENT A: Requirements for Designation as a FQHC Look-Alike ....................................................................... 13
ATTACHMENT B: Requirements for Annual Recertification............................................................................................ 25
APPENDIX A: Example of a Schedule of Discounts ........................................................................................................... 26
APPENDIX B: Primary Care Association Contact............................................................................................................... 27
FORM 1-A: Application Cover Page for New FQHC Designation ..................................................................................... 31
FORM 1-B: Annual Recertification Application Cover Page.............................................................................................. 32
FORM 2: Application Checklist ........................................................................................................................................... 33
FORM 3: Compliance Checklist........................................................................................................................................... 34
FORM 4: Health Center Affiliation Checklist ...................................................................................................................... 36
FORM 5: Service Sites ........................................................................................................................................................ 39
FORM 6: Change in Scope Assurances Checklist ............................................................................................................... 40
TABLE 1: Services Offered and Delivery Method ............................................................................................................... 41
TABLE 2 – PART A: Users by Age and Gender.................................................................................................................. 42
TABLE 2 - PART B: Users by Race/Ethnicity ..................................................................................................................... 42
TABLE 2 - PART C: Users by Income Levels ..................................................................................................................... 42
TABLE 2 - PART D: Users by Payment Source .................................................................................................................. 42
TABLE 3: Providers ............................................................................................................................................................. 43
TABLE 4: Patient Service Charges, Collections, and Self-Pay Adjustments ....................................................................... 44
TABLE 5: Current Board Member Characteristics............................................................................................................... 45
PUBLIC BURDEN STATEMENT: An agency may not conduct or sponsor, and a person is not required to respond to, a
collection of information unless it displays a currently valid OMB control number. The OMB control number for this project is
0915-0142. Public reporting burden for the applicant for this collection of information is estimated to average 100 hours for the
application and 20 hours for the recertification per response, including the time for reviewing instructions, searching existing data
sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments
regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this
burden, to HRSA Reports Clearance Officer, 5600 Fishers Lane, Room 14-33, Rockville, Maryland, 20857.

OMB No. 0915-0142
Expires: 08/31/2005
I.

BPHC Program Information Notice 2003-21

PURPOSE

This document provides information about the Federally Qualified Health Center (FQHC) Look-Alike
Program and instructions for submitting an application for designation or recertification as a FQHC
Look-Alike. The requirements described in this document are for health centers that serve a population
that is medically underserved as defined in section 330 of the Public Health Service (PHS) Act.
II.

LEGISLATIVE BACKGROUND FOR FEDERALLY QUALIFIED HEALTH
CENTERS

The Omnibus Budget Reconciliation Acts of 1989, 1990, and 1993 amended section 1905 of the Social
Security Act to create a new category of entities under Medicaid and Medicare known as FQHCs. The
Social Security Act § 1905(l)(2))B) defines an FQHC for Medicaid purposes as an entity which:
“(I)

is receiving a grant under section 330 of the PHS Act, as amended;

(II)(i) is receiving funding from such a grant under a contract with the recipient of such
a grant, and
(ii) meets the requirements to receive a grant under section 330 of such Act,
(III)

based on the recommendation of the Health Resources and Services Administration
within the Public Health Service, is determined by the Secretary to meet the
requirements for receiving such a grant including requirements of the Secretary that
an entity may not be owned, controlled or operated by another entity, or

(IV)

was treated by the Secretary, for the purposes of part B of title XVIII, as a
comprehensive Federally funded health center as of January 1, 1990,

and includes an outpatient health program or facility operated by a tribe or tribal
organization under the Indian Self-Determination Act (Public Law (P.L.) 93-638) or by
an urban Indian organization receiving funds under title V of the Indian Health Care
Improvement Act for the provision of primary health services.”
A similar definition for Medicare purposes is found at § 1861(aa)(4) of the Social Security Act.
The goal of the FQHC program is to maintain, expand and improve the availability and accessibility
of essential primary and preventive health care services and related “enabling” services provided to
low income, medically underserved and vulnerable populations that traditionally have limited
access to affordable services and face the greatest barriers to care. As fundamental components of
the health care “safety net,” FQHCs provide a comprehensive system of care reflective of the
community’s needs and available to all persons residing in their service area(s), regardless of the
person’s or family’s ability to pay for such services. The FQHCs further ensure access to care by
establishing a schedule of discounts for persons unable to pay a full fee, including nominal or no
fees for services provided to the poorest of the populations served, persons whose incomes are
below 200 percent of the Federal poverty guidelines.

2

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

One of the cornerstones of the FQHC program is community involvement in both the
management and governance of the health center. The FQHCs must be governed by a
community-based Board of Directors, a majority of whom are users of the health center’s
services and who represent the health center’s service area in terms of demographic factors such
as race, ethnicity and gender. The Board must autonomously exercise key decision-making
regarding adoption and establishment of operating and service policies, approval of the budget
and grant application, strategic and operational planning, and the hiring and, if necessary,
dismissal of the executive director or chief executive officer. In addition, the involvement of
third parties in health center governance is specifically limited by Federal policy.
To ensure that there are appropriate numbers of health centers to serve the millions of uninsured
and underinsured populations throughout the country, FQHC Look-Alike status was made available
to those health centers that do not receive funding under section 330, but operate and provide
services similar to grant-funded programs. As such, FQHC Look-Alike entities are expected to
demonstrate the same commitment as grantees to serve all populations residing in their respective
medically underserved communities, and to satisfy the administrative, management, governance
and service-related requirements unique to section 330 funded health centers.
The Balanced Budget Act (BBA) of 1997 (P.L. 105-33) modified the definition contained in section
1905 of the Social Security Act for a FQHC Look-Alike entity by adding the requirement that an
“entity may not be owned, controlled or operated by another entity.” The Health Resources and
Services Administration’s (HRSA) Bureau of Primary Health Care (BPHC), in collaboration with
the Centers for Medicare and Medicaid Services (CMS), issued policy guidances to implement the
BBA requirements for public and private nonprofit organizations: Policy Information Notice (PIN)
99-10, “Implementation of the Balanced Budget Act Amendment of the Definition of Federally
Qualified Health Center Look-Alike Entities for Private Nonprofit Entities,” issued April 20, 1999;
and PIN 99-09, “Implementation of the Balanced Budget Act Amendment of the Definition of
Federally Qualified Health Center Look-Alike Entities for Public Entities,” issued April 20, 1999.
Other relevant policy documents are PIN 97-27, “Affiliation Agreements of Community and
Migrant Health Centers,” issued July 22, 1997; and PIN 98-24, “Amendment to PIN 97-27
Regarding Affiliation Agreements of Community and Migrant Health Centers,” issued August 17,
1998. These documents describe the statutory limits on the involvement of “another entity” in the
ownership, control and/or operation of a public or private nonprofit FQHC Look-Alike entity.
Potential applicants are encouraged to work closely with the HRSA Field Offices list of contacts if
there are questions about the application of these policies to their particular case.
III.

PAYMENT ELIGIBILITY UNDER MEDICAID AND MEDICARE

Under Medicaid, the FQHC covered core services include services provided by physicians,
physician assistants, nurse practitioners, clinical nurse specialists, clinical psychologists, clinical
social workers, and services and supplies incident to those services. Any other ambulatory service
included in a State's Medicaid plan is considered a covered service under the FQHC benefit, if the
FQHC offers such a service and meets applicable requirements for a provider of that service.
Under Medicare, FQHCs currently are eligible for payment at 100 percent of the reasonable
costs for the same core services covered under the Medicaid FQHC benefit. Additionally,

3

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

Medicare FQHC includes reimbursement at 100 percent of reasonable cost for certain preventive
health services that are not normally covered under Medicare.
The Medicaid prospective payment system (PPS) for FQHCs was enacted into law on
December 21, 2000, under section 702 of the Medicare, Medicaid and State Children’s Health
Insurance Program (SCHIP) Benefits Improvement and Protection Act (BIPA) of 2000. The new
Medicaid PPS requirements are effective in all States, with respect to services furnished by FQHCs
on or after January 1, 2001. All States, including those operating section 1115 waiver demonstration
programs, are subject to the new Medicaid PPS requirements in sections 1902(a)(15) and 1902(aa)
of the BIPA.
The BIPA amends section 1902(a) of the Social Security Act (“the Act”) by repealing the reasonable
cost-based reimbursement requirements for FQHC services (previously at paragraph (13)(C)) and
instead requiring (in paragraph (15)) payment for FQHCs consistent with a new PPS described in
section 1902(aa) of the Act. Under BIPA, the new Medicaid PPS was effective on January 1, 2001.
In the first phase of the new Medicaid PPS (January 1, 2001-September 30, 2001), States were
required to pay current FQHCs either 100 percent of the average of their reasonable costs of
providing Medicaid-covered services during fiscal year (FY) 1999 and FY 2000, adjusted for any
increase or decrease in the scope of services furnished during FY 2001 by the FQHC (calculating the
payment amount on a per visit basis), or an amount based on an alternative payment methodology
mutually agreed to by and between the State agency and the FQHC (as described below). Beginning
in FY 2002, and for each fiscal year thereafter, each FQHC is entitled to the payment amount (on a
per visit basis) to which the center or clinic was entitled under the Act in the previous fiscal year,
increased by the percentage increase in the Medicare Economic Index (MEI) for primary care
services, and adjusted to take into account any increase (or decrease) in the scope of services
furnished by the FQHC during that fiscal year. Newly qualified FQHCs after FY 2000 will have
initial payments established either by reference to payments to other clinics in the same or adjacent
areas, or in the absence of such other clinics, through cost reporting methods. After the initial year,
payment shall be set using the MEI methods used for other clinics.
For the same period beginning January 1, 2001 and ending September 30, 2001, and for any fiscal
year beginning with FY 2002, a State may, in reimbursing an FQHC for services furnished to
Medicaid beneficiaries, use an alternative methodology other than the Medicaid PPS, but only if the
following statutory requirements are met. First, the alternative payment methodology must be agreed
to by the State and by each individual FQHC to which the State wishes to apply the methodology.
Second, the methodology must result in a payment to the center or clinic that is at least equal to the
amount to which it is entitled under the Medicaid PPS. Third, the methodology must be described in
the approved State plan.
IV.

PROGRAM ELIGIBILITY

Applicants for FQHC Look-Alike designation must be operational at the time of application and
meet the following requirements:
•
•

be a public or a private nonprofit entity;
serve, in whole or in part, a federally-designated Medically Underserved Area (MUA) or
4

OMB No. 0915-0142
Expires: 08/31/2005

•
•

BPHC Program Information Notice 2003-21

Medically Underserved Population (MUP). (The list of MUAs and MUPs is available
through the BPHC Web site: http://www.bphc.hrsa.dhhs.gov/databases/newmua/);
meet the statutory, regulatory and program requirements for grantees supported under section 330
of the PHS Act; and
comply with the policy implementation documents specified in Section II of this PIN for the
BBA of 1997 amendment which added the requirement that an FQHC Look-Alike entity may
not be owned, controlled or operated by another entity.

