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Online Reporting
Welcome to the reporting
section. All hospitals that receive tobacco grants for
pulmonary rehabilitation or uninsured pregnant women
and children programs are required to submit quarterly
or semi-annual reporting data within five working
days of the end of the quarter.
.ACCESS REPORTING
INSTRUCTIONS AND REPORTING FORMS
Frequently Asked Questions
About Reporting
General Questions
Q: For what period should I include
patient data?
A: Report data for the prior three calendar months
of activity.
Data must be reported within five working days of the end
of the quarter.
Q: If I have NO activity to report
or all funds are spent, do I still need to complete and submit
a form?
A: Yes. You need to complete the form with
zeros in all fields. The exception might be if you have administrative
expenses to report.
Q: Am I reporting statistics on the
total program or just those patients/services which benefit
directly from the funds awarded through the Foundation of
Healthy Communities grant?
A: You report only on those patients and
services which meet the criteria for funding by foundation.
Demographic Information
Q: What does “unduplicated” mean
when reporting number of people?
A: “Unduplicated” means you report
a patient served only once, even though he or she receives
multiple services in more than one quarter. For example, pulmonary
patients or pregnant women may return for service in different
quarters, but you report them only once the first quarter
they are served, and you capture their services each quarter
at the bottom of the form.
Q: What if I encounter privacy concerns
when trying to collect “ethnicity” and income information?
A: Explain that the delivery of services
is contingent on obtaining the information required by the
state of Ohio. If people are reluctant to provide income,
offer some income ranges of “above this?” or “below that?”
Then make an estimate about where they fall in the poverty
level.
Q: How do I determine which of the
five Poverty Level ranges the patient receiving services falls
into? (pulmonary only)
A: Once you obtain the patient’s total household income
(or an estimate), use the “Poverty Level
Income” table (source: Federal Registry 2004) posted
on the Web site to determine which of the five ranges coincides
with the household income of the client receiving services.
Then complete the appropriate range field with a number, NOT
the income amount, representing each patient who falls in that
range. Make sure the numbers per range add up to the total number
of people served that quarter.
Poverty
Level Guidelines
Use the table below to determine
in which poverty level range the total household income
fits.
2005
Poverty Level Annual Household Income Guidelines
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| Family
Size |
100% |
150% |
200% |
250% |
| 1 |
$9,570 |
$14,355 |
$19,140 |
$23,925 |
| 2 |
$12,830 |
$19,245 |
$25,660 |
$32,075 |
| 3 |
$16,090 |
$24,135 |
$32,180 |
$40,225 |
| 4 |
$19,350 |
$29,025 |
$38,700 |
$48,375 |
| 5 |
$22,610 |
$33,915 |
$45,220 |
$56,525 |
| 6 |
$25,870 |
$38,805 |
$51,740 |
$64,675 |
| 7 |
$29,130 |
$43,695 |
$58,260 |
$72,825 |
| 8 |
$32,390 |
$48,585 |
$64,780 |
$80,975 |
Source: Federal Register, 02/13/04
Health Care Services
Q:
Does “ Numbers Served” refer to people or services provided?
A:
You report the number of times that specific service was delivered
during the reporting period.
Q:
How do you calculate the amount spent per service?
A:
Keep in mind the amount of your total grant and how you plan
to spread the spending over the duration of the grant period.
You might map a spending plan for all reporting periods by
estimating expected patient traffic and by determining a reasonable
cost per service which you can use as consistently as possible
throughout the year. The outcome you are striving for is how
to spend the total grant by the spending deadline OR BEFORE.
Q:
What’s included in “administrative costs?”
A:
Administrative expenses must NOT exceed the percentage limit
provided in your grant agreement. Traditionally, these expenses
relate to equipment, materials and supplies and implementation
tools and aids which are purchased up-front to assist with
service delivery throughout the grant period. You may also
need to incorporate some administrative expenses into the
average cost of each service if you have something needed
to deliver that service specifically.
Q:
I’m having technical difficulties with submitting the
form. What do I do?
A: Call the Foundation for assistance at 614.221.7614. Ask
for Mary Yost.
Retain a hard copy of the reporting
form for your records. Print the page before selecting
"submit."
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