Updating, adding, and deleting access to HCFRS

Overview

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.

Adding an a new HCFRS access administrator

Step 1

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

1. Form B - VG Access Administrator
   • Minimum 2 Access Administrator’s per facility
2. Form D - HCFRS User Agreement | (DOC)
   • One by each individual user

Send these forms to:

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

Step 2

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: [e-mail]

Step 3

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

Adding a new HCFRS user

Step 1

Facility/Program completes and submits one form to DPH by mail:

• Form D - HCFRS User Agreement | (DOC)
  • One by each individual user

Send this form to:

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

Step 2

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: [e-mail]

Step 3

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

Deleting an HCFRS access administrator

Step 1

Facility/Program completes and submits one form to DPH by mail:

• Form B - VG Access Administrator | (RTF)

Send this form to:

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

Step 2

Facility/Program Access Administrator completes and submits a User Request Form (“URF”) to the Virtual Gateway by email. (The facility/program’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: [e-mail]

Deleting an HCFRS user

Facility/Program Access Administrator completes and submits a User Request Form (“URF”) to the Virtual Gateway by email. (The URF for deleting a user, an Excel spreadsheet, is available on the DPH HCFRS website.)

Send the URF by email to: [e-mail]

HCFRS user manual

The HCFRS User Manual contains helpful information about how to submit a report using HCFRS: HCFRS User Manual | (DOC)

HCFRS tutorial videos

A system-wide update will be made to HCFRS on October 18, 2020. We encourage first-time users and returning users to review the tutorial videos below to help you navigate the upgraded system.

Module 1: Introduction, Login, Navigation, and Logout

Module 2: Create, Edit, and Submit Case

Module 3: Search, Print Cases

Module 4: 30-Day Report