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October 15, 2020


Latest on Visitation Dashboard (revised). Last night, we received a message from Rebecca Sandholdt of the Health Department (ODH) with important information about the visitiation dashboard, as follows. Item 2 is a particularly key point.

  1. You must use Google Chrome to complete the visitation information: This has been a big part of solutions for the questions I have been addressing this evening.
  2. Access to the visitation app in the OHID account is not instantaneous, I have to go in and enter every email address individually so it can take a bit of time. Have them send an email to Rebecca.sandholdt@odh.ohio.gov and CC Ricky.Hoover@odh.ohio.gov and Jill.Shonk@odh.ohio.gov. The three of us are working on this
  3. Facilities do not need to come back to the portal to report on the actual number of visitations that occurred, the number of spots available is for that time period. For example, Mondays 8am-4pm 20 visitation spots.  You don’t need to enter a slot for each timeslot. Families and Friends will only see the details they do not have a way to register through this site.
  4. A facility only needs to change their information when the status of the facility changes, i.e an outbreak has occurred. 
  5. I am working on getting the window visitation adjusted to allow for a single entry, all day visitation and the days and no registration is required.
  6. One other item to add is that a single user with an OHID account can manage the time entries for multiple facilities, but each facility needs to be registered separately. Each facility doesn’t need an OHID account.

Another point is that when you enter time spans for visitation, you do not need to list each slot, but only the total time span (e.g., 8:00 a.m. to 5:00 p.m.). If there is a gap, then enter two separate spans (e.g., 8:00 a.m.-12:00 noon, 1:00 p.m.-5:00 p.m.). Total visits would be the total available slots for the day (e.g., 8 times with 3 slots per time = 24 total available slots). There is no reporting of actual visits.

Ms. Sandholdt and the team working on the dashboard gave a demonstration to us today, so we now are better equipped to assist members who have questions. We also offered the state feedback on the wording and structure of the portal that hopefully will result in improvements.

ODH Live Event Tomorrow on New Tool for Line-Level Reporting Antigen Test Results. ODH's Bill Storm provided the following announcement so we could notify SNF and assisted living members performing antigen testing (BD/Quidel machines or BinaxNOW cards) of this training.

ODH will host a Microsoft Teams LIVE Event with LIVE Q&A tomorrow, Friday, 10/16/2020 from 2-3 pm ET.

Agenda: Demo of newly deployed authenticated web portal for ELR File Uploads

Review of Ohio custom CSV file specifications

Discuss COVID-19 reporting changes for line level testing results

Reminder there is no audio call-in information. Click on the link. You must have speakers on your computer to listen to the presentation. The LIVE event will be recorded and made available for those unable to attend.

The Ohio Department of Health (ODH) has published updated guidance on COVID-19 laboratory testing reporting requirements on the Electronic Laboratory Reporting (ELR) website.

This LIVE event will provide a demo of the new authenticated web portal to allow any entity performing COVID-19 testing to securely submit ELR files of line level results to ODH using a file upload tool. 

We will also review the ODH custom CSV file specifications for submitting ELR results and discuss the onboarding process for laboratories and facilities. 

Tool for Reporting Assisted Living Testing Results. The Department of Aging's (ODA's) portal for reporting results of the bi-weekly testing for assisted living staff will open on Monday. The department sent out the information below to providers today. Although there is a link to the portal in the material below, it is not yet live.

ODA separately provided us with a set of screenshots that walk you through the portal as well as a table with the testing intervals and reporting periods for assisted living. ODA informed us that the same portal will be used for both assisted living and adult day care/senior center testing and will be covered in the webinar tomorrow for adult day and senior centers. Assisted living providers wanting to know more about the reporting tool could view that webinar (register here). The webinar also will cover the new Coronavirus Relief Fund (CRF) opportunity for adult day and senior centers. This funding does not apply to assisted living because there already is a CRF distribution for assisted living.

In accordance with the Director's Order for the Testing of the Residents and Staff of all Residential Care Facilities and the Director’s Order on the Opening of Adult Day Care Services and Senior Centers, facilities will verify compliance of the applicable Order by submitting a reporting tool following each bi-weekly testing cycle.

