So, again, thank you for joining us for the this is the May office hours. We did have to reschedule because of a conflict last week. So we thank you for your patience. I know many of you had signed up, and so you probably got the, information toward the, a little close to the the scheduled time last time, so I do apologize about that. But thank you for joining today. And, again, we're gonna be talking about a QPass refresher with some, q and a, of course, as we come through. So I'm Bill Tullock. I'm director in the, quality solutions group here, specifically the federal services center at NCQA, and that's the part of NCQA that handles all of our government contracts. In this case, of course, the HRSA contract. As many of you know, you've seen me before. I've been with, HRSA, the or been working on the HRSA contract for NCQA, since we got it back in twenty ten, and I've actually been working for NCQA since nineteen ninety seven. So I actually have my thirtieth year coming up next January, which is kinda crazy to think but happy to to, walk you through, today's, very brief slide presentation and then a quick Q pass demo. And I also, wanna urge you if you have any questions, please send those through through the q and a. If you want any feedback, technical issues, send those through the chat. If you have, issues where you wanna get the, opinions of your fellow attendees, please make sure you have the chat to everyone if you're gonna send it out that way. If you wanna send me something private, you can just send to host and panelists, or you can me directly. Either way, it's gonna have work because I'm the only one on. And then, again, the q and a that we do, save. So if you have specific questions about the process, about the standards, etcetera, please make sure to put those through q and a. We do share those with HRSA as well. So we've added a disclaimer to all of our presentations this year at HRSA's request, basically indicating that, yes, the funding for this, presentation came through our our contract. You can see the contract number there if you're thinking about looking anything up on the government websites. And, of course, it includes nonfederal resources that HRSA hasn't approved, and that's basically NCQA's material. But, of course, they do support our program. So just a formality there. So we just did the welcome and the introductions. I'm gonna do a sort of a little overview of of, the process for making sure you can get into QPass and get your, surveys paid for, and then I'll do a quick, not a quick, but a demo of QPass. I am using our, you'll see how I'm using our test site for the actual, QBaaS demo. So that can be glitchy sometimes just because it is a mirror site to our main, QBaaS site. You'll see that when we when we, go through it, but, hopefully, it won't cause too many issues today. It's always fun when you're dealing with with back end things. So let's talk about HRSA support. That is HRSA support for the PCMH program and the QPAS process. So, of course, if you have if you are, an FQHC and you have access to electronic handbook, basically, you submit your notice of intent, via that handbook, and you basically will, alert HRSA that you are looking for support for the PCMH program, which program you're looking for because, of course, there are two other accreditors who are supported, as well as NCQA, so Joint Commission and AAAHC, also have contracts with HRSA. Then once you indicate you're going to go with NCQA, you wanna select which sites you're going through. And this, of course, you have to do this for both initial surveys, what we call our transforming reviews, as well as annual reporting surveys. And there's actually instructions that HRSA has put together for these. If you are a lookalike, and I just realized the slide says gookalikes, I I'm going to that is so embarrassing. Hold on one second. I'm going to do a quick changes because I am embarrassed by this slide. And I am not the only person who looked at this. So I'm not sure how the l clearly got deleted here, but we're going it's still a little back show magic here. So these look alikes, should go into the BP of the your primary health care. There's a contact form. Since you don't have access to electronic handbook, you can basically ask, through the contact form, ask HRSA a question, explain you want support for the PCMH program, and they will send you a spreadsheet where you will provide the same information as would be sent through the electronic handbook. Please note, if you are looking for behavioral health distinction support as well. So some of you may have been on a webinar we did yesterday or our operations folks did yesterday, and I was in the back answering questions for them, about the behavioral health distinction program. Just reiterating, HRSA is supporting that now. We have funding in our current task order for every, current, health center customer that has, a behavioral health distinction to be able to cover your annual reporting. So even if you've never used HRSA in the past for that because you couldn't, please feel free to include, behavioral health, when you file your NOIs for annual reporting this year. If you are looking to add, behavioral health distinction, you can also do that to an existing annual reporting, or you can add behavioral health distinction at the same time you go through PCMH. You have those options. And I'll show you how that works in just a moment. But if you are thinking about adding behavioral health distinction to an existing annual reporting site, you'll want to basically, for the NOI process, you need to file two NOIs. So for, health centers, for FQACs, if you have electronic handbook, they want you to actually fill out a duplicate notice of intent, one for the PCMH, one for the behavioral health, distinction with each site listed that you want the the support for. They have been accepting. HRSA has accepted on a case by case basis one NOI where the notes field basically says this is for behavioral health as well, but you need to be very careful about it. The best thing to do is do one NOI for PCMH and do a second NOI, and then in the notes field there, this is for PCMH for the same site. So, it'll be clear for them. Either way, they will approve those NOIs, and then those are sent to us on a weekly basis. So they send them every Tuesday or Wednesday. Typically, we get what we call the batch report. If you are getting really close to your reporting date, remember that you still have to have a notice of intent if you're in annual reporting on file. And there are late fees now if you report late. And there those late fees are less if you report late and you plan to report late. They are more if