Policies and Discounts

Registration and Payment

Payment in full is required to process your registration. A separate registration form for each participant is required and must accompany your payment. An incomplete registration form may delay your registration. For faster processing, register online and pay with a credit card or by eCheck.

For payments by check, navigate to the desired event in the NCQA Education LMS (education.ncqa.org), click the register button, add the course to your cart, and checkout. On the checkout screen, select the Pay Later option. You will receive an email with an invoice and instructions to pay by check.

Multi-User Registration

You may register multiple learners for an event using multi-user registration. To do so, navigate to the course page in the NCQA learning management system, click the Register tab, then click the link to register multiple participants. This option allows users to register multiple participants with one payment method. To register multiple participants with separate payments, users should use a separate individual or multi-user registration per payment method.

Registration and Confirmation

You will receive an e-mail confirmation when your registration has been processed. Do not make nonrefundable travel and hotel arrangements until you receive confirmation. 

Recording

The use of recording devices is prohibited for all NCQA programs. 

Program Materials/Copyright

Registration for NCQA programs may include copyrighted program materials for attendees. Distribution of program materials is limited to registered attendees. NCQA does not sell or provide additional copies of program materials.

Access and Accommodations

Please submit disability accommodation and other special requests through my.ncqa.org at least 14 business days before the event.

Hotel Accommodations

After you receive confirmation, contact the facility where the seminar will be held to reserve your room. See individual seminar descriptions for location and contact information. We strongly recommend that you make reservations early; rooms and rates are based on facility availability. NCQA does not validate or reimburse for seminar parking. For seminars held at NCQA headquarters, see the list of hotels near NCQA.

NCQA Location

NCQA offices are located at 1100 13th Street NW, Third Floor, Washington, DC 20005.

Dress

Casual business attire is appropriate. Meeting rooms tend to be cool. We recommend that you bring a sweater or light jacket.

Substitutions

If you have registered for a seminar and are unable to attend, you may designate a substitute registrant from your organization. To do so, log-in to the NCQA Education LMS (education.ncqa.org), navigate to the event you wish to substitute out of (My Account >> My Courses >> Pending Activities), and click the substitution request link on the “Take Course” tab. You will be prompted to enter the information of the Learner who will be taking your place. Substitution requests must be made before the first day of the seminar. We will send a confirmation e-mail to the substitute registrant within one-two business days.

Seminar Transfer

If you cannot attend a seminar you have registered for, you may transfer your registration fee to another open NCQA seminar (space permitting). To do so, log-in to the NCQA Education LMS (education.ncqa.org), navigate to the event you wish to transfer out of (My Account >> My Courses >> Pending Activities), and click the transfer request link on the “Take Course” tab. You will be prompted to select the course you wish to transfer out of and enter information on the course you wish to transfer into. Transfer requests must be made at least 10 days before the start of the seminar. There is a $150 processing fee. Seminar selection must be made at the time of the transfer. Transfers may be made once only. NCQA cannot honor transfer request for online programs, special events and conferences. You will receive a confirmation e-mail within one -two business days. Do not make nonrefundable travel and hotel arrangements until you receive confirmation.

Seminar and Webinar Cancellations/Refunds

If you cannot attend a seminar or a live webinar for which you are registered, you may request a refund. To do so, log-in to the NCQA Education LMS (education.ncqa.org), navigate to the event you wish to cancel (My Account >> My Courses >> Pending Activities), and click the cancel request link on the “Take Course” tab. You will be prompted to select the course you wish to cancel. Registrants who cancel more than 10 business days before the seminar are entitled to a refund of the registration fee paid minus a processing fee of $150.00 for a seminar or $25.00 for a live webinar. No refund will be given for on-demand events and for cancellations less than 10 business days prior to the start of a seminar or live webinar. Cancellation and refund policies are subject to change for special events and conferences. You will receive an e-mail confirmation when your request has been processed. Refunds will be in the same form as payment received. Processing may take up to 30 days.

NCQA Program Cancellation

In the event that an NCQA program is cancelled, NCQA is not responsible for airfare, hotel accommodations and/or other incurred costs.

Discounts

Discounts must be requested at the time of purchase and cannot be applied retroactively or combined. If more than one discount applies, the greater discount will be given. Discounts may not be used for online programs or onsite training.

ACUG: Members of the NCQA Accreditation/Certification Users Group receive vouchers for discounts on NCQA seminars. Voucher criteria and discounts may vary and must be redeemed at enrollment. Contact us through my.ncqa.org with questions or to request your discount.

CCE Team Discount: When a CCE registers at the full price for a live CCE Quarterly Webinar, one or more CCEs from the same organization are eligible to receive a discount when they register for the same webinar. Submit requests through my.ncqa.org after the first CCE registers at the full price. Include the name and email address for all CCEs who want to register at the discounted rate; NCQA will email them a discount code. Requests must be made at least 24 hours before the posted webinar start time.

Certified HEDIS Auditors: Certified HEDIS Auditors are eligible for a 10% discount on NCQA seminars. Vouchers may not be used for online programs or onsite trainings. Contact us through my.ncqa.org with questions or to request your discount.

Early Bird: Early bird discounts are applied automatically at checkout for eligible events. Use the “Find Possible Discounts” button to refresh available discounts after changing/adding registration information on the checkout page.

Government: Employees of federal, state and local governments receive a 25% discount. The discount is applied automatically at checkout for eligible learners with a .gov, .mil or .us email address. Use the “Find Possible Discounts” button to refresh available discounts after changing/adding registration information on the checkout page.

Other government employees: E-mail a letter on agency letterhead to conference@ncqa.org, or fax it to 202-955-3531, stating that you are a federal, state or local government employee. The letter must be received before you register for an event. The discount is not retroactive.

HUG: Members of the NCQA HEDIS Users Group receive vouchers for discounts on NCQA seminars. Voucher criteria and discounts may vary, and must be redeemed at enrollment. Vouchers may not be used for online programs or onsite training. Contact us through my.ncqa.org with questions or to request your discount.

Team: Register three or more individuals from your organization at the same time, for the same seminar, with one payment method, and each will receive a 15% discount. To apply the discount, use the multi-user registration link on the course registration page. The 15% discount will be applied automatically at checkout.

Note: If one or more registrant cancels before the seminar, the 15% discount will no longer apply, and each remaining registrant must pay the 15% difference before the start of the seminar.

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