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 submit a request 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 application:

• Application fee (non-negotiable and nonrefundable)
• Good standing of annual fees for existing accredited facilities (any outstanding annual fees must be paid before application can be submitted)
• Valid email address to receive communication from ABC
• 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)
• Narrative of your criminal history (if applicable)

If necessary, we may require additional information or clarification in order to finalize the review of your application. All information and application materials are solely used by ABC and its surveyors or as required by law. All submissions are handled in accordance with 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 the request by certified mail to the primary contact listed on your application. We must receive all requested materials by the final deadline indicated in the letter. 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.

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 you are available for appointments.

If key personnel such as an administrative or clinical manager have a schedule that differs from your hours of operation, their schedule must also be included with your application. It is very important that you inform us of all schedule changes while you are awaiting an onsite survey, as all surveys are unannounced.

Requesting Blackout Dates

New Applicants

New facilities, including affiliate add-ons, as well as accredited facilities with new or additional ownership, ARE NOT eligible to submit any blackout dates as limited availability can add delay to your onsite survey.

Renewal Applicants

Existing ABC accredited facilities that are submitting renewal applications are eligible to submit blackout dates. If your facility will be closed or any key personnel will be out of the office for a period of time, blackout dates may be requested so that the surveyor does not show up on those dates. This includes doctor appointments, religious holidays and vacation trips. Surveys are not conducted on major federal holidays. You may request up to 14 blackout dates during a six-month period; these dates may be consecutive. All requests for blackout dates must be submitted via our online Blackout Date Request Form by the deadline provided in your facility’s application receipt email. Any request for blackout dates after the deadline will be denied. Be sure to add any holidays or vacation days that will be within your survey timeframe.

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, at least 30 days in advance; any request for hold periods not received at least 30 days in advance will not be accepted. These requests must be on company letterhead, signed and dated by the accreditation contact, CEO or owner of the company or email from one of the aforementioned personnel to accreditation@ABCop.org. 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.

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.