CBISA TM The Role of the Reporter Use “enter” on your keyboard, or click your left mouse button to move through the screens after you are prompted with the word “Next” in the bottom right hand corner For any CBISA TM questions, contact Customer Support: (419) or

What is “Community Benefit” and why should we Track & Report? The information provided in this presentation does not constitute legal or tax advice. The material is provided for informational/educational purposes only.

What is Community Benefit? Community benefit programs or activities provide treatment and/or promote health and healing as a response to identified community needs. For a program to “count”: 1.It must address a documented community need, and 2.It must have at least one of these community benefit objectives: a)Improve access to health care services b)Enhance health of the community c)Advance medical or health care knowledge d)Relieve/reduce the burden of government/other community efforts Source: A Guide for Planning & Reporting Community Benefit 2012 Edition

What is NOT Community Benefit A program does not count as community benefit, if:  The program is primarily for marketing purposes  A n objective “prudent layperson” would question whether the program truly benefits the community  The program or donation is unrelated to health or the hospital’s mission  The program represents a community benefit provided by another entity or individual  The program benefits the organization more than the community  Access to the program is restricted to individuals affiliated with the hospital  The activity represents a normal “cost of doing business” or is associated with the current standard of care Source: A Guide for Planning & Reporting Community Benefit 2012 Edition

 Public Awareness: Effectively communicating your Community Benefit story to the community you serve  Tax Exemption Reasons: Demonstrating that your not-for- profit facility is investing health resource dollars back into the community  Sponsoring Reasons: Actively living out the mission statement of your groups and congregations  Management Reasons: Easily showing upper level managers or boards how your facility is meeting identified community needs and providing effective stewardship over the organization’s resources  Mandatory State Reporting Reasons: Most states require some type of Community Benefit reporting Why should we track & report? ©Lyon Software, 2013

Accessing CBISA TM and your user information

Why should we track & report? ©Lyon Software, 2013 Secure URL for your organization Enter your assigned User name and password

Editing Your User Account Information ©Lyon Software, 2013 From the main screen, hover your mouse over Options, then Org Defaults to access your User information.

Editing Your User Account Information Step 1: Highlight your user name Step 2: Click once on “Edit” to open up the user information pop- up box Step 3: Complete any missing contact information. Then enter a unique password. Re-enter the password to confirm it Step 4: Click “Save” to save your changes ©Lyon Software,

A Note about User Names and Passwords ©Lyon Software, 2013  Each User Name must be unique. User Names can contain up to 50 characters.  Allowable characters for User Names include: letters A through Z (capital or lower case), numbers 0 through 9, and the special characters period (.), dash (-) and underscore (_). User Names are not case-sensitive.  Passwords must be between 6 and 15 characters long. Each password must contain at least one letter (A through Z), at least one number (0 through 9), and may not contain “password” or the User Name. The special character underscore (_) is allowable in passwords, and may be used in place of a letter.  Passwords are case sensitive. If upper and/or lower case alpha characters are used in creating the password, it must be typed in exactly the same upon login.  In order to reset your own password, you must have a valid address entered in your user account in Org Defaults (see slides 9 & 10).

Data Entry What can Reporters enter? and How are data records entered and linked?

Programs A program is a service to benefit any sector of the community. For example:  Diabetes Education  Support Groups  Health/behavioral/hearing screenings  Residency Education  Enrollment Assistance (Medicaid, SCHIP) programs  Donating equipment and medical supplies  Mentoring programs (1) What data can the Reporter enter? ©Lyon Software, 2013

Occurrences (1) What data can the Reporter enter? (cont.) An occurrence is a report of quantifiable statistics (e.g., costs, nominal fees, persons served) for a specific program/activity. The statistics often cover a period (“January’s Screenings”) or an event (“January screenings at the mall”) For example:  Program = Health Fair  Occurrence = Spring Health Fair (provides education/health screenings so people are served and expenses are incurred)  Program = Support Groups  Occurrence = March Grief Support meeting (a group meets so people are served and expenses are incurred)  Program = Health/behavioral/hearing screenings  Occurrence = Blood pressure screening at the local senior center (people are served, expenses incurred) ©Lyon Software, 2013

Narrative Entries The Narrative module is an electronic filing cabinet for collecting and retrieving your narratives and stories surrounding community benefit reporting. For example:  Record important contributions to the community by key facility personnel  Collect narrative stories on how employees have made a difference in the lives of the people they serve through community benefit activities  Tell the rest of the story about how your quantifiable programs are impacting the overall health of the community, improving the quality of life and saving lives  Keep track of volunteer hours and opportunities (1) What data can the Reporter enter? (cont.) ©Lyon Software, 2013

Outcomes Many facilities not only want to track the money spent on community programs, but also the impact the programs are having in the community. Because funding may be limited, it is often necessary to evaluate the effectiveness of any given program. The Outcomes module gives you the ability to list your goals, specific indicators, measurable results, and anecdotal results of specific quantifiable programs or helps you to evaluate broad-based programs/initiatives that may be outside the scope of the Community Benefit Report. (1) What data can the Reporter enter? (cont.) ©Lyon Software, 2013

(2) How are Data Records added? Programs ©Lyon Software, 2013 First, click “Add” to activate the General screen. Next, complete the information choosing the correct Category, Target Population, and Department from the drop-down lists.

