Vendor File Compliance for Current Providers
It is your responsibility to ensure your vendor file is in compliance at all times.
Please submit the following documents on a yearly basis or as they expire or information changes. Expired or inaccurate documents could result in a suspension of referrals and pended or closed vendor file.
Email all documents in PDF format if possible, and include your vendor number in the subject line of the email. If you have multiple vendor numbers, please submit a DS1891 for each vendor number. All forms can be found here
Due ANNUALLY: Professional Liability Insurance, W9
Due every 2 YEARS or as changes are made: DS1891.
Due UPON EXPIRATION or as new employees are added: Professional license/ certifications (OT, PT, ST, BCBA, RBT, PI, professional licenses, etc) For new employees, please also send a resume.
All employees must be W2 employees, not subcontractors per CA state law and SDRC guidelines unless SDRC has expressly approved prior to use.They must be added to your worker's comp insurance and you must follow all federal and state labor laws.
Changes to Address, Contact info, or Other File Changes
If your address changes:
Please send an updated DS1891 and W9 with the new address to your resource coordinator.
After your RC confirms that the address has been updated with SDRC, you will need to go in to the DDS Service Provider Directory and submit the changes there as well. *Please note that if you submit SPD changes prior to SDRC updating info, your SPD submission will be rejected.
If your tax id number or business name changes, or your business is under new ownership with a new EIN. you will need to be revendored
You will need to get revendored. 116 services will need to submit a new application packet. 805 and 612/ 620 services will need a new application packet, and you will need to reach out to your resource coordinator to determine if you also need to update your program design.
This can take up to 45 days to complete processing.
You will need to submit a complete new vendor application packet through the standardized vendorization process. Your program design may also need updating to meet current directives if applicable.
Once your new file has been assigned and approved, SDRC will pend your old file and transfer any current authorizations to the new file. Further instructions for you will be given at that time.
Please contact your resource coordinator if you need further information.
All file templates and instructions can be found here
Vendor File Audits
Per regulation, SDRC completes mandatory biennial and as needed vendor audits for all service provider files. This is to ensure that all required documents are in the vendor file and up to date. SDRC will reach out to you individually in order to obtain necessary information and documents if there is an audit and your information is missing. The Title 17 Regulation regarding the review of vendor files can be found HERE