CERTIFICATION AND LICENSING (CLS) PROVIDER HANDBOOK APPLICATION PROCESS

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1 CERTIFICATION AND LICENSING (CLS) PROVIDER HANDBOOK APPLICATION PROCESS Every action that occurs in CLS is application based. The only exception to this is the closure of a location. Closures occur by contacting your regional office (we prefer that you put the request in writing/ for tracking purposes). Regional licensing staff will close the location in the system. LOGGING INTO CLS 1. Access the HCSIS Provider Portal. 2. Click Login and enter your Keystone sign-on information. 3. Access Certification and Licensing by clicking the link under Available Tasks from the left side bar of the web page.

2 4. Begin by completing the Certification Assessment. Notes: The assessment helps guide the provider to the correct application purpose and other documentation Select Renew Location Certification from the What would you like to do? drop-down list. 5. When all fields are complete in the Certification Assessment, click [CONTINUE]. The information on this screen is legal entity information. You can multi-select the application type that you would like to submit by using the Ctrl button and selecting multiple application types. The Addendum Application cannot be multi-selected. i.e.: you can select renewal and Change of Responsible person to change the CEO information at the time of renewal.

3 6. Verify that the information you have entered is correct. If not, click [RESET] to re-enter. If the information is correct, click [CONTINUE]. 7. Click the radio button to confirm the locations you wish to renew. 8. Click [APPLY NOW].

4 9. The application will be on the next screen indicating the application type you selected to submit. 10. Once the application information is entered. Click the [Continue] button at the bottom of the page. 11. Select the Authorization for E-Signature checkbox.

5 12. Enter the answer to your security question that was set up when you first set up your account. NOTE: If you don t know your security question contact your BP Admin. If you are the BP Admin contact the HCSIS Help Desk. 13. Click [Submit]. 14. Make a note of the application number, then click [Continue]. Note: When submitting supporting documents make sure the Application Number is on every document. ADDING A NEW LOCATION TO AN EXISTING CERTIFICATE When adding a New Location to an existing Certificate of Compliance, you need to follow these steps. 1. Contact the Regional waiver capacity manager for the region which the certificate held for noncontiguous location approval. 2. Register the location in HCSIS and submit the HCSIS verification form to the HCSIS helpdesk. Please note that special characters cannot be used in the Legal entity name, location name or address lines in HCSIS or CLS. See the job aid in HCSIS PSS for information on the special characters. 3. Complete the Self- Inspection form and submit it to Bureau of Human Services Licensing (BHSL). 4. Complete the application for addendum in CLS. See job aid for submitting an addendum application. You must put the address on the application exactly the way it was registered in HCSIS. Note: You can only add locations to a Community Home or Family Living License. Adult Training facilities and vocational facilities are stand-alone licenses. RENEWAL APPLICATION Renewal notices are mailed 130 days prior to expiration. A second notice is mailed 60 days prior to expiration if you failed to reapply. If you don t receive a notice it is because your previous license was issued out of the old system and therefore the system did not know to send you a renewal. Please don t submit multiple renewal applications, if you receive several renewal notices and you already reapplied. Just throw away the notice.

6 APPLICATION PURPOSES Listed below are the available application purposes in the Certification and Licensing System. Application Purpose Open/Operate a New Location Renew Location Certification Change of Facility Name Change in Name of Operator Change of Facility Postal Address Change of Profit or Nonprofit Status Increase or Decrease in Facility Capacity Add Addendum to Certificate Change of Provider Type When it should be used This application type is only for use when creating a new agency for Chapter 6400 (Community Home) or 6500 (Family Living) or for opening a new Chapter 2380 (Adult Training Facility) or Chapter 2390 (vocational facility). This application is not to add a satellite location to your existing license. This application is used to renew an existing License for all regulated chapters 6400, 6500, 2380, This application is not for Legal entity changes. It would be used to change the name of a location or facility on a license. This application is used to change the name of the CEO or responsible person listed on your application. This type of application is used to record a change of facility postal address, like a 911 address change. This is not used to report relocation of a facility. This type of application is used to report a change in profit or non-profit status of an organization. This type of application is used to request an increase or decrease of capacity. You would also complete a self-inspection with this application type. Mail or the self-inspection packet to BHSL Headquarters. This type of application is only used to add a location to an existing Certificate of Compliance for Community Home or Family Living licenses. Not for closures of a location. This application would not be used for ID licensing. NOTE: When submitting an application, you can multi-select application purposes by using the control key on your keyboard. You cannot multi-select when completing an Add Addendum application. Example: you can do a renewal application with the change in name of operator. Providers need to ensure that their Provider profile is correct. You need to make sure that all your locations are entered into CLS. If not, your Certificate will not reflect the correct locations. BHSL will no longer be using the old database to issue Certificates. If you notice an error you can submit an Application for addendum in CLS and you can call your regional licensing office or Licensing Administration at Civil Rights Compliance Questionnaire A civil rights compliance questionnaire is required for every new license and is required to be completed annually thereafter upon renewal. You do not need to complete a CRCQ when submitting an addendum application. See attached job aid for completing a CRCQ.

