Frequently Asked Questions

This page contains all the information you will need to enter into a Refugee Health Program PPA.

Listed here are commonly asked questions that we have received from Healthcare Professionals. The answers should help you become more familiar with the Refugee Health Program policies and procedures.
 
 
1. What is a Participating Provider Agreement (PPA)?
A. A PPA is a legal and binding agreement between a provider and the Pennsylvania Department of Health used by the Refugee Health Program to pay for refugee health assessment/screening services based on a fee schedule. The fee schedule lists the approved procedures and the maximum allowable fee.  The participating providers agree to deliver services as set forth in their PPA and to be reimbursed based on the Reimbursement Rates identified on the fee for service schedule which delineates the approved procedure and the maximum allowable fee, 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.  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 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
         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
         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.  Use the Online Business Registration Interview (OBRI) form or call 717-787-1057.
 
 
8. How do I obtain a vendor number?
A. You will need to contact the Central Vendor Management Unit (CVMU) at https://www.vendorregistration.state.pa.us/cvmu/paper/GranteeRegistration.aspx 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 Refugee Health Program is not informed of the nature of the discrepancy. 
  
10. If we provide multiple services for refugee health, can I obtain one PPA?
A. Yes.
  
11. Where do I get a W-9 form?
A.
 The W-9 form can be found here.
 
12. 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.
 
 
13. 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.  
 
 
14. How long will it take to get my approved PPA?
A. If the PPA forms and information provided are accurate and complete, the process should not exceed three months from the received date of the agreement.      
 
 
15. 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 - vendors should review the Contact Us list and select the appropriate Provider Type and contact the Program Staff.  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. 
 
16. 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).
 
 
17. 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 should replace this letter if available.
 
Manager-Managed LLC - One or more individuals (whether owners or not) are designated to take responsibility for managing the LLC.  The non-managing owners simply sit back and 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 should replace this letter if available.