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pdfBureau of Health Workforce
SDMS PCO Designation Management User Guide
Shortage Designation Management
System (SDMS)
PCO Designation Management User Guide
April 2020
The information collected via the Shortage Designation Management System is used to determine which areas, populations, and
facilities have qualifying as Health Professional Shortage Areas for the distribution of NHSC resources. An agency may not
conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid
OMB control number. The OMB control number for this information collection is 0906-0029 and it is valid until 5/31/2020. This
information collection is required to obtain or retain a benefit (Section 332 and Section 330(b)(3) of the Public Health Service
(PHS) Act). Public reporting burden for this collection of information is estimated to average xx hours per response, including the
time for reviewing instructions, searching existing data sources, and completing and reviewing the collection of information. Send
comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing
this burden, to HRSA Reports Clearance Officer, 5600 Fishers Lane, Room 14N136B, Rockville, Maryland, 20857 or
paperwork@hrsa.gov.
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TABLE OF CONTENTS
Shortage Designation Management System (SDMS) Overview ............................................................................ 7
Content of this User Guide ................................................................................................................................. 7
1. Accessing the SDMS Portal ............................................................................................................................. 8
1.1 PCO Portal Landing Page (Overview) ................................................................................................................ 10
1.1.2 Account Settings ......................................................................................................................................... 11
1.2 Forgot Password ................................................................................................................................................ 12
1.3 Create Account .................................................................................................................................................. 12
2. ASAPS Archive Reports .................................................................................................................................. 13
2.1 ASAPS Archive Designation Report .................................................................................................................... 16
2.2 ASAPS Archive Designations Component Details .............................................................................................. 18
2.3 ASAPS Archive Designation History Report ....................................................................................................... 19
2.4 ASAPS Archive Designation Facility Details Report ............................................................................................ 20
2.5 ASAPS Archive Provider Report ......................................................................................................................... 24
3. Shortage Designation Management System (SDMS) Main Page ..................................................................... 27
4. SDMS Mapping Tool ...................................................................................................................................... 28
4.1 Accessing the Mapping Tool and Creating a New Application .......................................................................... 29
4.2 Mapping Tool Layout and User Interface .......................................................................................................... 31
4.2.1 Application Process Step Panel ................................................................................................................... 31
4.2.2 Map Tools ................................................................................................................................................... 33
4.2.3 Mapping Tool Search Bar ............................................................................................................................ 34
4.2.4 Content Panel ............................................................................................................................................. 35
4.2.5 Basemap ..................................................................................................................................................... 40
4.2.6 Other Population ........................................................................................................................................ 41
4.3 Creating a Rational Service Area (RSA) .............................................................................................................. 42
4.3.1 Selecting RSA Components ......................................................................................................................... 42
4.3.2 RSA Population Center................................................................................................................................ 55
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4.3.3 Travel Polygon ............................................................................................................................................ 57
4.4 Contiguous Area (CA) Analysis ........................................................................................................................... 60
4.4.1 Creating Contiguous Areas ......................................................................................................................... 60
4.4.2 System Checks Performed During CA Analysis ........................................................................................... 65
4.5 Finding the NSC.................................................................................................................................................. 66
4.5.1 Non-Default and User-Selected NSC Provider ............................................................................................ 67
4.5.2 Continuing with No NSC.............................................................................................................................. 69
4.6 Supplemental Information................................................................................................................................. 71
4.6.1 RSA Related Information ............................................................................................................................ 73
4.6.2 CA Analysis Information.............................................................................................................................. 74
4.6.3 NSC Related Information ............................................................................................................................ 76
4.6.4 Supporting Documents ............................................................................................................................... 77
4.7 Geographic and Population HPSA and MUA/P Scoring ..................................................................................... 80
4.7.1 Primary Care Designation Score ................................................................................................................. 80
4.7.2 Dental Health Designation Score ................................................................................................................ 81
4.7.3 Mental Health Designation Score ............................................................................................................... 82
4.7.4 MUA/P Score .............................................................................................................................................. 84
4.8 Submitting the Application ................................................................................................................................ 85
4.9 Territories .......................................................................................................................................................... 87
4.9.1 Selecting RSA Components ......................................................................................................................... 87
4.9.2 RSA Population Center................................................................................................................................ 90
4.9.3 Travel Polygon ............................................................................................................................................ 90
4.9.4 Creating Contiguous Areas ......................................................................................................................... 92
4.9.5 Nearest Source of Care (NSC) ..................................................................................................................... 93
4.9.6 Supplemental Information.......................................................................................................................... 93
5. Designations Portal ....................................................................................................................................... 94
5.1 Searching for Designations ................................................................................................................................ 95
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5.1.1 Downloading Designation Search Results................................................................................................... 99
5.1.2 Searching for Auto-HPSAs ......................................................................................................................... 100
5.2 Copying Designations ...................................................................................................................................... 101
5.3 Deleting In-Progress Designations ................................................................................................................... 103
5.4 Accessing Designation Profile .......................................................................................................................... 104
5.4.1 Viewing General Information ................................................................................................................... 105
5.4.2 Viewing Supporting Details ....................................................................................................................... 112
5.4.3 Viewing Scoring Criteria ............................................................................................................................ 128
5.4.4 Viewing Supplemental Information .......................................................................................................... 131
5.4.5 Adding Additional Documents .................................................................................................................. 134
5.4.6 Case History .............................................................................................................................................. 135
5.4.7 Inquiries .................................................................................................................................................... 136
5.4.8 Designation Profile Actions ....................................................................................................................... 140
5.5 Designation Actions ......................................................................................................................................... 143
5.5.1 Updating a Designation ............................................................................................................................ 143
5.5.2 Cancelling an Update ................................................................................................................................ 146
5.5.3 Proposing a Designation for Withdrawal .................................................................................................. 147
5.5.4 Proposing a Designation for Reinstatement ............................................................................................. 148
5.5.5 Unlink Parent/Child Update Application .................................................................................................. 149
5.6 Withdrawal Bundle Designations .................................................................................................................... 150
5.6.1 Search/Select Withdrawal Bundle Designations ...................................................................................... 151
5.6.2 Withdrawal Bundle Warning Messages .................................................................................................... 151
5.6.3 Withdrawal Bundle Designations Page ..................................................................................................... 153
5.6.4 Withdrawal Bundle in History Page .......................................................................................................... 154
5.7 Returned/Resubmitted Applications ............................................................................................................... 155
5.7.1 Search/Select Returned Application ......................................................................................................... 155
5.7.2 View/Resubmit Returned Applications..................................................................................................... 156
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5.8 Creating Facility Designations .......................................................................................................................... 158
5.8.1 Naming and Selecting Facility Designation Type ...................................................................................... 158
5.8.2 Creating a New Other Facility (OFAC) Application.................................................................................... 159
5.8.3 Creating a New State/County Mental Hospital (SMH) Application .......................................................... 190
5.8.4 Creating a New Correctional Facility Application ..................................................................................... 201
6. Auto-HPSA Designation Portal ..................................................................................................................... 217
6.1 Viewing Auto-HPSA Designation Profiles......................................................................................................... 218
6.1.1 Viewing General Information ................................................................................................................... 218
6.1.2 Viewing Organization Information............................................................................................................ 219
6.1.3 Viewing Organization’s Site(s) .................................................................................................................. 220
6.1.4 Viewing Score ........................................................................................................................................... 221
6.1.5 Viewing Data ............................................................................................................................................. 224
6.1.6 Viewing Supporting Documents ............................................................................................................... 230
6.1.7 Viewing Replaced Designation Records .................................................................................................... 230
6.1.8 Auto-HPSA Organization Profile Actions................................................................................................... 231
7. Rescoring Automatic Facility HPSAs ............................................................................................................. 221
7.1 Initiating Auto-HPSA Rescores ......................................................................................................................... 233
7.1.1 System Data Rescores ............................................................................................................................... 233
7.1.2 Supplemental Data Rescores .................................................................................................................... 236
7.2 Managing and Reviewing Supplemental Data Rescores .................................................................................. 257
7.2.1 Using the My Activities Page to Track and Manage Rescores .................................................................. 257
7.2.2 Assigning Supplemental Data Rescores for Review .................................................................................. 260
7.2.3 Reviewing POC-Initiated Rescores ............................................................................................................ 261
7.2.4 Updating POC-Initiated Rescores.............................................................................................................. 262
7.2.5 Reviewing Rescore Progress ..................................................................................................................... 262
7.2.6 Using the “Review Data Updates” Tool During Review ............................................................................ 265
7.2.7 Using the “Preview Designation Profiles” Tool During Review................................................................. 267
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7.2.8 Rescore Actions ........................................................................................................................................ 268
8. Tools – State Designation Report ................................................................................................................. 270
Appendix A – Naming Conventions.................................................................................................................. 271
Appendix B – Auto-HPSA Scoring Requirements and Data Sources ................................................................... 275
Appendix C – Auto-HPSA Supplemental Data Rescore: Disciplines and Sub-scores To Be Updated by Data points
Entered ........................................................................................................................................................... 279
Appendix D – Auto-HPSA Email Notifications ................................................................................................... 283
Appendix E – Auto-HPSA Rescore Summary Page (“Review Data Updates”) ..................................................... 284
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SHORTAGE DESIGNATION MANAGEMENT SYSTEM (SDMS) OVERVIEW
Goal: The Shortage Designation Management System is used to manage, create, and update designations, and to
manage and update provider records in support of designations. The foundation of the Shortage Designation
Management System comes from nationally sourced data and the policies and procedures of the Division of Policy
and Shortage Designation (DPSD).
PCOs are able to complete the following:
•
•
•
•
•
•
•
•
Search for existing designations
View information about existing designations
Create and submit new designations
Update existing designations
Copy designations
Review and update POC-submitted designations
Create and manage inquiries
Create and update provider location records
Roles: The shortage designation role is required to be part of the PCO user account in order to have access to the
Shortage Designation Management System for Designations for their state. Please refer to the Create Account
Section to gain the role and permission needed to perform the Designation Management functions.
CONTENT OF THIS USER GUIDE
This user guide covers designation management functionality and business rules. For further information on
provider and user management related functionality and business rules, refer to the Provider Management User
Guide and User Management User Guide on your SDMS Portal Home Page.
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1. ACCESSING THE SDMS PORTAL
Go to the BHW portal homepage and select the “A State Primary Care Office Member” option. The homepage can
be accessed via the HRSA Program Portal.
Figure 1: BHW Portal Homepage
Once directed to the login page, the user should enter their login email and password to login. If the user has three
failed login attempts, the account will be locked. To create an account or recover a lost password, see Section 1.2
Forgot Password and Section 1.3 Create Account.
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Figure 2: BHW Login Page
After successfully logging in, select “Link to Shortage Designation Main Page” link on the PCO Portal Landing Page.
Figure 3: PCO Portal Landing Page
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1.1 PCO PORTAL LANDING PAGE (OVERVIEW)
The purpose of the PCO Portal Landing page is to give the PCO access to both the NHSC Site Applications and
Recertifications and the Shortage Designation Program.
Figure 4: BMISS PCO Portal Landing Page
Feature
Description
1. NHSC Site Applications and
Recertifications
This section contains a number of tools for the site administrator as well as
support contact information and a summary of all open requests. If the site
administrator has either submitted an application for a site or is a POC at a
site which has an application pending, those applications will appear there.
2. Program Portal
Clicking on the Program Portal logo will take the user to the Portal.
3. Account Settings
The account setting will allow the PCO to manage and update security
information as well as email and password information.
4. My Messages
The PCO can view their messages within the Portal here.
5. Roles
The PCO can view the roles associated with the user account.
6. Log Out
The PCO can log out of the PCO Portal here.
7. Shortage Designation
Program
This section contains information about the Shortage Designation Provider
Management. It allows PCOs to manage, review, and update the provider
information as part of the designation application process.
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Feature
Description
8. Shortage Designation
Reports
User Notes:
• Only PCO with the Shortage Designation Program role will have
access to this.
• The PCO will see only their designated state.
•
There are now four reports available:
• ASAPS Archive Designations Report
• ASAPS Archive Report for Providers by Designation
• NPI Provider Data Report: The report is an exportable file of all the
provider information associated with the PCO state.
• Designation Data and Health Data Export: Is an exportable file for
all associated information broken down by designation for all
designations in the PCO state.
See Section 2. ASAPS Archive Reports for additional information on
ASAPS Archive Reports.
1.1.2 ACCOUNT SETTINGS
The Account Settings page can be used to update security information as well as email and password information.
Figure 5: Change PCO Account Settings
Feature
Description
1. Change Email Address
Allows the user to change the email address which they log-in with.
2. Change Password
PCO can change their password in this section.
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Feature
Description
3. Change Security
Information
PCO can change the security information through these steps.
1.2 FORGOT PASSWORD
When a password is forgotten or needs to be reset, please select the Forgot Password link.
INSTRUCTIONS
1.
2.
3.
4.
Select the Forgot Password link. This will open another window that will request the user’s email address
Enter the email address associated with the account
Enter the answer to the security question
Select Submit
A reset password email will be sent after submission of the correct security question answer. It will contain a link
that must be used to rest the password. After changing the password, the user can return to the portal login page
and enter the account email and new password.
USER NOTES:
•
•
The security question and answer are entered during the create account process. If this is unknown, the
Forgot Password process cannot proceed, and the user will need to contact the BHW Customer Call
Center at 1-800-221-9393.
Passwords must have a minimum length of eight characters; shall not contain slang, jargon, or personal
information; shall not contain all or part of the username; and must contain: at least one English uppercase character (A-Z), at least one English lower-case character (a-z), at least one numerical digit (0-9), and
at least one special character (e.g. @, !, $, %). A character may not be repeated more than once in
succession.
•
1.3 CREATE ACCOUNT
The Create Account process begins on the Portal Login page. Primary Care Offices must only use the create
accounts for PCOs.
USER NOTES
•
•
PCO Accounts created prior to September 27th, 2014 must follow the create account process.
The email address to be used as the username, the state, and the role must be communicated from the
PCO to the Project Officer or Customer Call Center prior to creating the account otherwise the account
will not be activated.
•
The account will be activated after 24 hours. An account activation email may be sent prior to this 24
hours but the account will only be activated after the 24 hour period has passed.
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Figure 6: Creating a PCO Account
Feature
Description
1. Create My Account
The six fields displayed are required to create an account. The user can
select the information icon to get more information about password
requirements or additional information about the field.
User Notes:
• The email used will serve as email username for portal login.
• The Security Question and Answer must be easily remembered in
order to be used as part of the Forgot Password process.
2. Cancel
The PCO can click on this button and be taken to the Portal page.
3. Register
After entering all the required fields, the PCO can click on the “Register”
button to register their account.
4. Login
PCO can login to the account after 24 hours.
2. ASAPS ARCHIVE REPORTS
The ASAPS Archive Designation Report provides detailed designation information from ASAPS as of August 31st,
2014. The ASAPS Archive Designation Report is comprised of four reports. In order to review the information that
is part of each unique report, there are specific criteria that need to be selected. The reports will default to the
state of the PCO account.
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Figure 7: ASAPS Archive Designations Report Landing Page
USER NOTES
•
•
Each report requires a different combination of criteria:
o Designation Report requires:
Discipline
o Designation Component Details Report requires:
Designation ID
Discipline
Designation Type
o Designation Facility Details Report requires:
Designation ID
Discipline
Designation Type.
o Designation History Report requires:
Designation ID
Discipline.
Criteria values:
o Designation ID value must be an exact match to the HPSA ID as reported in ASAPS. If a match
cannot be identified, a blank report will be reflected.
o Discipline values are a drop down and one value can be selected at a time. These values are:
HPSA – Primary Care
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o
o
•
HPSA – Dental Health
HPSA – Mental Health
MUA/P
Designation Type values are a drop down and one value can be selected at a time. Values are
based off the ASAPS Designation Types. These values are:
POP
AK NA
PRSN
AM IN
RHC
AREA
SCTY
FQHC
SMH
IHS
MUA
LAL
MUP
OFAC
Designation Facility Details Report requires one of the following:
OFAC
AK NA
PRSN
AM IN
RHC
FQHC
SMH
IHS
LAL
Report criteria selection:
o When starting a new report selection, the PCO must follow the User Instruction to understand
which criteria selection should be entered. If the combination of criterion entered does not
match a report or information from ASAPS, the report will be blank. The report will open in an
Excel file.
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2.1 ASAPS ARCHIVE DESIGNATION REPORT
The Designations Report requires only a Discipline to be generated. This report is a detailed report of all
designation types for the discipline selected.
Figure 8: ASAPS Archive Search Criteria
An example of an Archive Designation Report:
Figure 9: ASAPS Archive Designation Excel Report
The Designation Report has the following fields that will reflect the information from ASAPS as of August 31st,
2014 for all designations in the state.
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Field
ID
Discipline
Previous MUA/P ID
Status
Designation Type ID
Service Area Code
Name
Category
Service Area Type
Type
Is High Needs?
Metro
Designation Date
Update Date
Last Update Date
PCFTEs
None Fed PCFTEs
FTE
Population
Pop/PCFTEs Ratio
Score
IMU Score
Number Short
Under Served
IMR
LBW Rate
100% Poverty
Travel Distance
Travel Time
Region
State Code
County Name
Census Version
Designation Type
MUA/P
1
Primary Care
Primary Care, Dental Health, or Mental Health
6019990000
Dental Health
D
D
6
0115
Low Income - Lane County
POP-LI
Lane County
County
PC
MUA
Pop
Yes
N
09/30/1996
11/06/2013
11/06/2013
C
1/1/1994
1/1/1994
5.1
5.1
41147
8068:1
15
15
46798
52.9
5.19
20747
8.59
8.47
17202
71
97
4
AL
Lane
2004
AL
Census 2000
Figure 10: ASAPS Archive Designation Excel Report Column Examples
USER NOTES
•
•
•
Certain fields are specific to the MUA / MUP selection and will be blank when a report is generated for
Primary Care, Mental Health, or Dental Health discipline.
The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or changes have
been made.
No changes can be made to this information.
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2.2 ASAPS ARCHIVE DESIGNATIONS COMPONENT DETAILS
The Designation Component Details Report and Facility Details Report require a Designation ID, Discipline, and
Designation Type to be generated. This report is a detailed report for a single designation.
Figure 11: ASAPS Archive Designation Component Details Search Criteria
An example of an Archive Designation Component Details Report:
Figure 12: ASAPS Archive Designation Component Details Excel Report
The Designation Component Details Report has the following fields that will reflect the information from ASAPS as
of August 31st, 2014 for a single designation.
Field
ID
Component ID
Service Area Code
Type
Component Name
Status
FIPS State
FIPS County
CT No
CSD
State
County
Live Births Total
Infant Death Total
LBW Rate
IMR
Med Claim
Total Pop
Pop 65
Pop A
Pop I
100% Poverty
200% Poverty
Example
707001
SCTY
Lane
D
1
7
0
0
AL
Lane
8.93
6.93
0
21723
2759
17
62
3786
8261
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Field
Tourist
Migrant
Designation Descriptor
Region Code
PC FTEs
Pop/ FTEs Ratio
Designation Date
Update Date
Last Update Date
Component Description
Example
0
0
1
4
4
5/20/1978
6/22/2011
3/19/2014
New Component
Figure 13: ASAPS Archive Designation Component Details Column Examples
USER NOTES
•
•
•
Certain fields are specific to the different Discipline and Designation Type selections and will be blank
when a report is generated without those values.
The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or changes have
been made.
No changes can be made to this information.
2.3 ASAPS ARCHIVE DESIGNATION HISTORY REPORT
The Designation History Report requires Designation ID and Discipline. This report is a history for a single
designation.
Figure 14: ASAPS Archive Search Criteria
An example of an ASAPS Archive Designation History Report:
Figure 15: ASAPS Archive Designation History Excel Report
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The Designation History Report has the following fields that will reflect the information from ASAPS as of August
31st, 2014 for a single designation.
Field
HPSA ID
HPSA Name
Designation Date
Update Date
Last Update Date
HPSA Status
HPSA Score
Decision
State
Example
151105
Lee
09/27/1978
04/05/2012
10/27/2011
W
13
Name/Status/Date/Score
VA
Figure 16: ASAPS Archvie Designation History Column Examples
USER NOTES
•
•
The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or changes have
been made.
No changes can be made to this information.
2.4 ASAPS ARCHIVE DESIGNATION FACILITY DETAILS REPORT
The Facility Details Report requires a Designation ID, Discipline, and Designation Type to be generated. This report
is a detailed report for a single facility.
Figure 17: ASAPS Archive Search Criteria
An example of a Facility Details Report:
Figure 18: ASAPS Archive Facility Details Excel Report
The Facility Details Report has the following fields for Designation TYPE: PRSN that will reflect the information from
ASAPS as of August 31st, 2014 for a single designation.
Field
HPSA ID
PRSN: Example
2029990167
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Field
Facility ID
Facility Name
Facility Type
Address
City
State
Zip
County
County Code
Metropolitan Type
Intersected HPSA
Intersected HPSA ID
Intersected HPSA Score
Type
Security Level
Average Inmates/year ≥ 250
Average Inmates/year
Average Length of Stay (ALOS)
Routine Intake Exams Performed
Average New Inmates per year
Internee Computation Equation
Internees
FTE Practitioners Serving Facility
Internee-to-Provider Ratio
Degree of Shortage
Facility Score
PRSN: Example
23
Federal Correctional Institution - Lane
Federal
565 East Froeren Road
Lane
AL
35160
Lane
121
Nonmetropolitan
0
Federal
Medium
Yes
1039
3652
Yes
960
ALOS equal or greater than 365 days; Intake Exams done
and Average New Inmates known.
1327
0
1327:0
1
12
Figure 19: ASAPS Archive Facility Details Excel Report PRSN Column Examples
USER NOTES
•
•
•
•
Designation Facility Details report requires one of the following:
o OFAC
o AK NA
o PRSN
o AM IN
o RHC
o FQHC
o SMH
o IHS
o LAL
Certain fields are specific to the different Designation Type selections and will be blank when a report is
generated without those values.
The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or changes have
been made.
No changes can be made to this information.
The Facility Details Report has the following fields for Designation Type: AK NA, AM IN, FQHC, IHS, LAL, OFAC and
RHC, and it will reflect the information from ASAPS as of August 31st, 2014 for a single facility.
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Field
HPSA ID
Facility ID
HPSA Type
Clinics at Facility
Address
City
State
Zip
County
Longitude
Latitude
State FIPS
County FIPS
CSD Code
CSD Name
Original Designation Date
Current Designation Date
FTE
Example
7369993616
1304
760 BROADWAY
BROOKLYN
NY
11206-5317
Kings
-73.94164
40.70052
36
047
10022
Brooklyn Bridge
7/25/2012
0
Figure 20: ASAPS Archive Facility Details Excel Report Column Examples
USER NOTES
•
•
•
•
Designation Facility Details Report requires one of the following:
o LAL
o AK NA
o OFAC
o AM IN
o PRSN
o FQHC
o RHC
o IHS
Certain fields are specific to the different Designation Type selections and will be blank when a report is
generated without those values.
The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or changes have
been made.
No changes can be made to this information.
The Facility Details Report has the following fields for Designation Type SMH that will reflect the information from
ASAPS as of August 31st, 2014 for a single designation.
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Field
HPSA ID
HPSA Status
Facility ID
Facility Name
Facility Type
Clinics at Facility
Address
City
State
Zip
County
County Code
HPSA Facility Serves (Name/ID)
Facility is Public or Non-Profit
Metropolitan Type
Within 30 minutes of HPSA and facility is
accessible to residents of HPSA (i.e, no
socioeconomic differences)
More than 50% of facility’s services are being
provided to residents of a HPSA
To
Distance By
Source
Map Type
Other
Interstate Miles
Interstate Minutes
Primary Miles
Primary Minutes
Secondary Miles
Secondary Minutes
Total Miles
Total Minutes
> 8000 outpatient visits per year per FTE of
physicians
Number of Outpatients
FTE
Outpatients FTE
Excessive usage (> 35%) of emergency room
facilities for routine care
Waiting time for appointments for
established patients (days)
Waiting time for appointments for new
patients (days)
Facility waiting time for patients with
appointments (hours)
Facility waiting time walk-in patients (hours)
Example:AK NA, AM IN, CHC,
IHS, LAL, OFAC and RHC
736999360Z
D
7360000168
Livingston County Mental
OFAC
1
4600-4630 Millennium Drive
Geneseo
NY
14454
Livingston
51
Southern Livingston
Yes
Nonmetropolitan
Yes
No
Southern Livingston
Auto
Google Maps
Other
Google
16
21
7
12
0
0
23
32
No
3034
0.3
10113
No
0
0
0
Figure 21: ASAPS Archive Facility Details Report SMH Column Examples
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USER NOTES
•
•
•
•
Designation Facility Details Report requires one of the following:
o AK NA
o AM IN
o FQHC
o IHS
o LAL
o
o
o
o
OFAC
PRSN
RHC
SMH
Certain fields are specific to the different Designation Type selections and will be blank when a report is
generated without those values.
The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or changes have
been made.
No changes can be made to this information.
2.5 ASAPS ARCHIVE PROVIDER REPORT
The ASAPS Archive Report for Providers allows PCOs to search for Providers by a Designation ID, by Primary Care,
Dental Health, Mental Health, or MUA/P, or by First and Last Name.
Figure 22: ASAPS Archive Report for Providers by Designation
Feature
Description
1. Designation ID
Provide the exact Designation ID number for the HPSA or MUA/P report you
wish to generate a report for. If a match cannot be identified, a blank report
will be created.
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Feature
Description
2. Designation Type
Select the designation type from the dropdown. User can choose from:
• HPSA – Primary Care
• HPSA – Dental Health
• HPSA – Mental Health
• MUA/P
3. Provider First Name
Provide the first name of the Provider you want to generate a report for.
4. Provider Last Name
Provide the last name of the Provider you want to generate a report for.
5. Download Report
Produces and downloads the requested ASAP report when selected by the
user.
USER NOTES
Each report requires a different combination of selection to be entered:
• Provider by Designation ID requires a Designation ID and Designation Type (PC, MH, DH, or MUA/P).
• Provider by First and Last name requires Designation Type (PC, MH, DH, or MUA/P) and First and Last
Name.
• Provider by Designation Type requires Designation Type (PC, MH, DH, or MUA/P).
The following table provides example of the columns included in the ASAPS Archive Report for Providers that will
reflect the information from ASAPS as of August 31st, 2014 for a single provider.
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Field
Designation ID
Designation Date
Designation Status
Provider ID
Provider Type
Provider Status
First Name
Middle Name
Last Name
Suffix
License Number
Specialty Code
Resident/ Intern
J1 Visa Holder
Federal Employee?
NHSC Employee?
MD/DO Type
Does the physician have hospital privileges?
Includes Hospital Time
Sources from which the address was pulled
Address Line 1
Address Line 2
City
State
Zip Code
X-Coordinates, Latitude
Example
8080001
05/20/1978
D
2272378
PCP
Active
JOHN
M
SANSBURY
JR
277 MIERSON AVE
Lane
AL
35042
-87.1467
Y-Coordinates ,Longitude
32.9487
Office Visits
New Patient Wait Time (Hours)
Current Patient Wait Time (Hours)
New Average Patient Wait (Hours)
Current Patient Average
Homeless %
Medicaid Patient %
0
TRUE
0
0
0
0
0
Migrant Farmworker %
Native American %
Sliding Fee Scale %
Migrant Seasonal Farmworker %
Medicaid Claims
Does physician accept new patients?
Tour hours in direct patient care for this address
Other Population %
FTE for Provider at Address
Provider Address Status
Last Record Update
Comment Field
Age
Number of Dental Auxiliaries
FIPS County
Fips State
CT
MCD Code
DOB
Ref. DOB
Low Income FTE
Prov Addr Info ID
CA Name
0
0
0
0
0
TRUE
40
0
1
Active
5/13/2011 5:12:22 PM
Provider 20001
FP
No
No
No
No
M
No
No
State
007
01
000000
00000
0
8033139
Figure 23: ASAPS Archive Provider Excel Report Column Examples
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USER NOTES
•
•
•
•
•
The ASAPS Archive Provider report allows the PCO to view provider data by different levels. The fields will
remain the same for any level generated.
The provider may be listed for a designation because it was either in the Rational Service Area or the
Contiguous Area.
Certain fields are specific to the different Discipline and Designation Type selections and will be blank
when a report is generated without those values.
The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or changes have
been made.
No changes can be made to this information.
3. SHORTAGE DESIGNATION MANAGEMENT SYSTEM (SDMS) MAIN PAGE
The purpose of the Shortage Designation Main Page is for the PCO to view important updates, access helpful
resources and access the Designations portal, Providers portal, User Management portal, and Inquiries and Report
functionalities. The user can access this page by selecting “Link to the Shortage Designation Main Page” on the
main portal homepage.
Figure 24: PCO Shortage Designation Main Page
Feature
Description
1. Navigation Panel
The user may navigate to other sections of the PCO Portal using this toolbar.
Several of these menu items have sub-menus when clicked.
2. News and Alerts
This section will provide the user with new information and updates
pertaining to Shortage Designation Management.
This section will list the name and email address of the logged-in user.
3. My Profile
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Feature
Description
4. Helpful Resources
This section will provide the user with resources on the policies and
procedures of SDMS.
From the Shortage Designation Main Page Navigation Panel, PCOs can access:
•
•
•
•
•
•
SDMS Mapping tool (via the Designations Portal) to create and update designations
Designations Portal (Search for and View Designations, Manage Tasks in My Activities)
Auto-HPSA Designations Portal (via the Designations Portal) to view and rescore Auto-HPSAs
Tools
Provider Management Portal (Search for Providers, Upload an Import File, Download State Provider Data)
User Management Portal (Manage Auto-HPSA Points of Contact, Manage Stakeholder Notifications)
An overview of each of the SDMS Mapping Tool, Designation Portal, and Auto-HPSA Designations Portal is
provided in subsequent sections.
4. SDMS MAPPING TOOL
The SDMS Mapping Tool is used to create and update Geographic and Population HPSA designations, and MUA/P
designations.
NOTE: The mapping tool cannot be used for Auto-HPSA designations. See Section 7. Rescoring Automatic Facility
HPSA for more information on rescoring Auto-HPSA designations.
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4.1 ACCESSING THE MAPPING TOOL AND CREATING A NEW APPLICATION
Select the “Designations” tab from the navigation bar at the top of the window. To begin the process of creating a
new designation in the Mapping Tool, the user should select the
button.
Figure 25: PCO Portal Designations Main Page
The user will be brought to the Creating a HPSA or MUA/P Initial Information Page shown in Figure 27 and
prompted to provide the following initial information:
Feature
Application Name
Description
Enter the designation name using the accepted naming convention (see
Appendix A – Naming Conventions).
Discipline
From the dropdown, choose from one of the following disciplines:
• Primary Care
• Mental Health
• Dental Health
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Feature
Designation Type
Description
Select a designation type from the dropdown. Please note that the options
are dynamic based on the discipline chosen:
Primary Care:
• MUA
• MUP
• HPSA Population
• HPSA Geographic
• HPSA Geographic High Needs
Mental Health and Dental Health:
•
•
•
Designation Option
HPSA Population
HPSA Geographic
HPSA Geographic High Needs
Select a designation option from the dropdown. Please note that the options
are dynamic based on the options chosen for “Discipline” and “Designation
Type”:
HPSA Geographic and HPSA Geographic High Needs (Discipline):
• Geographic Population
HPSA Population (Type):
•
•
•
•
•
•
•
•
•
•
•
•
•
Low Income Population HPSA
Medicaid Eligible Population HPSA
Migrant Farmworker Population HPSA
Migrant Seasonal Worker Population HPSA
Native American Population HPSA
Low Income Homeless Population HPSA
Low Income Migrant Farmworker Population HPSA
Low Income Migrant Seasonal Worker Population HPSA
Low Income Homeless Migrant Seasonal Worker Population HPSA
Homeless Population HPSA
Migrant Farmworker and Homeless Population HPSA
Migrant Seasonal Worker and Homeless Population HPSA
Other Population HPSA
USER NOTES
•
If the user selects “Mental Health” as the discipline, they will need to indicate if the designation is a
mental health catchment area. More details regarding the qualifications for Mental Health HPSAs can be
found in the Shortage Designation Management System Manual for Policies and Procedures.
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Figure 26: Indicating Mental Health Designation as a Catchment Area
Once the form is completed, select the SAVE button. The user will then be brought into the Mapping Tool to create
the Rational Service Area (RSA). Please see Section 4.3 Creating a Rational Service Area (RSA) for further
information on how to create the RSA.
Figure 27: Creating a HPSA or MUA/P Initial Information Page
4.2 MAPPING TOOL LAYOUT AND USER INTERFACE
The mapping tools allow multiple ways for a user to select areas on the map and to show more information about
selected areas.
4.2.1 APPLICATION PROCESS STEP PANEL
The Application Process Steps displays information to the user on what part of the application they are on. This
includes directions, key statistics, and some error messages. There are three main parts of the application for
HPSAs: Create RSA, CA Analysis, and Find NSC.
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Figure 28: Soft Buttons - Application Process Steps Panel
Feature
1.
2. X
Description
Selecting this icon will bring up the Application Process Steps side panel.
The X in the upper right corner of the Application Process Step panel will
close the panel. Doing so increase the portion of the portal that the map is
displayed on.
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4.2.2 MAP TOOLS
To access the Map Tools dropdown, select the
bar. The following options are available:
button on the right hand side of the horizontal navigation
Figure 29: Map Tools Dropdown Menu
Feature
1. Pan
Description
Use this tool to navigate the map. Click and hold on the map, then move the
mouse until the desired part of map appears and release.
2. Select by Point
Use this tool to select a single area component (county, census tract, or CSD)
on the map with one click.
3. Select by Line
Use this tool to select multiple components (county, census tract, or CSD) on
the map. Start with single clicks to form lines and use double-click to
complete a section.
4. Select by Rectangle
Use this tool to select multiple components (county, census tract, or CSD) on
the map. Click on the map and drag down the mouse until the visible
rectangle covers the area you want to select.
5. Select by Polygon
Use this tool to select multiple components (county, census tract, or CSD) on
the map. Start with single clicks to form lines and double-click to close the
visible polygon.
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Feature
6. Identify
Description
Use this tool to click on nan active layer component (county, census tract, or
CSD) and see more information about the selected area. Information will
include Geo ID, State FP, County FP, Name of Component, Total Population,
Percent Population Below 100% FPL, and Percent Population Below 200%
FPL.
7. Show Provider Info
Use this tool to view providers on the map.
8. Select by SRSA
Use this tool to select a SRSA on the map. This tool will only appear for
states with SRSA plans.
9. Select by HPSA
Use this tool to capture a whole HPSA on the map by selecting on CSDs or
census tracts within the given designation.
4.2.3 MAPPING TOOL SEARCH BAR
The Mapping Tool Search Bar is available on the Mapping Tool Banner. This tool allows the user to search for areas
on the map using various search criteria. Once the search criteria is entered, the user will be taken to the specific
component which will be identified in a red color.
Figure 30: Mapping Tool Search Bar
Click on the down arrow to the left of the textbox to select a search option. The user may search by the following
options:
Feature
1. All
Description
This option allows the user to enter an address or name of an area to search
on the mapping tool.
