Automated Licensing Information and Report Tracking System
What is ALIRTS? Annual utilization data reporting Mandatory part of Licensure Statute Converted to On-line Product in 2003 Assists the State in Identifying Problems Assists the Industry in Identifying Norms, Trends and Educational/Legislative Opportunities 2
Where is ALIRTS? Homepage: http://www.alirts.oshpd.ca.gov Help: http://www.oshpd.ca.gov/hid/alir TS/index.html 3
ALIRTS Login 4
How do I Log-In to ALIRTS? Access the website Click on link Login (upper left corner of screen) Enter Login ID - Login ID format: 6 or greater alphanumeric characters Enter Password - Password format: 8 to 20 characters, must include 1 number and 1 letter, and is case sensitive 5
Its been a year I forgot my Password For lost or forgotten passwords, a link is provided on the login page 6
Forgot your Password Click Here 7
Retrieve your Password 8
Change your Password Click on link Administration Home Click link Change Password Enter new password and click Ok button 9
Change your Password Cont. 10
Searching in ALIRTS General Search Enter search in the homepage (top right corner) Query can be OSHPD ID or partial name of the facility Click Search Advanced Search On the homepage, select Advanced Search Ability to search using different criteria 11
Searching in ALIRTS Cont. 12
Viewing License Information 13
Viewing License Information ato Cont. 14
Changing the OAAA In the event of a new OSHPD ALIRTS Account Administrator (OAAA), send a fax with the new Administrators i t information to (916) 322-1442 on the facility s letterhead. Administrator s information to include: Facility OSHPD ID Name Title E-mail address Phone number Fax number Mailing address 15
Creating Accounts 16
Creating Accounts Cont. 17
Creating Accounts Cont. 18
Access Your Facility 19
Opening New Report 20
Ftl Fatal Errors Error Codes Confirm & Explain Confirm 21
Error Codes Cont. Correct or Confirm any errors and click Validate & Save again. Correct and clear all Fatal Errors Click Submit ALIRTS will not allow for the submission of reports if: there is Fatal Errors there is no check mark in the error boxes there is no explanation for Confirm & Explain errors 22
Report Submission 23
Report Revision Search for the facility using the OSHPD ID or facility name. Click View Reports Click Revise Change the data where necessary Click Validate & Save Correct any errors Validate and save report Repeat until there are no Fatal Errors 24
Report Revision Cont. A pop-up screen will display notification that the ALIRTS report has been submitted and accepted if the submission is successful. There will now be two copies of the report when the facility is searched. The original copy and the revised copy. ALIRTS only keeps the latest copy (revision) of the report. 25
Step by Step: Filling out the Annual Utilization Report Reporting Period January 1st to December 31st Reports are due on or before March 15th 11 Sections to the report Hospice facilities only complete sections 1, 5, 6, 7, 8, 9, 10, and 11 (its new) Enter all amounts in whole numbers. Don t use decimals, comas, dollar signs, spaces or special characters, unless specifically indicated. 26
Section 1 Facility Information Your Hospice info is automatically populated from the DPH license on file. Your report preparer info is automatically populated from the ALIRTS login profile. 27
Section 1 Facility Information Lines 1-5: Populated automatically using state license information Lines 6-8: Facility contact info needs to be entered Line 9: Operation Status (use drop down box to select yes/no) Lines 10 & 11: Dates of Operation 01/01/10 line 10 & 12/31/10 line 11 28
Section 1 Facility Information Lines 12 to 16: Parent Corp (ownership) Info If facility is a branch of another agency or multiple location enter parent corporation info Looking for info on who controls the license Lines 17 to 20: Report Preparers Info Automatically populated using the Login ID information Preparers email address will not be available to the public Line 25: Entity Type Use drop down box to select Line 26: Entity Relation Parent-Branch-Sole Facility Branch = Multiple Locations in the world of Hospice 29
Section 1 Traditional Problems Inconsistent naming conventions used for parent or entity information Your license should tell your facility status & entity relation (refer to slide 12 on how to view license) Fill out one report for each entity 30
Section 5 Hospice Description Line 1: Using drop down select the best description of ownership Line 5: Medicare-Medi-Cal Certification A choice must be made 31
