Source: http://www.dhp.virginia.gov/PractitionerResources/Enforcement/FAQ/
Timestamp: 2019-08-18 11:03:38
Document Index: 359393943

Matched Legal Cases: ['§32', '§51', '§8', '§54', '§54', '§ 54', '§ 54', '§54']

DHP Home > Practitioner Resources > Enforcement > FAQ
Disciplinary Proceedings - Frequently Asked Questions
Complaints are received by the Enforcement Division of the Department of Health Professions from any source, including, but not limited to: consumers; patients; licensees; facilities; employers; employees; the media; the courts; anonymous sources; other licensing boards; etc.
The Department of Health Professions includes 14 regulatory Boards that regulate more than 50 types of professions and occupations and 8 types of facilities. This Agency has authority over any person or facility licensed by the Department of Health Professions, as well as persons practicing without a license where a license is required. Click Here to see the list of professions and facilities regulated by this Agency.
Complaints can be submitted to the Enforcement Division in writing, e-mail, telephone, in person, and anonymously. Go to the Complaint page to see detailed information about the Complaint Process. For any questions contact the Enforcement Division at (804) 367-4691 or toll free at 1-800-533-1560 (VA Only).
Complaints are processed upon receipt and the source is notified by letter of the status of their complaint. When information received by the Department of Health Professions indicates a violation of law or regulation within this Agency's jurisdiction may have occurred, it is the responsibility of the Enforcement Division to obtain whatever additional information is needed to prove or disprove that a violation has occurred. Information is gathered and submitted to the appropriate Health Regulatory Board for consideration and action. The Board initially decides whether the evidence is sufficient to indicate that a violation law or regulation may have occurred. If the evidence is not sufficient for that purpose, the case is then closed and no further action is taken. If the Board believes there is sufficient evidence to indicate that a violation of law or regulation may have occurred, a determination is made (following the Administrative Processes Act) whether the accused has violated a law or regulation, and if so, the Board imposes disciplinary action. Click here to see a detailed explanation of the Disciplinary Process.
How can I find out if my health care practitioner has been Disciplined?
To obtain public record information, you may contact the specific Health Regulatory Board directly, or, you may call the Department of Health Professions’ main reception desk at (804) 367-4400. You may also want to visit the License Lookup.
How do I complain about a Hospital or Nursing Home?
The Department of Health, Office of Licensure and Certification, has regulatory authority over health care facilities including hospitals, nursing homes, home health agencies, hospices, etc. They can be contacted at 9960 Mayland Drive, Ste. 401, Henrico, VA 23233-1463, or by telephone at (804) 367-2106 or 1-800-955-1819, or via their web site.
Medical records are the property of the practitioner; however, the consumer is entitled to copies of those records under the provisions of several sections of the Virginia Code, including: §32.1-127.1:03 Patient Health Records Privacy; §51.4-111(C)(ii) Unlawful Acts; prosecution, proceedings in equity; and §8.01-413 Certain copies of health care provider’s records or papers of patient admissible, right of patient or his attorney to copies of such records or papers, subpoena, damages, costs and attorney’s fees. To search for laws or regulations you may access the Virginia Legislature Information System.
You or your authorized representative must request a copy of your medical record in writing to the provider. The provider has 30 days to respond to you. If the provider does not respond to your written request after 30 days, you have the option to file a complaint with our agency. Be sure to keep a copy of the written request you send to the provider and its delivery method, as it may be needed later on if an investigation is conducted.
I want to complain about a practitioner but I don't have the first name.
In general, the Department is unable to assist in identifying the practitioner you wish to complain about. You may want to contact the practice or facility to request information, review your medical records, or use the License Lookup feature on our website for more information.
There isn’t a set timeframe. Each case is different therefore the processing time from start to finish may vary. The agency thoroughly reviews every complaint, in line with our mission to ensure safe and competent patient care.
Can you intervene with the practitioner on my behalf?
Unfortunately it is not that simple. There is no instantaneous action that the Enforcement Division can take. However, if you file a complaint, the Department may begin an investigation to look into the matter.
Am I required to report this situation?
There are certain situations that hospitals, other health care institutions, and licensees are required to report to the Department. You may wish to review §54.1-2400.6, §54.1-2909, and DHP Guidance Document 76-34.
Will the Board grant me money damages against the licensee or make them refund/reimburse me?
DHP / the Boards do not have the legal authority to order reimbursement or award damages. You may wish to contact the civil court in your jurisdiction for additional information.
That is something you will have to determine; the Department is unable to provide legal advice.
If you want to attend but are unable to attend the informal conference or formal hearing on the scheduled date, you should request a continuance in writing as soon as possible. Please refer to your notice for filing deadlines and take note that you must provide ";good cause" for not being able to attend. It is up to the Board to decide whether to grant or deny your request for a continuance.