2. Census Tract
Users may search for an area on the map using the census tract (CT) number.
3. CSD
This allows the user to locate an area on the map using a CSD number.
4. County
The user may search for counties by name.
5. Provider
This allows the user to search for providers on the map using a Provider’s
NPI number, first name, last name, or full name.
6. Auto-HPSA
The user may search for Auto-HPSA’s using the Auto-HPSA Public ID or
name.
7. HPSA
This option allows the user to search for a HPSA using the HPSA Public ID or
name.
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Feature
8. MUA/P
Description
The user may search for MUA/Ps using the Public ID or name of the MUA/P.
9. Correctional Facilities
This allows for the user to search for a correctional facility by Name, Case ID,
or Public ID.
10. OFAC
The user may search for an OFAC using the Public ID or OFAC name.
11. SRSA
This option allows for the user to search for a SRSA using the SRSA name or
SRSA ID number.
4.2.4 CONTENT PANEL
The content panel is located on the right side of the screen. Click on the
navigation bar to open it.
button on the horizontal
This panel includes the following tabs:
1.
2.
3.
Layers
Legend
Data
4.2.4A LAYERS TAB
The layers tab includes different mapping and statistical layers that the user can interact with to assist with the
application creation process.
Figure 31: Content Panel - Layers Tab
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Feature
1. Components
Description
This allows a user to select only one active layer (county, census tract, or
CSD) to save RSA and CAs. The user should activate the desired layer by
selecting the
icon. An “unlocked” lock icon ( ) indicates which
component is the current active layer for selecting geographic areas. The
user can select multiple layers to display by selecting the associated
checkbox next to the layer type. States with SRSA components will have an
additional layer option for this component as well.
2. Health Statistics
This contains optional visible layers for Fertility Rate, Infant Mortality Rate,
and Infant Low Birth Weight Rate. The user can select the layers that they
wish to display by selecting the associated checkbox next to the layer type.
3. Providers
This shows Usable and Non-Usable providers on the map based on updates
made on the Provider Management application. The user can select the
layers that they wish to display by selecting the associated checkbox next to
the layer type.
4. Designations
This includes layers to see existing Auto-HPSA locations, HPSAs, MUA/Ps,
Prisons, and Other Facilities. The user can select the layers that they wish to
display by selecting the associated checkbox next to the layer type.
5. Demographics
This includes layers with statistics for African American Population, Asian
Population, Caucasian Population, Hispanic Population, Native American /
Alaska Native Population, Pacific Islander Population, 100% Federal Poverty
Level, 200% Federal Poverty Level, Elderly Ratio, Youth Ratio, and Percent
Population Elderly. The user can select the layers that they wish to display by
selecting the associated checkbox next to the layer type.
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4.2.4B LEGEND
The Legend tab is the second of three tabs inside the content panel. The information within this tab automatically
updates as map layers are selected from the layers tab.
This tab is solely for reference purposes and the user will not be able to interact with the information displayed in
the legend.
Figure 32: Content Panel - Legend Tab
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4.2.4C DATA
The data tab is the last tab in the content panel and includes the data for any RSA or CA as they get saved during
the different steps of the designation application. All data on this tab is read only and cannot be changed.
Figure 33: Content Panel - Data Tab
As the RSA and individual CAs are saved, the user may change the data displayed in the data tab by using the
dropdown menu and selecting the RSA or individual CA from the options. The data will change upon their
selection.
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Figure 34: Data Tab - Data Summary Dropdown
USER NOTES
•
•
•
When an invalid RSA message upon trying to save an RSA is received, the data panel will display content
for that invalid RSA. Figure 34 above displays the data for the valid RSA.
When the RSA or CA’s Provider FTE is less than 0.10 the data panel will display the Provider FTE as 0.
When the Number of Live Births, Number of Infant Deaths, Low Birth Weight Births, and/or Infant
Mortality Rate includes suppressed data, the data panel will display the number and asterisk (*).
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4.2.5 BASEMAP
The Basemap Menu is located on the right side of the navigation bar, next to the Content Panel. It contains
multiple cartographic styles that offer different views. To view the options select the
button. These
maps offer different features that can help a user throughout the Application Process Steps within the Mapping
Tool.
Figure 35: Basemap Layer Options
Feature
1. Imagery
Description
This view presents satellite imagery for the world and high-resolution
imagery for the United States.
2. Imagery Labels
This option shows satellite and high-resolution aerial imagery for the world
with political boundaries and place names.
3. Streets
This comprehensive street map includes highways, major roads, minor
roads, railways, water features, cities, parks, landmarks, building footprints,
and administrative boundaries.
4. Topo
The topographic map includes cities, water features, physiographic features,
parks, landmarks, highways, roads, railways, airports, and administrative
boundaries.
5. Gray Canvas
This is the default basemap, which is the simplest and most neutral
background with minimal colors, labels, and features. It facilitates visibility
for seeing layers and saving components on the map.
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Feature
6. National Geographic
Description
This basemap features the National Geographic World Map, which is a
cartographically rich and distinctive map. It includes administrative
boundaries, cities, protected areas, highways, roads, railways, water
features, buildings and landmarks, overlaid on shaded relief and land cover
imagery.
7. Ocean
This basemap includes bathymetry, marine water body names, and derived
depth values in meters. Land features include administrative boundaries,
cities, inland waters, roads, overlaid on land cover and shaded relief
imagery.
8. Open Street Map
This basemap references the live service from the OpenStreetMap (OSM)
Project, which is a collaborative initiative to create a free, editable map of
the world. It includes data about roads, trails, cafés, railway stations, and
other landmarks and geographic features.
4.2.6 OTHER POPULATION
If there is not a corresponding population under the Designation Options for a HPSA Population Designation type,
Other Population should be selected form the Designation Options dropdown.
When the Edit RSA Pop-up appears, input the Other Population Total relevant population and the FTE for the RSA.
Both fields will be required.
Figure 36: Other Population Edit RSA - Additional Data
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4.3 CREATING A RATIONAL SERVICE AREA (RSA)
Creating an RSA includes the following subtasks:
•
•
•
Selecting RSA Components
Selecting the Population Center
Creating the Travel Polygon
The user will be able to track their progress throughout the entire designation creation process in the Mapping
Tool using the Application Process Steps Sidebar. This can be accessed by selecting the “Steps” button on the left
side of the Navigation Menu.
4.3.1 SELECTING RSA COMPONENTS
In the Mapping Tool, select the “Tools” button located on the left side of the map banner. The dropdown will
provide a selection of “Map Tools” for the user to use while using the application. For a complete explanation of all
tools provided, please see Section 4.2 Mapping Tool Layout and User Interface.
Figure 37: Navigating to the Map Tools Options
Using the selected tool, select the components that you wish to include in the RSA. The user can toggle between
layers by going to the “Content” menu on the right side of the ribbon, then navigating to the “Layers” tab. Under
the “Layers” tab, the user can “unlock” a layer to make it selectable using the
layer currently in use.
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icon. The
icon identifies the
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SDMS PCO Designation Management User Guide
Figure 38: Selecting Layer to Build RSA Component With
Once the correct layer has been unlocked, the user should select the components in that layer that will make up
the RSA. When the user has selected an RSA component, the component(s) will be highlighted in red and the “Edit
RSA” box will appear in the application.
Figure 39: Selected RSA Component and RSA Popup
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Within the popup, the user will have access to the following information and have the option to make certain
changes.
Figure 40: Primary Care HPSA Geographic Edit RSA Box
The generic “Edit RSA” popup contains the following features:
Feature
1. Selected Designation
Options
2.
Description
The top section will display the discipline, designation type, and designation
option previously selected as show in Section 4.1 Accessing the Mapping
Tool and Creating a New Application. While the user at this stage can choose
to select a different designation type or option, the discipline cannot be
changed. It is not possible to switch between a HPSA and MUA/P
designation.
The checked boxes indicate which components are selected. If a selected
component is no longer wanted, the user can uncheck this box to exclude
the component(s) in the RSA being created. The columns give basic names
and IDs of the given component. At least one component must be selected
to continue.
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Feature
3. Insufficient Capacity
Description
This tab will be activated for HPSA Geographic High Needs designations.
Please see Section 4.3.1B RSA Pop-up: Insufficient Capacity Tab for more
information on this tab.
The information icon can be hovered over to display critical statistics on the
component for the PCO including:
• Name of Component
• Total Population
• Percent Population Below 100% FPL
• Percent Population Below 200% FPL
4.
5. Enter Adjusted Population
If the PCO believes that the system-retrieved population of the RSA is
incorrect, the user can enter an adjusted population. If a user decides to do
so, they will be prompted to provide supplemental information later on in
the process to justify the change.
6. Enter RSA Name
To continue with the application the user must give the RSA a name. This
field is limited to 40 characters.
7.
Once ready to proceed, engage this button to save the RSA.
Please see the following sections on additional features:
•
•
•
•
Dental Health Edit RSA Pop-up (Figure 48)
Mental Health Edit RSA Pop-up (Figure 49)
Primary Care Geographic High Needs Insufficient Capacity Tab (Section 4.3.1B RSA Pop-up: Insufficient
Capacity Tab)
Dental Health Geographic High Needs Insufficient Capacity Tab (Section 4.3.1B RSA Pop-up: Insufficient
Capacity Tab)
Once the RSA is saved the system will perform the following checks:
•
•
•
The population for all HPSA and MUA/P types are greater than 0.
The area does not overlap with a preexisting designation.
Population to provider ratio must be within the qualifying range set in MPPs for the given discipline.
If the RSA passed all checks, a pop up will appear instructing the user to continue to the next step. The Application
Process Steps sidebar will update to indicate that the “Save RSA” step is “Done”:
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Figure 41: Successfully Saved RSA Pop-up and Updated Application Progress
The user can engage the
link to make changes to the RSA. If no changes are needed, select the
button
to move to the “Population Center” step. Proceed to Section 4.3.2 RSA Population Center to continue with the
process.
RSA WARNINGS AND ERRORS
If the RSA does not qualify, the RSA cannot be saved and the user will not be able to continue the application
process. The system will display the following error:
Figure 42: RSA Does Not Qualify Error Message
Engaging the
button will provide further information on why the RSA does not qualify. The following
message will be displayed below when the RSA total relevant population is not greater than 0:
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Figure 43: RSA Does Not Qualify Error Details
POPULATION MAXIMUM AND MINIMUM WARNING MESSAGES
The user will receive a caution message if the RSA exceeds the recommended population maximum or does not
meet the population minimum:
Figure 44: Saving RSA Caution Message
Engaging the
button will display more information on the RSA caution message.
The following message will be displayed when the RSA total relevant population is greater than 250,000 for RSAs
made out of county and sub county components and for Mental Health Catchment Areas with a total relevant
population greater than 999,999.
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Figure 45: Population Maximum Exceeded Caution Message
The following message will be displayed when the RSA total relevant population is less than the required minimum
for the given discipline:
Figure 46: Population Minimum Not Met Caution Message
If desired, the user can continue with the application if a caution message appears. A detailed explanation for not
meeting the population maximum or minimum should be included in the “RSA Supplemental Information Form.”
The user is able to continue through the process by selecting the
steps outlined in Section 4.3.2 RSA Population Center.
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button. This will navigate the user to the
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OVERLAP CAUTION MESSAGE
If the RSA overlaps with a preexisting designation, the system will display the following caution message. The user
is able to select the
tab to display which designations overlap with the RSA being created.
Figure 47: RSA Overlap Caution Message
USER NOTES
•
•
The user may continue through the application process for this RSA to determine the projected score,
however if the application is approved, the overlapping designation(s) will be proposed for withdrawal. To
continue with the application, select the
button.
Any facilities that are associated with the overlapping designation will remain unchanged until they are
updated (See Section 4.8 Submitting the Application).
Selecting the
button will direct the user to select the RSA population center. See Section 4.3.2 RSA
Population Center for instructions on these steps.
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4.3.1A RSA POP-UP: DENTAL AND MENTAL HEALTH
DENTAL HEALTH RSA POP-UP
For Dental Health HPSA Designations, the PCO will have to provide the “Percentage of Population with Access to
Fluoridated Water.” For more information on fluoridation rates, please refer to the Shortage Designation
Management System Manual for Policies and Procedures.
Figure 48: Dental Health Save RSA Pop-Up
MENTAL HEALTH RSA POP-UP
For Mental Health HPSAs, the PCO will be prompted to answer the following yes/no questions:
•
•
Does this RSA’s substance rate fall into the worst quartile of the region, state, or national rate? If yes,
please upload the file that supports this answer.
Does this RSA’s alcohol abuse rate fall into the worst quartile of the region, state, or national rate? If yes,
please upload the file that supports this answer.
For more detailed information about the substance and alcohol abuse rates please refer to the Shortage
Designation Management System Manual for Policies and Procedures.
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Figure 49: Mental Health Save RSA Pop-Up
4.3.1B RSA POP-UP: INSUFFICIENT CAPACITY TAB
PRIMARY CARE GEOGRAPHIC HIGH NEEDS INSUFFICIENT CAPACITY TAB
For Primary Care Geographic High Needs HPSAs, the user will be prompted to fill out the requested information on
the “Insufficient Capacity” tab if the RSA fails the following system checks:
•
•
•
More than 20% of the population has incomes at or below 100% FPL
More than 100 births per year per 1,000 women aged 15-44
More than 20 infant deaths per 1,000 live births
The user must populate at least one field on the “Insufficient Capacity” tab for the
user should select this button when they have finished completing the desired fields.
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button to be enabled. The
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Figure 50: Insufficient Capacity Tab - Primary Care Geographic High Needs HPSA
USER NOTES
•
The RSA must pass at least two of the following criteria to pass on insufficient capacity:
o More than 8,000 office or outpatient visits per year per FTE primary care physician serving the
area
o More than 7 days for appointment wait times for existing patients
o More than 14 days for appointment wait times for new patients
o More than 1 hour wait time for patients with appointments
o More than 2 hours wait time for patients who are treated on a first come, first serve basis
o Abnormally low utilization of health services as indicated by an average of two or fewer office
visits per year on the part of the area’s population
o Evidence of excessive use of emergency room facilities for routine primary care (30% of patients
are for primary care reasons)
o Two-thirds or more of area physicians do not accept new patients.
Once the
button is selected the user will see the following message:
Figure 51: RSA Successfully Saved Message
The system will verify the insufficient capacity data when the RSA is saved, not when the
“Insufficient Capacity” tab is selected.
button on the
DENTAL HEALTH GEOGRAPHIC HIGH NEEDS INSUFFICIENT CAPACITY TAB
For Dental Health Geographic High Needs HPSAs, the user will be prompted to fill out the requested information
on the “Insufficient Capacity” tab if the RSA fails the following system checks:
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•
•
More than 20% of the population has incomes at or below 100% FPL
More than 50% of the population has no fluoridated water
The user must populate at least one field on the “Insufficient Capacity” tab for the
user should select this button when they have finished completing the desired fields.
button to be enabled. The
Figure 52: Insufficient Capacity Tab - Dental Health Geographic High Needs HPSA
USER NOTES
•
The RSA must pass at least two of the following criteria to pass on insufficient capacity:
o More than 5,000 visits per year per FTE dentist serving the area
o More than six weeks wait time for appointments for routine dental services
o Two-Thirds or more of the area’s dentists do not accept new patients
Once the
button is selected the user will see the following message:
Figure 53: RSA Successfully Saved Message
The system will verify the insufficient capacity data when the RSA is saved, not when the
Insufficient Capacity tab is selected.
button on the
4.3.1C CREATING AN RSA FROM A STATEWIDE RATIONAL SERVICE AREA (SRSA)
If the state that an RSA is being submitted for has a Statewide Rational Service Area (SRSA) plan, the map will have
a visible SRSA layer for the development of an RSA. Before proceeding with the steps outlined in Section 4.3.1
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Selecting RSA Components, the correct component that makes up the SRSA must be selected as the active layer in
order for the tool to correctly select the SRSA.
Follow the steps outlined in Section 4.3.1 Selecting RSA Components to complete the RSA creation process. The
user can choose the RSA components using any of the tool functions or the “Select by SRSA” tool.
USER NOTES
•
•
•
•
When using the “Select by SRSA” tool to choose RSA components, all the components that make up the
selected portion of the SRSA will be selected. If only portions of the SRSA component should be included
in the RSA, use the options in the Tools panel to select RSA components.
For states where the SRSA plans are not available for certain disciplines, continue with the RSA
development as indicated in Section 4.3.1 Selecting RSA Components.
The SRSA plan for new applications can be modified by adding or removing components in the “Edit RSA”
pop up.
A warning message will be received upon saving the RSA if the SRSA is modified and justification will be
required to be uploaded in the Supplemental Information Form (See Section 4.6 Supplemental
Information) prior to submitting the application.
Figure 54: SRSA Modification Warning
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4.3.2 RSA POPULATION CENTER
The system will automatically calculate the population center of the RSA. The population center will be reflected
by a flag icon (
) and a pop-up box will appear with details on the population center.
Figure 55: System Calculated Population Center
If the population center of the RSA is correctly represented by the , select
to proceed to creating a travel
polygon. See Section 4.3.3 Travel Polygon for instructions. If the user does not think the RSA population center has
been correctly identified, the user can change the population center.
To change the population center, move the
to the location that correctly represents the RSA population center.
Once the icon is moved, a new pop-up will appear giving the latitude and longitude of the new user selected
location. These coordinates will be read-only but can be changed by moving the
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Figure 56: User Selected RSA Population Center Pop-up
To revert the RSA population center back to the system default location, select the
button to use the user-defined location as the RSA population center.
button. Select the
USER NOTES
•
•
•
The system will automatically display the pan tool to drag the population center icon. The user should not
select a tool to move the population center.
Provide the justification for moving the population center in the Supplemental Information Form of the
application.
The population center must be within the borders of the RSA. If it is moved outside, the following warning
will appear within the RSA population center pop up.
Figure 57: Population Center Outside of RSA Boundaries
Once the user selected location is accepted by using the
button, proceed to Section 4.3.3 Travel Polygon.
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4.3.3 TRAVEL POLYGON
When the population center has been accepted, the user will be moved to the “Travel Polygon” task. Under the
“Travel Polygon” task, the system will prompt the user to select a mode of transportation:
•
•
•
Private Car
Public Transit
Other (user defined miles radius).
Figure 58: Travel Polygon Mode of Transportation Choices
Select an option using the radio button ( ) for the desired mode of transportation. If “Private Car” or “Public
Transit” is selected, press the
button. The system will then begin to calculate the travel polygon for the RSA
and the polygon will be displayed when the system automatically moves the user on to the CA Analysis step.
If “Other” is selected for the travel polygon, the user will need to provide justification on why this polygon was
selected in the Supplemental Information Form. The user has the ability to customize the radius of the polygon. A
warning will appear (see Figure 59 below) alerting the user that justification will be needed later in the application
process.
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Figure 59: Other Travel Polygon Supplemental Information Needed Warning
USER NOTES
•
•
•
For “Private Car,” the system creates a travel polygon that represents a 30 minute drive from the
population center for Primary Care RSAs, and a 40 minute drive for Dental and Mental Health RSAs.
The “Public Transit” travel polygon will create a 5 mile radius for Primary Care RSAs, and a 7 mile radius
for Dental and Mental Health RSAs.
To use the “Public Transit” travel polygon, at least 30% of the population must be below 100% of the FPL.
o If the RSA does not pass this check, the user will be prompted to provide justification in the
Supplemental Information Form of the application. The warning message below in Figure 60 will
appear, but the user will still be able to continue to the next step of the application.
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Figure 60: Public Transit Supplemental Documentation Needed Warning
Once the user has successfully saved the “Travel Polygon,” the “Create RSA” step has been fully completed and the
system will move the user to “CA Analysis.” See Section 4.4 Contiguous Area (CA) Analysis for instructions on the
CA Analysis process. See below if a “No Road Data” error message is received.
NO ROAD DATA ERROR MESSAGE
The system will display an error message when there is no road data available to generate a travel polygon.
Figure 61: No Road Data Available Warning Message
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The system will display two options. The user can either opt to continue through the application process by
selecting a new population center (choose
) or a new transportation method (choose
).
4.4 CONTIGUOUS AREA (CA) ANALYSIS
Contiguous Area (CA) validation and analysis is required for each land area component outside the RSA touched by
the travel polygon. During this step, the system will validate and “pass” each CA individually to ensure that it does
not disqualify the selected RSA from becoming a Designation.
4.4.1 CREATING CONTIGUOUS AREAS
Identify the geographic components which fall inside the travel polygon but are not part of the RSA. The travel
polygon is represented on the map by a black, closed-loop line and the RSA is identified by a red fill and outline.
Individual geographic components are outlined in blue with no fill.
Figure 62: CA Analysis Application Process Steps and Travel Polygon Displayed on Map
Once the CAs are identified, select a tool from the
dropdown menu. See Section 4.2 Mapping Tool Layout
and User Interface for a description on each tool option. Using the tool, select the first CA for analysis. CAs must be
developed separately and cannot be grouped together.
After a geographic component has been selected, the “Edit CA” popup will appear. The user will be prompted to
select or deselect component(s) to be included in the CA by using the icon next to each component.
Additionally, each CA must be given a unique name. For some designation types, the user may be required to fill in
additional information.
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Figure 63: Edit CA Popup Box
Feature
1.
2.
Description
By selecting and unselecting the box, the user can choose if the component
will be included in the CA. A “checked” box indicates that the specific
component is selected and will be included in the CA.
Hovering over this symbol will display additional information on the
component, including:
• Name of Component
• Total Population
• Percent Population Below 100% FPL
• Percent Population Below 200% FPL
3. Additional Statistics
If completing a special population RSA, the user may be prompted to provide
additional population or health statistics not sourced by the system needed
to complete the CA Analysis. A “*” designates if the field is required.
4. CA Name
Each saved CA must be given a unique name prior to being saved. The field
allows up to 40 characters.
5.
This button will save the selected CA and the system will begin the process
of validating and analyzing the CA.
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Once all the requested information has been filled out, the user should select the
will then validate and analyze the CA.
•
•
button. The system
The following validity checks will be performed:
o Is the population of the CA greater than or equal to 250,000 if the CA is a whole or multiple
county for Primary Care, Dental Health, and Mental Health
o Is the population of the CA greater than or equal to 999,999 if the CA is a sub-county or
catchment area for Mental Health
o Are the CA components contiguous and adjacent
o Is the CA is a whole county
If Validity has passed, the system will move on to performing the Analysis tests. Each test will receive a
status of “Not Run,” “Failed,” or “Passed.” The following Analysis tests will occur in numerical order:
1. Current Designation
2. Demographic Disparity
3. Excessively Distant
4. Inaccessible Economic Access
5. Over-Utilized
Only one of the Analysis tests needs to pass for the Analysis to “pass”. The system will continue with the Analysis
tests until one has passed and will not continue to run the remaining analysis tests.
Once all the Validity and Analysis tests have been completed for the given CA, the steps sidebar will display the
status of the checks:
Figure 64: CA Test Result Summary
Selecting the
button will provide a summary and display which Analysis test the CA passed on and which
tests either failed or were not run.
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Figure 65: CA Test Result Details
If the CA passes validity but fails the analysis, the user will have the ability to force pass the analysis portion. The
user will be required to provide justification on why the CA passes validity on the Supplemental Information form.
Figure 66: Force Passing Analysis of a CA
Once the CA has been passed, it appears in the Application Process Steps under CA Analysis Components. Repeat
this process (Steps 1-6) for each geographic area that falls within the travel polygon. As they are added, they will all
display in the CA Analysis Components in the sidebar (see Figure 68). The user can also view detailed statistics on
the CA in the
sidebar under the
tab.
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Figure 67: Viewing Detailed CA Data
Figure 68: CA Status on Sidebar and Map
When all CAs that are fully or partially within the travel polygon have passed validity, passed analysis (either by the
system or manually) and are saved, select the
button to continue on to the next steps. If this has
successfully been done, the system will move the user to “Find NSC” portion of the application. See Section 4.5
Finding the NSC for instructions on this part of the application process.
USER NOTES
•
CAs are color coded to help the user identify the status of each CA:
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Light Blue: This color is used to indicate that the CA has passed analysis. All CAs must be light
blue in order for the user to continue to the next step.
o Dark Blue: This color is used to indicate that the CA has not yet been saved. It is also used when a
previously saved CA is currently being edited. The user must save the changes in order to have
the area checked for validity and analyzed with the edited configuration.
o Light Yellow: A CA that is “Not Valid” or has “Not Passed” the analysis will be displayed in a
yellow color. The user may edit the configuration of the area, or if the CA failed Analysis, the user
can select “Yes” under the “Passed By User” dropdown if the user believes that it should have
passed analysis. If this action is taken, the user will need to provide documentation in the
“Supplemental Information” section on why the CA should have passed analysis. This will create a
light blue CA.
If the travel polygon is fully within the RSA, no CAs need to be selected or analyzed.
If the user needs to make changes to a CA, they may do so by selecting the “View” link next to the CA
name. This will bring up a CA summary in a popup. To make the changes, select the “Edit” link within the
popup. The CA will need to be saved and analyzed again if the CA is edited.
If not all CAs which are within or partially within the travel polygon are selected the following warning will
appear (see Figure 69). Often, CAs marginally overlap with the travel polygon and can be easily missed.
o
•
•
•
Figure 69: Unsaved/Selected CAs within Travel Polygon Warning Message
4.4.2 SYSTEM CHECKS PERFORMED DURING CA ANALYSIS
For more details about the specific checks performed by the system during CA analysis, refer to the Shortage
Designation Management System Manual for Policies and Procedures.
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4.5 FINDING THE NSC
When loading this section, the system will be searching to identify the Nearest Source of Care (NSC) to the RSA.
This process can sometimes take the system an extended period of time to complete. Please refer to the Shortage
Designation Management System Manual for Policies and Procedures for more information on the search radius,
qualifying providers, and designated areas that cannot include the provider.
There are four possible options for selecting an NSC once the system search has been completed:
•
•
•
•
Select Default NSC Provider (System Identified NSC Provider)
Select non-Default NSC Provider
Continue with Manually Entered NSC
Continue with No NSC
If no NSC can be identified by the system, the following warning will appear. The user will have the choice to either
manually enter a NSC (see Section 4.5.1 Non-Default and User-Selected NSC Provider) or continue without an NSC
by selecting the “Continue with No NSC” link.
Figure 70: NSC Status - No Default NSC Providers Found Warning
If an NSC can be identified by the system, a popup will appear, pointing to a provider icon ( ) identifying the NSC
Provider. If the NSC is suitable, select the
button. The dark blue line is the route calculated by the system to
the NSC. To complete the NSC section and continue to the next step—Supplemental Information—select the
button under “NSC Status.” For information and instructions on Supplemental Information, see Section 4.6
Supplemental Information.
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Figure 71: System Displayed Default NSC
USER NOTES
•
•
•
•
•
•
To be Eligible, the NSC Provider must:
o Practice in the Discipline of the designation
o Be located in an area that is not over-utilized
o Not be tied to another inaccessible designation or inaccessible Contiguous Area
o Serve the population of the designation
o Fall within the maximum distance and travel time from the population center of the designation
Primary Care: 50 miles or 60 minutes
Dental Health: 60 miles or 90 minutes
Mental Health: 60 minutes
The name, address, and populations served statuses can be updated through Provider Management. See
the Provider Management User Guide for information and instructions on this SDMS feature.
Alternate travel distance and time data can be submitted through the Supplemental Information Form
prior to viewing the designation score.
The system will use ESRI to display the road path, travel distance, and time.
The user can view the NSC route from the population center with the road labels by using the Street
Basemap
Please refer to the Shortage Designation Management System Manual for Policies and Procedures for
more information on NSC selection.
4.5.1 NON-DEFAULT AND USER-SELECTED NSC PROVIDER
To continue with a manually entered NSC—either no provider was identified by the system or the user believes
that it is not the best choice for the RSA—select the “Continue with Manually Entered NSC” link under “Additional
Options.”
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Figure 72: Continuing with a Manually Entered NSC
Once the user has initiated the link, using the standard cursor (a “Select By” tool is not required for this action),
select the provider icon that coordinates with the desired provider. In the Layers sidebar, the user can select to
view only eligible provider locations on the mapping tool.
When a Provider is selected, the system will calculate the distance and travel time to the Provider and show if the
provider is over-utilized or not. This may take the system a few moments to calculate.
If the user wishes to use the chosen provider for the application, select the
button. Once selected, the
system will reassign the
icon to the user selected NSC. The newly selected NSC’s name and data will appear in
the Application Process Steps sidebar. If the user does not want to use the chosen provider for the application,
select the “X” in the top right corner of the Provider pop-up to close the window and select another provider from
the map. See Figure 71 for an illustration of the features available on the NSC step of the Mapping Tool.
USER NOTES
•
•
In certain cases, the system may not be able to calculate the Distance and Travel Time due to inaccessible
roads in the road data. If this occurs, the system will display an error message on the Provider pop-up on
the map. The user should enter the travel time and distance on the Supplemental Information form in
order to receive a score for this section.
The user may remove the manually entered NSC by selecting
. If there is a system calculated NSC
provider, this will become the NSC used in the application. The user can also select this button if they wish
to select a different NSC.
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Figure 73: Removing Manually Entered NSC from Application
When the desired NSC Provider has been chosen, select the
button to move to complete the NSC part of the
application and proceed to the next step, Supplemental Information. For information and instructions on this
section, see Section 4.6 Supplemental Information.
4.5.2 CONTINUING WITH NO NSC
The user also has the option to continue the application without selecting an NSC. This should be done if the
system was not able to identify any usable providers that serve the RSA population or the provider is well outside
of the miles and minutes radius for the discipline.
Continuing with no NSC will assign the maximum amount of points for the NSC.
Under the “Additional Options” section, select “Continue with no NSC.” This will clear any currently stored NSC
data and will prompt the system to recognize the NSC Status as “Complete”.
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Figure 74: Continuing Application with No NSC
To complete the NSC selection process, select the
button. The user will then be moved to the next part of
the application process, Supplemental Information. For information and instructions on Supplemental Information,
see Section 4.6 Supplemental Information.
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4.6 SUPPLEMENTAL INFORMATION
After the “Find NSC” step has been completed and saved, the system will perform Application Submission checks
to determine if additional information is required. If this is the case, the system will display the following warnings
and information:
Figure 75: Application Submission Check Results Summary
Feature
1. Scores For RSA
Description
If the Application passes all submission checks, the system-calculated RSA
scores will display in this section. If the system requires further information
before calculating the score the user will be presented with the following
notice:
“The score will be provided once the supplemental information form has
been completed.”
2. Application Submission
This field will display if the Application is ready for submission. If it is not, the
following notice will appear:
“The supplemental form is incomplete. Please fill out the required fields to
submit your designation.”
3. Answers for the following
are still required
This field notifies the user what further information is required in the
supplemental information form before the Application can be submitted. If
no further answers are required, this field will not be populated.
4. The following documents
are still required
This field notifies the user what documents need to be uploaded to (included
in) the application prior to submission. The documents should be uploaded
to the supplemental information form. If no further documents are required,
this field will not be populated.
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If the user has not changed any system information on the application, and the designation type does not require
Supplemental Information to be provided, the scoring and submit page will appear at this stage. See Section 4.7
Geographic and Population HPSA and MUA/P Scoring for more information and instructions on this process.
To access the Supplemental Information Form, select the highlighted link within the Supplemental Information
section.
Figure 76: Accessing the Supplemental Information Form
This link will open the Supplemental Information Form pop up. This pop-up is broken into four sections:
•
•
•
•
RSA Related Information
CA Analysis Information
NSC Related Information
Supporting Documents
Not all sections or questions will be required depending on the RSA type and any overwriting actions taken by the
PCO.
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4.6.1 RSA RELATED INFORMATION
The first section of the Supplemental Information Form covers RSA Related Information. If a field is required, “*”
will appear after the question, indicating that the field must be filled out in order to submit the application. If a “*”
does not appear after the question, the field is not required to submit the application.
The responses to each question should be recorded in the text box below the stated question. Once the required
RSA Related Information questions are completed, the user can either scroll down to the remaining sections of the
Supplemental Information Form, or save their current responses by selecting the
button within the popup.
Figure 77: Supplemental Information Form - RSA Related Information
USER NOTES
•
•
•
The text boxes in this section are an alpha-numeric field and have a 500 character maximum.
These fields can be edited at any point during the application.
The fields displaying “*” are dynamic based on what has been completed on the application and will guide
the user to where a justification or explanation must be entered before submitting the application.
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4.6.2 CA ANALYSIS INFORMATION
The CA Analysis Information section contains two required fields for each CA Group that has not passed Analysis. If
no CA Groups failed Analysis or no CAs were included in the application, the CA Analysis Information section will
not have any editable fields and contain the following notice:
Figure 78: Supplemental Information Form - No CA Analysis Information Required
If one (or more) CAs have been force passed, the CA Analysis Information section will be populated with editable
fields and notify the user that justification is required by marking the questions with an “*”.
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Figure 79: Supplemental Information Form - CA Analysis Information Required
Select a reason (justification) for why the CA was force passed from the dropdown. The user can select from the
options outlined below:
•
•
•
•
•
•
Current Designation
Over-utilized
Excessively Distant
Inaccessible Economic Access
Demographic Disparity
Other Access Barriers
A reason must be selected for each CA which was force passed.
Fill out the textbox below the reason dropdown. Provide an explanation about what the CA group passes based on
the selected reason.
Repeat this process until all force passed CA groups have the necessary justification and explanation fields
completed. Once done, the user can either select the
button to save their progress in the Supplemental
Information Form, or scroll down to fill out the NSC Related Information (see Section 4.6.3 NSC Related
Information) or provide the required documentation (see Section 4.6.4 Supporting Documents).
USER NOTES
•
The user is required to select a reason indicated by the “*”.
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•
The user is required to upload supporting documentation to prove the reason and justification for why
the CA group qualifies (See Section 4.6.4 Supporting Documents for instructions on uploading
documentation).
4.6.3 NSC RELATED INFORMATION
The NSC Related Information section will always appear on the Supplemental Information Form as some fields are
optional in this section.
The first field (highlighted in Figure 80) will always appear, but will only be required (as indicated by ”*”) if the user
has selected a non-default NSC provider or opted to continue without using a NSC. If required, provide justification
for why an NSC option other than the default NSC was chosen in the text box. The field is limited to 500 alphanumeric characters.
Figure 80: Supplemental Information Form - NSC Related Information Required
The remaining two fields (Miles and Minutes) can be used if the user wants to input a different miles or minutes
value for the distance from the population center to the accepted NSC. If a value is entered for either the miles or
minutes field, the user will be required to upload evidence in the Supporting Documents section.
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Figure 81: Supplemental Information Form - NSC Related Information Modify Travel Distance
USER NOTES
•
•
•
The miles and minutes fields are numeric and limited to 3 characters.
The user is required to upload justification in the Supporting Documents section if a value is entered in
the miles and/or minutes fields.
The miles and minutes fields can be used for both default system NSC and user NSC.
Once the required or desired NSC Information questions are completed, the user can either scroll down to the
Supporting Documents section, or save their current responses by selecting the
button within the popup.
