Embedded Files
Initial License Application - General Information
Initial License Application - General Information
Select on Licensing in the top menu bar.
Select Applications or Workbench
Click on +Create Request button.
Select Initial Application in the Application Type dropdown, then select Submit and I'm Sure when prompted.
The Initial License Application will be created for your facility/agency.
Select Start next to the Preparing to Apply / Forms and Instructions phase/section.
The Preparing to Apply/Forms and Instructions phase/section has documents that will help you navigate the initial licensing process, and may include documents you need to download, complete, and return via the Required Document Section. Please take the time to review the documents provided in this phase/section.
Select READY TO APPLY, then I'm Sure when prompted.
Complete all phases/sections of the application. You must select Submit Section at the bottom of each to save the information and mark that phase/section as Completed.
General and Demographic
Additional Locations (not applicable to all facility/agency types)
Ownership Information
Management Company Information
Background
Required Documents
Required Documents allows you to upload documents. Please make sure after attaching the documents you select the green Upload Files button, otherwise the document will not save.
Payment.
Pay online using the State of Colorado Payment portal or by check in the mail. The link to the Payment Portal is found in the blue box labeled Useful Links on the Payment phase/section.
Select Create Payment to record your payment information.
Sign and Submit
This phase/section is only available when ALL other sections have been completed.
Initial License Application - Step by Step Guidance
Initial License Application - Step by Step Guidance
Once the user is logged into the COHFI system, they will select the facility they wish to work with by selecting the Log In button next to the Facility/Agency name.
Under the Licensing menu, there are two options you can use to create an application. You can learn more about these by clicking on the links below.
Applications is where users will find a list of all applications they have created in COHFI, in the order they were created.
Workbench is where users can see their applications split into categories based on where they are in the licensing process flow.
To begin the Initial Application, from either the Applications or Workbench pages, select +Create Request
User will then select Initial License Application from the dropdown options. This option will likely populate as the only available option for the user.
As a pending facility/agency, you will only have access to create an initial application.
If you aren't seeing the option to create an application, you may have already created one. You would need to either use any open draft you have, or delete the open draft to create a new application.
The Initial Application selection should auto populate to the selection dropdown, as that is the only application you are able to create.
Once the Initial Application has been created, the user will be taken to the Application Tracking page.
In order to begin the application, the user must first select Start next to the Preparing to Apply/Forms and Instructions page.
This section includes supplemental forms and informational documents not included in the application itself. These forms are important and the user should review them prior to applying. Things like checklists to assist the applicant with the application process, as well as documents to assist with preparing for the initial survey can be found here.
To begin completing the application, the user will select Ready to Apply, then confirm again by selecting "I'm Sure". The additional application steps will then appear on the screen. User will navigate through each step of the application using the links provided under the Application Phase heading on the left side of the screen.
The user will now see all phases/steps remaining in the application.
User will access each phase/step by selecting the Details button next to each phase, one at a time. of each section in blue.
The sections are not required to be completed in any specific order, however each section must show as "Completed" before the Sign & Submit phase will appear for the user to submit the application.
When the user selects the Details button for each phase/section, they will be able to enter all the data required in that section.
Each section has validation, and the system will not allow you to save the section if there is missing, or incorrectly formatted information entered.
The user must complete all information in each phase/section before submitting that section, due to this validation. Submitting the section does not mean you cannot come back and edit it. You can edit the entire application up until the point that you sign and submit the full application.
Once the section has been completed, user will select the Submit Section button at the bottom of the section.
When working in the Ownership phase/section, the user must first select the business entity type for the remainder of the questions to populate. There is logic built into the system that will show users specific questions based on their response to this first question. Please sure you select the correct business type prior to continuing.
Important Note: If you must go back to change your answer from one ownership type to another, some responses previously entered may be deleted, and new questions will then need to be answered.
The Ownership Information section cannot be completed until an ownership type has been selected.
The Management Company works in the same way, but you first need to select whether or not you're working with a Management Company. If you are not, you can leave the answer as "No" and submit the section. If you answer "Yes" the section will act the same as the Ownership section.
Selecting the Background section will take the user to this screen. The user must respond to ALL questions here. If any questions are answered "Yes", the instructions in the blue box must be followed.
The full regulatory citation and description of these requirements can be found in 6 CCR 1011-1 Chapter 2, Part 2.3.3(J)
Selecting the Required Documents section will take the user to this screen.
Please note that while the items in the blue box attempt to show the user some of the required documents based on the responses within the application itself, these are rarely ALL of the required documents. Please refer to the provided checklist for a full list of required documents.
