Section 140.461  Clinic Participation, Data and Certification Requirements

 

a)         Hospital-based organized clinics must:

 

1)         Have an administrative structure, staff program, physical setting, and equipment to provide comprehensive medical care;

 

2)         Agree to assume complete responsibility for diagnosis and treatment of the patients accepted by the clinic, or provide, at no additional cost to the Department, for the acquisition of these services through contractual arrangements with external medical providers;

 

3)         Meet the following requirements:

 

A)        be adjacent to or on the premises of the hospital and be licensed under the Hospital Licensing Act or the University of Illinois Hospital Act; or

 

B)        have provider-based status under Medicare pursuant to 42 CFR 413.65; or

 

C)        be clinically integrated as evidenced by the following:

 

i)          professional staff of the clinic have clinical privileges at the main hospital; the main hospital maintains the same monitoring and oversight of the clinic as it does for any other department of the hospital; medical staff committees or other professional committees at the main hospital are responsible for medical activities in the clinic, including quality assurance, utilization review, and the coordination and integration of services, to the extent practicable, between the clinic and the main hospital; medical records for patients treated in the clinic are integrated into a unified retrieval system of the main hospital, or cross reference that retrieval system; and inpatient and outpatient services of the clinic and the main hospital are integrated, and patients treated at the clinic who require further care have full access to all services of the main hospital and are referred when appropriate to the corresponding inpatient or outpatient department or service of the main hospital; and

 

ii)         fully integrated within the financial system of the main hospital, as evidenced by shared income and expenses between the main hospital and the clinic; and

 

iii)        held out to the public and other payers as part of the main hospital; and

 

iv)        operated under the ownership and control of the main hospital, as evidenced by the following: the business enterprise that constitutes the clinic is 100 percent owned by the main hospital; the main hospital and the clinic have the same governing body; the clinic is operated under the same organizational documents (e.g., bylaws and operating decisions) as the main hospital; and the main hospital has final responsibility for personnel policies (such as fringe benefits or code of conduct), and final approval for medical staff appointments in the clinic; and

 

v)         located within a 35 mile radius of the main hospital campus as defined in 42 CFR 413.65.

 

4)         Meet the applicable requirements of 89 Ill. Adm. Code 148.40(d).

 

b)         Encounter rate clinics must participate in the Medical Assistance Program as an encounter rate clinic as of July 1, 1998, or be a clinic operated by a county with a population of over three million.  Individual practitioners associated with such centers may apply for participation in the Medical Assistance Program in their individual capacities. In order to participate in the Maternal and Child Health Program, as described in Subpart G, encounter rate clinics shall be required to meet the additional participation requirements described in Section 140.924(a)(2).

 

c)         Rural health clinics must be certified by the Health Care Financing Administration as meeting the requirements for Medicare participation.

 

d)         Federally Qualified Health Centers (FQHC):

 

1)         Must be Health Centers which:

 

A)        receive a grant under Section 329, 330 or 340 of the Public Health Service Act; or

 

B)        based on the recommendation of the Health Resources and Services Administration within the Public Health Service, are determined to meet the requirements for receiving such a grant.

 

2)         Section 4602 of the Omnibus Budget Reconciliation Act of 1990 (OBRA 90), which amended Section 1902(a)(55) of the Social Security Act (42 USC Section 1396a(a)(55)), requires states to receive and initially process Medicaid applications from low-income pregnant women and children under 19 years of age at locations other than the local Department of Human Services (DHS) office.  Such a site is referred to as an outstation.

 

A)        Outstations will be located at those FQHCs which the Department determines serve heavy Medicaid populated areas.  For areas in which the Department determines that maintaining outstation workers is not economical, the DHS local office will continue to be the application location.

 

B)        The FQHCs, which will provide outstation eligibility staff to accept and assist in the initial processing of the Medicaid application for pregnant women and children, will forward the completed application to the appropriate DHS local office.  Initial processing means accepting and completing the application, providing information and referrals, obtaining required documentation to complete processing of the application, assuring that the information contained on the application form is complete and conducting any necessary interviews.  Neither the FQHCs nor the outstation workers will evaluate the information contained on the application, nor make any determination of eligibility or ineligibility.  The DHS local office is responsible for these functions.

 

C)        Costs allowable under the federal outstation mandate for completing the Medicaid application will be itemized in Section B of Schedule I of the FQHC Medicaid cost report and will be provided annually in the FQHC cost reporting process.  These allowable costs will be collected, computed and calculated, and will result in the establishment of an outstation administrative rate and a Medicaid rate.  The allowable costs are:

 

i)          Salary of outstation worker;

 

ii)         Fringe benefits;

 

iii)        Training;

 

iv)        Travel; and

 

v)         Supplies.