4.6.4 SUPPORTING DOCUMENTS
The Supporting Documents section allows the user to upload document justifications to the Mapping Tool.
In the Application Process Steps side bar, identify which of the following documents are still required for the
application to be submitted (if any). If there are not any listed, proceed to Section 4.7 Geographic and Population
HPSA and MUA/P Scoring.
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Figure 82: Supplemental Information Form - Identifying Required Supporting Documents
Once identified, select the radio button ( ) next to the file classification that the document falls under.
Documents can only be uploaded one at a time and only one file classification type can be selected per document.
See Figure 82 to view the list of available file classifications.
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Figure 83: Supplemental Information Form - Selecting File Classification and Choosing File to Upload
Once a file classification has been selected, the browse button will be enabled for the user to search for a
document on their computer and upload to the application. A separate window will pop up allowing the user to
search for the document they wish to upload. Once the document is selected, the file will be uploaded to SDMS.
Once the document has been successfully uploaded, it will appear under the “Saved Files” section. The user can
view the uploaded document by selecting the hyperlinked document name. Files can be removed from the form by
selecting the
document name.
link. The file classification of the uploaded document will appear next to the hyperlinked
Figure 84: Supplemental Information Form - Saved Supporting Documents
If multiple documents need to be uploaded, repeat these steps until all documents have been successfully
uploaded. Once the Supplemental Information Form has been successfully completed, select the
button to
save the responses and documents to the application. This will close the section and bring the user to the Scoring
and Application Submission steps.
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4.7 GEOGRAPHIC AND POPULATION HPSA AND MUA/P SCORING
The system will generate a HPSA or MUA/P score once the Rational Service Area, Contiguous Area Analysis,
Nearest Source of Care Provider sections and Supplemental Information Form are completed.
If the user is creating a MUA/P, the score will be generated after the RSA step is completed.
The following sections describe the system process for scoring a designation by type and discipline. The full
description of the data used, scoring methodology, and guiding policy can be found in the Shortage Designation
Management System Manual for Policies and Procedures. Once the score has been reviewed, proceed to Section
4.8 Submitting the Application for information and instructions on submitting the Designation Application.
4.7.1 PRIMARY CARE DESIGNATION SCORE
The Primary Care HPSA score will include sub-scores from the following components:
•
•
•
•
Population-to-Provider Ratio of the RSA
Percent of the Population at 100% of the Federal Poverty Level for the RSA
Infant Mortality Rate or Low Birth Weight Rate for the RSA
The Travel Distance and Time from the Population Center of the RSA to the Nearest Source of Care.
Figure 85: Primary Care Designation Score
USER NOTES
•
The system will use either Infant Mortality Rate or the Low Birth Weight Rate, whichever is higher.
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•
•
•
•
•
The score will be generated when all the steps of the Application Process Panel have been completed and
all comment fields in the Supplemental Information Form are completed. Once these conditions are
satisfied, the system will generate the overall Designation Score.
The user is not required to upload all justification documents in order to view a score.
If the user elects “Go Back” in the application, all steps must be completed again to receive an updated
score.
If the user changes the Travel time or Distance for the NSC, justification must be provided in the
Supplemental Information Form section.
If the user changes the Travel Time or Distance for the NSC on the Supplemental Information Form, the
NSC justification must be provided, the user should select
on the Supplemental Information Form,
and the system will be prompted to recalculate the score based on the updated Travel Time and Distance.
4.7.2 DENTAL HEALTH DESIGNATION SCORE
The Dental Health Designation Score will include sub-scores from the following components:
•
•
•
•
Population-to-Provider Ratio of the RSA
Percent of the Population at 100% of the Federal Poverty Level for the RSA
Percent of the Population with Access to Fluoridated Water
Travel Distance and Time from the Population Center of the RSA to the Nearest Source of Care.
Figure 86: Dental Health Designation Score
USER NOTES
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•
•
•
•
•
•
•
•
•
The system will use the statistic provided on the Edit RSA pop-up for Fluoridated Water in order to
complete the score.
The PCO may update the population with access to fluoridated water on the Supplemental Information
Form by going back to the Create RSA step.
If the value entered is 50% or less, then the Fluoridation Rate sub-score will be generated with 1 point.
If the value entered is greater than 50%, then the Fluoridation Rate sub-score will remain as 0.
The score will be generated when all the steps of the Application Process Panel are completed and all
comments in the Supplemental Information Form are completed. Once these conditions are met, the
system will generate the overall Designation Score.
The user is not required to upload all documents in order to view a score.
If the user elects to go back in the application, all steps must be completed again to receive an updated
score.
If the user changes the Travel Time or Distance for the NSC on the Supplemental Information Form, the
NSC justification must be provided.
If the user changes the Travel Time or Distance for the NSC on the Supplemental Information Form, the
NSC justification must be provided, the user should select
on the Supplemental Information Form,
and the system will be prompted to recalculate the score based on the updated Travel Time and Distance.
4.7.3 MENTAL HEALTH DESIGNATION SCORE
The Mental Health Designation Score will include sub-scores from the following components:
•
•
•
•
•
•
•
Population-to-Provider Ratio of the RSA
Percent of the Population at 100% of the Federal Poverty Level for the RSA
Elderly Ratio
Youth Ratio
Prevalence of Alcohol Abuse in the RSA
Prevalence of Substance Abuse in the RSA
Travel Distance and Time from the Population Center of the RSA to the Nearest Source of Care
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Figure 87: Mental Health Designation Score
USER NOTES
•
•
•
•
•
The system will use the statistic provided on the Edit RSA pop-up for the Substance and Alcohol Abuse
prevalence in order to complete the score.
The score will be generated when all the steps of the Application Process Panel and all comment fields in
the Supplemental Information Form are completed. Once these conditions are satisfied, the system will
generate the overall Designation Score.
The user is not required to upload all documents in order to view a score.
If the user elects to go back in the application, all steps must be completed again to receive an updated
score.
If the user changes the Travel Time or Distance for the NSC on the Supplemental Information Form, the
NSC justification must be provided, the user should select
on the Supplemental Information Form,
and the system will be prompted to recalculate the score based on the updated Travel Time and Distance.
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4.7.4 MUA/P SCORE
The MUA/P score will include sub-scores from the following components:
•
•
•
•
Providers Per Thousand Population of the RSA
Percent of the Population at 100% of the Federal Poverty Level for the RSA
Infant Mortality Rate for the RSA
Percent of the Population Age 65 and Over of the RSA
The score will be generated once a valid RSA is created.
Figure 88: MUA/P Scoring Page
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4.8 SUBMITTING THE APPLICATION
Once the user has completed all required information in the Supplemental Information Form, the system will
display an application attestation.
Figure 89: Application Submission Information and Attestation
The
button will not be enabled until the user selects the
submitted is correct.
Select the
button to acknowledge that the data being
button to send the application to HRSA for review.
Figure 90: Enabled Application Submission Button
The system will automatically redirect the user to the General Information section for the submitted designation.
See the Designation Management User Guide for information on viewing the designation profile.
USER NOTES
•
Once submitted, it will not be possible to make further changes to the designation application.
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•
A read only map of the application is available under the Actions tab of the Designation Profile Homepage
WITHDRAWAL BUNDLE CAUTION MESSAGE
If the user received an overlap caution message during the save RSA step (see Section 4.3 Creating a Rational
Service Area (RSA), the system will display the caution message again and the user will need to select the
button a second time to confirm that they want to submit the application knowing that the overlapping
designations will be proposed for withdrawal.
Figure 91: Submitting the Application - Withdrawal Bundle Caution Message
Any Correctional Facilities that are associated with the overlapping designations will remain unchanged until they
are updated.
MINIMUM AND MAXIMUM CAUTION MESSAGE
If the user received a minimum or maximum caution message during the save RSA step (see Section 4.3 Creating a
Rational Service Area (RSA), the system will display the caution message and the user will need to select the
button a second time to confirm that they want to submit the application knowing that the maximum or minimum
RSA relevant population does not meet the recommended population.
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Figure 92: Submitting the Application - Below Minimum or Above Maximum Recommended Population Caution Message
4.9 TERRITORIES
The Shortage Designation Management System allows the United States territories to enter demographic and
population data points that are not sourced by the American Community Survey (ACS). These territories include:
•
•
•
•
Guam
Micronesia
Marshall Islands
Mariana Islands
•
•
•
•
Palau
Puerto Rico
Samoa
Virgin Islands
The user will follow the same mapping steps used for states to create a designation with some adjustments made
throughout the application process to accommodate data that cannot be sourced by SDMS.
The following sections will highlight the adjustments made to the mapping application process for these United
States territories. For the full step-by-step guide on using the Mapping Tool, refer to sections 4.1 through 4.7.
4.9.1 SELECTING RSA COMPONENTS
CONTENT PANEL - LAYERS
The user will still be able to choose a desired component layer to build the RSA with. If SDMS does not source one
(or more) of the layers from SDMS, it will not appear under the components dropdown.
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Figure 93: Example of Limited Component Layers for a Territory
EDIT RSA POP-UP
The Edit RSA Pop-Up for Territories may include an additional tab—“Demographic Datapoints”—if there is no
sourced data. The user will be alerted to this by receiving the highlighted warning message seen in Figure 94.
Figure 94: Territory Edit RSA Pop-up Additional Datapoints Needed Warning
The added tab—“Demographic Datapoints”—contains the datapoints that must be provided to continue and the
corresponding entry fields. The necessary datapoints will populate based on the discipline and type of designation
chosen by the user.
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Figure 95: Territory Edit RSA Pop-up - Demographic Datapoints
If provider data is not available in the given area, territories will also be able to fill in the FTE for the given area. The
following territory and designation type combinations will be allowed to enter their FTE directly into the
application:
•
•
Marshall Islands for all disciplines
Palau for Mental Health
Once all required demographic datapoints have been provided, select the “Back to Edit RSA” hyperlink and ensure
that the RSA has been given a name. When all required demographic, population, and naming fields are populated,
the
button will be enabled. Select this button to continue with the application.
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4.9.2 RSA POPULATION CENTER
The “Population Center” pop-up will be displayed by the system and the user will have the option to accept the
Default population center or move the population center.
Figure 96: Territory Population Center
USER NOTES
•
•
•
For United States territories where no population data is sourced the population center will be placed in
the geographic center of the RSA.
Depending on the territory this may place the population center over a body of water.
Justification for adjusting the population center will be required in the Supplemental Information Form.
4.9.3 TRAVEL POLYGON
After saving the population center, the user can now complete the Travel Polygon step.
•
•
The user will only have be able to select the “Other” travel type, where they must enter the amount of
miles a person must travel for care from the population center.
The system then generates a circular polygon from the population center, based on the amount of miles
entered.
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Figure 97: Territories - Creating the Travel Polygon
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4.9.4 CREATING CONTIGUOUS AREAS
The system requires that the travel polygon’s boundary is completely covered by CAs and the RSA in order to
consider the CA analysis step completed. This can be achieved in two ways for territories where no data can be
sourced:
Description
If the travel polygon is completely held within the RSA or the user would
prefer to enter CA Analysis data in Supplemental Information they can
1. Skip the CA Analysis
Section
progress to the next section by selecting
2. Travel Polygon is Covered
by “Force Pass”
Contiguous Areas
If the travel polygon overlaps components outside of your RSA, then a CA is
created. Each CA must be validated with a “Passed” status. The user for
territories where no data is sourced can select Contiguous Areas and “Force
Pass” by using the drop down available on the Application Process Steps
panel, the user will be required to indicate the reason for passing the
analysis on the Supplemental Information Form.
The user will also be required to enter an explanation justifying the reason
for passing the Contiguous Area.
Figure 98: CA Analysis Application Process Steps for Territories
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4.9.5 NEAREST SOURCE OF CARE (NSC)
Upon advancing the user to the NSC step, the system performs an initial analysis of all available provider data.
Figure 99: NSC Application Process Step for Territories
If there is no provider data available for a territory the user will have two options in selecting a NSC:
1. Continue with Manually
Entered NSC
2. Continue with No NSC
Description
The user will be required to provide supplemental information including why
they manually changed the default NSC Provider and the miles and minutes
from the population center.
If the system cannot identify any usable providers that serve the RSA
population or the provider is well outside of the miles and minutes radius for
the discipline, the user can continue with no NSC. Continuing with no NSC
will assign the maximum number of points for the NSC.
For both options, the system will automatically move the application to the Supplemental Information completion
step or scoring if the required information has already been provided.
4.9.6 SUPPLEMENTAL INFORMATION
The Supplemental Information Form is available to the user at any time of the application after an RSA is saved.
The form is intended for the user to enter information and justification specific to the designation. The form can be
accessed by selecting
at the bottom of the Application process Steps panel.
The user should follow the Supplemental Information Form steps outlined in Section 4.6 Supplemental Information
of this user guide.
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The supplemental information form will have an additional field allowing the user to upload justification related to
the manually entered demographic and population data.
Figure 100: Supplemental Information Form Explanation for Demographic Data points for Territories
Figure 101: Supplemental Information Form File Classification Options for Territories
5. DESIGNATIONS PORTAL
From the “Designations” menu on the PCO Portal Home page, the user will be able to search for and view
designation records. The user can access the search through the extranet homepage by selecting the
“Designations” tab on the navigation panel, and then selecting “Designation Search” from the sub-menu. The user
will be able to search designations created within SDMS as well as all designations migrated from ASAPS.
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5.1 SEARCHING FOR DESIGNATIONS
Once on the Designation Search page, the user can search using the following columns:
Figure 102: SDMS Designation Search Bar
Feature
Description
1. Designation Name
This field allows the user to search for a designation by its user-given name.
The name is entered by the user on the Mapping Tool Landing page, facility
application, or the name migrated directly from ASAPS.
2. Case ID
This field allows the user to search for a designation by its system-generated
Case ID. The number is generated once the RSA is saved on the Mapping
Tool. This number can be used to search for a specific designation
application.
3. Public ID
This field allows the user to search for a designation by its official Public ID.
After a designation is approved, it will be assigned a Public ID number. The
IDs of designations migrated from ASAPS will now be the Public ID in SDMS.
4. Discipline
Users can choose from the following multi-select options to refine their
search:
• Primary Care
• Mental Health
• Dental Health
5. Type
Users can choose from the following multi-select options to refine their
search:
• HPSA
• MUA/P
• Auto-Facility
• OFAC
• Correctional Facility
• State/County Mental Hospital
6. Withdrawal Bundle
Users can choose from the following multi-select options:
• Submitted Designation
• Existing Area Overlap
• Existing Facility Overlap
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Feature
Description
7. Status
Users can choose from the following multi-select options to refine their
search:
• In Progress
• Submitted – Designation
• Submitted – Withdrawal
• Under Review – Designation
• Under Review – Withdrawal
• Not Approved
• Designated
• Proposed for Withdrawal
• Withdrawn
• Replaced
• Reinstated
8. County
Users can select from a list of the State’s Counties to refine the search.
9. Submission Year
Users can search by the designation’s submission year.
10. Returned / Resubmitted
Users can choose from the following multi-select options to refine the
search:
• Select All
• Returned
• Resubmitted
11.
When the desired fields are completed, the user should click the search
button to begin the designation search.
Business Rules:
• The user may select multiple fields during a designation search,
however at least one field is required to search designations.
Users may select this button to download their current search results. This
button will only become enabled after the user has conducted a search.
12.
For more information on downloading search designations, see Section 5.1.1
Downloading Designation Search Results.
Users may select this button to clear the updated fields during a designation
search.
13.
BUSINESS RULES
•
The user must choose at least one search criteria in order for the system to display search results.
•
If the user does not complete any search criteria and selects the “Search” button, a warning will appear
alerting the user that “You must fill in at least one search field”.
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The system will display search results in a table as shown below and will automatically be sorted by Case ID. The
user can sort by any of the column headers by selecting the arrows to the right.
Figure 103: SDMS Designation Search Results
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Feature
Description
1. Show # Entries
The user can use this drop down to select the number of search results that
appear per page. The system will automatically default to ten search results
per page. Once the new number is selected, the system will automatically
update the search results. The user can select from the following options:
• 10
• 25
• 50
• 100
2. Case ID
This fields is hyperlinked and allows the user to access the Designation
profile.
3. Public ID
This read only field will display the approved ID of the designation that will be
accessible to the public.
4. Discipline
This read only field will display either the discipline(s) the user has selected in
the search or all disciplines if this search criterion was not completed.
5. Name
This read only field will display the name of the designation.
6. Type
This read only field will display the designation type.
7. Option
This read only field will display the designation option. For Auto-HPSA
organizations, this read only field will display the Auto-HPSA type.
8. Status
This read only field will display the status(es) the user has selected in the
search or all statuses if the search criterion was not completed.
9. Submission Year
This read only field will display the submission year the user has selected in
the search or all years if the search criterion was not completed.
10. Returned/Resubmitted
This read only field will display either the type of application the user has
selected in the search or all applications if the user has not specified an
application type in the search.
11. Withdrawal Bundle Type
This read only field will display the type(s) the user has selected in the search
or all types if the search criterion was not completed.
12. Delete
This button will only be enabled for a designation with an in-progress status
and would allow users to delete designations that have not been submitted
for review. Please see Section 5.3 Deleting In-Progress Designations for more
specific details on this action.
13. Copy
This button will be enabled for all HPSA and MUA/P designations in all
statues, except Withdrawn, and will allow the user to copy a designation.
Please see Section 5.2 Copying Designations for specific details on this action.
14.
The user can move to the next page by selecting the page number or the next
button. If the user would like to go back to a page, select the page number or
the previous button.
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5.1.1 DOWNLOADING DESIGNATION SEARCH RESULTS
On the Designation Search grid, users can download their search results by selecting the “Download Results”
button after executing a search. The exported Excel document will display the following columns:
•
•
•
•
•
Case ID
Public ID
Discipline
Name
Type
•
•
•
•
•
Option
Status
Initial PCO Submission Date
Returned/Resubmitted
Withdrawal Bundle Type
INSTRUCTIONS
To download designation search results:
1.
2.
3.
4.
Apply filters to customize the search results.
Execute the search.
Select “Download Results.”
Save the downloaded Excel file.
Figure 104: Downloading Designation Search Results
USER NOTES
•
Users are not allowed to download search results if the search has more than 5,000 records. An error
message will appear as illustrated in Figure 105.
Figure 105: Exceeds Maximum Search Results Error Message
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5.1.2 SEARCHING FOR AUTO-HPSAS
There are several limitations of the search functionality when searching for Auto-HPSA designations. An “AutoHPSA” refers to an organization with three current designations: a primary care designation, a dental health
designation, and a mental health designation. Using the Designation Search, a user can only search on Designation
criteria and the results will always be returned at the designation level. Therefore the following limitations exist to
the search fields for Auto-HPSA searches:
Feature
Description
1. Designation Name
The user can enter a specific Auto-HPSA designation’s (Primary Care, Dental
Health, or Mental Health) Designation Name. In SDMS, the designation name
should always match the organization name, so entering an organization
name in the Designation Name field should return results.
2. Case ID
The user can enter a specific Auto-HPSA designation’s (Primary Care, Dental
Health, or Mental Health) Case ID, but cannot enter an Organization Unique
ID.
3. Public ID
The user can enter a specific Auto-HPSA designation’s (Primary Care, Dental
Health, or Mental Health) Public ID.
4. Discipline
User can choose from the following multi-select options to refine their
search:
• Primary Care
• Mental Health
• Dental Health
5. Type
The user can search on Type = Auto-HPSA, but cannot search for specific
Auto-HPSA types (FQHC, FQHC LAL, ITU, RHC).
6. Withdrawal Bundle
Does not apply to Auto-HPSAs. Using this filter will exclude all Auto-HPSAs
from the Search Results.
7. Status
The user can only search for Auto-HPSAs with the following statuses:
• Designated
• Replaced
• Cancelled
• Not Approved
• Withdrawn
Any other status filters will exclude all Auto-HPSA records from the results.
8. County
User can select from a list of the State’s Counties to refine the search.
9. Submission Year
Does not apply to Auto-HPSAs. Using this filter will exclude all Auto-HPSAs
from the Search Results.
10. Returned / Resubmitted
Does not apply to Auto-HPSAs. Using this filter will exclude all Auto-HPSAs
from the Search Results.
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5.2 COPYING DESIGNATIONS
The user has the ability to copy a Geographic or Population HPSA, MUA/P, or facility (excluding Auto-HPSA)
designation to create a new in-progress designation using the same RSA and CA geometries and components, Area
Names, Total Adjusted Population, Supplemental Information and Insufficient Capacity associated with the
designation. Please note that the copy functionality does not include Facility Designations or Migrated HPSAs and
MUA/Ps that are in a Withdrawn Status. Once user selects “Copy” on the designation search page, the user is
directed to the following screen:
Figure 106: Copying a Designation in SDMS
Feature
Description
1. Current Designation Name
This field is read only and is the name of the designation being copied.
2. New Designation Name
This field is required and allows the user to re-name the new designation, if
desired. The system will display the current designation name as a read only
display above this field for user reference.
3. Current Designation
Discipline
This field is read only and is the discipline of the designation being copied.
4. New Designation Discipline
This field is required and allows the user to select a new discipline, if desired,
for the new in-progress designation that will be created from the
designation the user wishes to copy. The user will be provided with the same
selections available on the Mapping Tool landing page (See Section 4. SDMS
Mapping Tool). The system will display the current designation discipline as
read only above this field for user reference.
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Feature
Description
5. Current Designation Type
This field is read only and is the Designation type of the designation being
copied.
6. New Designation Type
This field is required and allows the user to select a new designation type, if
desired, for the new in-progress designation that will be created from the
designation the user wishes to copy. The user will be provided with the same
selections available on the Mapping Tool landing page (See Section 4. SDMS
Mapping Tool). The system will display the current designation type as a
read only display above this field for user reference.
7. Current Designation Option
This field is read only and is the designation option of the designation being
copied.
8. New Designation Option
This field is required and allows the user to select a new designation option
for the new in-progress designation that will be created from the
designation the user wishes to copy. The user will be provided with the same
selections available on the Mapping Tool landing page (see Section 4. SDMS
Mapping Tool). The system will display the current designation type as a
read only display above this field for user reference.
9. Copy Designation
The user should select this button once they have filled in the required
information and are ready to copy the designation.
Once the user selects the “Copy Designation” button, the system will create a new record and direct the user to
the Mapping Tool:
Figure 107: Mapping Tool Page when Copying a Designation
After the user selects the “Continue” button, the system will direct them to the Invalid RSA step. The user can now
edit and work on the new in-progress application using the same guidance and business rules explained in Section
4.4 Contiguous Area (CA) Analysis.
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USER NOTES
•
The CA geometrics of the migrated HPSA are only available for migration into the SDMS if the migrated
HPSA is in a designated status. The user will have the ability to edit the existing CAs or create new CAs.
5.3 DELETING IN-PROGRESS DESIGNATIONS
The user has the ability to delete any Geographic, Population, or MUA/P designation search result with an inprogress status that is not an update application. The delete button will only be enabled if the designation’s status
is in progress. For all other statuses the button will be greyed out and inaccessible.
Figure 108: In Progress Search Results and Available Actions
Once the user selects the delete button on the search results page, the user will be directed to the following page:
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Figure 109: Delete Designation Confirmation Page
Feature
Description
1. No, Return to Designation
The user should select this button if they do not want to delete the inprogress designation. Upon selecting this button, the user will be directed
back to the general information section of the Designation profile.
2. Yes, Delete Designation
The user should select this button if they would like to delete the in-progress
designation. Once selected, the system will then direct the user back to the
Designation Search page.
USER NOTES
•
Once the user deletes an in-progress designation, that record will no longer be accessible in the search
results. However, the delete is a “soft delete” and the information for that designation can be recovered.
5.4 ACCESSING DESIGNATION PROFILE
In order to access the designation profile, the user should select the Case ID hyperlink in the search results. The
Designation Profile of Geographic, Population, and Facility (excluding Auto-HPSAs) designations and MUA/P
designations consists of the following sections:
•
•
•
•
•
•
General Information
Supporting Details
Scoring Criteria
Supplemental Information (only applicable for HPSAs and MUA/Ps)
Additional Documents
History
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•
•
Inquiries
Actions
Auto-HPSA profiles are different and are covered separately in Section 6.1 Viewing Auto-HPSA Designation Profiles.
5.4.1 VIEWING GENERAL INFORMATION
Once the user selects the Case ID hyperlink, the system will automatically direct the user to the General
Information Section. The user may navigate back to their saved search results/criteria using the “Go Back to Search
Results” hyperlink at the top of the Designation Profile, as shown in Figure 109, or using their web browser’s back
button.
Figure 110: Navigating Back to Saved Search Results
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5.4.1A HPSA AND MUA/P
All fields under the General Information section are read-only and are information pulled from the HPSA and
MUA/P Mapping Tool as well as all designations migrated from ASAPS.
Figure 111: HPSA and MUA/P General Information Main Page
Feature
Description
1. PCO Submission Date
The field represents the date the designation is submitted for review.
2. Initial Designation Date
This field represents the date the designation was initially designated.
3. Last Approved Designation
Date
This field displays when the designation was last approved by a SDB Analyst.
4. Is High Needs
This field indicates if the designation is classified as Geographic High Needs.
5. Designation Population
The field displays the total resident civilian population of the area selected
for the RSA.
6. Adjusted Population
The number displayed in this field is the user adjusted population for the
RSA that is entered upon saving the RSA in the Mapping Tool.
7. Provider FTE
This field represents the Full Time Equivalent (FTE) sum for all providers that
serve the RSA.
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Feature
Description
8. Population : Provider FTE
The statistic displayed in this field is the population to provider ratio of the
RSA.
9. RSA Type
This field displays the type of RSA that was selected. The options available
are Full-County or Sub-County.
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5.4.1B OTHER FACILITIES (OFACS)
All fields under the General Information section are read only and are information pulled from the OFAC Facility
application as well as all designations migrated from ASAPS. Some of the fields are the same as HPSAs and MUA/Ps
profiles; please see below for the additional fields for OFACs.
Figure 112: General Information Page for OFAC Designations
Feature
Description
1. Is Facility
This field indicates to the user if the designation is a facility.
2. PCO Entered Address
This field will display the facility address entered by the PCO on the
application.
3. Geocoded Address
This field will display the standardized address of the facility.
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Feature
Description
4. Geocoded County Name
This field displays the County the facility is located in.
5. Geocoded County ID
This field indicates the County ID of the County the facility is located in.
6. Geocoded CSD ID
This field indicates the CSD ID that the facility is located in.
7. Geocoded Census Tract ID
This field indicates the Census Tract ID that the facility is located in.
8. Geocoded Latitude
This field indicates the latitude coordinate of the facility.
9. Geocoded Longitude
This field indicates the longitude coordinate of the facility.
10. Public ID Facility Serves
This field will display the ID of the designation the OFAC is tied to.
11. Designation Name Facility
Serves
This field will display the name of the designation that the OFAC is tied to.
USER NOTES
•
If the OFAC’s address has not been geocoded, items 3-9 will not appear on the profile.
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5.4.1C CORRECTIONAL FACILITIES
All fields under the General Information section are read only and are information pulled from the Correctional
Facility application as well as all designations migrated from ASAPS Some of the fields are the same as HPSAs,
MUA/Ps and OFAC profiles, please see below for the additional fields for Correctional Facilities.
Figure 113: General Information Page for Correctional Facility Designations
Feature
Description
1. Intersected Geographic
Public ID
This field will display the Public ID of a Geographic Designation if the
correctional facility falls within an active Geographic Designation.
2. Intersected Geographic
Designation Name
This field will display a designation name of a Geographic Designation if the
correctional facility falls within an active Geographic Designation.
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5.4.1D STATE/COUNTY MENTAL HOSPITALS
All fields under the General Information section are read only and are information pulled from the State/County
Mental Hospital application as well as all designations migrated from ASAPS. Please see below for the fields that
are unique to State/County Mental Hospitals.
Figure 114: General Information Page for State/County Mental Hospital Designations
Feature
Description
1. Psych FTE
This field represents the FTE for all Psychiatrists that work at the facility.
2. Core Mental Health FTE
This field represents the FTE for all Core Mental Health providers that work
at the facility.
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5.4.2 VIEWING SUPPORTING DETAILS
Once the user selects the Supporting Details tab on the left panel of the designation profile, they will be directed
to the Supporting Details section. All fields under the Supporting Details section are read only and are information
pulled from the HPSA/MUA/P Mapping Tool, Facility application and all designations migrated from ASAPS.
Depending on the type of Designation, different information will be displayed under the Supporting Details
section.
5.4.2A HPSAS AND MUA/PS
The supporting details section for HPSAs is divided into three read only sections:
•
•
RSA Details
CA Analysis
•
NSC Provider
The RSA details section will appear automatically when the user selects on the Supporting Details section. This is
the only section that will appear for MUA/P designations.
USER NOTES
•
The Supporting Details tab is dynamic based on what was completed for a specific designation on the
Mapping Tool. If the user has not reached or completed a certain step in the Mapping Tool, that section
will not display any information on the Designation Profile.
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Figure 115: Supporting RSA Details Tab for HPSAs and MUA/Ps
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Feature
Description
1. Default Population Center
This field displays the coordinates of the system produced population center
on the Mapping Tool for the specific designation.
2. User Selected Population
Center
This field will display the coordinates of the user selected population center.
If the default population center was used, the field will be populated with
N/A.
3. Transportation Type
This field represents the mode of transportation selected for the travel
polygon on the Mapping Tool for the specific designation.
4. RSA Provider Report
The user will be able to click the “RSA Provider Report” link to access a
report on a separate screen with all the providers tied to the RSA.
5. RSA Data
This section will display all of the health and demographic data points for the
RSA that were available on the data panel of the Mapping Tool upon saving
the RSA.
Business Rules:
• The system will display as asterisk (*) next to the values containing
suppressed data and include a message stating that “The value
contains suppressed data.” at the bottom of the Supporting Details
page for both the RSA and CA information.
6. Insufficient Capacity Data
This section will display any information entered by the user on the
insufficient capacity tab before saving an RSA on the Mapping Tool for a
Geographic High Needs application.
7. RSA Component ID
This twirl down field will list a component ID of the RSA selected on the
Mapping tool and will display the following information for each component
of the RSA:
• Geo ID: Represents the Geo ID of the RSA component.
• State FIPS: The FIPS code for the state of the specific RSA
component.
• County FIPS: The FIPS code for the county of the specific RSA
component.
• Name of Component: Name of the specific RSA component.
• Total Resident Civilian Population: Total resident civilian
population of the specific RSA component.
• Percent population at 100% FPL: The percent of the
population that is at 100% of the federal poverty level (FPL)
for the specific RSA component.
• Percent Population at 200% FPL: The percent of the
population that is at 200% of the federal poverty level (FPL)
for the specific RSA component.
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The CA Analysis section will appear once the tab is clicked upon. This section displays all Contiguous Areas that the
user created in the Mapping Tool for the specific designation. Each Contiguous Area will be identified by the name
entered during the application process and will have the same type of information.
Figure 116: Supporting CA Analysis Details Tab for HPSAs and MUA/Ps
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Feature
Description
1. CA Provider
The user will be able to click on the “Link to CA Providers” link to access a
report on a separate screen with all the providers tied to the Contiguous
Areas.
2. Component Name
This twirl down will display the name of each CA component entered by the
user on the Mapping Tool for a specific designation. The user may collapse
or expand a component by selecting the arrow to the left of the component.
3. Validity
This field will display the results of the validity test run by the system on the
CA Analysis step on the Mapping Tool. If this check does not pass, the CA
does not qualify. Please see Section 4.4 Contiguous Area (CA) Analysis for
more information.
4. Analysis
This field will display the results of the analysis run by the system on the CA
Analysis step in the Mapping Tool. If this check does not pass the user can
force pass the test, which will be captured on the profile. Please see Section
4.4 Contiguous Area (CA) Analysis for more information.
5. Component/Geo ID
This field will list the Geo ID of the specific component in each CA. Each
component will display the same information as the RSA components. If a
contiguous area has more than one component, that will also be displayed
and accessible through a scroll bar.
The NSC Provider section will appear once the tab is clicked upon. This section will display the Default NSC, if
applicable as well as the user selected NSC provider if applicable.
Figure 117: Supporting NSC Details for HPSAs and MUA/Ps
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Feature
Description
1. Saved Provider NSC
This fields represents the user selected NSC on the Mapping Tool.
User Notes:
• The Saved NSC provider tab will only display if the user has
manually selected the NSC on the Mapping Tool. The Default NSC
provider information will always appear on the profile if one is
found by the system.
2. Default NSC Provider
This field represents the user selected NSC on the Mapping Tool.
User Notes:
• The Default NSC Provider information will always appear on
the profile if one is found by the system.
3. NPI
This field displays the provider’s National Practitioner ID (NPI).
4. Distance (Default)
This field represents the system calculated distance from the provider to the
population center of the RSA.
5. Distance (User)
This field represents the user entered distance from the provider to the
population center of the RSA. The user can update this information on the
Supplemental Information Form of the Mapping Tool. If the user does not
update the distance, the field will appear as N/A.
6. Travel Time (Default)
This field displays the system calculated time from the provider to the
population center of the RSA.
7. Travel Time (User)
This field displays the user entered time from the provider to the population
center of the RSA. The user can update this information on the Supplemental
Information Form of the Mapping Tool. If the user does not update the time,
the field will appear as N/A.
5.4.2B OTHER FACILITIES (OFACS)
The supporting details section for OFACs is divided into four read only sections:
•
•
•
•
Provision of Services
Insufficient Capacity
Providers
Supporting Documents
USER NOTES
•
The Supporting Details tab is dynamic based on what has been completed for a specific OFAC on the
Facility Application. If the user has not reached or completed a certain step in the Facility Application, that
section will not display any information on the Designation Profile. This section will also be available for all
the information that was migrated from ASAPS.
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PROVISION OF SERVICES
Figure 118: Supporting Details - Provision of Services Page for OFAC Designations
Feature
Description
1. Transportation Type
The field displays the user selected transportation type used to determine
travel time between the OFAC and the designation that it is serving.
2. Population Center
This field displays the population center coordinates of the designation that
the OFAC is serving.
3. Travel Distance (System)
This field displays the system calculated travel distance, in miles, from the
Facility location to the designation population center. If Public
Transportation is selected or the distance cannot be calculated by the
system, the field will display as N/A.
4. Travel Time (System)
This field represents the system calculated travel time, in minutes, from the
Facility location to the designation population center. If Public
Transportation is selected or the time cannot be calculated, the field will
display as N/A.
5. Travel Distance (User)
This field represents the user entered distance from the Facility location to
the designation population center. The user can update this information on
the Provision of Services Page of the Facility Application.
6. Travel Time (User)
This field represents the user entered time from the Facility location to the
designation population center. The user can update this information on the
Provisions of Services page of the Facility Application.
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Feature
Description
7. Travel Time Explanation
This field represents the user entered explanation that is required on the
application if the user selects to edit the system calculated travel distance
and time fields. If the user does not change the system generated travel time
and distance, the field will appear as N/A.
8. Provision of Services
This field represents the justification that is selected on the application of
how the facility serves the designation it is tied to.
The Insufficient Capacity section will appear once the tab is clicked upon. This section displays all insufficient
capacity information that the user completed in the Facility application. The Insufficient Capacity section is
different based on discipline of the OFAC application.
