The Health Facilities and EMS Division's online facility license application system has experienced partial system-level failure and consequently, applications for licensure and re-licensure have been slightly delayed. The Department is actively in the process of building a completely new system that is expected to be operational by the Spring of 2019. However, until the new system is complete, the Department is implementing a modified system of license processing that will ensure continued service to Colorado's health care facilities. Please be assured that any license application that you have submitted will be handled as expeditiously as possible and if you experience delays in receiving your renewal license due to the system failure, your license will be considered current.
This important update tells you how this affects:
- License renewal
- Changes to facility information
- Changes of ownership (CHOWs) and initial licenses
License Renewal. The online function that allowed you to access and submit your license renewal application through your portal account is no longer working properly. The development of the replacement system is already in process. However that process will take up to a year. Therefore, an interim process has been developed to allow us to continue to meet licensing needs.
Interim Process. During the interim, the license renewal process will be conducted as follows:
1. Department: sends a notification to the affected facilities with a reminder of your upcoming license expiration and a link to a google form that contains your license renewal application. The google form will not be populated with any of your license information.
- Under the previous process you received multiple reminders of your license expiration date, now you might only receive one. Previously you could access a partially pre-populated renewal application through your portal account. Now the application is contained in the google form. In addition, the new application is shorter, since various fields were eliminated.
2. Facility: completes the license renewal application and submits it in accordance with the instructions provided in the notification. You will be required to calculate your fees in accordance with the fee summary sheet provided and mail a check to the department. Avoid a late fee by submitting your license renewal application and your fees prior to the license expiration date.
- Chapter II specifies certain deadlines for submitting your license renewal application. Penalties for failing to submit an application 60 or 30 days prior to its expiration date will not be enforced. The department still expects that the application and fees will be submitted prior to the license's expiration date.
Impacted Users. The interim process impacts facilities with licenses expiring on or after January 1, 2018. Exceptions: since the system failure affected facilities differently, some facilities may still be able to access their application and submit it through their portal account. If you are able to submit your completed application through your portal account without an error message, you may do so. However, if you receive an error message before or upon submittal, you must use the google form application.
Changes to Facility Information: Please do not use the license renewal application to make changes to the following: facility name; physical address; mailing address; ownership; administrator; and counts for: beds, secured units, nursing stations, operating rooms, procedure rooms, work stations, branches, or geographic service areas. The process for making changes or updates to any of facility information listed should be done only through the electronic letter of intent link in your portal account.
- Not all of the facility information listed above is applicable to your licensure category. The electronic letter of intent link will only have the facility information relevant to your facility type.
Changes of Ownership and Initial Licenses. The process for applying for a change of ownership and for an initial license has changed slightly. The new process is as follows:
1. Facility: submits a letter of intent (LOI) through the portal.
2. Department: sends an application packet to the e-mail that you provided in the LOI. The packet contains a fillable PDF application form and instructions on how to complete the application process.
3. Facility: submits the completed application and the relevant fees in accordance with instructions provided in the application packet.
Effective date. The changes discussed in this update are effective immediately.
Further Assistance. If you require any further assistance please contact the division at (303) 692-2836