HCS Reminders and Training for DOH-Regulated Entities

The Department of Health (DOH) would like to remind DOH-regulated providers of the importance of keeping your roles in the Health Commerce System (HCS) up to date. As organizations have turnover in key positions, this is something you should be sure to attend to. The HCS is used not just to communicate Dear Administrator Letters (DALs), but also to access important notices and submit required reports.

One of the critical roles to be completed is the 24/7 Contact Role, which unfortunately is not populated in the same way as other key roles. Click here for guidance on how to populate this role. DOH urges that you provide contact information to ensure that someone can be reached at any hour, that is NOT the facility/organization phone number. The purpose of the 24/7 Contact is to be able to connect with someone in an unusual event or emergency where your typical organization phone numbers may not be operational or accessible.

Staff in your organizations should be instructed on how to respond if DOH calls the organization outside of typical business hours. Again, under unusual circumstances, DOH may need to reach out to your organization on a weekend, evening, or holiday, needing to connect with someone who has authority in your organization. The individual answering the phone should be able to direct the Department accordingly.

To assist in navigating the HCS, there is a monthly training course for HCS Coordinators that may be beneficial for users in that role. The applicable training is CTI:200 Communications Directory/Coordinator Training. To enroll, you must create an account on the DOH Learning Management System (LMS).

Once you have registered for the LMS, you will be able to register for the course right away. An easy way to find it is by using the Calendar button on the left side of your screen and then scrolling to and clicking on Communications Directory/Coordinator Certification. You will then be able to choose your preferred date by clicking on Enroll. You will also receive a confirmation email with your registration information. Once you are registered, all you need to do to begin the course is click on the course title. This will take you into the course contents.

Contact: Diane Darbyshire, ddarbyshire@leadingageny.org, 518-867-8828