 

D)        FQHC outstation workers must receive certification through Maternal and Child Health (MCH) process training by the Department before they begin to perform eligibility processing functions.  Failure to become certified results in any MCH application completed by an ineligible worker being non-allowed on the cost report.

 

E)        FQHCs must have adequate staff trained with proper backup to accommodate unforeseen problems.  FQHCs must be able to meet the demand of this initiative, either using staff at one location or rotating staff as dictated by workload or staffing availability.  The FQHC must have staff available at each outstation location during regular office operating hours.

 

F)         Outstation intake staff may perform other FQHC intake processing functions, but the time spent on outstation activities must be documented and must be identifiable for cost reporting and auditing purposes.

 

G)        The FQHC must display a notice in a prominent place at the outstation location advising potential applicants of the times that outstation intake workers will be available.  The notice must include a telephone number that applicants may call for assistance.

 

H)        The FQHC must comply with federal and State laws and regulations governing the provision of adequate notice to persons who are blind or deaf or who are unable to read or understand the English language.

 

e)         Individual practitioners associated with such centers may apply for participation in the Medical Assistance Program in their individual capacities.

 

f)         Maternal and Child Health Clinics

 

1)         Types of Clinics

The following clinics shall qualify as Maternal and Child Health Clinics:

 

A)        Certified Hospital Ambulatory Primary Care Centers (CHAPCC) that are hospital-based organized outpatient clinics, as described in subsection (a), meeting the participation, data and certification requirements described in subsections (f)(2) through (f)(5), that, through staff and supporting resources, provide ambulatory primary care to Medicaid children from birth through 20 years of age, and pregnant women in a non-emergency room setting. At least 50 percent of all staff physicians providing care in a CHAPCC must routinely provide obstetric, pediatric, internal medicine, or family practice care in the clinic setting, and at least 50 percent of patient visits to the CHAPCC must be for primary care.

 

B)        Certified Hospital Organized Satellite Clinics (CHOSC) that are clinics meeting the participation, data and certification requirements described in subsections (f)(2) through (f)(5), that are owned, operated, and/or managed by a hospital but do not qualify as hospital-based organized clinics, as described in subsection (a), because they are not located adjacent to or on the premises of the hospital or are not licensed under the Hospital Licensing Act or the University of Illinois Hospital Act.  Through staff and supporting resources, these clinics provide ambulatory primary care in a non-emergency setting to Medicaid children from birth through 20 years of age, and to pregnant women.  At least 50 percent of all staff physicians providing care in a CHOSC must routinely provide obstetric, pediatric, internal medicine, or family practice care in the clinic setting, and at least 50 percent of patient visits to the CHOSC must be for primary care.  Primary care consists of basic health services provided by a physician or other qualified medical professional to maintain the day-to-day health status of a patient, without requiring the level of medical technology and specialized expertise necessary for the provision of secondary and tertiary care. CHOSCs shall meet the requirements in subsections (a)(1) and (a)(2).

 

C)        Certified Obstetrical Ambulatory Care Centers (COBACC) that are hospital-based organized clinic entities, as described in subsection (a), meeting the participation, data and certification requirements described in subsections (f)(2) through (f)(5), that, through staff and supporting resources, provide primary care and specialty services to Medicaid-eligible pregnant women, especially those determined to be non-compliant or at high risk, in an outpatient setting.

 

D)        Certified Pediatric Ambulatory Care Centers (CPACC) that are hospital-based organized clinic entities, as described in subsection (a), owned and operated by a hospital as described in 89 Ill. Adm. Code 149.50(c)(3), and meeting the participation, data and certification requirements described in subsections (f)(2) through (f)(5), that, through staff and supporting resources, provide pediatric primary care and specialty services as described in Section 140.462(e)(3)(C) to Medicaid enrolled children with specialty needs, from birth through 20 years of age in an outpatient setting. Hospitals with CPACCs must also provide primary care for at least 1,500 children, either through its CPACC or through a CHAPCC, CHOSC or encounter rate clinic operated by the same hospital.  Hospitals unable to meet this volume requirement must agree to serve as a specialty referral site for another hospital operating a CPACC through a written agreement submitted to the Department.