Regardless of what testing program a facility chooses to use, all facilities (Residential Care Facilities, Adult Day Centers, and Senior Centers) are required to complete the reporting toolThe reporting tool will be available one week following each bi-weekly test cycle and will remain available for a period of three full business days (Monday through Wednesday).  The first reporting period begins this Monday, October 19th through Wednesday, October 21st.

Facilities should ensure they have readily available the prior testing cycle’s tests performed and results in order to complete the reporting tool.  The reporting tool must be completed in one session and should be submitted by each facility once during a reporting period. All questions in the reporting tool must be fully and accurately answered.

Questions related to the reporting tool can be submitted to COVIDTesting@age.ohio.gov.

Next Week's SNF Testing Schedule. ODH released the schedule for next week's state-supported testing on the Enhanced Information Dissemination and Collection System (EIDC). The notice follows. If your center is listed for outbreak testing but does not have an outbreak, please email ccurt@odh.ohio.gov and explain the situation.

Please find an updated schedule for state supported NF testing for specimen collection (swabbing) dates 10/19 to 10/25 here.

-       Please carefully review the updated schedule on the FIRST TAB.

-       Information about required routine testing frequency (per CMS and state requirements) by county, as well as state-supported testing frequency available by county, can be found on the SECOND TAB. This data was last pulled on 10/5 and will be updated again on 10/19.

-       The CMS and Ohio Public Health Advisory System data will be pulled next Monday (10/19) and will be used to schedule testing for the following week (10/26)

Please use the electronic survey (https://www.surveymonkey.com/r/NFTestingUpdates) to provide updates for your facility for state supported regarding ANY TIME you need to report ANY of the following changes:

-       Change in outbreak status (start state supported testing for a new outbreak, end state supported testing after the conclusion of an outbreak)

-       Change in need for state support (opt-in/opt-out)

-       Change in need for supplies

Another Record and 29 Red Counties: Impact on SNF Testing. Ohio set another record today for the number of COVID-19 cases with 2,178, and Governor Mike DeWine announced that 29 counties now are red in the Ohio Public Health Advisory System (OPHAS). There are 18 mismatch counties (federal green and state red) in which Ohio requires SNFs test weekly. We updated our table to include the latest OPHAS ratings and to identify the mismatch counties. Instead of trying to keep up with each change, we recommend SNF members select a specific day of the week when they will check our table and respond accordingly, then take into account subsequent changes on the same day the following week.

PRF Phase 3 Invitation from HHS. In a webinar this afternoon, the Department of Health and Human Services (HHS) distributed a toolkit for associations to inform members about the Provider Relief Fund (PRF) Phase 3 General Distribution. HHS is eager to inform all potential applicants of the availability of this funding. An edited version of their template invitation is below. As nearly all OHCA members are eligible for Phase 3, we encourage everyone to apply. Phase 3 is intended primarily to help providers who have been hit hard financially by COVID-19, but many providers will be eligible for some amount of funding. We also wish to point out that while Phase 3 payments are determined in part by revenues and expenses in the first two quarters of 2020, awardees have until June 30, 2021, to use the money for qualified expenses.

Healthcare providers, including OHCA members, may receive financial assistance for COVID-19 related expenses and lost revenues. The U.S. Department of Health and Human Services (HHS) announced the allocation of up to $20 billion from the Provider Relief Fund (PRF) in the Phase 3 General Distribution. Applications are now being accepted through Friday, November 6 at 11:59 p.m. ET. Apply here.

You may be eligible for Phase 3 funding regardless of whether you previously were eligible for, applied for, received, accepted, or rejected PRF payments.

Funding will be allocated to providers who experienced lost revenues and/or expenses attributable to COVID-19. Visit hhs.gov/providerrelief to learn more and get started with an application.

What should you know about Phase 3?

•Eligible providers will receive payments based their change in operating revenues and expenses from patient care attributable to COVID-19

•Additionally, providers will receive approximately 2% of annual revenue from patient care, if they have not previously received this amount

•You should submit your application as soon as possible to expedite the review process and payment calculations, and ultimately accelerate distribution of funding

How to apply?

•Follow the 6-step provider guide

•Go to the Provider Relief Fund Application and Attestation Portal

•Visit hhs.gov/providerrelief to learn more