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National Health Service Corps Loan Repayment Program Guidelines April 30, 2013 • 7:00 p.m. ET Presenters: Cameline Toro Habiba Lomax
National Health Service Corps Loan Repayment Program Guidelines
April 30, 2013 • 7:00 p.m. ET
Presenters:
Cameline ToroHabiba Lomax
Welcome to the NHSC Family!
• You are one of over 40,000 caring providers who have served as members of the NHSC.
• Many NHSC member providers choose to remain at their sites long after their service commitment is completed.
• You are now a member of a distinguished program that brings high quality health care to communities and people without access to health care services.
Session Objectives
• Provide an overview of the NHSC Loan Repayment Program and Continuation Contracts
• Provide guidance, “need-to-know” information, tools, and resources for successfully completing your service commitment
• Introduce the NHSC Service Support Team
Key Partnerships and Service Guidelines
NHSC Service Guidelines and Benefits
Service Commitment• By signing the NHSC Loan Repayment Program contract, you agreed to
provide full-time or half-time clinical service at an approved NHSC member site.
• As an NHSC provider, you will receive your salary and benefits from your practice site. Employment compensation packages are negotiated between you and your NHSC site.
Benefits to Providers• A rewarding life experience of providing health care to those who wouldn’t have
received it.• Service awards of up to $60,000 for two years of primary care, based on the
provider’s outstanding balance of qualifying educational loans. • Access to resources, NHSC newsletters, networking events, and trainings
designed specifically for NHSC providers.
3 Essential Agreements
NHSC Loan Repayment Program Contract-Contract between You and the NHSC
Employment Contract - Contract between You and Your Site
Site Application – Agreement between Your Site(s) and the NHSC
3 Key Partnerships
1. National Health Service Corps2. NHSC Member Provider
3. NHSC Approved Clinical Practice Site
NHSC Member Provider
NHSC Approved Clinical
Practice Site
National Health Service Corps
Where can I practice?
NHSC Approved Sites
The NHSC assists providers in finding clinical practice opportunities in the areas of greatest need.
Health care professionals provide outpatient primary health services to populations residing in health professional shortage areas (HPSAs) throughout the Nation.
NHSC sites can include:• Federally Qualified Health Centers (FQHC)• Outpatient Clinics• Certified Rural Health Clinics• Critical Access Hospitals • FQHC Look-Alikes
Federal sites that serve underserved communities include:• Bureau of Prisons (BOP)• Immigration and Customs Enforcement (ICE)• Indian Health Service (IHS)
What are my service requirements?
Licensure and Certification Requirements
NHSC providers must have and maintain a current, unrestricted health professional license or certificate in their discipline or specialty in the State where they intend to practice. Additional requirements and/or exceptions apply to:• Awardees who work in a Federal position• Psychiatric Nurse Specialists• Health Service Psychologists• Clinical Social Workers• Marriage and Family Therapists• Licensed Professional Counselors
Full-Time and Half-TimeClinical Practice
Every NHSC provider agrees to practice full-time or half-time at an approved NHSC member site in the discipline and specialty for which he/she was awarded a Loan Repayment Program contract.
If you are awarded at a Private Practice, a Practice Agreement will be created for your file to specify the individual arrangement made between you and your NHSC approved site about your employment with them (It is NOT an employment contract).
For all participants, your customer portal account will list the name(s) of the approved NHSC practice site(s) where you have agreed to work and it will note the start and end dates of your service commitment.
Full-Time Service Requirements
* Please note that the 19 hours can be dedicated to clinical services at the approved site(s) or alternative sites directed by your site or administrative work. Also note there is an 8 hour limit for administrative work.
* Please note that the 9 hours can be dedicated to clinical services at the approved site(s) or alternative sites as directed by your site or administrative work. Also note there is an 4 hour limit for administrative work.
Half-Time Service Requirements
Critical Access Hospital Service Requirements*
Chart showing the hourly schedule, minimum hours, direct clinical care, other services hours, teaching, and administrative.
*Only Physicians, Psychiatrists, PAs, NPs, and CNMs may serve at a Critical Access Hospital.** In addition to outpatient direct patient care, other services also include teaching, providing direct patient care in the skilled nursing facility or swing bed unit, or performing practice-related admin activities.