V.

LETTERS OF INTEREST

The submission of a Letter of Interest (LOI) is recommended but not required in order to submit an
application for FQHC Look-Alike designation. It is recommended that an applicant submit a LOI
to the BPHC as soon as it begins considering applying for FQHC Look-Alike designation. A copy
of the LOI should be sent to the Primary Care Association (PCA). The BPHC uses the LOI process
to provide feedback to the organization to improve the quality of its application and its opportunity
for designation as a FQHC Look-Alike. The BPHC will provide feedback within 30 days of receipt
of the LOI and the applicant should incorporate the BPHC response prior to the application.
The LOIs should be no longer than 7 pages and address the level of need in the community for
additional primary care services, provide a description of the organization that will be seeking
the designation and a brief description of the proposed project.
Each LOI should include a BRIEF DESCRIPTION of each of the following:
•
•
•
•

•
•
•
•

the name and address of the organization and sites to be designated;
the proposed target population and service area including whether (1) it is defined as
urban or rural and (2) identification of any federally-designated MUA/MUP designations
to be served;
issues creating a high need for primary health services including any significant or unique
barriers to care;
a justification of the need for FQHC Look-Alike designation by documenting the lack of
sufficient health care resources in the service area to meet the primary care needs of the
target population. A map of the service area with the organization and sites noted, as
well as all other resources in the service area, should be included;
the level of need in the community for additional primary care services;
the history and mission of the organization that will be seeking the designation;
current operational capacity of the organization, providers and services; and
the signed compliance checklist and relevant documents. (See Form 4).

LOIs may be sent via e-mail to [email protected] or mailed to:
Bureau of Primary Health Care
4350 East-West Highway, 7th Floor
Bethesda, Maryland 20814
ATTN: FQHC Look-Alike LOI
A copy of the LOI should be sent to the appropriate PCA. (See attached list, Appendix B).
5

OMB No. 0915-0142
Expires: 08/31/2005
VI.

BPHC Program Information Notice 2003-21

APPLICATION PROCESS

For FQHC Look-Alike designation, an original application and two copies of the application must
be submitted to the BPHC. Applications are accepted anytime throughout the year. The review
and designation process is carried out by staff of the BPHC, the CMS Central Office (CO) and the
CMS Regional Offices (RO)s. The role and responsibilities of each entity are as follows:
BPHC:
The BPHC is responsible for distributing application materials, providing comments on
LOIs, receiving completed applications, and reviewing the application for consistency and
compliance with section 330 requirements and applicable policies. While the BPHC review
is usually completed within a month of receipt of the application, it may be necessary to
request additional information from the applicant to clarify various aspects of or to correct
minor deficiencies in the application. If the BPHC review concludes that the application
meets the requirements and expectations of the FQHC Look-Alike program, the BPHC will
forward a recommendation for approval to the CMS CO.
When the BPHC review determines that the application is either non-compliant with FQHC
Look-Alike requirements or incomplete, the application will be returned to the applicant
without further consideration. The organization may re-apply for FQHC Look-Alike
designation, however, the application must demonstrate full compliance with all
requirements. The applicant is encouraged to contact the PCA for assistance in addressing
any deficiencies prior to re-applying.
CMS CO and RO:
As defined by Section 1905 of the Social Security Act, only the CMS has the statutory
authority to designate applicants as FQHC Look-Alikes, based on the recommendation of the
HRSA/BPHC. After the BPHC forwards its recommendation for designation to the CMS
CO, the CMS CO forwards a memorandum to the appropriate CMS RO requesting the
applicable State Medicaid Agency/Office be notified of the applicant organization’s pending
designation as a FQHC Look-Alike.
The State Medicaid Agency/Office has 14 days to comment on the application and submit
any additional information to the CMS RO regarding the designation. If the CMS CO
receives no comments, the recommendation will be accepted and the applicant organization
will be designated as a FQHC Look-Alike. The CMS RO then notifies the State Medicaid
Agency/Office, the CMS CO, and the BPHC of the final approval decision and the BPHC
then notifies the applicant organization of the final approval decision. Generally, the
effective date of the FQHC Look-Alike designation is the date of the CMS RO letter to
the State Medicaid Agency/Office regarding the final approval decision.
In some cases, a State may request a 60 day extension to investigate any issues raised during
the initial 30 day comment period. If the issues are not satisfactorily resolved within the 60
day extension, the CMS CO will notify the applicant and the BPHC that the recommendation

6

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

for FQHC Look-Alike designation will not be accepted. The BPHC will notify the applicant
and the PCA. The applicant may continue to work with the State to resolve any outstanding
issues and reapply for designation when the issues have been resolved.
VII.

340 DRUG PRICING PROGRAM

Organizations designated as FQHC Look-Alikes under section 330 of the PHS Act, as amended,
are eligible to purchase prescription and non-prescription medications for their outpatients at
reduced cost through the 340B Drug Pricing Program. FQHCs are not required to operate/own a
pharmacy in order to participate in this program. Given the pharmacist shortage nationwide,
FQHCs may want to consider contracting with a local pharmacy. In order to participate in this
program, a health center must submit a Program Registration Form to the Office of Pharmacy
Affairs, Bureau of Primary Health Care along with its Medicaid information.
For general information on the 340B program, please contact the Office of Pharmacy Affairs at
800-628-6297 or visit the website at http://bphc.hrsa.gov/opa.
VIII. SUPPLEMENTARY DOCUMENTS
Applicants are encouraged to thoroughly review the following reference documents prior to
finalizing a decision to apply. All policy documents are posted on the BPHC web site:
http://www.bphc.hrsa.gov/.
1. Health Centers Consolidation Act of 1996 (P.L. 104 – 299) (section 330 of the PHS Act,
as amended)
2. PIN 98-12, “Implementation of the Section 330 Governance Requirements” (signed
April 28, 1998)
3. PIN 98-23, “Health Center Program Expectations” (signed August 17, 1998)
4. PIN 98-24, “Amendment to PIN 98-27 Regarding Affiliation Agreements of Community
and Migrant Health Centers” (signed August 17, 1998)
5. PIN 97-27, “Affiliation Agreements of Community and Migrant Health Centers” (signed
July 22, 1997)
IX.

STRUCTURE AND CONTENT OF THE APPLICATION
The requirements that must be fully addressed by the applicant are detailed in Attachment
A of this PIN. The total narrative portion of the application should not exceed 25 pages,
exclusive of required attachments, data exhibits and relevant supporting materials. Minor
deviations from these limits are acceptable.
Applicants should submit an original and one copy of the application, with all
attachments, to the BPHC and one copy to the appropriate PCA. (See Appendix B).

A. STRUCTURE OF THE APPLICATION FOR DESIGNATION (APPLICATION
COMPONENTS SHOULD BE ASSEMBLED AS FOLLOWS):

7

OMB No. 0915-0142
Expires: 08/31/2005
•
•
•
•
•
•
•

BPHC Program Information Notice 2003-21

Form 1-A, Application for FQHC Designation cover page. This must be notarized.
Table of Contents
Form 2, Application Checklist
Form 3, Compliance Checklist
Project Summary
Project Description – Narrative component
Appendices
-Data Tables 1 - 5
-Forms 4 - 5
-Required Attachments
-Supplementary Attachments (at the discretion of the applicant)

B. CONTENT OF THE APPLICATION
1. PROJECT SUMMARY (recommend approximately 2 pages)
The project summary is intended to be a brief synopsis of the community/target
population, the applicant organization and the scope of the proposed FQHC
Look-Alike. The applicant should summarize the need for health services in the
community and the organization’s response to that need. The following issues should
be addressed:
•
•
•

Overview of the community/population
Overview of the organization
Project plan

2. PROJECT DESCRIPTION
The narrative component of the application should be divided into four sections:
Section A.
Section B.
Section C.
Section D.

Need and Community Impact;
Health Services;
Management and Finance; and
Governance.

(See Attachment A for further detail on the required elements to be addressed in each
section).
3. REQUIRED ATTACHMENTS
In addition to the data exhibits and tables, the following documents MUST be
submitted with the application:
-

documentation of non-profit status or evidence of application for non-profit status
(not required for a public entity applicant);
a map of the service area, with site location(s) and MUA/MUPs noted, as well as
8

OMB No. 0915-0142
Expires: 08/31/2005

-

BPHC Program Information Notice 2003-21

other primary care providers including other including other FQHCs in the area
(see Appendix C for sample);
a complete copy of the applicant's most recent annual audit with auditor’s opinion
letter;
a copy of the organization's schedule of discounts (see Appendix A for sample);
signed copies of the organization’s Articles of Incorporation and corporate
bylaws; and
copies of current or proposed management agreements, administrative or clinical
services contracts, lines of credit, or any other type of formal affiliation
relationship.

C. MULTIPLE SERVICE DELIVERY SITES
Organizations requesting designation of more than one service delivery site are not
required to submit a separate application for each site. For each site being included in the
designation, the following must be included: (1) a narrative description of need in the
area, (2) demographics of the target population, (3) services provided, and (4)
professional staffing. Tables 1-5 must be submitted for each site. The submission of
information concerning user characteristics such as income and insurance status, age, sex
and race on a site specific basis is preferred, but if the entity only keeps aggregated data
on users, an entity-wide summary may be provided. Allowance will be made for the
increased size of the application due to the submission of information on multiple sites.
X.

ANNUAL RECERTIFICATION OF FQHC DESIGNATED ORGANIZATIONS

All designated FQHC Look-Alikes are required to submit an annual recertification statement to
retain designation as a FQHC Look-Alike. The annual recertification statement must be notarized
and submitted to the BPHC at least 2 months prior to the anniversary of the FQHC Look-Alike’s
designation date. The recertification statement requires updated information on users, staffing, and
service delivery arrangements (for each designated site if applicable), as well as information on any
administrative, management or clinical changes that have taken place during the past 12 months,
including new or revised/amended contracts and affiliation agreements. All changes in scope
approved during the previous year should also be addressed (see below). (See Attachment B –
Requirements for Annual Recertification for FQHC Look-Alike Designated Organizations).
The BPHC will review the recertification and either contact the organization for additional
information or submit a recommendation to recertify to the CMS CO. The CMS CO then notifies
the appropriate CMS RO who will notify the State Medicaid Agency/Office with copies to the CMS
CO and the BPHC. The BPHC will notify the FQHC Look-Alike of the continued designation.
If issues of compliance are raised during the review of the recertification, the BPHC will contact
the organization for their response to the issues to assure continued compliance with the FQHC
Look-Alike program. If all the issues are resolved satisfactorily within 60 days of notification,
the BPHC will notify CMS CO of its recommendation to recertify. If all the issues are not
satisfactorily resolved after 60 days, the organization will be notified by the BPHC that the
FQHC Look-Alike designation will expire immediately.

