FQHC Look-Alike Baseline Scope Verification for Implementation of Electronic Information Systems

1. FQHC Look-AlikeBaseline Scope Verification for Implementation of Electronic Information Systems June 30, 2010 Esther Paul, Public Health Analyst Anil Bommakanti, Consultant Department of Health and Human Services Health Resources and Services Administration Bureau of Primary Health Care

2. Objectives of this Session Review HRSA ‘s goal of Integrating into Electronic Systems and the key activities involved Review the progress towards FQHC Look-Alike Program integration into electronic information systems and upcoming activities Provide FQHC Look-Alikes with detailed information about Baseline Scope Verification in Electronic Hand Book (EHB) Provide technical assistance resources

3. FQHC Look-Alike integration into EHB

4. Integration into Electronic Systems FQHC Look-Alike application submissions will be submitted electronically in EHB HRSA will process FQHC Look-Alike application submissions electronically in EHB HRSA will communicate electronically with FQHC Look-Alikes and applicants through EHB

5. Key Activities EHB Registration Baseline Scope Verification (BSV) Module Change in Scope (CIS) Module FQHC Look-Alike Applications Module (FLAAM)

6. Progress To Date • HRSA successfully collected basic information about all FQHC Look-Alike organizations and their Authorizing Officials • Starting June 16, 2010 FQHC Look-Alikes began Registering in HRSA’s EHB • Registration ends July 1, 2010

7. Next Steps The next step towards the integration of the FQHC Look-Alike Program into HRSA’s electronic information system will be Baseline Scope Verification in the EHB

8. Timeframe for BSV • FQHC Look-Alikes will begin BSV in EHB on July 1, 2010. • All FQHC Look-Alikes must complete BSV in EHB by July 14, 2010.

9. Baseline Scope Verification (BSV):Guidance for FQHC Look-Alikes in Completing their BSV Submission

10. Outline • Overview of the BSV Process • Using the EHB BSV Module to prepare and submit your BSV • Questions and Answers

11. Overview of the BSV Process URLs HRSA EHBs:https://grants.hrsa.gov/webexternal/home.asp Prepare Read Policy Assistance Letter Register in EHB Assemble data on services, sites, activities Designation Letters, CIS requests, supporting documents Complete Application Package: General Information, Forms 5A, 5B, 5C, Additional Supporting Documents Complete Forms: Complete fillable forms; upload appropriate information Review for completeness and accuracy; check attachments; note tracking number Submit BSV submission PO Review Project Officer reviews submission Project Officer may provide feedback or request additional information FQHC Look-Alike can only change what has not been approved Resubmit if necessary Results BPHC reviews and approves scope FQHCLA is notified of approved scope by email

12. EHB Login Page:Navigating to Baseline Scope Verification • Step 1: Click on FQHC LA Home. • Step 2: Click on the Other Submissions link under the Submissions sectionof the left side menu to get to the BSV… • … or click the Other Submissions link here. Step 1: Click on FQHC LA Home. Step 2:Click on the Other Submissions link under the Submissions sectionof theleft side menuto get to the BSV… … or click the Other Submissions link here.

13. Navigating to Baseline Scope Verification • Enter the BSV Authentication code that was sent to your organization’s Primary Point of Contact. • Anyone who enters this code will have access to the BSV Request. Enter the BSV Authentication code that was sent to your organization’s Primary Point of Contact. Anyone who enters this code will have access to the BSV Request.

14. Navigating to Baseline Scope Verification Look for the Baseline Scope Verification record. • Look for the Baseline Scope Verification record. • Instructions links to BSV Users Guide for FQHC Look-Alikes. • Click here to begin the BSV Submission. Instructions links to BSV Users Guide for FQHC Look-Alikes. BSV Status. Click here to begin the BSV Submission.

15. Beginning Baseline Scope Verification Users must acknowledge that they have reviewed the Policy Information Notice (PIN) associated with the Baseline Scope Verification activity before they can Continue to the BSV submission. Users must acknowledge that they have reviewed the Policy Information Notice (PIN) associated with the Baseline Scope Verification activity before they can Continue to the BSV submission.

