Electronic Plan of Correction (ePOC)
June 27, 2013
DAL: NH-DAL-13-03 - Electronic Plan of Correction (ePOC)
In an effort to streamline communications with nursing homes, the New York State Department of Health (NYSDOH) will be implementing an electronic Plan of Correction (ePOC) application, effective August 1, 2013. The ePOC application will automate the distribution of Statements of Deficiency (SODs) and the receipt of Plans of Correction (POCs), and will ultimately eliminate the need to send hardcopy SODs/POCs by conventional postal mail and/or fax. The ePOC application will be accessible via the Health Commerce System (HCS). In order to prepare nursing homes for the new application, the following actions are necessary to complete:
1. Provider Training
Will be provided via webinar between July 15 and July 31, 2013. Check the NYSDOH Learning Management System's (LMS) Calendar at http://www.NYlearnsPH.com to find and enroll in a training session. The course is CTI-122 Electronic Plan of Correction (ePOC). In addition, NYSDOH will be sending out enrollment invitations to individuals assigned to ePOC-related roles in the communication directory of the HCS.
2. HCS Coordinators must update your nursing home's HCS roles now
Provider access to the application will be determined by HCS roles. The current HCS roles of the Administrator and Director of Nursing will be able to read SODs, and write/submit POCs to NYSDOH. A new Operator role has been established to allow operators to read SODs/POCs. Also, a new ePOC Editor role has been established to allow administrative staff to read SODs and write POCs. The HCS Coordinator of each nursing home is required to keep HCS role information current (e.g., Administrator, Director of Nursing, Operator and EPOC Editor roles). Your nursing home's HCS Coordinator must regularly review and update the staff in each role including their associated email address to ensure ePOC is successful.
- The new Operator role represents a change in NYSDOH policy. In the past, SODs have been sent directly to agency operators and the agency administrators have been secondary recipients. With ePOC the nursing home administrators will be the primary recipient of the SODs. It will be the responsibility of the nursing home administrator to communicate SODs to any governing authority or operating organization; nursing homes must develop the necessary policies and procedures to ensure that such communication occurs. The Operator role was created to facilitate nursing homes with providing access to the SODs/ POCS by individuals representing the governing authority or operator.
3. ePOC will be implemented and required for nursing homes starting August 1, 2013
On August 1, 2013 you will be able to log onto the HCS, and add "ePOC" to the "My applications" list (click on Applications; click on "e"; and click on the "+" next to EPOC).
We look forward to your partnership in the ePOC project. A Customer Service Help Desk at 518-408-1278 will be available to providers to support ePOC. Trained representatives will assist providers with all questions on the ePOC process.
Jacqueline Pappalardi, Director
Division of Nursing Homes and ICF/IID Surveillance