State & Federal Policy Updates
Departments of Health & Human Services Shutdown Update
We wanted to share a brief update as conversations continue in Washington. Last week, the U.S. House of Representatives passed a bipartisan consolidated appropriations package that includes important provisions, such as extended funding for Community Health Centers and workforce programs, as well as a two-year extension of Medicare telehealth authorizations. While this progress is encouraging, the package may not advance through the Senate in its current form.
As a result, there is a possibility of a federal government shutdown beginning early Saturday morning, January 30. If this occurs, it would impact several federal departments, including the Departments of Health & Human Services, Defense, Education, and Housing and Urban Development, among others.
We will continue to closely monitor developments and share updates as more information becomes available. Thank you for your continued dedication and for all you do to support our patients and communities during times of uncertainty.
What CHCs Should Expect if HHS Shuts Down:
PMS
Given that PMS remained running throughout last October-November's shutdown, we expect it to remain running through a potential February shutdown.
BPHC Staff
It's unclear which BPHC staff would remain on the job in a February shutdown. Last fall the majority of them remained working, because there were funds available under Section 330. However, the situation is murkier now.
Items Requiring BPHC Action
CHCs that have outstanding items that require BPHC action/approval (e.g., change-in-scope requests) might want to expedite those items this week.
Medicare Telehealth Coverage for FQHCs:
- Medical services provided via telehealth: Payment for these services will continue at current (fee schedule) rates through at least Dec. 31, 2026, even if Congress doesn't act on this issue.
- Behavioral health services provided via telehealth: Reimbursement for these services will continue indefinitely, at the PPS rate, without any need for further action from Congress or CMS.
- In-person visit requirements: Unless Congress acts, new BH telehealth patients must have an in-person visit within the six months prior to starting to receive these services, and at least once every 12 months thereafter.
Annual 340B Recertification:
The window for CHCs to complete their mandatory annual 340B recertification is scheduled to open February 3 and close March 3. HRSA's recertification schedule for covered entities is fairly rigid, so once the government reopens, CHCs may have less than the standard 4 weeks to complete the process. To prepare, CHCs can check their 340B OPAIS record this week to see if any areas require updating.
Source: Alice Pollard, NCCHCA
Federal CHC Funding Update
The House advanced bipartisan legislation (H.R. 7148) to extend Community Health Center funding through December 31, 2026, including $4.6B for CHCs to support access to care in rural and underserved communities. The bill also strengthens the NHSC, Teaching Health Center GME, and extends Medicare telehealth policies.
What's Next: The Senate must act before Thursday to fund CHCs beyond January 30. A procedural issue tying CHC funding to a broader bill could delay final approval and tighten the timeline to avoid a shutdown.
Compliance & Policy Reminders
WE CHECK TWO... Identifiers, That Is :)
Reminder to all staff that we should check two identifiers, e.g. Name and Date of Birth, at EVERY PATIENT ENCOUNTER, including check in, initiation of any clinical care, intake and dispensing of medications, drawing labs, etc., to be sure we have the correct patient and correct service to prevent medical errors.
This is a key prevention tool that helps us improve safety in our centers.
Hand Hygiene
North Carolina is at the peak of flu, RSV, and COVID-19 season. Hand hygiene is the #1 way to prevent the spread of illness.
Key Reminders
- Use alcohol-based hand rub or wash hands before and after each patient, before gloves / after removing gloves, after body fluid exposure, before/after medications or procedures, after restroom use, and before leaving the clinic.
- Soap and water are required when hands are visibly soiled, after contact with blood/OPIM, or with diarrheal illness.
- Fingernail policy applies to all employees: no artificial nails; natural nails clean and ≤ ¼ inch; intact polish only. Cover any wounds or rashes.
The Hand Hygiene policy applies to all roles at all PHS locations. 🧼 Let's make clean hands a daily priority!
Telecommuting Policy (HR 3.10) – Effective 1/1/2026
Telecommuting is business-driven, not an entitlement, and may be changed or ended at any time.
