CBISA TM The Role of the Reporter Use “enter” on your keyboard, or click your left mouse button to move through the screens after you are prompted with

CBISATM

The Role of the Reporter

Use “enter” on your keyboard, or click your left mouse button to move through the screens after you are prompted with the word “Next” in the bottom right hand corner

For any CBISATM questions, contact Customer Support: (419)-885-4593 or [email protected]

What is “Community Benefit” and why should

we Track & Report?

The information provided in this presentation does not constitute legal or tax advice. The material is provided for informational/educational purposes only.

What is Community Benefit?

Community benefit programs or activities provide treatment and/or promote health and healing as a response to identified community needs.

For a program to “count”:

1. It must address a documented community need, and

2. It must have at least one of these community benefit objectives:

a) Improve access to health care services

b) Enhance health of the community

c) Advance medical or health care knowledge

d) Relieve/reduce the burden of government/other community efforts

Source: A Guide for Planning & Reporting Community Benefit 2012 Edition

What is NOT Community Benefit

A program does not count as community benefit, if:

The program is primarily for marketing purposes

A n objective “prudent layperson” would question whether the program

truly benefits the community

The program or donation is unrelated to health or the hospital’s mission

The program represents a community benefit provided by another entity

or individual

The program benefits the organization more than the community

Access to the program is restricted to individuals affiliated with the

hospital

The activity represents a normal “cost of doing business” or is associated

with the current standard of care

Source: A Guide for Planning & Reporting Community Benefit 2012 Edition

Public Awareness: Effectively communicating your Community Benefit story to the community you serve

Tax Exemption Reasons: Demonstrating that your not-for-profit facility is investing health resource dollars back into the community

Sponsoring Reasons: Actively living out the mission statement of your groups and congregations

Management Reasons: Easily showing upper level managers or boards how your facility is meeting identified community needs and providing effective stewardship over the organization’s resources

Mandatory State Reporting Reasons: Most states require some type of Community Benefit reporting

Why should we track & report?

©Lyon Software, 2013

Accessing CBISATM and your user information

Why should we track & report?


Secure URL for your organization

Enter your assigned

User name and password

Editing Your User Account Information


From the main screen, hover your mouse over Options, then Org Defaults to access your

User information.

Editing Your User Account Information

Step 1: Highlight your user name

Step 2: Click once on “Edit” to open up the user information pop-up box

Step 3: Complete any missing contact information. Then enter a unique password. Re-enter the password to confirm it

Step 4: Click “Save” to save your changes


3

4

1

2

A Note about User Names and Passwords


Each User Name must be unique. User Names can contain up to 50 characters.

Allowable characters for User Names include: letters A through Z (capital or lower case), numbers 0 through 9, and the special characters period (.), dash (-) and underscore (_). User Names are not case-sensitive.

Passwords must be between 6 and 15 characters long. Each password must contain at least one letter (A through Z), at least one number (0 through 9), and may not contain “password” or the User Name. The special character underscore (_) is allowable in passwords, and may be used in place of a letter.

Passwords are case sensitive. If upper and/or lower case alpha characters are used in creating the password, it must be typed in exactly the same upon login.

In order to reset your own password, you must have a valid email address entered in your user account in Org Defaults (see slides 9 & 10).

Data Entry

What can Reporters enter?

and

How are data records entered and linked?

ProgramsA program is a service to benefit any sector of the community. For example:

Diabetes Education

Support Groups

Health/behavioral/hearing screenings

Residency Education

Enrollment Assistance (Medicaid, SCHIP) programs

Donating equipment and medical supplies

Mentoring programs

(1) What data can the Reporter enter?


Occurrences

(1) What data can the Reporter enter? (cont.)

An occurrence is a report of quantifiable statistics (e.g., costs, nominal fees, persons served) for a specific program/activity. The statistics often cover a period (“January’s Screenings”) or an event (“January screenings at the mall”) For example:

Program = Health Fair

Occurrence = Spring Health Fair (provides education/health screenings so people are served and expenses are incurred)

Program = Support Groups

Occurrence = March Grief Support meeting (a group meets so people are served and expenses are incurred)

Program = Health/behavioral/hearing screenings

Occurrence = Blood pressure screening at the local senior center (people are served, expenses incurred)


Narrative EntriesThe Narrative module is an electronic filing cabinet for collecting and retrieving your narratives and stories surrounding community benefit reporting. For example:

Record important contributions to the community by key facility personnel

Collect narrative stories on how employees have made a difference in the lives of the people they serve through community benefit activities

Tell the rest of the story about how your quantifiable programs are impacting the overall health of the community, improving the quality of life and saving lives

Keep track of volunteer hours and opportunities



Outcomes

Many facilities not only want to track the money spent on community programs, but also the impact the programs are having in the community. Because funding may be limited, it is often necessary to evaluate the effectiveness of any given program. The Outcomes module gives you the ability to list your goals, specific indicators, measurable results, and anecdotal results of specific quantifiable programs or helps you to evaluate broad-based programs/initiatives that may be outside the scope of the Community Benefit Report.



