FREQUENTLY ASKED QUESTIONS
GENERAL QUESTIONS
Q. When I log in, my screen goes back to the HCRA Homepage. What do I do?
A. After you log in, a new window will automatically pop-up which will allow you to file electronically. If you do not see the new window, you probably have a pop-up blocker on your computer that returns you to the HCRA 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. There is no fee for filing electronically.
Q. Is electronic filing mandatory for General Hospitals?
A. Electronic filing is mandatory for General Hospitals who file monthly reports beginning with reporting period April 1, 2005.
Q. Is electronic filing mandatory for Residential Health Care Facilities?
A. No, electronic filing is not required at this time. It may be required in the future.
PASSWORD/USER ID QUESTIONS
Q. What must I do to qualify to file Cash Receipts Assessment reports electronically?
A. Geneal Hospital and Residential Health Care Facilities may apply for an electronic filing User ID and Password from the Office of Pool Administration.
Upon approval by the Office of Pool Administration, you will receive a User ID and Password to allow you to file Cash Receipts Assessment reports electronically via this web site. If you have questions regarding the electronic filing application process, Contact the Office of Pool Administration .
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 mail 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/doh4412.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 should be the same person who signs the certification form of the report.
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 Electronic Filing User ID Application 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, the original form should be submitted within three business days after your fax. 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 within a few days after 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 shortly after.
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. 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 the "Cash Receipts Assessment" button, which is located on the left hand side of the screen. Next, click on the "Cash Receipts Assessment Electronic Report", which is also located on the left hand side of the screen. 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 Cash Receipts Assessment 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. No, this is not an option at this time.
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. What if I have a prior period adjustment?
A. Report this adjustment on the "Adjustments" section of the non-assessable page or the assessable page, whichever is applicable. If the adjustment is a non-assessable adjustment only, the total will automatically be carried forward to line 5 of the assessable page.
Q. What if my current month assessment on line 8, or the amount due on line 10, results in a negative amount due?
A. If the calculated amount due is negative, there will be a zero amount due on line 10 and the credit amount due will be shown on Excess for Future Remittances on line 11. You will need to carry this amount forward on your next submission on the Other Adjustments on line 9. If you have adjustments that involve several months in a prior period, you will be asked to complete a table describing the adjustments which will need to be segregated by report month. The table will calculate the amount of the adjustment multiplied by the applicable rate.
Q. I have several items to report for "Other Cash Receipts" on the assessable page and "Other" on the non-assessable page that are consistent from month to month. Do I have to enter these items every month?
A. No, after your first electronic submission where "Other Cash Receipts "or"Other" items have been listed, a Prepopulate button will appear and your previous months items will automatically be displayed. You can still add additional items or delete items not applicable.
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 report 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. No, 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 am a General Hospital and 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 the April 2005 report month, or before the end date of the reporting period.
Q. I am a Residential Health Care Facility and 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 the April 2002 report month, 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 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 "Adjustments" section on a future report month.
(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 report due date. Do I have to send both the payment and the signed Certification Form right away?
A. The signed Certification Form and the associated payment are due to the Office of Pool Administration by the due date of the report. However, you can submit the Certification Form and payment at any time prior to the due date. The report will be in a "pending" status until we receive both the signed Certification Form and any associated payment. The signed Certification Form and payment must be received (postmarked) by the due date for the report in order to avoid notification of delinquency and possible penalty and interest charges.
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 considered late and the New York State Department of Health may impose 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 Office of Pool Administration 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. No, this is not an option at this time.
Q. Can I send separate checks as payment for the entire report?
A. We expect one check for the full amount owed for each Confirmation Number. We will accept separate checks where the sum equals the total payment due.
For more information about the New York Health Care Reform Act and/or the Public Goods Pool, visit http://www.health.state.ny.us/nysdoh/hcra/hcrahome.htm