16. BSV Status Page This is the Baseline Scope VerificationStatus Overview screen. Note theBSV Tracking #. This is the Baseline Scope Verification Status Overview screen. Note the BSV Tracking #. BSV Submission Sections. View/Hide users who have access to the BSV Request. BSV Submission Sections. BSV Completion Status for each Section. Actionoptions.

17. Example of the View Users with Permissions on the BSV Status Screen Users who have access to the BSV Request Users who have access to the BSV Request

18. BSV General Information Screen Click the Add Information button … … to open the Update General Information page.

19. BSV Form 5 – Part A: Services Provided Form 5 – Part A defines your project’s scope of services. List of required clinical services with checkboxes indicating how the FQHC Look-Alike provides the service. List of non-clinical services. Attached document explaining why the FQHC Look-Alike does not provide one or more Required Services.

20. BSV Form 5 – Part A Error Message:Missing Mode of Service Provision Click this View linkto get a list ofmissing required services. Click this View link to get a list of missing required services. Use this Attach File button to provide a justification for why you do not provide the missing required services. Use this Attach File button to provide a justification for why you do not provide the missing required services.

21. BSV Form 5 – Part A: Additional Services Click the Add button to open Add New Service page. If they are in your scope of project, you should have appropriate program documentation for these services. • You may skip this section if you have no services to add. • This section is marked complete by default. Click the Add buttonto openAdd New Service page. If they are in your scope of project, you should have appropriate program documentation for these services. • You may skip this section if you have no services to add. • This section is marked complete by default.

22. BSV Form 5 – Part A: Additional ServicesAdding a Service Choose service(s) from the pick list, specify mode(s) of service provision, and then click the Save and Continue button. Choose service(s) from the pick list, specify mode(s) of service provision, and then click the Save and Continue button.

23. BSV Form 5 – Part B: Service SitesList of Sites in BPHC Records • BSV Form 5 – Part B has two sections: • List of Sites in BPHC Records; • List of Sites Missing from BPHC Records. • The list of sites in BPHC records is populated with sites that are in your FQHC Look-Alike scope according to BPHC’s records as of June 29, 2010. • Review each site individually to verify that it qualifies to be part of your scope. • For each site that qualifies, ensure that the information is accurate and complete. Update as necessary.

24. BSV Form 5 – Part B: Service SitesList of Sites in BPHC Records Choose List of Sites Missing from BPHC Records, and then click the Go button when you are ready to go to the List of Sites Missing from BPHC Records page. Click to start your review of this site. Click to view the updated site record. Upper line shows the information as it appears in BPHC’s record.Lower line shows the information as updated by you. Choose List of Sites Missing from BPHC Records, and then click the Go button when you are ready to go to the List of Sites Missing from BPHC Records page. Upper line shows the information as it appears in BPHC’s record.Lower line shows the information as updated by you. Click to start your review of this site. Click to view the updated site record.

25. BSV Form 5 – Part B: Service SitesReview Site Physical Address Clicking Start Review opens this review page. At any time during the review, you can click the Site Details link to open a formatted screen of the information that BPHC has for the site. This screen is printable.

26. BSV Form 5 – Part B: Service SitesReview Site Physical Address Answer the questions to determine whether the site qualifies to be part of your scope. Please take note of the options regarding the correctness of the site’s physical address as downloaded from BPHC records. Address-change examples:ZIP Code change;Suite number change; 911 address reassignment.

27. BSV Form 5 – Part B: Service SitesReview Site Physical Address:Impact of Responses to Question 4 Q4 Option Selected • Yes BSV Module Response • Next screen is the Update Site page where you can update all fields except the site physical address ‘Your Decision’ Value • Site missing info updated Q4 Option Selected • No, site has physically moved BSV Module Response • Next screen is the Update Site page where you can update all fields ‘Your Decision’ Value • Site physically moved Q4 Option Selected • No, site address has changed [For minor typographical errors and address changes outside your control (zip code change; suite # change)] BSV Module Response • Next screen is the Update Site page where you can update all fields ‘Your Decision’ Value • Site address has changed Q4 Option Selected • No, BPHC record is showing address incorrectly BSV Module Response • Next screen is the Update Site page where you can update all fields ‘Your Decision’ Value • Site address incorrect

28. BSV Form 5 – Part B: Service SitesUpdate Site This is the Update Site form. This form asks for a lot of information. While completing the form, you should save your work at frequent intervals.

