iHQRS USER'S GUIDE
1) For specific details on how to use the Internet Hospital Quarterly Reporting System (iHQRS), please click on User Instructions.
If you have not read the User Instructions, please take a few minutes to do so before continuing.
2) Below are are links or buttons that you will encounter while completing your Quarterly Report in the iHQRS. If you click on Quarterly Reporting Requirements, you will be linked directly to OSHPD's Web Site for this information.
If you click on the either the Comments, Save, Submit, Revise or Validate buttons in the iHQRS, a specific process will take place in the application.
3) Please take a few minutes to review the description of each link or button. If you want to return to the top of the page, click on 'Top of Page' after the description.
Link in iHQRS
Button Descriptions
Quarterly Reporting Requirements
Quarterly Reporting Requirements is a link to Chapter 8000 of the Accounting and Reporting Manual for California Hospitals, which is located on the Office’s main web-site. This chapter sets forth the Office's quarterly reporting requirements, and includes the legal requirements, general instructions, and detailed instructions. The detailed instructions cover calendar quarters ended on or before 1999 (Instruction No. 1) and calendar quarters ending in 2000 and after (Instruction No. 2). You will need Adobe Reader to view and/or print these pages.
The Internet Hospital Quarterly Reporting System allows you to enter comments about individual fields. This option is useful if you want to explain to OSHPD why a particular line item contains certain information, or to explain any anomalies in the data.
To access this screen, click on the Comments button. When the screen appears, click inside the comments box to begin entering your comments. If you reach the end of the first line, the data will wrap around to allow you to continue to the next line. For easier readability, we suggest you begin your comments by first typing the Line Number followed by the actual comment.
Example:
Line 25 - Our Licensed Beds increased this quarter from last quarter.
Line 30 - Our Available Beds also increased as a result of the Licensed Beds increase.
If you enter wrong information and would like to delete only part of the comments, highlight that information only and press the Delete key. If you need to repeat certain lines, you can use copy and paste to complete the task.
When you finish typing in your comments, click the Submit button to send the comments to OSHPD. Immediately after clicking the Submit button, a screen will appear showing you all the comments that were entered for this report. To exit this screen, click on the Close button.
Once a comment has been submitted, it cannot be changed. You will have to submit another comment to explain any errors submitted in the previous comment.
The Save button is provided as an option if you have not finished completing your report and would like to complete it at a later time. Clicking on the Save button will save your data to the OSHPD database. A field in the database will indicate if the report was saved as a Saved Original or Saved Revision.
After clicking on Save, a window will appear that will display information about the report being saved. It will show the Year, Quarter, Original or Revision, Standard Calendar Quarter or Non-Standard Report Period and the Report Period dates. The Report Period will be the begin date and end date.
Next you will see two columns with titles. The first column is the Line Number on your report and the second column is the Submitted Data for that line number.
The Submit button is used when you have completed entering all your data and you are ready to officially send it to OSHPD. Immediately after clicking on Submit, a Confirmation Report will appear with your Confirmation Number and all the Line Numbers with the data submitted.
We suggest that you print a copy of the Confirmation Report for your records.
You may submit a revised report for any Quarterly Report beginning with 1st quarter of 1997. If you are preparing a revised report, you should use the same procedure that you would use when preparing a new report. Only change the data that needs revising.
To identify a report as revised, you will select Revised from the iHQRS Login Page. Entering comments for revised data items is extremely helpful to OSHPD.
The Internet Hospital Quarterly Reporting System allows you to validate your data using the same edit parameters as OSHPD. This allows you to compare your data with standard parameters and indicates those items not completed, calculated incorrectly, or not consistent with previously reported data. However, if a line is flagged as containing a warning, it does not necessarily mean that your data is incorrect, but rather that it simply does not fall within the established parameters.
Data validation is accomplished by clicking on the Validate button. A screen will appear displaying a list of line numbers, severity codes, and warning messages. The length and content of the list depends on how many warnings or errors are found in your report. There are two severity codes which can occur:
F = Fatal Error: This type of error occurs when a mandatory reporting item is omitted. In the example shown, line number x is flagged as a fatal error and must be resolved before submitting your report. The system will prevent any reports with fatal errors from being submitted.
C = Critical Error: Critical errors appear when critical information is missing from the report. While this information is generally not mandatory, it should be included in the report. An example of this would be omitting the Report Preparer's phone number.
W = Warning Error: This error level generally appears when the data which you entered does not fall within the range established by OSHPD based on statewide averages.