If you do not attend an informal conference conducted by an Agency Subordinate, you will not have the right to appeal the Board's decision to a formal administrative hearing. The only appeal will be to the circuit court.
You may not have anyone who is not a licensed Virginia attorney represent you at an informal conference or formal hearing without the Board's permission. See Guidance Document 76-39, The Protocol for Out of State Counsel and Practice by Non-Lawyers, for further information.
Virginia Code § 54.1-2400(10) allows a Board to delegate the authority to conduct informal fact-finding conferences to an Agency Subordinate. An Agency Subordinate may be a current or former member of a Board, a staff member, or any other individual designated by the agency. After the informal conference, the Agency Subordinate makes a recommendation to the Board as to whether a respondent has violated the laws and regulations identified in the notice and, if so, what sanction, if any, the Board should impose. The respondent will have the opportunity to review and respond to the Agency Subordinate's recommendation in writing before it is presented to the Board. A respondent who appeared at the informal conference may appear and speak to the Board when the Board considers the recommendation. The Board can either accept the recommendation, modify the recommendation, or reject the recommendation and schedule a formal hearing. You will be notified in writing of the Board's decision. See Guidance Document 76-20, The Adjudication Process, for further information.
Two or three members of the Board serving as the SCC, Board Staff, Adjudication Specialist, respondent (and counsel), any interested members of the public, the news media, the source of the complaint
Commonwealth and respondent make opening statements, present documentary evidence, call witnesses, cross-examine the other party's witnesses, make closing arguments, present proposed findings of fact and conclusions of law. You may testify.
Agency Subordinate has 90 days to recommend decision to the Board. The recommendation will be mailed to you in writing. Board considers recommendation at its next meeting. Board's decision will be mailed to you in writing in the form of an Order.
Appeal decision of SCC by requesting a formal administrative hearing before the Board. Appeal must be in writing and requested according to appeal deadlines contained in the Board's decision. Upon request for formal hearing, informal conference order is vacated.
If respondent appears at informal conference, may appeal Board's decision by requesting a formal administrative hearing. Appeal must be in writing and requested according to appeal deadlines contained in the Board's decision.
If respondent does not appear at informal conference, may appeal only to circuit court. Appeal must be in writing and requested according to appeal deadlines contained in the Board's decision and requirements of Virginia Supreme Court Rule 2A:2.
Appeal decision of Board to circuit court. Appeal must be noted according to appeal deadlines contained in the Board's decision and requirements of Virginia Supreme Court Rule 2A:2.
All informal conferences and formal hearings are public proceedings. You may bring anyone with you to your informal conference or formal hearing. At an informal conference, it is up to the Chair of the Committee or the Agency Subordinate to decide whether to allow anyone other than yourself and your attorney to speak on your behalf. At a formal hearing, you may present any witnesses you believe may have relevant testimony. However, the formal hearing Chair may limit repetitive or irrelevant testimony.
See Guidance Document 76-10.3, Subpoenas for Disciplinary Hearings, for further information.
The Committee, Agency Subordinate, or panel of the Board hearing your case will have a copy of the investigative report, which should include all documents that you have already provided to the investigator. If you have any additional documents you wish the Board to consider, you should provide the required number of copies to the Board before the proceeding, according to the deadlines set out in your Notice of Informal Conference or Notice of Formal Administrative Hearing. Failure to adhere to these deadlines may result in your documents not being considered by the Board at the proceeding. See Guidance Document 76-20, The Adjudication Process, for further information.
All informal conferences and formal administrative hearings are public proceedings. Any member of the public, including the news media, may attend. The Board will send notice of the proceeding to the source of the complaint, who may also be present. The Board members who make up the Special Conference Committee, or the Agency Subordinate, will preside over the informal conference. Also in attendance will be Board staff and an Adjudication Specialist from the Administrative Proceedings Division.
All informal conferences and formal administrative hearings are public meetings that anyone may attend. The Board will notify the source of the complaint of the date and time of the proceeding. The source may or may not be present. At an informal conference, the Agency Subordinate has the discretion to allow the source to speak. At the formal hearing, the source may be subpoenaed to testify.
The respondent has the right to address the SCC or Agency Subordinate at an informal conference or the Board at a formal hearing. If the respondent is represented by an attorney, the attorney may address the SCC, Agency Subordinate, or Board on behalf of the respondent. At informal conferences, the SCC or Agency Subordinate has the discretion to decide whether to hear from anyone else in attendance. At a formal hearing, the respondent and the Commonwealth may call anyone to testify as a witness. The hearing Chair has the right to limit repetitive or irrelevant testimony.