29. BSV Form 5 – Part B: Service SitesService Site Type • Types of Service Sites • Service Delivery Site – health, dental, other non-administrative services performed at this site. • Administrative/Service Delivery Site – both administrative and non-administrative services performed at this site. • Question: If I am a Migrant Health Program ‘Voucher Model’ site, which one do I pick? • Answer: If you only do administration at this site (e.g., administrative office only) or you only provide ‘voucher model’ screenings (e.g., eligibility, service need assessment, voucher/referral processing) at this site, select Administrative. • If you perform both ‘voucher model’ screenings and provide contracted services at this site, select Administrative/Service Delivery Site. Types of Service Sites Service Delivery Site – health, dental, other non-administrative services performed at this site. Administrative/Service Delivery Site – both administrative and non-administrative services performed at this site. Question: If I am a Migrant Health Program ‘Voucher Model’ site, which one do I pick? Answer: If you only do administration at this site (e.g., administrative office only) or you only provide ‘voucher model’ screenings (e.g., eligibility, service need assessment, voucher/referral processing) at this site, select Administrative. If you perform both ‘voucher model’ screenings and provide contracted services at this site, select Administrative/Service Delivery Site.

30. BSV Form 5 – Part B: Service SitesLocation Type • Location Types • Permanent – typically open year round at a fixed location on a full- or part-time basis • Seasonal – typically open less than 12 months during the year at a fixed location on a full- or part-time basis • Intermittent – sites operated on a regularly scheduled basis for a short period of time at locations that change frequently (e.g., monthly) as necessary to continue services to the target population. • Migrant Voucher Screening – a special type of Seasonal or Intermittent site under the Migrant Health Program where FQHC Look-Alike staff screen presenting patients for eligibility, service needs, and issue vouchers/referrals to contracted service providers in the community. • Mobile Van – staffed by FHQC Look-Alike clinicians providing direct primary care services at various locations on behalf of the FQHC Look-Alike. Location Types Permanent – typically open year round at a fixed location on a full- or part-time basis Seasonal – typically open less than 12 months during the year at a fixed location on a full- or part-time basis Intermittent – sites operated on a regularly scheduled basis for a short period of time at locations that change frequently (e.g., monthly) as necessary to continue services to the target population. Migrant Voucher Screening – a special type of Seasonal or Intermittent site under the Migrant Health Program where FQHC Look-Alike staff screen presenting patients for eligibility, service needs, and issue vouchers/referrals to contracted service providers in the community. Mobile Van – staffed by FHQC Look-Alike clinicians providing direct primary care services at various locations on behalf of the FQHC Look-Alike.

31. BSV Form 5 – Part B: Service SitesSub-recipient and Contractor Sites If the Site is operated by Sub-recipient or a Contractor you must provide additional information. Click the Add button. Complete the Add Service Site Organization form. Note: MHP ‘Voucher Model’ sites do not have to include contract provider organizations! If the Site is operated by Sub-recipient or a Contractor you must provide additional information. Click the Add button. Complete the Add Service Site Organization form. Note: MHP ‘Voucher Model’ sites do not have to include contract provider organizations!

32. BSV Form 5 – Part B: Service SitesReview Site Physical Address: Your Decision Location of ‘Your Decision’ Value as it shows on theBSV Form 5 – Part B: Service Sites List screen • Values under ‘Your Decision’ • Pending Review • Site not ours • Site has been terminated • Site does not qualify Location of‘Your Decision’ Valueas it shows on theBSV Form 5 – Part B: Service Sites Listscreen • Values under‘Your Decision’ • Pending Review • Site not ours • Site has been terminated • Site does not qualify

33. BSV Form 5 – Part B: Service SitesList of Sites Missing from BPHC Records • The second section of BSV Form 5 – Part B is the list of sites missing from BPHC records. • This section is for sites in your current FQHC Look-Alike scope that are missing from BPHC records. • You may add any site you maintain that is not listed in BPHC records. Enter the information and provide documentation to justify its inclusion in your scope. • You may skip this section if you have no sites to add. • This section is marked complete by default.

34. BSV Form 5 – Part B: Service SitesList of Sites Missing from BPHC Records • Click this button to add sites for which you have documentation (e.g., Designation Letter, approved CIS Request), that you believe are in your scope of project, but did not appear in the List of Sites in the BPHC records. • Site additions will be reviewed.

