Registering your Facility & Logging in for the First Time This chapter is directed towards the business users such as Health Care Providers. It is intended to assist them in using the HCAI application by describing the business functionality and identifying business rules and requirements. This document contains detailed instructions on how to process tasks and complete the different OCF forms. Recommended requirements for using HCAI Operating System Windows 2000, Windows XP, Windows Server 2003 Internet Access High-Speed Internet connection using Cable, DSL or Wireless access with a firewall (more reliable + firewall is more secure) Web Browser Internet Explorer 6.0+ or Netscape 7 Other Requirements HCAI User Account Minimum requirements to start using HCAI Operating System Internet Access Web Browser Other Requirements General Assumptions Windows 98 (Please note that updates from Microsoft are no longer available for Windows 98) Dial up internet connection (Response time will be slower than High- Speed Connections) Internet Explorer 5.5 (Some icons and page layouts may not be optimized for the screen) HCAI User Account HCAI utilizes the same layout and format of the printed OCF Forms currently in use. Therefore, if you already know how to use the existing OCF forms to create a Treatment Plan or Invoice you can do it using the HCAI system. It is assumed that the users of this application will meet the following criteria: Facility employees (i.e. Clinicians, Clerical/Front Desk Support, Business Managers, practice leaders) have a sufficient level of PC competency Provider employees have sufficient knowledge of the business processes surrounding the provision of treatment to persons injured in automobile collisions. These include OCF form completion, billing, and any other business related processes Note: HCAI application is intended to provide an online environment in which you can manage the submission and completion of various OCF forms utilizing HCAI s extended features. It is not intended to instruct you on how to run your business, or administer treatment to Ontarians injured in automobile collisions. 1.
How to Register a Health Care Facility to use the HCAI Web Application This chapter describes the process for setting up your facility within the HCAI system. The first step in registering your facility is to access the HCAI website at www.hcai.ca and click on the Register a Facility icon on the HCAI home page. Overview of Process to Register a New Facility 1. Access the "Register a facility" screen. 2. Enter the facility details. 3. Enter the providers and their professions that are associated with your facility. A provider is any health professional, regulated or unregulated, who will deliver goods and/or services to the patients or clients of the facility. 4. From the "Register a facility" screen, submit the information. a. HCAI will provide User Name and Password for future access to update facility information. You will need this information to log on to HCAI. 5. Download the registration details (HCAI Enrolment Form and Terms and Conditions). This is a PDF document that must be printed. a. Do not lose the contract. Store a copy of this form for future reference. This is your facility s contract that enables it to use HCAI. Your HCAI Facility number is located on this form. 6. Obtain signature from authorizing officer 7. Submit enrolment form with signature of authorizing officer and selected effective date to HCAI Services via fax or mail to the P.O. Box listed on the form. 8. HCAI Services upon receiving the signed enrolment information will ensure the approval of the facility. Once the approval is completed the Facility will be given access to HCAI functionalities, such as facility management and user management. 9. Execute Provider Agreements a. Providers associated with your Facility can be set up as Dependent providers or Affiliated providers. The Facility authorizing officer or management will need to decide which providers will need to interface directly with the HCAI electronic application and which ones do not need to interface with the application. i. Dependent providers will NOT be given a user profile by Facility management and, therefore, will NOT directly interface with HCAI electronically. 2
Start Registering ii. Affiliated providers WILL be given a user profile by Facility management and, therefore, WILL have the capacity to interface directly with HCAI electronically. b. All providers associated with the Facility must sign either the Dependent OR Affiliated provider terms and conditions. c. Both of these forms are downloadable here: http://www.hcaiinfo.ca/hp-enrolment.asp These signed forms do not have to be submitted to HCAI, but should be kept on file at the Facility. Select an Authorizing Officer (AO) This is often (but not necessarily) the owner of the clinic or may be a senior manager/administrator with signing authority. The email address inserted here will appear on all invoices generated by the application. Consider carefully who should take on the role of AO. Once the Facility is activated, only the AO will have the capability to set up new users and manage Facility details. The AO should be an individual who is engaged in the day to day operation of the health care business. He/she should have a good understanding of the business processes and personnel who will need