Section 5 Hospice Description Lines 10-13: Accreditation Status Line 20: Agency Type as reported on Medicare cost report Line 25: Location of Service 32
Section 5 Traditional Problems Medicare/Medi-Cal Certification frequently is not reported correctly. If you receive payments under the Medicare or Medi-Cal Hospice Benefit, you are certified as such. Agency type is listed on cost report 33
Section 6 - Hospice Services Lines 1-2: Bereavement Services Lines 3-5 & 7-10: Volunteer Services volunteer hours 34
Section 6 - Hospice Services Lines 11-16: Additional and Specialized Services Check each of the specialized services that are performed by the hospice. 35
Section 6 - Hospice Services Lines 21-30: Visits by Type of Staff Total visits by each type of staff, be sure to include after hours and bereavement visits. 36
Section 6 Traditional Problems 6.16.1: Error generated If Other is checked, as you need to specify the additional or specialized hospice services 6291: 6.29.1: Examples of Other Clinical Services would include your therapy visits PT, OT, Speech, Music, Massage, Dietician, i etc. 37
Section 7 - Hospice Patient Information Lines 1-15: Unduplicated Hospice Patients by Gender and Age Category Be sure to count each patient only once. 38
Section 7 - Hospice Patient Information Lines 21-30: Unduplicated Hospice Patients by Gender and Race Lines 31-35: 35: Unduplicated Patients by Gender and Ethnicity 39
Section 7 - Hospice Patient Information Lines 41-55: Admissions by Source of Referral Lines 61-70: Discharges by Reason 40
Section 7 - Hospice Patient Information Lines 71-85: Discharges by Length of Stay 41
Section 7 - Hospice Patient Information Lines 91-100: Admissions by County & Discharge by Disposition 42
Section 7 - Hospice Patient Information Lines 101-120: Number of Hospice Admissions by Diagnosis 43
Section 7 Traditional Problems Reporting Race and Ethnicity Correctly Beware of overusing the other line item All of the Totals should be the same as they are for unduplicated patients, except for the Admissions by Source of Referral chart. 44
Section 8 Hospice Utilization Lines 1-20: Discharges, Visits, and Patient Days by Diagnosis 45
Section 8 Traditional Problems Confirm and Explain error generated if the reported Total Days of Care for patients is less than the number of visits. Historically we found many in the Other category. We have added ICD-9 codes and additional Diagnostic categories to help correct this. 46
Section 9 Hospice Care and Source of Payment Lines 1-10: Level of Care and Source of Payment 47
Section 9 Hospice Care and Source of Payment Lines 21-30: Location of Care Provided 48
Section 9 Traditional Problems Need to be consistent when reporting patient days and payment sources. Error generated when facility doesn t report any Other Payer patient days in the Level of Care and Source of Payment table, but reporting revenue from Other Payers on the Income Statement. 49
Section 10 - Income & Expense Statement Lines 30-59: Operating expenses taken largely from the Medicare Cost Report. Lines 101-175: Hospice Income statement showing gross patient revenue, adjustments, other revenue, operating expenses, income tax, and resulting net income. Round all amounts to the nearest dollar, don t use commas or decimals 50
Section 10 - Income & Expense Statement 51
Section 10 - Medi-Cal Reimbursements have moved 52
Section 10 Traditional Problems 10.106.1: Entering a negative number for either a revenue or expense item will generate an error. Normally, these numbers are positive. Most hospices should operate on an Accrual Accounting system. This means that you count all income and expenses generated in the fiscal year. 53
Section 11 Hospice Inpatient Facility/Unit 54
On the Horizon ICD-10 Code Implementation 2013 Future legislation More information on inpatient care Palliative Care Services Annual review of data elements 55
Getting Prepared to Report If staffing changes have occurred update your OAAA Make sure you have a valid login ID and Password Pull up last years Annual Utilization Report and familiarize yourself with the format and data Gather the required report data Don t hesitate to call OSHPD with issues or questions. 56
Further Questions ALIRTS Support Hotline (916) 326-3854 ALIRTS E-Mail HHA-Hospice-Alirts@oshpd.state.ca.us Dean O Brien dean.obrien@oshpd.ca.gov Denard Uy denard.uy@oshpd.state.ca.us Holly Swiger Holly.Swiger@vitas.com Susan Negreen SNegreen@calhospice.org 57