35. BSV Form 5 – Part B: Adding a Missing Site • Domestic Violence sites – addresses associated with these sites will be • protected/secured • blocked from ‘Find a Health Center’ and similar listings • viewable by only selected/specified individuals Answer the service delivery site qualification questions. Choose a site location setting. Click the Continue button. Answer the service deliverysite qualification questions. Choose a site location setting. Clickthe Continue button. • Domestic Violence sites – addresses associated with these sites will be • protected/secured • blocked from ‘Find a Health Center’ and similar listings • viewable by only selected/specified individuals

36. BSV Form 5 – Part B: Adding a Missing Site • Sites you add must first be registered at the HRSA level. • You will see the list of your sites that are already registered. • If the site you wish to add is in the list and selectable, select it and update the information. • If the site is in the list but not selectable, the note at the bottom of the list will tell you why. • If the site is not in the list, you will first register the site’s name and address to add the site to the list. Then you will select it and update the information.

37. BSV Form 5 – Part B: Adding a Missing Site This is the list of your sites already registered at HRSA level. If the site you want to add is listed here and available for selection, select it…otherwise, click the Register Performance Site button. This is the list of your sites already registered at HRSA level. If the site you want to add is listed here and available for selection, select it… …otherwise, click the Register Performance Site button.

38. BSV Form 5 – Part B:Registering Site at HRSA level Enter the site’s name and address information on this and subsequent screens, clicking the Next button to proceed from one screen to the next. When you click the Finish button, you will return to the list of sites registered at the HRSA level. Enter the site’s name and address information on this and subsequent screens, clicking the Next button to proceed from one screen to the next. When you click the Finish button, you will return to the list of sites registered at the HRSA level.

39. BSV Form 5 – Part B: Adding a Missing Site When you return to the list of sites registered at HRSA level, the site you added will appear in the list. Select the site, and then click the Select This Location button. When you return to the list of sites registered at HRSA level, the site you added will appear in the list. Select the site, and then click the Select This Location button.

40. BSV Form 5 – Part B: Adding a Missing Site The Update Site form opens. This is the same as the form you completed for sites in BPHC records. The Update Site form opens. This is the same as the form you completed for sites in BPHC records.

41. BSV Form 5 – Part C:Other Activities/Locations Click the Enter Activity/Location button to open the Enter Activity/Location page. Click the Enter Activity/Location button to open the Enter Activity/Location page. Attach file justifying the addition of other activities and/or locations. Attach file justifying the addition of other activities and/or locations. Type of Activitypull-down list • You may skip this section if you have no activities to add. • This section is marked complete by default.

42. Additional Supporting Documents Files attached to the 3 sections(Form 5 Part A, B, or C) will show here …… but files attached toindividual siteswill not be listed Files attached to the 3 sections(Form 5 Part A, B, or C) will show here …… but files attached toindividual siteswill not be listed

43. BSV Review Screen Print All Forms Button (recommend you do this before you submit so that you have a copy handy but you can come back after submitting and reprint) Print this screenbutton

44. BSV Submit and Confirmation Screens Click the Submit to HRSAbutton to open the Certificationand Confirmation page. Click the Submit Baseline Requestbutton. Make a note of your Tracking # and keep it handy. You may need it for correspondence with HRSA. Click the Submit to HRSAbutton to open the Certificationand Confirmation page. Click the Submit Baseline Requestbutton. Make a note of your Tracking # and keep it handy. You may need it for correspondence with HRSA.

45. TECHNICAL ASSISTANCE RESOURCES

46. Resources For technical questions about EHB,: Call HRSA’s Call Center at (877) 464-4772, or Send an e-mail to callcenter@hrsa.gov. Replay of this technical assistance conference call will be available until December 30, 2010. To access the replay, please call (800) 766-1882 and provide pass code 8349

47. Contact Information Twyla Adams Chief Health Center Systems Branch Office of Policy and Program Development 301.594.4300 Twyla.Adams@hrsa.hhs.gov

48. Contact Information Esther Paul Public Health Analyst Health Center Systems Branch Office of Policy and Program Development 301.594.4300 Esther.Paul@hrsa.hhs.gov

49. Questions