9

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

In the event that a designated FQHC Look-Alike does not submit the documentation required for
its annual recertification by the anniversary of the designation date, the BPHC will notify the
FQHC Look-Alike, which, in turn, will have 30 days to submit the documentation. If the FQHC
Look-Alike does not submit the documentation within the 30 day period, CMS will be notified
by the BPHC and the FQHC Look-Alike designation will be terminated.
XI.

CHANGE IN SCOPE OF PROEJCT

The Scope of Project defines the health center’s approved project for the FQHC Look-Alike
designation. An approved scope of project may be a part of a larger health care delivery system
and, as such, needs to be distinctly defined within that context. FQHC Look-Alike health centers
may have other activities that are not part of their approved scope of project, referred to as Other
Lines of Business (OLB) and, thus, are not subject to section 330 requirements and expectations. It
is important to note that only those activities that are a part of the health center’s approved
scope of project are entitled to certain benefits (i.e., Medicaid PPS and FQHC payments,
Medicare FQHC reimbursements, and Drug Pricing benefits). (Note: Services that are within
the approved scope of project but that are not covered as a FQHC service by Medicaid or Medicare,
or not provided on an outpatient basis, are not eligible for PPS or cost-based reimbursement.)
A Scope of Project is categorized by five core elements: services, sites, providers, target
population, and service area(s) and:
•

Defines for the section 340B Drug Pricing Program, the necessary site information enabling
covered entities to purchase discounted drugs for patients;

•

Defines the approved service delivery sites and services necessary for State Medicaid Offices
to calculate payment rates under the PPS or other State-approved alternative payment
methodology (see Program Assistance Letter 2001-09 Department of Health and Human
Services Fiscal Year 2001 Appropriations, Other Legislation, and Regulation Issuances) and
subsequent information posted on www.bphc.hrsa.gov; and

•

Defines the approved service delivery sites necessary for the CMS to determine a health
center’s eligibility for FQHC Medicare cost-based reimbursement.

All FQHC Look-Alike health centers must request prior approval from the BPHC of any changes to
their approved scope of project. The requests are to be submitted to the BPHC at least 60 days
before the change is anticipated to take place. All Change in Scope requests must demonstrate
approval by the Board of Directors and include the Change in Scope Assurances Checklist (Form
6). If the change in scope includes additional site(s) that have a different service area and/or target
population than those already being served, Board representation must be modified to represent
users of the added site(s). The Change in Scope request may not be included as part of the
recertification package but must be submitted as a separate request from the organization. The
request should state whether it is to add a new site(s) or service(s), reduce services at an existing
site(s), or decrease the number of previously approved sites, and must include all the required
documentation (as described below).

10

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

A. REQUESTS TO ADD OR DECREASE SITE(S)
Change in Scope requests to add or decrease site(s) must include:
-

-

-

a narrative description of need in the area served by each site, demographics of the
target population, services provided at the site, and professional staffing, and a
description of the impact of adding a or decreasing a site while ensuring the financial
viability of the health center
a map of the new site(s) service area, with site(s) location and MUA/MUPs noted, as
well as other primary care providers (including other FQHCs) in the new or deleted
site’s service area
any applicable referral agreements
Tables 1-5 completed for each new or deleted site
updated Form 5, Service Sites
Change in Scope Assurances Checklist (Form 6)

B. REQUESTS TO ADD OR REDUCE SERVICE(S)
Change in Scope requests to add or reduce services must include:
-

a narrative description of the services and the impact of adding or reducing service(s)
while ensuring the financial viability of the health center.
updated Table 1
any applicable referral agreements
Change in Scope Assurances Checklist (Form 6)

11

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

ATTACHMENTS,
APPENDICES
AND
FORMS

12

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

ATTACHMENT A
REQUIREMENTS FOR DESIGNATION AS A FQHC LOOK-ALIKE
It is important that the applicant fully address ALL requirements within the narrative component
of the application. Submission of data tables without supportive narrative information may
result in an application being returned to the applicant as an incomplete application.
Health Center Program Expectations (PIN 98-23, dated August 17, 1998) contains a detailed
description of the requirements for grantees under section 330 of the PHS Act and provides the
basis for FQHC Look-Alike requirements. The FQHC Look-Alike entities are to be governed by
these expectations to the same extent as federally supported health centers. This PIN, and others,
are available through the BPHC Web site http://www.bphc.hrsa.gov/pinspals/.
Listed below are the required areas to be addressed in each of the four narrative sections and the
information the applicant must provide to demonstrate compliance with the program requirements.
SECTION A.

NEED AND COMMUNITY IMPACT

Each FQHC Look-Alike is expected to gain a thorough knowledge of the community and populations
groups it intends to serve. In particular, the entity must assess and understand the needs, resources
and priorities of the underserved populations residing in its community and design a health care
program that is culturally and linguistically appropriate to those populations. Needs and resources
should be monitored on an ongoing basis and comprehensively assessed on a periodic basis.
Requirements:
1.

Applicants must demonstrate the need for primary health care services in the community(ies)
that make up its service area based on geographic, demographic, and economic factors.

2.

Applicants must justify the need for FQHC Look-Alike designation by documenting the
lack of sufficient health care resources in the service area to meet the primary health care
needs of the target population. If there are other FQHCs located in the applicant’s
proposed service area, the applicant should address the need for additional FQHC
services, as well as any efforts to collaborate with existing FQHCs.

3.

Applicants must demonstrate that the health center location will permit it to provide
services to the greatest number of those in need in the service area.

4.

Applicants must demonstrate that it is serving those most in need within the service area,
including low income and special need individuals/groups, such as the uninsured,
minorities, pregnant women, the elderly, and, where applicable, migrant or seasonal
farmworkers, HIV-infected persons, the homeless, and substance abusers.

5.

Applicants must serve, in whole or in part, a designated MUA or MUP.

13

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

Page 2 – Attachment A
In order to demonstrate that it meets the requirements of 1 - 5 above, the applicant should
provide, at a minimum, the following information:
A.

A narrative description of the Service Area, which includes:
-

-

-

B.

A narrative description of the user population, which includes:
-

C.

the geographic boundaries of the service area of the health center, e.g., the
names of counties, localities and/or census tracts;
a description of the major health problems and special health needs of the
target population within the service area, and a description of any unique
health status indicators or barriers to their accessing health care;
identification of the unserved and underserved populations in the community;
the geographic area and/or population groups that constitute its principal
target population, including any unique populations (for example
migrant/seasonal farmworkers);
the characteristics of the target population in terms of age, gender,
socioeconomic status, health insurance status, ethnicity/culture, education,
language, health status, unemployment, poverty level, etc.;
other providers of health and social services accessible to the population; and
gaps in services and health disparities the health center proposes to address.

total number of users and total number of encounters for the most recent
12-month period available (state the period covered by the data);
economic, demographic and other characteristics identified in Section A
above, as they apply to the user population, and;
the major health needs of the user population, including any special health
care needs among population segments (migrant/seasonal agricultural
workers, public housing residents, homeless persons, low-income school
children, etc.).

A map of the service area that clearly shows the location of the applicant's service
area; the applicant’s service delivery site(s); the designated MUA/MUP(s) served;
and the other providers (including other FQHCs) in the area available to the target
population.

Tables 1-5 are required formats for providing demographic information on the service area and
user populations. Information provided in the Tables should also be described in the narrative.
As previously noted, organizations that provide services through more than one service delivery
site must submit the information from sections A and B above, including all tables, for each site
included in the application. Please identify other FQHCs in the proposed service area and the
need for additional FQHC services, as well as any efforts to collaborate with existing FQHCs.

14

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

Page 3 – Attachment A
SECTION B.

HEALTH SERVICES

The FQHC Look-Alikes must have a system of care that contributes to the availability,
accessibility, quality, comprehensiveness and coordination of health services in the service area.
They must ensure that basic primary health care and support services appropriate to the health
needs of the target population are available and accessible to all persons in the service area,
regardless of ability to pay. They must also have a sufficient number and range of qualified
providers and a clinical management system that ensures quality and continuity. Program
accountability must be maintained by the applicant.
Applicant organizations are expected to collaborate appropriately with other health and social
service providers in their area. Such collaboration is critical to ensuring the effective use of
limited resources and for achieving the mission of assuring access to primary and preventive
health care for the underserved and vulnerable populations. While health centers are encouraged
to collaborate with other entities, they must ensure that all laws, regulations and expectations
regarding the health center governing board member selection process, composition, functions
and responsibilities are protected. Accountability must be maintained by the health center and its
governing board. The BPHC PINs 97-27, 98-24, 99-09 and 99-10 provide policy clarification
regarding limits on FQHC Look-Alike affiliation relationships. Information regarding any
proposed affiliation arrangements will be used to assure that organizations comply with the
requirements and guidelines set forth in the above BPHC PINs, including the center directly
employs the Chief Financial Officer, Chief Medical Officer and the core staff of full-time
primary care providers, the center directly employees all non-provider health center staff, and the
arrangements presented in affiliation agreements do no compromise the Governing Board
authorities or limit its legislative and regulatory mandated functions and responsibilities.
Requirements:
1.

Required Primary Health Services: The applicant must demonstrate that it provides the
following services, either directly, through contract, or through documented cooperative
arrangements (see Table 1) and access must be assured for all patients regardless of
ability to pay:
A. Primary health care services by physicians, and, where appropriate, mid-level
practitioners
- family medicine
- internal medicine
- pediatrics
- obstetrics
- gynecology
B. Diagnostic laboratory services
C. Diagnostic radiologic services

15

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

Page 4 – Attachment A
D. Preventive health services
- prenatal and perinatal services
- screening for breast and cervical cancer
- well-child services
- immunizations against vaccine-preventable diseases
- screenings for elevated blood lead levels, communicable diseases, and cholesterol
- pediatric eye, ear and dental screenings to determine the need for vision and
hearing correction and dental care
- voluntary family planning services
- preventive dental services
E. Emergency medical services
F. Pharmaceutical services as may be appropriate for the health center
G. Referrals to providers of medical services and other health related services
- substance abuse services
- mental health services
- oral health services
H. Patient case management including a system for tracking and follow-up
I. Enabling services
- outreach
- transportation
- language interpretation if a substantial number of patients are of limited English
proficiency
J. Education regarding the availability and proper use of health services
Additional services may be critical to improve the health status of a specific community
or population group. Services beyond the required health center services should be
provided based on the needs and priorities of the community, the availability of other
resources to meet those needs, and the resources of the organization.
2.

