Below are definitions of each of the types of applications you may request using the new scope of practice waiver application. Each waiver type is reviewed and decisioned on a quarterly basis unless otherwise noted.
Initial, renewal and transfer waivers
Applications are reviewed and decisions are issued by the department:
Initial: first time applying for a waiver type for which an approved waiver guideline exists. All medical directors must apply for an initial application in the new waiver application, even if they have an existing waiver.
Renewal*: renew an existing waiver for which an approved waiver guideline exists.
Transfer**: long-term transfer of an existing waiver to a different medical director. Use this option to transfer the waiver for the rest of its duration to a new medical director.
Exigent request**: short-term continuation of an existing waiver due to the sudden/unexpected cessation of medical direction. Review is expedited to maintain continuous waiver coverage.
*The renewal option will be added to the new application in Summer 2023 **Transfer/exigent application not required for a temporary leave of absence (MD vacation, sabbatical, etc.)
Novel waivers and modifications
Applications are reviewed for statutory compliance by the department, de-identified draft guidelines are referred to EMPAC for subject matter expert review and the final decision is issued by the department:
Novel: first time applying for a never-before-approved waiver type. If approved, a new waiver guideline will be published and the waiver type will be added to the application. The novel application you submitted will then be processed as an initial waiver application for the agency listed on the application.
Modification: request to modify an approved waiver guideline. If approved, an updated waiver guideline will be published and the modification application you submitted will then be processed as an initial waiver application for the agency listed on the application.
Below are definitions of each of the types of agency roles that your staff may be assigned in OATH as they relate to the waiver process.
Data Administrator - the agency’s primary contact(s) for EMS data management. One or more people can hold this role at an agency. They will receive regular reports regarding waiver data usage via email. This role is added by the Organizational Profile Account Gatekeeper at the time they submit an Organizational Profile Information form in OATH.
Medical Director - a person who is granted access to start and submit Scope of Practice Waiver applications in OATH. One or more people can hold this role at your agency, however, only one medical director can apply for a particular waiver type for that agency at any given time. They will be the primary point of contact for that particular waiver.
Organizational Profile Account Gatekeeper - a person who is responsible for completing and updating the Organizational Profile Information form in OATH. Only one person can hold this role at an agency. View the organizational Profile Gatekeeper instructions.
Waiver Delegate - a person who is granted access to continue filling out a waiver application that a Medical Director has started in OATH. One or more people can hold this role at an agency. The Medical Director must inform the appropriate waiver delegate to log into OATH to fill out the started waiver application. Waiver Delegates are not permitted to attest or sign the waiver application. It must always be reviewed, attested to, and signed by the Medical Director who started the application.
All EMS service and air ambulance agencies must submit an updated organizational profile annually and any time profile information changes, including when the data administrator or other agency contact information changes. A recently updated profile is required before your waiver application can receive a decision.
If your organization does not have a profile gatekeeper, a person must be designated for the role. The designated gatekeeper must follow the instructions found on the organizational profiles page. Agencies that don't have an organizational profile in OATH cannot be included in your waiver applications.
Data entry training
Training on waiver data entry is available online 24/7 on the Co-Train website. At least one person from each waivered agency must complete the training. After completion, the trainee must submit a training confirmation form for each agency the trainee is employed by.
Training will be updated annually and communication will be sent to all waivered agencies. Annual waiver data entry re-training is required to stay current with data submission best practices and to maintain continual waiver coverage.
Agency listing in OATH
If an agency that the medical director oversees isn't listed in their OATH account, the medical director must add the agency to their roster by submitting a new medical director registration. After the agency has been added to the medical director's roster, the agency can be added to the waiver application.