Customer Service Portal
Customer Service Portal
• The online Customer Service Portal is an electronic customer service system that can be accessed anywhere via the web at www.nhsc.hrsa.gov.
• Serves as the central location for you to access information and submit information, including:- Completing In-Service Verifications- Submitting service requests
• Transfer Requests• Medical Suspensions (including maternity leave)• Half-Time Conversions
- Submitting inquiries regarding your NHSC service- Updating your contact information and viewing your service
contract information
In-Service Verification Process
• For each six month period of your contract, you and your site are required to log into the portal account and complete your In-Service Verification . Your In-Service Verification must be updated each time to reflect the NHSC service site(s) you have been approved to work in and the number of days you have been away from the site(s).
• You are allowed to be away from your site up to 35 work days per service year. If you exceed 35 days in a service year, your obligation end date will be recalculated and extended.
• When completing your In-Service Verification, enter any time spent away from your approved site(s) during regularly scheduled work hours that takes you below your required number of hours worked. This includes:– holidays, CEUs/CMEs, vacation time, sick leave, maternity leave
less than 12 weeks, site closed– 40 hours for full time and 20 hours for half time
How to Submit In-Service Verifications
Screen shot of the Need Assistance site. Verification in Activities Section is highlighted
• You will receive an email notification that your In-Service Verification Form is due.– Log into the customer portal, enter
the time away from the site, verify that all the information in the form is correct, and electronically sign the In-Service Verification Form.
– The In-Service Verification Form will be sent to your assigned site(s) for review and approval.
Submitting Service Requests
Screen shot of BCRS Updates page. Highlighted portion is the “Need Assistance?”, “I Need To…”, and “Helpful Resources”.
When making any of the below changes, NHSC providers must seek prior approval from NHSC.• Additional Sites and
Reassignments: to add an additional site or move to a new approved site that is a part of your current organization
• Transfers: to move to an approved NHSC site in a different organization
• Maternity Leave/Suspensions: when you are temporarily unable to serve during your service obligation
Site Change Requests
Screen shot of NHSC Jobs Center website page.
• Receive Prior Approval: Before leaving your site of record, you are required to receive approval from NHSC.
• Locate an NHSC site: NHSC has an online jobs center, listing all active sites and job opportunities. (http://www.nhscjobs.hrsa.gov/)
• Confirm the health professional shortage area (HPSA) score: If you were awarded in 2012, you are required to follow your health professional shortage area (HPSA) tier. If in Tier 1 (14+), then you can only transfer to a site that is within Tier 1.
Half-time Conversion Requests
Full-Time providers are eligible to switch from full-time to half-time status, 90-days after your contract start date. Please keep in mind the following:
• Once you switch, you are not allowed to return to full-time service.
• When switching to half-time, your remaining service will be doubled and leave adjusted to half-time days.
• For example, if you have 200 days remaining on your full-time contract, you will have to provide 400 days of half-time service.
• Those working under a Private Practice Option agreement
(PPO) are not eligible to convert to half-time.
Full-Time to Half-Time Service Conversion
To request a conversion, a provider must:
• Receive approval from the site(s) • Be in good standing (i.e. up to date with service verifications, serving at
the site identified in the Practice Agreement)• Complete the following forms:
– Conversion Request Form – Sign the Half-Time Contract Addendum to modify your original
NHSC contract• Forms Available at : http://
nhsc.hrsa.gov/partners/formsdocuments/index.html
Continuation Contracts:How to Extend Your Service
Continuation Contracts
What is a Continuation Contract?• A Continuation Contract is a 1-year extension of your current NHSC Loan
Repayment Program contract, to serve at your NHSC-approved site(s) of record.
• NHSC providers are awarded additional funds to further reduce their outstanding educational debt that was previously approved by the NHSC.
• Continuation applications are assessed against the program guidelines that are in place for the fiscal year (October 1st – September 30th) in which you will begin your extended service.
• Award levels are dependent upon: – The most current award schedule that is in place at the time you are
eligible; – Your year of consecutive NHSC Loan Repayment Program service; and– Whether your service will be executed in full-time or half-time status.