you actually do report late and you you sort of mess up. Hrsa is not covering those. So there's a carrot and stick approach with HRSA where they pay for the surveys. But if you kind of mess up or don't do your part, they're not necessarily gonna pay those fees. In the same way, they don't pay for extra check ins during transforming. So they're not paying the late fees right now. So if you wanna avoid late fees and you realize you're getting close to your reporting date and you haven't filed your NOI, file it as soon as you possibly can and alert your HRSA representative and also the HRSA PCMH initiative email address, and I can try and drop that into the chat. I may have too many windows open right now. Hold on. Oops. We don't wanna see my calendar. So I'm gonna quickly change, oops, quickly change the screens real quick. And then what I'll do is I'll drop the HRSA patient PCMH initiative, email into the chat for everyone. I can figure out how to So let me just get that address for you. Here we go. Alright. So let me drop that into chat for you here. So please alert your, representative, and you can do that just by hitting ask a question within QBASS, and I'll show you that. Copy the HRSA PCMH initiative. We can work with HRSA to expedite those notices of intent. Many years ago when we first started working with HRSA, all those notices went through, the regional, the region, project, project directors project officers. I'm losing my tech my my terminology here. Now HIE does all the approvals of NOI centrally here in DC well, actually, in Rockville, Maryland, you know where their offices are. It makes it a lot easier. So if you have to expedite, please do not, you know, try to self pay or anything like that. File the notice of intent even if you're, getting very close to your reporting date and alert us, and then we can work with HRSA to expedite that. This just happened the other day. We were able to, there was an error in the NOI. We're able to get it fixed. We were actually able to ensure the late fees didn't apply because the the practice did try to submit, on the appropriate day, but our, back end, was wrong, in terms of the notice of intent. So once we fix that, we were able to also eliminate those late fees for them and get them through the program. So, we're gonna hold you harmless if we can, but, but if you don't work with us, those late fees may still apply. So just very important. And, again, if you're looking for behavioral health support, it's a double NOI. You've gotta make it clear, in the second NOI in the notes field that it's for behavioral health. So when we get this notice of intent, approved, if you're a brand new center, if you've never been through NCQA before, you're going through transforming, we're gonna send you an actual email. The email will actually direct you to our download center to where you can download the instructions. So we have sort of all the instructions you need are on standard documents. What we do is we email you and alert you that we've sent those documents to you through the, my dot n c q a dot org website, which, again, I'll show you when we get to the demo. You download all the information you need, and it will give you the, actual discount code, and we'll see see on the next slide how to input that. So you will wanna make sure that you have your HRSA IDs, for the grant level for the organization as well as for your sites. So your your, BPCA BP. Sorry. You're referring to health care. BPHC, BPHC site ID is very important to have as well. And you can see the formats there, which vary depending on if you are, HIE health center and getting support or if you're a lookalike. So those are the the formats, though. And so you actually have to to, input the discount code. If you are going through for a transforming review when you're enrolling, you will have to physically enter the discount code. If you are, going through annual reporting for the first time, so you just got recognized and now you're on your first annual reporting, you will again have to input that discount code. Then on subsequent year, as long as you stay in annual reporting, the discount code will be waiting. You'll see in when we do the demo, there's a little indicator that says this hasn't been approved. So you can't go forward until it is approved, which means we can't go forward with you until the notice of intent is filed. But the idea behind that is we want you to be able to work on your survey, throughout the year even before you get your notice of intent approved. So the reason so the way QPass works, you're always in a review period. What we do is we change the review type from transforming to annual reporting when you first get recognized, and that's why you have to reenter the discount code. You're in a new survey type, basically. But then you're in that annual reporting survey type for the rest of time until you you drop out or or get denied or lose lose recognition and have to come back to you transforming. Right? As long as you're in that annual reporting cycle, discount code stays. And then what happens is each year when we get your notice of intent approved, we we approve that discount code, and then it will show up as, you can then create your invoice, and that's your last step before being able to submit. So you'll see that the system will actually change, to show you what to do. And then once once that changes happen, you can submit your data. And that will happen each year for annual reporting. So if you are, for instance, adding behavioral health for the first time this year, your PCMH review will go through, and and and that is you you have, sorry, let me back up. If you are a current customer, you've got behavioral health distinction, and you're a health center with PCMH. If you are, for the first time, getting courses support for your behavioral health, distinction, you will, still have to input that discount code this year, the first time for behavioral health. Then in subsequent years, that discount code will be there, and it's a separate discount code for behavioral health so we can track appropriately because we charge HRSA differently. So we have to have different discount codes. So we know when you're you're inputting what is basically a coupon code for a hundred percent discount, we need to make sure we know what we're charging HRSA appropriately. We have audits and all those things, and they're fairly, serious about that kind of stuff. But then, obviously, with transforming, if you're going through a new behavioral health distinction, you will be inputting that discount code as well. So any questions? I don't see any in the chat or in the q and a, so I'm gonna go into my demo. So what