11. Can I cross-examine witnesses?
In general, at informal conferences, there are no witnesses and there is no cross-examination. The SCC or Agency Subordinate has the discretion to allow anyone to speak on behalf of the Commonwealth or the respondent, and the SCC or Agency Subordinate may ask questions of anyone who is allowed to speak. The SCC or Agency Subordinate also has the discretion to allow the respondent to ask questions of any speaker.
12. If the allegations against me involve my personal medical and/or mental health records, will the public hear this information?
13. How long will my informal conference/formal administrative hearing last?
There is no set time limit for the informal conference or formal administrative hearing. The proceeding will be concluded when the Committee, Agency Subordinate, or panel of the Board is certain that you have had the opportunity to be heard and that it has received and considered all of the evidence necessary to make a fair decision in your case.
14. Can I surrender my license in lieu of an administrative proceeding?
15. Who do I contact to discuss a consent order (negotiated agreement)?
16. I have received a proposed consent order (negotiated agreement) from the Board, what if I need more time to consider it? What if I do not sign the consent order?
17. If I sign a consent order, do I still need to come to the informal conference/formal administrative hearing?
18. What is “burden of proof”? What legal standard of proof does the Board use in considering whether to find me in violation of the laws and regulations governing my profession?
The Board must find that disputed facts have been proven by "clear and convincing" evidence in order to find a respondent in violation of applicable laws and regulations and to impose a sanction. This standard of proof is less burdensome than proof "beyond a reasonable doubt," which is the standard in criminal cases.
19. After an administrative proceeding, what actions can the Board take against my license, registration, certificate or permit?
See the response to FAQ #19 regarding what actions the Board can take following an informal conference conducted by a Special Conference Committee versus an Agency Subordinate, and those following a formal hearing.
20. What typically happens in a case like mine? What is the Sanctioning Reference Point system?
21. When will the Board make a decision regarding my case?
The Board deliberates during a closed meeting to make a decision once all the evidence and testimony has been presented at both informal conferences conducted by a Special Conference Committee and at all formal hearings. In most instances, after the Board makes its decision, it will reconvene in an open meeting and announce the decision regarding your case. Following the announcement, you may not discuss the decision with the Board members. However, you may ask questions of Board staff once outside the room. Subsequently, the Board's decision will be mailed to you in writing along with any further instructions.
If your informal conference was conducted by an Agency Subordinate, there is no case deliberation, no immediate decision is made, and no announcement will be made at the conclusion of your case. The written recommendation of the Agency Subordinate will be mailed to you within 90 days. The Board may accept, modify or reject the recommendation of the Agency Subordinate. If accepted or modified, an Order will be issued and mailed to you. If rejected, the case will be referred to a formal hearing of a panel of the Board. Please see the response to FAQ #4 for more information about Agency Subordinate informal conference processes.
22. When does the Board action go into effect? Can I appeal the Board decision?
For Informal Conferences conducted by an Agency Subordinate: The effective date that an order issued by the Board following an informal conference conducted by an Agency Subordinate will depend on whether you appeared at your informal conference. If you did not appear, the order is considered a final decision of the Board and can only be appealed to the circuit court. If you appeared, then the decision does not go into effect until 33 days following the date the order is signed and entered. During the 33 days, you may appeal the decision to a formal hearing with the Board. Upon receipt of your appeal, the informal conference order will be vacated, will not go into effect, and a formal hearing will be convened.
23. Are the Board’s disciplinary actions public information or private? Can the outcome be confidential?
All notices of proceedings and orders are public information pursuant to Virginia Code § 54.1-2400.2(G). Notices and the resulting orders, which contain findings of fact and conclusions of law, will be published on the DHP website. If your case was ultimately dismissed following a proceeding, the notice will not be published on the agency’s website, although it remains public information by law. However, on the agency website, the following statement will be posted to your license in the License Lookup section: This practitioner was the subject of a proceeding that did not result in disciplinary action. If you want further information, you may contact the [relevant Board]. Please see Guidance Document 76-10.17.
24. Who will receive notification of the Board’s final decision?
The Board’s final decision is provided to the source of the complaint made against you pursuant to Virginia Code §54.1-2400.2 . Additionally, the decision is provided to the National Practitioner Data Bank , except for the Boards of Veterinary Medicine and Funeral Directors. The decision will also be provided to other state boards. As noted in the response to FAQ #23, Board decisions are posted on the agency’s website in the License Lookup section pursuant to the Department of Health Professions Policy #76-1.17.
25. How long will a Board action stay on my record? How long will it stay on the agency’s website?
Public notices and orders of Board action are published on the DHP website License Lookup, pursuant to the Department of Health Professions Policy #76-10.17. The License Lookup contains current licensee records and also records of licensees whose license has expired since January 1, 2000. Any license that has been revoked or suspended and not reinstated will remain posted on the License Lookup section for 50 years.
26. If my license is suspended or revoked, can I get it back?