Registration of Temporary Health Care Services Agencies and Health Care Technology Platforms

Overview

In the NYS Fiscal Year 2023-2024 Budget, Article 29-k was added to the Public Health Law requiring Temporary Health Care Services Agencies and Health Care Technology Platforms (collectively, "THCSA") to register with the New York State Department of Health beginning August 1st, 2023, see Article 29-K of the PHL. The Registration Year begins each August 1st and ends July 31st. Instructions are below for initial registration and registration renewals.

Briefly, "Temporary Health Care Services Agency and Health Care Technology Platforms" (or simply "agency") means a person, firm, corporation, partnership, association, or other company in the business of providing or procuring temporary employment of health care personnel for Health Care Entities. "Health Care Entity" (or simply "Entity") means an entity, corporation, facility, or individual providing medical or health care services.

Frequently Asked Questions (FAQ) can be found at Registration of Temporary Health Care Services Agencies and Health Care Technology Platforms Frequently Asked Questions

Other questions may be submitted to TempAgencyRegistration@health.ny.gov.

Instructions for Registration

Registration for the upcoming year August 1, 2026, through July 31, 2027, will take place through a new online Portal expected to launch in July 2026. Quarterly Reporting will continue as usual (through SendVault) until the Portal develops quarterly reporting capabilities, anticipated late 2026.

The new Portal, named the Agency Registration and Reporting System, will be accessible via a link on this Temporary Health Care Services Agencies webpage. The Portal will modernize the registration application process with several key improvements:

  • Direct Document Uploads: Agencies will upload required appendices (such as licensing standards, resumes, and contracts) directly into the Portal, eliminating the use of the auxiliary SendVault application.
  • Direct Electronic Payments: Annual registration fees will be paid securely (via credit card) from inside the Portal rather than mailing a paper bank check or money order.
  • User Management: Agencies will be able to manage (add or delete) their own Portal users from within the Portal.
  • Assumed Names (aka Doing Business As, or DBA): The Portal has an area for each Agency to identify its Assumed Names, if applicable. Please note that only one registration is required per Agency ("one registration per Federal Employee Identification Number (FEIN).") Assumed Names use the same FEIN as the Agency Legal Name therefore there are no additional fees for identifying Agency Assumed Names.
  • Agency Site Management: The Portal will have areas to identify your Agency's headquarters and satellite site addresses. As a reminder, per Article 29-K, § 2999-kk-1, an Agency shall appoint an administrator qualified by training, experience, or education to operate each separate Agency office site.

Kindly note that, to access the Portal, each Agency will require a NY.GOV Business Account:

  • Information about NY.GOV account types, and how to obtain them, can be viewed by visiting the NY.GOV login screen at NY.GOV ID then selecting "Create an Account" then selecting "Business."
  • Frequently Asked Questions about NY.GOV accounts can be found at NY.GOV Frequently Asked Questions.
  • If, by chance, you already have a NY.GOV account and it is not a Business Account, you will simply need to obtain another NY.GOV account of type "Business."
  • Obtaining a NY.GOV Business Account is free and simple. Anticipated Portal users (individuals that will complete and upload the Registration Application materials, issue payment, and attest to the veracity of information) may create their NY.GOV Business Account before the launch of the Portal.

Upcoming Training:

To support Agencies during the launch of the new Portal, a training session will be scheduled prior to the Portal's launch. Additional details and sign-up information will be shared in late June 2026 on this Temporary Health Care Services Agencies website and also via email to currently-registered Agencies. The training will demonstrate features of the Portal rather than procurement of the NY.GOV Business Account.

If you have questions or need further assistance, please reach out to our team at TempAgencyRegistration@health.ny.gov.

Quarterly Reporting Instructions

Reporting Period Due Date for Quarterly Reporting to DOH
Jan 1, 2026 – Mar 31, 2026 May 31, 2026
Apr 1, 2026 – Jun 30, 2026 August 31, 2026
Jul 1, 2026 – Sep 30, 2026 November 30, 2026
Oct 1, 2026 – Dec 31, 2026 February 28, 2027

To remain registered as a Temporary Health Care Services Agency in New York State, an agency must submit a Quarterly Reporting Package via SendVault within 60 days of the end of a quarter.

Quarterly Reporting package: The Quarterly Reporting Package consists of 5 items. Agencies must download and complete the Quarterly Reporting file in Excel and Appendices 6, 7, and 8. Also required is a compendium of invoices in PDF format.

  1. Quarterly Reporting file (Excel)
  2. Appendix 6 (Excel) - Report the full description and amounts of ALL administrative charges. Please report all charges, fees and other forms of compensation your agency received from contracts on the Admin charges tab. Administrative charges may encompass a wide range of charges, including but not limited to fees charged by an agency for record-keeping, administration of the contract, overhead expenses for things such as rent, utilities, equipment, supplies, insurance policies, etc.
  3. Appendix 7 (Excel) - Itemized invoice list
  4. Appendix 8 (PDF) - Attestation file for Quarterly Reporting
  5. Invoices (PDF format) - Submit copies of each invoice to health care entities for expenses incurred during the quarter, in PDF format.

Instructions for Submitting Data via SendVault

Other than the $1000 check and the Registration Form which are mailed to the Department, all other materials should be sent to the Department electronically using the secure file transfer tool, SendVault

  1. Download the Registration or Quarterly Reporting materials from the links above. Complete each file and appendix.
  2. Follow the SendVault instructions (PDF) here

List of Temporary Health Care Services Agencies and Health Care Technology Platforms

Training on Registration and Quarterly Reporting

Department of Health Reports