I'm gonna do now is I wanna stop sharing my slides, and I'm gonna share my desktop again. But this time, we're gonna look at the actual programs. So the first thing you need to know is this is my dot n c q a dot org highlighting the address there. This is our central, NCQA central customer support portal, and I am looking over here to this screen on my left for the demo. So if I look away from the the camera, I do apologize, camera's in front of me, demo's over here, The joys of working on on webinars. Right? So this is where you do all of your sort of customer support work with NCQA. If you've ever signed up for anything with NCQA, have, oh, you know, it's kinda let me in. I just had to change my password. So it's always interesting to see which of our single site systems work together where you change your password once and the passwords automatically change. Sometimes they work, sometimes they don't. We'll have to see, how it goes with the, with all of our sites. Oh, I apologize. Is my audio bad? I'm this, computer, I've been having some problems with the mic. So let me put a headset on. That should fix the problem. I apologize. Whoops. For some reason this week, there's been a lot of complaints about my audio, and I'm not sure what's going on. Perfect. Is this better? So let me know in the chat if this thank you. Okay. I apologize. So this is, again, my dot n c q a dot org. It is where you come for central, customer support, help with NCQA. Again, if you we have a single site system here, so your email address should have the same password. And what I was just saying is I had to change my password, for NCQA purposes, which is also my password to get on our system, of course. And it's always interesting to see which of our of our websites are linked together. So you change your password once, and then, you don't have to change it again. Interestingly, for instance, our time sheet our timekeeping system not linked, so you have to change it there, and update it. It's it's very interesting. It's always very fun. So here we are. Here's the the main, customer support app. So the the most important things are if you are looking for if you are gonna be late, for instance, with your reporting, you can come over here to ask a question. This is gonna get you to the same form that ask a question in QPASS gets you to. So slight slightly different with QPASS because it it already knows which program you're in because you're in PCMH. But you would basically you know? So you have an application survey question if you're gonna be late, and you could be the subject you would fill in, you know, potential, late reporting or expedited NOI request, and just put the question in here. And then you can also just copy that and send it over to the HRSA PCMH initiative. If you are getting any kind of documents from us, that's those are gonna be in my download. So this is where when you get your welcome email, it's gonna say, great. We've got your NOI. It's approved. Go to your download center, and this will go out to any of the contacts. I think we are up to three contacts now per organization in the notice of intent. Please note a lot of those times, a lot of we get the notice of intent, and the contact people are the medical director, the CEO, the CFO, very high level executives. We get it. However, honestly, they don't check their email very well. A lot of times, we we have folks saying, we I know we were approved. We never got the email. So double check. Make sure you have somebody who is working on PCMH that's in that contact list in your NOI to make sure you're getting those updates. Or if if the contacts you're putting in are all senior level executives, alert them, they're gonna get this email. It could show up in their spam. It could show up in their general inbox, and who to forward that to for the right information. So we run into that a few times. But, again, the the welcome letter and things like that will be downloaded. As you can see, I have access to way too many NCQA publications, so I have so many of these. If you download if you order any of our publications, you will also get this indication, when you should update, when you should download. It'll give you the last time you up it was updated and the last time you downloaded it. This is also where to come if you are looking for a complimentary version of the standards. If you don't have an electronic version of the standards, you can come here and, again, do the same thing, explain that it's a recognition program. If I go to other here, and then this is where you you will request a complimentary copy of the standards. These, again, are all, you know, electronic. They're in downloads in this format. The issue is, we give those to you free. The transforming standards cost, I believe, a hundred and fifty dollars these days. The annual reporting standards are still free as a publication. So you can just go to our store, and get those publication get that publication each year when we issue it. The new standards will be issued sometime next month. Not sure exactly what the release schedule is, but midyear is always when we release the annual reporting for the next calendar year. So be on the lookout for that. But if you're looking for the transforming standards, they do cost money. Under our HIE contract, you get them for free. If you are a health center, so just come here, ask a question, ask company standards, provide that same grant ID that you saw in the slide, h a d or, LAL, starting with those two, sets of characters, one of those two, and then just let us, know that grant number. We will then confirm with HRSA that is a valid grant ID. You are in the program, etcetera, and send you a a complimentary copy of the standards. Because the standards are issued to an email address, though, so that individual can access them, If you want the living document, which will be updated each year, and that and the individual who had that email address is gone, you can't really access that again. You'll have to get a new copy. We do when we are working with HRSA, we assume every two to three years, every health center is gonna need a new copy because that tends to be with turnover about how long somebody has access to the standards just because that's how long they work there. So, or have that email address. So just note that, if you are looking for the standards. Now if we're coming to Q this is the actual Q PASS website. You can learn about NCQA programs and go to NCQA here. You can go to our educational programs. You can hit contact us, and, again, that will bring you right to my dot n c q a dot org. If you're not logged in, you'll have to log in. You can look at our eligibility. You can