The applicant must demonstrate that all contracted services (including management
agreements, administrative services contracts, etc.) remain under the governance,
administration, clinical management and quality assurance of the applicant organization.

3.

The applicant must assure all required services are available to all persons in the service
area or target population. Services may not be limited by race, group affiliation, age,
gender, or the patient’s ability to pay. This requirement may be achieved directly by the
applicant or through established arrangements that meets the collaboration and/or
contracting arrangements described on page 15.

16

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

Page 5 – Attachment A
4.

The applicant must demonstrate that the organization maintains, either directly or through
contractual arrangements, a core staff of full-time primary care providers appropriate for the
population served (i.e., family practice, pediatricians, internists, etc., physicians and midlevel practitioners). (See Table 3 for required format). A core staff of several part-time
employees does not meet this requirement. Applicants that do not directly employ a core
staff of primary care providers are subject to the requirements in PIN 98-24 regarding
contracting for core staff.

5.

All of the primary care providers working at the health center must be licensed to practice
in the State where the center is located.

6.

The applicant's physicians should obtain admitting privileges at their referral hospital(s)
so health center patients can be followed as inpatients by health center clinicians in order
to ensure continuity of care. When this is not possible, the applicant must have firmly
established arrangements for patient hospitalization, discharge planning and patient tracking.

7.

The applicant must provide assurance that services are available to all persons within the
service area, regardless of their ability to pay.

8.

The applicant must demonstrate use of a charge schedule with a corresponding discount
schedule based on income for persons between 100 percent and 200 percent of the
Federal poverty level (see Appendix A for a sample schedule of discounts). Patients
below 100 percent of the Federal poverty level should not be charged more than a
nominal fee.

9.

The applicant's health center should be open at least 32 hours per week, with services
provided at times that meet the needs of the majority of potential users (including
evenings and/or weekends as appropriate).

10.

The applicant must provide professional coverage during hours when the health center is
closed. Applicant must demonstrate firm arrangements for after-hours coverage by their
own providers and/or, if necessary, by other community providers. The arrangements
must ensure telephone access to a health care provider who is part of the health center's
after-hours system;

11.

The applicant must have an ongoing quality assurance program that identifies problems
and allows for necessary actions to remedy problems.

In order to demonstrate that it meets the requirements of 1-11 above, the applicant should
provide, at a minimum, the following information:
A.

A check list showing which of the required services are provided directly, by contract, or by
a documented cooperative arrangement (see Table 1), and a discussion in the narrative of
how each of these services is provided. For services provided through contracting

17

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

Page 6 – Attachment A
arrangements, the applicant must demonstrate that the services remain under the governance,
administration and clinical management of the applicant organization. All contracts should
state the time period during which the agreement is in effect, the specific services it covers,
any special conditions under which the services are to be provided, and the terms for billing
and payment. Copies of all contract documents must be submitted with the application.
Health centers may be eligible for FQHC reimbursement of the cost of contracted services;
however, they are not eligible to receive FQHC reimbursement for referred services not paid
for by the health center.
B.

C.

A description of its clinical staff, including:
-

Who provides clinical leadership, their training and skills, and the reporting
relationship between that individual and the Chief Executive Officer (CEO).

-

Authorities and responsibilities of the clinical director are expected to include: 1)
leadership and management for all health center clinicians whether employees or
contractors; and 2) ability to function as an integral part of the management team.

-

The current physician and mid-level staffing (i.e., the number, FTEs and discipline of
providers, licensure, board certification/eligibility status or completed residency training
program), hospital admitting privileges, whether directly employed or provided under
contract, and the reporting relationship of contract providers to the clinical director
and/or CEO. (See Table 3 for the format. Describe all aspects in the narrative section.)

-

The availability of specialty medical and diagnostic services through a system of
contractual or organized referral arrangements. These services must be available to
all regardless of ability to pay.

Written clinical policies and procedures, which address, at a minimum:
-

Days and hours per week of operation which assure accessibility for the population
being served. Applicant should provide a schedule of the days and hours each site is open
each week, and the schedule of days and hours that providers are available to see patients.

-

After-hours coverage arrangements which assure a continuum of care for center users,
i.e., patients must have direct access to a provider.

-

Assurance of the availability of services to all persons in the service area or target
population, regardless of their ability to pay, and the organization’s sliding fee schedule.

-

The use of clinical protocols.

-

Procedures for assessing patient satisfaction.

18

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

Page 7 – Attachment A
D.

A description of the case management system that demonstrates care coordination at all
levels of health care, including arrangements for referrals, hospital admissions, discharge
planning and patient tracking. The system must ensure a continuum of care.

E.

A description of the ongoing quality assurance program, including patient satisfaction
and patient grievance procedures. The applicant should discuss how it integrates and
applies the components of the quality assurance system into its planning and
management, as well as into the evaluation of its overall program effectiveness, i.e.,
utilization and peer review.

F.

A description of the arrangements or plan to provide services for individuals with limited
English-speaking ability with respect to bridging language and cultural differences. The
applicant should discuss assurances that care is provided in a culturally, linguistically and
appropriate manner.

SECTION C.

MANAGEMENT AND FINANCE

To meet the challenge of efficient and effective operation, FQHC Look-Alikes must have a strong
management team. Center management must work with the governing board and operationalize
the health center’s mission and strategic objectives. They must operate within available resources,
respond to opportunities, and plan for future events. Management involves a team process, and
must be supported by strong personnel, financial, information and clinical systems.
Health centers are encouraged to affiliate with other entities to strengthen their ability to
achieve their mission of assuring access to primary and preventive health care for the
underserved and vulnerable populations. The BPHC recognizes that there are certain situations
in which there are exceptions to the BPHC’s preference that health centers directly employ
personnel in certain positions (CFO, CMO, clinicians) may be necessary and appropriate in order
to maximize access to comprehensive, efficient, cost-effective, and quality health care.
PIN 98-24 clarifies PIN 97-27 with respect to affiliation arrangements that involve a community
and migrant health center contracting for the services of a Chief Financial Officer, Chief Medical
Officer and/or the majority of its primary care clinicians The requirement that the health center
directly employ the Executive Director remains in effect.
Requirements:
1.

Management Structure:
The applicant must demonstrate a line of authority from the Governing Board to a chief
executive (President, CEO or Executive Director) who delegates, as appropriate, to other
management and professional staff. The CEO must be directly employed by the health
center. NOTE: It is preferable, but not required, that all other key management staff be
directly employed by the health center (see PIN 98-24).

19

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

Page 8 – Attachment A
The other key management staff should include: a) a Finance Director (Chief Financial
Officer (CFO), Fiscal Officer) who is responsible for financial affairs and reports to the
CEO, and b) a Clinical and/or Medical Director who is responsible for clinical services
and programs and who participates actively in management activities and decisionmaking. In some situations (i.e., small centers) the CEO may also serve as the Finance
Director or Medical Director; in other situations (i.e., integrated service delivery
networks), the Finance Director or Medical Director may operate at the network level.
2.

Management Information Systems:
The applicant must have systems which accurately collect and organize data for reporting
and which support management decision-making. The applicant must be able to integrate
clinical, utilization and financial information to reflect the operations and status of the
organization as a whole.

3.

Financial Systems:
The applicant must have accounting and internal control systems separate and specific to
the proposed FQHC Look-Alike entity, and appropriate to the size and complexity of the
organization. An accounting system reflecting Generally Accepted Accounting Principles
which accurately reflects financial performance must be in place. Separation of function
appropriate to organizational size should be implemented to safeguard assets. Appropriate
and regular financial reports to reflect the current financial status of the organization are
necessary to good management.
While FQHC Look-Alikes are expected to ensure access to their services without regard
for a person's ability to pay, they are also expected to maximize revenue from third party
payers and from patients to the extent they are able to pay. To meet these expectations,
each FQHC Look-Alike must have in place written billing, credit and collection policies
and procedures, which include:
-

4.

a system for billing patients and third parties within 45 days of a service being rendered;
a procedure for aging accounts receivable;
a procedure for producing appropriate aging reports;
a procedure for following up on overdue accounts to ensure collection;
a procedure for handling bad debts on a regular basis; and
a procedure for internal controls.

The applicant must demonstrate that it is responsible for ensuring that an annual
independent financial audit is performed in accordance with Federal audit requirements.
Audits for nonprofit organizations must follow Office of Management and Budget
(OMB) Circular A-133 "Audits of Institutions of Higher Education and Other Nonprofit
Institutions." Audits of public entities and those nonprofit organizations under mandate

20

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

Page 9 – Attachment A
by the State (i.e., those also receiving a threshold level of state financial assistance) must
comply with the Single Audit Act of 1984 and, therefore, are subject to the audit
requirements of OMB Circular A-128, "Audits of State and Local Governments."
The audit report must provide an opinion on the scope of the audit, the fairness of the
applicant's financial statements, and an evaluation of the applicant's system of internal
accounting controls. The auditor shall determine whether the applicant is operating in
accordance with generally accepted accounting principles. The applicant should receive
an unbiased opinion to that effect. Any problems cited in the audit or report on internal
controls must be explained, and adequate procedures must be in place to correct those
problems.
5.

As a test of fiscal soundness, the applicant must demonstrate that revenues for the
proposed FQHC Look-Alike equal at least 90 percent of expenditures. Revenues and
expenditures are to be reported in the application and substantiated by an independent
financial audit.

6.

The applicant must be, or has applied to be, a Medicaid provider.

7.

The applicant must be, or has applied to be, a Medicare provider.

In order to demonstrate that it meets the requirements of 1-7 above, the applicant must provide,
at a minimum, the following information:
A. An organizational chart showing the organizational and management structure and
lines of authority, key employee position titles and names, and the actual FTEs
devoted to the health center operation. The Board and individuals with the following
responsibilities should be clearly identified: CEO, Clinical Director, and
CFO/Financial Manager.
.
B. A description of data systems in place to accurately collect and organize data for
required reporting of program related statistics, as well as for internal monitoring,
quality improvement and the support of management decisions and planning.
Applicant should be able to integrate clinical, administrative, and financial
information to allow adequate monitoring of the operations and status of the
organization as a whole.
C. A description of financial systems, including accounting and internal controls in place
that ensures the fiscal integrity of financial transactions and reports. Specifically, this
should include a description of:
1. the accounting and internal control systems appropriate to the size and
complexity of the organization;

21

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

Page 10 – Attachment A
2. the billing, credit and collection policies and procedures (i.e., patient and third
party billing, aging accounts and producing reports, following up on overdue
accounts and the handling of bad debts), including current fee schedules for
all billable services, which should be updated annually, covering all
reimbursable costs and comparable in the aggregate to prevailing fee
schedules in the area;
3. the financial checks and balances for accounts receivable; and provisions for
ensuring that an annual independent audit is performed.
D. A complete copy of the applicant's most recent annual audit, including the auditor’s
opinion statement (cover letter.)
The application should list the applicant's Medicaid and Medicare provider numbers.
Applicants that do not have a Medicaid and/or Medicare provider number at the time of
application should demonstrate that applications have been submitted.
SECTION D.

