Home Health Agencies Frequently Asked Questions

• The applicant shall review the Home Health, Home Services, and Home Nursing Agency Code, 77 Ill. Adm. Code 245, the Healthcare Worker Background Check code 77 Ill. Adm. Code 955, and the Alzheimer’s Disease and Related Dementias Code 77 Ill Adm. Code 973, to determine which license(s) reflects the services the agency plans to provide and identify all the requirements for an agency licensed for Home Services.
• The applicant shall complete the initial licensing application for the license(s).
• IDPH will conduct an initial review of the application within 30 days of submission and will contact the applicant for any necessary revisions via the email address listed on the application.
• The application must be completed and approved within 90 days of submission, or the application may be denied as per section 245.130(b).
• If the agency’s application is approved, IDPH will issue a provisional license that is valid for 240 days. Within the first six months of the provisional licensure, the applicant will be informed of the operational requirements necessary for the licensure survey.
• IDPH must conduct an on-site survey to determine compliance within 30 days before the expiration of the provisional license.

The time from application submission to the approval or denial of provisional licensure should take no more than 90 days. IDPH will only communicate with the agency representative via email, fax, or phone.

Yes. To apply for multiple licenses, the applicant must submit a completed application and fee for each license. The fees are non-refundable.

The agency must seek approval from IDPH before caring for clients in a new county. The agency shall complete the Geographic Service Area Request Form and submit it to IDPH at one of the following: at:

IDPH, Division of Health Care Facilities and Programs
Home Services Program
525 W. Jefferson St., 4^th Floor
Springfield, IL 62761

Email: DPH.COOS@illinois.gov

First, refer to Sections 245.20 and 245.80 of the code to determine whether a branch office or drop-site is needed.

A branch office is a location or site other than the parent agency from which an agency provides services within a portion of the total geographic area served by the parent agency. The branch office is part of the agency and is located sufficiently close to share administration, supervision, and services on a daily and emergency basis in a manner that renders it unnecessary for the branch to be independently licensed.

A drop-site is an office or site of the parent agency that does not render services but is used by the parent agency as a location for administrative tasks, which may include hiring or training staff and a location for staff to obtain supplies.

To apply for a branch office, complete the Home Health Agency Branch Questionnaire and submit to the IDPH program supervisor by U.S. mail or email to one of the following:

IDPH, Division of Health Care Facilities and Programs
Home Services Program, c/o Program Supervisor
525 W. Jefferson St., 4^th Floor
Springfield, IL 62761

Email: DPH.COOS@illinois.gov

• The health care provider shall complete the IDPH Facility Information Change Form within 10 days of the change and submit it to IDPH as per 245.80 h).
  
  IDPH, Division of Health Care Facilities and Programs
  Home Health Program
  525 W. Jefferson St., 4^th Floor
  Springfield, IL 62761
  
  Email: DPH.COOS@illinois.gov
• If the Health Care Provider is Medicare certified, then the provider shall also complete Medicare Provider Enrollment Form A and submit it to their Medicare fiscal intermediary.

• A letter stating which service(s) you want to add.
• Board meeting minutes approving the service(s).
• Copy of job description for services(s) being added.
• Policies and procedures governing the service(s) being added.
• Copy of license/certificate of the person hired to perform service(s).
• Copy of the contract (if service is contracted).
• If you are adding medical social worker services, complete Home Health Agency Social Worker/Worker Assistant Qualifications Review - Attachment D.
• If adding home health aide, a copy of the competency evaluation of the HHA and proof that the HHA has completed a competency is required.
• If you are Medicare certified, complete form CMS 1572 and, once approved under licensure, IDPH will need the effective date the service(s) was added.
• IDPH will issue an acknowledgment letter.

• A letter stating which service(s) you would like to delete and the date you would like to cease providing them.
• An acknowledgment letter will be issued by IDPH.

Send the written report referenced in Section 245.250(d) of the code on agency letterhead to one of the following:

IDPH, Division of Health Care Facilities and Programs
Home Health Program
525 W. Jefferson St., 4^th Floor
Springfield, IL 62761

Email: DPH.COOS@illinois.gov

The agency shall submit the following documents for IDPH review of a potential abuse, neglect, or theft finding (ANT) per the Health Care Work Background Check Act 225 ILCS 46/27:

1. The alleged perpetrator’s information, including:
   1. Name
   2. Address
   3. Phone number
   4. Date of birth
   5. Social Security number (not just the last four numbers)
   6. Position title
   7. Date of hire, suspension, or termination
   8. Copies of any/all previous disciplinary actions
   9. Proof of initial and annual Health Care Worker employment verifications and the initial fingerprint based background check
2. A detailed account of the occurrence, including:
   1. Date, time, and location of the alleged incident.
   2. Circumstances surrounding the occurrence.
   3. Client/patient mental status, diagnoses, injuries, and willingness to testify (if the case goes to hearing or trial).
   4. If the agency is willing to testify if the case goes to a hearing or trial.
   5. If the police were notified (if so, obtain full police report).
   6. If the case is an abuse, neglect, or financial exploitation allegation, be sure to contact the Illinois Department on Aging Abuse, Neglect, or Financial Exploitation hotline at 1-866-800-1409 or 1-888-206-1327.
   7. Interview results and written statements from employees,patients, or clients.
   8. Facility’s conclusion/investigation (was the employee terminated, disciplined, etc.)
   9. Service plan and all supervisory visits for the client.
3. Witnesses name, address, phone number, and dated and signed witness statement if willing to testify
4. Facility policy on the following:
   1. Health Care Worker Background Check
   2. Abuse, Neglect, and Financial Exploitation
   3. Complaints