FREQUENTLY ASKED QUESTIONS
GENERAL QUESTIONS
Q. When I click on the link to enter an electronic report, my screen goes back to the Homepage. What do I do?
A. A new window will pop-up when you access the electronic reporting application. If you do not see the new window, you probably have a pop-up blocker on your computer that returns you to the Homepage. To access electronic reporting and all other secure areas of our website, you will need to disable your pop-up blocker.
Q. Is there a fee for filing electronically?
A. There is no fee for filing electronically.
Q. What must I do to qualify to file Public Goods Pool reports electronically?
A. HCRA designated providers and electing Payors and TPA's may apply for an electronic filing User ID and Password by contacting the Pool Department directly at contacting the Pool Department directly.
Upon approval by the Office of Pool Administration, you will receive a User ID and Password to allow you to file Public Goods Pool reports electronically via this web site. If you have questions regarding the electronic filing application process, contact the Pool Department directly at contact the Pool Department.
Q. Is electronic filing mandatory for Payors and Third Party Administrators (TPA's)?
A. Electronic filing is mandatory for Payors who file monthly reports and for all TPA's beginning with reporting period July 1, 2004.
Note: Payors with elections effective on or after January 1, 2004 will be required to file electronically after one year of pool reporting experience.
Q. Is electronic filing mandatory for Providers?
A. Electronic filing is mandatory for Providers beginning with reporting period January 1, 2005.
Q. Is electronic certification mandatory?
A. Electronic certification is mandatory for all payors, TPA's and providers as of July 1, 2012.
Q. What do I do if I am the person who submits the report, but I do not have the authority to electronically certify the report?
A. On the "Payment and Reconciliation Summary" screen, you can select the "Save & Exit" button. This will save the report and allow an authorized user to later electronically certify and complete the report.
Password/User ID Questions
Q. How can I receive a User ID and Password to access the Electronic Filing Application?
A. Complete the Electronic Filing User ID Application and send it to the Office of Pool Administration at the address indicated on the form. The Electronic Filing User ID Application can be obtained through the New York Department of Health website at: http://www.hcrapools.org/forms/doh4264.pdf, or you may contact the Office of Pool Administration directly at: http://www.hcrapools.org/contactus.cfm.
Q. Who from our company should sign the Electronic Filing User ID Application?
A. The person who signs the Electronic Filing User ID Application should be someone who is fiscally responsible for the report. (i.e. CFO, CEO, Director etc.) This is the same person who would sign if the report were submitted on paper and mailed to us.
Q. What should I do if the person who signed the Electronic Filing User ID Application leaves the company?
A. Please submit another Electronic Filing User ID Application with the signature of the person who will now be fiscally responsible for the report. Please note the effective date of the change on the new Electronic Filing User ID Application. We will invalidate the old User ID and issue a new one.
Q. My supervisor is the one who currently authorizes the monthly reports. However, I am the one who completes them. Who should be listed on the Electronic Filing User ID Application?
A. Your supervisor should fill out and sign the Electronic Filing User ID Application. The supervisor is responsible for the security of the User ID and Password. Once the User ID and Password are received, the supervisor can give it to anyone he/she feels should have it.
Q. Can I fax the Electronic Filing User ID Application?
A. We can accept a fax of the Electronic Filing User ID Application to begin the process. However, if the Electronic Filing User ID Application containing the original signature is not received within seven (7) days of the fax, the User ID and Password will be revoked. Please note that for security reasons, we must mail you the User ID and Password; we will not supply this information over the phone.
Q. How long does it take to process the Electronic Filing User ID Application?
A. Generally, the User ID and Password are created the same day the Electronic Filing User ID Application is received at the Office of Pool Administration. You will then receive the User ID and Password via regular mail within a few days.
Q. What happens if I forget my Password?
A. Contact the Office of Pool Administration at: http://www.hcrapools.org/contactus.cfm to request a copy of your User ID and Password. For security reasons, the User ID and Password must be sent via regular mail to the contact person who originally requested them.
Q. What happens if I forget my Password and it is the last day to file?
A. Contact the Office of Pool Administration at: http://www.hcrapools.org/contactus.cfm. A Pools Representative will verify that the User is a valid Web filer), and will issue a Password that is good for one day only. In addition, a copy of your User ID and Password will be sent via regular mail to the contact person who originally requested them.