7 ACCESSING CLS THROUGH HCSIS ACCESSING THE CERTIFICATION AND LICENSING SYSTEM THROUGH HCSIS Providers will access the Certification and Licensing System through the Provider Access portal on HCSIS. This job aid is designed to assist providers to understand the steps required to access CLS from HCSIS. 1. Navigate your internet web browser to the HCSIS case management system at: 2. The HCSIS Landing screen appears. 3. Click [Provider Access]. 4. The HCSIS Provider Access Home screen appears. 5. Click Login from the Available Tasks menu on the left, or from the Main Menu on the top right. Updated: 04/27/2012 Page 1 of 3 CLS_Provider_JobAid_AccessingCLSthroughHCSIS.doc

8 ACCESSING CLS THROUGH HCSIS 6. The Keystone Key Login screen appears. 7. Enter your HCSIS User ID (Username) and Password, and then click [LOGIN]. 8. The Provider Registration screen appears and displays the name and basic demographic information about your provider organization. Updated: 04/27/2012 Page 2 of 3 CLS_Provider_JobAid_AccessingCLSthroughHCSIS.doc

9 ACCESSING CLS THROUGH HCSIS VERIFYING/UPDATING HCSIS DATA AND CLS DATA Before users log into CLS to complete any licensing activity. Users must confirm that all of their HCSIS legal entity and sites/services/contact information is correct. From the Provider Access Provider Registration screen: a. Click View My Application Summary to review your legal entity and service location information stored in HCSIS. b. Use the 7 individual tabs across the top of the Provider Access screen to edit and save changes* to any incorrect HCSIS information associated with each tab**. *Note: The provider should coordinate with the person who is responsible for maintaining the agency s HCSIS data to perform updates in Provider Access. Please reference the HCSIS Provider Updates Tip Sheet Job Aid on updating information in Provider Access. This tip sheet is available under the Job Aids section of the Provider Registration Screen. **Note: Once changes are made, the changes will updated with a verification pending status. At this time, the provider should submit a verification letter on their agency s letterhead to the HCSIS Help Desk. Once this letter is received, the changes requested will be reviewed and accepted by the Provider Enrollment Unit. After changes have been approved, the status will be updated and will reflect Verified. 2. When all of the HCSIS information is correct users can log into CLS by clicking Access Certification and Licensing from the left sidebar menu. The CLS site will open in a new window. a. Quickly confirm that your CLS application sites and HCSIS sites information matches by opening the View My Application Summary screen to view and compare the HCSIS and CLS data. Updated: 04/27/2012 Page 3 of 3 CLS_Provider_JobAid_AccessingCLSthroughHCSIS.doc

10 REVIEWING PROFILE INFORMATION IN PROVIDER ACCESS REVIEWING PROFILE INFORMATION All Business Partners with access to HCSIS will have a profile in the Certification and Licensing System. The job aid is designed to give providers and overview of the information available to them through this profile. A provider s profile can be found through a link on the DPW Certification and Licensing System page in CLS. 1. Access CLS as you would through the HCSIS Provider Access link. 2. Click on My Profile on the DPW Certification and Licensing System page. Updated: 04/27/2012 Page 1 of 3 CLS_Provider_JobAid_Reviewing_Profile_Information_in_Provider_Access.doc

11 REVIEWING PROFILE INFORMATION IN PROVIDER ACCESS The Profile Summary page displays a summary of licensing related information for the legal entity. Categories of items are broken out by status. A user can click on any of the active ID links to see more information about that item. Users can view location specific information. Certification history is also available through My Profile. Updated: 04/27/2012 Page 2 of 3 CLS_Provider_JobAid_Reviewing_Profile_Information_in_Provider_Access.doc