Eligibility
Applies to employees working 24+ hours/week; eligibility is case-by-case based on role, performance, and operational needs.
Standard Schedule
3 days remote / 2 days on-site. Fully remote requires Senior Leader approval. Leaders must ensure on-site coverage and equity.
Part-Time Standardized
- 4 days/week: 2 remote / 2 on-site
- 3 days/week: 2 remote / 1 on-site
- 2 days/week: 1 remote / 1 on-site
- 1 day/week: on-site only (unless approved)
New Requirements
- 3-month trial period for all arrangements
- Employees must notify HR before relocating out of state
Bottom Line: Telecommuting supports operations—not a guaranteed benefit. Leaders are accountable for consistent application and performance management.
PTO Policy Update – Advance Notice for 2026
PHS is updating the PTO policy to modernize administration, encourage regular time off, and support long-term financial sustainability. Calendar year 2026 is a transition year, giving employees time to plan before changes take effect.
Key Changes (Effective end of 2026)
- Annual Rollover Limit: Up to 80 hours of unused PTO may roll over into the next year; hours above 80 will be forfeited.
- Accrual Cap: PTO will cap at 240 hours. Accrual pauses at the cap and resumes once the balance drops below.
- Grandfathered PTO: Employees with over 200 hours as of 12/31/2025 will not lose that time. Excess hours are grandfathered and should be used during 2026.
- Exempt Employees: PTO may be scheduled in 1-hour increments.
Media & News Release Policy
All news releases and media communications must be approved by the CEO or their designee. Public education about PHS programs and services is encouraged with prior CEO approval. This policy applies to all staff.
Quarterly Financial Education Workshop Series
Piedmont Health is launching a quarterly Financial Education Workshop Series to help staff build confidence, clarity, and long-term financial stability. Sessions will be led by a certified financial counselor from Financial Pathways of the Piedmont.
Questions? Contact wellnesscommittee@piedmonthealth.org
PHS Updates & Announcements
Flores Funds Updates
We are pleased to share that the recent issues some staff experienced accessing their Flores funds have now been resolved.
Flores recently made changes to their platform and upload site, which caused a delay in funding availability. Piedmont worked closely with their team to ensure accounts were properly set up for the year, and funding is now available.
We understand that this situation may have caused frustration or concern, especially for those who had funds deducted from their paychecks but could not access them at the time of a medical appointment. We sincerely apologize for the inconvenience and appreciate your patience while we worked toward a resolution.
If you continue to experience any issues accessing your funds, please contact HR for assistance.
Thank you for your understanding.
Weather Update:
The Weather Team met today (Friday, January 30, 2026) and, based on regional snow reports and the updated Saturday forecast, has decided to close all PHS Saturday clinics (Moncure, Carrboro, and Charles Drew) on Saturday, January 31, 2026.
The Weather Team will continue to assess conditions over the weekend. At this time, all PHS sites and PACE are scheduled to be open on Monday, February 2, 2026, pending review of updated information. Please monitor texts and messages for any updates.
The safety of our team members and patients remains our top priority. Thank you, and please stay safe.
Microsoft 365 Migration
Toward the end of week Jan-26, IT anticipates resuming M365 mailbox migrations. Pending final confirmation, our plan is to begin with the Chapel Hill location, with migration activities starting as early as this evening or tomorrow morning. Communications will be sent to Chapel Hill staff in advance to outline timing, expectations, and any required actions.
Pharmacy is Moving to PIONEER!!
Pharmacy is excited to announce that we have signed the proposal to move to a new pharmacy processing system, called PIONEER Rx. We will be transitioning over the coming months and are thrilled at the enhancements this should offer our teams - from improved reporting to better daily workflows, we believe this will have a huge positive impact on our programming for both staff and patients! Our SUPERUser team has been selected and we are raring to go! More to come ~ our GO LIVE dates will be decided soon!
What's Inside Epic — Modules & Features
đź’» Epic brings care together under one connected system.
