Facility Site Review
- Physicians (does not apply to Cal MediConnect)
- Participating Physician Groups (PPG)
(does not apply to HSP)
Attention: The following information applies to Cal MediConnect physicians. Please disregard the above reference, “Physicians (does not apply to Cal MediConnect).”
Prior to enrolling Medi-Cal and Cal MediConnect beneficiaries with a primary care physician (PCP), the Department of Health Care Services (DHCS) and the Centers for Medicare and Medicaid Services (CMS) require Health Net to perform a facility site review (FSR) as part of the initial credentialing process. Re-audits are conducted at least every three years as part of the recredentialing process. DHCS reviews the results of Health Net's site reviews and may also audit a random sample of provider offices to ensure they meet DHCS standards.
In an effort to decrease duplicative FSRs and minimize the disruption of member care at provider offices, Health Net and all other managed care health plans are required to collaborate in conducting FSRs. On a county-by-county basis, the plans cooperatively determine which plan is responsible for performing a single audit of a PCP and administering a corrective action plan (CAP) when necessary. The responsible plan shares the audit results and CAP with the other participating health plans.
Scope of the Review
Health Net conducts office site reviews and inspections using the same criteria and inspection checklist used by the DHCS Medi-Cal Managed Care Division. Refer to these DHCS samples:
- The Medi-Cal/Cal MediConnect Facility Site Review Tool (PDF).
- The Site Review Survey Guidelines (PDF).
- The Medi-Cal/Cal MediConnect medical Record Review Tool (PDF).
- The Medi-Cal/Cal MediConnect Medical Record Review Guidelines (PDF).
Refer to definition of facility site review for more information.
Reference and Training Materials
Health Net offers the following reference and training materials to help PCPs and their office staff prepare for office site visits:
Section 1 – Access/Safety
Section 2 – Personnel
Section 3 – Office Management and Medical Records
21a. Staying Health Assessment Forms (PDF)
22. Triage (PDF)
Section 4 – Clinical Services
24e. CDC - Questions about Multi-dose Vials (PDF)
25b. Dexa Scanner (PDF)
Section 5 – Preventive Services
Section 6 – Infection Control
Section 7 – Miscellaneous Reference Documents
32c. Member Rights & Responsibilities (PDF)
32g. Autism Spectrum Disorder Services (PDF)
32h. Breast Cancer Screening Tip Sheet (PDF)
Section 8 – Preventive Care Physical Exam Forms
Section 9 – Vaccine Storage
Access other resources that are also included in the provider library under Topics located in the left navigation bar. Search under Education, Training and Other Materials to support better health outcomes or find provider notices under Updates and Letters.
Immunizations, vaccines and CPSP risk assessment tools
Health Net’s FSR Compliance Department promotes:
- Immunization services that meet the DHCS requirements. Refer to Administration of Immunizations for more resources.
- Tools for the Comprehensive Perinatal Services Program (CPSP) risk assessment from the California Department of Public Health. Refer to maternity benefits for coverage about comprehensive risk assessment and individualized care plan.
Health Net and all other Medi-Cal and Cal MediConnect managed care health plans are required to collaborate in conducting facility site reviews (FSRs). On a county-by-county basis, the plans cooperatively determine which plan is responsible for performing a single audit of a primary care physician (PCP) site. Copies of the FSR and related regulatory requirements are available online at www.dhcs.ca.gov/formsandpubs/Documents/MMCDAPLsandPolicyLetters/PL2014/
Representatives from the responsible plan contact the provider office prior to the FSR to discuss audit policies and procedures. A packet containing documentation materials is sent prior to the office site review to enable the provider office to prepare for the site visit. Preliminary office site review findings are communicated at the time of the review. In addition, written results are sent to the provider by the responsible health plan. The Health Net State Health Programs Quality Improvement Department (Cal MediConnect, Medi-Cal) is responsible for conducting collaborative review process for Health Net.
An FSR is conducted as part of the contracting process for new providers. New providers must receive a passing score of at least 80 percent prior to being admitted into the plan's provider network. Facility site review audit results are shared among Medi-Cal and Cal MediConnect managed care plans. Sites receiving a non-passing score on any audit from one plan are considered to have a non-passing score by all other Medi-Cal and Cal MediConnect managed care plans. A medical record review (MRR) is also conducted on new provider offices three to six months following inclusion in the network and assignment of members. The minimum passing score for the MRR is also 80 percent. Like the FSR results, MRR results are also shared and handled uniformly among participating plans.
Cap Submission and Implementation
Providers must correct deficiencies in critical elements within 10 business days following the date of the review. Providers scoring 90 percent or greater on the facility site review are not required to submit a corrective action plan (CAP) unless deficiencies are found in critical elements, including pharmaceutical services or infection control. Providers scoring 89 percent or less are required to submit a CAP (refer to CAP Submission and Implementation topic above for more information). CAPs must be submitted to the plan administering the review within 45 calendar days from the date of the review.
Providers may be re-reviewed in 12 months or sooner, if deemed appropriate to assess compliance with the CAP. New members are not assigned to a PCP who receives a non-passing score until corrections are verified and the CAP is closed.
After the initial audit, participating providers are re-audited at least every three years. A full-scope site audit, which includes both the FSR and MRR, is conducted at this time. Providers must receive a passing score of at least 80 percent on both reviews. Sites receiving a non-passing score from one plan are considered to have a non-passing score by all other Medi-Cal and Cal MediConnect managed care plans. New members are not assigned to a PCP who receives a non-passing score until corrections are verified and the CAP is closed. Providers who do not comply with the CAP within the established time frames are removed from the network.
Practitioners who do not comply with a CAP or fail to meet threshold scores on a FSR or MRR are forwarded to Health Net's Credentialing Committee for administrative termination. The termination is applicable to the Medi-Cal and Cal MediConnect contracting lines of business and practice locations and remains in effect for three years from the date of the committee's final decision. The provider must undergo an initial site review at the time of reapplication.
The affected practitioner is afforded rights to an informal appeal (reconsideration) of the committee's decision to administratively terminate. The reconsideration must be administered in accordance with Health Net's Medi-Cal Termination Appeals Process Policy & Procedure.
Provider sites that score below 80 percent in either the FSR or MRR for two consecutive reviews must score a minimum of 80 percent during the next site review in both the FSR and MRR, including sites with open CAPs in place. Sites that do not score a minimum of 80 percent in the FSR and MRR, despite ongoing monitoring, are removed from the network and members are appropriately reassigned to other providers. Health Net must notify affected members in writing 30 calendar days in advance of any provider terminations.
Health Net re-audits the provider within 12 months if the provider scores below 80 percent on FSR or MRR on a full scope audit.