to have access to the electronic application. Prior to registering, the AO should read Chapters 1, 2 and 3 of the HCAI Web User Manual located here: http://www.hcaiinfo.ca/health_care_facility_provider/hcai_web_user_manual.asp The AO should be the individual who carries out the actual registration. Click on Register a Facility The Register a Facility screen will require that certain information be completed. All information proceeded by an asterisk is mandatory. Complete All Sections The following information should be completed: Facility Details: The Facility name, corporation number and address information. This information will be used to pre-populate OCF forms. If you are registering several branches of one business, consider using the business name followed by the branch. E.g. Acme Rehab Brampton; Acme Rehab North Bay; etc. HCAI Account Information: Name of the AO for the facility, an email and a User Name. This individual will be given a password, upon completion of the enrolment to maintain facility and provider information. The AO will be given access to set up additional users for the facility, such as providers and administrators. Selecting a User Name: User Names must be more than 2 characters, should not have any spaces in them and must be unique. 3
Facility Contacts There is space for two contact people for each Facility, and the provision of at least one contact person is mandatory. HCAI communications concerning maintenance outages or other issues affecting the use of the application will be sent to these contacts. If the Facility is a sole practice Facility, the Authorizing Officer and Contact One will be the same person. Payee Information Insert the name to which you would like payment cheques to be payable. In most cases this will be the name of the clinic. On the paper version of the OCF 21, space is allotted for Payee Name and Payee Number. If you do not currently complete these fields in paper invoices, leave this section blank. The payee information will be pre-populated on OCF forms, and should be the name to be used for payments from insurers. Lock Payable If the lock payable is set to No, HCAI users within the facility will be able to change the payee information that appears on the payment cheque. If Yes is selected, the payee information will not be changeable for OCF forms. The lock payable flag can be reset at any time by the facility administrator with access to facility management, normally the authorizing officer of the facility. PMS Yes/No HCAI submission method PMS Integration refers to clinics whom will be accessing HCAI via their Practice Management System, if Yes is selected a field for PMS Vendor name and PMS Username will be available for completion. You should notify your PMS vendor of the username you chose. Note: Contact your PMS vendor to determine if your software is integrated with HCAI. Add Associated Providers Associated Providers Providers working for the clinic will be added from this page by clicking on the Add Provider icon. Important: A provider indicates that an individual will be engaged in delivering health services for your Facility/clinic/practice. Even if you have registered yourself as the authorizing officer, if you also plan to deliver health services to patients, you must associate yourself and any other person that will deliver services on behalf of your clinic - as a provider. 4
Health provider details should be completed for all health professionals, regulated or unregulated, who will be treating patients in or on behalf of the clinic/facility. END DATE should be left blank in most cases. End date for Providers should not be completed unless service termination is known at the time of registration. To add a provider, enter: First and last name Select Add Profession button, select a profession from the drop down list. Multiple professions can be added, if necessary. Press Add Profession button a second time to add an additional professional. Enter registration number for the provider (note: all regulated professions must have registration number entered) Press Save button, you will be returned to the Register a Facility screen. Repeat the process adding all providers for your facility The Providers added as described above will be displayed on the registration form in the bottom section. Note: To delete providers prior to submitting, click on the check box next to the provider name that you would like to remove, then click on the Remove Provider button. Press the submit button to finish enrolling your facility and Providers. Receive Temporary Password Once you have submitted your facility details you will be provided with a temporary password. Copy the temporary password and user name. This will be required for you to access HCAI. 5
