V. Electronic Reporting Questions


If you wish to learn more about electronic filing, you can call the Office of Pool Administration's electronic filing help desk at (315) 671-3800 or contact them through e-mail at webpools@hcrapools.org.

Question 1: I have my User ID and Password. How do I submit my reports on the Internet? Are the forms online or do I need a file? Basically, how do I use this function?

Question 2: What name should be entered on the Submitter Screen? Is it the person who signs the Certification Form or the person who actually enters the report?

Question 3: Can I begin entering my report, and then save it until later to finish?

Question 4: How do I enter a negative number? Do I use parenthesis, the dash, or CR (for credit)?

Question 5: What if I have a prior period adjustment?

Question 6: What if my current month assessment on line 8, or the amount due on line 10, results in a negative amount due?

Question 7: I have several items to report for "Other Cash Receipts" on the assessable page and "Other" on the non-assessable page that are consistent from month to month. Do I have to enter these items every month?

Question 8: Where can I find a blank form to print out?

Question 9: When we submit a report on the Web, will I be able to get a "soft" copy (i.e., Excel file) of the report?

Question 10: Can I fill out the report on-line, then create a "soft-copy" (i.e., Excel file) to send to another person who reviews the report, then once reviewed, submit the report to you?

Question 11: Can I submit my report electronically at any time, or is there a specific window for when they are accepted?

Question 12: I am a provider and just filed my report electronically. Can I file any "old" report electronically, or just the current report?

Question 13: What should I do if I make a mistake on a report?

Question 14: I have a Confirmation Number and e-mail Certification that I have submitted a report successfully. What can I do if I notice an error now?



Question 1: I have my User ID and Password. How do I submit my reports on the Internet? Are the forms online or do I need a file? Basically, how do I use this function?

Answer 1: To get to the on-line application on the Internet, go to http://www.hcrapools.org/ to get to the Home Page. From the home page, click on the "Cash Receipts Assessment" button, which is located on the left hand side of the screen. Next, click on the "Cash Receipts Assessment Electronic Report", which is also located on the left hand side of the screen. The Login Screen will appear. Enter your User ID in the field labeled "User ID" and enter your Password in the field labeled "Password". The system will prompt you for the rest of your Cash Receipts Assessment report.

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Question 2: What name should be entered on the Submitter Screen? Is it the person who signs the Certification Form or the person who actually enters the report?

Answer 2: The Submitter's name should be the person entering the report on-line. This is the person whom we would contact if we have a question with the submission. It does not have to be the same person who signs the Certification Form.

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Question 3: Can I begin entering my report, and then save it until later to finish?

Answer 3: Yes, this option is available.

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Question 4: How do I enter a negative number? Do I use parenthesis, the dash, or CR (for credit)?

Answer 4: Please use a dash preceding the number. (i.e. -12345)

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Question 5: What if I have a prior period adjustment?

Answer 5: Report this adjustment on the "Adjustments" section of the non-assessable page or the assessable page, whichever is applicable. If the adjustment is a non-assessable adjustment only, the total will automatically be carried forward to line 5 of the assessable page.

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Question 6: What if my current month assessment on line 8, or the amount due on line 10, results in a negative amount due?

Answer 6: If the calculated amount due is negative, there will be a zero amount due on line 10 and the credit amount due will be shown on Excess for Future Remittances on line 11. You will need to carry this amount forward on your next submission on the Other Adjustments on line 9. If you have adjustments that involve several months in a prior period, you will be asked to complete a table describing the adjustments which will need to be segregated by report month. The table will calculate the amount of the adjustment multiplied by the applicable rate.

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Question 7: I have several items to report for "Other Cash Receipts" on the assessable page and "Other" on the non-assessable page that are consistent from month to month. Do I have to enter these items every month?

Answer 7: No, after your first electronic submission where "Other Cash Receipts "or "Other" items have been listed, a Prepopulate button will appear and your previous month's items will automatically be displayed. You can still add additional items or delete items not applicable.

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Question 8: Where can I find a blank form to print out?

Answer 8: The only way to get a "hard copy" version is to fill out a monthly report showing "0" or blank for each line, print each page along the way, and then "CANCEL" and/or "CLEAR" before actually submitting the monthly report.

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Question 9: When we submit a report on the Web, will I be able to get a "soft" copy (i.e., Excel file) of the report?

Answer 9: No, the only copy you will get is a hardcopy printout of the completed report. There is an option on the confirmation page that will allow you to print all reports, or individual pages can be printed as you complete them.

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Question 10: Can I fill out the report on-line, then create a "soft-copy" (i.e., Excel file) to send to another person who reviews the report, then once reviewed, submit the report to you?

Answer 10: No, it is not possible to save a report and send it to another person.

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Question 11: Can I submit my report electronically at any time, or is there a specific window for when they are accepted?

Answer11: You can submit the report at any time. The system is available 24 hours a day, seven days a week.

NOTE: The system is backed-up daily at approximately 10:00 pm EST. This takes only a short time. However, when this occurs, the system will suspend (there will be no response) until the backup has completed.

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Question 12: I am a provider and just filed my report electronically. Can I file any "old" report electronically, or just the current report?

Answer 12: Reports and payments may be submitted until delinquent amounts are referred for recoupment from your Medicaid claims cycle checks.

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Question 13: What should I do if I make a mistake on a report?

Answer 13: If you notice a calculation error before you have moved on to the next report, there are two options:

(1) You can correct the mistake by using the Back button (after clicking on the Calculate button). Then simply type the correct information over the incorrect entry.

(2) You can click on the Reset to Zero button to change all the information entered on that page to zero and then type the correct information.

If you do not discover your mistake until after you have moved on to the next report, then continue with the submission until you reach the Payment and Reconciliation Summary Screen. This screen will list all the reports that you entered. You can click on any of the reports listed, and the application will bring you back to that report. You may then edit the report.

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Question 14: I have a Confirmation Number and e-mail Certification that I have submitted a report successfully. What can I do if I notice an error now?

Answer 14: You have two options:

(1) You may make your correction through the "Adjustments" section on a future report month.

(2) You may send us a request to delete the Confirmation Number. When the Confirmation Number is deleted, you will then need to enter and submit the correct report.

Send your request to delete the Confirmation Number by email at: webpools@hcrapools.org.

You will receive an email from us to advise you that your Confirmation Number has been deleted per your request.

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