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Project Submission Form for Hospitals

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Project Submission Form for Hospitals

Facility identifying information

All sections of this form must be completed. Altered forms will not be accepted

Facility name

Street address

City IL ZIP code

Project identifying information

All sections of this form must be completed. Altered forms will not be accepted

Project name

IDPH Number

Type of project

Type of submission

Total gross square footage of project area

Number of beds

acute mental illness beds
present
proposed
change
ICU beds
present
proposed
change
long term acute care beds
present
proposed
change
long term care beds
present
proposed
change
medical/surgical beds
present
proposed
change
neonatal beds
present
proposed
change
obstetric beds
present
proposed
change
pediatric beds
present
proposed
change
rehabilitation beds
present
proposed
change
TOTAL
present
proposed
change

Certificate of Need

Submit a copy of the approved certificate of need (CON).

CON project number Date approved

Is this a phased occupancy project?

Estimated project cost

1. Site preparation costs
$
2. Demolition costs
$
3. Construction contracts (including cost of materials)
$
4. Change orders
$
5. Subtotal - lines 1 thru 4
$
6. Fixed capital equipment
$
7. Add lines 5 and 6
$
8. If line 6 is 51 percent more than line 7, then multiply line 6 by .20
$
9. Add lines 5 and 8: adjusted estimated project cost
$
10. Plan review fee to be submitted
$
11. Is the facility a disproportionate share hospital?
12. Is the facility a rural hospital with 75 beds or less?
13. If line 11 or line 12 is "yes"; reduce line 10 by 50 percent.
$
14. Total from line 10 or line 13 (whichever is applicable)
$

Code analysis information for EXISTING BUILDING for a renovation/remodel project

Building Construction type per NFPA 220 for the existing building in which the renovation/remodel is occurring.

Number of stories Height in feet Year built

Sprinkler system

Fire pump capacity Water main size

Emergency power Generating set UPS

Fuel storage in gallons

Fire alarm

UL assembly number / rating details

Code analysis information for NEW CONSTRUCTION of a new building or addition to the existing building

Number of stories Height in feet

Sprinkler system

Fire pump capacity Water main size

Emergency power Generating set UPS

Fuel storage capacity

Fire alarm

Contact Information

Name of facility representative Title

Facility/Organization

Address

City State ZIP code

Phone number

E-mail address

Architectural firm

Address

City State ZIP code

Phone number

Name of architect of record for the project licensed in State of Illinois

E-mail address for architect of record Illinois license number

Sprinkler contractor

Address

City State ZIP code

Contact name Phone number

E-mail address Illinois State Fire Marshall license number

HVAC design firm

Address

City State ZIP code

Contact name Phone number

E-mail address

Electrical system designer

Address

City State ZIP code

Contact name Phone number

E-mail address

Fire alarm company

Address

City State ZIP code

Contact name Phone number

E-mail address

Functional program narrative

Provide a functional program narrative for the project that describes the purpose of the project, departmental relationships, space requirements and other basic information relating to fulfillment of the facility's objectives. The functional program shall include a description of those services necessary for the complete operation of the facility.

Systems program narrative

Provide a systems program narrative describing all special systems including, but not limited to, fire alarm, nurses call, special locking devices, security packages, electrical, plumbing, HVAC, medical gas and fire protection.

Attach additional sheets if needed.

Important notice The state agency is requesting disclosure of information that is necessary to accomplish the statutory purpose as outlined under Public Act 90-0327. Disclosure of this information is mandatory.

Enter text✕

What the Project Submission Form for Hospitals Is

The Project Submission Form for Hospitals is a standardized document used to propose capital, operational, clinical or IT projects for review within a hospital or health system. It captures project scope, objectives, timeline, budget estimates, stakeholder contacts, regulatory considerations and supporting attachments so reviewers can assess feasibility, compliance with clinical standards, and alignment with institutional priorities.

Why a Clear Submission Form Matters

A well-structured form improves decision speed, reduces follow-up questions, and documents intent and approvals for audits. For hospital projects it also helps surface HIPAA risks, budget impacts, and procurement triggers early in the process.

Why a Clear Submission Form Matters

People Who Complete or Review This Form

The form is completed by staff proposing projects and reviewed by operational, clinical and finance teams before approval.

  • Project manager or sponsor in clinical, facilities, or IT roles responsible for submission and primary contact.
  • Clinical lead or department chair who confirms clinical workflow, patient impact, and safety considerations.
  • Finance/procurement reviewer who evaluates budget, funding source, vendor selection, and contract triggers.

Final approval typically involves procurement, compliance, and an executive sponsor depending on project size and risk.

