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How to set up initial access to the HCFRS

The Health Care Facility Reporting System (HCFRS) is a web-based system that health care facilities must use to report incidents and allegations of abuse, neglect, and misappropriation. Learn about setting up and updating your facility’s HCFRS access.

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What you need

Before a facility or program can begin reporting to DPH via HCFRS, it must complete initial enrollment and follow steps to add an Access Administrator. Additional information about adding and removing users is included below.

How to enroll

Step 1

The Health & Social Services Virtual Gateway staff have updated their Virtual Gateway Services Agreement Form (VGSA) and Designation of Access Administrator (AA) paperwork from a paper-based/mail-in submittal process to an online submittal process.

Facilities may access updated instructions and new online forms on the Virtual Gateway webpage.

In the “Virtual Gateway Provider Users” column on the Virtual Gateway page, users are provided a choice of topics relative to DPH’s Health Care Facility Reporting System (HCFRS), including:

  • Register a New Virtual Gateway Organization – (First Time Enrollment)
  • Add/Update Exiting Virtual Gateway Access Administrators

Select one of these two options and follow the prompts to access the online forms.

Should you have any questions about completing the online enrollment forms please contact Virtual Gateway Customer Service at 800-421-0938.

Step 2

Facility/Program completes and submits two forms to DPH by email:

  1. Form C - HCFRS Facility Agreement | (DOC)
  2. Form D - HCFRS User Agreement | (DOC)
    • One by each individual user

Send these forms to HCFRS Enrollment Coordinator Linda Casaletto at Linda.Casaletto@mass.gov.

Please note that applicants with new facilities or programs not yet licensed should leave the “License Number” on Forms C and D blank.

Questions regarding Form C and Form D or HCFRS enrollment in general should be directed to HCFRS Enrollment Coordinator Linda Casaletto at Linda.Casaletto@mass.gov.

Step 3

Facility/Program Access Administrator completes and submits a User Request Form (“URF”) to the Virtual Gateway by email. (The facility’s Access Administrator will receive the URF, an Excel spreadsheet, from DPH by email once the Virtual Gateway approves their user application.)

Send the URF by email to: virtualgatewayhelpdeskfaxes@massmail.state.ma.us.

Step 4

Each individual facility or program user must log on to the Virtual Gateway website within seven days of receiving their username and temporary password by email from the Virtual Gateway to activate their account.

Contact

Division of Health Care Facility Licensure and Certification

Phone

  • Main intake number: (617) 753-8150
    During business hours.
  • (617) 363-0755
    After business hours.
  • (617) 469-1111
    After business hours.

Online

Fax

  • (617) 753-8165

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