DAL 16-15 - Implementation of ePOC for non-deemed Hospitals & Respective Extension Clinics

September 15, 2016


Dear Non-Deemed Hospital Administrators:

As part of its ongoing efforts to streamline processes and reduce the associated cost and time burdens on providers, the Department of Health is continuing the implementation of the Electronic Plan of Correction (ePOC) application. The ePOC application automates the distribution of Statements of Deficiency (SODs) to and the receipt of Plans of Correction (POCs) from providers. It will ultimately eliminate the distribution of hard copy SODs and POCs by surface mail, thereby decreasing the time for Department approval of POCs and implementation of corrective actions by providers.

The Department has previously implemented the ePOC application for several provider types, including diagnostic and treatment centers (D&TCs) in June 2015. The Department will implement ePOC for non-deemed hospitals (Hospitals that elect to not be accredited under a recognized deemed status program of a CMS-recognized Accrediting Organization), and their respective extension clinics, effective October 1, 2016. This letter provides valuable information to assist non-deemed hospitals to be ready to utilize the ePOC application on October 1st.

Provider Staff Involved in the ePOC Process

The ePOC application is accessible via the Department's Health Commerce System (HCS). Provider access to the application will be governed by the following HCS roles with their respective level of access:

For Non-Deemed Hospitals Non-Deemed Hospital Extension clinics
Roles Level of Access Roles Level of Access
    Administrator Submit
Chief Executive Officer Submit    
Chief Operating Officer Submit    
Director, Risk Management View    
Director, Nursing Submit Director, Nursing Submit
Governing Body Member/Chair View Governing Body Member/Chair View
Medical Director View Medical Director View
HPN Coordinator Edit HPN Coordinator Edit
POC Editor Edit POC Editor Edit
ESRD Administrator Submit    
ESRD Clinical Manager Submit    
ESRD POC Editor Edit    

The chart above lists three levels of access: View, Edit, and Submit. All individuals who are assigned one of the roles in the chart will be able to read SODs for their facility and the corresponding POCs. Those with "Edit" access -- designated as HPN Coordinator or POC Editor -- will be able to write POCs for their facility. Only those individuals with "Submit" access -- the CEO, COO, Administrator, ESRD Clinical Manager or Director of Nursing roles -- will be able to submit POCs to DOH on behalf of their hospital or extension clinic.

The Governing Body Member/Chair role was created to assist facilities by providing access to the SODs and POCs to individuals representing the governing authority or operator. The facility CEO, COO and Director of Nursing are the primary recipients of the SODs. It is the responsibility of the facility to communicate SODs to any governing authority or operating organization; facilities must develop the necessary policies and procedures to ensure that such communication occurs.

ePOC Training

There will be two ePOC webinar training sessions held in September for Non-Deemed hospitals and all Diagnostic and Treatment Centers. See details below:

Topic: Electronic Plan of Correction (EPOC) – Provider Training
Webinar Summary: Please join us for a training on using EPOC for Providers
Presenter: Alpine Technology Group
Date: Tuesday, September 27, 2016 at 10:00 am – 11:00 am
Alternate Date (Same Information): Thursday, September 29, 2016 at 10:00 am – 11:00 am
Event address for attendees: https://meetny.webex.com
Event number: 643 473 108
Password: Hospital123
No registration is necessary. Just click on the link and enter Event Number and Password.

Audio conference information
1. Provide your number when you join the training session to receive a call back.
Alternatively, you can call one of the following numbers: Local: 1-518-549-0500 OR Toll Free: 1-844-633-8697
Alternate Toll Free - (For callers not able to call the 844 Toll Free Number): 1-866-776-3553
2. Follow instructions that you hear on the phone. Cisco Unified Meeting Place meeting ID 643 473 108.
3. The above training will be recorded for future reference.

Additional training material will be provided subsequent to the webinar. We strongly encourage your participation at the webinar.

Send any questions or comments on this topic to PAC-EPOC@health.ny.gov or call 518-402-1004. We look forward to working with you on this initiative to streamline communications between the Department and the health care provider community.


Ruth Leslie
Division of Hospitals and Diagnostic & Treatment Centers