Nursing Home Electronic Plan Of Correction (ePOC)

Health Standards Section (HSS) of the Louisiana Department of Health is pleased to announce that we are one of the states chosen to participate in the Center for Medicare and Medicaid Services (CMS) Electronic Plan of Correction (ePOC) project. HSS has been participating in the project since June, 2015 and since that time over 160 nursing facilities have successfully enrolled.  HSS is hopeful that all nursing facilties will complete the enrollment process. 

Statements of deficiency 2567 (SOD), which have been emailed to nursing facilities in the past are now made available via a secure website created by CMS. Electronic Plans of Correction (ePOC) allow enrolled Federally Certified Skilled Nursing Facilities (SNFs) and Nursing Facilities (NFs) to:

• see their CMS 2567 Statements of Deficiencies (SODs) online;
• submit their Plan of Correction (POC) online;
• eliminate the need for paper based communications regarding POCs;
• review letters added to the survey by the State Agency or CMS Regional Office;
• attach documentation to support ther Plan of Correction; and
• Print the 2567 for posting from the ePOC website.

ePOC will be used for all Health, Life Safety Code, Revisits, and Complaint surveys. Basic steps in the ePOC process are much the same as in the paper-based process, but are completed using ePOC functionality in the Federal database and online applications.

The electronic Plan of Correction (ePOC) system provides a convenient, centralized workplace, which enables CMS and the State Survey Agency (SSA) to electronically manage and track POCs for ePOC-enrolled health care providers under their oversight.

To start the process, the SSA posts a survey to the ASPEN Web ePOC website.  Facility users review the Statement of Deficiencies and submit plan of correction information.  The SSA can also post related survey, enforcement, and intake letters to the ePOC website along with the SOD.  Providers can attach documentation to support their submitted POC(s); the SSA can review the attachments until final approval of the POC(s).

To enhance communication and monitor timeliness, automated email notification is provided to specified SSA and facility recipients as needed throughout the ePOC life cycle.

Training

CMS has created a webinar to explain how nursing facilities will use the system for processing their plans of correction using the ePOC process.

1. This online training is now available.
2. CMS requires each provider to designate at least 2 persons as ePOC facility users. Users who currently have access to the MDS system and already have a CMSnet and Personal Login ID for those systems can use those logins for ePOC; however, they will still need to request ePOC access to be added for the second log in.
3. Designated facility ePOC users must view the online webinar training before they will be able to enroll for IDs and Passwords to access the system.

Enrollment

Before applying for enrollment in ePOC, each facility must designate at least 2 persons to receive the rights and passwords to access the ePOC system. Make sure these designated facility users have completed the online training.

• Instructions to the online training can be found on the LDH Health Standards Section ePOC website at http://dhh.louisiana.gov/index.cfm/page/1984.
• Once the online training is completed, make sure to submit the "Attestation of Completion of Online ePOC Training" according to the instructions on the HSS webpage.

Each designated facility user must enroll to receive the rights to gain access to the ePOC system.

• This access will allow ePOC users to: retrieve the Statement of Deficiencies online, view State Survey letters to providers online, enter the facility Plans of Correction into the ePOC system, as well as receive automated email notifications from the ePOC system regarding the status of the facility Plans of Correction.

In order to enroll in ePOC online a facility user will need two accounts:

• CMSNet account (for network access)
• QIES User account (ePOC online access)

Step 1

• The user obtains a CMSNet accout login ID/Password. The CMSNet account registration form is available at: https://www.qtso.com/cmsnet.html. Instructions for completing this form are posted on the website. User ID/Passwords are processed in the order they are received and users will have 2 emails from [email protected]. First with their assigned login ID and second with the password and links to install documents, FAQs, and contact information.
• Please note that a provider may request Individual Facility Access or may request Multiple Facility/Corporate Access.  The instructions are different depending on which type of access is requested.  You can find information about both of these options at: https://www.qtso.com/accessepoc.html
• Note: Users who have access to the Minimum Data Set (MDS) submissions may access the CMSNet system with their current login and password. The MDS user will have to request a second account login in order to access the ePOC system.

---

---

---

---

Step 2

• Begin at the QTSO.com CMSNet Information Page: https://www.qtso.com/cmsnet.html.
• Select "CMSNET - Submission Access" followed by the appropriate state from the U.S. map.
• Enter the CMSNet login ID and password (received via email) on the page titled CMS Secure Access Service.
• New users will need to install the Juniper Network Client when entering the site for the first time. This will require administrative rights. Installation instructions are available on the CMSNet information page.
• Select the web bookmark, CMS QIES Systems for Providers welcome page. Once here, users may proceed in requesting a ePOC User ID/Password.

---

---

---

Step 3

• Once you have received your CMSNet account login ID/Password and your ePOC account login ID/Password, you must complete the enrollment attestation form and follow the instructions for submitting to LDH Health Standards Section.
• Once the completed enrollment attestation form is received, Health Standards will be able to activate your facility for ePOC in the ASPEN system.

Accessing the ePOC Application After Successful Registration

These steps may be followed at any time when access is needed to the ePOC application after registration and activation is completed.

1. Go to https://www.qtso.com, select the CMSNet link at the upper right corner of the page.
2. Select "CMSNet - Submission Access" followed by the appropriate state from the U.S. map.
3. Enter the CMSNet login ID and password on the page titled CMS Secure Access Service.
4. Select the web bookmark, CMS QIES Systems for Providers to launch the CMS QIES Systems for Providers welcome page.
5. Select the ASPEN Access (ePOC) link from the bottom of the page.
6. Select the ASPEN Web link from the upper left corner of the ASPEN Access page.
7. Enter your ePOC Login ID and Password.