Patient Care Facility Accreditation Guide

Once your facility has met the eligibility criteria and is compliant with the Standards, you are ready to begin the online application process. New applicants must complete the online form to create an account in order to begin the application process. Renewing applicants must use their existing login information in order to access the renewal application.

You must apply for all products and services your facility currently provides as well as apply for all operational facilities within your organization. All fields must be completed, and the non-negotiable, non-refundable accreditation application fee must be included in order to submit your online application. An incomplete application or missing documentation will delay your accreditation process.

Do not submit your application until you have met the eligibility criteria and become compliant with the Facility Accreditation Standards. Submitting your application signifies that your facility is available for an onsite survey.

The following items are required with your completed online application:

•  Application fee (non-negotiable and nonrefundable)
•  Good standing of annual fees for existing accredited facilities (any outstanding annual fees must be paid prior to submitting your application)
•  Valid email address to receive communication from ABC The following documents must be uploaded in the online application portal prior to submission: Proof of certification and/or state licenses of staff providing patient care services. It is NOT necessary to submit copies of certifications for ABC credentialed individuals.
•  Legal documentation of ownership (e.g. Articles of Incorporation, Transfer of Shares Certificate)
•  Occupancy License/Permit OR Operating or Business License/Permit OR State Sales Tax Certificate, Surety Bond
•  Narrative of your criminal history (if applicable)
•  Surety Bond
•  Policy & Procedure Manual
•  Employee Manual
•  Mission Statement

If necessary, we may require additional information or clarification in order to finalize the review of your application. All information and documents are solely used by ABC and its surveyors or as required by law. All submissions are handled in accordance with Health Insurance Portability and Accountability Act of 1996 (HIPAA) regulations.

After you have submitted your application, you will receive email confirmations throughout each step of the accreditation process.

Incomplete Applications

If your application is missing information or if staff needs additional clarification regarding your submission, we will contact you via email. If no response is received, we will send a follow up email to the primary contact listed on your application. We must receive all requested materials by the final deadline indicated in the email. If your application is still incomplete by the deadline, your application will be denied, and your application fees will be forfeited. If your application is denied, you must resubmit a new application and fees. Incomplete applications will only be processed after all required documents and/or fees are received. Any delay in completing your application could result in a delay in your survey and accreditation decision.

Late Applications

If your facility has an existing accreditation with ABC, it is your responsibility to submit your renewal application by your application deadline. Failure to submit your application by the deadline results in:

• • Late application fee assessed per facility
• • Delays in your application processing and survey time frames
• Potential gap in accreditation

Accreditations cannot be extended for facilities that apply late.

Falsification of your Application

If we discover that you have provided false or misleading information on your application or that you have misrepresented your accreditation status to outside parties, ABC may take any or all of the following actions:

• Deny the application
• Deny reapplication for accreditation
• Revoke any existing ABC accreditations for all related primary or affiliate facilities
• Revoke any existing ABC credentials from individuals found to be responsible for the falsification
• Refer the incident to the Professional Discipline Committee (PDC)
• Pursue legal action against your facility

Office Hours

Your onsite survey will occur during the days and hours of operation listed on your application, which must accurately reflect the days and hours that you have posted for the public. If your facility is by appointment only, you must note this in your online application by selecting the days and hours you are available for appointments.

It is very important that you inform us of all schedule changes while you are awaiting an onsite survey, as all surveys are unannounced.

Application Hold Request Policy

If your facility is not ready for the survey, is undergoing a major change (such as an ownership change, location move, opening another facility within the next 90 days) or will be unavailable for more than 14 total or consecutive days, you must put your application on hold. This will remove your application from the survey queue. Your application will remain on hold until you notify us in writing or for up to six months. The six-month period begins on the date the application was initially received.

All requests for holds must be submitted in writing. These requests must be emailed to accreditation@ABCop.org.

Requests must include:

• your facility name and address
•  the amount of time you wish to hold your application, and
•  name and contact information of the authorizing individual

You must notify us in writing when you wish to reactivate your application. If a request to reactivate your application is not received at the end of the six months, the application will be denied and the facility will need to resubmit all application materials, including the appropriate fees.

Affiliate Locations

Affiliates are secondary patient-care locations that meet the following criteria:

• Share the corporate structure and utilizes the same policies and procedures of the primary practice
• Share the same Federal Tax ID number as the primary facility
• Maintain separate NPI and PTAN numbers
• Are located within a 100-mile driving distance of the primary facility

Designating affiliates allows organizations to apply for multiple locations at once while reducing overall accreditation fees.

Affiliate accreditation always expires with the primary location, including any affiliates that are added mid-accreditation of the primary site. Each primary location may designate up to four affiliates.

Facilities, including renewals, with more than four affiliates must make the fifth affiliate a primary location, which then can list four additional affiliates. Secondary locations that do not meet the criteria for affiliates as outlined above must submit an application as a primary location with the appropriate fees and documentation.

Administrative Offices and Warehouse Locations

You must list all related administrative locations and product warehouses on your application and include a detailed statement describing what activities or items are at those facilities. These are locations that do not provide patient care services but are integral to your practice.

As such, an onsite survey is required for all warehouse and administrative offices and the base affiliate fee will be assessed if within a 100-mile distance. Those located more than 100 miles from the primary location will be assessed the base primary survey fee. Warehouse and administrative office accreditation fees must be submitted with the application. Accreditation is not award to these types of locations; annual fees are not assessed for administration offices or warehouses.

In the event that the ABC Patient Care Facility Accreditation Standards are revised, we will establish a time frame for you to achieve compliance. Remember, it is your responsibility to ensure that you are in compliance with the ABC Standards at all times.

Third Party Consultant Materials Policy

We recognize that there are several organizations and consultants that provide a variety of accreditation services. Third party materials and services are not reviewed or endorsed by ABC, nor can we recommend any company providing these services. You may utilize a third party’s materials and services at your discretion; however, you are not required to use a third party to assist with the accreditation process. We advise all facilities to conduct thorough research of any consulting company you wish to use.