INSUFFICIENT CAPACITY – PRIMARY CARE
Figure 119: Supporting Details - Insufficient Capacity Page for OFAC Primary Care Designations
Feature
Description
1. More than 8,000
Outpatient Visits Per Year Per
FTE of Primary Care
Physicians
This field will display if the user selected this option on the OFAC application.
2. Number of Outpatients
This field will appear if the user has entered a value on the OFAC application.
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Feature
Description
3. Provider FTE
This field will appear if the user has selected providers on the OFAC
application.
4. Outpatient/FTE Ratio
This field will appear if the user has selected providers on the OFAC
application.
5. Excessive Use (greater than
35%) of Emergency Room
Facilities for Routine Primary
Care
This field indicates if the user selected this option on the OFAC application.
6. Waiting Time For
Appointments is Greater than
7 Days for Established
Patients or 14 Days for New
Patients for Routine Health
Services
This field indicates if the user selected this option on the OFAC application.
7. Established Patients
This field will reflect what the user entered in the OFAC application, if
applicable.
8. New Patients
This field will reflect what the user entered in the OFAC application, if
applicable.
9. Facility Waiting Time is
Greater than 1 Hour for
Patients with Appointments
or 2 Hours for Walk-in
Patients
This field reflects if the user selected this option on the OFAC application.
INSUFFICIENT CAPACITY – DENTAL HEALTH
Figure 120: Supporting Details - Insufficient Capacity Page for OFAC Dental Health Designations
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Feature
Description
1. More than 5,00 Outpatient
Visits Per Year Per FTE
Dentists
This field reflects if the user selected this option on the OFAC application.
2. Number of Outpatients
This field will appear if the user has entered a value on the OFAC application.
3. Provider FTE
This field will appear if the user has selected providers on the OFAC
application.
4. Outpatient/FTE Ratio
This field will appear if the user has selected providers on the OFAC
application.
5. Waiting Time for Routine
Dental Health Services is
Greater than 6 Weeks
This field reflects if the user selected this option on the OFAC application.
INSUFFICIENT CAPACITY – MENTAL HEALTH
Figure 121: Supporting Details - Insufficient Capacity Page for OFAC Mental Health Designations
Feature
Description
1. Number of Outpatients
This field will appear if the user has entered a value on the OFAC application.
2. More than 1,000
Outpatient Visits Per Year Per
FTE of Core Mental Health
Providers
This field displays if the user selected this option on the OFAC application.
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Feature
Description
3. More than 3,000
Outpatient Visits Per Year Per
FTE of Psychiatrist Providers
This field displays if the user selected this option on the OFAC application.
4. Provider FTE
This field will appear if the user has selected providers on the OFAC
application.
5. Outpatients/FTE Ratio
This field will appear if the user has selected providers on the OFAC
application.
6. No Psychiatrists are on
Staff and this Facility is the
Only Facility Providing Mental
Health Services to the
Designation Area or
Population
This field displays if the user selected this option on the OFAC application.
PROVIDERS
The Providers section will appear once the tab is clicked upon. This section displays all the provider information
that the user completed in the Facility application. The information on this tab might not be applicable.
Figure 122: Supporting Details - Providers Page for OFAC Designations
Feature
Description
1. NPI
This field represents the provider’s unique National Practitioner ID (NPI).
2. Discipline
This field represents the provider’s discipline.
3. Specialty
This field represents the provider’s specialty.
4. Last Name
This field displays the provider’s last name.
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Feature
Description
5. First Name
This field displays the provider’s first name.
6. FTE
This field represents the provider’s FTE.
7. Address
This field displays the provider’s work address.
8. City
This field displays the provider’s work city.
9. State
This field displays the provider’s work state.
SUPPORTING DOCUMENTS
The Supporting Documents section will appear once the tab is clicked upon. This section displays all the documents
and comments that the user completed in the Facility application.
Figure 123: Supporting Details - Supporting Documents for OFAC Designations
Feature
Description
1. Document Name
This field displays the name of the document uploaded on the OFAC
application. In order to view the document, the user should select the
hyperlinked document name.
2. Document Type
This field displays the type of document uploaded on the OFAC application.
3. Uploaded Date
This field displays the date and time the document was uploaded on the
OFAC application.
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Feature
Description
4. User
This field displays the name of the PCO who entered a comment on the
OFAC application as well as the date the comment was entered.
5. Comment
This field displays the comment that was entered on the OFAC application.
5.4.2C CORRECTIONAL FACILITIES
The supporting details section for Correctional Facilities is divided into three read only sections:
•
•
•
Facility Criteria
Providers
Supporting Documents
USER NOTES
•
The Supporting Details tab is dynamic based on what has been completed for a specific Correctional
Facility on the application. If the user has not reached or completed a certain step in the Facility
application, that section will not display any information on the Designation Profile. This section is also
available for all the information that was migrated from ASAPS.
FACILITY CRITERIA
Figure 124: Supporting Details - Facility Criteria Page for Correctional Facility Designations
Feature
Description
1. Correctional Facility Type
This field represents the type of Correctional Facility the user indicated on
the application.
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Feature
Description
2. Security Level
This field represents the security level of the facility selected in the
application.
3. Mean Inmates/Year
This field represents the mean number of inmates at the facility per year.
4. Mean New Inmates/Year
This field displays the mean number of new inmates arriving at the facility
each year.
5. Mean Length of Stay
This field represents the mean length of stay of inmates at the facility.
6. Routine Intake Exams
Performed?
This field displays if the user indicated that the facility performs routine
psychological exams on inmates upon arrival.
7. Number of Internees
This field displays the value calculated on the application.
8. Provider FTE
This field represents the FTE of the mental health providers at the
correctional facility as calculated by the system.
9. Internee/Provider FTE
Ratio
This field displays the system calculated internee to provider ratio at the
correctional facility.
The Providers section and Supporting Documents section will appear once the tab is clicked upon. This section
displays all the provider information and supporting document information that the user completed in the Facility
application. The fields displayed are the same as in the providers and supporting documents section of the OFAC
supporting details profile (see Section 5.4.1B Other Facilities (OFACs)).
5.4.2D STATE/COUNTY MENTAL HOSPITALS
The supporting details section for State/County Mental Hospitals is divided into four read only sections:
•
•
•
Facility Criteria
Providers
Supporting Documents
USER NOTES
•
The Supporting Details tab is dynamic based on what has been completed for a specific State/County
Mental Hospital on the facility application. If the user has not reached or completed a certain step in the
facility application, that selection will not display any information on the Designation profile. This section
is also available for all the information that was migrated from ASAPS.
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FACILITY CRITERIA
Figure 125: Supporting Details - Facility Criteria Page for State/County Mental Hospital Designations
Feature
1. Mean Daily Inpatient
Census
Description
This field displays the mean daily inpatients at the facility that was entered
on the application.
2. Number of Inpatient
Admissions/Year
This field displays the number of inpatient admissions over a calendar year
as provided by the user in the application.
3. Number of Admissions to
Day Care and Outpatient
Services/Year
This field displays the number of admissions to daycare and outpatient
services/year as entered by the user in the application.
4. Total Workload Units
This field displays the total workload units as entered by the user in the
application.
5. Number of Psychiatrist FTE
This field value will appear after the user selects psychaitrist on the
application, if applicable. Please refer to the Manual for Policies and
Procedures for more information.
6. Total Workload
Units/Psychiatrist FTE
This field value will appear after the user selects psychiatrists on the
application, if applicable. Please refer to the Manual for Policies and
Procedures for more information.
PROVIDERS
The Providers section will appear once the tab is clicked upon. This section displays all the provider information
that the user completed in the Facility application. The fields displayed are the same as in the providers section of
the OFAC supporting details profile.
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Figure 126: Supporting Details - Providers Tab
SUPPORTING DOCUMENTS
The Supporting Documents section will appear once the tab is clicked upon. This section displays all the documents
and comments that the user completed in the Facility application.
Figure 127: Supporting Details - Supporting Documents Tab
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5.4.3 VIEWING SCORING CRITERIA
In order to access the Scoring Criteria section of the designation profile, the user should select that tab on the left
hand side of the profile. All fields under the Scoring Criteria section are read only and are information pulled from
the HPSA/MUA/P Mapping Tool, Facility application and all designations migrated from ASAPS. All migrated
designation types will have the following fields in this section:
Figure 128: Designation Scoring Criteria Page
Feature
1. Designation Score
Description
This field represents the score of the designation. The score is determined
on the Mapping Tool, Facility Application, or was migrated directly from
ASAPS.
2. Physician Shortage
This field represents how many physician FTEs are required in order for the
designation to no longer have a physician shortage.
3. Degree of Shortage
This field represents the group a designation is assigned based on the ratio
of the designation population to the number of the Physician FTEs. Please
refer to the Shortage Designation Management System Manual for Policies
and Procedures for more detailed information about the Degree of Shortage.
The scoring criteria section for all HPSA and MUA/Ps created with the mapping tool will reflect the same scoring
tables on the Mapping Tool. The screen shots below represent an example for each discipline.
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PRIMARY CARE
Figure 129: Scoring Criteria Page for Primary Care Designations
DENTAL HEALTH
Figure 130: Scoring Criteria Page for Dental Health Designations
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MENTAL HEALTH
Figure 131: Scoring Criteria Page for Mental Health Designations
MUA/P
Figure 132: Scoring Criteria Page for MUA/P Designations
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5.4.4 VIEWING SUPPLEMENTAL INFORMATION
In order to access the Supplemental Information section of the designation profile, the user should select that tab
on the left hand side of the profile. All fields under the Supplemental Information section are information pulled
from the HPSA and MUA/P Mapping Tool.
The Supplemental Information section will be blank for all migrated HPSAs and MUA/Ps from ASAPS and is not
applicable to facility designations.
The Supplemental Information section for the Designation profile displays dynamically and mirrors the information
on the supplemental information form of the mapping tool. Like the mapping tool, the supplemental information
section on the profile is divided into the following sections:
•
•
RSA Information (only section applicable to MUA/Ps)`
CA Analysis
•
•
NSC Provider
Edit
5.4.4A RSA INFORMATION
Figure 133: Supplemental Information - RSA Information Tab
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Feature
1. RSA Validity
Description
This section will be completed if the user needed to justify why the saved
area is rational.
2. RSA Population
This section will include the system sourced population. Any user adjusted
population will appear here along with the supporting documentation
explaining the user adjustment.
3. Population Center
This section will always display the default population center and if
applicable, the user adjusted population center with the required
explanation and documentation.
4. Transportation Type
This section will only display if the user has chosen public transit and
provided a justification on the Mapping Tool.
USER NOTES
•
The user can collapse or expand any and all sections by selecting the arrow to the left of that section’s
header. The user can also view documents by selecting the document hyperlink if applicable.
5.4.4B CA ANALYSIS
Figure 134: Supplemental Information - All CAs Passed Analysis Result
The user will see the above message if all Contiguous Areas in the mapping application have passed the system
analysis and no additional evidence is required.
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Figure 135: Supplemental Information - CA(s) Failed Analysis Result
The user will see the above content if a contiguous area(s) does not pass the system analysis. The section will
display the name of the component, the user selected reason, the user entered explanation, and document
evidence that the user can view.
5.4.4C NSC PROVIDER
Figure 136: Supplemental Information - NSC Details Tab
If the user has chosen a non-Default NSC on the Mapping Tool, the justification and document provided on the
Supplemental information form will appear to the user under this NSC Provider section. The user can also view the
selected NSC travel time and Distance from the NSC.
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5.4.4D EDIT
Figure 137: Supplemental Information - Edit Tab
The user can update supplemental justifications and documents while the designation is submitted and under the
review process. In order to update the justifications, the user will enter the new justification in the text box and
click “Submit”. In order to update the supplemental documents, the user will choose a file and click “Submit”.
5.4.5 ADDING ADDITIONAL DOCUMENTS
In order to access the Additional Documents section of the designation profile, the user should select that tab on
the left hand side of the profile. The user can use this section to upload additional documents applicable to the
designation.
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Figure 138: Adding Additional Documents to a Designation Profile
Feature
1. Choose File
Description
This button should be selected if the user would like to upload a document.
2. Description
The user has the option to input a short description about the document
being uploaded in this box.
3. Upload
This button should be selected once the user is ready to upload the
document and description.
BUSINESS RULES
•
•
A document must be selected before the user clicks the upload button or the user will receive a system
error.
The description text field is alpha numeric and cannot exceed 50 characters.
5.4.6 CASE HISTORY
In order to access the Case History section of the designation profile, the user should select that tab on the left
hand side of the profile. The user can use this section to view the following dropdowns:
Figure 139: Designation Case History Page
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Feature
1. Case History
Description
Includes the actions associated with the application, the date the action
occurred, and the specific user who completed the action.
2. Documents
Includes a hyperlink to a PDF of each saved application or a PDF of each
system generated letter, a description, and upload date.
3. Comments
Includes read-only comments submitted with a returned application.
5.4.7 INQUIRIES
The inquiry section of the portal provides an easy and streamlined process for the PCO user to communicate with
their respective Project Officer. Inquiries may be created from the Designation Profile in the PCO Portal by
navigating to the Designation Profile of the designation which is the subject of the inquiry. Clicking on the
“Inquiries” tab on the designation profile will allow the PCO to create an inquiry for the designation.
Figure 140: Navigating to Inquiries Page
The Inquiries page displays upon selection of the “Inquiries” tab from the designation profile. The Inquiries page
will display existing inquiries for the designation in a table within the page. From this page, the user may choose to
create a new inquiry or view an existing inquiry to provide more information or view follow-up information
provided by the Project Officer.
Figure 141: Inquiries Page in SDMS Portal
Feature
1. Create New Inquiry
Description
This button is to be selected by the user if they would like to create a new
inquiry.
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Feature
2. Inquiry ID
Description
The user has the option to view an existing inquiry by selecting the Inquiry
ID.
5.4.7A CREATE NEW INQUIRY
The Create New Inquiry page displays when the user selects the Create New Inquiry button from the Inquiries
page.
Figure 142: Creating a New Inquiry
Feature
1. Document Description
Description
The user must provide a description of the document that they wish to
upload prior to selecting the document in the portal.
2. Choose File
This button allows the user to choose a file to upload to the portal.
3. Message
The user has the option to provide comments to the Project Officer via the
Message field. The comments sent to the Project Officer as well as the
Project Officer’s response(s) will display in a table within the Comments
section.
4. Submit
The user should select this button when they have completed the page and
are ready to submit the inquiry.
5. Cancel
This button will cancel the inquiry creation and return the user to the
Inquires page.
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BUSINESS RULES
•
•
The user must click the “Submit” button for the message to be transmitted to the Project Officer.
The Document Description must be entered for the file to upload successfully.
•
The inquiry will be created upon the user hitting the Submit button and be visible from the Inquires page.
5.4.7B VIEW/EDIT AN EXISTING INQUIRY
An inquiry may be accessed via the Inquiries Tab on the Designation Profile. Additionally, a user may view all open
inquiries for their respective state by navigating to the Inquiries Tab at the top of the navigation panel.
Figure 143: Accessing Inquiries from the Navigation Panel
The Inquiry Details will display when the user selects the Inquiry ID to view an existing inquiry.
Figure 144: Writing and Viewing Comments on an Inquiry
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Feature
1. Message
Description
The user has the option to provide additional comments to the project
officer via the Message field. The comments sent to the Project Officer as
well as the Project Officer’s response(s) will display in the table within the
comment section.
2. Send Message
The user must select the Send Message button after entering the desired
comments to the Project Officer to provide information for the inquiry.
Figure 145: Uploading a Document to an Existing Inquiry
Feature
1. Document Description
Description
The user must provide a description of the uploaded document prior to
selecting Upload.
2. Choose File
Selecting this button allows the user to select a file to upload.
3. Upload
This button should be selected once the user would like to upload the
selected document.
BUSINESS RULES
•
•
The “Send Message” button must be initiated for the message to be transmitted to the Project Officer.
The Document Description must be entered for the file to upload successfully.
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5.4.8 DESIGNATION PROFILE ACTIONS
The Actions section of the Designation profile is dynamic based on the status the designation is in. The following
actions will be available for an in progress HPSA or MUA/P designation:
Figure 146: Actions Available for an in-Progress HPSA or MUA/P
Feature
1. Copy
Description
This link will direct the user through the same process as the copy link
located on the Designation Search page discussed in Section 5.2 Copying
Designations.
2. Resume Mapping
Application
This link will direct the user back to the Mapping Tool to complete the in
progress designation. The user will be taken to the exact step of where the
application was previously saved. All work completed before exiting the
Mapping Tool will be saved and displayed on the map.
3. Delete
This link will direct the user through the same process as the delete link
located on the Designation Search page discussed in Section 5.3 Deleting InProgress Designations.
4. Download Current
Summary
This link will download a PDF snapshot of the designation application. It will
include the information that has been completed and saved to that point
and will leave incomplete or unsaved sections blank.
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The following actions will be available for a designated HPSA or MUA/P:
Figure 147: Actions Available for a Designated HPSA or MUA/P
Feature
1. Update this Designation
Description
This link will direct the user to the Mapping Tool to complete an updated
application for the designation.
2. Propose for Withdrawal
This link will direct the user to propose to withdraw a current designation.
3. Copy
This link will direct the user through the same process as the copy link
located in the Designation Search page discussed in Section 5.3 Deleting InProgress Designations.
4. View on Map
This link will launch the Mapping Tool to a zoomed-in view of the associated
RSA with no information panels open. While the map is viewable, it is not
editable and the status of the designation is not affected.
See Section 4.2 Mapping Tool Layout and User Interface for more
information on the tool’s functionality.
USER NOTES
•
No actions will be available for a withdrawn migrated HPSA or MUA/P from ASAPS as the geometries were
not available for migration into the Shortage Designation Management System. Designations in all other
statues not mentioned above will only have copy as an action selection.
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The following actions will be available for an in progress Facility designation:
Figure 148: Actions Available for an In-Progress Facility Designation
Feature
1. Resume Facility
Designation
Description
This link will redirect the user to complete the Facility Designation
application.
2. Delete
This link will direct the user through the same process as the delete link
location on the Designation Search page discussed in Section 5.3 Deleting InProgress Designations.
3. Download Current
Summary
This link will download a PDF snapshot of the designation application. It will
include the information that has been completed and saved to that point
and will leave incomplete or unsaved sections blank.
The following actions will be available for a Designated Facility:
Figure 149: Actions Available for a Designated Facility
Feature
1. Update this Designation
Description
This link will direct the user to the facility application to complete an
updated application for the designation.
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Feature
2. Propose for Withdrawal
Description
This link will direct the user to propose to withdraw a current designation.
The following action will be available for a withdrawn Facility designation:
Figure 150: Actions Available for a Withdrawn Facility Designation
Feature
1. Propose for Reinstatement
Description
This link will direct the user to the facility application to complete an
application for reinstatement.
5.5 DESIGNATION ACTIONS
The actions available on a designation will vary depending on the current status of the designation. The following
sections detail the various actions available to PCOs.
5.5.1 UPDATING A DESIGNATION
All designations, whether migrated or new, that have a status of designated have the ability to be updated by the
user. Updating designations will follow the same business rules and functionality as creating a new application with
the Mapping Tool (see Section 4. SDMS Mapping Tool).
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Figure 151: Updating a Designation Prompts
Feature
1. Update the Designation
Description
The user will be directed to the page above once this button is selected
during any portion of the Designation Profile.
2. No, Return to Designation
Home
Upon selecting this button, the user will be directed back to the general
information section of the Designation Profile.
3. Yes, Continue Map Update
Upon selecting this button, the user will be directed to the Mapping Tool to
complete an update for the selected designation.
Once the user selects “Yes, Continue Map Update”, the system will direct the user to the following image:
Figure 152: Initial Mapping Tool Screen
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The system will direct the user back to the RSA step of the Mapping tool. The original RSA geometry will be visible
and once the user selects the “Continue” button, the user will be directed to the Mapping Tool to complete the
updated application.
USER NOTES
•
For all migrated Designations from ASAPS, only the RSA and CA geometries, if applicable, from
designations were available for migration. The user will not be able to edit the RSA geometry but will be
able to edit and recreate the Contiguous Areas.
Figure 153: RSA Highlighted in Mapping Tool
The first step of updating a designation is to save and validate the RSA. The user should select the “Edit” link to
save the RSA. The user will not be able to change any aspect of the RSA. Once the RSA is saved, the user should
continue with the application as explained in Section 4.3 Creating a Rational Service Area (RSA).
Figure 154: Edit RSA Panel in Mapping Tool
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5.5.2 CANCELLING AN UPDATE
If the user would like to cancel an update of a current designation, the user will need to navigate to the
designation profile of the update application.
Figure 155: Canceling an Update to a Current Designation
Feature
1. Cancel Update
Description
The user should select this option to cancel the update. Once canceled, the
user will be able to complete a new update if desired.
User Notes:
• The delete button on the search results will not be applicable for
update applications.
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5.5.3 PROPOSING A DESIGNATION FOR WITHDRAWAL
The user has the ability to propose for withdrawal any HPSA, MUA/P, OFAC or State/County Mental Hospital
designation with a status of Designated.
Figure 156: Proposing a Designation for Withdrawal
Feature
1. Propose for Withdrawal
Description
The user will be directed to the page above once this button is clicked on
during any portion of the Designation Profile.
2. No, Return to Designation
Home
Upon selecting this button, the user will be directed back to the General
Information section of the Designation Profile.
3. Yes, Propose for
Withdrawal
Upon selecting this button, the system will submit the designation to review
the proposed withdrawal.
USER NOTES
•
The user must enter an explanation in the text box on this page in order to submit the designation for
proposed for withdrawal.
If a HPSA designation being proposed for withdrawal is associated to a designated OFAC, the user will receive a
warning message that the associated OFAC will also be proposed for withdrawal if the HPSA is approved for
withdrawal.
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Figure 157: Withdrawal Warning Message for Associated OFAC
5.5.4 PROPOSING A DESIGNATION FOR REINSTATEMENT
The user has the ability to propose for withdrawal OFAC or State/County Mental Hospital designation with a status
of Designated.
Figure 158: Proposing a Designation for Reinstatement
Feature
1. Propose for Reinstatement
Description
The user will be directed to the page above once this button is selected
while viewing any portion of the Designation Profile.
2. No, Return to Designation
Home
Upon selecting this button, the user will be directed back to the General
Information section of the Designation Profile.
3. Yes, Propose for
Reinstatement
Upon selecting this button, the system will direct the user to the Facility
application. Please see Section 5.8 Creating Facility Designations for more
information.
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5.5.5 UNLINK PARENT/CHILD UPDATE APPLICATION
PCOs can unlink a Parent/Child update application when the child application is not approved. The PCO will see a
link under actions: “Unlink from Parent Designation”. Once the user selects “Unlinks from Parent Designation”,
they must then select “Yes, continue with Unlink”. Once selected, the Parent/Child designations will be unlinked
and the system will navigate the user back to the original parent designation where a new update application can
be initiated.
INSTRUCTIONS
1.
2.
3.
Under Actions, select “Unlink from Parent Designation.”
On the next page the user will be prompted to not continue with the unlinking process and return to the
Designation Homepage, or to continue with the unlinking process. If the user wishes to continue, select
“Yes, Continue with Unlink”.
The user will then be directed back to the original parent designation. If the user wishes to do so, they can
update the designation under the actions menu.
Figure 159: Unlinking Parent/Child Designations
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Figure 160: Unlink Parent/Child Designation Confirmation Page
Figure 161: Updating an Unlinked Designation
5.6 WITHDRAWAL BUNDLE DESIGNATIONS
PCOs can submit a new application and propose for withdrawal a current designation at the same time. Once an
analyst approves the new application, the overlapping or associated facility designations will go into a Proposed for
Withdrawal status while the new designation will become designated. Any correctional facilities associated with
the overlapping designations will remain unchanged until they are updated by the PCO.
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5.6.1 SEARCH/SELECT WITHDRAWAL BUNDLE DESIGNATIONS
INSTRUCTIONS
To search for a designation that is affiliated with a withdrawal bundle, navigate to the designation search page:
1. Select “Submitted Designation,” “Existing Area Overlap” or “Existing Facility Overlap” from the
Withdrawal Bundle dropdown.
2. Once selected click search. A list of designations associated with the search criteria will appear below.
3. Click on the hyperlink in the Case ID of the application you wish to view.
Figure 162: Searching and Selecting Withdrawal Bundle Designations
USER NOTES
•
Correctional Facilities that are associated with the overlapping designations that would be Proposed for
Withdrawal should the submitted application be approved will not appear in the search grid.
5.6.2 WITHDRAWAL BUNDLE WARNING MESSAGES
PCO will view the following Withdrawal Bundle warning message on the General Information page of the
submitted designation.
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Figure 163: Withdrawal Bundle Warning Message on General Information Page
PCO will view the following Withdrawal Bundle warning message on the General Information page of any
overlapping designations. The submitted designation Case ID will be displayed in the warning message.
Figure 164: Overlapping Designations Warning Message
USER NOTES
•
All overlapping designations will remain in a Designated Status and all actions applicable to that
designation will remain enabled until a decision is made on the new submitted designation. Once a
decision has been made on the new submitted designation, the withdrawal bundle warning messages will
no longer appear in the designation’s profiles.
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5.6.3 WITHDRAWAL BUNDLE DESIGNATIONS PAGE
The Submitted Designation as well as any overlapping Existing Areas or OFACs in a withdrawal bundle will have a
detailed Bundled Designations section within their profile.
The following information will be provided on the Bundled Designations page:
Figure 165: Bundled Designations Page
Feature
1. Case ID
Description
The unique Case ID for each designation.
2. Discipline
The discipline of the designation.
3. Name
The name of the designation.
4. Type
The type of the HPSA:
• Geographic
• Population
• Facility
5. Initial Designation Date
The date when the designation was initially designated.
6. Last Updated Date
The date when the designation was last updated.
7. Score
The current score for the designation.
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Feature
8. Bundle Affiliation
Description
The affiliation the designation has to the withdrawal bundle. There are three
classifications:
• Submitted Designation: A HPSA or MUA/P whose application
submission causes any existing HPSA, MUA/P or facility designation
to enter the withdrawal process.
• Existing Area Overlap: A HPSA or MUA/P that enters the
designation withdrawal process as a result of a new application
submitted within the same area.
• Existing Facility Overlap: A facility designation (excluding
Correctional Facilities and State Mental Health Hospitals) that
enters the designation withdrawal process as a result of a new
application submitted within the same area.
USER NOTES
•
All overlapping designations will remain in a Designated Status and all actions applicable to that
designation will remain enabled until a decision is made on the new submitted designation. Once a
decision has been made on the new submitted designation the withdrawal bundle warning messages and
Bundled Designations tab will no longer appear in the designations profile.
5.6.4 WITHDRAWAL BUNDLE IN HISTORY PAGE
The withdrawal bundle history will be captured in the designation history page. The new submitted designation
PDF Snapshot in the “Document” section will contain a section for the bundled designation information as seen
below.
Figure 166: Withdrawal Bundle History PDF
The overlapping designations that are placed in Proposed for Withdrawal status by the new submitted designation
being approved will show the new status under “History” dropdown as well as the hyperlinked Case ID for the new
submitted designation.
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Figure 167: Previous Proposal for Withdrawal in History Page
5.7 RETURNED/RESUBMITTED APPLICATIONS
Once an application is submitted, an Analyst has the ability to review the application and return it to the PCO if
changes or additional information is needed. An automated notification will not be sent. The PCO can search for a
returned application on the search designation screen.
5.7.1 SEARCH/SELECT RETURNED APPLICATION
To search for an application navigate to the designation search page. Select “Returned” from the
Returned/Resubmitted dropdown. Once selected click search. A list of all returned applications will appear below.
Then click on the hyperlink in the Case ID of the returned application you wish to view.
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Figure 168: Searching and Selecting Returned Applications
5.7.2 VIEW/RESUBMIT RETURNED APPLICATIONS
Information previously submitted will be saved with the returned application. A returned application will be
returned to an in-progress state and can be resumed by selecting Resume Mapping application. The application
will resume at the step, which the RSA(s) must be validated. The application can then be resumed and submitted
normally.
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5.7.2A VIEW/RESUBMIT RETURNED AUTO-HPSA RESCORES
See Section 7.1.2H Returned Supplemental Data Rescores
Figure 169: Resubmitting a Returned Application
Figure 170: Resubmitting a Returned Application
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5.8 CREATING FACILITY DESIGNATIONS
Once the Designation Homepage has been accessed, the user has the option to create a new HPSA/MUAP or a
facility designation application by selecting the
tab.
Figure 171: SDMS Designations Homepage
1.
2.
3. Search Designations
The user should select this button to access the Mapping Tool and create a
new mapping application. Once selected, the user will be directed to the
Mapping Tool landing page. Please refer to for more information. Section 4.
SDMS Mapping Tool for move information.
The user should select this button to access the Facility Form and Create a
New Facility Application. Once selected, the user will be directed to the
Facility Form landing page, which will be addressed in the next section.
The user should use this section to search for existing designations. Please
refer to the Section 5.1 Searching for Designations for more information.
5.8.1 NAMING AND SELECTING FACILITY DESIGNATION TYPE
Once the Facility Form button is selected on the Designation homepage, the user will be directed to the Facility
Form landing page.
There are three required fields on the Facility Form Landing Page:
• Facility Name
• Discipline
• Type
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Figure 172: Facility Name and Designation Type Form
Feature
1. Facility Name
Description
The user should enter the Application name in the text field. The field is
limited to 50 characters or less.
2. Discipline
The user will select one of the following disciplines for the new Designation
Application.
• Primary Care
• Dental Health
• Mental Health
3. Designation Type
The user will select an option from the dropdown. Selections are dynamic
based on the discipline type chosen for the application.
Business Rules:
• The following Designation Types are available if the user selects
Primary Care or Dental Health as the Discipline:
o OFAC (Other Facility)
o Correctional Facility
• The following Designation Types will be displayed by the system if
the user selects Mental Health as the discipline:
o OFAC
o Correctional Facility
o State/County Mental Hospital
4.
Once all fields are completed, the user should select this button to begin the
new Facility Designation Application.
Business Rules:
• All fields are required for the “Start” button to be enabled.
5.
The user can select the “Clear” button to delete all previously entered fields
on the Facility Landing page.
5.8.2 CREATING A NEW OTHER FACILITY (OFAC) APPLICATION
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The OFAC application has the following five sections:
•
•
•
•
•
General Information
Provision of Services
Insufficient Capacity
Supporting Documents
Submit
5.8.2A CREATING A NEW OFAC APPLICATION – GENERAL INFORMATION PAGE
Once the user has selected to initiate an OFAC application on the Facility Form landing page, the user will be
directed to the General Information page of the application.
Figure 173: Facility Form - General Information
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1. Facility Name
The name will be carried over from what was entered on the Facility Form
Landing Page. The name will be editable throughout the application until it is
submitted.
Business Rules:
• The Facility Name must be less than 50 characters.
2. Is the Facility Public or
Non-Profit?
The user is required to complete this question in order to continue with the
application.
Business Rules:
• The facility is required to be public or non-profit in order to qualify
as a designation.
• If the user selects no (facility is not public or non-profit), the general
information page will display an error, block the other fields on the
page, and prevent the user from continuing with the application.
3. Address Line 1
The user is required to enter the street address of the Facility.
4. Address Line 2
The user has the option to enter information for this field (i.e. suite or
apartment number).
5. City
The user is required to enter the city of the Facility’s location.
6. State
This field will always be read-only and is not changeable by the user. This
field will always be populated based on the State of the user.
7. Zip Code
The user is required to enter the zip code of the Facility.
8. Geocode
Selecting this button will automatically geocode and standardize the address
of the Facility. The geocoding process could take a few moments.
User Notes:
• If the user does not select the “Geocode” button the system will
automatically geocode the address once the user selects the “Save
and Continue” button. There may be times when the geocoding
service is down. The user will be notified and the facility will be
geocoded by the back-up batching that occurs every two hours. The
user can continue with the application if unable to geocode,
however it will not be possible to submit the application until the
address has been geocoded.
9. Save and Continue
When ready to proceed with to the next step, select “Save and Continue”
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Figure 174: PCO Entered Facility Location
1. PCO Entered Facility
Location
This section will appear as read-only once the address has been geocoded.
2. Edit Address
The user may edit the PCO entered address by selecting this button. Once
selected all previous fields, with the exception of State, will be enabled to
allow the user to edit.
User Notes:
• If the user selects the “Edit Address” button, the address will need to
be geocoded again.
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Figure 175: Geocoded Facility Location Page
1. Geocoded Facility Location
This section will appear once the Facility has been geocoded.
2. County Name
This field represents the name of the County that the Facility resides in.
3. County
This field represents the County FIPs code that the Facility resides in.
4. Census Tract
This field represents the Census Tract that the Facility resides in.
5. CSD
This field represents the CSD that the Facility resides in.
6. Latitude
This field represents the exact latitude of the Facility. The field is editable
and the user can override the system calculated latitude by entering new
coordinates.
User Notes:
•
7. Longitude
The latitude and longitude are represented on the map by the
icon.
This field represents the exact longitude of the Facility. This field is editable
and the user can override the system calculated longitude by entering new
coordinates.
User Notes:
•
8. Re-Geocode
The latitude and longitude are represented on the map by the
icon.
If the user changes the latitude and longitude or moves the pin on the map,
in order to reflect the new geocoded changes the user must select this
button.
User Notes:
• Users can manually override the geocoding results of the facility by
entering a new value in for the latitude and longitude or moving the
pin on the map to the correct location. The pin can only be placed in
the same location as the user. If an address is manually geocoded,
Geocoded Address line 1 and 2 will not appear.
Once all of the required fields have been completed, the user should select
this button to save all the information and proceed to the next page.
9.
BUSINESS RULES
•
•
All required fields must be completed.
The system will check to see if a facility with the same name, discipline, and standardized address already
exists in the system. The address match is based on the following fields:
o Address Line 1
o Address Line 2
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•
o City
o State
o Zip Code
The system will display the following warning message if a facility with the same name, discipline, and
address already exists. The user can access the other facility’s information by selecting the Case ID
hyperlink. The warning message will not prevent the user from continuing with the application. If the
information is not changed, however, the system will prevent the application from being submitted, as
discussed further in Section 5.8.2I Creating a New OFAC Application – Submit Page.
Figure 176: Preexisting Facility Warning Message
The system will create a Case ID and display it on the banner of the application upon successfully saving this page.
5.8.2B CREATING A NEW OFAC APPLICATION – PROVISION OF SERVICES PAGE
Once the user has successfully saved the General Information page, the user will be taken to the Provision of
Services page. The user will be prompted to search for the HPSA Designation that is served by this Facility either by
distance from the Facility or by the Designation’s Public ID.
Figure 177: Provision of Services Landing Page in Facility Form
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SEARCH BY DISTANCE FROM FACILITY
Figure 178: Searching for Associated Designation by Distance from Facility
Feature
1. Show Designations Within
Miles of the Facility’s
Location
Description
To search by distance, the user should select the bubble next to the option.
If selected, the system will automatically display all HPSA and MUA/P
designations within the user selected mileage of the facility address.
