Hamilton Niagara Haldimand Brant Local Health Integration Network Community Support Community Health Centres Community Care Access Centre Community Mental Health & Addictions MIS Education 1
2 Presented by the Hamilton Niagara Haldimand Brant LHIN MIS Education Session
Education on MIS Guidelines Education on MIS Guidelines New Requirement for 2009-10 3
We sent out a survey and the results were…. Most were interested in further and on-going MIS education Most were looking for handouts with MIS financial and statistical definitions Concern around the enhanced statistical reporting for payroll and how this would get accomplished through existing payroll systems Many comments and concerns around the difficulty to complete CAPS forms only see what is required to populate ability to freeze columns and rows difficult to navigate through need to be more user friendly 4
Some Definitions… CAPS-Community Annual Planning Submission Document used to negotiate a two year accountability agreement between the LHIN and Health Service Providers (HSP) Major themes are service planning, measurement and evaluation of health services, and organizational performance M-SAA-Multi-sector Service Accountability Agreement Service accountability agreement that the LHINS are required to enter into with the HSPs Together with the CAPS this forms the basis of a multi-year funding and planning framework Must report valid and reliable health care clinical and financial/statistical data WERS-Web Enabled Reporting System Found at www.mohltchb.com Forms for CAPS to be completed through WERS 5
Some Definitions… MIS-Management Information System Term used to identify and report data organized in a format consistent with Ontario health care reporting standards OHRS-Ontario Healthcare Reporting Standards Set of reporting standards and chart of accounts consistent with national health care reporting standards Data Quality The ability of HSPs to negotiate and meet their performance objectives is highly dependant on the integrity and validity of the data reported 6
What is OHRS? Ontario Healthcare Reporting Standards Provides STANDARDS and REQUIREMENTS for reporting financial and statistical data in Ontario from all health service organizations Based on the national Management Information Systems (MIS) Standards maintained by the Canadian Institute for Health Information (CIHI). Provide a standard framework for integrating clinical, financial and statistical data Accurate and reliable information to support the standard of accountability between community providers, the LHINs and the Ministry Allow comparison of information between providers/sectors locally, provincially and nationally 7
When is OHRS Used? Trial Balance Submissions to the MOHLTC Second Quarter(Q2) – Year to Date Third Quarter(Q3) – Year to Date Fourth Quarter (Q4) – Final Year End Submission Reporting in WERS for LHIN/MOHLTC Quarterly Forecasting Annual Reconciliation Reports (ARR) Budgeting (CAPS) 8
Where is OHRS Documentation? Available on ministry’s private website: www.mohltcfim.com User ID - healthcare (all lower case letters) Password - ontario (all lower case letters) Applies to all healthcare sectors Chapters 1, 2, 3, 4 Appendix A, B, C, D Full Provincial List of Accounts Appendix A – Functional/Accounting Centres Appendix B – Financial Accounts Appendix C – Statistical Accounts Appendix D – Balance Sheet Accounts Community Care Access Centre Chapter 5 Appendix E – CCAC Service Recipient Categories Appendix F – CCAC Client Services Activity Statistics 9
Where is OHRS Documentation? Children’s Treatment Centre Chapter 6 Chapter 7 CMH&A Sector Appendix A – CMH&A Functional/Accounting Centres Appendix C – CMH&A Statistical Accounts Chapter 9 Long-Term Care Homes Community Support Services (CSS) Chapter 10 Appendix H Glossary of Terms (definitions) Submit OHRS questions to generic email address OHRSCMH.A@ontario.ca 10
11 Ministry’s Private Website: www.mohltcfim.com
Sample of Chapters In V6.2 Community Care Access Centre (CCAC) Chapter 5 Community Care Access Centre V6.2 Appendix E CCAC Service Recipient (SR) Categories CCAC Client Services Activity Statistics Appendix F November 25, 2008 Children's Treatment Centres (CTC) Chapter 6 Children's Treatment Centres V6.2 Community Mental Health & Addictions (CMH & A) Community Mental Health & Addictions Chapter 7 December 23, 2008 V6.2 7.8 Summary Table of Statistics by Functional and Accounting Centre Functional/Accounting Centre List Appendix A July 11, 2008 Statistical Account List Appendix C December 23, 2008 Public Hospitals Public Hospitals Chapter 8 December 23, 2008 12
