Effective Communication with DHCS Analysts
Best Practices for SUD Licensing & Certification
Presenter Panelists
Luke Rampersad
Operations Coordinator CRI-Help, Inc.
Dr. Angela McMahon
Professional Licensing Consultant
Chris Nelson
Behavioral Health Consultant Innovative Consulting
Agenda
- Why this matters
- What DHCS Analysts Do
- When and How to Reach Out
- Best Practices for Communication
- Common Mistakes to Avoid
- Examples from the field
- Key Takeaways
Communication with DHCS is Crucial!
Streamlines the licensing & certification process
Prevents delays due to incomplete or miscommunicated information
Builds a collaborative relationship with DHCS
Ensures your program stays on track and compliant
DHCS Analyst: Key Responsibilities
- Reviews Your Application
- Checks Regulatory Compliance
- Evaluates policies, staff, and facility readiness
- Coordinates Site Visits (if needed)
- Communicates & Clarifies
- Sends requests, updates, and correction notice
DHCS Analyst: Your Key Contact
Assigned Analyst: Becomes your direct point of contact with DHCS
Ongoing Communication: Responds to questions and requests Issues deficiency letters or follow-ups
Final Steps: Prepares and forwards recommendation for licensure decision
May assist with future updates or amendments
Submitting your Application (Digital)
You may now submit your application and pay your fees online!
Email to: LCDQuestions@dhcs.ca.gov
Electronic Funds Transfer (EFT)
Online Portal
Submitting your Application (Physical)
Mail your application and payment to:
Department of Health Care Services
Licensing and Certification Division
Licensing and Certification Section
PO Box 997413, MS 2600
Sacramento, CA 95899-7413
Timing Your First Contact
Wait three weeks after submitting your application with payment
DHCS will log and begin processing your packet
Keep an eye out for any communication from DHCS during this time
Early Application Milestones
Submit your application & fees
DHCS verifies contents
Contact DHCS
DHCS Analyst is Assigned
Respond to Requests
On-site Review
Crafting Your Initial Email
Email: LCDQuestions@DHCS.ca.gov
Include:
- Legal name of your organization
- Program name
- Program’s physical address
- Date of submission and delivery confirmation
Ask:
- Has an analyst been assigned?
- Do I have a Program ID Number?
Once You Have a DHCS Analyst
- Introduce yourself as your agency’s point of contact
- DHCS advises you use an email that is monitored by multiple people
- Thank them for their role
- Set a respectful and professional tone
- Use phone or email — but always document communication
Electronic Service Agreement Form
Respectful, Strategic Communication
Always allow 48–72 hours for your analyst to respond to emails or voicemails
Limit outreach to once per week, unless you're responding to a request
Analysts welcome contact, but they manage large caseloads
Use each communication to provide complete, clear updates or questions
Preparing for Requests from Your Analyst
Maintain all program documents in an accessible format
Common requests:
- Policies and procedures
- Staff credentials
- Facility/site details
Respond to requests promptly
Avoid These Mistakes
- Reaching out too early or too often without updates
- Once a week at most
- In complete information in emails
- Inconsistency across documents Outdated forms
- Missing documentation
- Ignoring follow-up timelines
TALKING FROM EXPERIENCE
Lessons from the field
Talking from Experience
Dr. Angela McMahon Professional Licensing Consultant
Chris Nelson Behavioral Health Consultant Innovative Consulting
Talking from Experience
- Common pitfalls
- Advice to an organization just beginning this journey
- What does it takes to navigate this process successfully?
- What do you think distinguishes applications that go smoothly from those that run into challenges?
Talking from Experience
Q&A
THANK YOU, PANELISTS!
Key Takeaways: Working with Your DHCS Analyst
Email LCDQuestions@ dhcs.ca.gov with full application
Submit Fees at the EFT Portal
Wait 3 weeks post-submission before contacting DHCS Once assigned an analyst, introduce yourself as your agency's main contact.
Use an email address that will be monitored over time!
Be professional and prepared — respond promptly and keep records
Respect response times (48–72 hours) and limit contact to once/week
Stay organized: anticipate document requests and track all communications
DHCS Resources
DHCS Website: Licensing & Certification page
Licensing & Certification Forms
Licensing & Certification Toolkit
Training Resources
THANK YOU