Business Rules:
• MUA/Ps will only be displayed for the Primary Care discipline.
• For the Primary Care discipline, the following mileage options will
be available:
o 25
o 35
o 45
o 65
• For the Dental Health and Mental Health disciplines, the following
mileage options will be available:
o 30
o 40
o 50
o 60
2. Search Results
Once the user selects a given distance from the dropdown, a table will
appear below displaying the designations within the user selected distance
from the facility.
3. Facility Selection Radio
Bubble
When the user has identified the designation associated with the facility, the
user should select the radio bubble to the left of the given designation to
proceed to the next step.
4. Name
The name of the available designations will appear in this column.
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Feature
5. Public ID
Description
The designation’s unique Public ID will be displayed in this column.
6. Designation Type
The designation type will be displayed in this column.
7. Option
The designation option will be displayed in this column.
8. Status
This column reflects the current status of the designation.
User Notes:
• Facilities can only be associated with “Designated” designations.
9. Score
The Designation’s most recent HPSA or MUA/P score is displayed in this
column for the user’s reference.
10. State
The abbreviation for the State which the Designation is located in is
displayed in this column.
11. Profile
This column includes a link to the Designation’s Profile if it is located in-state.
User Notes:
• A link to the Designation Profile will only be available if the
Designation is located in-state.
• If the Designation is Out of State, no link will be available and the
column will be populated by “Out of State”.
12. Page Toggle Bar
The table will only display up to five designations at a time. If the user wishes
to see additional results, they can change pages using this bar.
Once the user selects the radio button next to the selected designation, the portal will bring up the “Selected
Designation” information below the table. This is the same information that will appear if the user chooses to
search by Public ID.
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SEARCHING BY PUBLIC ID AND SELECTED DESIGNATION SNAPSOT PAGE
Figure 179: Searching for Associated Designation by Pubic ID and Selected Designation Snapshot
Feature
1. Search by Public ID
Description
If the user wishes to search by Public ID, the radio bubble next to this option
should be selected. The Public ID of the Designation must be typed in
completely and correctly for the Designation to appear.
User Notes:
• The Designation whose Public ID was entered must be the same
discipline as the Facility application. If it is not, the user will receive
an error.
• The Designation whose Public ID was entered must be in a
designated status. If it is not, the user will receive an error.
2. Selected Designation
This read only section will appear once the user has successfully searched by
Public ID or has selected a Designation by distance.
3. Name
This field represents the name of the area or population designation that the
user searched for or selected.
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Feature
4. Public ID
Description
This field displays the Public ID number of the area or population
designation.
5. Profile
This field allows the user to open the area or population designations’ profile
in a different tab by selecting the hyperlink.
User Notes:
• If the designation selected is out of state, the hyperlink will be
displayed but the user will not be able to navigate to any additional
information than what is on the current screen.
6. Type
This field represents the type of Designation.
7. Option
This field represents the option of the Designation.
8. Status
This field represents the status of the Designation.
9. State
This field represents the State that the Designation is located in.
10. Score
This field represents the Designation’s HPSA or MUA/P score.
11. Transportation Type
This field represents the transportation type that was used to create the
travel polygon on the Mapping Tool for the Area or Population Designation.
12. Percent Population at
100% FPL
This field represents the Percent Population at 100% of the FPL in the area or
population.
13. Designation Population
Center Latitude
This field represents the Designation Population Center’s latitude.
14. Designation Population
Center Longitude
This field represents the Designation Population Center’s longitude.
15. Travel Time from Facility
to Designation
This field is dynamic based on what the user selects for the Facility
Transportation Type field. The subsection below describes this field in more
detail.
16. Degree of Shortage
This field represents the Degree of Shortage for the area or population
designation that was selected.
User Notes:
• This field may not always be populated with data.
TRAVEL TIME FROM FACILITY TO DESIGNATION - PRIVATE
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Figure 180: Calculating Travel Time from Facility to Designation
1. Facility Transportation
Type
User is required to complete this drop down field. The drop down options
are Public and Private. To continue the application using Private
Transportation, Private should be selected.
2. Default Miles to
Designation
This read only field will only appear if the user has selected private
transportation. The number is derived by calculating the miles between the
Designation population center and that the Facility serves and the address of
the Facility.
3. Default Minutes to
Designation
This read only field will only appear if the user has selected private
transportation. The number is derived by calculating the travel time
between the Designation population center that the Facility serves and the
address of the Facility.
4. Edit Distance
The user has the option to edit the default miles and/or minutes that was
calculated by the system by selecting .
Figure 181: Calculating Travel Time from Facility to Designation - Edit Distance
Feature
1. Miles to Designation
Description
The user should enter a numeric value in this field if they would like a new
mileage to be reflected as the distance from the Facility to the Designation.
Supporting Documentation will be required on the Supporting Documents
page if a value is entered for this field.
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Feature
2. Minutes to Designation
Description
The user should enter a numeric value in this field if they would like a new
travel time to be reflected as the distance from the Facility to the
Designation. Supporting Documentation will be required on the Supporting
Documents page if a value is entered for this field.
3. Please Provide an
Explanation for Changing the
Distance Information
This text field will always be required if the user edits the miles and/or
minutes to the Designation.
USER NOTES
•
The user must at least complete either the Miles to Designation or Minutes to Designation fields if “Edit
Distance” has been selected. Once the miles and/or minutes have been updated, the default information
will remain for reference.
TRAVEL TIME FROM FACILITY TO DESIGNATION – PUBLIC TRANSPORTATION
Figure 182: Travel Time from Facility to Designation via Public Transportation
Feature
1. Facility Transportation
Type
Description
The user is required to complete this drop down field. The drop down
options are Public and Private. To continue the application using Public
Transportation, “Public” should be selected.
2. Select a Reason for Public
Transportation
This field will appear dynamically if the user selects Public as the Facility
Transportation Type. The drop down list includes the following options:
• Percent Population at 100% FPL is Greater than 20%
• Percent Population using Public Transportation is Greater than 30%
3. Percent Population Using
Public Transportation
This field will appear dynamically is the user selects Percent Population Using
Public Transportation is Great30% as the reason for choosing Public
Transportation. The user will be required to enter a value greater than 30%
to continue with the application.
3. Miles to Designation
The user will be required to enter a numeric value for the mileage to the
designation when the transportation type is set to Public. Supporting
Documentation will be required on the Supporting Documents Page.
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Feature
4. Minutes to Designation
Description
The user will be required to enter a numeric value for the minutes to the
designation when the transportation type is set to Public. Supporting
Documentation will be required on the Supporting Documents page.
Once the user has finished filling out the requested transportation type, they will be prompted to fill in information
on how the Facility serves the Designation. The fields are dynamic based on the Discipline of the OFAC Application.
HOW DESIGNATION IS SERVED BY FACILITY – PRIMARY CARE OFAC
Figure 183: How Facility Serves the Designation Options - Primary Care OFAC
Feature
1. The Facility is within 30
Minutes of a HPSA and the
Facility is Accessible to
Residents of the HPSA (i.e. no
Socioeconomic Difference)
Description
This field’s availability for selection depends on the travel time minutes from
the Designation to the Facility. If the minutes value used for the application
is greater than 30 minutes, this selection will be disabled.
2. More than 50% of the
Facility’s Health Care Services
are Provided to Residents of a
HPSA
If the user selects this criterion, Supporting Documentation will be required
to be uploaded on the Supporting Documents page.
3.
The user can select this button at any time on this page. Once selected, the
system will save all information already entered and return the user to the
Designation profile. The user can resume the application from the
Designation profile.
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Feature
Description
Once the user completes the entire Provision of Services page, the user
should select the Save and Continue button to save and move onto the next
page of the application.
4.
Business Rules:
• All required fields must be completed. The user will be notified if
any required fields have not been completed and will not be able to
continue with the application until the correction has been made.
• The system will check to make sure that the Percent Population at
100% FPL is greater than 20%., if applicable to the selection made
on the page.
• The user must select at least one of criteria for how the Facility
serves the Designation before continuing.
HOW DESIGNATION IS SERVED BY FACILITY – DENTAL HEALTH OFAC
Figure 184: How the Facility Serves the Designation Options - Dental Health OFAC
Feature
1. The Facility is within 40
Minutes of a HPSA and the
Facility is Accessible to
Residents of the HPSA (i.e. no
Socioeconomic Difference)
Description
This field’s availability for selection depends on the travel time minutes from
the Designation to the Facility. If the minutes value used for the application
is greater than 40 minutes, this selection will be disabled.
2. More than 50% of the
Facility’s Dental Care Services
are Provided to Residents of a
HPSA
If the user selects this criterion, Supporting Documentation will be required
to be uploaded on the Supporting Documents page.
3.
The user can select this button at any time on this page. Once selected, the
system will save all information already entered and return the user to the
Designation profile. The user can resume the application from the
Designation profile.
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Feature
Description
Once the user completes the entire Provision of Services page, the user
should select the Save and Continue button to save and move onto the next
page of the application.
4.
Business Rules:
• All required fields must be completed. The user will be notified if
any required fields have not been completed and will not be able to
continue with the application until the correction has been made.
• The system will check to make sure that the Percent Population at
100% FPL is greater than 20%, if applicable to the selection made on
the page.
• The user must select at least one of criteria for how the Facility
serves the Designation before continuing.
HOW DESIGNATION IS SERVED BY FACILITY – MENTAL HEALTH OFAC
Figure 185: How Facility Serves the Designation Options - Mental Health OFAC
Feature
1. The Facility is within 40
Minutes of a HPSA and the
Facility is Accessible to
Residents of the HPSA (i.e. no
Socioeconomic Difference)
Description
This field’s availability for selection depends on the travel time minutes from
the Designation to the Facility. If the minutes value used for the application
is greater than 40 minutes, this selection will be disabled.
2. More than 50% of the
Facility’s Mental Care Services
are Provided to Residents of a
HPSA
If the user selects this criterion, Supporting Documentation will be required
to be uploaded on the Supporting Documents page.
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Feature
3. The Facility will be
Considered to be Providing
Services to a Designated Area
or Population Group if the
Facility, by Federal or State
Statue, Administrative Action,
or Contractual Agreement,
has been Given the
Responsibility for Providing
and/or Coordinating Mental
Health Services for the Area
or Population Group,
Consistent with Applicable
State Plans
4.
5.
Description
If the user selects this criteria, Supporting Documentation will be required to
be uploaded on the Supporting Documents page.
The user can select this button at any time on this page. Once selected, the
system will save all information already entered and return the user to the
Designation profile. The user can resume the application from the
Designation profile.
Once the user completes the entire Provision of Services page, the user
should select the Save and Continue button to save and move onto the next
page of the application.
Business Rules:
• All required fields must be completed. The user will be notified if
any required fields have not been completed and will not be able to
continue with the application until the correction has been made.
• The system will check to make sure that the Percent Population at
100% FPL is greater than 20%, if applicable to the selection made on
the page.
• The user must select at least one of criteria for how the Facility
serves the Designation before continuing.
5.8.2D CREATING A NEW OFAC APPLICATION – PRIMARY CARE INSUFFICIENT CAPACITY PAGE
For Primary Care applications, user must select at least two criteria shown below in the screenshot to be eligible as
a designation.
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Figure 186: Facility Insufficient Capacity Page for Primary Care Facility Applications
Feature
1. More than 8,000
Outpatient Visits per Year per
FTE of Primary Care
Physicians
Description
If selected, the user must enter a value in the number of outpatient visits as
well as adding providers that work at the Facility. The user must also provide
supporting documentation on the Supporting Documents Page. Please see
Figure 188, Figure 189, and Figure 190 below for more information on this
option.
2. Excessive use (Greater than
35%) of Emergency Room
Facilities for Routine Primary
Care
If applicable, the user should select the radio button, . The user must
provide supporting documentation on the Supporting Documents page if this
option is selected.
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Feature
3. Waiting Time for
Appointments is Greater than
(At Least One)
Description
If applicable, the user should select the radio button, . Once selected, the
user will be able to enter values in the following fields:
• 7 Days for Established Patients
• 14 Days for New Patients for Routine Health Services
Business Rules:
•
•
•
•
•
4. Facility Waiting Time is
Greater than (At Least One)
Only one field is required to be completed if the criterion is
selected.
The value for the field 7 days for established patients must be
greater than 7 to fulfil the criteria.
The value for the field 14 days for new patients for routine health
services must be greater than 14 in order to fulfill the criteria.
The validations for this selection will be checked upon the user
selecting the “Save and Continue” button at the bottom of the
page.
Supporting documentation will be required on the Supporting
Documents page, if this option is selected.
If applicable, the user should select . Once selected, the user will be able to
enter values in the following fields:
• 1 Hour for Patients with Appointments
• 2 Hours for Walk-in Patients
Business Rules:
•
•
•
•
•
5.
6.
Only one field is required to be completed if this criterion is
selected.
The value for the field 1 hour for patients with appointments must
be greater than 1 in order to fulfil the criteria.
The value for the field 2 hours for walk-in patients must be greater
than 2 in order to fulfil the criteria.
The validations for this section will be checked upon the user
selecting the “Save and Continue” button at the bottom of the
page.
Supporting documentation will be required on the Supporting
Documents page, if this option is selected.
The user can select this button at any time on this page. Once selected, the
system will save all information already entered and return the user to the
Designation profile. The user can resume the application from the
Designation profile.
Once the user completes the Insufficient Capacity page, the user should
select the “Save and Continue” button to save the progress and move on to
the next page of the application.
5.8.2E CREATING A NEW OFAC APPLICATION – DENTAL HEALTH INSUFFICIENT CAPACITY PAGE
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For Dental Health applications, the user must select at least one criterion shown below in the screenshot to be
eligible as a designation.
Figure 187: Facility Insufficient Capacity Page for Dental Health Applications
Feature
1. More than 5,000
Outpatient Visits per Year per
FTE of Dentists
Description
If applicable, user should select . If selected, the user must enter a value in
the Number of Outpatient Visits as well as adding Providers that work at the
Facility. Please view Section 5.8.2G Creating a New OFAC Application –
Insufficient Capacity Page Provider Search for instructions on how to
proceed through the process.
User Notes:
• The specialty dropdown and column will only display GDT: Dentists.
2. Waiting Time for
Appointments for Routine
Dental Health Services is
Greater than 6 Weeks
If applicable, user should select . Once selected, the user will be required
to enter a value in the “Waiting Time for Appointments for Routine Dental
Health Services” field.
Business Rules:
• The value of the field must be greater than 6 to qualify. This
validation will be checked upon the user selecting “Save and
Continue” at the bottom of the page.
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Feature
3.
4.
Description
The user can select this button at any time on this page. Once selected, the
system will save all information already entered and return the user to the
Designation profile. The user can resume the application from the
Designation profile.
Once the user completes the Insufficient Capacity page, the user should
select the “Save and Continue” button to save and move onto the next page
of the application.
Business Rules:
• At least one criteria must be completed.
• The system will check and make sure all the sections the user made
pass the criteria. The user will be notified through error messages if
the criteria have not been met.
5.8.2F CREATING A NEW OFAC APPLICATION – MENTAL HEALTH INSUFFICIENT CAPACITY PAGE
For Mental Health applications, the user must select at least one criterion shown below in the screenshot to be
eligible as a designation.
Figure 188: Facility Insufficient Capacity Page for Mental Health Applications
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Feature
1. More than 1,000
Outpatient Visits per Year per
FTE of Core Mental Health
Care Providers
Description
If applicable, user should select . If selected, the user must enter a value in
the “Number of Outpatient Visits” field in addition to adding providers that
work at the facility. Please view Section 5.8.2G Creating a New OFAC
Application – Insufficient Capacity Page Provider Search for instructions on
how to proceed through the process.
The Specialty column and drop down will display the following:
• PSY: Psychiatrist
• CPSY: Clinical Psychologist
• CWS: Clinical Social Worker
• PNS: Psychiatric Nurse Specialist
• MFT: Marriage and Family
2. More than 3,000
Outpatient Visits per Year per
FTE of Psychiatrist Providers
If applicable, user should select . If selected, the user must enter a value in
the number of outpatient visits as well as adding providers that work at the
facility. Please view Section 5.8.2G Creating a New OFAC Application –
Insufficient Capacity Page Provider Search for instructions on how to
proceed through the process. Only providers within the Psychiatrist specialty
will be counted in the Number of FTE and Outpatient Visits/FTE Ratio fields.
3. No Psychiatrists are on
Staff and this Facility is the
only Facility Providing Mental
Health Services to the
Designated area or
Population
If applicable, user should select . The user must provide supporting
documentation on the Supporting Documentation page, if selected.
4.
5.
The user can select this button at any time on this page. Once selected, the
system will save all information already entered and return the user to the
Designation profile. The user can resume the application from the
Designation profile.
Once the user completes the Insufficient Capacity page, the user should
select the “Save and Continue” button to save and move onto the next page
of the application.
Business Rules:
• At least one criteria must be completed.
• The system will check and make sure all the sections the user made
pass the criteria. The user will be notified through error messages if
the criteria have not been met.
5.8.2G CREATING A NEW OFAC APPLICATION – INSUFFICIENT CAPACITY PAGE PROVIDER
SEARCH
Once the user selects
under this option, the user will be directed to the pop up window shown
below in Figure 188. Users should use this to search for providers who have a location at the Facility.
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Figure 189: Primary Care Providers at Facility Search
Feature
1. NPI
Description
The user can use this field to narrow down the provider search by entering
the exact provider NPI number. If an incorrect NPI number is entered, the
search will not return any results.
2. Discipline
This field is read only and will be dynamic based on the discipline of the
application.
An option from the dropdown can be selected to be included in the search
criteria. The drop down values of specialty varies by discipline. The following
selections will be available for a Primary Care Application:
• FP: Family Practice
• IM: Internal Medicine
• OBO: Obstetrics and Gynecology
• PD: Pediatrics
3. Specialty
4. Last Name
The user can narrow the search by entering the last name of a provider at
the Facility in this field.
5. First Name
The user can narrow the search by entering the first name of a provider at
the Facility in this field.
6. County FIP
The user can use this field to narrow down the provider search by entering
the County FIP of the Facility location.
7. CSD
The user can use this field to narrow down the provider search by entering
the CSD of the Facility location.
8. Census Tract
The user can use this field to narrow down the provider search by entering
the Census Tract of the Facility Location.
9.
The user should select this button once all the desired search criteria is
entered. The search results will then appear below as seen in Figure 189.
10.
The user should select this button if they want to clear their provider search
criteria and start again.
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Figure 190: Primary Care Providers at Facility Search Results
Feature
1. Search Results
Description
Once the user selects the search button, the system will display search
results. The search results will include many of the columns in the provider
search.
2. FTE
The search results will display the Provider’s FTE.
3. Address
The search results will display the Provider’s street address to help identify
which providers work at the Facility location.
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Feature
4. City
Description
The search results will display the city the Provider is located in.
5.
The user should use the pagination selections to navigate to other pages of
the search results in the provider search pop up.
6.
The user should choose the appropriate Provider(s) be selecting this icon.
7.
Once the user has selected all desired Providers from the search results, the
user should select this button to save the results and have them display on
the insufficient capacity screen.
If the user no longer wishes to search or add providers to the page, the user
should select cancel. The user will then be directed out of the pop up and
back to the Insufficient Capacity page.
8.
User Notes:
• Any Providers selected on the Search Results page will not be saved
if the user selects the cancel button.
USER NOTES
•
The Provider search will only display results from the State of the Facility location. The user should be
adding providers that have a matching address with the Facility.
Figure 191: Selected Providers for Facility Application
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Feature
1. Provider Search Results
Table
2.
Description
Once the user selects “Save Selected” on the provider search pop up, the
results of the Providers selected will appear on the Insufficient Capacity
page.
The user will still be able to search for more providers and add them to the
search results table by selecting this button and following the same process
explained in Figure 188 and Figure 189.
3.
The user can remove Providers from the list by selecting and then the
“Remove Selected” button. Once selected, it will automatically update the
Number of FTE field and Outpatient Visits/FTE Ratio field.
4. Number of FTE
This field will display a read only value of the total FTE count of all the
Providers that were added from the Provider Search pop up.
5. Outpatient Visits/FTE Ratio
This field will display the read only value calculated using the Number of
Outpatient visits field and the Number of FTE field.
User Notes:
• This value must be greater than 8,000:1 in order to qualify. The
system will check this validation upon the user selecting the “Save
and Continue” button at the bottom of the Insufficient Capacity
page.
6.
This button will only be enabled if the user changes the value of the Number
of Outpatients after the user has selected and saved Providers. Once
enabled, the button will change to an orange color. The user will need to
select this button to update the Outpatient Visits/FTE Ratio field.
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Figure 192: Completing the Insufficient Capacity Page for Primary Care Applications
Feature
1.
Description
The user can select this button at any time on this page. Once selected, the
system will save all information already entered and return the user to the
Designation profile. The user can resume the application from the
Designation profile.
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Feature
2.
Description
Once the user completes the Insufficient Capacity page, the user should
select the “Save and Continue” button to save the progress and move on to
the next page of the application.
Business Rules:
• At least two of the criteria on the page must be completed to
continue.
• The system will check and make sure that all the selections the user
made pass the required criteria. The user will be notified through
error messages if the criteria have not been met.
5.8.2H CREATING A NEW OFAC APPLICATION – SUPPORTING DOCUMENTS PAGE
Once the user has successfully saved the Insufficient Capacity page, the user will be taken to the Supporting
Documents page. Some of the document types will vary based on discipline. The example shown below applies to
Primary Care but the steps to select and upload a document are the same for all disciplines.
Figure 193: Primary Care Facility Form - Uploading Supporting Documents
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Feature
1. Supporting Documents
Description
The user must upload all required supporting documents in this section. The
required supporting documetns, indicated by “*”, are dynamic based on
what the user has completed in the application.
2. Select a Document Type
The user should select the document type they would like to upload by
selecting the next to the document type.
3. Choose File
Once a document type is selected, this button will be enabled. When the
button is clicked by the user, a separate window will appear allowing the
user to select the desired document to upload from their computer.
4. Upload
Once a file is selected, the upload button will be enabled. The user should
select this btton to save the document on the page.
Once a document is successfully uploaded, a green bar will appear at the top of the page confirming the successful
upload, and a table will populate at the bottom of the page with details on the uploaded documents. Each
required document will need to be uploaded seperately.
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Figure 194: Facility Form Supporting Documents - Uploaded Documents Table
Feature
1. Uploaded Documents
Description
Once the user successfully uploads a document, the document will appear in
the Uploaded Documents table at the bottom of the page.
2. Document Name
The name of the document will appear as a hyperlink. The user should select
this hyperlink if they would like to view the uploaded document.
3. Document Type
This field will display the document type that was uploaded by the user.
4. Uploaded Date
This field will display the date and time that the document was uploaded.
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Feature
5. Action
Description
The user can remove a document uploaded by selecting the “Delete” action
under this column.
User Notes:
• If the user has deleted a required document, they must upload
another document in its place to continue onto the next page.
Figure 195: Facility Form Supporting Documents - Additional Information
Feature
1. Enter Additional Comments
About this Facility
Description
The user may use this section to write any additional notes or information
about the application.
User Notes:
• The text box is limited to 1000 characters.
• A comment is not required to continue with the application.
2. Add
The user should select this button once a comment is entered in the text box
to add and display the comment on the page.
Figure 196: Facility Form Additional Documents - Previous Comments and Saving Progress
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Feature
1. Previous Comments
Description
This section will be displayed one a user adds a comment to the page.
2. User
This column will capture the name of the user who made the comment in
addition to the date the comment was made.
3. Comment
This column will display the comment entered by the user and is not
editable.
4.
5.
The user can select this button at any time on this page. Once selected, the
system will save all information already entered and return the user to the
Designation profile. The user can resume the application form the
Designation profile.
Once the user completes the Supporting Documents page, the user should
select the “Save and Continue” button to save their progress and move onto
the next page of the application.
Business Rules:
• All required documents must be uploaded. The users will be
notified by an error message if all required documents have not
been uploaded.
5.8.2I CREATING A NEW OFAC APPLICATION – SUBMIT PAGE
Once the user has successfully saved the Supporting Documents page, the user will be taken to the Submit page.
Figure 197: Facility Form Submit Page
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Feature
1. Page Name
Description
This column will display all the pages/sections of the application.
2. Ready to Submit
This column will inform the user if each page is completed. If it is completed
the column will be populated with “Yes” next to the page name, if it is not, it
will be populated with “No”.
3. Message
This column will populate if there are any validation errors or warning
messages for the application.
4. Your Facility Serves the
Designation
This section will provide a read only summary to the user of the selected
Designation that the Facility serves. The summary will provide basic
information about the Designation.
5. Facility Score
The Facility’s score will be the same as the Designation that it serves.
When ready to submit the application, the user should select this button.
Once the application is successfully submitted, the user will be directed back
to the General Information section of the Designation Profile. The status will
be changed to “Submitted-Designation” and the Submission date will also be
populated.
6.
Business Rules:
• Upon submission, the system will double check all the validations
on each page. If there are any errors, the system will notify the
user.
• The Facility address must be geocoded in order to submit the
application. In order to verify this, please view Section 5.8.2A
Creating a New OFAC Application – General Information Page of this
user guide.
• If the Facility Name and Address match an existing Facility, then the
system will present the same message described in Section 5.8.2A
Creating a New OFAC Application – General Information Page and
the “Submit” button will not be available for selection.
5.8.3 CREATING A NEW STATE/COUNTY MENTAL HOSPITAL (SMH) APPLICATION
The State/County Mental Hospital application has the following four sections:
General Information
Facility Criteria
Supporting Documents
Submit
5.8.3A CREATING A NEW SMH APPLICATION – GENERAL INFORMATION PAGE
Once the user has selected to initiate a State/County Mental Hospital application on the Facility Form landing
page, the user will be directed to the General Information page of the application. All required fields, indicated by
an “*”, must be completed.
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Figure 198: Facility Form General Information Page - State/County Mental Hospital
Feature
1. Facility Name
Description
The name will be carried over from what was entered in the Facility Form
landing page. The name will be editable throughout the application.
Business Rules:
• The Facility name must be 50 characters or less.
2. Address Line 1
The user is required to enter the street address of the Facility.
3. Address Line 2
The user has the option to enter information for this field (i.e.) suite or
apartment number.
4. City
The user is required to enter the city the Facility is located in.
5. State
This field will always be read only and cannot be changed by the user.
6. Zip Code
The user is required to enter the zip code of the Facility.
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Feature
7. Geocode
Description
Selecting this button will automatically geocode and standardize the address
of the Facility. The geocoding process could take a few moments.
User Notes:
• If the user does not select the Geocode button the system will
automatically geocode the address once the user selects the “Save
and Continue” button. There may be times when the geocoding
service is down. The user will be notified and the facility will be
geocoded by the back-up batching process that occurs every 2
hours. The user can continue with the application if unable to
geocode, however the application will not be able to be submitted
until the address is geocoded.
Figure 199: Facility Form General Information Page - PCO Entered Facility Location
Feature
1. PCO Entered Facility
Location
Description
This section will appear as read only once the address is geocoded.
2. Edit Address
The user may edit the PCO entered address by selecting this button. Once
selected, all previous fields, with the exception of State, will be enabled to
allow the user to edit.
User Notes:
• If the user selects the “Edit Address” button, the address will need
to be geocoded again.
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Figure 200: Facility Form General Information Page - Geocoded Facility Location
Feature
1. Geocoded Facility Location
Description
This section will appear once the Facility is geocoded.
2. County Name
This field represents the name of the County that the Facility resides in.
3. County
This field represents the County FIPs code that the facility resides in.
4. Census Tract
This field represents the Census Tract that the facility resides in.
5. CSD
This field represents the CSD that the Facility resides in.
6. Latitude
This field represents the exact latitude of the Facility. The field is editable
and the user can enter in a new latitude.
User Notes:
•
7. Longitude
The latitude and longitude are represented on the map as
.
This field represents the exact longitude of the Facility. The field is editable
and the user can enter in a new longitude.
User Notes:
•
The latitude and longitude are represented on the map as
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Feature
8. Re-Geocode
Description
If the user changes the latitude and longitude or moves the pin on the map,
in order to reflect the new geocoded changes the user must select this
button.
User Notes:
• Users can now manually override the geocoding results of a Facility
address by either entering a new value in for the latitude and
longitude or moving the pin on the map to the correct location. The
pin can only be placed in the same State as the user. If an address is
manually geocoded, Geocoded Address Line 1 and 2 will not
appear.
Once all the required fields are completed, the user should select this button
to save all the information and continue to the next page.
9.
Once the user selects “Save and Continue”, the system will check to see if a facility with the same name, discipline
and standardized address already exists in the system. The address match is based on the following fields:
o
o
o
o
o
Address Line 1
Address Line 2
City
State
Zip Code
The system will display the following warning message if a facility with the same name, discipline, and address
already exists. The user can access the other facility’s information by selecting the Case ID hyperlink. The warning
message will not prevent the user from continuing with the application. If the information is not changed,
however, the system will prevent the application from being submitted, as discussed further in Section5.8.3D.
Creating a New SMH Application – Submit Page.
Figure 201: Preexisting Facility Warning Message
The system will create a Case ID and display it on the banner of the application upon successfully saving this page.
5.8.3B CREATING A NEW SMH APPLICATION – FACILITY CRITERIA PAGE
Once the user has successfully saved the General Information page, the user will be taken to the Facility Criteria
page.
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Figure 202: Facility Form - State/County Mental Hospital Facility Criteria and Information
Feature
1. Mean Daily Inpatient
Census
Description
The user is required to enter a numeric value for this field. The user must
upload documentation for this field in the Supporting Documents section.
User Notes:
• This field must be greater than or equal to 100 to qualify.
2. Number of Inpatient
Admissions/Year
The user is required to enter a numeric value for this field. The user must
upload documentation for this field in the Supporting Documents section.
3. Number of Admissions to
Day Care and Outpatient
Services/Year
The user is required to enter a numeric value for this field. The user must
upload documentation for this field in the Supporting Documents section.
4. Total Workload Units
Once all three fields mentioned above have a value entered, the system will
automatically calculate this field using the following formula:
• Mean Daily Inpatient Census Number + 2 * (Number of Inpatient
Admissions/Year) + 0.5 * (Number of Admissions to Day Care and
Outpatient Services/Year)
Figure 203: Psychiatrist Search for State/County Mental Hospital
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Feature
1. No Psychiatrists at the
Facility
Description
The user should select
2. Search for Psychiatrists
If psychiatrists do work at the Facility, the user should select this button to
search and add Psychiatrists. For detailed information on this functionality,
please see Section 5.8.2G Creating a New OFAC Application – Insufficient
Capacity Page Provider Search.
3. Total Number of
Psychiatrists FTE
This field will be populated once the user has searched and added
Psychiatrists that work at the Facility. If the user indicates that there are no
Psychiatrists working at the Facility, this field will display as N/A.
4. Total Workload
Units/Psychiatrist FTE Ratio
This field will be populated once the user has searched and added
Psychiatrists that work at the Facility. This field will use the value from the
total Workload units, descibed in the previous section, and the Psychiatrist
FTE to derive the ratio. If the user indicates that there are no Psychiatrists
working at the Facility, this field will display as N/A and the 300:1 validation
will not apply.
if no psychiatrists work at the Facility location.
User Notes:
• In order to qualify, the ratio must be greater than 300:1.
Figure 204: Facility Form - State/County Mental Hospital Score
Feature
1. Facility Degree of Shortage
Description
This read only field will be automatically calculated once the user completes
the top two sections of the Facility Criteria page shown above in Figure 203.
The system calculates the degree of shortage in the following way using
“Total Workload Units/Psychiatrist FTE Ratio”:
• Group 1: No Psychiatrists or R is greater than or equal to 1,800;
Degree of Shortage = 20
• Group 2: 1,800 > R> 1,200; Degree of Shortage = 16
• Group 3: 1,200 > R > 600; Degree of Shortage = 12
• Group 4: 600 > R > 300; Degree of Shortage = 8
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Feature
2. Facility Score
Description
This read only field value is equivalent to the Degree of Shortage field.
3. Psychiatrist Short
This read only field will be calculated in the following way:
• (Total Workload Units/300) – Psychiatrist FTE
4.
5.
The user can select this button at any time on this page. Once selected, the
system will save all information already entered and return the user to the
Designation Profile page. The user can resume the application from the
Designation Profile page.
Once the user completes the Facility Criteria page, the user should select the
“Save and Continue” button to save and move onto the next page of the
application.
Business Rules:
• All required fields must be completed. The user will be notified by
the system if information is missing.
• The system will check and make sure that the “Mean Daily Inpatient
Census” field is greater than or equal to 100.
• The system will check and make sure that the “Total Workload
Units/Psychiatrist FTE Ratio” is greater than or equal to 300:1, if
applicable.
5.8.3C CREATING A NEW SMH APPLICATION – SUPPORTING DOCUMENTS PAGE
Once the user has successfully saved the Facility Criteria page, the user will be taken to the Supporting Documents
page.
Figure 205: Facility Form - Supporting Documents for State/County Mental Hospital Application
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Feature
1. Supporting Documents
Description
The user must upload all required Supporting Documents in this section. The
required Supporting Documetns are indicated by “*” and will always be
required for this Facility Application Type.
2. Select a Document Type
The user should select the document type they would like to upload by
selecting
.
User Notes:
• The document selection is single select.
3. Choose File
Once a document type is selected, this button will be enabled. When the
button is clicked by the user, a separate window will appear allowing the
user to select the desired document to upload from their computer.
4. Upload
Once a file has been selected, the upload button will be enabled. The user
should select this button to save the document on the page.
Figure 206: Facility Form Supporting Documents - Uploaded Documents Table
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Feature
1. Uploaded Documents
Description
Once the user successfully uploads a document, the document will appear in
the Uploaded Documents table at the bottom of the page.
2. Document Name
The name of the document will appear as a hyperlink. The user should select
this hyperlink if they would like to view the uploaded document.
3. Document Type
This field will display the document type that was uploaded by the user.
4. Uploaded Date
This field will display the date and time that the document was uploaded.
5. Action
The user can remove a document uploaded by selecting the “Delete” action
under this column.
User Notes:
• If the user has deleted a required document, they must upload
another document in its place to continue onto the next page.
Figure 207: Facility Form Supporting Documents - Additional Information
Feature
1. Enter Additional Comments
About this Facility
Description
The user may use this section to write any additional notes or information
about the application.
User Notes:
• The text box is limited to 1000 characters.
• A comment is not required to continue with the application.
2. Add
The user should select this button once a comment is entered in the text box
to add and display the comment on the page.
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Figure 208: Facility Form Supporting Documents – Previous Comments Table
Feature
1. Previous Comments
Description
This section will be displayed one a user adds a comment to the page.
2. User
This column will capture the name of the user who made the comment in
addition to the date the comment was made.
3. Comment
This column will display the comment entered by the user and is not
editable.
4.
5.
The user can select this button at any time on this page. Once selected, the
system will save all information already entered and return the user to the
Designation profile. The user can resume the application form the
Designation profile.
Once the user completes the Supporting Documents page, the user should
select the “Save and Continue” button to save their progress and move onto
the next page of the application.
Business Rules:
• All required documents must be uploaded. The users will be
notified by an error message if all required documents have not
been uploaded.