Sample of Chapters In V6.2 Long-Term Care Homes (LTCH) Long-Term Care Homes Chapter 9 48 Pages | March 11, 2009 Full Provincial Functional/Accounting Centre List Appendix A 8 Pages | March 11, 2009 Full Provincial Financial Account List Appendix B 22 Pages | March 11, 2009 Full Provincial Statistical Account List Appendix C 23 Pages | March 11, 2009 Full Provincial Balance Sheet Account List Appendix D 12 Pages | March 11, 2009 Glossary of Terms - Functional/Accounting Centres 83 Pages | March 11, 2009 Note: The Excel file contains all accounts from Appendix H Glossary of Terms - Financial Secondary Accounts Appendix H 42 Pages | March 11, 2009 Glossary of Terms - Statistical Secondary Accounts 72 Pages | March 11, 2009 Glossary of Terms - Balance Sheet Accounts 27 Pages | March 11, 2009 Community Support Services (CSS) Community Support Services Chapter 10 April 11, 2008 Functional/Accounting Centre List Appendix A April 11, 2008 Full Provincial Statistical Account List Appendix C April 11, 2008 CSS OHRS Update for 2008/09 Q3 Reporting Appendix F January 20, 2009 13
MIS and OHRS Key Concepts All information linked to a function of the Health Service Provider Hierarchy of account structure – Highest Reporting Level For Internal Purposes reporting can be more detailed Statistical information reported by service recipient type Financial information must be linked to associated statistical information Information used to understand factors that drive resource consumption and facilitate decisions for program quality and growth Expenses must be recorded in the year they are used to generate the service Revenues must be recorded in the same year as the expenses they fund Financial resources used to provide direct client services and the associated client activity are always reported in the same functional centre 14
OHRS Fund Types Required for the 2 nd digit of functional centre numbers, e.g., 7*5107820 Fund Type 1 : Hospitals Global Funding only Fund Type 2 : Community Funding – includes CMH&A, CSS, CCAC LHIN funding MOHLTC funding May include Donations and other Revenue sources Fund Type 3 : Other Sources of Funding Ministry of Community and Social Services (MCSS) Ministry of Children & Youth Services (MCYS) Municipalities Federal Government 15
16 Functional Centre Framework
Functional Centre/Accounting Centre Structure Level 1 Level 2 Level 3 Level 4 Level 5 7 2 5 1 0 7 8 1 1 Fund Type: 1. Functional Centre 1. Hospital/CCO 7*1 - Administration + Support + Services Most Aggregate level of reporting Provide additional levels of detail Lowest Level eg. 11 - Substance Abuse 8. Accounting Centre 2. CCAC 7*2 - Nursing Inpatient (Hosp) allowed eg. 78 - COM Primary Care - Addictions CCTC's 7*3 - Ambulatory Car (Hosp) CMM+A 7*4 - Diagnostic + Therapeutic CSS (Hosp + Com munity Diagnostic Services) Interim Long Term Care 7*5 - Comm unity + Social Services French Language (All Health Service Organizations) 3. Federal Govt 7*7 - Research (all Health Service Organizations) Municipal Govt 7*8 - Education (all Health Service Organizations) Other Ministries 7*9 - Undistributed (all Health Service Organizations) (MCCSS/MCYS) Donations 17
Common Administration and Support Services Functional Centres FC 7*1 Functional Centre are used to report financial and statistical Secondary Accounts Admin and Support Services FC are consistent with other healthcare sectors Administrative Services 7*110 Includes Finance 7*115 Human Resources 7*120 Communication 7*130 Materials Management 7*135 Registration 7*180 Service Recipient Transport 7*185 (Applies to Hospitals and LTCH) Health Records 7*190 Food Services 7*195 (Excludes Meals on Wheels and Congregate Dining) Information Systems Support-Computer Hardware, software and equipment at a minimum 7*125 Volunteer Services 7*140 Plant Operations 7*155 –Rent, utilities, taxes, insurance, maintenance fees(unless Supportive Housing funding provided) 18
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