OAR 333-028-0240: School-Based Health Center Program: Verification

(1) The Program shall conduct one verification review of each approved school-based health center (SBHC) within one year of application approval to determine compliance with SBHC certification requirements described in OAR 333-028-0220. A verification review may have on-site and off-site components. (2) After the initial verification review, the Program shall conduct a verification review once per biennium for a representative sample of certified SBHCs in each SBHC system. (3) A SBHC will be notified, in writing, no less than 30 calendar days before its scheduled verification review. (4) A SBHC must permit Program staff access to the site’s place of business during a verification review. (5) Prior to a verification review, the Program may conduct pre-visit meeting(s) with SBHC representative(s). (6) The verification review may include, but is not limited to: (a) Review of documents, policies and procedures, and records; (b) Review of patient health records, electronic medical or health record systems, and review of practice management systems; (c) Review of data reports from electronic systems or other patient registry and tracking systems; (d) Interview(s) and survey(s) with sponsoring agency, practice management, clinical, and administrative staff; (e) Interview(s) and survey(s) with youth, parents/guardians, partner agencies, and school staff; (f) On-site observation of practice staff with school-aged patients, with the consent of the patient, parent, or guardian; and (g) On-site observation of patient environment and physical environment during business hours. (7) Following a review, Program staff may conduct an exit interview with SBHC representative(s). During the exit interview the Program staff shall: (a) Inform the SBHC representative(s) of the preliminary findings of the review; and (b) Give the SBHC representatives(s) a reasonable opportunity to submit additional facts or other information to the Program staff in response to the findings. (8) Within 30 calendar days of the verification review Program staff must prepare and provide the SBHC with a written report of the findings from the review. (9) If no certification deficiencies are found during the review, the Program shall issue written findings to the SBHC indicating no deficiencies were found. (10) If certification deficiencies are found during the verification review, the Program may: (a) Require corrective actions to be completed within a specified timeline; or (b) Take action in accordance with OAR 333-028-0250. (11) Without prior notice to the SBHC, the Program may conduct a verification review, an on-site review, or both, if the Program becomes aware of a SBHC’s alleged noncompliance with certification requirements or these rules. (12) At any time, a SBHC may request an administrative review of compliance, which includes one on-site visit. The review will be considered a “no penalty” review with the exception of gross violation or negligence that may require site closure or temporary suspension of services. (13) Failure to cooperate with a verification review may result in suspension of a SBHC’s certification or decertification. (14) The Program must discontinue funding of a SBHC that has had their certification suspended or decertified.