General questions:

Q.  When I log in, my screen goes back to the Office of Pool Administration's (OPA) homepage.  What do I do?

A.  After you log in, a new window will automatically pop-up that will allow you to file electronically.  If you do not see the new window, you may have a pop-up blocker on your computer that returns you to OPA's homepage.  You will need to temporarily disable the pop-up blocker feature in order to file electronically.

Q.  Is there a fee for filing electronically?

A.  No.

Q.  Who qualifies to file the Report electronically?

A. A Responsible Person (i.e., Partner-in-charge, and/or duly authorized individual) of an independent accounting firm.  The Responsible Person can certify and submit the Report electronically for their client hospital.

Q.  Is electronic filing of the Report mandatory?

A. No, it is voluntary.

User ID and Password questions:

Q. Can the hospital complete the necessary forms to receive a confidential User ID and Password so that they can electronically file the Report?

A.  No.  Only a licensed/certified independent public accountant can submit the Report for their client hospital.

Q.  How can a Responsible Person receive a confidential User ID and Password to access the web-based application?

A.  A Responsible Person can complete an Attachment 2.12 form.  The form can be downloaded from www.health.state.ny.us/nysdoh/hcra/efilebdcc.htm.

Note, User IDs and Passwords for Responsible Persons must be renewed annually by filing new 2.12 forms with OPA.

Q. Can a Responsible Person designate another person (i.e. Coordinator) to data enter the Report information into the application?

A. Yes.  A Responsible Person who has filed an Attachment 2.12 form with OPA can designate up to 2 Coordinators by submitting separate Attachment 2.12b forms for each Coordinator.  Note, User IDs and Passwords for Coordinators must also be renewed annually by filing new 2.12b forms with OPA.

Q.  What should I do if either the Responsible Person or Coordinator(s) leaves the firm?

A.  For the Responsible Person, complete another 2.12 form.  For a Coordinator, complete another 2.12b form if you want to add another person.  On the forms themselves, you would check the box at the top, "Revision To Existing Account" and fill in the question, "If Changing A Previously Designated Responsible Person (Coordinator), Print His/Her Name."  OPA, upon receipt of these forms, will revoke the previously issued User IDs and Passwords and issue new ones to the newly designated Responsible Person or Coordinator.

Q. I want to submit completed Attachments 2.12 and 2.12b forms.  What address should I send them to?

A.  As indicated on the form and in its instructions, mail to:

Q.  Can I fax completed Attachment 2.12 and/or 2.12b forms to get a User ID and Password?

A. No.  OPA must receive original documents.

Q. Can I attach a scanned pdf 2.12 and/or 2.12b to an email and submit it to OPA to get a User ID and Password?

A.  No.  OPA must receive original documents.

Q. What should I do if any of my client hospitals change independent accounting firms for purposes of preparing the Report?

A. Nothing.  The responsibility for selecting an independent public accountant to prepare the Report belongs to the hospitals.

Q.  I am not the Responsible Person listed on Attachment 2.12.  I am the Coordinator who will be entering data into the application.  Can I use the Responsible Person's User ID and Password to gain access?

A. No. The User ID and Password are confidential and may not be shared with anyone, as stipulated in the signed Attachment 2.12b form. 

Q. How long does it take to process the Attachment 2.12 and Attachment 2.12b forms?

A. Generally, the User IDs and Passwords are created on the same day as receipt of the forms at OPA.  The User IDs and Passwords are sent via United States Postal Service within a few days of creation to either the Responsible Person (2.12) or Coordinator (2.12b).

Q.  What happens if I forget my User Id, Password or Access Word?

A.  Contact the Office of Pool Administration at: http://www.hcrapools.org/contactus.cfm to request a copy of your User ID, Password or Access Word.  For security reasons, the User ID, Password and Access Word will be sent by United States Postal Service to either the Responsible Person or Coordinator who originally filed a completed Attachment 2.12 and/or 2.12b form.