 

2)         General Participation Requirements

In addition to the Maternal and Child Health participation requirements described in Section 140.924(a)(1), the Maternal and Child Health clinics identified in subsection (f)(1) must:

 

A)        Be operated by a disproportionate share hospital, as described in 89 Ill. Adm. Code 148.120, be staffed by board certified/eligible physicians who have hospital admitting and/or delivery privileges, be operated by a hospital in an organized corporate network of hospitals having a total of more than 1,000 staffed beds, and agree to provide care for a minimum of 100 pregnant women or children; or be a primary care teaching site of an organized academic department of:

 

i)          In the case of clinics described in subsections (f)(1)(A) and (f)(1)(B), a pediatric or family practice residency program accredited by the American Accreditation Council for Graduate Medical Education or other published source of accrediting information.

 

ii)         In the case of clinics described in subsection (f)(1)(C), an obstetrical residency program accredited by the American Accreditation Council for Graduate Medical Education or other published source of accrediting information with at least 130 full-time equivalent residents.

 

iii)        In the case of clinics described in subsection (f)(1)(D), a pediatric or family practice residency program accredited by the American Accreditation Council for Graduate Medical Education or other published source of accrediting information with at least 130 full-time equivalent residents.

 

B)        Under the direction of a board certified/eligible physician who has hospital admitting and/or delivery privileges and provides direct supervision to residents practicing in the certified ambulatory site, provide:

 

i)          In the case of clinics described in subsections (f)(1)(A) and (f)(1)(B), primary care.

 

ii)         In the case of clinics described in subsection (f)(1)(C), obstetric and specialty services.

 

iii)        In the case of clinics described in subsection (f)(1)(D), primary care and specialty services.

 

C)        Maintain a formal, ongoing quality assurance program that meets the minimum standards of the Joint Commission on Accreditation of Health Care Organizations (JCAHO);

 

D)        Provide historical evidence of fiscal solvency and financial projections for the future, in a manner specified by the Department; and

 

E)        Utilize a formal client tracking and care management system that affords timely maintenance of, access to, and continuity of medical records without compromising client confidentiality.

 

3)         Special Participation Requirements

In addition to the Maternal and Child Health provider participation requirements described in Section 140.924(a)(1), and the general participation requirements described in subsection (f)(2), special participation requirements shall apply as follows:

 

A)        Clinics described in subsections (f)(1)(A) and (f)(1)(B) must:

 

i)          Serve a total population that includes at least 20 percent Medicaid and medically indigent clients;

 

ii)         Perform a risk assessment on pregnant women assigned to them in order to determine if the woman is at high risk; and

 

iii)        Provide or arrange for specialty services when needed by pregnant women or children.

 

B)        Clinics described in subsection (f)(1)(C) must:

 

i)          Be a distinct department of a hospital that also operates as a Level II, Level II with Extended Neonatal Capabilities or Level III perinatal center;

 

ii)         Provide services to pregnant women demonstrating the need for extensive health care services due to complicated medical conditions placing them potentially at high risk of abnormal delivery, including substance abuse or addiction problems.  Hospital clinics will not qualify to participate unless they provide both primary and specialty services to women who currently are Medicaid clients, or Medicaid-eligible women who receive services at the COBACC; in this capacity, COBACCs, as perinatal centers, shall serve pregnant women determined to be at high risk of abnormal delivery;

 

iii)        Operate a designated 24-hour per day emergency referral site with a defined practice for the care of obstetric emergencies;

 

iv)        Have an established program of services for the treatment of substance-abusing pregnant women;

 

v)         Integrate an accredited obstetrical residency program with subspecialty residency programs to encourage future physicians to devote part of their professional services to disadvantaged and underserved high-risk pregnant women; and

 

vi)        Operate organized ambulatory clinics for pregnant women that are easily accessible to the medically underserved.

 

C)        Clinics described in subsection (f)(1)(D) must:

 

i)          Provide primary and specialty services for children demonstrating the need for extensive health care services due to a chronic condition as described in Section 140.462(e)(3)(C);

 

ii)         Operate a designated 24-hour per day emergency referral site with a defined practice for the care of pediatric emergencies;

 

iii)        Provide access to necessary pediatric primary and specialty services within 24 hours after referral;

 

iv)        Be a distinct department of a disproportionate share hospital, as described in 89 Ill. Adm. Code 148.120(a)(5);

 

v)         Integrate an accredited pediatric or family practice residency program with subspecialty residency programs to encourage future physicians to devote part of their professional services to disadvantaged and underserved children with specialty needs; and

 

vi)        Operate organized ambulatory clinics for children that are easily accessible to the medically underserved.

 

4)         Data Requirements

The Maternal and Child Health clinics described in subsection (f)(1) shall be required to submit patient level historical data to the Department, which may include, but shall not be limited to historical data on the use of the hospital emergency room department.