Cadence
Scheduling & Registration
MyChart
Patient Portal & Engagement
Ambulatory
Clinical Documentation & Charting
Resolute
Billing & Revenue Cycle
Wisdom
Dental Module
PACE
Program of All-Inclusive Care for the Elderly
Together, these modules create one seamless experience for patients and staff alike.
3% Salary Increase Effective This Pay Period
Dear PHS Team,
We are pleased to announce that a 3% salary increase on base pay is now in effect for all eligible employees and will appear in this pay period's paycheck. This adjustment recognizes the dedication, professionalism, and outstanding contributions each of you makes toward our shared mission and continued success. In light of ongoing economic conditions, this increase also demonstrates our commitment to supporting our team members and their families.
The increase has been applied automatically to base salaries; no action is required on your part. We remain deeply grateful for your hard work and the positive impact you have on our organization and those we serve.
Thank you for your continued commitment. Should you have any questions regarding this adjustment, please contact our HR team.
Thank you
Daniella
Daniella
Kudos Corner: Celebrating Our Team
Kudos to Corey!!!
MANY THANKS to Corey Roberts for his excellent navigation and leadership during our two winter storms of the new year! Corey facilitated daily meetings throughout the timeline of the weather threats to keep all leaders informed and up-to-date on key concerns of the impending inclement weather events. Corey advised the leadership team on changes in upcoming weather conditions, helping guide decision-making for the safety of our staff and patients.
Shout out to Facilities!!
Thanks to facilities for ensuring our parking lots and sidewalks were cleared and ready for safe entry for all staff and patients! We appreciate your efforts and taking great care of our facilities and staff!
Our PACE Clinical Pharmacists ROCK!
Sending appreciation to our PACE Clinical Pharmacists, Caroline Chappell and Lindsey Green for their efforts to ensure that all PACE participants had adequate medications and backup plans for the inclement weather events. This is no small feat for nearly 300 participants, but they handled it with ease and the help of the nursing and clinical teams. Thank you both!!
#NHCW25 Contest Winners!
22 designs were submitted from across the nation
🏆 Winner: Pamela Williamson – Piedmont Health Services (NC)
Pamela's winning button design will be officially unveiled at NACHC's Policy & Issues (P&I) Forum in February — putting Piedmont Health Services on the national stage! Way to go, Pamela! 👏🎨
Above & Beyond for Safety
A big thank-you to Gary for stepping up this morning and helping keep everyone safe by assisting with parking during icy conditions. We also appreciate all staff for using the front and side parking lots and taking extra care. Teamwork like this helps keep our workplace safe for everyone—thank you! 👏❄️
Looking Ahead Together
As we close out another productive week, I'm filled with gratitude for the professionalism, resilience, and heart that each of you brings to this important work. The challenges we face in serving vulnerable populations are real and complex, yet your unwavering commitment to our mission gives me confidence that we will continue to make meaningful differences in people's lives.
The updates we've shared this week—from policy changes to technology implementations to individual acts of excellence—all reflect a common thread: our organization succeeds because of the people who show up every day with dedication and purpose. You are not just implementing programs; you are changing lives, supporting families, and strengthening communities.
As you move into the weekend, please take time to recharge and care for yourselves. The work we do requires not just professional expertise but also emotional resilience, and sustainable impact requires sustainable practices. Thank you for everything you do, for the populations we serve, for each other, and for our shared mission.
I look forward to connecting with you again next week with more updates, more celebrations of your achievements, and continued partnership in this meaningful work we do together.
"Together, we are building something remarkable—not just programs and services, but a culture of excellence, compassion, and unwavering commitment to those who depend on us.""Juntos, estamos construyendo algo extraordinario: no solo programas y servicios, sino una cultura de excelencia, compasión y compromiso inquebrantable con quienes dependen de nosotros."
With gratitude,
Daniella Jaimes-Colina, PhD, MBA, FACHE
Chief Executive Officer
Chief Executive Officer