GOVERNANCE

An FQHC Look-Alike must be governed by a Board of Directors which is representative of the
community and users being served and which has full authority and responsibility as required by
the section 330 of the Public Health Service Act governing regulations and program policies.
The governing board is legally responsible for ensuring that the FQHC Look-Alike is operated in
accordance with applicable Federal, State and local laws and regulations. It carries out its legal
and fiduciary responsibility by providing policy level leadership and by monitoring and
evaluating all elements of the FQHC Look-Alike’s performance.
The governance requirements under section 330 are unique among health service programs and
are the basis for ensuring that each FQHC Look-Alike is responsive to the needs of the
community. The requirements presented below are essential for assuring a responsive board
with the necessary authority and responsibility over the FQHC Look-Alike’s operations. The
requirements are expected to be addressed in the applicant’s bylaws.
Requirements:
1.

Applicant must demonstrate that it is either a private non-profit organization or a public
entity.

2.

Applicant must demonstrate that it has a governing Board that:
a. Is comprised of at least 9 but no more than 25 members.
b. At least 51 percent of the governing board's members must be active users of the
FQHC Look-Alike’s services and must reasonably represent the individuals served by
the health center in terms of such factors as race, ethnicity, and gender. These

22

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

Page 11 – Attachment A
factors are not, however, meant to impose quotas. As a general rule, user board
members should live and/or work in the service area.
c. No more than one-half of the non-user members may be health professionals, which
is defined as deriving more than 10 percent of their income from the health care
industry. An individual's leadership role in the community and functional expertise
should be major criteria in selecting non-user members. As a general rule, non-user
board members should live and/or work in the service area.
3.

a. For private, non-profit organizations, the governing board must meet at least once a
month, and be vested with full authority and responsibility for health center
operations. At a minimum, the board must have the authority to: 1) select the
services to be provided by the center; 2) schedule the hours during which such
services will be provided, 3) approve the center's budget and major resource
decisions, 4) establish general policies for the center, and 5) select, dismiss and
evaluate the performance of the Executive Director/CEO for the center.
b. For public entities, the governing board must meet at least once a month and have the
following authorities: 1) select the services to be provided by the center; 2) approve
the center’s budget; 3) approve the selection and dismissal of the CEO/ Executive
Director; 4) adopt health care policies; 5) assure center is operated in compliance with
applicable laws and regulations, and 6) evaluate center activities. A public entity may
achieve compliance in two ways. First, the public entity Board may itself meet all the
requirements of section 330 of the Public Health Service Act. In the second form of
public center, there is a public entity applicant with a co-applicant entity which, when
combined, meet all the requirements of section 330 of the Public Health Service Act.
In co-applicant arrangements, the public entity receives the FQHC Look-Alike
designation and the co-applicant entity serves as the “health center board,” with the
two collectively referred to as the “health center.” Where responsibilities are split
between the co-applicant board and the public entity, the public agency and the board
MUST execute an agreement which defines each party’s role, responsibilities and
authorities. For example, the public entity may retain authority to establish general
fiscal and personnel policies for the center. (See PIN 99-09 for specific
requirements).

4.

The applicant’s by-laws must demonstrate compliance with the requirements of section
330 of the Public Health Service Act and include provisions that prohibit conflict of
interest or the appearance of conflict of interest by board members, employees,
consultants and those who provide services or furnish goods to the applicant. No board
member may be an employee of the center or be an immediate family member of an
employee.

In order to demonstrate that it meets the requirements of 1 – 4 above, the applicant should
provide, at a minimum, the following information:

23

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

Page 12 – Attachment A
A. For a private, non-profit organization, evidence of non-profit status (e.g., a letter from
the State or the Federal government, or a copy of the Articles of Incorporation filed
with the State, designating the organization as having such, or evidence that an
application for non-profit status has been submitted).
B. For a private, non-profit organization, evidence of current or pending tax exempt
status (Internal Revenue Service (IRS) Tax Exempt Certification for the Applicant or
acknowledgement of request to the IRS for exemption). For a public entity applicant,
evidence of the Co-Applicant Board’s current or pending tax exempt status (IRS Tax
Exempt Certification or acknowledgement of request from IRS) if independently
incorporated.
C. A list of board members, including user status, occupation, area of professional
expertise, and residence and/or employment within the service area (see Table 5).
Board officers should be indicated on this list as well. Applicants with a formal
affiliation relationship with another entity must demonstrate compliance with PIN
97-27 regarding the board selection process (no other entity or entities may select a
majority of the health center board members or select a majority of the non-user
members), composition, authorities, and committee structure. These issues should be
addressed in the narrative if not fully covered in the attached corporate documents or
affiliation agreements.
D. A description of the governing board's authorities and responsibilities. There must be
documentation (i.e., in the bylaws) that the governing board has the authority to, at a
minimum, 1) select the services to be provided; 2) schedule the hours during which
services will be provided; 3) approve the center's annual budget and major resource
decisions; 4) adopt administrative, health care, financial and personnel policies; and
5) select, dismiss and annually evaluate the performance of the CEO for the FQHC
Look-Alike. The governing board’s authorities, meeting schedule, composition and
selection process must also be specified in the organization’s by-laws.
E. For public entities with a co-applicant board, a copy of the written agreement between
the public agency and the co-applicant board, identifying the authorities, duties and
responsibilities of each entity must be submitted.
F. A description of procedures for avoidance of Conflict of Interest. This description
must be included in the organization’s by-laws.
G. Indicate whether the entity is currently a hospital outpatient department or part of a
hospital outpatient department, and whether it is currently certified by Medicare or
Medicaid as part of a hospital.

24

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

ATTACHMENT B
REQUIREMENTS FOR ANNUAL RECERTIFICATION
FOR FQHC LOOK-ALIKE DESIGNATED ORGANIZATIONS
To fulfill the requirements for recertification, all designated FQHC’s must submit updated
information, by site if applicable, which reflects the previous 12 months and includes
information on the following:
1. Completed Form 1-B – notarized
2. A brief description of and any changes in:
-

the number of users and encounters;
characteristics of the user population;
demographic characteristics of the service area and user population;
economic characteristics of the service area and user population;
insurance status of the user population;
description of services provided;
description of professional staff;
description of board members;
the number and location of all service delivery sites; and
completed Health Center Affiliation Checklist signed and dated by the Board Chair
with copies of most recent corporate Articles of Incorporation, bylaws and affiliation
agreements if not currently on file.

3. Completed Forms 2 - 5
4. Updated Tables 1-5 (for each site if applicable).
5. A copy of their most recent audit which includes a statement of revenues and expenditures
for the audit period and auditor’s letter.
6. Copies of Change in Scope requests approved during the previous 12 months, under which
the health center added a site(s), decreased existing sites and/or reduced approved services.

25

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21
APPENDIX A

EXAMPLE OF A SCHEDULE OF DISCOUNTS
The following is an example of a schedule of discounts (i.e., charge schedule with a corresponding
discount schedule based on annual income). Applicants for FQHC Look-Alike designation must
submit a copy of the center’s schedule of discounts to meet the requirement under the Health
Services section of the FQHC Look-Alike application. A schedule of discounts must be based on
the most current Department of Health and Human Services (HHS) Poverty Guidelines.
This example, for the contiguous 48 states and the District of Columbia, is to be used merely as a
guide and should not be submitted as the schedule of discounts attachment.
Example:
Based on the Annual Update of the HHS Poverty Guidelines,
Federal Register, February 16, 2001
#

0 Pay or
Minimum Fee
From
To

25% Fee
From
To

50% Fee

75% Fee

From

To

From

To

Full Fee
More than

1

$0.

$8,590

$8,591

$11,453

$11,454

$14,317

$14,318

$17,180

$17,180

2

$0.

$11,610

$11,611

$15,480

$15,481

$19,350

$19,351

$23,220

$23,220

3

$0.

$14,630

$14,631

$19,507

$19,508

$24,383

$24,384

$29,260

$29,260

4

$0.

$17,650

$17,651

$23,533

$23,534

$29,417

$29,418

$35,300

$35,300

5

$0.

$20,670

$20,671

$27,560

$27,561

$34,450

$34,451

$41,340

$41,340

6

$0.

$.23,690

$23,691

$31,587

$31,588

$39,483

$39,484

$47,380

$47,380

7

$0.

$26,710

$26,711

$35,613

$35,614

$44,517

$44,518

$53,420

$53,420

8

$0.

$29,730

$29,731

$39,640

$39,641

$49,550

$49,551

$59,460

$59,460

9

$0.

$32,750

$32,751

$43,667

$43,668

$54,583

$54,584

$65,500

$65,500

10

$0.

