Appeals and Grievances
NCCPA is here to assist you if you have an exam grievance, need an exception to policy or have a disciplinary issue. We understand that things can happen and have policies in place to help in specific situations. We have created a video that has a wealth of information and can answer many of your questions. If you find yourself needing assistance in one of the areas above, we have more specific information below the video.
If you believe that some unusual event or condition relating to the exam administration caused a significant adverse effect on your performance, you may submit a grievance regarding the exam administration. However, an exam grievance may not be used to challenge exam design, content or a failing score. To report a grievance, you must submit to the NCCPA within three (3) business days after the exam in question, a dated and signed letter describing the situation with any relevant supporting documentation. If you need to file an exam grievance regarding the administration of your exam, you can submit your written, dated and signed request to (email@example.com or fax 678-417-8135) to NCCPA. Make sure to include your NCCPA number and signature in the letter and any supporting documentation.
If you need to request an exception to policy or extension of certification maintenance requirements, you will need to submit the information listed below.
- You must submit the Request for an Exception to Policy form. (Submission instructions with examples of supporting documentation are listed on the second page of the form.)
- Appropriate and verifiable supporting documentation must be included with the signed or e-signed request (see examples below or on the second page of the Request for an Exception to Policy form).
Once received and verified, we will notify you via mail or e-mail within 30 days. Please review the Review and Appeal Process for Adverse Decisions document to help you understand the basis for the decision. If you do not agree with the decision of NCCPA, you can request that the Review Panel review your case for $100.
Types of circumstances and documentation accepted:
Note: In all cases, the decision as to whether the circumstances qualify for an exception to policy will be at the sole discretion of the NCCPA.
For Personal Medical Issues : An original letter on company letterhead signed by the treating physician. The letter must specifically state the nature of the medical issue, that the doctor is the treating physician, the length of time the physician has been treating you, and an explanation of how the medical issue prevented you from being able to comply with the outstanding requirement at the time in question (i.e . taking an exam, CME earning or logging, etc.). Note: We do not accept letters from PA co-workers, nurses, hospital records, procedure notes, medical reports, discharge instructions, bills, etc.
For Family Member Medical Issues : An original letter on company letterhead signed by the treating physician. The letter must specifically state that the doctor is the treating physician, that you were/are the primary caregiver to the family member at the time in question and that, as a result, you were not able to comply with the outstanding requirement, (i.e. taking an exam, CME earning or logging, etc.) ( Note: We do not accept letters from nurses, hospital records, procedure notes, medical reports, discharge instructions bills, etc .)
For Military Issues : A copy of your military orders which lists the dates of deployment or an original letter on military letterhead signed by the Commanding Officer, which specifically states that due to the military obligation, you were not able to comply with the outstanding requirement, (i.e. taking an exam, CME earning or logging, etc.) It must have an original signature. And complete the Request for an Exception to Policy form.
For Death In The Family : A copy of the death certificate or a copy of the obituary which lists you as a relative.
For Personal Life Issues: Documentation can vary. In cases involving legal issues, a copy of court issued documents which confirm the date in question or an original letter on company letterhead signed by the attorney, which specifically states that due to the legal issue, you were not able to comply with the outstanding requirement, (i.e. taking an exam, CME earning or logging, etc.) It must have an original signature.
For Weather Related Issues: If the incident was on mass scale, such as Hurricanes Katrina and Ike, you do not have to submit documentation. We must still receive a signed request from you via mail. If the incident affected just you, you must submit proof of the incident along with a signed request via the mail.
If your particular circumstance does not fall into one of the above categories, you can contact NCCPA at firstname.lastname@example.org or 678-417-8123 and we can tell you if your circumstance qualifies.
NCCPA endeavors to assure the public that certified physician assistants meet professional standards of knowledge and skills. NCCPA also attempts to ensure that the physician assistants we certify are upholding appropriate standards of professionalism and ethics in practice.
If you think you might be in violation of NCCPA policies or standards, read our Code of Conduct for Certified and Certifying Physician Assistants, Disciplinary Policy and Appeals Policy. These documents are good resources to make sure that you are following correct protocol. If you have any questions, you can e-mail our legal department.