Step-by-step: Submitting a Project

Follow these stages to prepare, submit, and track a hospital project request from initiation through committee review.

  • 01
    Prepare: Gather scope, budget, timeline, and attachments.
  • 02
    Submit: Complete the form and send to the designated inbox or portal.
  • 03
    Review: Department reviewers and compliance assess clinical and regulatory fit.
  • 04
    Decision: Committee approves, requests changes, or declines with rationale.

Where to Send and How the Form Moves

Forms typically follow an established routing pattern within the hospital. Below are common destinations and next steps after submission.

  • Department Routing: Automatic or manual routing to clinical and facilities reviewers.
  • Compliance Review: Compliance team checks HIPAA, safety, and data-sharing issues.
  • Finance/Procurement: Budget validation, vendor selection, and purchase approvals.
  • Executive Committee: Final approval body for capital or high-risk projects.

Configuring the Online Submission Workflow

Set up fields, routing rules, and required attachments so the form enforces completeness and sends notifications automatically.

Field Configuration
Required Fields Make title, budget, and contact fields mandatory.
Conditional Routing Route large budgets to executive review automatically.
Attachments Require specifications, quotes, and compliance checklists.
Notifications Send email/SMS alerts to reviewers and submitters.

Technical Requirements for eSubmission

Choose a platform that accepts PDF and DOCX uploads, produces audit trails, and supports healthcare compliance configurations.

  • File Formats: PDF, DOCX, XLSX supported
  • Integrations: Connects to EHR, SharePoint, and NetSuite
  • Authentication: Email, SMS, SSO options

Security and Compliance Essentials

Encryption: TLS 1.2/1.3; AES-256 at rest
HIPAA: Protected with BAA required
Audit Trail: Timestamped actions and logs
Access Controls: Role-based permissions
Authentication: Multi-factor and SSO available
Certifications: SOC 2 Type II, ISO 27001

Common Risks and Penalties to Watch For

HIPAA Violations: Civil or criminal penalties
Contract Exposure: Unclear approvals can void agreements
Funding Loss: Missed deadlines may forfeit grants
Procurement Noncompliance: Bid irregularities create liabilities
Data Breach: Notification and remediation costs
Inaccurate Budget: Cost overruns and audit findings

Typical Timelines and Turnarounds

Institutions set specific submission windows and internal review SLAs. Confirm local schedules to align procurement, clinical and capital planning.

Submission Window:

Check cycle dates set by the hospital planning office

Initial Review:

Allow departmental review time; commonly 7–30 days

Committee Decision:

Executive or capital committee meets monthly or quarterly

Project Start:

Start date depends on procurement and funding approvals

Reporting Cadence:

Post-approval status reports often monthly

Best Practices for Accurate and Efficient Submission

Follow these practices to reduce delays, ensure compliance, and improve reviewer confidence in your submission.

Complete All Required Fields
Validate that title, budget, timeline, vendor quotes, and primary contacts are present. Incomplete forms cause automatic rejection or delayed routing, so run a checklist before submission to ensure each mandatory element is attached and clearly formatted.
Attach Supporting Documentation
Include technical specs, vendor quotes, clinical impact analyses, and risk assessments. Reviewers rely on attachments to verify cost estimates and clinical safety; missing attachments typically trigger requests for resubmission and extend approval timelines by weeks.
Address HIPAA and Privacy
Note any use of PHI, planned data flows, and third-party access. Provide a summary of safeguards and whether a Business Associate Agreement will be required to prevent compliance delays and to document lawful data handling.
Use Standard Naming Conventions
Name files consistently (projectTitle_department_date.pdf) and include version numbers. Clear file naming reduces confusion during review, ensures the correct attachments are archived, and simplifies audit retrieval.

Real-world examples of electronic submission and signing

These examples show how digital submission and e-signature workflows have been applied by real organizations to streamline approvals and maintain compliance.

John Butler, Fertility Centers of Illinois

An outpatient specialty provider adopted online submission for equipment and policy changes to centralize approvals and tracking.

  • The team emphasized simplicity and compliance.
  • John Butler said the airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

Brian Fitzgibbons, Optica Ventures LLC

A small healthcare-adjacent operator standardized proposals across sites to reduce review cycles.

  • Standardized templates reduced queries.
  • The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

eSignature vendor comparison for hospital submission workflows

Key plan features and starting prices for common eSignature vendors. signNow appears first for direct feature comparison and pricing context.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (Business Premium) Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

FAQs and Troubleshooting for Hospital Project Submissions

Answers to common questions about signing, compliance, and submission issues when using an electronic project form.


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