look at our pricing, but, of course, you can sign in and enroll here. I'm gonna go over here, though, to our training site. You can see it's the exact same setup. Also, if you are looking for our our blog, we have that as well. So our license agreement pro privacy policy. And this contact us is gonna be at the bottom of every oops. That's the wrong site website. That contact us will also once again bring you back to my dot n c q a dot org. So that's gonna be available pretty much on every page within Q Pass. You can always jump there. Now when I sign in to this training system, I'm signing in as a customer because I don't want you to see what NCQA staff have. I have access to a lot of things you don't have access to. It's not gonna help you to see that because it's not you're not ever gonna see that yourself. So we want the screens to look like what you're gonna look at, like, you're you're what you're gonna see as a customer. So when we go into QPass, the first thing it's gonna do is it's gonna show me all the organizations with which I'm affiliated. So here's a fun fact. If you've signed up for anything from NCQA because we have the single site login system, you can get into QPass with any email address that you've ever signed up for an educational program, ever bought a publication with, ever asked a question through my dot n c q a dot org. The problem is if that email address isn't associated with any organization within QPass, it's not in any QPass account, you're gonna come to this page, and it's gonna have a blank list. It's gonna say these are all the organizations you can access. And as you can see, if there's nothing there, you you can't go on. Right? All you can do is try to create a new organization. So if you come in here and you think I should be associated with an organization, we must not have an account. If you are recognized, however, you already have an active account. So if you are, thinking you have to recreate your account, please don't do that. We had a huge problem with duplicate accounts when we first transitioned to the QBaaS system. We pretty much have have conquered them all. We we had a lot of work. I mean, it took years, as folks came into the QBaaS system to realize there were duplicate accounts. Sometimes there were multiple duplicate accounts where you had twenty sites in an organization. Ten were in this account. The other ten were in this account, but those accounts kept duplicating every time they came through review. So you can imagine trying to send to one big historical record. Our IT staff did not like us. So we don't want you to create duplicate accounts. So if you try to so say I'm gonna make a a test org here. Whoops. Org. It's always fun to, type quickly on online, when you're on camera. I'm using the NCQA, office address deliberately. Now if you are truly creating a brand new organization, you've never worked with NCQA in the past, then this is where you would do that. You would wanna put your telephone number and your tax ID if if if that is applicable. That is, your tax ID if you get any kind of benefit from the state, you'll want your tax ID number in here. This is where also you would put in your h eighty or look alike grant ID number. Very important here because if you don't enter one of these in here you don't have to. As you can see, I can submit this without entering a new org ID or a, grantee ID. If you don't enter a grantee ID, then the system will not know to ask when you set up your sites. It won't ask for Bureau of Primary Health Care or BPIC ID. You need the combination of grant ID and BPIC ID to be the same on your NOI as they are in QPAS so that we can match them, and we can give you that support. So if you fail to put in your your grant ID at this level, you're not gonna be able to put your site IDs in at your site level. So if you don't know your grant ID, fine. You can still try to create the organization, but you're gonna have to go back in and edit it. And I'll show you that in just a moment, to be able to make sure you have that grant ID in there so you can get the HRSA support that you want. But for the purposes of this, I'm just gonna submit this just to show you what happens. And you'll see that the first thing it's warning me is there are a lot of other organizations at this address. And that's because we all work for NCQA. We're all putting, fake, organizations in here as part of our testing. You know? So we are we're all using the variations on as you can see on the, NCQA address. We used to be on the tenth floor, so we used to be suite one thousand. Now we're on the third floor, so we're suite three hundred. Sometimes we're just third floor. So you can see how these these are a bit different. Now the system has found these address overlaps, it's concerned because it doesn't want duplicate accounts. It may be, in fact, if you're working out of a medical building, suite number may be the the distinguisher on your address, and that may be completely reasonable. Otherwise, it's alerting you. There's duplicate accounts. Please don't create another one. Even if I were to say, you know what? I'm still going forward with this, and I'm gonna submit it, it would go to a human being. You don't get automatically into QPass. We're not gonna automatically create an account. We're gonna make sure that you are not a duplicate account, and I'm gonna cancel before I, create a whole new I already have too many fake accounts in here. And this is this missing Salesforce, this was an organization that we tried to set up doing exactly that. No one's reviewed it yet, so it has no Salesforce ID. In other words, it has no account number for our purposes. We can't go forward. So if you ever saw that, you'd again, contact NCQA through the my dot n c q a dot org. Ask a question and say, can you please review this this organization? If we come back and say, you know what? It's a duplicate organization, so we're not gonna create that new account. We will work with you to make sure that if you don't have anyone with access to your account at the organization still because they've left, we will work with you to restore that access rather than create a duplicate account. If there is someone there, however, that apologize. I've got a little bit of a blockage in my in my line of sight here. If there is some with that account, all they have to do to add you, though, is to come down here to people and roles, and you can add anyone who has an email address. So I'm gonna use this is my sister's my my sister's old work email address. She she does not use this anymore. And the first thing it's telling me is that's not registered. So if you're trying to use an email address that doesn't have