Frequently Asked Questions About Reporting

Q: For what period should I include patient data?
A: Report data for the prior three or six 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 applicable fields.

Q: Am I reporting statistics on the total program, or just those patients/services which benefit directly from the funds awarded through the Foundation for Healthy Communities grant?
A: You report only on those patients and services which meet the criteria for funding by the foundation.

Q: Does "numbers served" refer to people or services provided?
A: Report the number of times that specific service was delivered during the reporting period.

Q: What does "unduplicated" mean when reporting number of patients?
A: Unduplicated means a patient served only once, even though he or she receives multiple services in more than one quarter. For example, patients may return for service in different quarters, but you report them only once the first quarter they are served in a new grant period.  Grant periods run from July 1 through June 30. 

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 and that no names or other identifying personal information are shared. If patients are reluctant to provide income, offer some ranges and 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?
A: Once you receive the patient's total household income (or an estimate), use the Poverty Level Income table below to determine which of the five ranges coincides with the household income of the patient receiving services.

Q: How do I calculate the amount spent per service?
A: Medical services provided cannot exceed current Medicaid rates.

Q: What is included in "administrative" costs?
A: Administrative expenses include operational expenses directly related to supporting the programs provided under the grant, but do not include general overhead.

Q: I made a mistake on my report!  What do I do?
A: If you have already submitted your report online and notice a mistake, you can do one of three things:

1. Resubmit a report with the word "REVISED" following your name in the "submitted by" field. Then e-mail Stacey Conrad to notify us of the revision.
2. Print a copy of your submitted report, correct the report by hand and fax the revised report to Stacey Conrad at 614.358.2740.  Then e-mail Stacey  to notify us of the revision.
3. Contact Stacey Conrad directly at 614.221.7614 if changes are minimal and we can correct the report for you.

Q: I'm having technical difficulties with submitting the report. What do I do?
A: Contact Stacey Conrad, staceyc@ohanet.org or 614.221.7614 for assistance.

Poverty Level Guidelines
Use the table below to determine in which poverty level range the total household income fits.

Source: US Department of Health & Human Services, 11/24/08