How to Initiate and Implement the VA IHS/THP Reimbursement Agreement
This page outlines the process for starting and implementing a VA IHS/THP reimbursement agreement. While working through the agreement process, the VA encourages IHS/THP facility staff to ensure Veterans are enrolled in the VA health care system.
STEP 1: Send an email to the VA IHS/THP Reimbursement Agreements Team
In order to begin the agreement process, please send an email to the VA IHS/THP Reimbursement Agreements Team (firstname.lastname@example.org). 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.
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 via email to the VA IHS/THP Reimbursement Agreements Team.
- Form W-9, Request for Taxpayer Identification Number and Certification
- VA Form 10091, VA-FSC Vendor File Request Form
- VISN 20–Vendor Demographic Form
- VA-THP Reimbursement Agreement Template
NOTE: This document is for THP facilities only. IHS facilities do not need an individual agreement; they are under the National Agreement.
Please keep the VA-THP Reimbursement Agreement Template in MS Word format and use the “Track Changes” feature for all changes made to the template.
- VA-THP Implementation Plan Template
NOTE: For IHS sites only, the implementation plan will be signed by the tribal and VA leadership.
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. 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
OTHER ITEMS AND DOCUMENTS:
- Proof of accreditation/certification
See the IHS/THP Provider Guide, Appendix B for examples. This guide provides detail on the reimbursement agreement onboarding and implementation process.
- Whether or not claims will be submitted electronically (EDI) to the VA
See the IHS/THP–Information for Providers, Submitting Claims section for details on how to sign up for electronic claims submission.
- Approximate number of Veterans the tribal facility serves
- 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.
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 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.
- IHS/THP Provider Guide
This guide provides the Continental U.S. IHS and THP providers with instructions on how to complete the sharing agreement process and seek reimbursement from VA.
- IHS/THP Eligibility and Enrollment Verification
Information on ways IHS/THP facilities can verify American Indian/Alaska Native Veteran eligibility.