$35,770

$35,771

$47,693

$47,694

$59,617

$59,618

$71,540

$71,540

26

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21
APPENDIX B
PRIMARY CARE ASSOCIATION CONTACT

Alabama
Al Fox
Executive Director
Alabama Primary Health Care Association
6008 E. Shirley Lane, Suite A, South
Montgomery, AL 36117-0000
(334) 271-7068; (334) 271-7069
[email protected]

Alaska
Marilyn Kasmar, RNC, MBA
Executive Director
Alaska Primary Care Association, Inc.
903 W. Northern Lights Blvd., Suite 105
Anchorage, AK 99503-0000
(907) 929-2722; (907) 929-2734
[email protected]

Arizona
Andrew Rinde
Executive Director
Arizona Assn of Community Health Centers, Inc.
320 E. Mcdowell Street, Suite 225
Phoenix, AZ 85004-0000
(602) 253-0090; (602) 252-3620
[email protected]

Arkansas
Sip Frasier
Executive Director
Community Health Centers of Arkansas, Inc.
420-A West 4th Street
North Little Rock, AR 72114-0000
(501) 374-8225; (501) 374-9734
[email protected]

California
Carmela Castellano
Executive Director
California Primary Care Association
1215 K Street, Suite 700
Sacramento, CA 95814-0000
(916) 440-8170; (916) 440-8172
[email protected]

Colorado
Annette Kowal
Executive Director
Colorado Community Health Network
800 Grant, Suite 505
Denver, CO 80203-0000
(303) 861-5165 Ex 28; (303) 861-5315
[email protected]

Colorado
Julie Hulstein
Executive Director
Comm Health Assn of the Mountains/Plains
States
800 Grant, Suite 505
Denver, CO 80203-0000
(303) 861-5165 Ex 26; (303) 861-5315
[email protected]

Connecticut
Evelyn Barnum
Executive Director
Connecticut Assn of Primary Health Care Centers
90 Brainard Road, Suite 101
Hartford, CT 06114-1685
(860) 727-0004; (860) 727-8550
[email protected]

District Of Columbia
Sharon Baskerville
Executive Director
District of Columbia Primary Care Association
1411 K Street, NW, Suite 400
Washington, DC 20005-0000
(202) 638-0252; (202) 638-4557
[email protected]

Florida
Andrew Behrman
Executive Director
Florida Association of Community Health
1203 Governor Square Blvd., Suite 302
Tallahassee, FL 32301-0000
(850) 942-1822; (850) 942-9902
[email protected]

Georgia
Duane Kavka
Executive Director
Georgia Association for Primary Health Care
41 Marietta Street, NW, Suite 505
Atlanta, GA 30303-0000
(404) 659-2861; (404) 659-2801
[email protected]

Hawaii
Beth Giesting
Executive Director
Hawaii State Primary Care Association
345 Queens Street, Suite 601
Honolulu, HI 96813-4718
(808) 536-8442; (808) 524-0347
[email protected]

27

Idaho
Bill Foxcroft
Executive Director
Idaho Primary Care Association
1276 W. River Street, Suite 202
Boise, ID 83705-0000
(208) 345-2335; (208) 386-9945
[email protected]

Illinois
Bruce Johnson
Executive Director
Illinois Primary Health Care Association
225 S. College, Suite 200
Springfield, IL 62704-0000
(217) 541-7305; (217) 541-7306
[email protected]

Indiana
B.J. Isaacson-Chaves
Executive Director
Indiana Primary Health Care Association,
1006 E. Washington Street, Suite 200
Indianapolis, IN 46202-0000
(317) 630-0845; (317) 630-0849
[email protected]

Iowa-Nebraska
Ted Boesen
Executive Director
Iowa-Nebraska Primary Care Association
904 Walnut Street, Suite 502
Des Moines, IA 50309-0000
(515) 244-9610; (515) 246-1722
[email protected]
Kansas
Joyce Volmut
Executive Director
Kansas Assn for the Medically Underserved
112 SW 6th Street, Suite 202
Topeka, KS 66603-0000
(785) 233-8483; (785) 233-8403
[email protected]
Kentucky
Joseph E. Smith
Executive Director
Kentucky Primary Care Association
P.O. Box 751
Frankfort, KY 40602-0000
(502) 227-4379; (502) 223-5676
[email protected]

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21
Primary Care Associations Continued

Louisiana
Mary Scott
Executive Director
Louisiana Primary Care Association, Inc.
P.O. Box 966
Baton Rouge, LA 70821-0966
(225) 383-8677; (225) 383-8678
[email protected]

Mississippi
Robert Pugh
Executive Director
Mississippi Primary Health Care Association
P.O. Box 11745
Jackson, MS 39207-1745
(601) 981-1817; (601) 981-1217
[email protected]

New Mexico
David Roddy
Executive Director
New Mexico Primary Care Association
4545 McLeod, NE, Suite D
Albuquerque, NM 87109-0000
(505) 880-8882; (505) 880-8885
[email protected]

Maine
Kevin Lewis
Executive Director
Maine Ambulatory Care Coalition
P.O. Box 390, Route 202
Manchester, ME 04351-0000
(207) 621-0677; (207) 621-0577
[email protected]

Missouri
Joseph Pierle
Executive Director
Missouri Coalition for Primary Health Care
& Heartland
3325 Emerald Lane
Jefferson City, MO 65109-0000
(573) 636-4222; (573) 636-4585
[email protected]

New York
Mary Keane
Interim Executive Director
Community Health Center Association of
New York State, Inc.
254 W. 31st Street, 9th
New York, NY 10001
(212) 279-9686, Ex 656; (212) 279-3851
[email protected]

Montana
Alan Strange, Ph.D.
Executive Director
Montana Primary Care Association
900 N. Montana Ave., Suite 3b
Helena, MT 59601-0000
(406) 442-2750; (406) 449-2460
[email protected]

North Carolina
Sonya Bruton
Executive Director
North Carolina Primary Health Care
Association
875 Walnut Street, Suite 150
Cary, NC 27511-0000
(919) 469-5701; (919) 469-1263
[email protected]

Maryland/Delaware
Miguel McInnis, MPH
Executive Director
Mid-Atlantic Assn of Community Health
Ctrs
4483-B Forbes Boulevard, Forbes Ctr Bld II
Lanham, MD 20706-0000
(301) 577-0097; (301) 577-4789
[email protected]

Massachusetts
Jim Hunt
Executive Director
Massachusetts League of Community Health
Ctrs
100 Boylston Street, Suite 700
Boston, MA 02116-0000
(617) 426-2225; (617) 426-0097
[email protected]

Michigan
Kim Sibilsky
Executive Director
Michigan Primary Care Association
2369 Woodlake Drive, Suite 280
Okemos, MI 48864-0000
(517) 381-8000; (517) 381-8008
[email protected]

Minnesota
Rhonda Degelau
Executive Director
Minnesota Primary Care Association, Inc.
1113 E. Franklin Ave, Suite 401
Minneapolis, MN 55404-0000
(612) 253-4175; (612)872-7849
[email protected]

Nevada
Roger Volker
Executive Director
Great Basin Primary Care Association
300 S. Curry Street, Suite 6
Carson City, NV 89703-4669
775-887-0417; 775-887-3562
[email protected]

New Hampshire
Tess Kuenning
Executive Director
Bi-State Primary Care Association
3 South Street
Concord, NH 03301-0000
(603) 228-2830; (603) 228-2464
[email protected]

New Jersey
Katherine Grant-Davis
Executive Director
New Jersey Primary Care Association
14 Washington Road, Suite 211
Princeton Junction, NJ 08550-1030
609-275-8886; 609-936-7247
[email protected]

28

North Dakota
Janelle Johnson
Executive Director
North Dakota Branch Office
Community Health Care Association
P.O. Box 1734
Bismarck, ND 58502-1734
(701) 221-9824; (701) 258-3161
JANELLE@COMMUNITYHEALTHCARE
.NET
Ohio
Joseph Doodan
Executive Director
Ohio Primary Care Association
51 Jefferson Ave.
Columbus, OH 43215-3840
(614) 224-1440; (614) 224-2320
[email protected]

Oklahoma
Greta Shepherd
Executive Director
Oklahoma Primary Care Association
4300 N. Lincoln Blvd., Suite 203
Oklahoma City, OK 73105-5106
(405) 424-2282 Ex 101; (405) 242-1111
[email protected]

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

Primary Care Associations Continued
Oregon
Ian Timm
Executive Director
Oregon Primary Care Association
812 SW 10th Ave., Suite 204
Portland, OR 97205-0000
(503) 228-8852; (503) 228-9887
[email protected]

Tennessee
Kathy Wood-Dobbins
Executive Director
Tennessee Primary Care Association
210 25th Avenue North, Suite 1112
Nashville, TN 37203-0000
(615) 329-3836, Ext 16; (615) 329-3823
[email protected]

North West Regional
Marcia Miller
Executive Director
North West Regional Primary Care
Association
6512 23rd Avenue, NW, Suite 305
Seattle, WA 98117-0000
(206) 783-3004; (206) 783-4311
[email protected]

Pennsylvania
Henry Fiumelli
Executive Director
Pennsylvania Forum for Primary Health Care
1035 Mumma Road, Suite 1
Wormleysburg, PA 17043-1147
(717) 761-6443; (717) 761-8730
[email protected]

Texas
Jose Camacho
Executive Director
Texas Association of Community Health Centers
2301 S. Capital of Texas Hwy, Building H
Austin, TX 78746-0000
(512) 329-5959; (512) 329-9189
[email protected]

West Virginia
Jill Hutchinson
Executive Director
West Virginia Association of Community
Health Centers, Inc.
1219 Virginia Street East
Charleston, WV 25301-0000
(304) 346-0032; (304) 346-0033
[email protected]

Puerto Rico
Lisette Rojas, Ph.D.
Executive Director
Asociacion De Salud Primaria De Puerto Rico,
Inc.
Edificio La Euskalduna
Calle Navarro #56
Hato Rey, PR 00918-0000
(787) 758-3411; (787) 758-1736
[email protected]

Utah
Bette Vierra
Executive Director
Association for Utah Community Health
2570 West 1700 South, Suite 153
Salt Lake City, UT 84104-0000
(801) 974-5522; (801) 974-5563
[email protected]

Wisconsin
Sarah Lewis
Executive Director
Wisconsin Primary Health Care Association
49 Kessel Court, Suite 210
Madison, WI 53711-0000
(608) 277-7477; (608) 277-7474
[email protected]

Rhode Island
Kerrie Jones Clark
Executive Director
Rhode Island Health Care Association
235 Promenade Street, Suite 104
Providence, RI 02908-0000
401-274-1771; 401-274-1789
[email protected]

South Carolina
Lathran Woodard
Executive Director
South Carolina Primary Care Association
2211 Alpine Road Extension
Columbia, SC 29223-0000
(803) 788-2778; (803) 788-8233
[email protected]

South Dakota
Scot Graff
Executive Director
Community Health Care Association, Inc.
1400 W. 22nd Street
Sioux Falls, SD 57105-1570
(605) 357-1515; (605) 357-1510
[email protected]

Vermont
Tess Kuenning
Executive Director
Vermont Bi-State Primary Care Association
61 Elm Street
Montpelier, VT 05602-2818
802-229-0002; 802-223-2336
[email protected]

Virginia
Neal Graham
Executive Director
Virginia Primary Care Association, Inc.
10800 Midlothian Turnpike, Suite 265
Richmond, VA 23235-0000
(804) 378-8801 Ex 17; (804) 379-6593
[email protected]

Washington
Gloria Rodriguez
Executive Director
Washington Association of Community and
Migrant Health Center Systems
19226 66th Avenue South, Suite L-102
Kent, WA 98032-0000
(425) 656-0848; (425) 656-0849
[email protected]

29

Wyoming
Executive Director
Wyoming Primary Care Association
P.O. Box 113
Cheyenne, WY 82003-0000
(307) 632-5743; (307) 638-6103
[email protected]

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003–21
SAMPLE MAP

APPENDIX C

Sampson
Sheraton
Colby

Montgomery

Williams

Carter
Pepper

Campbell
Goodman

CHC Clinic Locations

Medically Underserved Area (MUA)

Hospital
MUA & Health Professional Shortage Area

Mental Health Center
Other Primary Care Provider

MUA & Medical HPSA & Dental HPSA

30

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003–21
FORM 1-A

APPLICATION COVER PAGE FOR NEW FQHC DESIGNATION
Applicant’s Legal Name:

Medicaid Number:

Address:

Medicare Number:

(State)
Type of Applicant :

Private Non-Profit

(Zip Code - 9 digit)
Public

Other

Urban
Rural
Geographic Area(s) served by the applicant:
Have you applied for FQHC Look-Alike designation previously ?