How to Apply for a Continuation Contract
Chart showing the service commitment completion dates:- September 30, 2013 and December 30, 2013
You have to apply August 6, 2013 and September 5, 2013- December 31, 2013 and April 29, 2014
You have to apply November 12, 2013 and December 12, 2013- April 30, 2014 and July 30, 2014
You have to apply February 4, 2014 and March 6, 2014- July 31, 2014 and September 29, 2014
You have to apply May 6, 2014 and June 5, 2014
Eligible participants must submit complete applications during your designated application cycle. The application cycle for each participant is based on your official service end-date at the time you are eligible. (Dates are subject to change.)
• Once the application cycle is open, the Continuation Application All-Access link to complete and submit your application will be “live” by logging into your Customer Service Portal account.
• Applications submitted after the deadline will not be considered for a Continuation Contract.• Participants will not have the opportunity to submit an application during a subsequent
Continuation application cycle.
Before You Apply for a Continuation Contract
Service Requests (i.e. reassignments, transfers, suspensions, etc.)• Requests for transfers, reassignments, and suspensions must be completed and
approved well before your Continuation application cycle opens. • Requests for conversions to half-time should be made and approved prior to your
beginning to work on a part-time basis. If you and your employer transition you to work on a part-time basis prior to submitting a conversion request and prior to it being approved, you will be out of compliance, thus not eligible for a Continuation. You may also be recommended for default due to your non-compliant service status.
• Transfers and reassignments that are submitted and/or processed after the current contract end-date will prevent you from submitting an eligible Continuation application.
In-Service Verifications • To remain eligible for a Continuation Contract, all In-Service Verifications must be
submitted on time and consistently throughout your NHSC service period and reflect your NHSC-approved service site(s) of record. Inconsistent and inaccurate submission of the In-Service Verification is considered non-compliance and will not qualify for a Continuation Contract.
**Note: Before transferring, moving to a different site, or resigning, participants must contact the NHSC via the Customer Service Portal.
Before You Apply for a Continuation Contract
Access the Portal:1. Verify and update your contact information.2. Read and understand the Application Program Guidance.3. View all application tutorials.4. Gather the required documents to submit your application.5. Click on the link to complete and submit your application.6. Begin the process.
• After verifying that your application is complete, a program analyst will contact you to provide one-on-one assistance.
• Where to go for support with your Continuation Contract application– NHSC Website www.nhsc.hrsa.gov – Customer Service Portal accessed via: www.nhsc.hrsa.gov – Phone: 1-800-221-9393
Basic Eligibility Requirements
Remain employed at your NHSC-approved service site.• Verify that your site is NHSC-approved and remains in a designated HPSA
appropriate for your discipline and specialty.• Work with your site administrator to recertify your site on-time.• If your site loses its “NHSC-Approved” status and is not recertified prior to submitting
your continuation application your application will not be approved.
Review the most current NHSC Loan Repayment Program Service Guidelines• The NHSC publishes a new Application Program Guidance annually, with updates
and changes based on your input and recommendations made by the public health community.
Maintain a current license • The license must be full, permanent, unencumbered, unrestricted health professional
license, certificate or registration (whichever is applicable) from the State in which you practice under the NHSC Loan Repayment Program , for your discipline and specialty.
Basic Eligibility Requirements
Verification of Payment• Payments of the total award must be made during the contract period, or when you
submit your Continuation application, whichever comes first.• Participants who have used awarded funds to reduce the balances of loans that were
not approved by the NHSC Loan Repayment Program are not eligible for a NHSC Continuation contract or other Bureau of Clinician Recruitment and Service programs in the future.
• Official verification from your lender/servicer that all disbursed NHSC award funds were applied to the educational loans that were previously approved by the NHSC Loan Repayment Program, must be submitted by all NHSC participants, regardless of whether the service was completed in the recent or distant past.
Health Professional Shortage Areas (HPSAs)• The NHSC updates designation health professional shortage areas (HPSAs) statuses
and the corresponding scores one time each year on January 1. • The NHSC Jobs Center is the official repository of HPSA information as it relates to
program applications, requests for transfers, and site reassignments.
Documentation Requirements
Loans Documentation• Official Account Statement(s) from Lender/Servicer• Disbursement Report (commercial/private loans)• National Student Loan Data System (NSLDS) Aid Summary Report (Federal
loans)• Payment history from lender(s)
Employment Verification• Verification that you continue employment and provide clinical services at the
NHSC-approved practice site(s) of record• Completed by your site administrator or CEO
Additional Documents• Copy of Current License• Authorization for Disclosure of Loan Information Form
Important Reminders!
