Virginia Home Health Agency Complete Startup Package

This package is designed for a Virginia-licensed Home Care Organization offering skilled medical home health services under 12VAC5-381. It covers agency structure, application preparation, policies, personnel materials, and operational documents for skilled services.

It does not include federal Medicare certification, Virginia Medicaid enrollment, accreditation, hospice licensure, pharmaceutical services, or personal care services unless those services are added in writing.

Virginia licenses an organization providing home health, pharmaceutical, or personal care services in a client's residence as a Home Care Organization. A medical HCO may provide nursing, physical therapy, occupational therapy, speech therapy, respiratory therapy, or medical social services. A Medicare home health agency must also satisfy applicable federal certification requirements.

The Virginia Department of Health, Office of Licensure and Certification, licenses and inspects Home Care Organizations. The principal state regulations are 12VAC5-381, together with Article 7.1 of Chapter 5 of Title 32.1 of the Code of Virginia and applicable professional-licensure laws.

A Virginia HCO offering skilled services may provide one or more of the following: nursing, physical therapy, occupational therapy, speech therapy, respiratory therapy, or medical social services. The agency must be properly staffed and equipped for every service it offers, whether services are furnished directly or through compliant contracts.

Virginia currently requires a $1,500 nonrefundable fee for each initial or renewal Home Care Organization license application. The license is issued for a three-year period. Applicants should confirm the current amount and payment instructions before submission because fees and procedures can change.

No. Department of Health fees, background checks, insurance, office expenses, personnel costs, Medicare or Medicaid enrollment, accreditation, and other government or third-party expenses are separate unless expressly included in writing.

Requirements depend on ownership, services, personnel, and the proposed location. Applicants should expect a completed state application, fee, ownership and controlling-interest information, organizational structure, governing-body and administrator information, service descriptions, personnel qualifications, office information, policies and procedures, clinical forms, and other supporting documents requested by the Department.

Home Health Forms prepares the application for review, but the applicant must provide complete and accurate company, ownership, personnel, and service information.

The agency must maintain an operating location where required administrative and clinical records are available and where the current license can be posted conspicuously. The location is subject to Department inspection. Applicants should verify zoning, lease, accessibility, record-security, business-license, and local requirements before committing to a location.

The administrator must have evidence of at least one year of training and experience in direct health care service delivery, plus at least one year within the last five years of supervisory or administrative management experience in home health care or a related health program. A capable designee must perform the administrator's duties during an absence.

Yes. The agency must have a director of skilled services who is either a physician licensed by the Virginia Board of Medicine or a registered nurse. This person is responsible for the overall direction and management of skilled services, including availability, quality, and appropriate staffing, and must have experience appropriate to the agency's scope of services.

Nursing services must be directly provided by an appropriately qualified RN or LPN, except for tasks an RN may lawfully delegate under Virginia Board of Nursing regulations and an agency-developed plan. Supervision must occur as often as the client's needs, RN assessment, and agency policy require, but at least every 90 days.

Virginia skilled services may include nursing, physical therapy, occupational therapy, speech therapy, respiratory therapy, and medical social services. Services must be ordered in the medical plan of care and provided by personnel who meet applicable Virginia licensure, competency, and supervision requirements.

Home attendants must be trained and demonstrate competency for the duties assigned, receive client-specific written instructions before first delivering services, and work under the appropriate health care professional. Virginia requires at least 12 hours of relevant in-service education or training annually. Medicare-certified agencies must also meet applicable federal aide-training and competency requirements.

All skilled services must be prescribed in a medical plan of care stating the diagnosis and prognosis, functional limitations, ordered skilled services with procedures and frequency or duration, medications when applicable, and special dietary or nutritional needs when applicable. The client's primary care physician must approve and sign the plan and review, approve, and sign it at least every 60 days.

Yes. The governing body must establish a quality improvement committee, and the HCO must operate an ongoing, comprehensive self-assessment program addressing care and services, staffing, supervision, records, satisfaction, complaints, infections, and other required data. The governing body must review and approve written policies and procedures at least annually. Home Health Forms includes the documents necessary to meet these requirements.

Virginia may inspect or examine an initial applicant to verify application information and determine compliance with state law and 12VAC5-381. The agency must permit VDH representatives to inspect the location, records, and documents and to investigate complaints.

A Virginia Home Care Organization license expires on the third anniversary of its issuance or renewal. Licenses are not transferable or assignable.

No. Virginia requires an organization seeking federal certification or recognized accreditation to obtain state licensure first, but state licensure alone does not authorize Medicare billing. Medicare participation requires separate CMS enrollment, certification, survey or approved accreditation, and compliance with federal Conditions of Participation.

No. State facility licensure and Medicaid provider enrollment are separate processes. An agency seeking Medicaid reimbursement must satisfy the applicable program, enrollment, contracting, screening, and billing requirements.

Yes. An initial applicant must show funds sufficient to operate the HCO for the first three months after licensure. Qualifying funds may include cash, cash equivalents, immediately available borrowed funds, or an immediately available line of credit, supported by the financial documents required by Virginia law.

Virginia does not guarantee a single processing time for every HCO application. Completeness, corrections, ownership review, personnel readiness, financial documentation, inspection scheduling, and any Medicare or accreditation steps can affect the overall timeline.

• Logo creation and a customized WordPress website.
• One year of website hosting and domain registration.
• 500 business cards and 500 tri-fold brochures.
• Virginia 12VAC5-381 policy, human-resources, admission, clinical, and operational documents for skilled medical services.
• Preparation assistance for the Virginia Home Care Organization application.
• Members' area access, document customization, ongoing guidance, and applicable updates.

Unless stated otherwise in writing, the price does not include Department fees, Medicare certification, Medicaid enrollment, accreditation fees, insurance, rent, utilities, personnel or payroll costs, background checks, fingerprinting, software, or other expenses not specifically identified as included.

Home Health Forms provides documents, guidance, and application-preparation assistance. The Virginia Department of Health makes licensing decisions, and the appropriate federal authorities determine Medicare enrollment and certification. The applicant remains responsible for qualified personnel, accurate information, required reserve funds, insurance, operational readiness, fees, regulator responses, inspections, and ongoing compliance. Home Health Foms provides guidance and documents that meet regulatory requirements to ensure your success.

Customized policy manuals, forms, and related digital documents are generally emailed within five business days after all information needed for customization is received. Website development, printing, shipping, and other package components may have separate timelines.

Eligibility depends on work completed, customized materials produced, digital products delivered, third-party expenses paid, printing ordered, and other services already performed.