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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
Why should we track & report?
©Lyon Software, 2013
Secure URL for your organization
Enter your assigned
User name and password
Editing Your User Account Information
©Lyon Software, 2013
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
©Lyon Software, 2013
3
4
1
2
A Note about User Names and Passwords
©Lyon Software, 2013
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).
Occurrences
(1) What data can the Reporter enter?
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)
©Lyon Software, 2013
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
(1) What data can the Reporter enter? (cont.)
©Lyon Software, 2013
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.
(1) What data can the Reporter enter? (cont.)
©Lyon Software, 2013
(2) How are Data Records added?
Occurrences
©Lyon Software, 2013
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.
(2) How are Data Records added? (continued)
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
©Lyon Software, 2013
(2) How are Data Records added? (continued)
Occurrences…Expense Detail
©Lyon Software, 2013
Additional Average (Standard) hours
groups may or may not be defined by your
Coordinator
Department Average hours correspond to Department chosen from dropdown list
(2) How are Data Records added? (continued)
Occurrences…Revenue Detail
The Revenue Detail will be different depending on the category attached to the Program record.
©Lyon Software, 2013
Category A, E, F, G
Category C
Category D
Category B
Occurrences…Notes and User Defined Codes
(2) How are Data Records added? (continued)
Note: User Name is captured on each created record. It is also an email link.
If User Defined Codes exist, check all that
apply
©Lyon Software, 2013
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
(2) How are Data Records added? (continued)
©Lyon Software, 2013
Choose the Narratives module by clicking on the module tab
Click on “Add” to activate a new Narratives general entry screen
Narratives
(2) How are Data Records added? (continued)
©Lyon Software, 2013
Click on “Subjects” to open the Subjects page
Check all boxes that apply
Narratives
(2) How are Data Records added? (continued)
©Lyon Software, 2013
Click on “Narrative” to open the Narrative page
Type in your narrative or story
Save the narrative
Publish the record
Outcomes
(2) How are Data Records added? (continued)
©Lyon Software, 2013
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.
©Lyon Software, 2013
Narratives and Outcomes
(3) How are Data Records linked? (continued)
©Lyon Software, 2013
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
©Lyon Software, 2013
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
©Lyon Software, 2013
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”.
©Lyon Software, 2013
How does the Coordinator import pending records?(continued)
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)
©Lyon Software, 2013
How does the Coordinator import pending records?(continued)
If the Reporter has not published a record, you will see a warning.
Click “Yes” to import the unpublished record.
©Lyon Software, 2013
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, 2013
How does the Coordinator import pending records?(continued)