Once a practice’s application is received, it will undergo initial review by the Network office. This review will ensure that the application is completely filled out and all required documentation has been submitted. In addition, all credentials and claims made in the application will be verified to the fullest extent possible. All staff information pages (as applicable) must be filled out and all addresses, fax and telephone numbers must be provided as requested. If any required items are missing &/or otherwise not complete, the Network Coordinator or other Network Administrator will notify the practice of what additional information must be provided to permit the application to be considered. No site visit will be scheduled until the application is fully complete. Applications are valid only for a period of six months from the date on which they are first received.
Materials that must be provided along with the application are:
- Proof of license (& registration for NY State only) for all therapists, therapy assistants and athletic trainers.
- Proof of APTA/AOTA or other appropriate professional membership for owners and therapists (preferred).
- Proof of insurance: professional liability for all practicing therapists and general liability for the practice.
- CEU certificates for the past 12 months for all owners.
- Proof of Medicare certification.
- A copy of all required Policies/Procedures listed below. Please submit only the required policies, not your entire manual.
- Application & Site Visit Fee Payment (check made out to HSS Rehab Network) in the amount of $600, for each facility being applied for.
The application must be signed by all owners of the facility in question. Once an application is received by the Network, applicable fees are non-refundable. In the event a practice is not independently owned, a partner, high-level administrator or the clinical director of the applying facility may be designated as the proxy for the ownership group and once designated, will be responsible for all items/activities required in the application process and any subsequent membership on-boarding; unless and until the Network is notified of a change in proxy or &/or the proxy is no longer eligible to serve in that capacity under Network policy.
It is a requirement for Network Membership that all practices have an up-to-date Policy and Procedure (P&P) manual specific to each facility. At minimum, there must be a written statement, policy &/or procedure (as appropriate), for each of the subjects listed below. The list is by no means intended to exclude policies or procedures not specifically addressed. Blank copies of supporting documents should also be included whenever possible (i.e. incident report form). While the specific policies listed below will be reviewed prior to the actual site visit inspection, existence of the complete P&P will be verified at the time of the visit. Although it may contain some of the same documentation.
An Employee Handbook/Manual will NOT be accepted as a facility's P&P manual.
- Mission Statement
- Description of services
- Hours of operation stated
- Map of practice, indicating fire exits & exit paths (This should also be posted conspicuously throughout the clinic as appropriate)
- Emergency plans for Fire, Medical, Disaster and Utility Failure (including elevator alternatives for facilities not on the ground floor)
- Emergency closing plan/procedure followed if facility closes due to emergency (i.e. inclement weather, fire). Must include description of procedure for contacting patients to cancel and reschedule and a plan/procedure for referring patients to other providers if office must be closed for extended period.
- Job descriptions and performance requirements for ALL employee types
- Staff initial training procedures for professional staff. Should include verification of competency in therapeutic techniques, proficiency in modalities and use/set-up of exercise or other equipment as appropriate.
- Continuing education policy
- Performance appraisals
- List of all equipment
- Reference re: basic indications/contraindications for all modalities and major types of equipment must be in the manual in another readily available resource in the clinic
- Infection control guidelines
- General policy for cleaning, including specifics for laundry and each type of equipment, treatment tables, exercise equipment and modality devices
- Clinical and support staff coverage, including the procedure used to maintain coverage levels during planned AND unexpected absence and a mechanism for communicating important information to covering staff
- Payment policy, including copy of patient information and/or authorization form and specifics for Medicare insured patients
- PTA /COTA /ATC treatment guidelines (where applicable)
- Medical record policies, including chart content requirements, evaluation/re-evaluation policy, policy on acquisition and renewal of referrals, and direct access, communication w/physicians (should include how & when MDs are contacted re: patients), and storage
- Incident reporting
- Quality assurance plan
- Scheduling procedure
- HIPAA/privacy
