These instructions and fax forms apply to reporting all incidents, and suspected abuse, neglect, mistreatment and misappropriation of patient or resident property under the Patient Abuse Law. Generally, facility reports must be made using the Health Care Facility Reporting System (HCFRS), in accordance with applicable state law, licensure regulations and DPH reporting guidelines.
Licensed facilities must notify DPH immediately by phone in the event of:
- Death that is unanticipated, not related to the natural course of illness or condition, or that is the result of an error or other incident
- Full or partial evacuation due to fire, flood, utility failure or other disaster
- Code Black (Hospitals only)
During business hours call the main Intake number 617-753-8150; after business hours call 671-373-0755 or 671-469-1111.
Health Care Facility Reporting System (HCFRS)
The Health Care Facility Reporting System (HCFRS) is a web-based system that facilities must use to report incidents, and allegations of abuse, neglect and misappropriation.
Information on how to use HCFRS is posted on-line, below. Facilities should review the user manuals and training videos prior to first submitting a report, or if they have questions on how to use HCFRS.
Forms and Instructions for Enrolling and Deleting Users
Facilities must register with the EOHHS Virtual Gateway (“VG”) through DPH to first use HCFRS. Once registered, a facility must work through DPH to add or delete an “access administrator” or add an individual user.
Forms Mailed by Facility to DPH:
URF from Access Administrator to VG
Individual User Log-On
INITIAL FACILITY ENROLLMENT
|Initial Facility Enrollment|
ADDING NEW USERS – ENROLLED FACILITY:
|Add Access Administrator|
|Add Individual User|
|Delete Access Administrator|
|Delete Individual User|
HCFRS Enrollment Forms
- Form A – VG Services Agreement
- Form B – VG Access Administrator file size 1MB
- Form C – HCFRS Facility Agreement
- Form D – HCFRS User Agreement
A facility that is filing a report regarding an incident that occurred in another facility must submit that report by fax, using the appropriate form below.
HCFRS Training Manuals and Videos
An HCFRS User Manual and four training videos contain helpful information on how to report using HCFRS. Users should consult this information if they have a question as to how to submit a report:
- HCFRS User Manual file size 1MB file size 1MB
Training Video Instructions. If you are using JAWS screen reader, Mozilla Firefox browser is recommended.
To Pause or Restart the video at any time - press the Space Bar.
To skip to the Next Scene - press the right arrow key. To go back to a Previous Scene - press the left arrow key.
To mute the audio - press the letter M.
To return to the beginning of the video - press the Home key.
- Module 1: introduction, Login, Navigation, Logon (Flash) file size 5MB
- Module 2: Create, Edit, Submit a case (Flash) file size 26MB
- Module 3: Search, Print, Reports (Flash) file size 11MB
- Module 4: 30 Day Report (Flash) file size 5MB
This information is provided by the Division of Health Care Facility Licensure and Certification within the Department of Public Health.
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