User Instructions for

 Internet Hospital Quarterly Reporting System (IHQRS) Rev. 5/31/00

System Requirements

 To use IHQRS, you must have a PC with Internet access and Microsoft Internet Explorer 4.01 (Service Pack 1) or higher. IHQRS will not work properly if you are using Netscape or any other browser application. IHQRS has been optimized for 1024 x 768 screen resolution. Additionally, you may need Adobe Reader and/or Microsoft Excel/Word on your PC to access and print some of the forms included as links. 

How to Use the Internet Hospital Quarterly Reporting System (IHQRS)

 Accessing IHQRS

1.  Launch Internet Explorer (IE) on your PC.
2. Type "www.oshpd.state.ca.us/ihqrs" in the Address box, and press <Enter> .

IHQRS Home Page

3. After you have successfully loaded IHQRS, add this site to your Favorites folder by clicking on Favorites in the IE menu bar, and then clicking on Add to Favorites.
 In the left-hand margin, we placed several links to assist you in preparing your Quarterly Report. This includes links to the IHQRS Reporting Enrollment Form, the HIQRS Electronic Certification Form, the Quarterly Report Extension Form, and the 2000 Quarterly Financial and Utilization Report Form. This section also allows you to view the Quarterly Reporting Requirements located in Chapter 8000 of the Hospital Accounting and Reporting Manual for California Hospitals, the IHQRS Users Guide, and a list of Frequently Asked Questions (FAQ). 
One additional feature located on the IHQRS Home Page is a link which allows you to view Quarterly Reports submitted by other hospitals. These reports are available immediately after they have been added to our database. Requestors will initially have access to a hospital's "submitted" report. After the completion of OSHPD's desk auditing process, the "audited" report becomes available. Keep in mind that this means your report is also available to the public immediately after you have submitted it.
4. (Optional Step) Print a copy of the 2000 Quarterly Financial and Utilization Report Form and gather the necessary information BEFORE you begin entering any data. This will minimize the connection time to your Internet Service Provider (ISP) and reduce the risk of losing data in the event your connection to the ISP is lost. Additionally, this will allow you to compare your computed totals against the IHQRS-calculated totals, thus reducing the chances of data entry errors. Exit IHQRS and Internet Explorer while you are gathering the necessary information.
 IHQRS will disconnect you from our web server if no activity has occurred for over 90 minutes. In the event you receive a time-out, all data will be lost since your report was last saved. 
5.  After gathering the data for your Quarterly Report, log back onto IHQRS and repeat Steps 1, 2 and 3. Click on Enter at the bottom of the IHQRS Home Page. 

IHQRS Login Page 

6.  Enter your nine-digit OSHPD Facility Number in the first box. You can either press <Tab> to move to the next field or click on that field with your mouse. 
Do not press the <Enter> key until you have completed all fields on this page. If you press <Enter> , IHQRS will attempt to submit your incomplete login information and you will receive an error message. If this happens, click on Back at the top of page to return to the IHQRS Login Page and resume login procedures. 
7. Enter your User ID. Each hospital was required to create a User ID by submitting an IHQRS Enrollment Form.
8. Enter your Password. Each hospital was required to create a Password by submitting an IHQRS Enrollment Form. 
Note: If you do not know your OSHPD Facility Number, User ID, or Password, please contact Patricia Burritt at (916) 323-0875 or at pburritt@oshpd.state.ca.us. 
9. The default Year is "2000". You may select another year from the pull-down menu.
10. Select a Quarter from the pull-down menu.  This will automatically complete the Report Period Begin date and Report Period End date for a standard calendar quarter at the bottom of the screen. If you are submitting an Original report for a standard calendar quarter, click on Login at the bottom of the page or press <Enter> . 
11. If you are submitting a revision, click on the radio button to the right of "Revision". The default is set to "Original". IHQRS will not allow you to submit a report marked "Original" if a report has already been submitted to OSHPD.
12. The default Calendar Quarter is "Standard", which means the report period covers the standard calendar quarter. If the report period is correct, click on Login at the bottom of the page or press <Enter> .
If your report period does not begin and/or end on a standard calendar quarter, click on < > to indicate "Non-Standard". This will allow you to complete the Report Period Begin and Report Period End dates at the bottom of the screen. 
A non-standard report period will occur when a partial period report must be submitted due to a change in licensure/ownership, or when a hospital opens or closes during the quarter. Hospitals which use a 13-period accounting cycle should also indicate the Calendar Quarter as "Non-Standard". 
13. If your hospital uses a 13-period accounting cycle, select "Yes" and enter your Report Period Begin and Report Period End dates.
14. Click on Login at the bottom of the page or press <Enter> . 
 If you get an Error Message, it means that you made a mistake on the IHQRS Login Page. The most common reasons are using an incorrect OSHPD Facility Number, User ID, or Password; or trying to submit an Original Report when a report has already been submitted.
 Click on Back at the top of page to return to the IHQRS Login Page, and enter the correct information. Be sure to re-enter your password if you receive an error message.