any NCQA account, that's gonna be a problem. You're gonna have to send them over to my dot NCQA dot org If if you are someone new and, or if you wanna add someone, before you can add them here, have them create an account, in my dot n c q a dot org, and then you'll be able to add them. If you do see that they're registered in QBash, you'll be able to add them immediately, and you can see you can assign them administrator or contributor, rights. Administrators can create new sites, can submit for recognition, can do everything. Contributors can only add evidence to and work on a survey. We have talked about having another level of read only rights, which we sometimes jokingly call the CEO rights, where you can look, but you can't touch. But that's actually far more technically complicated than than many people realize, So we haven't gone forward with those. Not a lot of call for it. But that's how you would add someone to your people enrolled. And I mentioned that because this is a full dashboard. That is this organization is enrolled in programs. It's working on surveys. So they can see all of this inter have all these interesting options for what they can do. If you are a brand new site, if you're truly creating a whole new first time through the organization, account, even after you get approved, because you haven't enrolled in any programs yet, you're not gonna have any criteria or evidence library because you have no programs. What criteria are addressing? You're not gonna have any evaluations to manage. You will have sites you'll be able to manage. You will have clinicians you'll be able to manage. Of course, you won't be able to submit for recognition. There won't be any recognition there. You'll be able to enroll in programs, and you'll be able to, work on these people and roles. That's pretty much all you'll be able to do. Those sort of four options. Sites, clinicians, enroll, and then the people enrolls, add users. So the first thing you're gonna wanna do before you enroll in any program is you're gonna wanna make sure you have at least one user in your people enrolls who can sign a legal agreement for your organization. If you don't have that person, you can be trapped in a endless cycle of frustration on our system, and nobody wants that. So make sure you have at least as a contributor, somebody who can sign legal agreements for your organization, because you'll wanna make sure that you have that individual available when you go through the enrollment process. The other thing you're gonna wanna do then is the first thing is enroll in programs. Now I have a lot of sites already enrolled, but I'm gonna do a new one just to show you what it looks like. So if I don't have the site now, I'm gonna manage sites, which means I wanna add a new one. So well, actually, before I do that, go back up here to the HRSA organization. As I mentioned, if you don't know your grant ID, you can always come back and add it here. Now this is obviously not a real ID. We double checked with her, so we wanna put fake fake data in in these, accounts. But that means when you come back to this managed sites and you wanna create a new site, one of the things it will ask for you see down here, it will ask for that that BPIC ID. If you didn't put a grant number in there, if you if your organization doesn't have a grant ID, this field doesn't show up. So you would not be able to even address this field. So if you want HIE's support, you've gotta have that grant ID at the top level at the organization level, and then the BPIC ID at the site level. Notice if your organ our system assumes organization multiple sites or at least one site. Your organization may be more complex. You may have parent org, legal entity below that, and then sites. And one of those legal entities might be a a a health center, and the rest may not. However, her, QPass is going to assume you only need one account. And if you wanna share evidence across those sites, say you do things the same way, same policies and procedures, you're gonna want them all in one account so you can share that evidence. What that means is if you have maybe one, health center in that group, but there's a lot of sites that are affiliated with other legal entities that aren't a health center, you just click this button right here that says, you know, this is not part of our health center organization. Don't worry about it. We're gonna self pay for these. That's a very rare kind of thing, but we do see accounts that are that complicated. We also just ran into it today because we have organizations that are part of a more complex account, and they have a couple of grant IDs, but we can only let them put one in. So we're still working on how how we're gonna handle that one. It's a a little bit of a a fun experience there. So the first thing we're gonna wanna say is, okay. What what is my site? Well, the way to identify your site is to look it up its NPI. This is notice I'm not in NCQA anymore. I'm in the CMS, HHS website because they have all the, provider, the NPI numbers for all the providers. So when I'm looking up an NPI number, let's say Oops. I can't spell when I'm not looking at the screen. Labrador. Here we go. Laboratory. And I am going to put this I'm gonna be looking for one in Maryland. So I'm looking for one close to DC. So the reason I'm deliberately doing a laboratory search here is because I'm looking for providers who will never be in PCMH just in case because I'm gonna be using I'm gonna use their their note their NPI. Notice we have all of these laboratories, all of which have NPIs. So if I go here, and I'm like, great. I'm gonna put this in as the NPI for my site just to show you how this works. So I'm gonna put that in, and it's gonna show me this information. Now I can click here and it say use site name, and it's gonna fill in that information for me, easy peasy. Right? However, there are organizations that use the same NPI for multiple sites. I don't know if that's ethical, legal. I don't get into it. We know what happens. I'm not sure if it's a good thing or a bad thing. It does happen. However, if you use if you click use site name here, you will not be able to use that NPI again for any other site. So if you are using your NPI for multiple sites, you've gotta at least come up with new site names for them. Now the certificate name field allows you to put in a different name here. So let's say I don't wanna use the site name, and I wanna call this my, June test site just because I have two minute. I gotta find a way to to, and this is gonna be, Family Health Center, right, which is the most generic name I can come up with for health center. So many, have those words in them. And