School-Based Health Center (SBHC) certification, standards, and program rules
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Establishes procedures, definitions, certification standards, application/renewal processes, and related operational rules for Oregon's School-Based Health Center program; affects entities that operate, sponsor, or seek certification for SBHCs in Oregon.
OAR 333-028-0220 amended to adopt the SBHC Standards for Certification, Version 5 by reference and align certification requirements to those standards.
OAR 333-028-0200 amended to fix minor grammatical and numerical errors and clarify that certification is voluntary and required for eligibility for OHA funding.
OAR 333-028-0210 amended to add and update definitions including behavioral health, sponsoring agency types, and types of SBHC changes.
OAR 333-028-0230 amended to simplify and clarify application, review, denial/reconsideration, corrective action, and annual renewal processes.
A new rule OAR 333-028-0245 is adopted to formalize processes for requesting changes to certified SBHCs including medical/behavioral health sponsor transfers and permanent location changes.
A new rule OAR 333-028-0254 is adopted detailing voluntary SBHC closure and surrender of certification requirements.
OAR 333-028-0234 repealed and OAR 333-028-0238 repealed with content moved into new rules where applicable.
OAR 333-028-0250 is amended to clarify the waiver process and outcomes related to noncompliance (suspension, decertification) and timelines for notification and review.
Certification and Operational Coverage Criteria
inv-01: Certification criteria (summary)
Certification requires compliance with the referenced SBHC Standards for Certification, Version 5. Required sections include governance/sponsoring agency, facility, roles, youth and community engagement, staffing, confidentiality, equitable access, comprehensive services, data reporting, and billing.
Required sections
- Sponsoring agency (Section B.1).
- Facility (Section C.1).
- SBHC roles and applicability (Sections B.2–B.3).
- Sponsoring agency collaboration and youth engagement (Sections B.4–B.5).
- School integration, parent/caregiver and community engagement (Sections B.6–B.8).
- Publicly available information and youth-centered clinical environment (Sections C.2–C.3).
- Hours of operation, staffing, eligibility/consent, and confidentiality (Sections D.1–D.3).
- Policies and procedures, comprehensive services, and staff training (Sections D.3–D.5).
- Equitable access, language access, and health‑related social needs (Sections E.1–E.3).
- Comprehensive pediatric health care, service referral, immunizations, equipment, medications, and laboratory (Sections F.1–F.6).
- Data collection, data variables, and data reporting (Sections FG.1–FG.3).
- Billing (Section GH.1).
inv-02: SBHC operational criteria and procedures
Operational requirements, verification, and compliance actions for certified SBHCs.
Change requests (medical/behavioral sponsor transfer or permanent location changes)
- An individual with legal authority must notify the Program at least 30 calendar days before the change and may submit a request per Program instructions.
- Program reviews requests for completeness within 30 calendar days; incomplete requests are returned for completion.
- If the Program determines the SBHC continues to meet certification requirements with the change, it will approve the request in writing and instruct the SBHC to update the Program's online Operational Profile.
- If the Program determines the SBHC does not meet certification requirements with the change, it may deny the request and provide written reasons. The applicant may request reconsideration as provided in OAR 333-028-0230.
Noncompliance and waivers
- A SBHC must notify the Program within 30 calendar days of any change that brings it out of compliance and submit a waiver request including explanation, corrective action plan, and date for meeting compliance.
- Program will review a waiver and inform the SBHC of approval or denial within 14 calendar days of receipt; if approved, SBHC must comply by the proposed date.
- If waiver is denied or SBHC does not come into compliance, Program options include additional waivers, written warnings, suspension, or decertification under OAR 333-028-0250.
inv-03: SBHC closure and decertification criteria
Requirements for SBHC closure and decertification processes:
inv-04: Funding and grant criteria
Funding and grant criteria for certified SBHCs and planning/incentive grants:
Planning grants
- Program directs funds to communities planning for certified SBHCs through a competitive grant proposal process for one or two year planning grants.
- Eligible planning grant applicants include local public health authorities, schools or school districts, coordinated care organizations, medical/dental/behavioral health organizations, or governmental entities demonstrating significant interest in establishing SBHCs.
- Planning grant awards are determined based on number of awarded applicants and the legislatively approved budget; funding may be awarded for up to two years or for a duration determined by the Program or applicable legislation.
