Health Center Quarterly Performance Progress Reporting (HCQR) Overview
Grantee Technical Assistance Conference Call June 10, 2009
Objectives
This presentation will cover:
– – – –
WHO will be reporting HCQR WHEN will HCQR reports be submitted WHAT will be reported in the HCQR WHERE will HCQR reports be submitted
•
HOW your HCQR reports are entered in HRSA’s Electronic Handbook (EHB)
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Who will be reporting HCQR?
• Health center grantees who receives
support under the American Recovery and Reinvestment Act (ARRA) will submit the HCQR report – ARRA New Access Points (NAPs) – 3/09 – Increased Demand for Services (IDS) – 3/09 – Capital Improvement Program (CIP) – 7/09 – Facility Investment Program (FIP) – 11/09
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When will HCQR reports be submitted?
•
The HCQR is submitted ten days after the end of the quarter or, if that falls on a weekend or holiday, on the first day after that:
Report Number 1 2 3 4 5 6 7 8 9 Period Covered Initial Award – 6/30/09 Initial Award – 9/30/09 Initial Award – 12/31/09 Initial Award – 3/31/10 Initial Award – 6/30/10 Initial Award – 9/31/10 Initial Award – 12/31/10 Initial Award – 3/31/11 Initial Award – 6/30/11 Due Date 7/10/09 10/12/09 1/11/10 4/12/10 7/12/10 10/11/10 1/10/11 4/11/11 7/11/11
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What will be reported in the HCQR? • HCQR data is reported by Grant Type (e.g., NAP, IDS, CIP, FIP) and will be summarized into a universal report by the HCQR system • For each grant type, you will report data on
– Patients (New, Uninsured, By Service Type) – Visits (follows UDS table 5 categories) – Staffing by categories (“new” and “retained”)
• There will be a project narrative and section to attach ARRA-relevant articles
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What will be reported in the HCQR?
• Additional data elements to be added once CIP and FIP are awarded • Revised HCQR manual – September • Visit the http://bphc.hrsa.gov/recovery/ Web site
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What will be reported in the HCQR ?
• Unduplicated
Patients:
– Total new patients served in the ARRA program
– Total new uninsured served in the program – Total new patients by service type:
• • • • • •
Total new medical Total new dental Total new mental health Total new substance abuse Total new other health Total new enabling services
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What will be reported in the HCQR?
• Unduplicated
–
Patients:
Patients are unduplicated within each category, but will be counted in more than one category
– All counts are cumulative
•
A patient is counted once and only once in any category throughout the entire 27 month reporting period
– Each count has its own definition
•
There will be slight differences between IDS and NAP reports
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What will be reported in the HCQR?
•
A new patient is one who:
– Was never seen for any
• •
reportable service or counted for a UDS report prior to 2/17/09
May have received non-reported services such as a flu shot or a smoking cessation class May have been seen at an out-of-scope site
– Has now been seen once or more since 2/17/09 for a
reportable service
– NAP: New Start
grantees will include all patients seen within the scope of their new HRSA grant
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What will be reported in the HCQR?
•
An uninsured ARRA patient is one who:
– – –
Is a new ARRA patient who was uninsured at the time they were first seen or Is a new ARRA patient who was insured when first seen, but subsequently became uninsured or Is an “existing” patient who lost their insurance after 2/17/09
•
This is the only place where an “existing” patient will ever be reported on the IDS section of the HCQR
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What will be reported in the HCQR?
• As with all HCQR reporting the count of
uninsured patients is cumulative. Once a patient is reported as uninsured they continue to be included in the count of uninsured patients.
– This is true even if they later obtain insurance.
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What will be reported in the HCQR?
• For each HCQR service we obtain a cumulative
unduplicated count of the patients who have
accessed that service
•
A new medical patient, for example, is a new ARRA patient who has been seen one or more times for reportable medical services
– –
A patient may be counted once and only once in each category of service Thus, a patient may be counted as an ARRA medical patient and an ARRA dental patient.
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What will be reported in the HCQR?
•
For the purposes of HCQR reporting, new (medical / dental / mental health / etc.) patients must be New ARRA patients, as defined above.
– Do not include an “existing” patient who obtains a
“new” service.
– For example, an existing medical patient who is seen
for substance abuse services for the first time is not counted as a new substance abuse patient for purposes of the HCQR.
