Listed here are commonly asked questions that we have received from Healthcare Professionals. The answers should help you become more familiar with the Bureau of Family Health policies and procedures.
 
 
1. What is a Participating Provider Agreement (PPA)?
A. A PPA is a legal and binding agreement between a provider and Pennsylvania Department of Health for payment of program services based on a condition-specific fee schedule.  The fee schedule lists the approved procedures and the maximum allowable fee.  The participating providers agree to deliver health related services or transportation based on the provisions outlined in the PPA and the fee schedule and accepts the condition specific fee as payment in full for the service.  
 
 
2. How do I enter into a PPA?
A. You can download the instructions and appendices to complete the process from our website.   After obtaining the required signatures (paying close attention to the signature requirements) mail the agreement and appropriate appendices to the Department of Health for further processing.  Some programs require additional documents to accompany the agreement.  The need for any additional information will be clearly explained on the instruction page for each agreement type.
 
 
3. Who can sign if we do not have a President, Vice President, Secretary, or Treasurer?
A. If your business organization is a corporation (for-profit or non-profit), we will look for the signature of a President or Vice President and the signature of a Treasurer/Assistant Treasurer or Secretary/Assistant Secretary.  If other persons are authorized to execute contracts and grants for the corporation, we will expect to see some documentation substantiating that person's authority (e.g., your organization's Bylaws or corporate resolution) which states that the CEO, CFO, COO, Executive Director or other person has the authorization to sign an agreement.  Failure to provide the substantiating documentation will result in a delay in your PPA being processed.  Please reference the signature requirements in the instructions for additional information.
 
 
4. What if my name has changed since I last signed an agreement with the Department of Health?
A. The agency name has to match the information registered under Central Vendor Management Unit (CVMU), Department of State and the W-9 form or you will experience a delay in the approval of your new PPA and a potential lapse in payment of services. Please reference question 5.
 
 
5.  How can I update or make changes to our vendor name with the Central Vendor Management Unit (CVMU)?
A. You will need to fax a coversheet containing the following information:
         1) Facility name;
         2) Tax ID number;
         3) Contact person;
         4) Change needed;and
         5) Correct copy of your W-9 Tax ID form.
 
Fax coversheet to: CVMU at 717-214-0140.
 
 
6.  What do I do if our Tax ID number has changed? 
A.  You will need to fax a coversheet containing the following information: 
         1) Facility name;
         2) Old Tax ID number;
         3) New Tax ID number;
         4) Contact person;
         5) Change needed; and
         6) Correct copy of your W-9 Tax ID form.
 
Fax coversheet to: Central Vendor Management Unit at 717-214-0140.
         
        
7.  How can I update or make changes to our vendor name with the Department of State?
A.  Contact the Department of State at www.dos.state.pa.us or 717-787-1057.
 
 
8. How do I obtain a vendor number?
A. You will need to contact the Central Vendor Management Unit (CVMU) at www.vendorregistration.state.pa.us and register your facility.  Please remember to select "Non-Procurement."
 
 
9. How do I handle a Contractor Responsibility Problem (CRP)?
A. We will inform you of the name and telephone number of the person you will need to contact to clear the discrepancy.  The Bureau of Family Health is not informed of the nature of the discrepancy. 
 
 
10. If we provide multiple services, can I obtain one PPA?
A. No.  Based on your business agreement with the Department of Health, you may need to complete more than one PPA agreement.   For example: the Chronic Renal Disease program has two PPA types:  Medical Services and Transportation.  
 
 
11. Does the Department have a PPA for hemophilia?

A.  No.  Effective in July 2010, PPAs for hemophilia were discontinued.  The Department supports seven clinics within Pennsylvania with resources to provide services to patients diagnosed with hemophilia.  The following clinics are currently providing treatment to hemophilia patients:  Children’s Hospital of Philadelphia, Philadelphia Health and Education Corp, Milton S. Hershey Medical Center, Hemophilia Center of Western PA, Thomas Jefferson University, Lehigh Valley Hospital, and Trustees of the University of Pennsylvania.

 

 
12. Which PPA is right for me?
A. You will need to decide which services you are going to provide:   Chronic Renal Disease Medical Services, Chronic Renal Disease Transportation and/or Head Injury Services.  
 
 
13. Where do I get a W-9 form?
A. A copy of the form is included on this website under each condition; or you can find it here  W-9 Form.
 
 
14. Can I use a P. O. Box as my facility address?
A. No, you may only use a Post Office Box as a billing address.
 
 
15. What is the difference between facility address and billing address?
A. The facility address is the physical location of the facility and must have a number and street address.  Post Office boxes are not allowed.  The billing address is where you want your payments mailed.  Post Office boxes are allowed.  
 
 
16. How long will it take to get my approved PPA?
A. If the PPA forms and information provided is accurate and complete, the process should not exceed three months from the received date of the agreement.      
 
 
17. What constitutes an effective date?
A. For existing vendors - vendors will be notified, via letter, approximately three months prior to the expiration of their current PPA of their new PPA number, new effective and new termination dates.  You will need this information to complete the PPA signature page.   
 
For new vendors - call 717-772-2762. Program Staff will provide you with your new PPA number and your effective and termination dates.  You will need this information to complete the PPA signature page.

These dates indicate the period that the Department will reimburse for services rendered.  

 
18. When can I submit claims for payment covered by this PPA?
A. Claims can be submitted after the PPA is fully approved by the Commonwealth (i.e., after the affixation of all signatures) for services provided during the term of the agreement (i.e. for services provided between the effective and termination dates).
 
 
19. If my facility provides multiple services, do I need to register/prepare a PPA for each service? 
A. Yes.  You must register with the Bureau of Family Health and prepare a new PPA for each service requested.
 
 
20. What are the signature requirements if my business is a Limited Liability Company (LLC)? 
A.   Member-Managed LLC - The owners are active participants in the management of the business; managerial control and binding authority are vested in all of the members (owners) of the LLC.  At least one signature is required and the title of that person must state "Member".  A brief letter should be included with the PPA that states the LLC is Member-Managed.   A copy of your Certificate of Organization Domestic Limited Liability Company will take the place of this letter if available.
 
Manager-Managed LLC - In this situation one or more individuals (whether owners or not) are designated to take responsibility for managing the LLC.  The non-managing owners share in the profits. At least one signature is required and the title of that person must state "Manager".  A brief letter should be included with the PPA that states the LLC is Manager-Managed.  A copy of your Certificate of Organization Domestic Limited Liability Company will take the place of this letter if available.