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Department of Health Professions
Compliance with a Board Order

Frequently Asked Questions

Your licensing Board has placed you under an Order. Your appeal period is over. Now, you need to know:

Where Can I Obtain Answers To My Questions About My Board Order?

Just call the Compliance Unit at 804-367-4530, Monday -- Friday, from 8:15 a.m. to 5 p.m.
You will be directed to the staff person who will serve as your Compliance Case Manager (“CCM”). Your CCM will:

  1. go over each of the terms of your Order with you;
  2. explain the compliance process;
  3. monitor your compliance with the Order over time; and
  4. send reports to the Board as needed.

 

When Do I Call My Compliance Case Manager?

Please speak with your CCM when you first receive your Order, then print and complete this form before returning it to the address at the bottom of the form.

Form #1 for Initial Contact with Compliance

Call your Compliance Case Manager – rather than Board staff - any time you have a question about what your Order requires of you.

Also, when your CCM asks you to call or write, please do so immediately.

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How Do I Comply With A Board Order To Submit “Regular Reports”?

If your Order requires you to submit certain reports on a regularly scheduled basis, you should click on and print the specific forms you need from among the links below. You should keep extra report forms handy and submit the completed reports when due. Send your CCM the original, signed form, not a photocopy.

Regularly scheduled report forms are due beginning five (5) days before until five (5) days after the end date of the reporting period noted on each form. [A quarterly report due March 31 must be received between March 26 and April 5.]

Make sure you have sufficient blank report forms on hand -- the Board will be informed of any late or missing reports.

You will be sent the necessary forms for your first reporting period.  After that period you will be expected to obtain these blank forms from the Compliance Forms page on this website. If you don't see a form appropriate to you and your Order, please call your CCM - Not all forms are online!  Print and complete the appropriate form(s) before returning the form(s) to the address noted at the bottom of each form.

Self Report Forms

Performance Evaluation

Miscellaneous Forms

Always send in your Self-Reports -- whether you are working in your field of licensure or not.

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How Do I Comply With A Board Order To Submit Other Kinds Of Reports?

Other reports required by your Order -- such as reports required if you are prescribed medication or have a change in your employment, or certificates required when continuing education is completed -- are to be submitted as specified in the Order.

It’s up to you to ensure that your supervisors, therapists, doctors, etc., submit reports on your behalf.

All reports must bear an original signature, so always mail or hand-deliver these forms to your CCM. Reports may not be faxed or e-mailed to your CCM.

Also, your CCM will not routinely acknowledge receipt of your reports, but will let you know if a scheduled report does not reach her. If in doubt, call us!

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How Do I Prove That I Have Done What My Order Requires?

It is up to you to show evidence that you are compliant with your Order. As soon as you complete each required term, send your CCM written proof of your compliance – such as: CE certificates, or statements from your employer and others that they have read and been given a copy of your Order.

If it is not documented, it is seen as not done!

It is important that you keep a copy of every document you send the Compliance Unit. Keep these copies until the Board releases you in writing from the terms of your Order.

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How Do I Get “Board Approval”?

Mail or fax all requests for Board approval of CE, employment, etc., to your CCM at least 15 days before you need the approval. The more detail you provide, the less likely it will be that the Board’s decision is delayed. Our fax number is 804-527-4454.

Employment Approval

Your length of employment at a job is calculated from the date of the Board’s approval of the position until the date of your resignation or termination.

Requests for approval of employment must include at least the following information sent directly to your Compliance Case Manager from the potential employer:

Evaluator Approval

If your order requires approval of a mental health or substance abuse evaluation, you will also be required to complete the following form together with your potential mental health or substance abuse evaluator, so that you each complete a portion of the form:

Evaluator approval request form

Practice Supervisor Approval

If your order requires approval of a behavioral sciences practice supervisor, you will also be required to complete the following form together with your potential practice supervisor, so that you each complete a portion of the form:

Supervisor approval request form - Behavioral Sciences

Continuing Education Approval

If your order requires approval of CE, check with your usual CE providers. Search the Internet. Call colleges and other schools. The Board may have mentioned courses to you, and your CCM also may know of appropriate courses. You must ask each CE provider for the latest course information and mail or fax this to your CCM for her to obtain Board approval or CE verification.

Board approvals may be phoned, faxed or e-mailed to you and also will be mailed. We will not express mail any approvals.

Your request is not Board-approved until you get that approval in writing!

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How Do I Pay A Monetary Penalty Or Inspection Fee?

Make your check or money order payable to the Treasurer of Virginia. Include with your payment your license number and the reason for payment, for example, monetary penalty or inspection fee. Mail it all to your CCM. There are no plans at this time for these fees to be payable online or through credit card or debit card. Any monetary penalty, inspection fee or late fee imposed by the Board that remains unpaid after the Board’s deadline is past will be sent for collection.

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What If I Am Also Being Investigated?

If you believe the Board is investigating you for any reason while you are under terms, continue to do what you should to comply with the Order.

If you stop sending in reports or complying with your Order, it could affect the outcome when the Board considers the report of that investigation.

Do not consider yourself released from your Order until you receive written notification from the Board that it has released you from the terms of its Order.

 

How Do I Get Released From My Order?

You must petition, or request, release from your Order in writing. Send your request to your Case Manager who will forward your petition, along with a compliance summary report, to the Board. The Board will write to you if they need you to appear at an informal conference to consider your petition.

If you stop sending in reports or complying before the Board notifies you of your release, it could affect the outcome when the Board considers your petition.

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Do You have Another Question?
Call us today -- we will be glad to help you!
Call: 804-367-4530