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What will be reported in the HCQR?
• •
Visits are reported using the same definitions that are used for all other BPHC reporting Specifically, they are:
– – – – –
Face to face With a licensed or credentialed provider Working independently Providing professional judgment And charting the visit
See appendix A in the HCQR manual
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What will be reported in the HCQR?
• •
Visits are reported by type (e.g., medical, dental,
mental health, substance abuse, other health, or enabling services)
Limits on visits include:
– – –
Only one per type per day But can have one of each type in a day One visit can be reported as only one type of service.
•
Visits are reported only at the type level (medical, dental, etc.), not the provider level (FP, NP, PA, etc.)
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What will be reported in the HCQR?
•
Visits are reported in the HCQR on a cumulative basis for the entire period of the ARRA grant .
– Each quarter will report a greater or, occasionally,
equal number of visits when compared to the prior quarter. the 27 month budget period of the ARRA grants.
– The report will not “re-set” to zero at any time during
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What will be reported in the HCQR?
• •
Staff may be impacted in any number of ways by the ARRA IDS and NAP grants Because of the overall focus of the American Recovery and Reinvestment Act, HRSA is measuring only the direct impact on employment in the quarterly reports Two categories of staff are reported: “New” and “Retained”
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•
What will be reported in the HCQR?
•
“New” staff are defined as staff who:
– Were not employed by the grantee on 2/17/09 and – Whose position is covered in whole or in part
• •
By ARRA grant funds By patient income from ARRA funded activities
– e.g., ARRA funds are used to hire a physician; Medicaid income
from increased production is used to hire a medical assistant. Count both positions.
•
NAP: New Start grantees will include all staff in the scope of their new HRSA grant
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What will be reported in the HCQR?
•
“Retained” staff are defined as staff who:
– Were employed by the grantee on 2/17/09 and
– Whose position would have been eliminated in whole
or in part were it not for:
• •
ARRA-supported grant funds Patient income from ARRA-supported activities
– NAP: New Starts will not have any retained staff •
Include “restored” staff who were terminated prior to 2/17/09 for fiscal reasons and who were then re-hired as a result of ARRA-supported funding
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What will be reported in the HQR?
• •
FTEs are based on paid hours – generally 2,080 hours per year for most grantees. FTEs reported on the HCQR are cumulative. A 1.0 FTE is reported as such in each report after it was filled/retained, regardless of how long the position is retained. FTEs are counted in the first report after the date the position would have been terminated.
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• Retained
Where will you report the HCQR?
1. HRSA will make the first ARRA HCQR available in the HRSA Electronic Handbooks (EHBs) on July 1, 2009, for the reporting period ending June 30, 2009. 2. Grantees will login to the EHBs, navigate to the report, complete and submit it.
3. Completing the HCQR Report is a two-step process:
a. Complete forms b. Review and submit report
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Prerequisites for using HRSA’s EHB System (All Users)
All users who wish to work on HCQR Reports must register in the HRSA EHBs
• • • The user account must be associated with the primary grant organization The primary grant must be added to their grant portfolio The project director must have provided the user access privileges to edit/view performance reports
https://grants.hrsa.gov/webexternal/login.asp
Need help? Get it here
New users start here
Read the guidelines here
If you have registered before, you do not have to register again. Use the same username and password. Contact the HRSA Call Center if you do not remember your username or password. 22
HRSA EHBs Notes
• HRSA EHBs allows you to work on your report in parts, save it online, and return to complete it later.
• Multiple users can work on the report at the same time.
• EHB sessions “time out” after 30 minutes of inactivity (you must key either the Save or Save and Continue buttons or navigate to a new page within 30 minutes. EHB does not interpret keying/entering text as activity).
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Navigating to the HCQR Reports: Welcome Page
Click View Portfolio to view your grant portfolio
Is this link disabled?
If it is, ask your Project Director for permission to access Performance Reports
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Navigating to the HCQR Reports: Grant Portfolio
1. Locate your H80 Health Center Cluster grant in the Grants List
2. Click Open Grant Handbook
HCQR Reports are in the H80 grant handbook for the primary Health Center Cluster grant. Do not select the New Access Point or Increased Demand for Services grant.