To upload files, first select Choose Files. Locate the files on your computer, and select them to upload. You may select multiple files at the same time. Once selected the total number of files will appear. In order to actually upload the documents to the application, you MUST select Upload Files.
The user will know that the file uploads have been successful when they appear in the list showing a file name, date uploaded, and the username of the person who uploaded the document.
The user is only able to delete and upload new documents while the application is in "Draft" status, or we have returned the section to you for edits. Once you submit the application, you can no longer upload documents without asking us to return the section to you for edits.
If CDPHE uploads documents to the application for you, you will be able to download those documents regardless of status.
Once the user is done, select Submit Section. Again, this will not prevent the user from uploading additional documents. Until the user signs and submits the application they will be able to make changes to ALL phases/sections.
Selecting the Payment section will take you to this screen. This is where the user will log the information for the payment that is made (online or check through mail).
Selecting the link for Fee Schedule will allow the user to view a document outlines the fees for various application types. Please ensure you're viewing the correct fee sheet based on your facilty type and application type.
Selecting the link for Pay Online will take you to an external portal payment system to submit a payment online using an electronic check or credit card.
PLEASE NOTE: Electronic check requires only a $1.00 surcharge. Paying by credit card requires a percentage of the total fee to be paid, which can increase the fees substantially in some cases. Please do not include any surcharge when you enter the amount paid into COHFI. CDPHE does not see that additional money when the payment comes through, and we are not able to refund those surcharges in the case a refund is owed.
Once payment is made online, or a check has been prepared to be mailed in, user will select Record Payment Submitted.
Enter the following information:
Payment Method: Select whether you paid through the online portal, or paid by check in the mail
Payment Amount: Enter the licensing fee paid. Do NOT include any surcharges, only the amount being paid for licensure
Check Number: This can be either the physical check number, electronic check number, or the payment portal confirmation number
Transaction Date: This is the date you submitted payment
Note: If you are paying for more than one specific licensing action, you must note that here so that we can properly find and apply the payment. We recommend not combining payments for different licensing actions when it can be avoided, as it can be very difficult to apply those payments correctly without something to help us specifically identify what items are being paid for.
When all payment information has been entered into the appropriate fields, the user will select Submit to ensure this information saves.
IMPORTANT NOTE: Please remember to submit payment online or via check in the mail.
Entering information into this payment screen is not the same as making the required payment.
The user should now see the payment they entered listed into the grid view, with the "Sent" total updated. This information can be edited or deleted up until the full application is submitted.
Note: For the "Total Calculated Payment Amount", this is something that CDPHE will calculate when they process your application. We will enter the correct, calculated fees based on the information in your application, and we will enter the fees received. This will tell us and you whether any refund or additional fees will be owed.
The user should select the Submit Section when they have entered all information into this Payment section.
When ALL steps have been marked as Completed or Payment Submitted, as seen here on the Application Tracking page, the Sign and Submit phase/section will appear with a Not Completed status.
This section was not previously visible, and we do this to prevent people from submitting an applicaiton beore it is complete. You MUST complete this final section in order to submit the full application for processing.
In the application header, you can see that when the Sign and Submit phase/section has not been completed, the application is still in "Draft" status. There is also no "Submitted On" date populated.
Once the Sign and Submit phase/section is completed, the Application Status will change to Submitted, and there will be a date and time in the Submitted On field.
Please ensure the person signing the application is an authorized signer. The regulations for who is able to sign an application can be found in 6 CCR 1011-1 Chapter 2, Part 2.3.4
Once the application has been signed, no further edits will be allowed to any sections. Verify all responses prior to completing the Sign & Submit phase/section.
You will be asked to confirm you are sure that you wish to Sign & Submit. You can cancel is you'd like to go review the application again, or confirm I'm Sure to submit the application.
Selecting Back to Application, Do not sign at this time will allow the user to complete additional review on all sections of the application prior to submitting.
Once the application has been submitted, the Application Status will update to Submitted, and the Submitted On date will populate.
On the Applications page, this Application ID will show as submitted.
On the Workbench, this Application ID can be found under 006-Application in Review. Select the black arrow to expand each section, or use the 'expand all' icons at the top
CDPHE will only being processing the application when both the submitted application and the appropriate fee payment have been received. Your application is not yet in process until you see the name of a Technician assigned. Until someone has been assigned to process the application, please do not send messages asking for status updates on the processing of your application. Applications are processed in the order they are received.
The assigned technician will work with you on any missing information or documents, and will walk you through the next steps of the process.
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