5.8.3D CREATING A NEW SMH APPLICATION – SUBMIT PAGE
Once the user has successfully saved the Supporting Documents page, the user will be taken to the Submit page.
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Figure 209: Facility Form - Submit Application
Feature
1. Page Name
Description
This colunm will display all of the pages (steps) of the application.
2. Ready to Submit
This column will let the user know if the page (step) has been completed.
The column will state “Yes” if the page is complete and “No” if the page is
yet to be completed.
3. Message
This column will populate if there are any validation errors or warning
messages for the application.
When ready to submit the application, the user should select this button.
Upon a successful submission, the user will be directed back to the General
Informaiton section of the Designation Profile. The status will be changed to
“Submitted-Designation” and the Submission date will also be populated.
4.
Business Rules:
• Upon submission, the system will double check all the validations
on each page. If there are any errors, the system will notify the
user.
• The Facility address must be geocoded in order to submit the
application. In order to verify this, please view Section 5.8.3A
Creating a New SMH Application – General Information Page of this
user guide.
• If the Facility Name and Address match an existing Facility, then the
system will present the same message described in Section 5.8.3A
Creating a New SMH Application – General Information Page and
the “Submit” button will not be available for selection.
5.8.4 CREATING A NEW CORRECTIONAL FACILITY APPLICATION
The Correctional Facility application has the following four sections:
•
•
General Information
Facility Criteria
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•
•
Supporting Documents
Submit
5.8.4A CREATING A NEW CORRECTIONAL FACILITY APPLICATION – GENERAL INFORMATION
PAGE
Once the user has initiated a Correctional Facility application on the Facility Form landing page, the user will be
directed to the General information page of the application. All required fields, indicated by an *, must be
completed.
Figure 210: Correctional Facility Form - General Information Page
Feature
1. Facility Name
Description
The name will be carried over from what was entered in the Facility Form
Landing page. The name will be editable throughout the application.
Business Rules:
• The Facility Name must be 50 characters or less.
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Feature
2. Address Line 1
Description
The user is required to enter the street address of the Facility.
3. Address Line 2
The user has the option to enter information for this field (i.e. suite or
apartment number).
4. City
The user is required to enter the city the Facility is located in.
5. State
This field will always be read only and cannot be changed by the user.
6. Zip Code
The user is required to enter the zip code of the Facility.
7. Geocode
Selecting this button will automatically geocode and standardize the address
of the Facility. The geocoding process can take a few moments.
User Notes:
• If the user does not select the “Geocode” button, the system will
automatically geocode the address once the user selects the “Save
and Continue” button. There may be times when the geocoding
service is down. The user will be notified of this and the Facility will
be geocoded by the back-up batching process that occurs every two
hours. The user can continue with the application if unable to
geocode, however the application cannot be submitted until the
address has been geocoded.
Figure 211: PCO Entered Correctional Facility Location Review
Feature
1. PCO Entered Facility
Location
Description
This section will appear as read-only once the address has been geocoded.
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Feature
2. Edit Address
Description
The user may edit the PCO entered address by selecting this button. Once
selected, all previous fields, with the exception of State, will be enabled to
allow the user to edit.
User Notes:
• If the user selects the “Edit Address” button, the address will need
to be geocoded again.
Figure 212: Facility Form General Information – Confirm Geocoded Facility Location
Feature
1. Geocoded Facility Location
Description
This section will appear once the Facility is geocoded.
2. County Name
This field represents the name of the County that the Facility resides in.
3. County
This field represents the County FIPs code that the facility resides in.
4. Census Tract
This field represents the Census Tract that the facility resides in.
5. CSD
This field represents the CSD that the Facility resides in.
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Feature
6. Latitude
Description
This field represents the exact latitude of the Facility. The field is editable
and the user can enter in a new latitude.
User Notes:
•
7. Longitude
The latitude and longitude are represented on the map as
.
This field represents the exact longitude of the Facility. The field is editable
and the user can enter in a new longitude.
User Notes:
•
8. Re-Geocode
The latitude and longitude are represented on the map as
.
If the user changes the latitude and longitude or moves the pin on the map,
in order to reflect the new geocoded changes the user must select this
button.
User Notes:
• Users can now manually override the geocoding results of a Facility
address by either entering a new value in for the latitude and
longitude or moving the pin on the map to the correct location. The
pin can only be placed in the same State as the user. If an address is
manually geocoded, Geocoded Address Line 1 and 2 will not
appear.
Once all the required fields are completed, the user should select this button
to save all the information and continue to the next page.
9.
Once the user clicks “Save and Continue”, the system will check to see if a facility with the same name, discipline
and standardized address already exists in the system. The address match is based on the following fields:
o
o
o
o
o
Address Line 1
Address Line 2
City
State
Zip Code
The system will display the following warning message if a facility with the same name, discipline, and address
already exists. The user can access the other facility’s information by selecting the Case ID hyperlink. The warning
message will not prevent the user from continuing with the application. If the information is not changed,
however, the system will prevent the application from being submitted, as discussed further in Section 5.8.4D
Creating a New Correctional Facility Application – Submit Page.
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Figure 213: Preexisting Facility Warning Message
The system will create a Case ID and display it on the banner of the application upon successfully saving this page.
5.8.4B CREATING A NEW CORRECTIONAL FACILITY APPLICATION – FACILITY CRITERIA PAGE
Once the user has successfully saved the General Information page, the user will be taken to the Facility Criteria
page.
Figure 214: Correctional Facility Criteria - Facility Type Information
Feature
1. Correctional Facility Type
Description
The user is required to select an option from the dropdown. The options
available are:
• Federal
• State
• Youth Detention
2. Security Level
If the user has selected a Correctional Facility type of Federal or State, this
required field will appear with the following options:
• Medium
• Maximum
If the Youth Detention is chosen as the Facility type, this field will not appear
on the page.
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Figure 215: Correctional Facility Form - Facility Inmates Information
Feature
1. Mean Inmates/Year
Description
The user is required to enter a numeric value for this field. The user must
upload documentation for this field in the Supporting Documents section.
Business Rules:
• This field must be at least 250 to qualify
2. Routine Intake Exams
Performed?
This field will default to unknown and display the following drop down
options:
• Unknown
• Yes
• No
User Notes:
•
3. Mean New Inmates/Year
If the user selects “Yes”, Mean new Inmates/Year and Mean Length
of Stay fields will be required.
The user can enter a numeric value for this ratio.
User Notes:
• This field will be required if the user selects “Yes” for the Routine
intake Exams Performed field.
4. Mean Length of Stay
The user can enter a numeric value for this field.
User Notes:
• This field will be required if the user selects “Yes” for the Routine
intake Exams Performed field.
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Feature
5. Number of Internees
Description
The system will automatically calculate the number of internees based on
the values entered in the Correctional Facility Inmates Information section
once the user selects
.
User Notes:
• The field will be read only. If the user changes any values in the
Correctional Facility Inmates Information section, the “Calculate”
button will need to be selected again to display the new Number of
Internees value.
Business Rules:
•
•
The number if internees is determined in the following way for a
Primary Care Application:
o System shall calculate the “Number of Internees” in the
following way if the user completes the “Mean
Inmates/Year” field and “Mean New Inmates/Year.”
“Mean Length of Stay” fields may or may not be complete,
but “Routine Intake Exams Performed” field is unknown or
not performed:
i. Number of Internees = Mean number of
Inmates/Year.
o System shall calculate the "Number of Internees" in the
following way if the user enters the "Mean Inmates/ year",
"Mean New Inmates/year", "Mean length of stay (MLOS)",
and the MLOS field is 365 days or greater and Routine
Intake exams are performed:
i. Number of Internees = Mean Number of
Inmates/Year + 0.3 * (Mean New Inmates/Year)
o System shall calculate the "Number of Internees" in the
following way if the user enters the "Mean Inmates/year",
"Mean New Inmates/year" , "Mean Length of Stay (MLOS)"
and the MLOS is less than 365 days and Routine Intake
Exams are performed:
i. Number of Internees = Mean Number of
Inmates/Year + 0.2 * (1 + MLOS/2) * (Mean New
Inmates/Year) Where MLOS is in a fraction of a
year.
The Number of Internees is determined in the following way for a
Dental Health and Mental Health Application:
o System shall calculate the "Number of Internees" in the
following way if user completes the "Mean Inmates/year"
field and "Mean New Inmates/year" and "Mean Length of
Stay" fields may or may not be complete but "Routine
Intake Exams Performed?" field is unknown or not
performed:
i. Number of Internees = Mean Number of
Inmates/Year
o System shall calculate calculate the "Number of Internees"
in the following way if the user enters the "Mean Inmates/
year", "Mean New Inmates/year", "Mean length of stay
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Feature
Description
o
(MLOS)", and the MLOS field is 365 days or greater and
Routine intake exams are performed:
i. Number of Internees = Mean Number
Inmates/Year + Mean New Inmates/Year
System shall calculate the "Number of Internees" in the
following way if the user enters the "Mean Inmates/year",
"Mean New Inmates/year" , "Mean Length of Stay (MLOS)"
and the MLOS is less than 365 days and Routine Intake
Exams are performed:
i. Number of Internees = Mean Number of
Inmates/Year + 1/3 * [1 + (2*MLOS)] * (Mean
New Inmates/Year) where MLOS is a fraction of a
year.
Figure 216: Correctional Facility Provider Search
Feature
1. No Providers at this Facility
Description
The user should select
2. Search for Providers
If providers do work at the Facility, the user should select this button to
search and add providers. For detailed information on this functionality,
please see the Section 5.8.2B Creating a New OFAC Application – Provision of
Services Page for instructions.
if no providers work at the Facility location.
User Notes:
• Providers that are ineligible due only to their Federal Provider
status can be selected as Providers for Correctional Facilities.
3. Total Number of Provider
FTE
This field will be populated once the user has searched and added providers
that work at the Facility. If the user indicates that there are no providers
working at the Facility, this field will display as N/A.
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Feature
4. Internee/Provider FTE
Ratio
Description
This field will be populated once the user has searched for and added
providers that work at the Facility. This field will use the value from the
“Number of Internees” field described in the previous section and the
“Provider FTE” to derive the ratio.
Business Rules:
• The internee/provider ratio must meet the following criteria in
order to qualify:
o At least 1000:1 for Primary Care applications
o At least 1500:1 for Dental Health applications
o At least 2000:1 for Mental Health applications
• The Internee/Provider Ratio validation will not be applicable if “No
Providers at this Facility” is selected as an option on the page.
Figure 217: Viewing Correctional Facility Scores
Feature
1. Intersecting HPSAs
Description
The system will display the following fields under this section if the Facility
location falls within a current Geographic or Geographic High Needs
Designation of the same discipline:
• Public ID
• Designation Name
• Score
If there is no intersecting HPSA, the following warning will appear:
• “No Intersecting HPSA has been found. There may not be one for
this area, or you may need to review your geocoded address.”
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Feature
2. Facility Degree of Shortage
Description
This read only field will be automatically calculated once the user completes
the other sections of the Facility criteria page shown above.
Business Rules:
• System shall calculate the degree of shortage in the following way
for a Primary Care Application using the Number of Inmates and
Internee/Provider Ratio (R):
o Group 1: Institutions with 500 or more inmates and no
physicians; Degree of Shortage= 12
o Group 2: Other institutions with no physicians and
institutions with R greater than or equal to 2000:1; Degree
of Shortage = 6
o Group 3: Institutions with a ratio greater than or equal to
1,000:1 but less than 2,000: 1; Degree of Shortage = 3
• System shall calculate the degree of shortage in the following way
for a Dental Health Application using the Number of Inmates and
Internee/Provider Ratio (R):
o Group 1: Institutions with 500 or more inmates and no
dentists; Degree of Shortage= 12
o Group 2: Other institutions with no dentists and
institutions with R greater than or equal to 3000: 1; Degree
of Shortage = 6
o Group 3: Institutions R greater than or equal to 1500:1 but
less than 3000: 1; Degree of Shortage = 3
• System shall calculate the degree of shortage in the following way
for a Mental Health Application using the Number of Inmates and
Internee/Provider Ratio (R):
o Group 1: Facilities with 500 or more inmates or residents
and no psychiatrists; Degree of Shortage= 12
o Group 2: Other institutions (less than 500 inmates) with no
psychiatrists and institutions with R greater than or equal
to 3000:1; Degree of Shortage = 6
o Group 3: Institutions with R greater than or equal to
2000:1 but less than 3000:1; Degree of Shortage = 3
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Feature
3. Facility HPSA Score
Description
The Facility score will be automatically displayed once the user completes all
sections of the Facility Criteria page.
Business Rules:
• The system will display the facility designation score for a Primary
Care application based on the Degree of Shortage value plus point
for the intersecting geographic and geographic high needs HPSA:
o Geographic HPSA score between 20-25; Points = 12
o Geographic HPSA score between 14-19; Points = 9
o Geographic HPSA score between 8-13; Points = 6
o Geographic HPSA score between 1-7; Points = 3
o Not located in a geographic HPSA; Points = 0
• The system will display the facility designation score for Dental
Health and Mental Health applications based on the Degree of
Shortage value plus point for the intersecting geographic and
geographic high needs HPSA:
o Geographic HPSA score between 20-26; Points = 12
o Geographic HPSA score between 14-19; Points = 9
o Geographic HPSA score between 8-13; Points = 6
o Geographic HPSA score between 1-7; Points = 3
o Not located in a Geographic HPSA; Points = 0
4. Physicians Short
5.
This field will be read only and automatically calculated by the system once
the user completes all sections of the Facility Criteria page.
• The system will calculate the Physcians Short in the following way
for a Primary Care application:
o Internees/1000 – FTE
• The system will calculate the Physciants Short in the following way
for a Dental Health application:
o Internees/1500 – FTE
• The system will calculate the Psychiatrist Short in the follwing way
for a Mental Health application:
o Internees/2000 – FTE
The user can select this button at any time on this page. Once selected, the
system will save all information already entered and return the user to the
Designation profile. The user can resume the application from the
Designation profile.
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Feature
Description
Once the user completes the Facility Criteria page, the user should select the
“Save and Continue” button to save and move onto the next page of the
application.
6.
Business Rules:
• All required fields must be completed. The user will be notified by
the system if information is missing.
• The system will check and make sure that the “Mean Inmates/Year”
field is greater than or equal to 250.
• The system will check and make sure that the “Internee/Provider
Ratio FTE” qualifies based on the application discipline if applicable.
5.8.4C CREATING A NEW CORRECTIONAL FACILITY APPLICATION – SUPPORTING DOCUMENTS
PAGE
Once the user has successfully saved the Facility Criteria page, the user will be taken to the Supporting Documents
page.
Figure 218: Supporting Documents for Correctional Facility Application
Feature
1. Supporting Documents
Description
The user must upload all required supporting documents in this section. The
required supporting documents are indicated by “*”, and will always be
required for this Facility Application type.
2. Select a Document Type
The user should select the document type they would like to upload.
3. Choose File
Once a document type is selected, this button will be enabled. The user
should select this button and a separate window will appear allowign the
user to select the desired document.
4. Upload
Once a file is selected, the upload button will be enabled. The user should
select this button to save the document on the page.
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Figure 219: Viewing Supporting Documents Table
Feature
1. Uploaded Documents
Description
Once the user successfully uploads a document, the document will appear in
the Uploaded Documents table.
2. Document Name
The name of the document will appear as a hyperlink. The user should select
this hyperlink if they would like to view the document uploaded.
3. Document Type
This field will display the document type that was uploaded by the user.
User Notes:
• There is no limit to how many times a document type can be
uploaded.
4. Uploaded Date
This field will display the date and time the document was uploaded.
5. Action
The user can remove a document uploaded by selecting the “Delete” action
under this column.
User Notes:
• If the user has deleted a required document, they must upload
another document in its place in order to continue onto the next
page.
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Figure 220: Additional Information – Adding Comments
Feature
1. Enter Additional Comments
About this Facility
Description
The user may use this section to write any additional notes or information
about this application.
User Notes:
• The text box is limited to 1000 characters.
• Comments are not required
2. Add
The user should select this button once a comment is typed in the text box
to save the information and have it displayed on the page.
Figure 221: Additional Information - Viewing Previous Comments
Feature
1. Previous Comments
Description
This section will be displayed once the user adds a comment to the page.
2. User
This column will capture the name of the user who made the comment as
well as the date the comment was made on.
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Feature
3. Comment
Description
This column will display the comment entered by the user and will be read
only.
User Notes:
• The user can enter an unlimited amount of comments to the page.
However as previously stated, the comment text box is limited to
1000 characters.
4.
5.
The user can select this button at any time on this page. Once selected, the
system will save all information already entered and return the user to the
Designation profile. The user can resume the application from the
Designation Profile.
Once the user completes the Supporting Documents page, the user should
select the “Save and Continue” button to save and move onto the next page
of the application.
Business Rules:
• All required documents must be uploaded. The user will be notified
by an error message if all required documents have not been
uploaded.
5.8.4D CREATING A NEW CORRECTIONAL FACILITY APPLICATION – SUBMIT PAGE
Once the user has successfully saved the Supporting Documents page, the user will be taken to the Submit page.
Figure 222: Correctional Facility Form - Submit Application
Feature
1. Page Name
Description
This column will display all the pages (steps) of the application.
2. Ready to Submit
This column will let the user know if the page (step) is completed. If the page
is completed, the column will state “Yes”. If it has not, the system will display
“No” in this column.
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Feature
3. Message
4.
Description
This column will populate if there are any validation errors or warning
messages for the application.
When ready to submit the application, the user should select this button.
Upon a successful submission, the user will be directed back to the General
Information section of the Designation Profile. The status will be changed to
“Submitted-Designation” and the Submission Date will also be populated.
Business Rules:
• Upon submission, the system will double check all the validations
on each page. If there are any errors, the system will notify the
user.
• The Facility address must be geocoded in order to submit the
application. In order to verify this, please view Section 5.8.4A
Creating a new Correctional Facility Application – General
Information Page of this user guide.
If the Facility Name and Address match an existing Facility, then the
system will present the same message described in Section 5.8.4A
Creating a new Correctional Facility Application – General
Information Page and the “Submit” button will not be available for
selection.
6. AUTO-HPSA DESIGNATION PORTAL
Automatic Facility HPSA designation profiles can be accessed via the Auto-Portal several ways:
1. Via the Designation Search, by clicking on the Case ID of a designation. In-progress Auto-HPSA rescores
cannot be directly accessed this way. However, once a user clicks into a current “Designated” Auto-HPSA
designation record, the user can access the in-progress rescore from the profile page. See Section 5.1.2
Searching for Auto-HPSAs for more information about searching for Auto-HPSA designation records and
system limitations.
2. Via the “Manage Auto-HPSA POCs” page. From the navigation menu, click on the “Manage Users”
dropdown menu and select “Manage Auto-HPSA POCs”. The PCO will be redirected to a page of all AutoHPSA organizations in their state, in alphabetical order. Click on the hyperlinked Organization Name of any
organization to access its profile.
3. Via the “My Activities” page. Any in-progress Auto-HPSA rescores currently owned by PCOs can be
accessed through its task in the My Activities page. Click on the hyperlinked Description of the task to
navigate directly to the Auto-HPSA organization’s in-progress rescore form.
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6.1 VIEWING AUTO-HPSA DESIGNATION PROFILES
Auto-HPSA designation profiles are different than geographic and population HPSA profiles. Auto-HPSAs are
organizations, and their profiles are organized at the organization level. On the organization profile page, users can
access all three disciplines’ designation profiles by navigating between the Primary Care, Dental Health, and
Mental Health tabs under the Organization name:
Figure 223: Auto-HPSA Organization Profile Designation Tabs
The Designation Profile of Auto-HPSA designations consists of the following sections:
•
•
•
•
•
•
General Information
Organization Information
Sites
Score
Data
Supporting Documents
6.1.1 VIEWING GENERAL INFORMATION
The General Information section contains information specific to the designation. This information will differ when
users navigate between disciplines.
Figure 224: Auto-HPSA Designation Profile General Information Section
Feature
1. Designation Name
Description
This field displays the Designation Name from the authoritative data
source (BPHC for FQHCs, IHS for ITUs, BHW for RHCs).
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Feature
2. Designation ID
Description
This field displays the Designation Case ID of the designation record.
Each time a designation is rescored, the system will assign it a new,
unique Designation ID.
3. Public ID
This field displays the unique identifier that is assigned to a designation
once it has been approved.
4. Status
This field will display the current status of the designation record being
viewed. The status will be one of the following:
• Designated
• Replaced
• Cancelled
• Not Approved
• Withdrawn
5. Discipline
This field will display the discipline of the designation being viewed.
This field will always match the tab the user is on.
6. Last Approved Designation Date
This field displays when the designation was last approved by a SDB
Analyst.
7. Service Area Component Type
This field displays the type of service area that was used. The options
available are Census Tract (CT) or Zip Code Tabulation Areas (ZCTA).
Users have the option of converting from a CT to a ZCTA service area,
but do not have the option of converting from a ZCTA to a CT service
area.
6.1.2 VIEWING ORGANIZATION INFORMATION
The Organization Information section contains information about the Organization. This information will be the
same across all three disciplines.
Figure 225: Auto-HPSA Designation Profile Organization Information Section
Feature
1. Organization Name
Description
This field displays the Organization Name from the authoritative data
source (BPHC for FQHCs, IHS for ITUs, BHW for RHCs).
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Feature
2. Organization Unique ID
Description
This field displays the Organization Case ID of the organization record.
Each time an organization is rescored, the system will assign it a new,
unique Organization ID.
3. Organization Type
This field displays the organization type from the authoritative data
source (BPHC for FQHCs, IHS for ITUs, BHW for RHCs). Types include:
• FQHC
• FQHC LAL
• ITU
• RHC
4. Organization Address
This field displays the organization address from the authoritative data
source (BPHC for FQHCs, IHS for ITUs, BHW for RHCs). This is the
administrative address of the organization, regardless of where its
independent sites are located.
5. Organization State
This field will display the state of the organization’s administrative
address from the authoritative data source (BPHC for FQHCs, IHS for
ITUs, BHW for RHCs). This is the state of the organization, regardless of
where its independent sites are located.
6.1.3 VIEWING ORGANIZATION’S SITE(S)
The Sites section contains information about all of the sites within an Organization. FQHCs are handled as
networks and may have one or more sites associated with the organization. However, ITUs and RHCs have a one to
one relationship where each individual site is its own organization. The list of sites is the same across all three
disciplines, however the NSC information (NSC Travel Time/Distance, Score) will vary by discipline.
Figure 226: Auto-HPSA Designation Profile Sites Section
Feature
1. Site Name
Description
This field displays the Site Name from the authoritative data
source (BPHC for FQHCs, IHS for ITUs, BHW for RHCs). The site
name will be the same across all disciplines.
2. Site Address
This field displays the site’s address from the authoritative data
source (BPHC for FQHCs, IHS for ITUs, BHW for RHCs). The site
address will be the same across all disciplines.
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Feature
3. NSC Travel Time/Distance
Description
This field displays the data value that was used to determine the
NSC score. The system will either use travel time or travel distance,
whichever results in a higher score.
4. Score
This field displays the NSC score for the site for the discipline being
viewed. The site will receive an NSC score between 0-5.
5. Average NSC Travel Time/Distance
This field display the average NSC score, calculated by summing all
of the individual site NSC scores, and dividing by the number of
sites. The designation will receive an NSC score between 0-5.
6.1.4 VIEWING SCORE
The Score section contains all of the scoring details specific to the designation. The scoring details are unique to
each discipline. The list of sub-scores contributing to the total designation score will also vary by discipline.
The following sub-scores are common to all disciplines:
•
•
•
Population to Provider Ratio
% Population at 100% FPL/% Patients Served with Known Income at or below 100% FPL
Average NSC Travel Time/Distance
PRIMARY CARE
The following sub-score is unique to Primary Care:
•
Infant Health Index (will either display Infant Mortality Rate or Low Birth Weight Rate, whichever results
in the higher score)
Therefore, the Primary Care Score section will show the following rows:
•
•
•
•
•
•
Designation Score
Population:Provider Ratio
%Population at 100% FPL or % Patients Served with Known Income at or below 100% FPL
Infant Health Index
Average NSC Travel Time/Distance
Total
USER NOTES
•
•
If the organization has 0 Provider FTE, the Score section will display a “Relevant Population Total” subscore instead of a “Population:Provider Ratio” sub-score (not pictured).
If an Organization POC has not entered a % Patients Served with Known Income at or below 100% FPL
value, the system will display % Population at 100% FPL. Once a POC has entered a % Patients Served
value, the % Patients Served sub-score will display in place of the % Population sub-score (not pictured).
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Figure 227: Auto-HPSA Primary Care Designation Profile Score Section
DENTAL HEALTH
The following sub-score is unique to Dental Health:
•
% Population with Fluoridated Water
Therefore, the Dental Health Score section will show the following rows:
•
•
•
•
•
•
Designation Score
Population:Provider Ratio
%Population at 100% FPL or % Patients Served with Known Income at or below 100% FPL
% Population with Fluoridated Water
Average NSC Travel Time/Distance
Total
USER NOTES
•
•
If the organization has 0 Provider FTE, the Score section will display a “Relevant Population Total” subscore instead of a “Population:Provider Ratio” sub-score (not pictured).
If an Organization POC has not entered a % Patients Served with Known Income at or below 100% FPL
value, the system will display % Population at 100% FPL. Once a POC has entered a % Patients Served
value, the % Patients Served sub-score will display in place of the % Population sub-score (not pictured).
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Figure 228: Auto-HPSA Dental Health Designation Profile Score Section
MENTAL HEALTH
The following sub-scores are unique to Mental Health:
•
•
•
•
Elderly Ratio
Youth Ratio
Alcohol Misuse Rate
Substance Misuse Rate
Therefore, the Mental Health Score section will show the following rows:
•
•
•
•
•
•
•
•
•
Designation Score
Population:Provider Ratio
%Population at 100% FPL or % Patients Served with Known Income at or below 100% FPL
Elderly Ratio
Youth Ratio
Alcohol Misuse Rate
Substance Misuse Rate
Average NSC Travel Time/Distance
Total
USER NOTES
•
•
•
If the organization has 0 Provider FTE, the Score section will display a “Relevant Population Total” subscore instead of a “Population : Provider Ratio” sub-score (not pictured).
The system will indicate the type of Mental Health Provider used in the Population to Provider ratio (i.e..,
Population:Psych Providers to Population:Mental Health Providers)
If an Organization POC has not entered a % Patients Served with Known Income at or below 100% FPL
value, the system will display % Population at 100% FPL. Once a POC has entered a % Patients Served
value, the % Patients Served sub-score will display in place of the % Population sub-score (not pictured).
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Figure 229: Auto-HPSA Mental Health Designation Profile Score Section
6.1.5 VIEWING DATA
The Data section contains all of the supporting data used in calculating a designation score. Some data points will
have empty values. These fields are empty for one of the following reasons:
•
•
•
The data point is not relevant to the discipline (e.g., Percent of Population with Fluoridated Water when
viewing Primary Care designation)
The data point is a user-entered data point and no data has been entered by a user yet (e.g., Patients
Served Under 18 Years Old/18 to 64 Years/65 Years and Older when viewing Mental Health designation)
The data is not available for the organization (e.g., Number of Infant Births when viewing Primary Care
designation)
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Figure 230: Auto-HPSA Designation Profile Dental Health Data Section
The table below contains a complete list of possible data points, the discipline(s) they are used for, and a brief
description. Please reference the descriptions for additional details about organization type usage and userentered data capabilities.
For additional details about how certain data points are derived, please refer to Appendix B – Auto-HPSA Scoring
Requirements and Data Sources.
Data Point
Population Total Sum Being
Used
PC
DH
MH
Description
This field displays whichever population total is
being used in the scoring for this particular
designation. For Auto-HPSAs, the population being
used depends on Organization Type and Service
Area Type.
Population for Which
Poverty Status is
Determined
This field displays the population total for which
poverty status is determined (PPD).
Population at 100% FPL
This field displays the population total with known
income at or below 100% FPL.
Population at 200% FPL
This field displays the population total with known
income at or below 200% FPL.
Population American Indian
Alaska Native Alone
This field displays the American Indian Alaska
Native (AI/AN) single race data point. While this
data point will display on the profile of all
Organization Types, it is only used in scoring ITUs.
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Data Point
% Population at 100% FPL
PC
DH
MH
Description
This field displays the percent of the population
total with known income at or below 100% FPL.
% Patients Served At or
Below 100% FPL
This field displays the percent of patients served
with known income at or below 100% FPL. For
organizations using Uniform Data Systems (UDS)
data, this data point is provided in the UDS data and
cannot be adjusted. For organizations not using UDS
data, this field will be blank until a user submits a
supplemental data rescore with a % patients served
at or below 100% FPL value.
Provider FTE
This field displays the FTE total of usable providers
used in scoring the designation.
Population:Provider Ratio
This field displays the population to provider ratio
of the service area.
Population Under 18 Years
Old
This field displays the total population under 18
years of age for a service area.
Population 18 to 64 Years
This field displays the total population between 18
and 64 years of age for a service area.
Population 65 Years and
Older
This field displays the total population 65 years of
age or older for a service area.
Patients Served Under 18
Years Old
This field displays the total count of patients served
under 18 years old. For organizations using Uniform
Data Systems (UDS) data, this data point is sourced
from UDS data and cannot be adjusted. For
organizations not using UDS data, this field will be
blank until a user submits a supplemental data
rescore with a patients served under 18 years old
value.
Patients Served 18 to 64
Years
This field displays the total count of patients served
between the ages of 18 and 64. For organizations
using Uniform Data Systems (UDS) data, this data
point is sourced from UDS data and cannot be
adjusted. For organizations not using UDS data, this
field will be blank until a user submits a
supplemental data rescore with a patients served
18 to 64 years value.
Patients Served 65 Years
and Older
This field displays the total count of patients served
over 65 years of age. For organizations using
Uniform Data Systems (UDS) data, this data point is
sourced from UDS data and cannot be adjusted. For
organizations not using UDS data, this field will be
blank until a user submits a supplemental data
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Data Point
PC
DH
MH
Description
rescore with patients served 65 years and older
value.
Youth Ratio
This field displays the youth ratio calculated against
either population or patients served data. If
patients served data is not available, the youth ratio
is defined as the Population Under 18 Years
Old:Population 18 to 64 Years. If patients served
data is available, the youth ratio is defined as the
Patients Served Under 18 Years Old:Patients Served
18 to 64 Years.
Elderly Ratio
This field displays the elderly ratio calculated
against either population or patients served data. If
patients served data is not available, the elderly
ratio is defined as the Population 65 Years and
Older:Population 18 to 64 Years. If patients served
data is available, the elderly ratio is defined as the
Patients Served 65 Years and Older:Patients Served
18 to 64 Years.
Number of Infant Deaths
This field displays the number of infant deaths for a
given service area and is used to calculate infant
mortality rate (IMR). Infant death statistics are
sourced from CDC and aggregated and averaged
over a 5-year period in order to increase precision.
This field will be blank for organizations with ZCTA
service areas.
Number of Infant Births
This field displays the number of infant live births
for a given service area is used to calculate infant
mortality rate (IMR) and low birthweight rate
(LBWR). Infant birth statistics are sourced from the
CDC and aggregated and averaged over a 5-year
period in order to increase precision. This field will
be blank for organizations with ZCTA service areas.
Low Birth Weight Births
This field displays the number of infants born with a
low birth weight for a given service area and is used
to calculate low birthweight rate (LBWR). Infant
birth statistics are sourced from the CDC and
aggregated and averaged over a 5-year period in
order to increase precision. This field will be blank
for organizations with ZCTA service areas.
Infant Mortality Rate
This field displays the infant mortality rate for a
given service area. Please note that IMR will be
used as the Infant Health Index only if it provides a
higher point value Low Birth Weight Rate.
Low Birth Weight Rate
This field displays the low birth weight rate for a
given service area. Please note that LBW will be
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Data Point
PC
% Population with
Fluoridated Water
DH
MH
Description
used as the Infant Health Index only if it provides a
higher point value than the Infant Mortality Rate.
This field indicates (with a yes or a no) if less than
50% of the population has access to fluoridated
water. This is a user-entered indicator. This field will
remain blank until a user submits a supplemental
data rescore indicating less than 50% of the
population has access to fluoridated water.
Alcohol misuse prevalence
rate is in the worst quartile
for nation/region/state?
This field indicates (with a yes or a no) if the alcohol
misuse prevalence rate is the worst quartile for the
nation, region, or state. This is a user-entered
indicator. This field will remain blank until a user
submits a supplemental data rescore indicating the
alcohol misuse prevalence rate is in the worst
quartile for the nation, region, or state.
Substance misuse
prevalence rate is in the
worst quartile for
nation/region/state?
This field indicates (with a yes or a no) if the
substance misuse prevalence rate is the worst
quartile for the nation, region, or state. This is a
user-entered indicator. This field will remain blank
until a user submits a supplemental data rescore
indicating the substance misuse prevalence rate is
in the worst quartile for the nation, region, or state.
IMPORTANT NOTE ABOUT ITUS
It is important to note that ITUs are scored differently than FQHC/LALs and RHCs. Whereas FQHC/LALs and RHCs
are scored using low income population data, ITUs are scored using American Indian/Alaska Native (AI/AN)
population data.
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Figure 231: ITU Auto-HPSA Designation Profile Data Section
The following table contains a list of data points that appear only on ITU profiles.
Data Point
Population for whom
Poverty Status is
Determined American
Indian Alaska Native Alone
PC
DH
MH
Description
This field displays the population total of American
Indian Alaska Native alone for which poverty status
is determined (PPD)
Population at 100% FPL
American Indian Alaska
Native Alone
This field displays the population total of American
Indian Alaska Native alone with known income at or
below 100% FPL.
Legacy Population of
American Indian Alaska
Native Alone or in
Combination with One or
More Races (August 2019 –
November 2019)
This field displays the AI/AN combination race data
point. It was used in scoring ITU organizations when
the service area component type is CTs from August
2019 to November 2019.
% Population at 100% FPL
American Indian Alaska
Native Alone
This field displays the percent of the population
total of American Indian Alaska Native alone with
known income at or below 100% FPL
This field displays the total population of American
Indian Alaska Native alone under 18 years of age for
a service area.
Population Under 18 Years
Old American Indian Alaska
Native Alone
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Data Point
Population 18 to 64
American Indian Alaska
Native Alone
Population 65 Years and
Older American Indian
Alaska Native Alone
PC
DH
MH
Description
This field displays the total population of American
Indian Alaska Native alone between 18 and 64 years
of age for a service area.
This field displays the total population of American
Indian Alaska Native alone 65 years of age or older
for a service area.
6.1.6 VIEWING SUPPORTING DOCUMENTS AND COMMENTS
The Supporting Documents section contains any documents and their descriptions that were uploaded and
submitted with the rescore request for the designation record currently being viewed. Comments, both optional
and required, entered while a rescore was in progress will be displayed below the supporting documents.
This section will not display documents or comments that were uploaded with a previous rescore. To view older
records and their corresponding documents and comments, the user may use the “View Previous” link at the top
of the Designation Profile to navigate back to the previous designation.