Note: If you have provided a valid email address for the AO - the user name and password will be sent to that email address. Download HCAI Registration Details (Enrolment Form) Once you have copied the details of your temporary password, click on Download Registration Details print the HCAI Enrolment form and the Terms and Conditions. Press the Close button to finish the registration. The enrolment form must be signed by the authorizing officer. Submit the Signed Enrolment Form to HCAI Processing Once signed the enrolment form must be faxed or mailed to HCAI Services. The fax number and mailing address is on the first page of the enrolment form. NB: You do not have to fax all pages of the enrolment form. Fax the following pages: Facility Details Signature of the Authorizing Officer The page that contains your selected effective date (or date you ve chosen to go live on the HCAI system. How will I know my enrolment form has been received? We are unable to send individual confirmations. Please keep a copy of your fax confirmation when you submit your enrolment form. 1. About two weeks (in some cases sooner) prior to your effective date, you will receive an email that confirms your effective date and will give you notice of the first day on which you can log onto HCAI. IMPORTANT: Please remember that while you will be able to log on prior to your effective date, you must not submit forms using HCAI until your effective date. 2. At least one week (in some cases sooner) prior to your effective date, your facility will be activated. When this happens, the authorizing officer will have access to HCAI functions such as facility management and user management. What do I do once my facility has been activated? Once confirmation of activation has been received use your HCAI User Name and password, log into HCAI to verify your company. The system will direct you to change your temporary password and enter a new password. After entering a new password, you will be presented with the HCAI Online Policy to proceed into HCAI you must accept the conditions. You are now ready to begin setting up HCAI users and maintaining your facility on HCAI. For your initial log on you will have access to the Facility Management and User Management modules. 6
Obtain Provider Agreements Before a clinic can bill for a provider the clinic needs to obtain and maintain on the premises a signed form from the provider, as follows: o o Affiliated Providers: If the management of the facility/clinic/practice decides to give a provider a user profile (username and password) in order to directly interface electronically with HCAI, the affiliated provider form acknowledges that the provider has read the electronic terms and conditions and agrees with them and also consents to the use of the data. This form can be downloaded here: http://www.hcaiinfo.ca/health_care_facility_provider/documents/forms/affiliated%20pro vider%20terms%20&%20conditions.doc Dependent Providers: If the management of the facility/clinic/practice decides NOT to give a provider a user profile, this means the provider will not directly interfacing with HCAI electronically the dependent provider form. This form can be downloaded here http://www.hcaiinfo.ca/health_care_facility_provider/documents/forms/dependent%20p rovider%20terms%20&%20conditions.doc The enrolled clinic is responsible for getting and retaining these documents from the providers they work with. This is subject to audit by HCAI Processing. Note: If you (the Authorizing Officer) do not see the User Management tab, contact HCAI helpdesk at 1-888-422-4123 to update your access. How Can I Tell if Our Facility Has Been Activated? Log onto HCAI. You should see a tab called MANAGE and a sub-tab called FACILITY MANAGEMENT (see Figure below). There you will see a heading called Status. If your status is Approved, your facility has been activated. If it says Not Approved, your facility has not been activated or has for some reason been deactivated (for example, if you change the name of the authorizing officer). Review your facility information, by selecting the Facility Management tab to ensure that the status has been changed to Approved. Review the associated providers list ensuring that all providers have been added to your clinic. 7
Setting Up Users for the First Time After Your Facility is Activated IMPORTANT Once your facility is activated, only the Authorizing Officer (the person that signed the Enrolment form) has access to the User Management and Facility Management modules/tabs. The AO must set up new users at this time. The AO is the default User Administrator for the Facility and, therefore, is the only one who will be able to do password resets for users that get suspended (typically if a password is typed in incorrectly on three consecutive tries). The AO may wish to set up a secondary User Administrator for the Facility to assist with password resets and user management in future. Password Resets for Authorizing Officer (AO) If a facility s AO is suspended from access to the HCAI system (typically because a password has been entered incorrectly on 3 consecutive occasions) the AO (and not a delegate) must contact HCAI Helpdesk at 1 888 422 4123. It is important not to share the username and password of the AO. Password resets for users within a given facility can only be accomplished by the AO or the User Administrator. If there is only one User Administrator in a facility and he/she has been suspended, HCAI Helpdesk must be contacted for a password reset. A password reset can only be carried out upon request by either the AO or a User Administrator and cannot be authorized by a delegate. We strongly recommend that more than one User Administrator be created to streamline this situation. Important Notice: Please DO NOT submit OCF plans or invoices prior to your Facility being named in the FSCO Guideline HCAI Participant List. Insurers are not required to respond or pay invoices for facilities not named in the Guideline. 8