Yes

No

ASSURANCES:
This is to certify that to the best of my knowledge and belief all data provided in this application
are true and correct. This application for designation is executed by me as the Authorized
Representative of the organization.
Authorized Representative:
Name:
Title:
Full Address:

(State)
Telephone:

(Zip Code - 9 digit)
Fax:

E-mail:

DATE

SIGNATURE:

Notary:

SIGNATURE:

DATE _______________

31

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003–21
FORM 1-B

ANNUAL RECERTIFICATION APPLICATION COVER PAGE
Applicant’s Legal Name:
Address:

(State)

(Zip Code - 9 digit)

Medicaid Number:

Medicare Number:

Date of FQHC Designation:

No. of sites:

Is the organization currently receiving cost-based reimbursement?
If no, please explain.

Yes

No

ASSURANCES:
This is to certify that to the best of my knowledge and belief all data provided in this application
are true and correct. This application for designation is executed by me as the Authorized
Representative of the organization.
Authorized Representative:
Name:
Title:
Full Address:

(State)
Telephone:

(Zip Code - 9 digit)

Fax:

E-mail:

SIGNATURE:

DATE:

Notary:
DATE :

SIGNATURE:

32

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003–21
FORM 2
APPLICATION CHECKLIST

DOCUMENTS TO BE INCLUDED WITH APPLICATION/RECERTIFICATION
ALL DOCUMENTS MARKED WITH
“XX”

INITIAL APPLICATION FOR

RECERTIFICATION FOR

FQHC LOOK-ALIKE STATUS

FQHC LOOK-ALIKE STATUS

MUST BE INCLUDED WITH APPLICATION

APPLICATION

RECERTIFICATION

PAGE # (s)

PAGE # (s)

Form 1-A/1-B (as appropriate): Application for FQHC Designation/Recertification
Cover Sheet – Notarized

XX

Table of Contents

XX

Project Summary

XX

Eligibility Checklist

XX

XX

Need and Community Impact

XX

*

Health Services

XX

*

Management and Finance

XX

*

Governance

XX

*

Form 2: Application Checklist

XX

XX

Form 3: Compliance Checklist

XX

XX

Form 4: Health Center Affiliation Checklist

XX

XX

Form 5: Service Sites

XX

XX

XX

BODY OF APPLICATION

REQUIRED ATTACHMENTS

Form 6: Change in Scope Assurances Checklist

XX

Table 1: Services Offered and Delivery Method

XX

XX

Table 2, Part A: Users by Age and Gender

XX

XX

Table 2, Part B: Users by Race/Ethnicity

XX

XX

Table 2, Part C: Users by Income Levels

XX

XX

Table 2, Part D: Users by Payment Source

XX

XX

Table 3: Providers

XX

XX

Table 4: Patient Service Charges, Collections and Self-Pay Adjustments

XX

XX

Table 5: Current Board Member Characteristics

XX

XX

Map of service area identifying site(s), MUAs/MUPs, and other primary care providers

XX

XX

Corporate Bylaws

XX

XX

Articles of Incorporation

XX

XX

Other contracts as applicable

XX

XX

Co-Applicant Agreement (if applicable)

XX

*

Organization Chart

XX

*

Job or Position Description for Key Personnel

XX

*

Resumes for Key Personnel

XX

*

Most recent independent financial audit including all management letters

XX

XX

Schedule of discounts (Sliding Fee Schedule)

XX

Current or requested MUA or MUP designation

XX

Current or requested HPSA designation

XX

Internal Revenue Service (IRS) Tax Exempt Certification for the Applicant, (or
documentation of pending certification) OR, if the Applicant is a public entity, the CoApplicant Board

XX

* Update, as necessary, for any changes since last recertification

33

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003–21
FORM 3– Page 1 of 2
COMPLIANCE CHECKLIST
YES

1.

Is the applicant organization a non-profit or public entity?

2.

Does the applicant organization demonstrate the need for primary health care services in the
community(ies) that make up its service area based on geographic, demographic, and economic
factors?

3.

Does the applicant organization serve, in whole or in part, a designated MUA or MUP?

4.

Does the applicant organization have a system of care that contributes to the availability, accessibility,
quality, comprehensiveness and coordination of health services in the service area?

5.

Does the applicant organization provide ready access for all persons to all of the required primary,
preventive and supplemental health services, including oral health care, mental health care and
substance abuse services without regard to ability to pay either directly on-site or through established
arrangements?

6.

Does the applicant organization provide all additional health services as appropriate and necessary?

7.

Does the applicant organization have patient case management services (including counseling, referral
and follow-up services) designed to assist health center patients in establishing eligibility for and
gaining access to Federal, State and local programs that provide or financially support the provision of
medical, social, educational or other related services?

8.

Does the applicant organization collaborate appropriately with other health and social service
providers in their area?

9.

Are all contracted services (including management agreements, administrative services contracts, etc.)
under the governance, administration, quality assurance and clinical management policies of the
applicant organization?

Does the applicant organization arrange referrals to providers as may be appropriate to assure ready
10. access for all persons to all of the required primary, preventive and supplemental health services
without regard to ability to pay?
11.

Are all services available to all persons in the service area or target population regardless of age,
gender, or the patient’s ability to pay?

12.

Does the applicant organization maintain a core staff of primary care providers appropriate for the
population served?

13.

Are the primary care providers working at the health center licensed to practice in the State where the
center is located?

14. Have all providers been properly credentialed and privileged according to PINs 99-08 and 2001-11?
15.

Do the applicant organization’s physicians have admitting privileges at their referral hospital(s), or
other such arrangement to ensure continuity of care?

16.

Does the applicant organization use a charge schedule with a corresponding discount schedule based
on income for persons between 100 percent and 200 percent of the Federal poverty level?

17.

Is/will the health center be open to provide services at the times that meet the needs of the majority of
potential users?

34

NO

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003–21

FORM 3 – Page 2 of 2
COMPLIANCE CHECKLIST
YES

18. Does the applicant organization provide professional coverage during hours when the center is closed?
Does the applicant organization have clear lines of authority from the Board to a chief executive
19. (President, Chief Executive Officer or Executive Director) who delegates, as appropriate, to other
management and professional staff?
Does the applicant organization have systems which accurately collect and organize data for reporting
20. and which support management decision-making and which integrate clinical, utilization and financial
information to reflect the operations and status of the organization as a whole?
Does the applicant organization have accounting and internal control systems appropriate to the size
21. and complexity of the organization reflecting Generally Accepted Accounting Principles (GAAP) and
separating functions appropriate to organizational size to safeguard assets?
22.

Does the applicant organization maximize revenue from third party payers and from patients to the
extent they are able to pay?

23. Does the applicant organization have written billing, credit and collection policies and procedures?
24.

Does the applicant organization assure that an annual independent financial audit is performed in
accordance with Federal audit requirements?

Does the applicant organization have a governing board that is composed or individuals, a majority of
25. whom are being served by the organization and, who as a group, represent the individuals being
serviced by the center?
26. Does the governing board have at least 9 but no more than 25 members?
27.

Do the applicant organization’s corporate bylaws demonstrate that the governing board has the
required authority and responsibility to oversee the operation of the center?

Do the corporate bylaws include provisions that prohibit conflict of interest or the appearance of
28. conflict of interest by board members, employees, consultants and those who provide services or
furnish goods to the center?

I certify that the information contained herein is accurate to the best of my knowledge.

Signature of Governing Board Chairperson

Printed Name

35

Date

NO

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003–21

FORM 4 - PAGE 1 OF 3
HEALTH CENTER AFFILIATION CHECKLIST
Organization:
1. Does your organization have, or propose to establish as part of the new access point application,
any of the following arrangements with another organization? (NOTE: You must complete a
checklist for each organization with which you have any of the following arrangements. Copies
of all applicable documents must be included with the application.)
YES

(Please check all that apply and proceed to question #2)

NO

(Go to question #2)
a) Contract for a substantial portion of the approved scope of project
b) Memorandum of Understanding (MOU)/Agreement (MOA) for a substantial portion
of the approved scope of project
c) Contract with another organization or individual contract for core providers
d) Contract with another organization for staffing health center
e) Contract with another organization for the Chief Medical Officer (CMO) or Chief
Financial Officer (CFO)
f) Merger with another organization
g) Parent Subsidiary Model arrangement
h) Acquisition by another organization
i)

Establishment of a New Entity (e.g., Network corporation)

Name of Affiliating Organization:
Address:
STAFFING
2)

3)

The center directly employs the CFO, CMO and the core staff of full-time
primary care providers.
YES

NO

The center directly employs all non-provider health center staff.

NO

YES

If NO in question 2 or 3, the applicant must submit a request for a good cause exception. Please see PIN 98-24.
If NO in question 2 or 3, the CEO of the center retains the authority to select and
dismiss staff assigned to the center.
(Please cite reference document and page #.)

36

YES

NO

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003–21

FORM 4 - Page 2 of 3
HEALTH CENTER AFFILIATION CHECKLIST
GOVERNANCE:
4) The Governing Board structure is in compliance with all requirements
of section 330 of the Public Health Service Act.

YES

5) The Governing Board retains its full authorities, responsibilities and functions as
prescribed in legislation/regulations/BPHC guidelines in regard to the following as YES
identified below.
Reference Document
• board composition
•

executive committee function and composition

•

selection of board chairperson

•

selection of members

•

strategic planning

•

approval of the annual budget of the center

•

directly employs, selects/dismisses and evaluates the
Chief Executive Officer (CEO)/Executive Director

•

adoption of policies and procedures for personnel
and financial management

•

establishes center priorities

•

establishes eligibility requirements for partial
payment of services

•

provides for an independent audit

•

evaluation of center activities

•

adoption of center’s health care policies including
scope and availability of services, location, hours
of operation and quality of care audit procedures

•

establishes and maintains collaborative relationships
with other health care providers in the service area

•

existence of a conflict of interest policy

6) The arrangements presented in the affiliation agreements, as defined in
Question 1, do not compromise the Board authorities or limit its legislative
and regulatory mandated functions and responsibilities. (Examples of
compromising arrangements are: overriding approval or veto authority by
another entity; dual majority requirements; super-majority requirements; or
hiring and selection of the CEO).

