Office of Statewide Health Planning and Development

Internet Hospital Quarterly Reporting System

Frequently Asked Questions

• Reasons for Developing Web-based Application

• System Requirements

• Procedures for Establishing User ID and Password

• Multiple User IDs and Report Preparers

• Forgot User ID or Password?

• Change User ID or Password

• Electronic Quarterly Reporting Certification

• Internet Access and Reporting Modifications

• Penalties for Late Reports and Extension Requests

• Quarterly Report Due Dates

• Extension Policy and Procedures

• Confirmation of Submitted Quarterly Reports

• Submission of Revised Quarterly Reports

• Viewing Other Hospital Reports

• Saving and Submitting Reports

• Technical Support

Question: Why did OSHPD choose to develop a web-based application for preparing and submitting Quarterly Reports instead of developing and distributing PC-based software?

Answer: The resources required to develop, distribute, and support PC-based software began to overwhelm the Office’s Technical Support staff, especially when you consider the variety of PC hardware and software configurations. Replacing the former DOS-based Hospital Quarterly Reporting System (HQRS) software with an updated Windows-based application would have provided some short-term relief, but the task of redistributing and supporting new software was not an efficient use of our resources.

Realizing that most hospitals have access to Internet, the decision to develop a web-based application was both easy and logical. Since the application is located on the Office’s web server, all hospitals will be using the same application for preparing and submitting reports. Report preparers can submit their Quarterly Reports from any PC with Internet access.

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Question: What are the minimum PC hardware and software requirements for the Office’s Internet Hospital Quarterly Reporting System (IHQRS)?

Answer: To run the IHQRS application, you will need a PC with Internet access and Microsoft Internet Explorer 4.01 (Service Pack 1) or higher. The IHQRS application will not run on Netscape at this time.

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Question: I am responsible for preparing Quarterly Reports for three hospitals and have never used the Internet Hospital Quarterly Reporting System (IHQRS) before. What steps do I need to take?

Answer: To ensure system security, all users must complete and submit an IHQRS Enrollment Form to establish their User ID and password. Upon receipt and verification of this form, the Office will confirm your enrollment by FAX and provide you with the OSHPD web-site address to access the IHQRS. You may use the same User ID/password combination for each hospital or create unique combinations. Be sure to provide a list of each hospital’s name and OSHPD facility number, and User ID/password combination. Keep a copy of these documents in case you forget your User ID or password.

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Questions: Can a hospital have more than one User ID/password combination? Does the person who completes and submits the Quarterly Report have to be an authorized IHQRS enrollee?

Answer: The Office will allow each hospital to establish two User ID/password combinations. Upon the receipt of a new IHQRS Enrollment Form, the Office will remove the previous enrollee. We recommend that the person completing the Quarterly Report be registered as an authorized IHQRS user; however, this is not mandatory.

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Question: What should I do if I forget my User ID or password?

Answer: Contact Patricia Burritt of the Office’s Accounting and Reporting Systems Section by phone at (916) 326-3855 or by e-mail at pburritt@oshpd.state.ca.us. The Office will either provide you with the necessary information upon verification that you are the current enrollee or require you to re-enroll.

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Question: Can I change my User ID or password?

Answer: Yes. To change your User ID or password, you will need to submit a new IHQRS Enrollment Form to the Office. The IHQRS application will NOT allow you to change your User ID or password. This procedure was developed to provide maximum security to your hospital’s data.

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Question: Do I need to submit an Electronic Quarterly Reporting Certification each quarter?

Answer: No. For the first calendar quarter of 2000, the Office will require all hospitals to complete and submit an Electronic Quarterly Reporting Certification. A link to this form will appear on the web-site. An updated certification is required only if the person who signed the original certification is no longer authorized to sign on behalf of the hospital. We advise that you retain a copy of the signed certification.

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Question: Our hospital has a policy which does not allow Internet access to its employees. Is there an alternative method for preparing and submitting Quarterly Reports? Can I use the old PC-based Hospital Quarterly Reporting System (HQRS) software for 2000?