then I can put the same street address in. And, oops, Salisbury. Oops. Where's Maryland? There it is. And two one eight zero one. Wait. Those who don't know five five five one two one two, I'm old enough to remember that's how we used to look numbers up before Google. And then let's say this does have, this is a oops. UPS dot I'm kinda how do we figures have been here. And now I'm also gonna pick the specialties. Now, normally, you would think, wait. This is the patient centered medical home program. Why do you have all these specialists in here? Well, when I'm creating a site, I don't know what program I'm enrolling in, and I could be enrolling in the specialty program. So that is an option. So let's find the, internal medicine and pediatrics. Let's do those two right here. And, notice I will we are using CMS definitions, so we are not the ones who, think that family practitioners or or GPs. Just wanna point that out, and I'm gonna have to just slide the camera over a little bit. I apologize. Joined using a laptop camera. So now I have this new site. Now a couple things to note. I can edit any of the sites I already have in here. But because they're all enrolled in a program, can't delete them. But if I go all the way down here, I can still delete this site. It's not enrolled in anything yet. And it doesn't have an account ID available because it hasn't gone through the enrollment process. So if I go back up here and I say I wanna enroll in programs, go back to our dashboard. By the way, this up here is called the breadcrumbs. Using forward and back screen don't always work with KubeBask because the way it's designed. That's as much as I understand. I'm not an IT guy. So if you are trying to go back and forth, come up here to the breadcrumbs and click on the right level that you're looking for. Kinda like if you're using SharePoint, you're trying to go back in in your file, setup. But let's enroll that site in some programs. So wait. Where's the June? Here we go. June test site right here. Right? So notice I have all these are all the programs that are existing in QPAS right now, which is why we have all those specialties for the site. When I click on PCMH, notice the behavioral health option pops right up. And that's because you can only do behavioral health if you already have PCMH. See, on these other sites here that are already enrolled in PCMH, I can add PH if I want to. But I can also for this June test site, I could add them all both in at once if I wanna do it together. It's up to you if you wanna do that. You can always add behavioral health later and but you have to have PCMH first. So and So I don't need an eligibility questionnaire, which is nice. I'm hoping this is gonna work. This should then ask me to confirm, yes, that, the question that we're gonna have here is, are you in the correct format transforming? And then do you have any care presided virtually? Why these aren't answered, but let me quickly fill them up so I can go to the next there we go. And this is where the system is going to alright. Okay. So the system is because the test system sometimes happens. I apologize. It's not working as well as I would like. So the next step it should be taking me to is is what we call the multi entity questions, and those are basically, if you have three or more sites, are you using the same EHR, and are you using the same policies and procedures? If you say yes, then you get multisite pricing. Not really that important. You have to fill these questions out no matter who you are. But if you're part of HRSA, we've already, negotiated a set flat fee per survey with HRSA. They don't like variable pricing for obvious reasons, So we work on it. It's based on the average number of of sites and average number of, providers each site. There's a whole formula we use. So you don't have to worry about it, but you do have to answer the questions. Then you get to the legal agreements. Now the nice thing is I can go back. I can leave the enrollment wizard. I apologize. I'm looking for my button. There we go. And I can show you the same, steps, through the you can do all these steps individually as well. So if I'm looking for, the the next step would be agreements. Right? So signing legal agreements, this is what you would see. The legal agreements are all they're at the organization level, and they're all electronic. If you need to do hard copies, we can work with you on that to do ink signatures, and then we can upload PDFs of that. But if you can do electronic signatures, it's just gonna look like this. It's going to either be signed or not. It should pop up in a second. You can always download the agreement. Notice this has been signed by someone at NCQA and somebody at the organization. I can download this agreement if I if I want to. There's a an agreement for each program, and then there's the business associate agreement for the organization. The BAA is signed once. The program agreement is signed for every program that you're part of. And then enrollment again. I just wanna make sure I got the enrollment legal agreements. Then you're going to assign clinicians to, that's didn't mean to do that. So if I go to my new site and sorry. I will have to assign a either a new clinician using the NPI, again, or assign an existing clinician from another site, to those to that to that site. You have to have at least one clinician, and then it's gonna bring you to the cost overview. Let me show you what that looks like. And, again, I'm going to close out of here, and then the cost, will come up here. So we have a whole bunch, so this is what you'll see when you are waiting if you're in annual reporting and you're waiting for a discount. This will also be what you see after you input the discount code for the first time. So if we were I would like to show you, what I can't because of the the the glitch, is the new site that I just enrolled will show up here on this list, and it will show up as unpaid, but it will also show up with an option to self pay. Then I they will have a discount code button that I can press, and I can put this discount code in. That is the the coupon code. And then I can come over here, and I can view the invoice once it's been paid. This is what it looks like when it's been approved, and it shows you what's been approved, what your discount is, how much you owe. And then the last step, if you have just gotten approval from NCQA, you'll actually see create invoice as an option here. You'll create the invoice, and then you can submit, the survey. You have to do that last step yourself. But this is what it looks like when it's waiting for approval, when you're in annual reporting as well. So the only thing I