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PA Bulletin, Doc. No. 14-1847

NOTICES

New Division of Acute and Ambulatory Care Exception Request Submission Procedure

[44 Pa.B. 5734]
[Saturday, August 30, 2014]

 Effective October 1, 2014, the Division of Acute and Ambulatory Care (DAAC) is converting to a more user-friendly and uniform Exception Request process. In the past, DAAC has accepted Exception Requests submitted by mail, e-mail and fax and multiple submissions of a single request. The process outlined as follows is intended to facilitate the documentation, submission and review of requests for exceptions.

 DAAC Exception Requests must be submitted electronically to ra-paexcept@pa.gov, which has been created to receive only Exception Requests.

 The DAAC Exception Request form is available on the Department of Health (Department) web site. The person appointed by the governing body to be in charge of the facility must sign the form. Electronic signatures are acceptable.

 The instructions as follows provide all the information for proper electronic submission of the completed, signed form and the additional supporting information required for a DAAC Exception Request.

 1. Enter ''DAAC Exception Request'' in the subject line of the e-mail.

 2. Submit the completed, signed request form and all information required for the complete Exception Requests as attachments to the e-mail. The text or body of the e-mail is not considered part of the request. The completed request form and all supporting information must be attached as one document in PDF format.

 3. The size of a single submission, including all attachments, must not exceed 10 megabytes (MB), which equals approximately 90 single pages.

 4. Information that relates to a single Exception Request must be combined into one PDF attachment unless the total size of the attachments exceeds 10 MB. If the size of the attachment for an Exception Request exceeds 10 MB, the request for that exception should be submitted as more than one e-mail. See instructions for naming attachments in item 6 as follows.

 5. A single e-mail may be used to submit multiple Exception Requests; however, separate PDF attachments should be attached for each request. A completed request form and all supporting information must be attached as one document in PDF format for each request.

 6. Name the Exception Request attachments using this naming format (note examples as follows):

 1. Facility name.

 2. Facility ID/State license number.

 3. Month request is sent (MM).

 4. Year request is sent (YYYY).

 5. ''Request'' number (this is always the number 1 unless multiple requests are submitted in one e-mail. For multiple requests, continue numbering each request 2, 3, 4 . . .).

 6. ''Attachment All'' (write ''Attachment All'' if all documentation for a single request is contained in 1 pdf attachment) or ''Attachment'' number (for multiple attachments relating to the same request, number each attachment 1, 2, 3 . . .).

 Examples:

 • Any Hospital in Pennsylvania 111101 Jun 2014 Request 1 Attachment All.pdf

 • Another Hospital in Pennsylvania 222201 Oct 2014 Request 1 Attachment 1.pdf

 • Another Hospital in Pennsylvania 222201 Oct 2014 Request 1 Attachment 2.pdf

 • Another Hospital in Pennsylvania 222201 Oct 2014 Request 2 Attachment All.pdf

 7. Submit all Exception Request e-mails to ra-paexcept@pa.gov. Allow 2 business days for confirmation that the Exception Request has been received. If no confirmation is returned within that time, call the DAAC central office at (717) 783-8980 regarding the status of the submitted Exception Request.

 8. Documents that cannot be scanned and saved as a PDF file (for example blueprints) for e-mailing can be mailed to the Division of Acute and Ambulatory Care Office, 625 Forster Street, Health and Welfare Building, Room 532, Harrisburg, PA 17120-0701.

 9. Exception Requests received by the close of business on the last Friday of the month will be reviewed at the next month's Exceptions meeting. Exceptions meetings are held the third Wednesday of each month.

 The Department will issue further notification of additional procedural changes required to fully implement this new process.

 Persons with a disability who require an alternative format of this notice (for example, large print, audiotape, Braille) should contact Ann Chronister, Director, Bureau of Facility Licensure and Certification, Room 528, Health and Welfare Building, 625 Forster Street, Harrisburg, PA 17120-0701, (717) 783-8980, fax (717) 772-2163, speech and/or hearing impaired persons V/TT (717) 783-6514, or the Pennsylvania AT&T Relay Service (800) 654-5984.

MICHAEL WOLF, 
Secretary

[Pa.B. Doc. No. 14-1847. Filed for public inspection August 29, 2014, 9:00 a.m.]


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