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.

Division of Health Care Facility Licensure and Certification

The Details of How to set up initial access to the HCFRS

What you need for How to set up initial access to the HCFRS

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.

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)

How to enroll How to set up initial access to the HCFRS

  1. Download and complete and submit the following 4 forms. If you're applying for initial licensure, these forms must be submitted with the licensure application:
  2. Send the completed forms to:

    Department of Public Health
    HCFRS Enrollment
    67 Forest Street
    Marlborough, MA 01752

Next steps for How to set up initial access to the HCFRS

  1. User Request Form

    Once the Virtual Gateway approves the user application, DPH will send the facility or program’s User Request Form (URF) to the Access Administrator by email.

    The facility or program completes and submits the URF to the Virtual Gateway by email at virtualgatewayhelpdeskfaxes@massmail.state.ma.us.

  2. Logon within 7 days

    Each individual facility or program user must log on to the Virtual Gateway website within 7 days of receiving their username and temporary password by email from the Virtual Gateway to activate their account.

Contact for How to set up initial access to the HCFRS

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