12 REVIEWING PROFILE INFORMATION IN PROVIDER ACCESS Information regarding Inspections, Waivers, Sanctions and Appeals is also available through My Profile. Updated: 04/27/2012 Page 3 of 3 CLS_Provider_JobAid_Reviewing_Profile_Information_in_Provider_Access.doc

13 SUBMITTING A PLAN OF CORRECTION IN PROVIDER ACCESS SUBMITTING A PLAN OF CORRECTION This job aid describes the steps required for a Provider to submit a POC. 1. Access the HCSIS Provider Portal and enter your login information. 2. Click the link to Access Certification and Licensing. Updated: 04/26/2014 Page 1 of 7 CLS_Provider_JobAid_Submitting_a_POC_in_Provider_Access

14 SUBMITTING A PLAN OF CORRECTION IN PROVIDER ACCESS 3. Click My Profile from the DPW Certification and Licensing System home page. The Profile Summary page displays with information for the selected provider. 4. Click [SELECT] next to the appropriate item in the Pending POCs section. Updated: 04/26/2014 Page 2 of 7 CLS_Provider_JobAid_Submitting_a_POC_in_Provider_Access

15 SUBMITTING A PLAN OF CORRECTION IN PROVIDER ACCESS 5. This will take Providers to a summary of Inspections that require POCs. Select the radio button next to the Inspection ID, then click [SELECT]. 6. Enter the Plan of Correction. 7. Enter the Correction Date. The Provider s Correction Date refers to the date that the Provider anticipates having the correction completed. 8. When all the information is complete, click [READY TO SUBMIT]. If there are more violations that do not yet have Plans of Correction, a message will display to complete them. Updated: 04/26/2014 Page 3 of 7 CLS_Provider_JobAid_Submitting_a_POC_in_Provider_Access

16 SUBMITTING A PLAN OF CORRECTION IN PROVIDER ACCESS 9. Repeat steps 6-8 for each violation on the Inspection Summary. Note: If users need to save the Plan of Correction and complete it a later time they may do so by clicking SAVE PLAN OF CORRECTION. 10. When all violations have a Plan of Correction and Correct Date, click [SUBMIT PLAN OF CORRECTION] to submit the POC. If not all citations for all inspections have a POC and POC Correction Date, an error message will be returned. 11. When all POCs and POC Correction Dates are entered for all inspections on the application, click [SUBMIT PLAN OF CORRECTION]. Updated: 04/26/2014 Page 4 of 7 CLS_Provider_JobAid_Submitting_a_POC_in_Provider_Access

17 SUBMITTING A PLAN OF CORRECTION IN PROVIDER ACCESS 12. Click Authorization for E-Signature checkbox. 13. Answer the required Security Question. Note: If you don t recall your security question that you established when your account was first set up contact your BP Admin. If you are the BP Admin at the location, contact the HCSIS Help Desk. 14. Click [SUBMIT]. A confirmation message is received. Note: All documentation supporting the Plan of Correction should be sent to the licensing representative. Please note the inspection ID on all documents to ensure an efficient review. TRANSFER POC AND POC CORRECTION DATE TO OTHER INSPECTIONS If the same violations are cited on multiple inspections for the same application, the POC and POC Correction Date can be replicated to those citations by using the TRANSFER button. 1. Follow steps 6 9 above for the first inspection requiring a POC and POC Correction date. 2. Click [SAVE PLAN OF CORRECTION]. Updated: 04/26/2014 Page 5 of 7 CLS_Provider_JobAid_Submitting_a_POC_in_Provider_Access

18 SUBMITTING A PLAN OF CORRECTION IN PROVIDER ACCESS 3. Select the Transfer button to transfer the POC and POC Correction Date that are to be replicated to the same citation on other applications for the same inspection. If the same citation does not exist on any other inspections for the application, a message will be returned. 4. Select the POC for a citation that does exist on other inspections. 5. Click [TRANSFER] for the desired citation(s). A confirmation message is received. Updated: 04/26/2014 Page 6 of 7 CLS_Provider_JobAid_Submitting_a_POC_in_Provider_Access

19 SUBMITTING A PLAN OF CORRECTION IN PROVIDER ACCESS The POC information is transferred to matching citations on another inspection for the application. 6. Follow steps 10 14, above, to complete the submission of the Plan of Correction. Updated: 04/26/2014 Page 7 of 7 CLS_Provider_JobAid_Submitting_a_POC_in_Provider_Access