37

YES

NO

NO
Page #

NO

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003–21

FORM 4 - Page 3 of 3
HEALTH CENTER AFFILIATION CHECKLIST
CONTRACTING
7) The center has justified the performance of the work by a third party.

YES

NO

YES

NO

(Please cite reference document and page #.)
8) Written affiliation agreement(s) comply with current
Department of Health and Human Services (HHS) policies, i.e.:

Reference Document

•

contains appropriate provisions around the activities to be
performed, time, schedules, the policies and procedures to be
followed in carrying out the agreement, and the maximum
amount of money for which the grantee may become liable to
the contractor under the agreement;

•

requires the contractor to maintain appropriate financial,
program and property management systems and records in
accordance with 45 CFR Part 74 and provides the center, HHS
and the U.S. Comptroller General with access to such records;

•

requires the submission of financial and programmatic reports
to the health center;

•

complies with Federal procurement standards or grant requirements
including conflict of interest standards;

•

is subject to termination (with administrative, contractual
and legal remedies) in the event of breach by the contractor.

PLEASE INCLUDE LIST AND COPIES OF ALL RELEVANT AND CITED DOCUMENTS

I certify that the information contained herein is accurate to the best of my knowledge.

Signature of Governing Board Chairperson

Printed Name

38

Date

Page #

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003–21

FORM 5
SERVICE SITES

Sites to be included in designation: (Tables 1 – 5 must be included for each site if possible.)
Each site must be discussed in the narrative of the application.

Site # 1
Name:

Urban

Rural

Address:
(State)
Phone:

(Zip Code - 9 digit)

Fax:

Site # 2
Name:

Urban

Rural

Address:
(State)
Phone:

(Zip Code - 9 digit)

Fax:

Site # 3
Urban

Name:
Address:
(State)
Phone:

(Zip Code - 9 digit)

Fax:

Add additional pages if necessary

39

Rural

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003–21
FORM 6
CHANGE IN SCOPE ASSURANCES CHECKLIST

1. The Board has approved the change in scope.
Yes

No

Documentation: Board minutes dated

2. The health center organization will continue to serve a Medically Underserved Area or Medically
Underserved Population.
Yes
No

3. The change in scope will maintain or improve access to primary and/or preventive care for the
underserved population.
Yes
No

4. The change in scope will maintain or improve the appropriateness of care, quality of care, and
outcomes.
Yes

No

5. The health center will offer discounts to individuals with incomes below 200 percent of poverty level
at the new site or for the new service, as applicable, and services will be provided regardless of
patients’ ability to pay.
Yes
No

6. The change in scope will not reduce the scope of primary care services offered to the target
population or the total number of patients seen.
No
Yes

7. If added sites(s) have a different service area and/or target population than those already being served,
board representation will be modified to represent users of those added or relocated sites.
No
N/A
Yes

8. If added sites(s) are serving the same target population and/or the same service area as another FQHC,
efforts have been made to collaborate on this specific change.
Yes
No
N/A

9. The change in Scope will be fully compliant with section 330-related requirements and BPHC
Program Expectations.
Yes
No
N/A
*If you answered “No” to any of the assurances, briefly explain and discuss any relevant factors (attach
additional pages, if necessary):
To the best of my knowledge, I assure that the above information is true and correct.
Signature: _______________________________________________________
Name: ____________________________________________________________
Date: ____________________________________________________________

40

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21
TABLE 1
SERVICES OFFERED AND DELIVERY METHOD

Service Type

Provided
by Site
(a)

By Referral
or Contract
Site Pays*

By Referral
or Contract
No Pymt

(b)

(c)

Not
Provided

Provided
by Site

Service Type

(a)

(d)

Medical Care Services

Mental Health / Substance Abuse Services

1.) General Primary Medical Care (other than below)

25.) Mental Health Treatment/Counseling

2.) Diagnostic Laboratory (technical component)

26.) Developmental Screening

3.) Diagnostic X-Ray (technical component)

27.) 24-hour Crisis Intervention/Counseling

4.) Diagnostic Tests/Screenings (professional comp.)

28.) Other Mental Health Services

5.) Emergency Medical Services

29.) Substance Abuse Treatment/Counseling

6.) Urgent Medical Care

30.) Other Substance Abuse Services

7.) 24-hour Coverage

Other Professional Services

8.) Family Planning

31.) Hearing Screening

9.) HIV Testing

32.) Nutrition Services other than WIC

10.) Immunizations

33.) Occupational or Vocational Therapy

11.) Following Hospitalized Patients

34.) Physical Therapy
35.) Pharmacy

Obstetrical and Gynecological Care

36.) Vision Screening

12.) Gynecological Care

37.) WIC Services

13.) Prenatal Care

Other Services

14.) Antepartum Fetal Assessment

38.) Case Management

15.) Ultrasound

39.) Child Care (during visit to Site)

16.) Genetic Counseling and Testing

40.) Discharge Planning

17.) Amniocentesis

41.) Eligibility Assistance

18.) Labor and Delivery Professional Care

42.) Employment/Educational Counseling

19.) Postpartum Care

43.) Environmental Hlth Risk Redctn (via Detectn)

Specialty Medical Care

45.) Health Education

20.) Directly Observed TB Therapy

46.) Housing Assistance

44.) Food Bank / Delivered Meals

21.) Other Specialty Care

47.) Interpretation/Translation Services
48.) Nursing Home & Assisted Living Placement

Dental Care Services

49.) Outreach

22.) Dental Care – Preventive

50.) Transportation

23.) Dental Care – Restorative

51.) Home Visiting

24.) Dental Care – Emergency

52.) Parenting Education
53.) Other (Specify:

)

* Copies of all contracts and agreements for referral and contracted services paid for by the site should be included in the application.

41

By Referral
or Contract
Site Pays *

By Referral
or Contract
No Pymt

(b)

(c)

Not
Provided
(d)

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

TABLE 2 – PART A
USERS BY AGE AND GENDER
Age Groups

Male
Users

Female
Users

TABLE 2 - PART B
USERS BY ETHNICITY
Ethnicity

Prenatal
Users

1.) Under age 1

1.) Hispanic or Latino

2.) Ages 1-4

2.) Unreported/Unknown

3.) Ages 5-12

3.) Total Users by Ethnicity

Number of Users

Number in
Service Area

4.) Ages 13-14
5.) Ages 15-19
6.) Ages 20-24

TABLE 2 - PART C
USERS BY INCOME LEVELS

7.) Ages 25-44
8.) Ages 45-64

Percent of Poverty Level

9.) Ages 65-74

Number of Users

10.) Ages 75-84
11.) Ages 85 and over

1.) 100% and below

12.) Total Users

2.) 101 - 200%

Number in
Service Area

3.) Above 200%
4.) Unreported/Unknown

TABLE 2 - PART B
USERS BY RACE
Race//Language
1.)

Number of Users

5.) Total Users

Number in
Service Area

TABLE 2 - PART D
USERS BY PAYMENT SOURCE

Asian

2.)

American Indian or Alaska Native

3.)

Black or African American

4.)

Native Hawaiian or Other Pacific Islander

5.)

White

7.)

Unreported/Unknown

8.)

Total Users

9.)

Users Needing Interpretation Services

Payment Sources

42

1.)

Medicare

2.)

Medicaid

3.)

Other Public Insurance

4.)

Other Third Parties

5.)

Self-Pay

6.)

Total Users

Number of Users

Percent of Users

100%

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21
TABLE 3
PROVIDERS
Status

Total
FTEs

(Place “X” if
Employed directly;
“C” if by contract)

Personnel by Major Service Categories

Medical Providers
(i.e., General Practitioners, Internists, Obstetrician/Gynecologists,
Pediatricians, Other Physician Specialists, Nurse Practitioners,
Certified Nurse Mid-Wives)

Dental Providers
(i.e., Dentists, Dental Hygienists)

Mental Health & Substance Abuse Providers
(i.e., Psychiatrists, other specialists)

Add additional pages as necessary

43

State
License
(Y/N)

Hospital
Admitting
Privileges
(Y/N)

Board
Certified
(Y/N)

Total
Encounters

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21
TABLE 4

PATIENT SERVICE CHARGES, COLLECTIONS, AND
SELF-PAY ADJUSTMENTS
Payment Source

Full Charges

Medicare
1.) Medicare Fee-for-Service
2.) Medicare Capitated
3.) Total Medicare (Lines 1 and 2)

Medicaid
4.) Medicaid Fee-for-Service
5.) Medicaid Capitated
6.) Total Medicaid (Lines 4 and 5)
Other Public Payers
7.) Other Public Fee-for-Service
8.) Other Public Capitated
9.) Total Other Public (Lines 7 and 8)
Other Third Party
10.) Other Third Party Fee-for-Service
11.) Other Third Party Capitated
12.) Total Other Third Party (Lines 10 and 11)
Self-Pay
13.) Self-Pay
14.) Total (Lines 3, 6, 9, 12, and 13)
Self-Pay Adjustment Type
15.) Self-Pay Sliding Fee Adjustments
16.) Other Self-Pay Adjustments (Self-Pay Bad Debt
and Charity Care)
17.) Total Self-Pay Adjustments

(Lines 15 and 16)

44

Amount
Collected

Adjustments

OMB No. 0915-0142
Expires: 08/31/2005

BPHC Program Information Notice 2003-21

TABLE 5
CURRENT BOARD MEMBER CHARACTERISTICS
Total Number/Range of Members Established in By-Laws or
Positions Filled:
Articles of Incorporation:

Name

Board Office Held

User
Status
(Y/N)

as of

/

Area of Expertise

/

Live (L) or Years of
Work (W) Continued
in Service
Board
Area
Service

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Indicate # Board Members by Sex: F =
Indicate # Board Members by Race/Ethnicity:
White:
Black/African American:
American Indian & Alaska Native: _________

M=
Hispanic or Latino:
Asian/Pacific Islander:

Notes: - Use additional pages if necessary.
- If board member is not a user (i.e., "N" in column 3) indicate if that member derives more
than 10% of his/her income from the health care industry (e.g., “N > 10%” or “N < 10%”).
- Migrant/Seasonal Farmworkers should be noted under Area of Expertise, and should reflect a
reasonable proportion to their share of the user population.

45