VHA Office of Community Care
How to Initiate and Implement the VA IHS/THP Reimbursement Agreement
This page outlines the process for starting and implementing the agreement. While working through the agreement process, the VA encourages IHS/THP facility staff to ensure Veterans are enrolled in the VA health system.
STEP 1: Send an email to firstname.lastname@example.org
In order to begin the agreement process, please send an email to the VA IHS/THP Reimbursement Agreements Team. The email should include a short statement indicating interest in the agreement, the facility’s name, address and phone number, plus a point of contact. The VA IHS/THP Reimbursement Agreements Team will respond within two business days to confirm receipt and work with the facility point of contact to schedule a joint orientation call with the appropriate VA staff.
STEP 2: Schedule a joint orientation call
During the joint orientation call, the VA IHS/THP Reimbursement Agreements Team will present an overview of the program, go over needed paperwork and address the implementation of the program. The facility staff will also be put in touch with the corresponding Office of Tribal Government Relations (OTGR) representative and VA medical center (VAMC) staff for further assistance. (View a copy of the joint orientation presentation.)
STEP 3: Submit required paperwork and information
Once the VA IHS/THP Reimbursement Agreements Team provides the joint orientation call, facility staff can submit the site readiness documentation and information listed below to the the VA IHS/THP Reimbursement Agreements Team at email@example.com:
- W-9 Request for Taxpayer Identification Number and Certification
- VA Form 10091, FMS Vendor File Request Form
- VISN 20 Vendor Demographic Form
VA-THP Reimbursement Agreement template
Please keep the document in MS word format and use the “Track Changes” feature for all changes made to the template. (NOTE: This document is for THP facilities only. IHS facilities do not need an individual agreement; they are under the National Agreement. The link above accesses a copy of this agreement posted on the Indian Health Service website.)
VA-THP Implementation Plan template
The implementation plan is a communication tool used to exchange information such as health care services offered to Veterans and points of contact for both the tribal facility and the VA. (Please note: For IHS sites only, the implementation plan will be signed by the tribal and VA leadership.) The VA IHS/THP Reimbursement Agreements Team will take care of the site readiness checklist and the VA information; however, the tribal facility will need to provide page 5: A list of services the tribal facility provides (in-house and contracted), and page 6: A tribal facility point of contact.
Proof of accreditation/certification
(See the IHS-THP Provider Guide, Appendix B for examples)
Approximate number of Veterans the tribal facility serves
Whether or not claims will be submitted electronically (EDI) to the VA
(See the Submitting claims section on the IHS/THP homepage for details on how to sign up for electronic claims submission)
Email addresses for attendees to the Eligibility and Enrollment Training
At least one tribal facility staff member is required to attend the training hosted by the VA Health Eligibility Center. The training is offered once a month on every third Tuesday from 2‑3 p.m., EST. The VA IHS/THP Reimbursement Agreement Team will forward the invitation for the training to the email addresses provided. Facility staff need to attend the trafining only one time. (View a copy of the training slides. )
The IHS/THP Reimbursement Agreements Team will confirm receipt of the paperwork and information and will notify the tribal facility point of contact via email if there is any missing information. Once everything is in order, the Team will forward the draft agreement and paperwork to the appropriate VA contracting officer and legal team for final review. This process typically takes 30‑60 days. The VA IHS/THP Reimbursement Agreements Team will notify the tribal facility point of contact when the agreement is ready for tribal signature.
STEP 4: Implement the signed agreement
Once the agreement is signed by the VA contracting officer and the facility, the VA IHS/THP Reimbursement Agreements Team will email the final agreement, notice to proceed and the completed implementation plan to the facility point of contact. The facility will be able to submit claims for reimbursement on and after the date notated on the notice to proceed.
IHS/THP Reimbursement Agreement Provider Guide
This guide provides detail on the reimbursement agreement onboarding and implementation process.
IHS/THP Reimbursement Agreement Enrollment and Eligibility Procedure Guide
This guide provides direction on how the IHS/THP reimbursement agreement program will process and verify American Indian/Alaska Native Veterans’ eligibility and enrollment.