Reporting Questions
Q. To whom should checks be made payable?
A. Make checks payable to the "Public Goods Pool".
Q. I have my User ID and Password. How do I submit my reports on the Internet? Are the forms online or do I need a file? Basically, how do I use this function?
A. To get to the on-line application on the Internet, go to http://www.hcrapools.org/ to get to the Home Page. From the home page, click on "HCRA Electronic Reporting". (This link can be found both on the left hand side of the screen, and underlined in the text of the Home Page).
The Login Screen will appear. Enter your User ID in the field labeled "User ID" and enter your Password in the field labeled "Password". The system will prompt you for the rest of your HCRA report.
Q. What name should be entered on the Submitter Screen? Is it the person who signs the Certification Form or the person who actually enters the report?
A. The Submitter's name should be the person entering the report on-line. This is the person whom we would contact if we have a question with the submission. It does not have to be the same person who signs the Certification Form.
Q. Can I begin entering my report, and then save it until later to finish?
A. The Save and Exit option is available for TPAs and Payors only. At this time, this option is not available to Providers.
Payors and TPAs may save the data entered for up to 30 days by clicking on the Save and Exit button which is located on several different screens within the report. 30 days after the original entry date, the report will be deleted and the information will have to be resubmitted.
To return to the saved report, you will login and enter your Password. At that point, you will be asked whether you would like to complete a previous report or submit a new report. Choose "complete a previous report" to return to the saved information. If you choose "submit a new report" all previously entered data will be erased and you will be required to complete the full report.
If there is inactivity for 60 minutes, the system will disconnect you and you will lose what you have entered. Inactivity means you are not entering any information (for example, leaving your PC to go to lunch). It does not mean you have to finish entering the report in 60 minutes.
Q. How do I enter a negative number? Do I use parenthesis, the dash, or CR (for credit)?
A. Please use a dash preceding the number. (i.e. -12345)
Q. When we submit a report on the Web, will I be able to get a "soft" copy (i.e., Excel file) of the report?
A. No. The only copy you will get is a hardcopy printout of the report. There is an option on the confirmation page that will allow you to print all reports, or individual pages can be printed as you complete them.
Q. Can I fill out the HCRA reports on-line, then create a "soft-copy" (i.e., Excel file) to send to another person who reviews the report, then once reviewed, submit the report to you?
A. At this time it is not possible to save a report and send it to another person.
Q. Can I submit my report electronically at any time, or is there a specific window for when they are accepted?
A. You can submit the report at any time. The system is available 24 hours a day, seven days a week
NOTE: Our system is backed-up daily at approximately 10:00 pm EST. This takes only a short time. However, when this occurs, the system will suspend (there will be no response) until the backup has completed.
Q. I just filed my report electronically. Can I file any "old" report electronically, or just the current report?
A. You can file any report electronically, as long as it is not before your election effective date in the Pool, or before the end date of the reporting period.
Q. What should I do if I make a mistake on a report?
A. If you notice a calculation error before you have moved on to the next report, there are two options:
(1) You can correct the mistake by using the Back button (after clicking on the Calculate button). Then simply type the correct information over the incorrect entry.
(2) You can click on the Reset to Zero button to change all the information entered on that page to zero and then type the correct information.
If you do not discover your mistake until after you have moved on to the next report, then continue with the submission until you reach the Payment and Reconciliation Summary Screen. This screen will list all the reports that you entered. You can click on any of the reports listed, and the application will bring you back to that report. You may then edit the report.
Q. I submitted my HCRA report, but a warning was generated stating that I forgot to enter a prior pool year. What should I do?
A. Complete the current report that you are entering. You will receive a Confirmation Number and Certification Form for that submission. Then sign on again using your User ID and Password to enter the prior pool year information. You will receive a Confirmation Number and Certification Form for this submission. The total payment due should equal the total of the amounts indicated on both Confirmation Number pages. Please send in both signed Certification Forms along with your payment.
Q. I have a Confirmation Number and e-mail Certification that I have submitted a report successfully. What can I do if I notice an error now?