Figure 232: Auto-HPSA Organization Profile Supporting Documents Page
6.1.7 VIEWING REPLACED DESIGNATION RECORDS
In addition to searching for “Replaced” or “Designated” Auto-HPSA designations using the Designation Search, the
user can navigate between parent and child designation records from the Organization Profile Page using the
“View Previous” and “View Update” buttons. If the designation being viewed has replaced a previous designation,
it will have a “View Previous” button. If the designation being viewed has been replaced, it will have a “View
Update” button. New actions can only be taken on the currently designated profile.
Figure 233: View Previous and View Update Links on Designation Profiles
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6.1.8 AUTO-HPSA ORGANIZATION PROFILE ACTIONS
The actions on the Auto-HPSA Organization profile are dynamic based on the status the organization is in.
If a supplemental data rescore is not in progress on an Organization, the PCO can take an action to “Rescore” the
organization.
Figure 234: Rescore Button on Auto-HPSA Organization Profile Page
Feature
Rescore
Description
This button will direct the user to the rescore introduction page where the
user can select the type of rescore to initiate on an Auto-HPSA organization.
If a supplemental data rescore is in progress on an Organization and the rescore is currently own by a PCO, the
PCO can “Resume Rescore” to access the rescore form and resume updates.
Figure 235: Resume Rescore Button on Auto-HPSA Organization Profile Page
Feature
Resume Rescore
Description
This button will direct the user to the in-progress rescore form in an editable
mode so that the user may resume working on the rescore.
If a supplemental data rescore is in progress on an Organization and the rescore is currently owned by either a POC
or a PO, the PCO can “View Rescore” to access the rescore form in read-only mode to review updates.
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Figure 236: View Rescore Button on Auto-HPSA Organization Profile Page
Feature
View Rescore
Description
This button will direct the user to the in-progress rescore form in read-only
mode so that the user may view the updates that have been made so far on
a rescore.
If a system data rescore is in progress on an Organization, no actions will be available until the rescore is complete.
7. RESCORING AUTOMATIC FACILITY HPSAS
Users may rescore Auto-HPSA organizations if they have supplemental data to submit, if provider data has
changed, and/or if more recent Federal/state data is available in the system. It is important to note that only a
change in score is being submitted for review and approval, a decision is not being made whether or not to
approve a designation. Only qualified and approved Auto-HPSA organizations have profiles in the SDMS Auto-HPSA
portal from which users can request a rescore. Users cannot create new organizations in SDMS.
State PCOs and Auto-HPSA organization POCs can rescore Auto-HPSA organizations for which they have the
appropriate roles and permissions. There are two types of rescores available to both PCOs and POCs:
•
•
System Data Rescore
Supplemental Data Rescore
The process for a POC-initiated rescore is covered in separate POC user guides. This document focuses on the
process by which a PCO initiates a rescore, as well as the process by which a PCO reviews a POC-initiated rescore.
Once a rescore is in progress on an Auto-HPSA organization, additional rescores cannot be requested until the
rescore is complete. Only one rescore may be in progress at any given time on a particular Auto-HPSA
organization.
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7.1 INITIATING AUTO-HPSA RESCORES
Users can initiate rescores from the organizations’ profile pages. As long as a rescore is not already in progress on
the organization, a “Rescore” button will appear in the top right corner of the Organization Profile page. Clicking
on this button will navigate the user to a rescore introduction page (see Figure 236 below) where they can select
the type of rescore they wish to initiate. The two types of rescores are covered below.
Note, users are not able to cancel rescore requests once initiated.
Figure 237: Auto-HPSA Rescore Introduction Page
7.1.1 SYSTEM DATA RESCORES
A System Data Rescore does not allow users the opportunity to enter any supplemental data. The organization will
be rescored using data currently available in SDMS, including:
•
•
•
•
•
•
American Community Survey (ACS) Data
Centers for Disease Control and Prevention (CDC) Data
Census TIGER Geometry Data
ESRI ArcGIS North America Data
Uniform Data Systems (UDS) Data
State Primary Care Office (PCO) Provider Data
For organizations that use UDS data, a system data rescore will use the most up-to-date data available in the HRSA
Data Warehouse. For a complete list of ACS Data files and data points used, refer to the Manual for Policies and
Procedures.
The system will preserve and carry over any of the following data points previously entered by a user in a
supplemental data rescore (for more information about entering supplemental data in Supplemental Data
Rescores, see Section 7.1.2 Supplemental Data Rescores):
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•
•
•
•
•
•
•
•
Service Area
Fluoridated Water indicator (yes/no)
Alcohol Misuse indicator (yes/no)
Substance Misuse indicator (yes/no)
% Patients Served with Known Income at or below 100%FPL
Patients Served Under 18 Years Old
Patients Served 18 to 64 Years Old
Patients Served 65 Years and Older
Note, while the system may carry over the actual service area from the previous designation, it will look up new
population and provider data within the defined service area. Additionally, the system will not preserve any useradjusted NSC details from a previous rescore and will use the latest provider data to identify new NSCs.
A System Data Rescore does not require review and approval. The system will complete the rescore within 72
hours. Once complete, the system will:
•
•
Replace the previous designation profile(s) with the new designation profile(s) in SDMS
Publish the new scores and supporting data to the HRSA Data Warehouse (HDW)
Below is an overview of the workflow for a System Data Rescore:
Figure 238: Auto-HPSA System Data Rescore Workflow
INSTRUCTIONS
To initiate a System Data Rescore:
1.
2.
3.
4.
Navigate to the profile page of the organization you want to rescore.
Click “Rescore” in the top right corner of the profile. You will be navigated to the Rescore Introduction
page. The “Rescore with System Data Only” option will appear on the left side of the page.
Check the discipline(s) to be rescored and click “Submit System Data Rescore Request”.
A pop-up will open confirming your request. Review the discipline(s) displayed by the system to be
rescored and click “Confirm and Start Rescore” if correct.
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Figure 239: Auto-HPSA Rescore Introduction Page – Submitting a System Data Rescore
Figure 240: Auto-HPSA Rescore Introduction Page – System Data Rescore Confirmation
Once the System Data Rescore has been submitted, the user will be returned to the organization’s profile page and
the system will display a banner indicating that a rescore is in progress.
USER NOTES:
•
•
•
If the “Rescore” button is not available, this is indicative that a rescore is already in progress for the
organization. Look for a banner at the top of the profile page indicating a rescore is in progress.
A system data rescore will recalculate all sub-scores of the selected discipline(s).
A system data rescore will look up new NSCs, replacing any previously PCO-selected or adjusted NSC
details.
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•
If a site location returns an unacceptable match level (higher than 3), the system data rescore will not
regeocode the site and will retain the site location from the parent record.
7.1.2 SUPPLEMENTAL DATA RESCORES
A Supplemental Data Rescore allows users to enter certain data to override or supplement system data. The
following data can be added or modified during a Supplemental Data Rescore:
•
•
•
•
Service Area Data
Dental and Mental Health Data
Organization-Specific Data
Site Location and NSC Data
The specific data points that can be modified depend on the following criteria:
•
•
The type of data the organization uses (UDS or non-UDS)
The type of user working on the rescore (PCO or POC)
This section focuses on PCO-initiated Supplemental Data Rescores. The type of data being used (UDS or non-UDS)
does not matter when a PCO initiates a Supplemental Data Rescore request. However, the PCO will have different
sections and data they are able to update than a POC. A PCO may add or update the following data on a PCOinitiated rescore:
•
•
•
•
•
Fluoridated Water indicator
Alcohol Misuse indicator
Substance Misuse indicator
Site Location (re-geocode site, manually adjust site latitude and longitude)
NSC (select different NSC, continue without NSC, manually adjust NSC travel time/distance)
Unlike a System Data Rescore, the user does not have the option of pre-selecting specific disciplines to be
rescored. Instead, the system will determine which discipline(s) should be updated based on the data entered by
the user.
See Appendix C – Auto-HPSA Supplemental Data Rescore: Disciplines and Sub-scores To Be Updated by Data points
Entered for an explanation of which disciplines and which sub-scores will be updated for each data point that a
user might update. Note that it does not indicate which data points may be updated by a user depending on user
type or data source.
Note, for those data points that apply to multiple disciplines (e.g., Service Area), the user does not have the option
of applying those updates to specific disciplines. Those updates will always be made to all relevant disciplines.
When a Supplemental Data Rescore is submitted, the system will only recalculate the sub-scores impacted by userentered data updates. For example, if a user submits a supplemental data rescore where the only change they
made was updating the fluoridated water indicator, the system will not update the population, provider FTE, or
site NSCs even if new data is available. This means that a new designation score from a Supplemental Data Rescore
will not necessarily reflect all of the current data available for that organization’s service area. Only system data
required by those sub-scores being updated will be refreshed.
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A Supplemental Data Rescore requires review and approval. Once a PCO submits a Supplemental Data Rescore, the
Shortage Designation Branch has 90 days to review and approve the rescore. Below is an overview of the workflow
for a PCO-initiated Supplemental Data Rescore.
Figure 241: Auto-HPSA PCO-Initiated Supplemental Data Rescore Workflow
INSTRUCTIONS
To initiate a Supplemental Data Rescore:
1.
2.
3.
4.
Navigate to the profile page of the organization you want to rescore.
Click “Rescore” in the top right corner of the profile. You will be navigated to the Rescore Introduction
page. The “Rescore with Supplemental and System Data” option will appear on the right side of the page.
Click “Begin Supplemental Data Rescore”.
A pop-up will open confirming your request. Click “Confirm and Begin Rescore”.
Figure 242: Auto-HPSA Rescore Introduction Page – Beginning a Supplemental Data Rescore
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Figure 243: Auto-HPSA Rescore Introduction Page – Supplemental Data Rescore Confirmation
A Supplemental Data Rescore Form will open. The user will see the following tabs:
•
•
•
•
Additional Data
Sites and NSCs
Supporting Documents
Rescore Progress
The user may navigate between tabs at any time. All data entry is optional. It is not necessary to enter or update all
data points on all tabs. At least one data point must be updated in order to submit a Supplemental Data Rescore.
Figure 244: Auto-HPSA PCO-Initiated Supplemental Data Rescore Form Tabs
7.1.2A ADDITIONAL DATA
The first tab on a PCO-initiated Supplemental Data Rescore Form is the “Additional Data” tab (see Figure 243
above). On this tab, the PCO may update the following Dental and Mental Health Data indicators:
•
•
Fluoridated water available for <50% of patients served?
Alcohol misuse prevalence rate is in worst quartile for nation/region/state?
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•
Substance misuse prevalence rate is in worst quartile for nation/region/state?
The system will display the current designation value (yes or no). If no changes are required, the user may proceed
to another tab. If the user makes any changes to these data points, supporting documentation is required (see
7.1.2C Supporting Documents).
INSTRUCTIONS
To update Dental and Mental Health Data:
1.
2.
3.
4.
Click on the “Additional Data” tab in the Supplemental Data Rescore Form.
Click “Yes” or “No” for any indicators that have changed.
Click “Save Progress”.
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.
USER NOTES
•
•
•
The “Save Progress” button will remain disabled until there are unsaved changes on the page that need to
be saved. If the button is enabled, it indicates that the user has unsaved changes.
Supporting documentation is required for any updates you make to Dental or Mental Health data.
If the user attempts to navigate away from the page with unsaved changes, a system warning will pop up
indicating that there are unsaved changes.
7.1.2B SITES AND NSCS
The second tab on a PCO-initiated Supplemental Data Rescore Form is the “Sites and NSCs” tab. On this tab, the
PCO may take the following actions:
•
•
•
•
•
Re-geocode a site
Manually enter the latitude and longitude of a site
Adjust the NSC travel time and/or distance of the current NSC
Select a different NSC
Reject the current NSC and continue without an NSC
When the user navigates to the “Sites and NSCs” tab, a list of all of the sites associated with the organization will
appear to the left. Clicking on a particular site will open additional details about the site.
Each site’s details view will have four expandable sections:
•
•
•
•
Site Location
NSC - Primary Care
NSC - Dental Health
NSC - Mental Health
The user can click on each section to expand the section and view details.
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The system will display the current designation values. If no changes are required, the user may proceed to
another tab. If the user makes any changes to these data points, supporting documentation is required (See 7.1.2C
Supporting Documents).
Figure 245: Auto-HPSA Supplemental Rescore Form Sites and NSCs Tabs
VIEW AND UPDATE SITE LOCATION
The “Site Location” section contains the following site details:
•
•
•
•
•
Site Address
Geocoded Date
Match Level
Latitude (Degrees N)
Longitude (Degrees W)
The user can take the following actions on the Site Location:
•
•
Regeocode Site – This action will call the HDW geocoding service to re-geocode the site.
Adjust Lat/Long – This action can only be taken after clicking the “Regeocode Site” button. It will allow the
user to manually adjust the latitude and/or longitude of the site.
INSTRUCTIONS
To regeocode a site:
1.
2.
3.
Navigate to the “Sites and NSCs” tab on the Supplemental Data Rescore Form.
Select the site you wish to update.
In the “Site Location” section, click “Regeocode Site” (see Figure 245). The system will display a progress
banner while the regeocode is in progress (see Figure 246).
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4.
When the system returns the geocoded results, click “Accept and Continue” to save the results (see Figure
247). Note, this action will trigger a new NSC look up for Primary Care, Dental Health, and Mental Health
NSCs for the selected site.
Figure 246: Auto-HPSA Re-geocoding a Site Step 3
Figure 247: Auto-HPSA Re-geocoding a Site In-Progress Banner
Figure 248: Auto-HPSA Re-geocoding a Site Accept and Continue
To adjust the latitude and/or longitude of a site:
1.
2.
3.
Follow steps 1-3 above for regeocoding a site.
When the system returns the geocoded results, click “Adjust Lat/Long”. The system will display editable
Latitude and Longitude fields.
Enter the new latitude and longitude (up to 10 decimal places). Note, if more than 10 decimals are
entered, the “Save” button will become disabled.
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4.
5.
Click “Save” to save the user-adjusted latitude and longitude. Note, this action will trigger a new NSC look
up for Primary Care, Dental Health, and Mental Health NSCs for the selected site.
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.
Figure 249: Auto-HPSA Re-geocoding a Site – Adjust Site Latitude and Longitude
Figure 250: Auto-HPSA Re-geocoding a Site Enter Alternate Latitude and Longitude
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Figure 251: Auto-HPSA Re-geocoding a Site – Save
USER NOTES
•
If the system re-geocode attempt returns an unacceptable match level (higher than 3), the user will
receive an error message and will be unable to save the new site location.
VIEW AND UPDATE NSCS
Each NSC section contains the following NSC details:
•
•
•
•
•
NSC Location Address
Travel Time (Minutes)
Travel Distance (Miles)
Low-Income Indicators (SFS and Medicaid)
American Indian Alaska Native (AI/AN) Indicator
The user can take the following actions on the NSCs:
•
•
•
Modify Time & Distance
Select Different NSC
Continue Without NSC
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Figure 252: Auto-HPSA NSC Actions
If the system was unable to find an NSC, the system will display “No NSC Found”. There is no further action for the
user to take at this time. The max NSC score of 5 points will be awarded for that site and discipline.
•
•
The system will display “No NSC Found” if the current designation value (from the designated designation)
is “No NSC Found” and the user has not regeocoded the site as part of the current rescore.
The system will display “No NSC Found” if the user has regeocoded the site as part of the current rescore
and the system did not return an NSC.
Figure 253: Auto-HPSA NSC – No NSC Found
INSTRUCTIONS
To modify the travel time and/or distance of the currently-selected NSC:
1.
2.
3.
4.
5.
6.
Navigate to the “Sites and NSCs” tab on the Supplemental Data Rescore Form
Select the site you wish to update.
In the “NSC” section of whichever discipline you wish to update, click “Modify Time & Distance” button.
The system will display editable Travel Time and Travel Distance fields.
Enter the new time and/or distance.
a. Travel time may be entered to the nearest whole number.
b. Travel distance may be entered to one decimal place.
Click “Save” to save the user-adjusted time and distance.
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.
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Figure 254: Auto-HPSA NSC – Modify Time & Distance
Figure 255: Auto-HPSA NSC – Enter Alternate Travel Time and/or Travel Distance
To select a different NSC:
1.
2.
3.
4.
5.
Navigate to the “Sites and NSCs” tab on the Supplemental Data Rescore Form
Select the site you wish to update.
In the “NSC” section of whichever discipline you wish to update, click “Select Different NSC” button. The
system will display a list of usable NSCs.
a. The providers will be listed nearest to farthest using a straight line distance from the site
location.
b. When multiple providers exist at the same location, they will be listed in alphabetical order by
last name.
Select the correct NSC and click “Save”. Once you save, the system will display additional details (e.g.,
travel time and distance) for the new NSC.
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.
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Figure 256: Auto-HPSA NSC – Select a Different NSC
To reject the current NSC and continue without an NSC:
1.
2.
3.
4.
5.
6.
Navigate to the “Sites and NSCs” tab on the Supplemental Data Rescore Form.
Select the site you wish to update.
In the “NSC” section of whichever discipline you wish to update, click “Select Different NSC” button.
Select “Continue without NSC”.
Click “Save”. The system will indicate that the user opted to continue without an NSC.
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.
Figure 257: Auto-HPSA NSC – Continue without NSC
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Figure 258: Auto-HPSA NSC – System Indication that User Continued without NSC
USER NOTES
•
New NSCs are identified for all disciplines during a system data rescore based on the site geocoding
results of the rescore. While a system data rescore will only replace designation records for those
disciplines selected for rescore, it will store the new NSC data for the other disciplines. When a
subsequent supplemental data rescore is initiated, it will use the latest site geocoding results from the
system rescore and will update any NSCs that are no longer in sync with those geocoding results. The
user may still update NSCs and/or regeocode the site again as needed.
7.1.2C SUPPORTING DOCUMENTS
The third tab on a PCO-initiated Supplemental Data Rescore Form is the “Supporting Documents” tab. Supporting
documentation is required for any user-entered data updates. When PCOs update any of the following data, they
must upload supporting documentation:
•
•
•
•
•
Fluoridated water indicator
Alcohol misuse indicator
Substance misuse indicator
Site location latitude and/or longitude
NSC changes
o Modified travel time and/or distance
o Selected new NSC
o Rejected NSC and continued without NSC
The Supporting Documents functionality on the Auto-HPSA rescore form is very different than the functionality in
the mapping application. Key differences include:
•
•
•
The system will not identify which documents are required based on data entered/updated
The system will not prevent a user from submitting a rescore form if required documents have not been
uploaded
The system will allow the user to select and upload multiple documents at the same time
On the Supporting Documents tab, the system will display a comprehensive list of documents required for various
data updates. This list is not responsive to the data updates made in the rescore. This is meant to serve as a
reference for users who may be unsure when supporting documentation is required.
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Figure 259: Auto-HPSA Rescore Form Supporting Documents Tab
INSTRUCTIONS
To upload supporting document(s):
1.
2.
3.
Navigate to the “Supporting Documents” tab on the Supplemental Data Rescore Form.
Click “Select Supporting Documents”.
Browse and select the document(s) you wish to upload.
a. To select more than one document, hold down the “Ctrl” key and then single-click on each
document you wish to select.
4. Click “Open”.
5. Preview the documents selected for upload in the queue. Remove any documents mistakenly selected by
clicking the “X” next to the document name.
6. Enter a description for the document being uploaded (optional)
7. Click “Upload”.
8. Verify all of your documents are listed in the “Uploaded Documents” section below.
9. Users may delete their supporting documents they uploaded while working on a rescore.
10. Click “X” next to the upload document. A warning message will pop-up before deleting the document.
11. Choose “Confirm” to delete the document or “Cancel” to keep the supporting document.
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Figure 260: Uploading Supporting Documents Steps 1 and 2
Figure 261: Uploading Supporting Documents Steps 3 and 4
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Figure 262: Uploading Supporting Documents Steps 5, 6, and 7
Figure 263: Uploading Supporting Documents Upload Queue vs Uploaded List
Figure 264: Deleting Uploaded Supporting Documents
Once a rescore has been approved, any documents that were uploaded to that rescore form will become available
on the new designation profiles. Because documents are not uploaded specifically to certain data points, ALL
uploaded documents will appear on the profiles of all designations that were approved as part of that rescore. To
view documents uploaded in previous or later rescores, users can navigate between replaced and designated
records using the “View Previous” and “View Update” buttons that appear on the designation profile tabs.
USER NOTES
•
If multiple documents are uploaded at the same time, the user will only be able to enter one document
description that will display for all of the chosen documents.
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•
•
Users may delete their supporting documents that they uploaded at any time while working on a rescore.
However, users are never able to delete other users’ documents. Users will receive a pop-up message
asking they confirm they would like to delete the chosen document. The document will only be deleted
after the user selects “Confirm”.
Once uploaded, the documents can be viewed at any time by any user with access to the rescore.
7.1.2D RESCORE PROGRESS
The fourth tab on a PCO-initiated Supplemental Data Rescore Form is the “Rescore Progress” tab. This tab contains
three separate features:
•
•
•
Task Assignment
Task History
Comments
TASK ASSIGNMENT
This feature is not relevant during an in-progress, PCO-initiated rescore. See 7.2.2 Assigning Supplemental Data
Rescores for Review for more information about using this feature during the rescore review process.
TASK HISTORY
The Task History table is a comprehensive view of the activity to date on a given rescore. Each time that a rescore
is transitioned to a new step or re-assigned to a new user, the transition will be recorded in the Task History table.
For PCO-initiated rescore requests, the following task transitions will occur and will be displayed in the Task History
table:
Trigger/Transition
PCO initiates
rescore request
Task
Process
Rescore
Task Step
Assigned
PCO Rescore
Initiated Organization
Initiator
In-Progress
Status
SDMS Task
Created
PCO submits
rescore request to
PO
Review
Submitted to
PO Organization
Unassigned SDMS Task
Created
PO assigns rescore
request to PO
Review
Under PO
review Organization
Assignee
PO returns rescore
request to PCO
(optional)
Review
PO Review
Returned Organization
Unassigned SDMS Task
Created
SDMS Task
Created
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Complete
Date
Status
SDMS
Date/Time
Task
rescore
Complete request is
initiated
SDMS
Date/Time
Task
rescore
Complete request is
submitted
SDMS
Date/Time
Task
rescore
Complete request is
assigned
SDMS
Date/Time
Task
rescore
Complete request is
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Trigger/Transition
PCO resubmits
rescore request
(optional)
Task
Process
Review
Task Step
Submitted to
PO Organization
In-Progress
Status
Unassigned SDMS Task
Created
Assigned
Complete
Date
Status
SDMS
Date/Time
Task
rescore
Complete request is
(re)submitted
The tasks will appear in chronological order with the newest tasks on top. The Task History table contains the
following information about each task:
•
•
•
•
•
Task Process
Task Step
Assigned
Status
Date
Figure 265: Auto-HPSA Rescore Form Task History Table of a PCO-Initiated Rescore
USER NOTES
•
•
Only the first task, in which a user initiates the rescore, will have a task process of “Rescore”. All
subsequent tasks are considered “Review” task processes.
There will only ever be one task at a given time with a status of “created”. Every time a new task is
created, the previous task is “completed”.
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•
•
There is no distinction between submitted and returned tasks when a task is “under review” in the Task
Step name. This Task History table should be used to determine if a task has been submitted or returned,
or to better understand its overall rescore history to date.
A new task will be created each time a rescore is re-assigned to a different reviewer so that a history of
reassignments can be viewed.
COMMENTS
The Comments tool is a feature that can be used by all users (POCs, PCOs, POs) to communicate while a rescore is
in progress. Any user who has permission to access a rescore form may view existing and post new comments.
Comments can be posted at any time by navigating to the Rescore Progress tab of a Supplemental Data Rescore.
Comments may also be entered by users when taking action on a supplemental rescore. Comments entered in the
following scenarios will display in the Comments section while a rescore is in progress:
•
•
•
•
POC submits supplemental rescore (optional)
PCO submits supplemental rescore (optional)
PCO returns supplemental rescore to POC (required)
PO returns supplemental rescore to PCO (required)
Upon rescore approval, all comments entered during a rescore will display below the supporting documents on the
organization profiles (see Section 6.1.6 Viewing Supporting Documents and Comments)
Figure 266: Auto-HPSA Rescore Form Publishing a Comment
7.1.2E VIEWING A SUMMARY OF UPDATES BEING SUBMITTED FOR REVIEW
At the top of the Supplemental Data Rescore Form is a “Review Data Updates” button. Clicking on this button will
navigate the user to a summary page summarizing all user-entered data updates that have been made thus far and
that require review and/or supporting documentation. The summary page has three sections mirroring the data
input tabs on the Supplemental Data Rescore Form:
•
Service Areas
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•
•
Additional Data
Sites and NSCs (this tab only available to PCOs on all rescores)
All users with permission to view the Rescore Form can access the rescore summary at any time while the rescore
is in progress. This tool is primarily meant to be used by reviewers to aid them in their review, but can also be used
by submitters as a summary view of all of the data updates they have made and are about to submit.
Note that this summary page is only available for Supplemental Data Rescores. For more information about this
tool, see 7.2.6 Using the “Review Data Updates” Tool During Review.
Figure 267: Auto-HPSA Blank Rescore Summary Page
7.1.2F SUBMITTING A RESCORE
After the user has finished updating the organization data on the rescore form, the user will submit the rescore to
the Shortage Designation Branch for review. On a PCO-initiated rescore form, only the initiating PCO can take
rescore actions (i.e., Submit).
INSTRUCTIONS
To submit a PCO-initiated Supplemental Data Rescore:
1.
2.
3.
4.
5.
Click on the “Rescore Actions” dropdown menu in the top right corner of the rescore form.
Click “Submit”.
Review the attestation statement and check the checkbox attesting that you have read the statement.
Enter a comment for the rescore being submitted (optional).
Click “Confirm”.
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Figure 268: Submit PCO-Initiated Supplemental Data Rescore
Comments entered will be displayed in the Comments section while the rescore is in progress (for more
information on viewing comments submitted during a rescore, see Section 7.1.2D Rescore Progress).
The user must add or update at least one data point before submitting a rescore. If no changes have been made to
current designation values, the rescore cannot be submitted. In this case, the system will return an error message
indicating that no data has been entered (see Figure 266).
Figure 269: System Error Message When User Tries To Submit a Rescore and No Data Has Been Entered
All interested parties will receive an email notification when a supplemental data rescore has been submitted. For
details about what email notifications are sent to what interested parties, see Appendix D – Auto-HPSA Email
Notifications.
Users cannot preview score or derived data changes (e.g., new population to provider ratio, elderly and youth
ratios) until after a rescore has been submitted to the Shortage Designation Branch (SDB) for review.
Once the user has submitted the rescore to SDB, the system will display a “Preview Designation Profiles” button in
the top right corner of the rescore form. To access the rescore form, the user can navigate to the organization
profile page and click the “View Rescore” button in the top right corner.
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Figure 270: Accessing a Rescore Form in Read-Only Mode after Submitting to SDB Via the “View Rescore” Button
Figure 271: “Preview Designation Profiles” Button on Rescore Form Allows Users to Preview Scores
For more information about previewing designation profiles during the review process, see 7.2.7 Using the
“Preview Designation Profiles” Tool During Review.
7.1.2H RETURNED SUPPLEMENTAL DATA RESCORES
The Shortage Designation Branch may find reason to return a rescore to the PCO for further edits or information.
When a supplemental data rescore is returned by SDB to PCOs, all PCOs in the organization’s state will receive an
email notification that the rescore has been returned. Users can access returned rescores the following ways:
•
•
By clicking on the corresponding task on the PCO My Activities page.
By navigating to the organization profile and clicking the “Resume Rescore” button in the top right corner.
Rescores are not returned to the specific PCO who submitted the rescore. Rather, rescores are returned to a PCO
queue in an unassigned state until a PCO opens the rescore and assigns it to themselves or another PCO. The
returned rescore can be assigned to any eligible PCO within the organization’s state. See 7.2.2 Assigning
Supplemental Data Rescores for Review for details on assigning rescore tasks.
Upon returning a rescore to the PCO for further edits or information, SDB will be required to leave a comment for
the PCO (For more information on viewing comments submitted during a rescore, see Section 7.1.2D Rescore
Progress).
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7.2 MANAGING AND REVIEWING SUPPLEMENTAL DATA RESCORES
Users are responsible for tracking and managing a number of new Auto-HPSA related tasks, including:
•
•
•
PCO-initiated rescores that are still in progress and being updated by PCOs
PO-returned rescores that require further action by PCOs
POC-initiated rescores that have been submitted to PCOs for action
Several new tools have been introduced to aid users in managing and reviewing Auto-HPSA tasks:
•
•
•
My Activities page
Review Data Updates page
Preview Designation Profiles page
7.2.1 USING THE MY ACTIVITIES PAGE TO TRACK AND MANAGE RESCORES
As a reminder, “in-progress” Auto-HPSA rescores cannot be searched and accessed from the Designation Search
page. Therefore, a new “My Activities” page has been created to assist PCOs in identifying Auto-HPSA rescores in
various stages of update or review that require action by PCOs.
The My Activities page is accessed via the “Designations” sub-menu in the Navigation Menu.
Figure 272: My Activities Tab Under the Designations Tab of the Navigation Menu
All PCOs in a particular state will have access to the same My Activities page with the same list of tasks. These tasks
will either be “Unassigned” or be assigned to one of the PCOs in that state. Note, all PCOs will see all tasks even if
they are assigned to other PCOs in their state.
On this page, PCOs will see a list of all tasks currently requiring action by a PCO. The list will display with newest
tasks on top. Only one task exists for a particular organization at any given time. Therefore if a new task is created
for an organization, the old task will be closed and will no longer display.
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Figure 273: My Activities Page
The following information is available on each task:
Feature
Description
Description
This field displays the Organization Name and Organization Unique ID.
Designation Type
This field displays designation type of the task. Currently, only AutoHPSA tasks will populate to the My Activities page.
Step
This field displays the current task step. Task steps requiring PCO action
include:
• Submitted to PCO – Organization
• Under PCO Review – Organization
• PCO Rescore Initiated – Organization
• PO Review Returned – Organization
See Section 7.2.8 Rescore Actions for more information about each
task.
State
Owner
This field displays the state that the organization is located in. Only
organizations in the PCO’s state should appear in the PCO My Activities
queue, so the state listed here should always match the logged in
PCO’s state.
This field will display the current owner of the task. If the task is
unassigned, the system will display “Unassigned”. If the task is
reassigned, a new task will be created for the new assignee and the
previous task belonging to the old assignee will be closed.
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Feature
Task Created Date
Description
This field displays the date and time that each task is created. Every
transition (submit, return, assign, reassign) results in a new task with a
new process created date. It is important to note that a task that
appears to be brand new at the top of the table may in fact have had a
long period of inactivity and very recently was transitioned to a new
owner or task step (e.g., a long period of time between when a rescore
was submitted and when it was finally assigned will not be obvious by
looking at the task created date of an assigned task).
USER NOTES
•
The My Activities page will only show one task per organization at a time. For a comprehensive view of all
completed and in progress tasks for a given organization, users can view the “Task History” on the
Rescore Progress tab of a rescore form.
7.2.1A TYPES OF TASKS THAT APPEAR ON THE MY ACTIVITIES PAGE
Figure 274: The Four Types of Tasks that Appear on the My Activities Page
There are four types of task steps that may appear in the PCO My Activities queue:
Feature
1. Submitted to PCO - Organization
Description
This task step occurs when a POC-initiated rescore is submitted by a
POC and has not yet been triaged by PCOs.
2. Under PCO Review Organization
This task step occurs when a task has been assigned. This could be:
• A task that was submitted (or re-submitted) by a POC and has
just been triaged and assigned to a PCO
• A task that was returned by a PO to the PCO queue and just
been triaged and assigned to a PCO
• A task that was already assigned to a PCO that has been
reassigned to a different PCO
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Feature
3. PO Review Returned Organization
Description
This task step occurs when a task has been returned by a PO to the
PCO queue. This could be either a POC-initiated or a PCO-initiated
rescore. Note that all POC-initiated rescores will pass through PCOs to
and from POs. A Project Officer cannot return a task directly to a POC,
nor can a POC submit a task directly to a Project Officer.
4. PCO Rescore Initiated Organization
This task step occurs when a supplemental data rescore has been
initiated by a PCO and has not yet been submitted.
Note that all of these tasks are “owned” by the PCO user role, whether assigned or not. Tasks that are currently
owned by POCs (e.g., POC-initiated rescores) or by Project Officers (e.g., submitted for PO review) will not appear
on the PCO My Activities page.
7.2.2 ASSIGNING SUPPLEMENTAL DATA RESCORES FOR REVIEW
When rescores have been submitted or returned to PCOs for action, they must be assigned to a PCO before any
rescore actions can be taken. A task can be assigned on the “Rescore Progress” tab of the rescore form.
Figure 275: Task Assignment Feature on the Rescore Progress Tab of the Rescore Form
INSTRUCTIONS
To assign a task to a PCO:
1.
2.
3.
4.
Navigate to the “Rescore Progress” tab of the Supplemental Data Rescore Form.
Click the ˅ arrow to expand the list of eligible assignees. All permissioned PCOs in the state should appear
in the list.
Select the name of the PCO to whom the rescore should be assigned.
Click “Assign”. The “Rescore Actions” menu should now become enabled for the assigned PCO.
USER NOTES
•
•
Any PCO in the organization’s state can assign a rescore task to any other PCO in that state.
If the “Assign” button is enabled, it indicates that the selected PCO has not yet been assigned. You must
click the “Assign” button to complete the assignment.
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•
To reassign the task to another PCO, repeat steps 1-4 in the instructions above.
7.2.3 REVIEWING POC-INITIATED RESCORES
PCOs are not the only users who may initiate and submit rescores. AutoHPSA Organization Points of Contact
(POCs) will be able to request System and Supplemental Data Rescores. State PCOs will be responsible not only for
managing these Auto-HPSA POC roles and permissions (see the User Management User Guide for more
information) but will also be responsible for receiving, reviewing, and submitting POC-initiated rescores for
organizations in the PCO’s state.
The PCO’s review role consists primarily of two tasks:
1.
2.
Verifying required Supporting Documents have been provided for any data updates made
Verifying the organization’s site(s) locations and NSCs are correct and update when necessary. As a
reminder, only PCOs have access to the Sites and NSCs tab to re-geocode sites, adjust site latitude
and longitudes, and modify NSC information. For more information on how to update Sites and NSCs,
see Section 7.1.2B Sites and NSCs.
A Supplemental Data Rescore initiated by a POC requires review and approval by both PCOs and Project Officers.
Once a POC submits a Supplemental Data Rescore, the state’s PCOs receive a task to review and update the
rescore. Once the PCO has completed their review, they will submit the POC-initiated rescore to the Shortage
Designation Branch for final review and a rescore decision. SDB still has 90 days to review and approve the rescore
once submitted. Below is an overview of the workflow for a POC-initiated Supplemental Data Rescore.
Figure 276: Auto-HPSA POC-Initiated Supplemental Data Rescore Workflow
7.2.3A HOW IS A POC-INITIATED RESCORE DIFFERENT THAN A PCO-INITIATED RESCORE?
