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Selected federal rules only. A reviewed state or local rule set is not yet available for this selection. Missing entries do not mean there are no obligations.
Selecting a state does not confirm applicability. Check the entity, services, programs, contracts and fiscal dates. Sources reviewed: 2026-09-08.
2. Review and prepare (10)
Notes stay in this tab and are not autosaved. Download before leaving. Use role names and evidence references, without personal data or incident details.
Federal·Published or derived date
Medicare distant-site telehealth: G2025 retires for FQHCs and RHCs
Dates of service on or after October 1, 2026; Medicare contractors implement the change October 5, 2026. RHCs and FQHCs can keep serving as distant-site telehealth providers until January 1, 2028, so this changes how claims are coded, not whether telehealth is covered.
Confirm applicability
FQHCs and RHCs that submit Medicare claims for telehealth services they provide as the distant site.
Concrete action
Replace G2025 with the individual CPT or HCPCS code for each service, with the appropriate revenue code and modifier 93 (audio-only) or 95 (audio and video). Update the charge master, EHR claim edits and training, and run a test claim before October 1.
Evidence to retain
Updated charge master and claim-edit rules, an accepted test claim and a training record.
Start with Needs review. Applies and Does not apply record your decision; this tool does not determine exemptions. Document the rationale and reference with the responsible reviewer.
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Federal·Published or derived date
Change-in-scope requests before HRSA's system shutdown
HRSA's EHBs alert sets 11:59 p.m. ET October 19, 2026 for new change-in-scope requests and October 24 for returned Change Requests. The module is offline October 20 through November 19 and reopens November 20. Applications not submitted by 5:00 p.m. ET November 19 lose the data entered in Forms 5A, 5B and 5C.
Confirm applicability
Health Center Program award recipients and look-alikes with a planned or pending change to sites, services or other activities in scope.
Concrete action
File planned site or service changes before October 19 or schedule them after November 20, resubmit returned requests by October 24, and finish any application with editable scope forms before November 19.
Evidence to retain
EHBs submission confirmation for each request, or a recorded decision to file after November 20.
Start with Needs review. Applies and Does not apply record your decision; this tool does not determine exemptions. Document the rationale and reference with the responsible reviewer.
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Federal·Published or derived date
2026 Forms W-2: file and furnish
February 1, 2027, for 2026 forms. Filing and furnishing extensions are separate.
Confirm applicability
Employers required to file W-2 forms. Confirm the applicable form, special circumstances, and any approved extension with payroll.
Concrete action
Reconcile payroll totals and employee details; confirm filing and employee delivery separately.
Evidence to retain
Reconciliation approval, SSA acceptance and delivery record in the approved system.
Start with Needs review. Applies and Does not apply record your decision; this tool does not determine exemptions. Document the rationale and reference with the responsible reviewer.
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Federal·Published or derived date
2026 small-breach notices to HHS
Within 60 days after the discovery calendar year ends. March 1, 2027 is calculated for discoveries in 2026; this is not a permanent March 1 rule.
Confirm applicability
HIPAA covered entities with reportable breaches affecting fewer than 500 individuals. Other notices have separate, earlier timing.
Concrete action
Have the privacy lead reconcile the incident register and submit a separate HHS notice for each reportable breach. Do not wait for this date to respond to an incident.
Evidence to retain
Submission confirmations in the restricted incident system; keep patient details out of this planner.
Start with Needs review. Applies and Does not apply record your decision; this tool does not determine exemptions. Document the rationale and reference with the responsible reviewer.
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Federal·Triggered by an event
Respond to a potential privacy breach
Escalate promptly. Required individual notification is without unreasonable delay and no later than 60 days after discovery; additional reporting rules can apply.
Confirm applicability
Potential breaches of unsecured PHI at HIPAA covered entities; the privacy lead must determine reportability and all applicable notices.
Concrete action
Use the incident response procedure now; establish discovery time, required recipients, and any stricter state or contract obligations.
Evidence to retain
Restricted assessment, response record and notice confirmations.
Start with Needs review. Applies and Does not apply record your decision; this tool does not determine exemptions. Document the rationale and reference with the responsible reviewer.
Add an owner and next review
Federal·Confirm your organization's schedule
Single Audit reporting package
Normally the earlier of 30 days after receipt of the auditor's reports or nine months after fiscal year-end. Verify current exceptions with the Federal Audit Clearinghouse.
Confirm applicability
Organizations subject to Single Audit requirements for the relevant audit period. Fiscal year-end alone does not determine the deadline.
Concrete action
Confirm audit applicability, record report receipt and fiscal close dates, and agree the submission date with the audit lead.
Evidence to retain
Report receipt record, approved deadline calculation and FAC acceptance.
Start with Needs review. Applies and Does not apply record your decision; this tool does not determine exemptions. Document the rationale and reference with the responsible reviewer.
Add an owner and next review
Federal·Confirm your organization's schedule
Prepare the next UDS submission
Confirm the reporting year and current submission window in HRSA's instructions and EHBs. No next-cycle date is inferred here from last year's deadline.
Confirm applicability
Health centers required to submit UDS for the reporting year; confirm your awardee or look-alike reporting obligations.
Concrete action
Assign table owners, reconcile definitions and denominators, resolve validation findings, and obtain sign-off before submission.
Evidence to retain
Approved reconciliation, validation resolution and submission confirmation.
Start with Needs review. Applies and Does not apply record your decision; this tool does not determine exemptions. Document the rationale and reference with the responsible reviewer.
Add an owner and next review
Federal·Confirm your organization's schedule
Award and project reporting dates
Use the Notice of Award, EHB task and applicable reporting instructions. Record the deadline assigned to your award.
Confirm applicability
Recipients with award-specific reporting requirements; confirm each award separately.
Concrete action
Inventory awards and required reports, identify the approver and back-plan internal review from the actual due date.
Evidence to retain
Award requirement, approval and accepted submission receipt.
Start with Needs review. Applies and Does not apply record your decision; this tool does not determine exemptions. Document the rationale and reference with the responsible reviewer.
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Federal·Confirm your organization's schedule
Sliding fee schedule and policy review
Use current Federal Poverty Guidelines and your approved review process. Assign an internal review date after confirming which policy updates are needed.
Confirm applicability
Health centers subject to HRSA sliding fee discount requirements.
Concrete action
Review the schedule against current guidelines, obtain required approval and align staff instructions and system settings.
Evidence to retain
Approved schedule and policy version, configuration checks and staff communication.
Start with Needs review. Applies and Does not apply record your decision; this tool does not determine exemptions. Document the rationale and reference with the responsible reviewer.
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Federal·Confirm your organization's schedule
FTCA deeming for health centers not yet deemed for 2027
HRSA must decide within 30 days of receiving an application. For coverage from January 1, 2027, a health center law firm recommends submitting no later than October 1, 2026; confirm timing with your project officer. For centers already deemed, the 2027 redeeming deadline was June 26, 2026 and has passed.
Confirm applicability
Health Center Program award recipients that are not yet deemed for 2027, including new award recipients. A recipient's deemed status does not extend to its subrecipients or their personnel.
Concrete action
Confirm whether your organization is deemed for 2027. If it is not, submit the deeming application and confirm how any period before HRSA's decision will be covered.
Evidence to retain
EHBs submission confirmation and HRSA's deeming notice for 2027.
Start with Needs review. Applies and Does not apply record your decision; this tool does not determine exemptions. Document the rationale and reference with the responsible reviewer.