Incentive grants
- Program awards incentive grant funding through competitive proposals to increase SBHCs as state‑recognized patient‑centered primary care homes, improve coordination with coordinated care organizations, and enhance delivery of services to children who qualify for medical assistance.
- Any entity described in OAR 333-028-0270(2) may apply for incentive funding; the Program will evaluate applicants per published request for proposals and determine award amounts based on number of awarded applicants and legislatively approved budget.
- Incentive grant funding shall be awarded for up to two years.
Referenced Standards and Coding / Reporting
| No codes listed |
| No specific billing or clinical codes provided in this section. |
Application, Requests, Notifications, and Funding Consequences
Application, review, denial/reconsideration, and renewal timelines
Submit the SBHC Certification Application via the Program email address or by mail as posted on the Program website; the Program will review the application within 30 calendar days to determine completeness, return incomplete applications for completion, and review complete applications for certification. If approved the Program will notify the applicant in writing, require completion of the online Operational Profile, and schedule an on-site verification; if denied the Program will provide written reasons and applicants may request reconsideration within 90 calendar days or be offered approval contingent on a corrective action plan or waiver per OAR 333-028-0250. Certified SBHCs must renew certification annually by completing the Program's online Operational Profile no later than October 1; the Program will notify applicants as described in the rule.
- Submission methods: Program email or mail address posted on www.healthoregon.org/SBHC.
- Program completeness review: within 30 calendar days of receipt.
- Denial and reconsideration: written denial with reasons; request for reconsideration must be submitted within 90 calendar days.
- Conditional approval: corrective action plan or waiver process per OAR 333-028-0250.
- Renewal deadline: complete Operational Profile by October 1 each year.
Minimum 30-day notice and Program review for sponsor/location changes
Notify the Program at least 30 calendar days before making any of the listed changes (medical sponsor transfer, behavioral health sponsor transfer, permanent SBHC location change, or permanent SBHC location transfer); submit the request per Program instructions and the Program will review the request within 30 calendar days to determine completeness and then evaluate whether the SBHC still meets certification requirements. If approved, the Program will notify the SBHC in writing and require updating the online Operational Profile; if not approved the Program will provide written reasons for denial and follow denial/reconsideration processes.
- Minimum notice: 30 calendar days before the change.
- Changes covered: medical sponsor transfer, behavioral health sponsor transfer, permanent location change, permanent location transfer.
- Request submission: follow instructions available via Program email at www.healthoregon.org/SBHC.
- Program review: completeness review within 30 calendar days; may schedule on-site verification after approval.
- Denial: written reasons provided; denial processes apply.
Program may discontinue grant funding upon decertification
If a SBHC is decertified the Program may discontinue grant funding for that SBHC; funding awards are otherwise provided to eligible entities but may be suspended or discontinued for noncompliance.
- Decertification consequence: Program may discontinue funding for a decertified SBHC.
- Funding eligibility: certified SBHCs are eligible for Program funding subject to other funding rules.
30-day notice to Program and client/community notification when surrendering certification
An individual with legal authority to act on behalf of a certified SBHC must notify the Program of the intent to permanently surrender certification no less than 30 calendar days before the surrender takes effect and, if closing, must notify currently enrolled clients, community members, and partners of the closure date, record transfer/retention policy, and alternative sources of care. The SBHC must also submit required documentation to the Program no less than 30 calendar days after decertification.
- Notification to Program: at least 30 calendar days before surrender takes effect.
- Client/community notification: closure date; record transfer and retention policy; alternative sources of physical, behavioral, and oral health care.
- Post-decertification submissions: data reports and SBHC operational and quality improvement information within 30 calendar days.
Risk of funding suspension or discontinuation for noncompliance
The Program may suspend or discontinue funding if a certified SBHC is out of compliance and the Program has issued a suspension notice under OAR 333-028-0250; this is a funding risk tied to noncompliance with certification requirements.
- Suspension trigger: issuance of a suspension notice under OAR 333-028-0250.
- Consequence: funding may be suspended or discontinued at the Program's discretion.
OHA will stop future payments if SBHC is decertified
Oregon Health Authority will stop future payments under its funding agreement if a SBHC is decertified; Program actions to stop payments will be taken as necessary following decertification.
- Stop payments: OHA will take necessary actions to stop future payments if a SBHC is decertified.
- Authority: funding actions are subject to the SBHC's funding agreement with the Program.
Key Definitions
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