 Login Confirmation Page 

15. If the information on the IHQRS Login Page is correct, you will get the Login Confirmation Page. Note that the Current Enrollee information may be different than the Report Preparer. If the information on this page is correct, click on Next at the bottom of the page.
If any of this information is incorrect, please notify Patricia Burritt at (916) 323-0875 or at pburritt@oshpd.state.ca.us. 
 
Important: For your hospital's protection, if the IHQRS enrollee no longer works at the hospital, we strongly advise that you submit a new IHQRS Enrollment Form. The former enrollee has the ability to "submit" Quarterly Reports for your hospital from any PC with Internet access until a new enrollee is added.

Hospital Quarterly Report Information Page

This User Guide section consists of two topics - Preparing and Submitting Your Quarterly Report and Report Format and Basic Operations. If you are a first-time user of IHQRS, we strongly recommend that you first read Report Format and Basic Operations. 
Preparing and Submitting Your Quarterly Report 
16. IHQRS will automatically complete lines 1 through 10 from our database.
If the Report Preparer is not the IHQRS enrollee, enter the correct Report Preparer information as needed. OSHPD will contact the Report Preparer if there are any questions that arise during OSHPD's desk audit.
17. Enter data on lines 25 through 900 for the current quarter. Notice that when you press  <Tab>after completing a field, the cursor skips Calculated fields. Also, notice that Calculated fields are automatically updated as you enter data in related fields.
 You can click on Save at the bottom of page or press <Enter> at any time to save your work in progress. You can continue preparing your report or you can exit IHQRS at this time. If you choose to exit IHQRS, your saved report will reappear when you log back on. Frequent saving of your report will minimize lost data in the event you become disconnected to your ISP or receive a time-out from our web server. 
18. After you have finished entering your data, click on Validate at the bottom of the page to generate the IHQRS Error Report. The edits performed during the validation process use the same parameters as the edits performed by OSHPD's desk auditing system. Clicking on Validate will automatically Save your report. 
19. Click on Print in the IE Menu Bar to produce a hardcopy report. Click on Back at the bottom to return to the Quarterly Report. Review the error messages and enter corrections to the Quarterly Report as needed.
 After making any changes, be sure to click on Validate again to ensure that the error has been resolved. You can also click on Comment at the top of the page and add a comment which describes the reasons for a flagged item.
20. After you have resolved all flagged items on the IHQRS Error Report to your satisfaction, click on Submit at the bottom of the page to officially submit your "Original" report.  If your transmission is successful, IHQRS will display a Confirmation Page, which includes your submitted data.  Print a copy of your Confirmation Report using IE's print function.
If you inadvertently submit an incomplete report, you will need to log back onto IHQRS and to submit all subsequent data as revisions (see Step 11). Do not click on IE's Back button to return to the previous screen. Add a Comment to inform us that the "revisions" are actually original data. Additionally, please notify Tammi Salazar at (916) 323-7688 or tsalazar@oshpd.state.ca.us that "revisions" are being submitted.
Submitting Revisions to Your Quarterly Report
IHQRS will allow you to revise previously submitted Quarterly Reports beginning with the first quarter of 1997. If you need to revise a pre-1997 Quarterly Report, contact Tammi Salazar at (916) 323-7688 or at tsalazar@oshpd.state.ca.us.
