FQHC Look-Alike Registration for

Implementation of Electronic Information

Systems

June 16, 2010

Twyla Adams, MHS, Branch ChiefAnil Bommakanti, Consultant

Department of Health and Human ServicesHealth Resources and Services Administration

Bureau of Primary Health Care

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Objectives of this Session

To review the progress towards FQHC Look-Alike Program integration into electronic information systems and upcoming activities.

To provide FQHC Look-Alikes with detailed information about registration in EHB.

To present technical assistance resources.

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FQHC LOOK-ALIKE INTEGRATION

INTO EHB

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Description

FQHC Look-Alike application submissions will be submitted electronically through EHB.

HRSA will process FQHC Look-Alike application submissions electronically in EHB.

HRSA will communicate electronically with FQHC Look-Alikes and applicants through EHB.

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Benefits

To HRSA: One centralized system for processing application

submissions and monitoring FQHC Look-Alikes.

Ready access to reliable information for effective decision-making and continuous performance improvement.

More efficient communication between HRSA and FQHC Look-Alikes and applicants.

• FQHC Look-Alikes and applicants can view the status of application reviews at each step in the process.

• HRSA and FQHC Look-Alikes and applicants share the same information.

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Benefits

To FQHC Look-Alikes and applicants: More streamlined application processes.

• Some application information will be pre-populated.

• More on-line guidance in completing application forms.

More efficient communication between HRSA and FQHC Look-Alikes and applicants.

• FQHC Look-Alikes and applicants can view the status of application reviews at each step in the process.

• HRSA and FQHC Look-Alikes and applicants share the same information.

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Key Activities

EHB Registration

Baseline Scope Verification (BSV) Module

Change in Scope (CIS) Module

FQHC Look-Alike Applications Module (FLAAM)

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Progress To Date

HRSA successfully collected basic information about all FQHC Look-Alike organizations and their Authorizing Officials.

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Next Steps

The next step towards the integration of the FQHC Look-Alike Program into HRSA’s electronic information system will be Registration in the Electronic Handbooks (EHB).

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EHB Registration

Purpose To register all FQHC Look-Alikes into HRSA’s

electronic system so that they can continue to do business with HRSA.

Process In June 2010, HRSA will verify basic

information about each FQHC Look-Alike and its authorizing official.

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EHB REGISTRATION MODULE

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Training Objectives

You will learn how to register yourself within the EHBs,

assign a role to yourself, and

associate yourself to an organization.

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Training Content

EHB Registration Unit 1:

• EHB Registration

Unit 2:

• Choosing a Role

Unit 3:

• Associating Your User Account with an Organization

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UNIT 1:EHB REGISTRATION

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Unit Overview

EHB Registration HRSA’s EHBs are designed to support FQHC Look-Alike

organizations to submit Initial, Recertification and Renewal applications electronically (future capability)

The purpose of the registration process is to collect consistent information from all users, avoid collection of redundant information and uniquely identify each system user

Registration provides assurance that only authorized individuals from an organization can update institutional data, submit applications and manage other program related data on behalf of the institution

The Registration process is broken down into two steps

• Registering the user

• Associating the user to an organization

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Navigate to: https://grants.hrsa.gov/webexternal/registration.asp

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Complete the Create User Account Form

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Review the information entered, and then click Register

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UNIT 2: CHOOSING A ROLE

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Unit Overview

HRSA EHBs offer three functional roles for Look Alikes currently not registered with EHBs

Authorizing Official (AO)

• Is authorized to act for the applicant and to assume the obligations imposed by the Federal laws, regulations, requirements, and conditions that apply to the program

Business Official (BO)

• Is authorized to review and submit the financial status report (mostly used for Grant programs)

Other Employee (for project directors, assistant staff, AO designees and others)

• All other individuals of an organization who wish to participate in the electronic application process should register using this role. If you are a project director, data submitter, AO or BO designee, or an application preparer, you should use this role for registration

You must choose a role. Choose the one that best reflects your participation in the program management and application process

Users only need to register with EHBs one time, if you already have an account, you can continue to use the existing profile

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Choose your Role

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This box is meant for grant users responsible for approving or submitting

Financial Grant Reports only

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Choose the reason why you are registering with the organization. This allows the EHBs to help you find

your organization.

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UNIT 3:ASSOCIATING YOUR

USER ACCOUNT WITH AN ORGANIZATION

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Unit Overview

Adding an Organization You cannot register an organization

You must associate your user account with a registered organization

All organizations that have received a grant with HRSA since June 2003 are registered in the EHBs (check to see if your organization has dealt with HRSA grant programs in the past)

Many organizations that have submitted a HRSA grant application, or intend to submit a HRSA grant application, are already registered in the EHBs. You can search for the organizations using different search parameters

If you cannot find your organization, call the HRSA Call Center for guidance (877-GO4-HRSA; 877-464-4722) email: callcenter@hrsa.gov

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Use the grant number from a HRSA grant awarded to your organization or use the PIN from PMS and EIN to

search for your organization.

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Otherwise, use the Employer Identification Number (EIN) and/or

organization name

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Organizations matching your search criteria will be listed. It is important to

choose the right organization.

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Confirm your Choice

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Once logged in, you will be brought to the Welcome Page of the EHBs. The organization you have selected

will appear on the top banner

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To associate your account with additional organizations, click on the “Associate My Account with Another Organization” hyperlink and follow the same

steps as associating your first organization.

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Once multiple associations are made, an organization can be set as a default, or accessed by selecting the

“My Registered Organizations” section from the navigation panel

Default Organization

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Timeframes

FQHC Look-Alikes can begin EHB registration on June 16, 2010.

All FQHC Look-Alikes must complete EHB registration by July 1, 2010.

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TECHNICAL ASSISTANCE RESOURCES

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Resources

For technical questions about EHB,: Call HRSA’s Call Center at 877-464-4722, or

Send an e-mail to callcenter@hrsa.gov.

Replay of this technical assistance conference call will be available until December 16, 2010. To access the replay, please call 866-489-2847and provide pass code 68221.

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Contact Information

Twyla Adams

Chief

Health Center Systems Branch

Office of Policy and Program Development

301-594-4300

Twyla.Adams@hrsa.hhs.gov

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Contact Information

Esther Paul

Public Health Analyst

Health Center Systems Branch

Office of Policy and Program Development

301-594-4300

Esther.Paul@hrsa.hhs.gov

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Questions