Key Reporting Deadlines for 2025

Staying on top of healthcare compliance deadlines is critical for ensuring your agency remains in good standing with Medicare, state regulators, and other oversight bodies. Each year, agencies are responsible for submitting a range of mandatory reports—including Credit Balance Reports, Cost Reports, and HHCAHPS data—as well as renewing essential certifications like CLIA waivers and state licenses. Missing even one deadline can result in payment delays, financial penalties, or jeopardized certification. This guide outlines the key reporting deadlines for 2025 to help you stay organized, compliant, and stress-free.

January 1–31: Q4 Credit Balance Report

• What: Quarterly Credit Balance Report for Q4 of the previous year

• Due: Anytime between January 1 and January 31

• Action: Submit timely to avoid CMS scrutiny or delays in payments

March 15: State Utilization Report (SIERRA)

• What: Annual State Utilization Report (California agencies only)

• Due: March 15

• Assistance: Our office can help you prepare and submit this report correctly

April 1–30: Q1 Credit Balance Report & HHCAHPS Participation

• Q1 Credit Balance Report:

  • Due: Between April 1 and April 30

  • Reminder: These are reviewed by Medicare; accuracy is critical

• HHCAHPS Survey Participation:

  • Requirement: If your agency had 60 or more qualifying, unduplicated patients from April 1 of the previous year to March 31, you must participate in the HHCAHPS data collection process

  • Deadline to Enroll/Request Exemption: April

  • Penalty for Non-Compliance: 2% payment reduction

  • Note: Agencies with 59 or fewer patients can apply for exemption

  • Action: Contract with a certified vendor and ensure CMS receives your data

May 31: Cost Report Submission

• What: Medicare Cost Report

• Due: May 31 (or within 6 months of receiving CMS certification letter for new providers)

• Reminder: This is crucial for proper reimbursement and continued certification

July 1–31: Q2 Credit Balance Report

• What: Quarterly Credit Balance Report for Q2

• Due: Anytime between July 1 and July 31

October 1–31: Q3 Credit Balance Report

• What: Quarterly Credit Balance Report for Q3

• Due: Anytime between October 1 and October 31

Ongoing Compliance Reminders

Annual State License Renewal

• Tip: Even if you don’t receive renewal paperwork, your agency’s state license must be renewed yearly.

• Risk: Operating with an expired license may lead to severe penalties or closure.

CLIA Waiver Certificates

If your agency performs any waived testing (e.g., blood sugar or PT/INR tests), you must hold both:

• State CLIA Waiver Certificate: Valid for 1 year

• Federal CLIA Waiver Certificate: Valid for 2 years

Action: Ensure both certificates are up-to-date and renewed accordingly.

Final Thoughts: Stay Ahead, Stay Compliant

Keeping track of these deadlines is essential for maintaining operational integrity and protecting your revenue streams. A missed credit balance report, a skipped HHCAHPS submission, or a forgotten license renewal can cost your agency more than just money—it could compromise your entire business.

If you need help preparing reports or navigating HHCAHPS participation, our office is here to assist. Partnering with experienced consultants ensures peace of mind and full compliance all year round.