A. You have two options:
(1) You may make your correction through the "Prior Period Adjustment" section on a future report month for that pool year.
(2) You may send us a request to delete the Confirmation Number. When the Confirmation Number is deleted, you will then need to enter and submit the correct report.
Send your request to delete the Confirmation Number by email at: webpools@hcrapools.org,
You will receive an email from us to advise you that your Confirmation Number has been deleted per your request.
Payment Questions
Q. I like to submit my report before the due date. Do I have to submit my electronic certification and payment right away?
A. Both the electronic certification and associated payment for the report must be received by the Office of Pool Administration (OPA) by the due date of the report to avoid any late penalty and interest charges. Although the report can be submitted without the electronic certification, the report will be held in a "pending" status and will not be considered "received" until both the electronic certification and any associated payment are received by OPA.
Q. What happens if the report is sent in before the due date and the payment is sent after the due date?
A. The report is not considered complete until the Certification Form with the Confirmation Number and payment are received at the Office of Pool Administration. Example: The May report is electronically submitted on June 16th, but the payment is not received until July 12th. The submission is considered complete on July 12th, the day the payment is received. This report is late and is liable for penalty and interest charges.
Q. If I submit the report on the web and send the check under separate cover, how will the items be matched together?
A. The payment should include the Confirmation Number and signed Certification Form created from the electronic submission of the report. An email is automatically sent to the Pool Department when a submission occurs, which alerts us that a payment is forthcoming. We match all electronically submitted reports to the Confirmation Number, Certification Forms and checks we receive.
Q. Can I submit via Electronic Fund Transfers (EFT)?
A. Yes, we can accept EFT through either an ACH (Automated Clearing House) or Federal Wire. To get a copy to the wire transmittal form, go to https://www.hcrapools.org/wire_transfer/hcra_wire_transfer.pdf.
Q. If I choose the direct debit payment option, is there a timeframe within which I must complete the report in order to start the direct debit process?
A. Yes, Any report using direct debit payment option must be completed prior to midnight ET to begin the direct debit process the next business day.
Q: What if I choose the direct debit payment option and later realize I need to make a change to an alternate payment option or need to have the entire report submission deleted?
A: If you complete your report using the direct debit payment option and later decide to change to an alternate payment option or need to have your entire report submission deleted, you must notify the Office of Pool Administration at webpools@hcrapools.org no later than 8:00 am ET on the next business day. Otherwise, the direct debit will be processed.
Q. If I send in my report electronically, do I have to submit my payment electronically?
A. No, payment can be made by either check or wire. If paying by check, please include the Confirmation Number.
Q. Can I send separate checks/wires as payment for the entire report?
A. We expect one check OR one wire for the full amount owed for each Confirmation Number. We will accept separate checks/wires where the sum equals the total payment due.
TPA/PAYOR SPECIFIC
Q. I am a Third Party Administrator (TPA) for 62 Payors. Can I use the Web application to submit for all my clients?
A. Yes, the Web application can handle any number of clients. However, with that many clients, you may be interested in the Web File Transfer option. The Web File Transfer option accepts a file containing all your reports in an established format over the web. We will edit the file and return the results to the web. The results will include the total amount due and a list of any errors that we found with the file.
Q. Our company submits reports for several lines of business. We submit on behalf of our own employees, on behalf of our ASO customers, and for our insured customers. Do I need to submit a separate Electronic Filing User ID Application for each company?
A. We require an Electronic Filing User ID Application for each unique Federal Identification Number that will file a report. If you use the same Federal Identification Number as an individual Payor and as a TPA, we will issue two User ID/Passwords from a single Electronic Filing User ID Application.
Q. If I am on the Patient Services or Covered Lives Screens, and I click on the Cancel button, will it cancel the entire report?
A. No, it will cancel just the report that you are currently working on.
Q. I am a TPA. Can I submit for some of my clients electronically and some manually on paper?
A. Electronic filing became mandatory for TPA's as of July 1, 2004. Paper reports will not be accepted after that date.
Q. I'm a TPA, and sometimes my clients don't send us timely checks. Can I submit multiple reports for a given month?
A. Yes. Each submitted report must have a corresponding payment tied to the confirmation number.
Q. I'm a TPA. What should I do if some of my clients give me their check late? Can I submit all my reports and then send in the checks as they come in?