Using IHQRS to submit revisions is very simple. First, logon to IHQRS. At the IHQRS Login Page, select the year and quarter you wish to revise. Be sure to click on the radio button for "Revision" (see Step 11). After entering your revised data, click on Validate to ensure that new errors are not being introduced. Add a Comment to describe what fields are being revised and the reason for the revision. Click on Revise when you are ready to submit your revision. IHQRS will display a Confirmation Page if your submission was successful. Be sure to print this page for your records.
Important: Submitting a revision with IHQRS does not automatically update a previously submitted report. All revisions must be reviewed by OSHPD before they are applied to the database. We will make every attempt to process revisions in a timely manner. Allow OSHPD at least three working days to process your revision.
Report Format and Basic Operations
The Hospital Quarterly Information pages consist of three major sections: 1) a framed area at the top of the page with links to the Quarterly Reporting Requirements and the IHQRS Users Guide, and a Comments button; 2) general information about the Quarterly Report and the hospital; and 3) data and calculations for the current quarter, the last quarter, and the same quarter last year. 
Pre-2000 vs. Post-1999 Data Screens 
There are two primary data screens - one covering Quarterly Reports for 2000 and beyond and another for Quarterly Reports for 1997, 1998, and 1999. The two formats are necessary because the new managed care payer categories added in 2000 precluded OSHPD from displaying pre-2000 and post-1999 data on the same screen. The data screens for 1997-99 are to be used only for viewing or submitting revisions. 
Data for Last Quarter and Last Year 
For 2000 and beyond, IHQRS will display data for the last quarter and same quarter last year only when those quarters contain data comparable to the 2000 Quarterly Financial and Utilization Report. This means that for the first calendar quarter of 2000, the Last Quarter and Last Year columns will be "N/A". The Last Year column will also be "N/A" for the second, third and fourth calendar quarters of 2000. Effective with the first calendar quarter of 2001, all three columns will contain data. These restrictions were necessary because may data fields from the pre-2000 Quarterly Reports did not have a corresponding data field on 2000 Quarterly Report.
Reported Fields vs. Calculated Fields 
The data screen displays two types of data fields - reported and calculated. Reported fields contain line numbers that agree with the Quarterly Financial and Utilization Report form. Calculated fields are completed automatically by IHQRS as you enter data in related fields. You cannot enter data into Calculated fields. Also, when your press <Tab> , the cursor will skip Calculated fields. 
Moving Around the Page 
Using the keyboard, press <Tab>  to move down to the desired field. You can also use <Page Up>  and , and the <Page Down> and the arrow keys  to move up/down the page.
Using the mouse, you can either click in a cell to position the cursor in a specific location, or double-click in a cell to paint the entire field. You can also use the scroll bar in the right-hand margin to move down the page. 
The <Enter>  key will Save your report. 
Entering Text and Numeric Data 
You can use upper or lower case when completing text fields.
 Enter numeric fields as whole numbers - do not use decimals. You can use your keyboard's numeric keypad or the number keys at the top of your keyboard. Enter a hyphen (-) as the first character to designate a negative amount. Data fields with brackets (lines 566, 605, and 610) must be entered as negative amounts. Do not use commas or dollar signs when completing numeric fields.
Entering Comments 
Click on Comments at the top of the page to enter comments at any time while preparing your report. Use this feature to provide information which may assist OSHPD in processing your report, such as known data anomalies. IHQRS will track the date and time when each comment was submitted. Once a comment has been submitted, however, it cannot be changed. 
Time-Outs
 IHQRS will disconnect you from our web server if no activity has occurred for over 90 minutes. In the event you receive a time-out, all data will be lost since your report was last saved.