Online Submission of Required Reports
Q1. Which reports will I be able to submit online?
o Adverse incidents
o Liability claims
o Bed Availability
Q2. What do I need to be able to submit reports online?
First you need a personal computer and access to the Internet. Then you need to be authorized to submit reports on behalf of the facility. An authorized person receives a confidential USER ID and PASSWORD to be able to submit reports online. You may call 850-922-6089, email firstname.lastname@example.org, or write to the Facility Data Analysis Unit, 2727 Mahan Drive, Mail Stop # 47, Tallahassee, FL 32308 for more information.
Q3. What is a USER ID and PASSWORD?
The USER ID and PASSWORD is your computer-generated, unique identifier. An authorized person uses his/her USER ID and PASSWORD to attach an electronic signature to a report.
Q4. What is an electronic signature?
The Government Paperwork Elimination Act (GPEA) defines an electronic signature as "a method of signing an electronic message that — (A) identifies and authenticates a particular person as the source of the electronic message; and (B) indicates such person’s approval of the information contained in the electronic message." (See GPEA, Pub. L. No. 105-277, § 1710(a)).
Q5. Who can receive a USER ID and PASSWORD?
Any person authorized to submit reports on behalf of the facility may receive a USER ID and PASSWORD. When an individual requests a USER ID and PASSWORD, he/she agrees, among other things, that using the USER ID and PASSWORD is equivalent to a hand-written signature, and that he/she will abide by the terms and conditions regarding the use of the USER ID and PASSWORD.
Q6. What information do I need to provide to get a USER ID?
o A copy of the facility’s State license
o A completed application form which includes:
ü The name, phone number, fax number and e-mail address of a contact person
ü The name(s) of the individual(s) who are authorized to submit reports on-line
ü A signed affirmation statement from each individual authorized to submit reports
Q7. How do I receive my USER ID and PASSWORD?
Your USER ID and PASSWORD will be mailed to you within 5 business days from the date of receipt in a secure mailer via the United States Postal Service. USER IDs and PASSWORDS will only be mailed to you at the facility’s mailing address as entered in the Agency for Health Care Administration (AHCA) Florida Regulatory Administration and Enforcement System (FRAES). If the mailing address on file for the facility is incorrect, you should call the Facility Data Analysis Unit at 850-922-6089 for information on the process for correcting the address on file.
Q8. How do I use my USER ID/PASSWORD?
You can use your LOGIN ID/PASSWORD to electronically access, complete and submit forms online.
Q9. Can I choose my PASSWORD?
Your PASSWORD is computer generated and assigned to you by AHCA. Your USER ID and PASSWORD must be protected from unauthorized use.
Q10. What happens if I forget my PASSWORD or my USER ID?
If you forget your PASSWORD or USER ID, the Facility Data Analysis Unit (FDAU) can re-send it to you. To request a copy of your USER ID or PASSWORD, Contact the FDAU by phone at 850-922-6089 or by E-mail at email@example.com. You will be asked to provide some of the identifying information you provided when you first applied for your USER ID. If your request is successfully processed, your USER ID/PASSWORD will be mailed to you at the address on file with the FDAU.
Q11. What happens if I change jobs?
A USER ID is assigned to an individual and remains active unless you or the facility contact deactivates it. This is done by sending a written request to the Facility Data Analysis Unit, 2727 Mahan Drive, Mail Stop # 47, Tallahassee, FL 32308. FDAU will send the facility contact verification of deactivation by regular mail delivery.
Q12. How can I get help with the on-line submission process?
You can call the Facility Data Analysis Unit at 850-922-6089 or email the unit at firstname.lastname@example.org.
Q16. How do I know that my report has been received by AHCA?
When you submit your report, it will be assigned the status NEW. Upon receipt by AHCA, the report status will change to ACCEPTED.
Q17. After I submit the report, can I withdraw or amend it?
While the report is in the NEW status, you may UPDATE (add or correct information) or WITHDRAW (cancel) the report. Once it has been ACCEPTED by AHCA, you will not be able to make changes.
Q18. What if I made a mistake or submit incomplete information?
If the report is in NEW status, simply use the UPDATE button to add or fix the information. If it has been ACCEPTED, contact AHCA and we will change the status of the report to INCOMPLETE and notify the facility’s contact person that more information is needed.
Q19. If I submit a report on-line, do I still need to submit a hardcopy?
No, on-line submission may serve in lieu of submitting a hardcopy. Print a copy of the submitted report for your records.