20 SUBMITTING AN ADDENDUM APPLICATION IN PROVIDER ACCESS SUBMITTING AN ADDENDUM ADD LOCATION This job aid is designed to help providers understand when and how to process an Application with the purpose of Add Addendum to Certificate. Note: Addendum Applications are submitted by providers who wish to add an additional location to an already existing certificate. IMPORTANT: It is critical that any new service locations be added in HCSIS prior to submitting an Addendum application in CLS. Addendum application purpose is only used to add new service locations, and is NOT used to close or remove service locations service locations from a certificate. If they wish to close or remove a service location, they should call their regional licensing office. 1. Access the HCSIS Provider Portal. 2. Click Login and enter required credentials into Keystone. Updated: 04/27/2012 Page 1 of 6 CLS_Provider_JobAid_Submitting_an_Addendum_Application_in_Provider_Access.doc

21 SUBMITTING AN ADDENDUM APPLICATION IN PROVIDER ACCESS 3. Access Certification and Licensing by clicking the link under Available Tasks. 4. Begin by completing the Certification Assessment. Note: The assessment helps guide the provider to the correct application purpose and other documentation. Note: When adding a new service location to an existing certificate, the User must select Add Addendum to Certificate. 5. When all fields are complete in the Certification Assessment, click [CONTINUE]. Updated: 04/27/2012 Page 2 of 6 CLS_Provider_JobAid_Submitting_an_Addendum_Application_in_Provider_Access.doc

22 SUBMITTING AN ADDENDUM APPLICATION IN PROVIDER ACCESS 6. Verify that the information you have entered is correct. If not click [RESET] to re-enter. If the information is correct, click [CONTINUE]. Updated: 04/27/2012 Page 3 of 6 CLS_Provider_JobAid_Submitting_an_Addendum_Application_in_Provider_Access.doc

23 SUBMITTING AN ADDENDUM APPLICATION IN PROVIDER ACCESS 7. Click the radio button to confirm the locations you wish to select the certificate you wish to add the location to. 8. Click [APPLY NOW]. Updated: 04/27/2012 Page 4 of 6 CLS_Provider_JobAid_Submitting_an_Addendum_Application_in_Provider_Access.doc

24 SUBMITTING AN ADDENDUM APPLICATION IN PROVIDER ACCESS The Application for Certificate of Compliance page will open with the as read only. 9. In the center of the page below the Legal Entity Information, click [ADD NEW LOCATION]. 10. Completed all the information for the new location. Fields marked with a red asterisk are required to continue. 11. Click [SAVE LOCATION]. Note: Repeat steps 9-11 for all locations being added if there is more than one. Updated: 04/27/2012 Page 5 of 6 CLS_Provider_JobAid_Submitting_an_Addendum_Application_in_Provider_Access.doc

25 SUBMITTING AN ADDENDUM APPLICATION IN PROVIDER ACCESS 12. On the following screen click [CONTINUE] at the bottom of the page. 13. Select the Authorization for E-Signature checkbox. 14. Enter the answer to your security question that was set up when you first set up your account. Note: If you don t know your security question contact your BP Admin. If you are the BP Admin contact the HCSIS Help Desk. 15. Click [SUBMIT]. 16. Make a note of the application number, then click [CONTINUE]. Note: When submitting supporting documents make sure the Application Number is on every document. Updated: 04/27/2012 Page 6 of 6 CLS_Provider_JobAid_Submitting_an_Addendum_Application_in_Provider_Access.doc

26 SUBMITTING CRCQS IN PROVIDER ACCESS SUBMITTING CIVIL RIGHTS COMPLIANCE QUESTIONNAIRES A Civil Rights Compliance Questionnaire (CRCQ) must accompany each application. This job aid is designed to assist users with completing and submitting these documents. When submitted through CLS CRCQs will be routed to the Bureau of Equal Opportunity (BEO). If there are any areas of non-compliance the provider will be contacted directly by the BEO for a Corrective Action Plan. 1. Access HCSIS and enter the Provider Access portal. 2. From the HCSIS Provider Website click Login. From here you will be directed to enter your Keystone sign-on information. Updated: 04/27/2012 Page 1 of 5 CLS_Provider_JobAid_Submitting_CRCQs_in_Provider_Access.doc