wanna show you is then how do you address surveys. So there's two ways to do it. You wanna provide evidence that is documents, reports, whatever it is. You can come in here. You this is the list of all the evidence that you've uploaded to the system. At least I hope it will show up. Here we go. And there's two types of evidence. There's site specific, and there's shared. Shared evidence are things like policies, procedures that are the same across the whole organization. So let's find a policy procedure standard, or or let these these are all my, shared evidence. If I want to update this or somehow change it, I I hit shared evidence. It's gonna actually bring me back to this list of so now I'm actually in the criteria tile. So if you're doing shared evidence, you've gotta do that through the criteria tile. But this shows you all of the items that can be shared. So let's pull one that is, so here we go. A c twelve continuity of medical record information. This is this is a policy and procedure. So, I can either add new evidence, for and this is gonna be a policy procedure across all of my sites, or I can link existing. If I wanna do new evidence, I'm gonna move the camera again real quick. Sorry. It's actually relatively easy to do. So I just opened up my file folder. Okay. And I'm gonna go to my documents, and I'm gonna try and pick something that's completely innocuous. Here. An enrollment report. That's really great. So I can throw that in there, hit done. And I've now added this as evidence. And it's asking me for which sites is this evidence? Is this for all of your sites? Now I have a secondary group that's just pediatric sites. In this case, it's all of my sites, and that tells the, system, great. Now we have this, piece of evidence here, company of medical record information. Then I can say, okay. If I'm ready, if I know that policy is done and I know that I want this reviewed at my next virtual review, maybe it's my first virtual review, I'm gonna come over here, and I'm gonna check this in for all of my sites, and I'm done. Now what that means is it's like Amazon. I've put this into my shopping cart, but I haven't checked out yet. Not until I schedule a check-in will it actually then move that, over to be reviewed by an actual, evaluator. And that's how you do shared evidence. It's very simple. You pick which group you're you're gonna be, including it in. But if I go back here to the evidence library and I wanna do site specific evidence, that is evidence that is for each of my sites. But let's say, again, here, I'm gonna add in, some new transforming evidence. I'm gonna go back to my file folder. Whoops. There we go. And now I'm gonna I'm gonna pull this enrollment report. But let's say this is a spreadsheet that has my quality data for all of my sites. So it's site specific data, that site one, site two, site three, etcetera, has its own data, sheet within the workbook, but it's the same workbook for all of them. Right? Okay. Cancel. Let's try a different this is always fun when you're trying to, to do this. It's really exciting. Yes. Glad that my BlueLinx subscription for my car, that's working well here. This is always so much fun. So if I come down here to, the actual evidence I just added, I can find it. Here we go. So now I have this evidence. What do I wanna do with it? Well, I wanna figure out what do I wanna apply it to. Let's say this does have all data for each one of my sites. Right. And this is for QID. Let's let's see if this is based on satisfaction data. So I've applied it to all of my sites. I'm saying this applies to all my sites. Now I'm gonna actually say, where do I want it to be evidence? And I am gonna go all the way down to QI. So let me scroll all the way down to QI, And I'm gonna go to QI four, which is our satisfaction survey. Whoops. And I'm gonna say that this is the quantitative and qualitative patient experience data. So that means I'm applying this evidence to QI four, both types of data across all of my sites. So if I go back up here and I say, let's look at the evidence library not the evidence library. Sorry. Whoops. I did that wrong. Checking the time. We're good. If I go back up here to criteria, and gonna go to twenty twenty two again because that's where my sites I've gotta really update this this file. This account is so old at this point. And I am going to go to the individual criteria, and I'm gonna go right to QI. So if I wanna jump to QI, come over here. We've got filters. This is my favorite thing, and it will bring you right to the QI, area. And then in QI four, we see that we have evidence for each of these items. Great. So let's say we have all of our evidence. And, again but there's something I want to discuss with the reviewer. I want them to explain rather than just have them review the data. So I'm gonna mark it as I have data, but I also wanna do this I wanna discuss this during the virtual review. It's not just something you can read, and, just read and and absorb. So I've now I I've I've indicated it's virtual, and then I check it in. So now the evaluator not only gets to know that this is part gonna be part of the review. Also, please ensure this is on the agenda for the call for the actual virtual call we're doing. If an evaluator looks at a report, looks at a policy, doesn't have any questions, they're not gonna bring it up during the the virtual review. So if they don't bring it up, that probably means you're you're meeting the standards, because they're they're probably okay with it. If they do have any questions, they're they're going to add that manually to the virtual review agenda. However, you can also say you can preemptively say that and say, oh, you know what? I want to, discuss this during the virtual review as well. So say you've done this. You've added evidence. You're great. You're you now wanna schedule your first check-in. You come over here, and it's gonna jump you two weeks into the future. So we are now in early June. It's gonna bring us to mid to late June, hopefully. First, I'm gonna pick which sites I'm gonna go forward with. Right now, I only have one that I can. And let's say I don't I don't wanna do it this week. I wanna do it the week after because I really wanna ruin my staff's, long weekend. So I am gonna pick three time periods during the week right before the fourth of July because I don't like my staff. And then I'm gonna come over here. And I'm not gonna hit check-in yet, but it is telling me, great. These these are times I've set up. If you don't have an evaluator yet, if there's been no evaluations for your organization, this review request will go out to we have a, like, an Uber like dashboard, and our evaluators go and pick