The fax number for reporting a critical incident is 405-248-9325. Please note that this fax number is for reporting critical incidents ONLY.
New Programs: Overview of ODMHSAS Certification Process
The following highlights the general processes to achieve an ODMHSAS Certification status. Please call Provider Certification at 405-248-9029 or email ProviderCert@odmhsas.org, for additional information in Chapter 1, Subchapter 9 of OAC 450. Specific information is also available on the Administrative Code page
For New Programs Applying for Initial Certification
- Upon receiving a request from a provider, the Provider Certification (PC) division of ODMHSAS will electronically forward a current Certification Application Packet. After ensuring that all requested materials are compiled, the Provider can then submit the application, along with the required materials and fee in accordance with the instructions.
- Provider Certification staff will review submitted materials, verify receipt of the required fee, and determine if additional information is needed. Then, a certification self-survey and site review protocol will be electronically provided to the provider. Once completed and submitted back to Provider Certification along with policy and procedure, a lead reviewer will be assigned. The reviewer will then conduct a review of the policy and procedure which entails standards and criteria related to overall organizational and operational functions. Policy that relates to clinical documentation will also be reviewed. (However, clinical record and staff record documentation will be reviewed at a later phase of the Certification process – see Step 5 below.) Once policy and procedure is approved, an initial site visit is scheduled to ensure compliance with health and safety standards in the chapter.
- If findings are cited as a result of the review, Provider Certification will provide a survey to outline their findings and will provide this to the provider. The provider will have five business days to notify Provider Certification that the findings have been corrected.
- A reviewer will then conduct a review to verify findings are corrected. After corrections are deemed satisfactory, a Permit for Temporary Operation (PTO) will be considered by the ODMHSAS Board of Directors at one of the board’s meetings. (Please refer to the ODMHSAS website for board meeting dates.) The PTO is actually a license to allow the provider to begin offering services. Medicaid, as a billing source, will not be available during this time since the PTO is not a full certification. Other billing sources, such as private insurance, self-pay and pro bono, will have to be explored. (Provider Certification can offer no other information regarding billing.) PTOs expire in six months.
- Prior to expiration of the PTO, a subsequent review will be scheduled to review records and services that have been provided to determine compliance with Quality Clinical standards. A minimum of five active (open), complete records will be requested as well as discharge records. If a facility does not have the requisite number of active records, they can still be certified but it will affect the length of their certification.