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Navigating to the HCQR Reports: Grant Handbook
This is the handbook for the H80 Health Center Cluster grant
HCQR Reports are performance reports. Click Performance Reports
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Performance Reports List Page
HCQR and other Performance reports are listed on the Performance Report page.
HCQR Report for Health Centers
HCQR Report for Health Centers
• First reporting period ends 06/30/2009. • The report is available for filing one day after the end of a reporting period. • The report is due 10 days after it is available. • Reports must be filed in order – You may not file a report for a quarter if you have not filed the report for the previous one. 27
Submission Status and Starting the HCQR Report
Submission Status: Describes the status of the HCQR Report while it is being prepared, reviewed, or revised, either originally or in response to a request for changes.
HCQR Report for Health Centers
Click Start Report It will say Edit Report if data entry has already been started.
Submission Status
In Progress Change Requested
Denotes
The report is in this status before it has been submitted. This indicates that the report was sent back for making changes. You must then make the needed changes and re-submit the report. This indicates that the report has been submitted either the first time or following a change request.
Submitted
Note: More submission statuses may be added in the future.
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Process Information Page
Helpful instructions appear at the top of every page.
HCQR
HCQR Report for Health Centers
Use the side menu to jump to any section of the report.
Observe your progress through the three steps to completing the report here. Gray = Not Started Blue = In Progress Green = Complete 508 Compliant!
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Process Information Page (continued)
HCQR Report for
Click View Details to display a list of users with permissions to work on the HCQR Report.
HCQR Submission
Use the buttons at the bottom of the page to save data entered or, in this case, to proceed to the next screen.
Links to useful resource documents (users guide, guidance document, etc.) 30
Status Overview Page
HCQR
The Status page shows all the sections of the report…
HCQR STATUS
One line for each grant award (e.g., if you only have a NAP grant, only the NAP line will appear)
…and the completion status of each section.
Click Update to open a page for editing. You can update any page, even those marked ‘Completed.’ Doing so may cause the status to revert to ‘In Progress.’
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Contact Information
HCQR
You must provide a designated HCQR Point of Contact. This is the person to whom the reviewer will turn if there are questions about the data.
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SF-PPR – Page 1
You can access SF-PPR Page 1 from the side navigation menu. SF-PPR Page 1 is the same for NAP and IDS. This tab tells you which one you are on.
Use the list to jump to other pages.
A link to your grant application Required fields are marked with an * 33
SF-PPR – Page 2
You can access SF-PPR Page 2 from the side navigation menu.
SF-PPR Page 2 is the same for NAP and IDS. This tab tells you which one you are on.
Use the list to jump to other pages.
Note on PRV (previously reported values) from previous HCQR reporting period
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SF-PPR – Page 2 (continued)
PRV = prior reported value from previous HCQR reporting period
SF-PPR – Page 2 is the same as the Personnel by Major Service Category section of the grant application. The application asked for proposed numbers. This form asks for actual numbers.
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Review Page
HCQR
Use this button to print all the forms in the report
Click View to open a printable (HTML format) version of any section of the report.
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Submit Page
HCQR
HCQR Details
HCQR Status
Once all sections are Complete, click the Proceed to Submit button to access the submit page, where users with permission can sign and submit the HCQR Report.
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Submitting the HCQR Report
HCQR
HCQR CERTIFICATION
The grantee’s Authorizing Official (AO) should complete and submit the HCQR reports.
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Post-Submission
• The BPHC will review your report. • The BPHC will initially contact the HCQR Point of Contact person with questions and/or comments. • The BPHC will work with you to resolve any errors or discrepancies in your ARRA Quarterly Report.
You will use the EHBs system to make any changes to your report.
• You will always be able to view your submission in read-only format.
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Resources
Resource BPHC Help Desk Phone: 301-443-7356 (8:30AM to 6:00PM ET) Email: BHCMISys@hrsa.gov HRSA Call Center Phone: 877-Go4-HRSA/877-464-4772; 301-998-7373 (9:00 AM to 5:30 PM ET, M-F) Email: callcenter@hrsa.gov JSI Help Desk Phone: 866-UDS-HELP (8:30AM to 5:00PM ET) Phone Program help by phone. Type Phone and/or E-mail Phone and/or E-mail Purpose Program or System help by phone or e-mail.
System help by phone or via e-mail. Do not use for program questions.
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