Although POCs and PCOs can both initiate Supplemental Data Rescores, the specific data they can add or update is
different. Furthermore, the type of data used by the organization (UDS or non-UDS) also impacts what data POCs
can add or update.
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When a PCO reviews and updates a POC-initiated rescore, they will be able to see the additional data points that a
POC could or did update. These fields will all be read-only to the PCO.
7.2.4 UPDATING POC-INITIATED RESCORES
A PCO can update the following data when reviewing a POC-initiated rescore:
•
•
Dental and Mental Health Data
Sites and NSCs Data
It is the responsibility of the PCO when reviewing POC-initiated rescores that have been submitted to PCOs to
verify that these data are correct. If not, the PCO should update them before finalizing their review and submitting
the rescore to the Shortage Designation Branch for scoring and final review.
For instructions on how to update these data, refer to Section 7.1.2 Supplemental Data Rescores.
For any updates a PCO makes to a POC-initiated rescore, the PCO is required to upload Supporting Documents. See
Section 7.1.2C Supporting Documents.
7.2.5 REVIEWING RESCORE PROGRESS
The Rescore Progress tab consists of three separate features:
•
•
•
Task Assignment
Task History
Comments
These features aid users in monitoring and reviewing rescore progress.
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7.2.5A TASK ASSIGNMENT
See Section 7.2.2 Assigning Supplemental Data Rescores for Review.
7.2.5B TASK HISTORY
The Task History table is a comprehensive view of the activity to date on a given rescore. Each time that a rescore
is transitioned to a new step or re-assigned to a new user, the transition will be recorded in the Task History table.
7.1.2D Rescore Progress details the task steps that a PCO-initiated rescore will transition through. There are
additional task steps when a rescore originates from a POC. Below is a full workflow that a POC-initiated workflow
may pass through.
Note that the system currently does not flag returned and resubmitted Auto-HPSA rescores in the Search Results
or the My Activities page, therefore the Task History is the best way to determine if a rescore has been returned or
resubmitted.
Trigger/Transition
Task
Process
Task Step
Assigned
InProgress
Status
SDMS
Task
Created
SDMS
Task
Complete
Complete
Status
POC initiates
rescore request
Rescore
POC Rescore
Initiated Organization
Initiator
(POC)
PCO initiates
rescore request
Rescore
PCO Rescore
Initiated Organization
Initiator
(PCO)
SDMS
Task
Created
SDMS
Task
Complete
POC submits
rescore request to
PCO
Review
Submitted to
PCO Organization
Unassigned
SDMS
Task
Created
SDMS
Task
Complete
POC assigns
rescore request to
PCO
Review
Under PCO
Review Organization
Assignee
SDMS
Task
Created
SDMS
Task
Complete
PCO submits
rescore request to
PO
Review
Submitted to
PO Organization
Unassigned
SDMS
Task
Created
SDMS
Task
Complete
PO assigns rescore
request to PO
Review
Under PO
review Organization
Assignee
SDMS
Task
Created
SDMS
Task
Complete
PO returns rescore
request to PCO
Review
PO Review
Returned Organization
Unassigned
SDMS
Task
Created
SDMS
Task
Complete
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Date
Date/Time
rescore
request is
initiated
Date/Time
rescore
request is
initiated
Date/Time
rescore
request is
submitted
Date/Time
rescore
request is
assigned
Date/Time
rescore
request is
submitted
Date/Time
rescore
request is
assigned
Date/Time
rescore
request is
returned
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Trigger/Transition
Task
Process
Task Step
Assigned
InProgress
Status
SDMS
Task
Created
SDMS
Task
Complete
Complete
Status
PCO returns
rescore request to
POC
Review
PCO Review
Returned Organization
Unassigned
POC resubmits
rescore request
Review
Submitted to
PCO Organization
Unassigned
SDMS
Task
Created
SDMS
Task
Complete
PCO resubmits
rescore request
Review
Submitted to
PO Organization
Unassigned
SDMS
Task
Created
SDMS
Task
Complete
Date
Date/Time
rescore
request is
returned
Date/Time
rescore
request is
(re)submitted
Date/Time
rescore
request is
(re)submitted
The tasks will appear in chronological order with the newest tasks on top. The Task History table contains the
following information about each task:
•
•
•
•
•
Task Process
Task Step
Assigned
Status
Date
Figure 277: Auto-HPSA Rescore Form Task History Table of a POC-Initiated Rescore
USER NOTES
•
•
Only the first task, in which a user initiates the rescore, will have a task process of “Rescore”. All
subsequent tasks are considered “Review” task processes.
There will only ever be one task at a given time with a status of “created”. Every time a new task is
created, the previous task is “completed”.
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•
•
There is no distinction between submitted and returned tasks when a task is “under review” in the Task
Step name. This Task History table should be used to determine if a task has been submitted or returned,
or to better understand its overall rescore history to date.
A new task will be created each time a rescore is re-assigned to a different reviewer so that a history of
reassignments can be viewed.
7.2.5B COMMENTS
The Comments feature can be used both during the update and review processes to communicate with POCs,
PCOs, and POs. Any user who has permission to access a rescore form may view existing and post new comments.
See Section 7.1.2D Rescore Progress for additional information about posting comments.
7.2.6 USING THE “REVIEW DATA UPDATES” TOOL DURING REVIEW
At the top of the Supplemental Data Rescore Form is a “Review Data Updates” button. This button is accessible the
entire time that a rescore is in progress. Clicking on the button will navigate the user to a summary page titled
“Data Updates Being Submitted for Review”. This page will display real-time updates made to the rescore form.
While this page may be used by submitters to verify the data they have entered and saved before submitting, it is
primarily a review tool to be used by reviewers to identify user-entered data changes that were made and that
require documentation. System changes (e.g., after regeocoding a site, the system looked up and found all new
NSCs) will not display on this page. Changes will display on this page when one of the following occurs:
•
•
•
User updates user-entered data from the parent record that was carried over
User updates system data from the parent record
User updates system data returned during the rescore (e.g., new NSCs as a result of a site regeocode)
The summary page has three sections mirroring the data input tabs on the Supplemental Data Rescore Form:
•
•
•
Service Areas
Additional Data
Sites and NSCs (this tab only available to PCOs on all rescores)
SERVICE AREAS
The Service Areas tab is only present on a POC-initiated rescore and may only be updated by a POC. However, this
section will appear on the rescore summary page of all Supplemental Data Rescores.
This section of the rescore summary will indicate whether or not a POC has updated the service area, but it will not
display any data. To view the data, the user should navigate back to the Rescore Summary Form and view the
“Service Areas” tab. On a PCO-initiated rescore, this section will always indicate that no changes have been made.
Figure 278: Auto-HPSA Rescore Summary Page Service Areas Section
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ADDITIONAL DATA
This section will display any user-entered updates made to data on the Additional Data tab. Only data points that
were updated by a user will be listed on this page. The system will display both the “Current Designation Value”
(the parent record value) and the “Rescore User-Entered Value” (the value the user has updated on the rescore
form).
Figure 279: Auto-HPSA Rescore Summary Page Additional Data Section
SITES AND NSCS
This section will display any changes to site locations or NSCs. Only data points that were updated by a user will be
listed on this page. The system will display the “Current Designation Value” (the parent record value), the “Rescore
Default Value” (the system-returned default value in the rescore), and the “Rescore User-Entered Value” (the
value the user has updated on the rescore form).
The Rescore Default Value will be the same as the Current Designation Value if the user does not re-geocode a site.
When a user re-geocodes a site, the system returns new site latitude and longitude and looks up new NSCs. These
values may be the same as the parent record or they may be different. If a user modified the latitude and/or
longitude, or modifies the NSCs, the system will capture these changes on the Rescore Summary page.
The system will display the changes made to each site in separate tables, as shown in Figure 277 below.
Figure 280: Auto-HPSA Rescore Summary Page Sites and NSCs Section
For a complete list of data points that may be displayed on this page, see Appendix E – Auto-HPSA Rescore
Summary Page (“Review Data Updates”).
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7.2.7 USING THE “PREVIEW DESIGNATION PROFILES” TOOL DURING REVIEW
Once a rescore has been submitted by the PCO to the Shortage Designation Branch for review, users can preview
the new designation profiles being reviewed.
To preview the updated designation profiles, users can click the “Preview Designation Profiles” button in the top
right corner of the rescore form.
Figure 281: “Preview Designation Profiles” Button Available After Submission to SDB
The system will navigate the user to an Organization Preview page. A banner across the top of the page will
indicate that it is a preview page and not the Organization’s current profile page.
The profile will display all three designation profiles, regardless of which disciplines are part of the update. To
determine which disciplines are being updated, the user should check the Status in the General Information
section. Any designation being reviewed and updated will have an “Under Shortage Designation Branch Review”
status. Designations not included in the update will continue to have a “Designated” status.
Figure 282: Designations Being Updated Will Have a Status of “Under Shortage Designation Branch Review” on the Profile Preview Page
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7.2.8 RESCORE ACTIONS
PCOs are able to take the following rescore actions on POC-initiated rescores:
•
•
Submit
Return
To take rescore actions on POC-initiated rescores, the user should ensure the rescore is assigned to them. See
7.2.2 Assigning Supplemental Data Rescores for Review.
The user will be prompted to enter comments (optional or required) when taking action on a supplemental rescore
request. (For more information on viewing comments submitted during a rescore, see Section 7.1.2D Rescore
Progress).
7.2.8A SUBMITTING/RESUBMITTING RESCORES TO SDB
Once a rescore is assigned to the user, the user may click “Submit” from the Rescore Actions dropdown menu to
submit the rescore to the Shortage Designation Branch for review. The user should take the same actions to
resubmit a returned rescore. For more information on submitting a rescore, see Section 7.1.2F Submitting a
Rescore.
PCOs are responsible for submitting POC-initiated rescores to SDB. A POC cannot submit directly to SDB. POCinitiated rescores will always be submitted to the PCOs in their organization’s state for the PCO to review, update,
and then submit to SDB on their behalf.
Figure 283: Submit POC-Initiated Supplemental Data Rescore – Optional Comments
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7.2.8B RETURNING POC-INITIATED RESCORES TO POCS
Once a rescore is assigned to the user, the user may click “Return” from the Rescore Actions dropdown menu to
return the rescore to the Organization’s POC(s). When returning a rescore, the user will be prompted to enter a
comment.
If a Project Officer (PO) needs to return a rescore to a POC, they must do so through the PCO. The PCO will receive
a returned POC-initiated rescore from the PO and should then return it to the POC(s).
Figure 284: Returning a Supplemental Data Rescore to POC - Required Comments
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8. TOOLS – STATE DESIGNATION REPORT
A user may view and access a series of actions that can be run on an ad hoc basis by selecting the “Tools” from the
main header menu.
Figure 285: Tools in Main Header Menu
Figure 286: SDMS Tools Page
Feature
1. State Designation Report
Description
This link will initiate a download of the State Designation Report for the state
being accessed and managed by the user. The report will include the
following fields for all designations:
• Designation Name
• Public ID
• Designation Type
• Designation Option
• Discipline
• Status
• Initial Submission Date
• Initial Designation Date
• Last Update Date
USER NOTES
•
•
The user will only be able to access and view their state’s State Designation Report.
The State Designation Report will only include the information for those designations in the following
statuses:
o In Progress
o Submitted-Designation
o Under Review - Designation
o Designated
o Submitted – Withdrawal
o Under Review – Withdrawal
o Proposed for Withdrawal
o Withdrawn
o Replaced
o Reinstated
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APPENDIX A – NAMING CONVENTIONS
Naming convention guidelines:
•
•
•
•
•
Designation names are limited to 50 characters
Place a dash (-) between the prefix and RSA name
Use a forward slash (/) to separate multiple category/county RSA names
Do not place a space between Prefix and dash
Do not place a space between dash and RSA name.
POPULATION CATEGORY PREFIX
Current Verbiage
Acronym
Low Income
LI
Medicaid Eligible
ME
Medically Indigent
MI
Migrant Farmworkers
MFW
Migrant Seasonal Worker
MSW
Homeless
H
American Indian/Alaska Native
AI/AN
Limited English Proficiency
LEP
SERVICE AREA PREFIX
Current Verbiage
Acronym
Service Area
SA
Medical Service Study Area
MSSA
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Current Verbiage
Acronym
Mental Health Catchment Area
MHCA
FACILITY PREFIX
Current Verbiage
Acronym
State Mental Hospital
SMH
Correctional Facility
CF
Federal Correctional Institution
FCI
Immigration and Customs Enforcement
ICE
Federally Qualified Health Center (Supported by
HRSA grants)
FQHC
Rural Health Clinic
RHC
Federally Qualified Health Center – Look alike
LAL
Other Facility
OFAC
DESIGNATION NAME EXAMPLES – GEOGRAPHIC AND POPULATION
Geographic/Population Type
Designation Naming Example
Whole County
Howard County
Multiple Counties
Howard & Montgomery Counties
Low Income
LI-Montgomery County
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Geographic/Population Type
Designation Naming Example
Medicaid Eligible
ME-Montgomery County
Medically Indigent
MI-Montgomery County
Migrant Farmworker
MFW-Montgomery County
Migrant Seasonal Worker
MSW-Montgomery County
Homeless
H-Montgomery County
American Indian/Alaska Native
AI/AN-Montgomery County
Limited English Proficiency
LEP-Spanish/Aspen Hill
Low Income/Homeless
LI/H-Wheaton
Migrant Farmworker/Migrant Seasonal
Worker/Homeless
MSFW/H-Citrus Grove
DESIGNATION NAME EXAMPLES – SERVICE AREA
Service Area Type
Designation Naming Example
Service Areas
Montgomery SA
Mental Health Catchment Area
MHCA 270
Medical Service Study Area
MSSA 100
Low Income/Medical Service Study Area
LI MSSA 100-Los Angeles
DESIGNATION NAME EXAMPLES – FACILITY
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Facility Type
Designation Naming Example
State Mental Hospital
SMH-Holy Cross
Correctional Facility
CF-Bowie Prison
Federal Correctional Institute
FCI-Bastrop
Immigration and Customs Enforcement
ICE-Aurora Detention Center
Federally Qualified Health Center
FQHC-Brookside
Rural Health Center
RHC-Tutwiler Clinic
Federally Qualified Health Center Look Alike
LAL-Greater Fresno Health Organization
Other Facility
OFAC-Starrett City Satellite Office
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APPENDIX B – AUTO-HPSA SCORING REQUIREMENTS AND DATA SOURCES
FQHCs and FQHC LALs
FQHCs and FQHC LALs
WITH UDS Data
WITHOUT UDS Data
DEFINITION
(Source: UDS) ZIP Codes with
75% of patients served
converted to ZCTAs, service
areas are not generated by the
system, given directly from
BPHC
Primary Care: CTs overlapping
a 30 min travel polygon around
each site in the organization.
Dental and Mental Health: CTs
overlapping a 40 min travel
polygon around each site in the
organization.
NOTES
Each FQHC and FQHC LAL will
be an organization with
multiple sites. Service areas are
the same for all three
disciplines (Dental, Mental, and
PC)
Each FQHC and FQHC LAL will
be an organization with
multiple site addresses.
Each RHC will have one site
Each ITU will be an
organization, but we do not
have individual sites. Scores
will be based on one address
for each organization. Some
have their own Lat and Longs,
we want to use those given to
us and not overwrite
Scoring Criteria
Data points
used to find
sub-score
Scored using the sub-score
tables and algorithms for HPSA
type: Population Low Income
Scored using the sub-score
tables and algorithms for HPSA
type: Population Low Income
Scored using the sub-score
tables and algorithms for HPSA
type: Population Low Income
Score using the sub-score
tables and algorithms for HPSA
type: Population HPSA
POP:PROVIDER
RATIO
POPULATION
(Source: SDMS) Population at
or below 200% FPL of the
service area
(Source: SDMS) Population at
or below 200% FPL of the
service area
(Source: SDMS) Population at
or below 200% FPL of the
service area
(Source: SDMS) Population of
American Indian/Alaska Native
in the service area
PROVIDERS
(Source: SDMS) Total FTE count
of eligible low income
providers (those providing
service through Medicaid OR a
sliding fee scale) in the service
area
(Source: SDMS) Total FTE count
of eligible low income providers
(those providing service
through Medicaid OR a sliding
fee scale) in the service area
(Source: SDMS) Total FTE count
of eligible low income
providers (those providing
service through Medicaid OR a
sliding fee scale) in the service
area
(Source: SDMS) Total FTE
count of eligible providers that
serve American Indian/Alaska
Natives in the service area
POPULATION
AT 100% FPL
(Source: UDS) Percent
Population of Patients Served
(Source: SDMS) Population at
or below 100% FPL of the
service area
(Source: SDMS) Population at
or below 100% FPL of the
service area
(Source: SDMS) Population of
American Indian/Alaskan
SERVICE AREA
DEFINITION
% POPULATION
AT 100% FPL
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RHCs
ITUs
Primary Care: CTs overlapping
a 30 min travel polygon around
one site.
Primary Care: CTs overlapping
a 30 min travel polygon around
one organization address.
Dental and Mental Health: CTs
overlapping a 40 min travel
polygon around one
organization address.
Dental and Mental Health: CTs
overlapping a 40 min travel
polygon around one site.
Bureau of Health Workforce
SDMS PCO Designation Management User Guide
FQHCs and FQHC LALs
WITH UDS Data
with Known Income at or
below 100% FPL
ELDERLY AND
YOUTH RATIOS
IMR AND LBWR
FQHCs and FQHC LALs
WITHOUT UDS Data
RHCs
ITUs
Native at or below 100% FPL of
the service area
POPULATION
N/A (no calculation is
happening, the exact
percentage is being imported
from UDS)
(Source: SDMS) PPD of the
service area
(Source: SDMS) PPD of the
service area
POPULATION
17 AND UNDER
(Source: UDS) Number of
patients served age 17 and
under
(Source: SDMS) Population of
17 and under of the service
area
(Source: SDMS) Population of
17 and under of the service
area
POPULATION
65 AND OVER
(Source: UDS) Number of
patients served age 65 and
over
(Source: SDMS) Population of
65 and over of the service area
(Source: SDMS) Population of
65 and over of the service area
POPULATION
18-64
(Source: UDS) Number of
patients served age 18-64
(Source: SDMS) Population 1864 of the service area
(Source: SDMS) Population 1864 of the service area
(Source: SDMS) Calculated
based on births in county
converted to CTs
(Source: SDMS) Calculated
based on births in county
converted to CTs
(Source: SDMS) Calculated
based on births in county
converted to CTs
(Source: SDMS) Calculated
based on deaths in county
converted to CTs
(Source: SDMS) Calculated
based on deaths in county
converted to CTs
(Source: SDMS) Calculated
based on deaths in county
converted to CTs
(Source: SDMS) Calculated
based on LBWB in county
converted to CTs
(Source: SDMS) Calculated
based on LBWB in county
converted to CTs
(Source: SDMS) Calculated
based on LBWB in county
converted to CTs
BIRTHS
DEATHS
LOW BIRTH
WEIGHT
BIRTHS
(Source: SDMS) Estimated
births are not calculated, IMR
and LBWR of the service is
determined based on the IMR
and LBWR of the counties in
which the service area resides
(Source: SDMS) Estimated
deaths are not calculated, IMR
and LBWR of the service is
determined based on the IMR
and LBWR of the counties in
which the service area resides
(Source: SDMS) Estimated low
birth weight births are not
calculated, IMR and LBWR of
the service is determined based
on the IMR and LBWR of the
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(Source: SDMS) PPD –
American Indian Alaska Native
alone of the service area
(Source: SDMS) Population of
American Indian/Alaskan
Native 17 and under of the
service area
(Source: SDMS) Population of
American Indian/Alaskan
Native 65 and over of the
service area
(Source: SDMS) Population of
American Indian/Alaskan
Native 18-64 of the service
area
Bureau of Health Workforce
SDMS PCO Designation Management User Guide
FQHCs and FQHC LALs
WITH UDS Data
counties in which the service
area resides
FQHCs and FQHC LALs
WITHOUT UDS Data
RHCs
ITUs
FEMALES 15-44
(Source: SDMS) Count of
females 15-44 in each county
and ZCTA
(Source: SDMS) Count of
females 15-44 in each county
and CT
(Source: SDMS) Count of
females 15-44 in each county
and CT
(Source: SDMS) Count of
American Indian/Alaskan
Native females 15-44 in each
county and CT
NEAREST
SOURCE OF
CARE (NSC)
NSC PROVIDER
(Source: SDMS) Nearest
provider that serves Medicaid
AND sliding fee scale who is
not in an over-utilized area and
who is not in an inaccessible
HPSA
(Source: SDMS) Nearest
provider that serves Medicaid
AND sliding fee scale who is not
in an over-utilized area and
who is not in an inaccessible
HPSA
(Source: SDMS) Nearest
provider that serves Medicaid
AND sliding fee scale who is
not in an over-utilized area and
who is not in an inaccessible
HPSA
(Source: SDMS) Nearest
provider that serves American
Indian/Alaska Native who is
not in an over-utilized area and
who is not in an inaccessible
HPSA
FLUORIDATED
WATER
%
POPULATION
WITH
FLUORIDATED
WATER
Data point unknown, score
defaults to zero
Data point unknown, score
defaults to zero
Data point unknown, score
defaults to zero
Data point unknown, score
defaults to zero
SUBSTANCE
ABUSE
PREVELANCE
YES / NO
Data point unknown, score
defaults to zero
Data point unknown, score
defaults to zero
Data point unknown, score
defaults to zero
Data point unknown, score
defaults to zero
ALCOHOL
ABUSE
PREVELANCE
YES / NO
Data point unknown, score
defaults to zero
Data point unknown, score
defaults to zero
Data point unknown, score
defaults to zero
Data point unknown, score
defaults to zero
Other Rules
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FQHCs and FQHC LALs
FQHCs and FQHC LALs
WITH UDS Data
WITHOUT UDS Data
OVER
UTILIZATION
CHECK FOR NSC
Define a service area for
potential NSCs, and run the
over-utilized check. For Primary
Care: Service area is defined by
a 30 min travel polygon around
the provider. For Dental and
Mental Health: Service area is
defined by a 40 min travel
polygon around the provider.
Use the population type and
provider type used in the
pop:provider ratio above. See
MPPs for over-utilized ranges
INACCESSIBLE
HPSA CHECK
FOR NSC
The following HPSAs are
deemed inaccessible and
providers in the any of these
designations cannot be used as
the NSC: Geographic HPSA,
Geographic High Needs HPSA,
Low Income Population HPSA,
Medicaid Eligible Population
HPSA, Low Income Homeless
Population HPSA, Low Income
Migrant Farmworker
Population HPSA, Low Income
Homeless Migrant Farmworker
Population HPSA, Low Income
Migrant Seasonal Worker
Population HPSA, Low Income
Migrant Seasonal Worker
Homeless Population HPSA
RHCs
ITUs
Define a service area for
potential NSCs, and run the
over-utilized check. For Primary
Care: Service area is defined by
a 30 min travel polygon around
the provider. For Dental and
Mental Health: Service area is
defined by a 40 min travel
polygon around the provider.
Use the population type and
provider type used in the
pop:provider ratio above. See
MPPs for over-utilized ranges
Define a service area for
potential NSCs, and run the
over-utilized check. For Primary
Care: Service area is defined by
a 30 min travel polygon around
the provider. For Dental and
Mental Health: Service area is
defined by a 40 min travel
polygon around the provider.
Use the population type and
provider type used in the
pop:provider ratio above. See
MPPs for over-utilized ranges
Define a service area for
potential NSCs, and run the
over-utilized check. For
Primary Care: Service area is
defined by a 30 min travel
polygon around the provider.
For Dental and Mental Health:
Service area is defined by a 40
min travel polygon around the
provider. Use the population
type and provider type used in
the pop:provider ratio above.
See MPPs for over-utilized
ranges
The following HPSAs are
deemed inaccessible and
providers in the any of these
designations cannot be used as
the NSC: Geographic HPSA,
Geographic High Needs HPSA,
Low Income Population HPSA,
Medicaid Eligible Population
HPSA, Low Income Homeless
Population HPSA, Low Income
Migrant Farmworker
Population HPSA, Low Income
Homeless Migrant Farmworker
Population HPSA, Low Income
Migrant Seasonal Worker
Population HPSA, Low Income
Migrant Seasonal Worker
Homeless Population HPSA
The following HPSAs are
deemed inaccessible and
providers in the any of these
designations cannot be used as
the NSC: Geographic HPSA,
Geographic High Needs HPSA,
Low Income Population HPSA,
Medicaid Eligible Population
HPSA, Low Income Homeless
Population HPSA, Low Income
Migrant Farmworker
Population HPSA, Low Income
Homeless Migrant Farmworker
Population HPSA, Low Income
Migrant Seasonal Worker
Population HPSA, Low Income
Migrant Seasonal Worker
Homeless Population HPSA
The following HPSAs are
deemed inaccessible and
providers in the any of these
designations cannot be used as
the NSC: Geographic HPSA,
Geographic High Needs HPSA,
Native American Population
HPSA
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APPENDIX C – AUTO-HPSA SUPPLEMENTAL DATA RESCORE: DISCIPLINES AND SUB-SCORES TO BE UPDATED BY DATA POINTS
ENTERED
The following table indicates which disciplines, and which sub-scores within each discipline, will get updated during a Supplemental Data Rescore depending on
the data points added or updated by a PCO:
Average NSC
NSC Site C
NSC Site B
NSC Site A
Fluoridated Water
Pop:Provider Ratio
Average NSC
NSC Site C
NSC Site B
NSC Site A
Youth Ratio
Elderly Ratio
Alcohol Misuse Prev.
Substance Misuse
%Population at 100%
Pop:Provider Ratio
Average NSC
%Population at 100%
DENTAL HEALTH
SUBSCORES
MENTAL HEALTH SUBSCORES
NSC Site C
NSC Site B
NSC Site A
IMR or LBWR
%Population at 100%
Pop:Provider Ratio
PCO Data Fields
Facility Data Submitted by PCO
Substance misuse prevalence
Alcohol misuse prevalence
Fluoridated water
Site A geolocation (when
service area is ZCTAs)
Site B geolocation (when
service area is ZCTAs)
Site C geolocation (when
service area is ZCTAs)
Site A geolocation (when
service area is CTs)
Site B geolocation (when
service area is CTs)
Site C geolocation (when
service area is CTs)
Site A Primary Care NSC
CORRESPONDING SUBSCORES THAT GET UPDATED
PRIMARY CARE
SUBSCORES
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
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X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Bureau of Health Workforce
SDMS PCO Designation Management User Guide
Average NSC
NSC Site B
NSC Site A
Fluoridated Water
NSC Site C
X
DENTAL HEALTH
SUBSCORES
%Population at 100%
Average NSC
X
X
X
X
X
Pop:Provider Ratio
NSC Site C
NSC Site B
NSC Site A
Youth Ratio
Elderly Ratio
Alcohol Misuse Prev.
Substance Misuse
%Population at 100%
X
X
X
X
Pop:Provider Ratio
Average NSC
MENTAL HEALTH SUBSCORES
NSC Site C
NSC Site B
NSC Site A
IMR or LBWR
%Population at 100%
Pop:Provider Ratio
PCO Data Fields
Facility Data Submitted by PCO
Site B Primary Care NSC
Site C Primary Care NSC
Site A Mental Health NSC
Site B Mental Health NSC
Site C Mental Health NSC
Site A Dental Health NSC
Site B Dental Health NSC
Site C Dental Health NSC
CORRESPONDING SUBSCORES THAT GET UPDATED
PRIMARY CARE
SUBSCORES
X
X
X
X
X
X
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The following table indicates which disciplines, and which sub-scores within each discipline, will get updated during a Supplemental Data Rescore of an
organization using UDS data depending on the data points added or updated by POCs:
Organization using
UDS data
X
X
X
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Average NSC
NSC Site C
NSC Site B
NSC Site A
Fluoridated Water
Pop:Provider Ratio
Average NSC
NSC Site C
NSC Site B
NSC Site A
Youth Ratio
Elderly Ratio
Alcohol Misuse Prev.
Substance Misuse
%Population at 100%
Pop:Provider Ratio
Average NSC
%Population at 100%
DENTAL HEALTH
SUBSCORES
MENTAL HEALTH SUBSCORES
NSC Site C
NSC Site B
NSC Site A
IMR or LBWR
%Population at 100%
PRIMARY CARE
SUBSCORES
Pop:Provider Ratio
Facility Data Submitted by
PCO/POC
Substance misuse prevalence
Alcohol misuse prevalence
Fluoridated water
CORRESPONDING SUBSCORES THAT GET UPDATED
Bureau of Health Workforce
SDMS PCO Designation Management User Guide
The following table indicates which disciplines, and which sub-scores within each discipline, will get updated during a Supplemental Data Rescore of an
organization not using UDS data depending on the data points added or updated by POCs:
Organization using
non-UDS data
X
X
X
X
X
X
X
X
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X
X
Average NSC
NSC Site C
NSC Site B
X
*
NSC Site A
X
Fluoridated Water
Pop:Provider Ratio
Average NSC
NSC Site C
NSC Site B
X
*
NSC Site A
X
*
Youth Ratio
Elderly Ratio
Alcohol Misuse Prev.
X
*
Substance Misuse
%Population at 100%
Pop:Provider Ratio
X
%Population at 100%
DENTAL HEALTH
SUBSCORES
MENTAL HEALTH SUBSCORES
Average NSC
NSC Site C
NSC Site B
X
NSC Site A
X
*
IMR or LBWR
X
%Population at 100%
PRIMARY CARE
SUBSCORES
Pop:Provider Ratio
Facility Data Submitted by PCO/POC
Service Areas (Patients Served by Zip
code)
Substance misuse prevalence
Alcohol misuse prevalence
Fluoridated water
% of Patients Served With Known
Income At Or Below 100% FPL
Patients <18
Patients 18-64
Patients 65+
CORRESPONDING SUBSCORES THAT GET UPDATED
Bureau of Health Workforce
SDMS PCO Designation Management User Guide
APPENDIX D – AUTO-HPSA EMAIL NOTIFICATIONS
The table below indicates when email notifications will be sent and to whom:
EMAIL RECIPIENTS
Trigger
Rescore
Initiator
All POCs
associated to org
All PCOs associated
to org state
All POs
POC
Yes
Yes
Yes
PCO
Yes
Yes
Yes
POC
POC
PCO
POC
POC
PCO
POC
PCO
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
Yes
Yes
No
Yes
Yes
No
No
No
No
No
System Data Rescore
POC submits full rescore request and system successfully
rescores
PCO submits full rescore request and system successfully
rescores
Supplemental Data Rescore
POC submits POC-initiated partial rescore request to PCO
PCO submits POC-initiated partial rescore request to PO
PCO submits PCO-initiated partial rescore request to PO
PCO returns POC-initiated partial rescore request to POC
PO approves POC-initiated partial rescore request
PO approves PCO-initiated partial rescore request
PO returns POC-initiated partial rescore request to PCO
PO returns PCO-initiated partial rescore request to PCO
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APPENDIX E – AUTO-HPSA RESCORE SUMMARY PAGE (“REVIEW DATA UPDATES”)
Summary of Updates Submitted for Review
Service Areas
This organization’s service area has been updated. The user entered zip codes and patients served data.
Additional Data
The following data have been updated:
Data Point
Current Designation Value
Rescore Form User-Entered
Value
Alcohol misuse prevalence rate is in
worst quartile for nation/region/state?
Either Yes or No
Either Yes or No
Substance misuse prevalence rate is in
worst quartile for nation/region/state?
Either Yes or No
Either Yes or No
Fluoridated water is available for < 50%
of patient's served?
Either Yes or No
Either Yes or No
% Patients Served Known Income at
100% FPL
Old value (from parent
record)
New value (from rescore
form)
Patients Served Under 18 Years Old
Old value (from parent
record)
New value (from rescore
form)
Patients Served Age 18-64
Old value (from parent
record)
New value (from rescore
form)
Patients Served Age 65 and Over
Old value (from parent
record)
New value (from rescore
form)
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Sites and NSCs
The following site(s) have been updated:
Site 1 Name Site 1 Address
Data Point
Current
Designation Value
Rescore Default
Value
Rescore User-Entered Value
Site Latitude (NOTE: this
only displays if USER
adjusted lat, not if site
regeocode results in new
lat)
[Old Value (parent
record)]
Unavailable
[New User-Entered Value
(from rescore form)]
Site Longitude (NOTE: this
only displays if USER
adjusted long, not if site
regeocode results in new
long)
[Old Value (parent
record)]
Unavailable
[New User-Entered Value
(from rescore form)]
[Discipline Type] NSC
[Old Value (parent
record)]
[New system
default] or N/A
[New User-Entered Value
(from rescore form)] or N/A
NOTE: if user
regeocoded site,
then there would be
new default values,
but if they just
directly modify the
NSC, there wouldn’t
be
[Discipline Type] NSC
Travel Time
[Old Value (parent
record)]
[New system
default] or N/A
NOTE: if user
regeocoded site,
then there would be
new default values,
but if they just
directly modify the
NSC, there wouldn’t
be
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[New User-Entered Value
(from rescore form)] or N/A
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Data Point
Current
Designation Value
Rescore Default
Value
Rescore User-Entered Value
[Discipline Type] NSC
Travel Distance
[Old Value (parent
record)]
[New system
default] or N/A
[New User-Entered Value
(from rescore form)] or N/A
NOTE: if user
regeocoded site,
then there would be
new default values,
but if they just
directly modify the
NSC, there wouldn’t
be
Site 2 Name Site 2 Address
Data Point
Current Designation
Value
Rescore Default
Value
Rescore User-Entered Value
Site Latitude (NOTE: this
only displays if USER
adjusted lat, not if site
regeocode results in new
lat)
[Old Value (parent
record)]
Unavailable
[New User-Entered Value
(from rescore form)]
Site Longitude (NOTE: this
only displays if USER
adjusted long, not if site
regeocode results in new
long)
[Old Value (parent
record)]
Unavailable
[New User-Entered Value
(from rescore form)]
[Discipline Type] NSC
[Old Value (parent
record)]
[New system
default] or N/A
[New User-Entered Value
(from rescore form)] or N/A
NOTE: if user
regeocoded site,
then there would be
new default values,
but if they just
directly modify the
PROPERTY OF HRSA |BHW
286
Bureau of Health Workforce
SDMS PCO Designation Management User Guide
Data Point
Current Designation
Value
Rescore Default
Value
Rescore User-Entered Value
NSC, there wouldn’t
be
[Discipline Type] NSC
Travel Time
[Old Value (parent
record)]
[New system
default] or N/A
[New User-Entered Value
(from rescore form)] or N/A
NOTE: if user
regeocoded site,
then there would be
new default values,
but if they just
directly modify the
NSC, there wouldn’t
be
[Discipline Type] NSC
Travel Distance
[Old Value (parent
record)]
[New system
default] or N/A
NOTE: if user
regeocoded site,
then there would be
new default values,
but if they just
directly modify the
NSC, there wouldn’t
be
PROPERTY OF HRSA |BHW
287
[New User-Entered Value
(from rescore form)] or N/A
| File Type | application/pdf |
| File Title | SDMS PCO Designation Management User Guide |
| Author | Publicis Sapient Government Services |
| File Modified | 2020-04-21 |
| File Created | 2020-03-24 |