27 SUBMITTING CRCQS IN PROVIDER ACCESS 3. Select the Access Certification and Licensing link from the Available Tasks menu. 4. Click Civil Rights Compliance from the menu of the DPW Certification and Licensing page. 5. Complete all the required fields of the questionnaire. Updated: 04/27/2012 Page 2 of 5 CLS_Provider_JobAid_Submitting_CRCQs_in_Provider_Access.doc

28 SUBMITTING CRCQS IN PROVIDER ACCESS Note: Pay special attention to the information being requested. In some cases more detailed information is required in the text box. 6. Complete the required information on the following screens regarding who is being served at the location, and staff composition. Updated: 04/27/2012 Page 3 of 5 CLS_Provider_JobAid_Submitting_CRCQs_in_Provider_Access.doc

29 SUBMITTING CRCQS IN PROVIDER ACCESS 7. Confirm that the accuracy of your information and provide your Security Question to complete the process. Note: If you don t recall your security question answer contact your BP Administrator at your location. If you are the only BP Administrator at your location, contact the HCSIS Help Desk. Updated: 04/27/2012 Page 4 of 5 CLS_Provider_JobAid_Submitting_CRCQs_in_Provider_Access.doc

30 SUBMITTING CRCQS IN PROVIDER ACCESS 8. Click [SUBMIT] 9. Make note of your CRQ Reference Number. This number is required for efficient processing, and should be noted on any documentation sent to the Bureau of Equal Opportunity. Updated: 04/27/2012 Page 5 of 5 CLS_Provider_JobAid_Submitting_CRCQs_in_Provider_Access.doc

31 SUBMITTING RENEWAL APPLICATIONS IN PROVIDER ACCESS SUBMITTING A RENEWAL APPLICATION This job aid is designed to help Providers with submitting a renewal application through CLS when the current certificate is nearing the expiration date. 1. Access the HCSIS Provider Portal. 2. Click Login and enter required credentials into Keystone. 3. Access Certification and Licensing by clicking the link under Available Tasks from the left side bar of the web page. Updated: 04/27/2012 Page 1 of 6 CLS_Provider_JobAid_Submitting_Renewal_Applications_in_Provider_Access.doc

32 SUBMITTING RENEWAL APPLICATIONS IN PROVIDER ACCESS 4. Begin by completing the Certification Assessment. Note: The assessment helps guide the provider to the correct application purpose and other documentation 5. When all fields are complete in the Certification Assessment, click [CONTINUE]. Updated: 04/27/2012 Page 2 of 6 CLS_Provider_JobAid_Submitting_Renewal_Applications_in_Provider_Access.doc

33 SUBMITTING RENEWAL APPLICATIONS IN PROVIDER ACCESS 6. Verify that the information you have entered is correct. If not click [RESET] to re-enter. If the information is correct, click [CONTINUE]. 7. Click the radio button to confirm the locations you wish to renew. 8. Click [APPLY NOW]. Updated: 04/27/2012 Page 3 of 6 CLS_Provider_JobAid_Submitting_Renewal_Applications_in_Provider_Access.doc

34 SUBMITTING RENEWAL APPLICATIONS IN PROVIDER ACCESS Most information will be pre-populated and will appear as read only. 9. Answer the required questions at the bottom of the screen by clicking selecting Yes or No from the drop-down. Updated: 04/27/2012 Page 4 of 6 CLS_Provider_JobAid_Submitting_Renewal_Applications_in_Provider_Access.doc

35 SUBMITTING RENEWAL APPLICATIONS IN PROVIDER ACCESS 10. Click [CONTINUE]. 11. Select the Authorization for E-Signature checkbox. 12. Enter the answer to your security question that was set up when you first set up your account. Note: If you don t recall your security question answer contact your BP Administrator at your location. If you are the only BP Administrator at your location, contact the HCSIS Help Desk. 13. Click [SUBMIT]. 14. Make a note of the application number for future reference. This number should be written on all Updated: 04/27/2012 Page 5 of 6 CLS_Provider_JobAid_Submitting_Renewal_Applications_in_Provider_Access.doc

36 SUBMITTING RENEWAL APPLICATIONS IN PROVIDER ACCESS documents mailed in as part of the application. 15. Click [CONTINUE]. The application will be routed to the appropriate licensing administrator. Updated: 04/27/2012 Page 6 of 6 CLS_Provider_JobAid_Submitting_Renewal_Applications_in_Provider_Access.doc

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