Automated Licensing Information and Report Tracking System

Automated Licensing Information and Report Tracking System

What is ALIRTS? ALIRTS is a web portal that enables health facilities to easily report annual utilization data and allows our customers to easily access timely utilization, licensing and other health facility information. 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

Where is ALIRTS? Homepage: http://www.alirts.oshpd.ca.gov ALIRTS Help: http://www.oshpd.ca.gov/hid/alir TS/index.html

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

ALIRTS Login 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

Retrieve your Password

Change your Password Click on link Administration Home Click link Change Password Enter new password and click Ok button

Change your Password Cont.

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

Searching in ALIRTS Cont.

Viewing License Information To obtain information on facility licenses, search for the facility using the OSHPD ID or facility name. Click View License The facility s current license information should be displayed and any other facility using the same license View License History link is on the top right of the page.

Viewing License Information Cont.

Changing the OAAA In the event of a new OSHPD ALIRTS Account Administrator (OAAA), send a fax with the new Administrators information to (916) 322-1442 on the facility s letterhead. Administrator s information to include: Facility OSHPD ID Name Administrator s title E-mail address Phone number Fax number Mailing address

Creating Accounts Only the OAAA can create accounts for the facility OAAA can create Report Preparer account in ALIRTS Click Administration Home Click User Search/Edit Click Add user

Creating Accounts Cont.

Creating Accounts Cont. Enter information for the Report Preparer Create Login ID and Password for the account Assign facilities to the account Click Save

Creating Accounts Cont.

Report Submission Search for the facility using the OSHPD ID or facility name. Click View Reports Choose the Report year from the drop down menu and click New Report Only select New Report the first time the report is submitted in the new year Enter the facility data Check for errors on the Report by clicking Validate & Save at the bottom of the page. Errors will be posted on the bottom of the page.

Access Your Report 21

Report Submission Cont.

Error Codes Fatal Errors The data entered on a given table conflicts with data elsewhere in the report or the format is unacceptable to the ALIRTS application. The data must be corrected before ALIRTS will accept the report. Confirm & Explain The data entered on the report is possible, but a detailed explanation is required to address the error. Confirm Data entered on the report was not within the normal range, verify that the data entered was correct and confirm.

Report Submission 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

Report Submission Cont. Once submission is complete, a pop-up screen will display notification that the ALIRTS report has been submitted and accepted. If the Explorer window is closed or there is no notification pop-up, then the ALIRTS report has not been submitted.

Report Submission Cont.

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

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.

Step by Step: Filling out the Annual Utilization Report Reporting Period January 1st to December 31st Reports are due on or before March 15th 10 Sections to the report Hospice facilities only complete sections 1, 5, 6, 7, 8, 9, 10 Enter all amounts in whole numbers. Don t use decimals, comas, dollar signs, spaces or special characters.

Section 1 Facility Information

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 01/01/09 line 10 & 12/31/09 line 11

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

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 33

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 34

Section 5 Hospice Description Lines 10-13: Accreditation Status Line 20: Agency Type as reported on Medicare cost report Line 25: Location of Service 35

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 36

Section 6 - Hospice Services Lines 1-2: Bereavement Services Lines 3-5 & 7-10: Volunteer Services Column 1 # of volunteers Column 2 volunteer hours 37

Section 6 - Hospice Services Lines 11-16: Additional and Specialized Services Check each of the specialized services that are performed by the hospice. 38

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.

Section 6 Traditional Problems 6.16.1: Error generated If Other is checked, as you need to specify the additional or specialized hospice services 6.29.1: Examples of Other Clinical Services would include your therapy visits PT, OT, Speech, Music, Massage, Dietician, etc. 40

Section 7 - Hospice Patient Information Lines 1-15: Unduplicated Hospice Patients by Gender and Age Category Be sure to count each patient only once.

Section 7 - Hospice Patient Information Lines 21-30: Unduplicated Hospice Patients by Gender and Race Lines 31-35: Unduplicated Patients by Gender and Ethnicity

Section 7 - Hospice Patient Information Lines 41-55: Admissions by Source of Referral Lines 61-70: Discharges by Reason 43

Section 7 - Hospice Patient Information Lines 71-85: Discharges by Length of Stay

Section 7 - Hospice Patient Information Lines 91-100: Admissions by County & Discharge by Disposition 45

Section 7 Traditional Problems Reporting Race and Ethnicity Correctly Beware of the 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.

Section 8 Hospice Utilization Lines 1-20: Discharges, Visits, and Patient Days by Diagnosis 47

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. 48

Section 9 Hospice Care and Source of Payment Lines 1-10: Level of Care and Source of Payment Column 1 total # of patients served for each payment type Columns 2-5 Type of Care Column 5 Total Patient Care Days

Section 9 Hospice Care and Source of Payment Lines 21-30: Location of Care Provided Column 1 total # of patients served for each payment type Columns 2-5 Type of Care Column 5 Total Patient Care Days 50

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.

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 52

Section 10 - Income & Expense Statement

Section 10 - Medi-Cal Reimbursements: lines 33 & 34 54

Section 10 Traditional Problems 10.33.1: Room and Board SNF Medi-Cal Pass through payments and 10.34.1 Medi-Cal Room and Board Contractual Payments not reported correctly. The hospice is paid only 95% of what the SNF would have been paid directly by Medi-Cal. Line 33 should include all payments from Medi-Cal for room and board. Line 34 should include all of the payments that the hospice has made to the nursing facilities for the room and board provided. Hospices can contract to pay up to 100% of what the facility would have been paid if the patient were not on hospice. The difference between lines 33 and 34 will include the possible 5% net loss as well as any loss due to a denial of payment from Medi-Cal or Medi-Cal Managed care for room and board, and will be carried over by the system to Line 153. 55

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. 56

Changes to the 2009 Report The addition of some ICD-9 Codes that were missing, including GI disease, MS, Congenital Defects, General Debility and Failure to Thrive (Section 8). Added the VA to Level of Care by Source of Payment (Section 9). Added ICF / MR, Prison, and Homeless to Location of Care Provided (Section 9). 57

Getting Prepared to Report If staffing changes has 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. 58

Further Questions ALIRTS Hotline (916) 326-3854 ALIRTS E-Mail HHA-Hospice-Alirts@oshpd.state.ca.us Michael Derrick mderrick@oshpd.ca.gov Dean O Brien dobrien@oshpd.state.ca.us Holly Swiger Holly.Swiger@vitas.com 59