1. FQHC Look-Alike Baseline 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. Slide 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. Slide 3 FQHC LOOK-ALIKE INTEGRATION INTO EHB

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

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

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

11. Slide 11 Overview of the BSV Process URLs HRSA EHBs: https://grants.hrsa.gov/webexternal/home.asp 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. Slide 12  Step 1: Click on FQHC LA Home.  Step 2: Click on the Other Submissions link under the Submissions section of the left side menu to get to the BSV…  … or click the Other Submissions link here. 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 section of the left side menu to get to the BSV… … or click the Other Submissions link here.

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

15. Slide 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.

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

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

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

19. Slide 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. Slide 20 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. BSV Form 5 – Part A Error Message: Missing Mode of Service Provision 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.

21. Slide 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 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.

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

23. Slide 23 BSV Form 5 – Part B: Service Sites List 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. Slide 24 BSV Form 5 – Part B: Service Sites List 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. 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.

25. Slide 25 BSV Form 5 – Part B: Service Sites Review 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. Slide 26 BSV Form 5 – Part B: Service Sites Review 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. Slide 27 BSV Form 5 – Part B: Service Sites Review 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 Q4 Option SelectedBSV Module Response‘Your Decision’ Value Yes Next screen is the Update Site page where you can update all fields except the site physical address Site missing info updated No, site has physically moved Next screen is the Update Site page where you can update all fields Site physically moved No, site address has changed [For minor typographical errors and address changes outside your control (zip code change; suite # change)] Next screen is the Update Site page where you can update all fields Site address has changed No, BPHC record is showing address incorrectly Next screen is the Update Site page where you can update all fields Site address incorrect

28. Slide 28 BSV Form 5 – Part B: Service Sites Update 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. Slide 29  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. BSV Form 5 – Part B: Service Sites Service Site Type 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.

30. Slide 30 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. BSV Form 5 – Part B: Service Sites Location Type 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.

31. Slide 31 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! BSV Form 5 – Part B: Service Sites Sub-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!

32. Slide 32 Location of ‘Your Decision’ Value as it shows on the BSV 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 BSV Form 5 – Part B: Service Sites Review Site Physical Address: Your Decision Location of ‘Your Decision’ Value as it shows on the BSV 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

33. Slide 33 BSV Form 5 – Part B: Service Sites List 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. Slide 34 BSV Form 5 – Part B: Service Sites List 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. Slide 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 delivery site qualification questions. Click the Continue button. Choose a site location setting. 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 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. Slide 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. Slide 37 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. BSV Form 5 – Part B: Adding a Missing Site This is the list of your sites already registered at HRSA level. …otherwise, click the Register Performance Site button. If the site you want to add is listed here and available for selection, select it…

38. Slide 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. Slide 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. Slide 40 The Update Site form opens. This is the same as the form you completed for sites in BPHC records. 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.

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

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

43. Slide 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 screen button

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

45. Slide 45 TECHNICAL ASSISTANCE RESOURCES

46. Slide 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. Slide 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. Slide 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. Slide 49 Questions