Reporting questions:

Q.  I am an approved Coordinator with a User ID and Password issued by OPA.  How do I begin accessing and entering data into the application?

A.  To access the web-based application go to www.hcrapools.org and click on the BDCC Accountant's Report e-filing button on the left side of OPA's homepage.  A User Manual has been prepared that will explain the various menu screens and how to navigate through them.  You can download the User Manual at www.health.state.ny.us/nysdoh/hcra/efilebdcc.htm.

Q.  Can I save my Report in a pending area until I have completed my review of the hard copy print out prior to the Responsible Person certifying and submitting it?

A. Yes. You must answer all questions on the Information Screen menu and select the "Submit" command button located at the bottom of this menu to save the Report in a pending area.  The Report can be retrieved, edited, printed and certified at a later time.

Q. When I submit a Report, will I be able to get a "soft" copy of the Report?

A. Yes.  A confirmation email will be sent with a copy of the certified Report to the Responsible Person's email address provided on the Attachment 2.12 form.

Q.  Can I submit the Report electronically at any time or is there a specific timeframe when system access allows Reports to be accepted?

A. You can submit the Report at any time.  The system is available 24 hours a day, seven days a week.  The system is backed-up daily and when this occurs the system will suspend (there will be no response), for a short period, until the backup is complete.

Q.  What should I do if, while working on a Report, I discover several errors and decide to start a Report over?

A.  You can click the "Reset" command button at the bottom of the Information Screen menu to clear all the information entered and start over.   After entering new data, select the "Submit" command button at the bottom of the Information Screen menu to save the revised Report in a pending area.

Q. I have a confirmation email that indicates successful transmission of a Report.  I discovered an error and attempted to log back in to change the submitted Report but access to this Report was denied.  How can I correct this previously submitted Report?

A. Select the option, "REPLY WITH HISTORY" from your confirmation email and type in your written email request to delete the previously submitted Report.  Send your request to webpools@hcrapools.org.  After OPA receives your email request, they will delete the Report, inform you, the Department of Health and the affected Hospital of the deletion.

Q.  I just filed my client hospital's Report electronically.  Can I file their Report for prior years electronically, or just the current Report?

A. As a Responsible Person of an independent accounting firm, you can file Reports for fiscal year 2004 going forward.

User specific:

Q.  I am a Coordinator with a valid User ID and Password.  How do I certify and submit a Report?

A. Only a Responsible Person can complete the electronic filing of the Report.  The Responsible Person must certify and submit the Report in order for the electronic filing to be complete.  Indication of a successful transmission is noted through a confirmation email sent to the Responsible Person's email address.

Q.  As a Responsible Person of an independent accounting firm, can I use the web-based application to submit multiple Reports for all my NY client hospitals? 

A. Yes, the application has the capacity to accept multiple Reports from valid users of the software.

Q.  Do I need a separate User ID and Password for each facility?

A.  No, a separate User ID and Password is not required for each unique provider Operating Certificate Number.

Q. If I am working on an Information Screen for a particular client hospital, and I click on the "Cancel" command button, will it delete all the client hospital Reports I have stored in the applications pending area?

A. No.  Reports saved to the pending area will still be accessible for your review.   Clicking the "Cancel" command button will log you out of the application and data entered after your last save will be lost (i.e. report working on at time of cancel).

Q. I am an independent public accountant.  Can I submit some of my client hospital's Reports electronically and others on paper?

A. Yes, electronic filing is voluntary. 

Miscellaneous:

Q.  If, as a duly authorized individual, I choose not to file Reports electronically, where can I get a copy of the annual notification letter, CFO certification and sample Report?

A.  A copy of a sample Report including preparation instructions, CFO certification and the annual notification letter to hospitals is available on the New York State's Department of Health homepage at http://www.health.state.ny.us/nysdoh/hcra/hcrahome.htm.