(2) How are Data Records added?

Programs


First, click “Add” to activate the General screen. Next, complete the

information choosing the correct Category, Target Population, and

Department from the drop-down lists.

(2) How are Data Records added? (continued)

Programs…additional information screens


To access each additional Program information screen, simply click on the sub-menu title to open

the page. Additional sub-menu screens are:

Objectives, Indicators, Setting/Format, Target Audience, and Healthy Communities.

Your Coordinator will let you know what information should be completed on each additional

Program information page.


Programs…publish the record


When your Program record is complete, “publish” your record to let the Coordinator know that it is

ready to be imported.


Occurrences


To add an Occurrence to an existing Program, highlight the program then click the Occurrence Link

Note : the Reporter can not edit any active data record. An active record is one that the Coordinator has added or imported into the Program.


Occurrences…entering the statistics1. Click on Add to

open a new Occurrence Record

2. Enter your statistical data (persons served, expenses & offsetting revenue)

3. “Save” your data record

4. “Publish” your Occurrence



Occurrences…Expense Detail


Additional Average (Standard) hours

groups may or may not be defined by your

Coordinator

Department Average hours correspond to Department chosen from dropdown list


Occurrences…Revenue Detail

The Revenue Detail will be different depending on the category attached to the Program record.


Category A, E, F, G

Category C

Category D

Category B

Occurrences…Notes and User Defined Codes


Note: User Name is captured on each created record. It is also an email link.

If User Defined Codes exist, check all that

apply


Type in pertinent information in the free form “Notes” text box

You can attach 1 file to each record. Click “attach a file,” browse to find the right file, and then click, “Open.”

Narratives



Choose the Narratives module by clicking on the module tab

Click on “Add” to activate a new Narratives general entry screen

Narratives



Click on “Subjects” to open the Subjects page

Check all boxes that apply

Narratives



Click on “Narrative” to open the Narrative page

Type in your narrative or story

Save the narrative

Publish the record

Outcomes



Free form text boxes, enter in as much data

as necessary

Choose the Outcomes module by clicking on the module tab

Click on “Add” to activate a new Outcome data entry screen

Complete each applicable field

Save the Outcome, publish the record

Narratives and Outcomes

(3) How are Data Records linked?

Narratives and Outcomes added by a reporter may be “linked” to a Program record. To link your Pending Narrative (or Outcome) to a Program, hover your mouse over the More button and click “Manage Relationships.” The Overview tab will show how many Programs have already been linked to the Narrative/Outcome you selected. Click to the Detail tab.


Narratives and Outcomes

(3) How are Data Records linked? (continued)


Select the Program in the “available” box (left side) and move the “linked” box (right side) by using the arrow or by double-clicking. Click “Save”.

Reporter Can:

Review: Reporter – Can vs. Cannot

Edit their own user information, including their password

Enter Pending Program (if granted permission), Occurrence, Narrative, and Outcome data records

Edit/Delete pending records that they have created

Copy Occurrence records (any in the browse box) and Outcomes that they have created, and “read only” Occurrences created by other users

Have “read only” access to active Occurrence, Narrative, and Outcome data records that they have created, and all Programs

Link their pending Narratives and Outcomes to Programs

Preview or Print 3 reports

Reporter Cannot: Edit/Delete active data records (those records already imported or added by the

Coordinator)

Access Defaults or Financial Services

Change their user permission level or what reporting unit they belong to


Changing Records from Pending to Active

A Job for the Coordinator

How does the Coordinator import pending records?

Step 1: Hover your mouse over More and click “Show Filters.”

Step 2: Choose filter option #4 to view all pending Programs or Programs with pending Occurrences


How does the Coordinator import pending records?(continued)

If a Program or Occurrence is in the “pending” status, an Import button will show on the Control Panel.

Click on Import to

change the status of data entry records

from “pending” to “active”.



Note: If you highlight a Program and no “import button”, appears, it means that a pending

occurrence has been added to an “active” Program (a Program that already exists)



If the Reporter has not published a record, you will see a warning.

Click “Yes” to import the unpublished record.


You can even import Programs and their corresponding Occurrences at the same time!

Or, just import the Program!

Yes, it is that easy!



Lyon Software…striving to make social accountability reporting a streamlined process…

Documents

CBISA TM The Role of the Reporter Use “enter” on your keyboard, or click your left mouse button to move through the screens after you are prompted with