DEEMING REQUIREMENTS AND
APPLICATION PROCESS FOR FTCA
MEDICAL MALPRACTICE COVERAGE
For Calendar Year 2013
Department of Health and Human Services
Health Resources and Services Administration
Bureau of Primary Health Care
Office of Quality and Data
Call Agenda
• Introduction
• Brief summary of Deeming Requirements
• Helpful Resources and Technical Assistance
• Question and Answer
Types of Applications
• There are two types of applications for FTCA coverage:
– EHB System will be open to receive applications on
February 23, 2012
– INITIAL DEEMING APPLICATION
o May be submitted at any time during the year when
the EHB system is open to receive applications.
o Will be acted upon by HRSA within 30 days after
receipt of a completed application
– ANNUAL REDEEMING APPLICATION
o All currently deemed health centers must file a
renewal deeming application to be deemed for CY
2013. This year’s deadline is April 5, 2012
CY 2013 Requirement Updates
• Minutes from any six QI/QA committee meetings. All
minutes must be dated between June 1, 2011 and the
submission date of the application.
– Remove patient names and other identifiers
• Minutes from any six Board meetings that reflect Board
approval of QI/QA activities. All minutes must be dated
between June 1, 2011 and the submission date of the
application.
– Remove all information not related to QI/QA activity
CY 2013 Requirement Updates
(continued)
 Board-approved Credentialing and Privileging (C&P)
policies
– Must be signed and dated by the Board


(C&P) Plan + Page with Board of Directors Signature
(C&P) Plan + Signed Board Minutes showing C&P plan was
approved
 Clinical policies and procedures for the following
activities:
 Referral Tracking
 Hospitalization Tracking
 Diagnostic Tracking (Should include X-Ray Tracking Lab
Result Tracking)
Requirements
A complete initial or redeeming application must include:
1. An Application Form completed in EHB
2. An approved Quality Improvement/Quality Assurance
Plan, including governing board signature and approval
date
1. Two Methods to demonstrate Board approval


QI/QA Plan + Page with Board of Directors Signature
QI/QA Plan + Signed Board Minutes showing QI/QA plan
was approved
Requirements
3. Summary of professional liability history for cases filed
or closed within the last 5 years, if applicable
Name of provider(s) involved
Area of practice/Specialty
Date of Occurrence
Summary of allegations
Status and outcome of claim
Requirements
(continued)
4. Explanation of any “NO” responses
5. Deeming applications for any sub-recipients (as
documented on the organization’s most recent
approved scope from FORM 5B - see “sub-recipient
submission instructions.”)
Requirements
(continued)
6.
Credentialing list (in an excel spreadsheet) of all licensed and/or
certified health care personnel employed and/or contracted by the
health center, with the following information:
o Name & Professional Designation (e.g., MD/DO, RN, CNM,
DDS)
o Title/Position
o Specialty
o Employment Status (full-time employee, part-time employee,
contractor, volunteer)
o Date of Hire
o Current Credentialing Date
o Next Expected Credentialing Date
** Please note that for the 2012 application “Initial
Credentialing Date (the first time the individual was
credentialed by your organization)” has been removed and
is no longer required.
Sub-Recipient Applications
• Health centers must submit a separate deeming application on behalf
of each sub-recipient seeking FTCA coverage
– A single application package that includes the grantee and all
appropriate sub-recipient applications should be submitted. Each
sub-recipient application will be collected as an attachment in the
system.
• The system will provide a downloadable template which the grantee
can send to sub-recipients to complete and return to the grantee
– It is recommended that the grantee download the template from the
system and send it to all the sub-recipients that are requesting
coverage and participating in the program as soon as they begin
working on their own application
– The grantee is required to upload the sub-recipient application
within the system once they have received it from the appropriate
sub-recipients
CY 2013 FTCA Application
Technical Assistance (TA) Videos
• Online Instructional Videos
– Step by step instructional videos that demonstrate how
to fill each section of the FTCA application and general
EHB guidance.
– Supplemental videos that reviews best practices and
points out resources that are useful in developing
policies and procedures that are connected to the FTCA
Deeming process.
– Currently Available on the ECRI website at the following
link: :
https://members2.ecri.org/Components/HRSA/Pages/Vid
eos_Deeming.aspx
Risk Management Resources
• Other Helpful Resources
– Tracking Tool Kit
– Credentialing Tool Kit
– Credentialing Webinar ( Next Webinar will be tomorrow Thursday
February 23, 2012)
Quality Improvement Resources
• HRSA Quality Improvement Webinars:
http://bphc.hrsa.gov/policiesregulations/quality/
• ECRI Resource Page: Quality Improvement:
https://members2.ecri.org/Components/HRSA/Pages/QI.as
px
Risk Management Resources
• Risk Management Plan:
https://members2.ecri.org/Components/HRSA/Pages/RMPlan.aspx
• Event Reporting Toolkit:
https://members2.ecri.org/Components/HRSA/Pages/EventReportToolk
it.aspx
• Webinars
https://members2.ecri.org/Components/HRSA/Pages/Webinar_Audioco
nf_Archive.aspx:
– Clinical Risk Management Basics Part I
– Developing a Risk Management Plan
Risk Management Resources
• Sample Risk Management Policy: Physician Office Practice
https://members2.ecri.org/Components/HRSA/Pages/PSRMPol3.
aspx
• Patient Satisfaction Questionnaire
https://members2.ecri.org/Components/HRSA/Pages/PSRMPol2.
aspx
• Anecdotal Note for Patient Concerns
https://members2.ecri.org/Components/HRSA/Pages/OAPol4.as
px
• Handling Patient Complaints
https://members2.ecri.org/Components/HRSA/Pages/OAPol3.as
px
• Safety Attitudes Questionnaire (Ambulatory Version)
https://members2.ecri.org/Components/HRSA/Pages/PSRMPol1.
aspx
FTCA/BPHC Help Line
Phone: 1-877-974-BPHC (877-974-2742)
9:00 AM to 5:30 PM (ET)
Email: BPHChelpline@hrsa.gov
FTCA Website: http://www.bphc.hrsa.gov/ftca/