Updated Health Commerce System Requirements
The Situation Report | August 18, 2025
The Department of Health (DOH) has issued a Dear Administrator Letter regarding the Health Commerce System, the primary mechanism that the New York State Department of Health (Department) uses to communicate with Licensed Home Care Services Agencies (LHCSAs), Certified Home Health Agencies (CHHAs), Long Term Home Health Care Programs (LTHHCPs), and Hospice providers in New York State for emergencies, as well as for operational issues.
Regulations require that all Licensed Home Care Services Agencies, Certified Home Health Agencies/Long Term Home Health Care Programs, and Hospice providers must establish and maintain accounts for each agency it operates, including provider contact information, and ensure that sufficient and knowledgeable staff are available to maintain and keep their accounts current. These regulations include:
- For Licensed Home Care Services Agencies: 10 NYCRR Section 766.9(o)
- For Certified Home Health Agencies: 10 NYCRR Section 763.11(f)
- For Hospices: 10 NYCRR 794.1(n)
To ensure compliance, providers are expected to establish and maintain appropriate policies and procedures. The Department recommends that agencies review their policies and procedures at least annually to ensure that the following responsibilities are adequately addressed:
1. The HCS should be accessed daily. This means the system should be checked at least once every 24 hours and more frequently during an emergency to check for provider updates and announcements, alerts and other important Department communications.
2. The agency’s HCS Communications Directory must be kept current and updated, reflecting changes in general information and staff role changes as soon as they occur. This information should be reviewed at a minimum, on a monthly basis. An appropriate and applicable policy and procedure regarding this must be in place and reviewed at least annually.
3. Current contact information must be entered for:
a. An Emergency Contact (reachable 24/7)
b. Office of the Administrator
4. One or more appropriate staff members with an active HCS account must be assigned to each of the following roles:
a. Administrator
b. Operator
c. Director, Home Care Patient Services or Patient Services
d. Emergency Response Coordinator
e. HPN Coordinator
5. For agencies that employ Home Health Aides or Personal Care Aides, one or more appropriate staff members with an active HCS account must be assigned to each of the following roles:
a. Criminal History Record Check Authorized Person (CHRC AP)
b. Home Care Registry Agency Updater
c. Home Care Registry Agency Viewer
6. For agencies that operate a Home Health Aide Training Program (HHATP), one or more appropriate staff members with an active HCS account must be assigned to each of the Home Care Registry roles:
a. Home Care Registry Agency Updater
b. Home Care Registry Agency Viewer
c. Home Care Registry Certification Form Printer
d. Home Care Training Program Certificate Printer
e. Home Care Training Program Updater
f. Home Care Training Program Viewer
DOH will continue to monitor compliance with the regulations and take action on findings of noncompliance.
HCANYS likewise asks every HCANYS organizational member that enrolls in the HCS to please verify and, as necessary, update the information on your organization and your key contacts on the HCS site, especially the person or persons mandated for 24x7 contact availability. As HCANYS serves as a collaborative and contracted partner to the state and to NYC for health emergency preparedness, it is essential to the role of the home and community-based services sector to maintain updated and fully functional HCS participation information.
For questions about the updated requirements or requests for assistance with assigning HCS roles, please call (518) 408-1638 or send an email to