We require National Health Service Corps (NHSC)-approved sites—with the exception of auto-approved NHSC sites—to submit a Site Recertification Application every three years.
Typically, we accept submissions for a period of six to eight weeks.
How to prepare for site recertification
Before you submit, review the NHSC Site Agreement (PDF - 261 KB) and the Site Reference Guide (PDF - 1 MB).
Required Recertification Documents
Provide the following required documents and information. If a required document/item is missing, we'll consider the application incomplete and we may not approve it.
Policies on Non-Discrimination. Submit a copy of the site’s policies on non-discrimination of patients based upon the individual’s inability to pay; whether payment for services would be made under Medicare, Medicaid, or CHIP; and the individual’s race, color, sex, national origin, disability, religion, age, sexual orientation, or gender identity.
Sliding Fee Discount Program Documents. Submit the following:
- Policy on the Sliding Fee Discount Program:
- Applies to all residents of your site’s HPSA(s)
- Includes the following information:
- Definitions of income and family size
- Patient eligibility procedures
- Frequency of re-evaluation of eligibility
- Advertisement of the sliding fee discount program to the patient population
- Nominal charge, if applicable
- Collections policy, if applicable
- Sliding Fee Schedule:
- Based on most current Federal Poverty Guidelines (FPG)
- It is calculated based on Family Size/Income
- Goes up to at least 200% of FPG
- Offers full discount for families with income at or below 100% of FPG
- Adjust fees based on family size and income for families with incomes above 100% and at/below 200% of the FPG.
- Patient Application for Sliding Fee Discount Program
- Posted Signage Notifying Patients about the Sliding Fee Discount Program. Upload two photographs of the posted signage. The sign must explicitly state that “no one will be denied access to services due to inability to pay; and there is a discounted/sliding fee schedule available based on family size and income,” in accordance with the NHSC Site Agreement item #2e.
- The first photograph must show the sign prominently displayed in a common area visible to patients.
- The second photograph must be a close-up photo so the text is legible.
- Online Signage Notifying Patients about the Sliding Fee Discount Program. Upload a document with the screenshot and link to the published online statement in a prominent area on the site’s official website (if one exists) and social media platforms (if applicable.) The screenshot must explicitly state that “no one will be denied access to services due to inability to pay; and there is a discounted/sliding fee schedule available based on family size and income,” in accordance with the NHSC Site Agreement item #2e.
If the Sliding Fee Discount Program does not apply to your site, you must provide documentation explaining that no one is charged or billed for services, and individuals are not denied service because of inability to pay.
Proof of Access to Ancillary, Inpatient, and Specialty Care. Upload proof of referral arrangements not available on-site.
- Acceptable documents include:
- Signed Memorandums of Understanding (MOU)
- Signed Memorandums of Agreement (MOA)
- Signed contracts with ancillary, inpatient, and specialty facilities
- For non-behavioral health sites only, if formal referral arrangements do not exist, the applicant site should provide a dated and signed description of how it refers patients to ancillary, inpatient, and specialty care.
NHSC Comprehensive Behavioral Health Services Checklist and Supporting Documentation
Behavioral health/mental health and SUD sites must submit the following:
- NHSC Comprehensive Behavioral Health Services Checklist (PDF - 421 KB) (available for direct entry online in the site recertification application).
- Documentation that verifies all information included in the Checklist. Site policies or other internal documents must be uploaded to reflect services provided directly on-site. In addition, sites must upload formal affiliation agreements for all other services provided off-site by a third party.
Payments and Insurance data (previously NHSC Site Data Tables (PDF - 320 KB)) is now available for direct entry online in the site recertification application. **NOTE: The NHSC Site Data Table is updated and includes new instructions. Please review to ensure accurate data submission.
- Includes data from the previous six continuous months
- Demonstrates site’s sound fiscal management policies
Substance Use Disorder (SUD) Documentation. Facilities providing opioid treatment and/or SUD treatment must provide the following documentation:
- Opioid Treatment Program (OTP): SAMHSA OTP certificate; OR
- Office-based opioid treatment (OBOT): documentation of services and MAT attestation letter describing size of MAT patient panel for last 6 months; OR
- Non-opioid outpatient SUD facilities: documentation of services.
Clinician Recruitment and Retention Plan. The document must clearly state the policies and processes to recruit and maintain clinical staffing levels needed to appropriately serve the community, including specific strategies aimed at promoting clinician resiliency and reducing burnout.
How to meet all requirements
General
- Function as part of a system of care that either offers or assures access to ancillary, inpatient, and specialty referrals.
- Provide services without regard to the individual’s inability to pay; whether payment for services would be made under Medicare, Medicaid, or CHIP; and the individual’s race, color, sex, national origin, disability, religion, age*, sexual orientation, or gender identity.
*Age is not an applicable discriminatory factor for pediatric, geriatric, or obstetrics/gynecology sites.
Health Professional Shortage Areas (HPSAs)
Payment for Services
NHSC-approved sites (with some exceptions) must:
- Provide services for free (or, for a nominal charge, consistent with the site’s policy) to individuals and families with annual incomes at or below 100% of the Federal Poverty Guidelines.
- Provide services at a discount, based on family size and income for individuals and families with incomes above 100% and at or below 200% of the Federal Poverty Guidelines.
- Accept assignment for Medicare beneficiaries, and have an appropriate agreement with the applicable state agency for Medicaid and CHIP beneficiaries.
- Prominently post signage notifying patients about the Sliding Fee Discount Program. Upload two photographs of the posted signage. The sign must explicitly state that “no one will be denied access to services due to inability to pay; and there is a discounted/sliding fee schedule available based on family size and income,” in accordance with the NHSC Site Agreement item #2e.
- The first photograph must show the sign prominently displayed in a common area visible to patients.
- The second photograph must be a close-up photo so the text is legible.
- Sites may not use the NHSC poster and/or logo until after they are approved by the NHSC.
- Prominently post online (if applicable) signage notifying patients about the Sliding Fee Discount Program.
- Upload document with the screenshot and link to the published online statement on the site’s official website (if one exists) and social media platforms (if applicable.)
- The screenshot must explicitly state that “no one will be denied access to services due to inability to pay; and there is a discounted/sliding fee schedule available based on family size and income,” in accordance with the NHSC Site Agreement item #2e.