(2) How are Data Records added? (continued) Programs…additional information screens ©Lyon Software, 2013 To access each additional Program information screen, simply click on the sub-menu title to open the page. Additional sub-menu screens are: Objectives, Indicators, Setting/Format, Target Audience, and Healthy Communities. Your Coordinator will let you know what information should be completed on each additional Program information page.

(2) How are Data Records added? (continued) Programs…publish the record ©Lyon Software, 2013 When your Program record is complete, “publish” your record to let the Coordinator know that it is ready to be imported.

(2) How are Data Records added? (continued) Occurrences ©Lyon Software, 2013 To add an Occurrence to an existing Program, highlight the program then click the Occurrence Link Note : the Reporter can not edit any active data record. An active record is one that the Coordinator has added or imported into the Program.

(2) How are Data Records added? (continued) Occurrences…entering the statistics 1.Click on Add to open a new Occurrence Record 2.Enter your statistical data (persons served, expenses & offsetting revenue) 3.“Save” your data record 4.“Publish” your Occurrence ©Lyon Software, 2013

(2) How are Data Records added? (continued) Occurrences…Expense Detail ©Lyon Software, 2013 Additional Average (Standard) hours groups may or may not be defined by your Coordinator Department Average hours correspond to Department chosen from dropdown list

(2) How are Data Records added? (continued) Occurrences…Revenue Detail The Revenue Detail will be different depending on the category attached to the Program record. ©Lyon Software, 2013 Category A, E, F, G Category C Category D Category B

Occurrences…Notes and User Defined Codes (2) How are Data Records added? (continued) Note: User Name is captured on each created record. It is also an link. If User Defined Codes exist, check all that apply ©Lyon Software, 2013 Type in pertinent information in the free form “Notes” text box You can attach 1 file to each record. Click “attach a file,” browse to find the right file, and then click, “Open.”

Narratives (2) How are Data Records added? (continued) ©Lyon Software, 2013  Choose the Narratives module by clicking on the module tab  Click on “Add” to activate a new Narratives general entry screen

Narratives (2) How are Data Records added? (continued) ©Lyon Software, 2013  Click on “Subjects” to open the Subjects page  Check all boxes that apply

Narratives (2) How are Data Records added? (continued) ©Lyon Software, 2013  Click on “Narrative” to open the Narrative page  Type in your narrative or story  Save the narrative  Publish the record

Outcomes (2) How are Data Records added? (continued) ©Lyon Software, 2013 Free form text boxes, enter in as much data as necessary  Choose the Outcomes module by clicking on the module tab  Click on “Add” to activate a new Outcome data entry screen  Complete each applicable field  Save the Outcome, publish the record

Narratives and Outcomes (3) How are Data Records linked? Narratives and Outcomes added by a reporter may be “linked” to a Program record. To link your Pending Narrative (or Outcome) to a Program, hover your mouse over the More button and click “Manage Relationships.” The Overview tab will show how many Programs have already been linked to the Narrative/Outcome you selected. Click to the Detail tab. ©Lyon Software, 2013

Narratives and Outcomes (3) How are Data Records linked? (continued) ©Lyon Software, 2013 Select the Program in the “available” box (left side) and move the “linked” box (right side) by using the arrow or by double-clicking. Click “Save”.

Reporter Can: Review: Reporter – Can vs. Cannot  Edit their own user information, including their password  Enter Pending Program (if granted permission), Occurrence, Narrative, and Outcome data records  Edit/Delete pending records that they have created  Copy Occurrence records (any in the browse box) and Outcomes that they have created, and “read only” Occurrences created by other users  Have “read only” access to active Occurrence, Narrative, and Outcome data records that they have created, and all Programs  Link their pending Narratives and Outcomes to Programs  Preview or Print 3 reports Reporter Cannot:  Edit/Delete active data records (those records already imported or added by the Coordinator)  Access Defaults or Financial Services  Change their user permission level or what reporting unit they belong to ©Lyon Software, 2013

Changing Records from Pending to Active A Job for the Coordinator

How does the Coordinator import pending records? Step 1: Hover your mouse over More and click “Show Filters.” Step 2: Choose filter option #4 to view all pending Programs or Programs with pending Occurrences ©Lyon Software, 2013

How does the Coordinator import pending records? (continued) If a Program or Occurrence is in the “pending” status, an Import button will show on the Control Panel. Click on Import to change the status of data entry records from “pending” to “active”. ©Lyon Software, 2013

How does the Coordinator import pending records? (continued) Note: If you highlight a Program and no “import button”, appears, it means that a pending occurrence has been added to an “active” Program (a Program that already exists) ©Lyon Software, 2013

How does the Coordinator import pending records? (continued) If the Reporter has not published a record, you will see a warning. Click “Yes” to import the unpublished record. ©Lyon Software, 2013

You can even import Programs and their corresponding Occurrences at the same time! Or, just import the Program! Yes, it is that easy! ©Lyon Software, 2013 How does the Coordinator import pending records? (continued)

Lyon Software…striving to make social accountability reporting a streamlined process…