Answer: All hospitals must use the Office’s Internet Hospital Quarterly Reporting System to prepare and submit their Quarterly Reports. Do NOT attempt to use the old PC-based, HQRS software (Version 1.4.2 or earlier) to prepare and submit 2000 Quarterly Reports.

Hospitals which do not currently have Internet access must submit a modification request in writing to submit the Office’s standard Quarterly Financial and Utilization Report form. If justified, modification requests will be granted on a case-by-case basis and only for a limited time.  Send the completed modification request to Kenny Kwong, Supervisor of the Hospital Financial Data Unit, at 400 R Street, Suite 250, Sacramento, CA 95811.

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Question: Is there a penalty if I submit my Quarterly Report after the due date? Will the same results apply to late extension requests? Is there a process for appealing penalties?

Answer: Any hospital which does not file the Quarterly Report completed as required is liable for a civil penalty of $100 a day for each day the filing of such report with the Office is delayed, considering all approved extensions. The same policy applies to late extension requests. The process for appealing penalties is described on Pages C-7 through C-10 of the Accounting and Reporting Manual for California Hospitals.

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Question: When are Quarterly Reports due?

Answer: Quarterly reports must be submitted to the Office within 45 days after end of each calendar quarter. If a due date falls on a Saturday, Sunday, or Holiday, you may submit your report on the next business day. If a hospital has a change in licensure during a quarter, the due date for the former and current licensee is 45 days after the end of the calendar quarter in which the change in licensure occurred. The 2000 quarterly reporting periods and due dates are:

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Extension Policy and Procedures

Question: What is the Office’s extension policy for Quarterly Reports?

Answer: We will grant a one-time 30 day extension for Quarterly Reports. Extension days are counted as calendar days, not working days. A link to an extension request form will appear on the web-site. Extension requests will not be approved if they do not contain the required information, or do not adequately justify the need for an extension. You may send your extension request to Patricia Burritt by fax, e-mail, or mail.

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Confirmation of Submitted Quarterly Reports

Question: How will I know if the Office has received my transmitted Quarterly Report?

Answer: The IHQRS software will display a Confirmation Report after you have successfully transmitted your report.  Print a copy of this page as proof of submission. Note: If your report contains any Fatal Errors, the IHQRS software will not allow it to be transmitted to the Office.

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Question: How do I submit a revision to a Quarterly Report? Is there a time limit for submitting revisions?

Answer: The IHQRS software will allow you to submit revisions to previously submitted Quarterly Reports. You may revise reports submitted for calendar quarters ended in 1997 and forward. Contact the Office if you need to revise Quarterly Reports prior to 1997.

At the Login screen, select the Year and Quarter you want to revise and click the Revision radio button. Enter your revisions as needed and re-validate your report. Click on Hospital Comment and enter a comment which describes the fields being revised and the reason why. When you are finished, submit the revised report as you would an original report. The Office’s audit staff will review your revisions before they are applied to your Quarterly Report and will contact you if they have any questions.

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Question: Will the IHQRS allow me to view copies of Quarterly Reports submitted by other hospitals? If so, when will these reports be available?

Answer: Yes. Simply double-click on View Other Hospital Reports on the IHQRS Home Page. At the input screen, enter the hospital’s name or OSHPD facility number to select a hospital, and choose the desired year and quarter. You will be able to access a hospital’s most recently submitted Quarterly Report within a few days after its receipt, and will be able to view and/or print a copy of that hospital’s Quarterly Report. Remember, this means that other individuals and organizations will have equal access to your report.

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Question: What is the difference between the Save and Submit buttons?

Answer: Click on Save when you want to save your work in progress, especially if you need to exit the application and to complete your report at a later time. Clicking on Save will not transmit your Quarterly Report to the Office.

After you have completed and validated your Quarterly Report, click on Submit to officially submit your report to the Office. Clicking on Submit will automatically save your report. If your report does not contain any Fatal Errors, a Confirmation Report will appear on your screen.  Print a copy of the Confirmation Report for your records.

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Question: Who do we call for technical assistance?

Answer: Depending on the topic in which you need assistance, contact the following:

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