• Participants apply during their open application cycle only. If your application is not received during your application cycle, you will not be eligible for a continuation.
• Check Spam folder for e-mails.
• Review the most current NHSC Loan Repayment Program Guidelines.
– The NHSC publishes a new set of Program Guidelines annually, with updates and changes based on your input and recommendations made by the public health community.
• Continuation Contracts take effect once your current contract is completed.• NHSC Loan Repayment Program award funds are not taxed by the
Federal Government. (Please consult a tax professional for answers to guidelines in your state.)
• The NHSC fiscal year is October 1 through September 30; time away from service may extend service beyond a fiscal year.
NHSC Support and Resources
Health Resources and Services Administration (HRSA) Regional Offices
Regional Office Support
Conducts NHSC Site and Provider Visits:• Verify site compliance with NHSC requirements• Enhance provider’s connection with NHSC• Review NHSC requirements with providers• Review recruitment and retention activities• Ensure site and community served are consistent with
NHSC mission
Regional Office Support
Site Approval and Support:• Review and evaluate NHSC site applications• Offer recognition and support to NHSC providers and
sites• Link site and providers to state partners (e.g., State
Primary Care Offices, Primary Care Associations) and assist with site applications
• Address site and provider issues and concerns
Regional Office Support
Scholar and Loan Repayor Placement:• Help scholars coming out of training, as well as
unemployed loan repayors, in finding jobs at NHSC-approved sites
NHSC Promotion:• Promote NHSC programs to schools, residency programs,
and training programs• Promote NHSC initiatives like Corps Community Day
Regional Contact Information• Region I : Kristian Burnham (617) 565-4824; [email protected] Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont)• Region II: Patrick McHugh (212) 264-2806; [email protected]
(New Jersey, New York, Puerto Rico and U.S. Virgin Islands)• Region III: Camille Soondar (215) 861-4338 [email protected] or Dina Stahl (215) 861-4380 [email protected]
(Delaware, District of Columbia, Maryland, Pennsylvania, Virginia and West Virginia)• Region IV: Wanza Bacon (404) 562-7040; [email protected]
(Alabama, Georgia, Florida, Kentucky, Mississippi, North Carolina, South Carolina, Tennessee) • Region V: Anna Gonzales (312) 886-3867; [email protected]
(Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin)• Region VI: Delbert Thomas (Acting Supervisor) (214) 767-3920; [email protected]
(Arkansas, Louisiana, New Mexico, Oklahoma, Texas)• Region VII: Clark Conover (816) 426-2919; [email protected]
(Iowa, Missouri, Nebraska, Kansas)• Region VIII: Beth Dillon (303) 844-7878; [email protected]
(Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming)• Region IX: Gary Hlady (415) 437-8014; [email protected]
(Arizona, California, Hawaii, Nevada, Guam, American Samoa, the Commonwealth of the Northern Mariana Islands, Federated States of Micronesia, Republic of the Marshall Islands, and Republic of Palau)
• Region X: Susan Dunn (206) 615-2492; [email protected](Alaska, Idaho, Oregon, Washington)
Contact Us
By phone: (800) 221-9393
By fax:(301) 451-5384
By email: [email protected]
By website: www.nhsc.hrsa.gov (includes a direct link to the Customer Service Portal)
By mail: Division of Program OperationsBureau of Clinician Recruitment and ServiceHealth Resources and Services Administration Parklawn Building5600 Fishers Lane, Room 8-19Rockville, Maryland 20857
Additional Available Resources
• NHSC Homepage: www.nhsc.hrsa.gov Includes direct links to:
– Customer Service Portal & Call Center– NHSC Jobs Center – Members Section
• Resources for New Members• FAQs• NHSC Support Network Contacts (Regional Offices, Primary Care Offices, Primary
Care Associations, Area Health Centers, State Offices of Rural Health, NHSC Ambassadors)
• Newsletters• Events
• Health Professional Shortage Areas (HPSAs)– Shortage Designations: www.hrsa.gov/shortage– HPSAs by State and County: http://hpsafind.hrsa.gov
You are the Corps!
Questions & Answers
Two photos of health professionals helping patients.
