Seven Helpful Tips for Successful Application Submission.

Now that the 2025 Holiday Season has come and gone, it is time to embark on the 2026 FTCA redeeming season. Like in all past seasons, health centers can expect to begin submitting their annual redeeming application in early spring, usually by the end of March.  All final applications are due by late spring in May or June as specified by HRSA.  Application submission dates for the 2027 re-deeming season are expected to be released by HRSA soon.

Helpful Tips for Successful Application Approval

Tip#1: Risk Management Tracking Policies – all applicants must include their referral, hospitalization, and diagnostic tracking policies. Be sure that your policies provide reasonable details that show loop closure for each tracking policy.  Naming the role and responsibilities for the individuals who complete tracking tasks will enhance policies.

Tip#2: Risk Management Training Plan and Documentation – all applicants must send their annual risk management plan that should include the HRSA mandated topics plus at least one other priority risk management training topic.  All training forms must be completed as evidence that providers have completed the required annual training.  Be sure to provide a brief reason for any provider that has missing dates. Also, it is helpful to use the HRSA provided training forms.  

Tip#3: Annual Risk Management Report and Board Approval – remember that your annual report should include a summary of your past year’s risk management activities that include, but are not limited to, your quarterly QI/QA risk management assessments, tasks, follow-up actions, and outcomes. Including key data benchmarks is an effective way to show your progress.  The corresponding board meeting minutes must be signed by the board chair and/or the board secretary. This signature shows that the board received and approved the report.

Tip#4: Risk Manager Identification and Training – all health centers must have a designated person that focuses on risk management.  A risk manager training certificate must be given as proof that the designated person has completed at least one annual training. Risk management tasks and responsibilities are sometimes spread across multiple people and/or positions. However, any uploaded risk manager training certificate should be for the risk manager that is named in the application.  A brief letter of explanation about any discrepancies between the name on the training certificate and the name in the application should be provided.

Tip#5: Credentialing and Privileging Policies and Provider Listing – all health centers must complete Credentialing and Privileging (C/P) of all providers per Chapter 5 of the Health Center Compliance Manual. Completing the C/P of all providers is a major step in the FTCA application process.  Applicants should make sure to check that all provider list C/P dates fall within the required two-year window period prior to the actual submission date.  

Tip #6: FTCA Claims Management Policy and Manager – all health centers must have a claims management policy that says that all relevant claims and related documents will be preserved once a FTCA claim is received.  The policy must also say that HRSA will be promptly notified about the claim.  Health centers must also have a designated person that serves as the primary FTCA claims manager.  The job description for the claims manager must be included in the application.  As a reminder, the job description must include specific language about their FTCA claims management duties and responsibilities.  

Tip #7: CEO Electronic Signature – all FTCA applications must include the CEO’s electronic signature.  Sometimes, the CEO may go on vacation or have an unforeseen absence from the office during the time when the application has been sent back for requested changes.  If this happens, applicants should contact the FTCA help desk for technical assistance.

In closing, the FTCA application submission process can be a daunting task.  This is especially true if a health center and/or the person who manages the submission is new to the process.  Applicants are encouraged to submit their application as soon as possible once the season officially opens. Applicants should also promptly reach out to the FTCA help desk for support when needed.

Key Sources: Compliance Manual (Chapter 21), FTCA Policy Manual, PAL 2025-01