 

5)         Certification Requirements

Certification of qualifying status of a Maternal and Child Health clinic identified in subsection (f)(1) shall occur annually during the first two years of participation and every other year thereafter.  In addition:

 

A)        The certification process shall consist of a review of the completed application and related materials to determine provisional certification status.  Those centers submitting approved applications shall then be reviewed on-site by Department staff within 60 days after application approval.  Final notification of certification status shall be rendered within 30 days after the site review, pending provider submittal of a written plan of correction for any deficiencies discovered during the entire application process.

 

B)        Entities interested in becoming a Maternal and Child Health clinic must direct a written request for an application packet to the following address:

 

Maternal and Child Health Clinic Certification

Bureau of Comprehensive Health Services

Illinois Department of Public Aid

201 South Grand Avenue East, Concourse

Springfield, Illinois 62763-0001

 

C)        Certification status shall be suspended for Maternal and Child Health clinics identified in subsection (f)(1) that do not submit data to the Department, as required under subsection (f)(4), within 180 days after the Department's request for the submittal of such data.

 

g)         School Based/Linked Health Clinics (centers) must be certified by the Department of Human Services (DHS) that they are meeting the minimum standards established by DHS (77 Ill. Adm. Code 2200). Examples of certification requirements include:

 

1)         School based health centers must be located in schools or on school grounds, serving at least the students attending that school.

 

2)         School linked health centers are located off school grounds, but a formal relationship must exist to serve students attending a particular school or multiple schools within the district.

 

3)         All medical services performed by mid-level practitioners (i.e., medical services providers who are not physicians), such as nurse practitioners (see Section 140.400), must be under the direction of a physician.

 

4)         The center must have a medical director.  The medical director of the center must be a qualified physician, licensed in Illinois to practice medicine in all its branches.  Each center's medical director must develop standing orders and protocols for services provided at the center.  The medical director shall ensure compliance with the policies and procedures pertaining to medical procedures and health care services.  The medical director shall supervise the medical protocols involving direct care of students.  The center must have consultant or back-up physicians with hospital admitting privileges.  The consultant provider of the clinic for obstetrical care, as appropriate, must have delivery privileges.  All medical services must be delivered in accordance with the American College of Obstetricians and Gynecologists, the American Academy of Pediatrics, the American Academy of Family Practice Guidelines and the standards established by outside regulatory agencies.

 

5)         All laboratory services must be in compliance with the Clinical Laboratory Improvement Amendments (CLIA) of 1988 (42 USC 263a).  DHS will provide ongoing monitoring to assure that appropriate standards are followed.

 

6)         The center shall be staffed by Illinois licensed, registered, and/or certified health professionals who are trained and experienced in community and school health, and who have knowledge of health promotion and illness prevention strategies for children and adolescents.  The center must ensure that staff are assigned responsibilities consistent with their education and experience, supervised, evaluated annually and trained in the policies and procedures of the center.

 

7)         The center must establish procedures for the availability of primary care providers and for 24-hour per day, 12-month per year access to routine, urgent and emergency care, telephone appointments and advice.  The center must have in place telephone answering methods that notify students and parents/guardians where and how to access 24-hour back-up services when the center is not open.

 

8)         Services may be provided to eligible students who have obtained written parental consent, or who are 18 years of age, and/or who are otherwise able to give their own consent.

 

9)         The center must coordinate care and the exchange of information necessary for  the provision of health care of the student, between the center and a student's primary care practitioner, medical specialist or managed care entity.  Written policies must address obtaining student and/or parental consent to share information regarding a student's health care.

 

10)         The center must operate in accordance with a systematic process for referring students to community-based health care providers when the center is not able to provide the services required by the student.  The center may provide medical care to a Managed Care Entity (MCE) enrolled student.  The center shall refer that MCE enrolled student to the MCE primary care provider for continuing and definitive care.

 

A)        The center shall refer a student who requires specialty medical and/or surgical services to his or her primary care provider or MCE to obtain a referral for a specialist.

 

B)        The center shall document in the student's record that the referral was made, and document follow-up on the outcome of the referral when relevant to the health care provided by the center.

 

11)         The center must develop a collaborative relationship with other health care providers, insurers, managed care organizations, the school health program, students and parents or guardians with the goal of assuring continuity of care, pertinent medical record sharing and reducing duplication and fragmentation of services.

 

12)         Data Requirements

The center shall maintain a health record system that provides for consistency, confidentiality, storage and security of records for documenting significant student health information and the delivery of health care services.

 

h)         Hospital Outpatient Departments

Hospital outpatient departments may include facilities that meet the requirements of subsection (a)(3) of this Section.

 

(Source:  Amended at 35 Ill. Reg. 10000, effective June 15, 2011)