A. In this situation, you would want to submit only the reports for the clients that you have payments for. Then send in the check(s) corresponding to that report Confirmation Number. The other clients can be submitted on subsequent reports. Either way, the total for the Confirmation Number must equal the total payment received. Reporting is not considered complete (received) until both the reports and total payment have been received.
Q. When reviewing the Web screens, I noticed that there are two screens for patient services and covered lives. Why?
A. The first screen is for data entry. When done, press the Calculate button. The system will calculate the total amount owed and display these amounts on the second screen. You can view/verify that the numbers are correct. If they are not, you can press the Back button to return to the first screen to re-enter any numbers. If they are correct, press the Submit button to continue with the process.
Q. I'm a TPA and every month I use the Pre-populate button to generate my client list. What will happen when I need to enter the annual report? Will the pre-populate button generate a list of my monthly clients?
A. No, the Pre-populate button uses two separate lists. If you are entering a monthly report, it uses a list of your monthly clients. If you are entering an annual report, it uses a list of your annual clients.
PROVIDER SPECIFIC
Q. Is electronic filing mandatory for Providers?
A. Electronic filing is mandatory for Providers beginning with reporting period January 1, 2005.
Q. I process the reporting for more than one provider facility. Do I need a separate User ID and Password for each facility?
A. A separate User ID and Password is required for each unique Provider Operating Certificate Number.
Q. Can I begin entering my report and then save it until later to finish?
A. At this time a save option is not available for Provider reports.
Q. (Hospitals) We received an error saying that the co-pay amount for the Inpatient report was in error. We include the co-pay in line 5. What is causing this error?
A. You may have entered incorrect amounts, or entered amounts on the incorrect report line. Line 13 (Total Assessable Revenue including surcharges) plus Line 17 (Co-Pay or Deductible Patient Payments) must equal line 7D (Total Assessable Revenue Received from Non-Direct Pay Payors, including surcharges) on the Inpatient portion of the report.
Also, on the Outpatient portion of the report, line 13 (Total Assessable Revenue including surcharges) plus Line 19 (Co-Pay or Deductible Patient Payments) must be equal to Line 7D (Total Assessable Revenue Received from Non-Direct Pay Payors, including surcharges).
If you have questions regarding what to include on specific report lines, click on the link from the New York State Department of Health website at: http://www.health.ny.gov/regulations/hcra/
Q. (Diagnostic and Treatment Centers and Ambulatory Surgicenters) We received an error saying that the report did not pass the validation test. What does this mean?
A. You have either entered an incorrect amount, or entered amounts on the incorrect report line. If you have questions regarding what to include on specific report lines, click on the link from the New York State Department of Health website at: http://www.health.ny.gov/regulations/hcra/
Q. What should I do if I make a mistake on a report?
A. If you notice a calculation error before you have moved on to the next report, there are two options:
(1) You can correct the mistake by using the Go to Page 1, Go to Page 2, or the Back buttons. When you have reached the page where the error occurs, simply type the correct information over the incorrect entry.
(2) You can click on the Reset to Zero button to change all the information entered on that page to zero and then type the correct information.
If you do not discover your mistake until after you have moved on to the next report, then continue with the submission until you reach the Payment and Reconciliation Summary Screen. This screen will list all the reports that you entered. You can click on any of the reports listed, and the application will bring you back to that report. You may then edit the report.
Q. If I am on a Calculation Screen and I click on the Cancel button, will it cancel the entire report?
A. No, it will cancel just the report that you are currently working on.
Q. If I am a new electing Payor or an annual Payor and do not wish to file electronically, where can I get the Public Goods Pool reporting forms that must be used to report surcharge liabilities as required?
A. Public Goods Pool electing Payor reporting forms are available at http://www.health.ny.gov/regulations/hcra/forms.htm.
If you are unsure whether or not your organization has elected to participate in the Public Goods Pool, you should visit http://www.health.ny.gov/regulations/hcra/elector/about.htm to review the list of electing Payors.
For more information about the New York Health Care Reform Act and/or the Public Goods Pool, visit http://www.health.ny.gov/regulations/hcra/