up a review. They will then and and, they will only see the review option if they haven't indicated that they have a conflict of interest with your organization. They will have to double check that, before they can accept the review, and then they will pick the time that works best for them. Now on our on our end for our evaluators, they have an internal calendar. So if they have, another virtual review either at the same time or within an hour before, an hour later, it's not gonna show them that time. It will only show them times they're free. If, if you basically say, I wanna review, and the evaluator looks at it and none of the times show up, so he the evaluator, he or she will know you picked three times. I don't see any times. That means all three times you picked were bad for that evaluator. They will then send them they will reject the request saying, can you please pick three new times? It will come back to you. You will pick those three new times. It will go back to the evaluator. If none of those times work, your your representative, the human being here at NCQA, will get you both on the phone, and we'll just manually set it up. We don't want you to go through more than two rounds of this. So that's the case whether it's a brand new evaluator reaching out and taking your review or if you already have an evaluator. Anybody who's worked on your reviews before, we like to keep the same evaluator. We will send, they will show up on their dashboard. The same issue, though. If they see no times, they know that that, none of those times work for them. Another times you picked work for them, so they're gonna have to ask for some more times. So I'm just looking at a question. Alright. So so just a request, from one of our participants, which I think is a good one. It would be great to be able to link across annual reporting and transforming. I agree that would be great. I don't know if that's something I mean, I can certainly I'll put the request in. I don't know. That may be more complicated than than we think, unfortunately, because the the review type I talked about earlier, but it's a good idea. And, I'll certainly bring that up as a as an option. Alright. So does NCQA have rules about when your evidence can be used when your organization is changing the EMR? Will they allow ten months of evidence, or do you combine evidence from the old and new systems? We're set to go live November first. Well, congratulations on the new EHR. I hope it works well. The answer is it depends. So here's the thing. If you are trying to provide a calendar year's worth of data for something in the EMR so say you're you're pulling your QI data out of the EMR. We're gonna wanna have a full year calendar data. You're gonna have to pull data out of both systems and then combine them as best you can. However, you're gonna do it for your own internal purposes as well. However, if you're talking about functionality, as long as the EMR has been in place for ninety days when you actually provide the evidence, you can just provide the new EHR. If it hasn't been in place for ninety days, but your old EHR had similar or still, other kinds of functionality that still met the requirement, basically provide both. So it really it it's really about how long has the new system been in place when you are actually adding evidence either for annual reporting or transforming. If it's more than ninety days, you can use the new system. Alert their evaluator. We changed our EMR. So if you wanna see some old data, we'll have to pull it from the old system, whatever that is. If you're if you're trying to get a full time period, though, where the the change overlaps in that time period, you'll wanna pull data from both systems. So it really does depend on what evidence we're talking about in terms of what you're trying to show. Functionality, probably just the new system. If you're trying to show, we've been doing this over this period of time, you may have to show from both systems. So, hopefully, that helps, with that question. Alright. Perfect. Alright. Another thing that that, you may notice if you're an existing customer, we do have a merger acquisition consolidation policy within the standards, and that is about, when you have to alert us to major changes that is mergers, movements, things like that. Key thing to remember also, if you move locations, NCQA considers you the same account. HRSA gives you a new BPEC site ID. So make sure if you change addresses, even even if you're, moving, like, a mile down the street, HRSA's gonna create a new site for you and a new site ID. You'll have to update that site ID in QPASS because then we run into the problem with we can't match you. So, NCQA just treats accounts a little bit differently than HRSA does. So, of course, it's a little bit more complex. Alright. Well, that was everything I wanted to cover today. We have, technically six more minutes, but I'm happy to to, cut us off a little early. If have any final questions, now would be the time to send them through. We will have office hours, for June. This is technically the May office hours, July, August, and September under the current task order, and we are gonna get those scheduled, and they will be up on our website next week. So you can start registering for those as well. Alright. I see no final questions, so I'm going to say thank you for attending. I hope this was helpful. Thank you, Don. That's a great recommendation. Yes. Any any kinda, we just ran into this actually with an organization that wants to use their own BAA. They are now their lawyers are now logged in discussion with our lawyers. I have no idea how long it's gonna take to review or reconcile. We don't wanna use their BAA. They don't wanna use ours. I'm letting the lawyers deal with it. But, yes, absolutely. Yeah. That is, that is, you in fact, it may be the same organization, but, but that's great advice. Well, it's in the lawyer's hands. It's not I'm gonna let them, hash it out. Alright. Well, thank you all, and we will see you next month. Oh, is there a downloadable process workflow that mimics what was overview today? No. There isn't. But you know what? That's a great idea, and I'm gonna look into maybe, creating we've we've been talking about new, pieces that may be helpful. So I think a process workflow for this would be really great. I'm gonna talk to our QPass folks about that. I love that idea, so we may work on that. Thank you. There are videos. Yes. Donna's correct. There are videos for, that are accessible through QPass that, are part of the resources, that you can look at as well, but there's no sort of process workflow. Yep. Alrighty. Well, thank you all, and have a great, weekend.