CBISA
TM
The Role of the Reporter
For any CBISATM questions, contact
Customer Support: (419)-885-4593 or
[email protected]
Use “enter” on your keyboard, or click your left
mouse button to move through the screens
What is “Community
Benefit” and why should
we Track & Report?
The information provided in this presentation does
not constitute legal or tax advice. The material is
provided for informational/educational purposes
only.
What is Community Benefit?
Community benefit programs or activities provide treatment and/or promote health and healing as a
response to identified community needs.
For a program to “count”:
1.
It must address a documented community need, and
2.
It must have at least one of these community benefit objectives:
a)
Improve access to health care services
b)
Enhance health of the community
c)
Advance medical or health care knowledge
d)
Relieve/reduce the burden of government/other community efforts to improve health
Source: A Guide for Planning & Reporting Community Benefit 2015 Edition
What is NOT Community Benefit
A program does not count as community benefit, if:
 The program is primarily for marketing purposes

An objective “prudent layperson” would question whether the program truly benefits the community

The program or donation is unrelated to health or the hospital’s mission

The program represents a community benefit provided by another entity or individual

The program benefits the organization more than the community

Access to the program is restricted to individuals affiliated with the hospital

The activity represents a normal “cost of doing business” or is associated with the current standard
of care
Source: A Guide for Planning & Reporting Community Benefit 2015 Edition
Why should we track & report?
 Public Awareness: Effectively communicating your
Community Benefit story to the community you serve
 Tax Exemption Reasons: Demonstrating that your not-forprofit facility is investing health resource dollars back into the
community
 Sponsoring Reasons: Actively living out the mission
statement of your groups and congregations
 Management Reasons: Easily showing upper level managers
or boards how your facility is meeting identified community
needs and providing effective stewardship over the
organization’s resources
 Mandatory State Reporting Reasons: Most states require
some type of Community Benefit reporting
©Lyon Software, 2017
Accessing CBISA and
your user information
TM
Why should we track & report?
Secure URL for your organization
Enter your
assigned
User name and
password
©Lyon Software, 2017
Editing Your User Account Information
From the main screen, hover
your mouse over Options, then
click Org Defaults to access
your User information.
©Lyon Software, 2017
Editing Your User Account Information
2
1
Step 1: Highlight your user name
3
Step 2: Click once on “Edit” to
open up the user information popup box
Step 3: Complete any missing
contact information. Then enter a
unique password. Re-enter the
password to confirm it
4
©Lyon Software, 2017
Step 4: Click “Save” to save your
changes
A Note about User Names and Passwords
 Each User Name must be unique. User Names can contain up to 50
characters. DO NOT MAKE CHANGES TO YOUR USER NAME!
 Allowable characters for User Names include: letters A through Z (capital or
lower case), numbers 0 through 9, and the special characters period (.), dash
(-) and underscore (_). User Names are not case-sensitive.
 Passwords must be between 6 and 15 characters long. Each password
must contain at least one letter (A through Z), at least one number (0 through
9), and may not contain “password” or the User Name. The special character
underscore (_) is allowable in passwords, and may be used in place of a letter.
 Passwords are case sensitive. If upper and/or lower case alpha characters
are used in creating the password, it must be typed in exactly the same upon
login.
 In order to reset your own password, you must have a valid email address
entered in your user account in Org Defaults (see slides 9 & 10).
©Lyon Software, 2017
Data Entry
What can Reporters
enter?
and
How are data records
entered and linked?
(1) What data can the Reporter enter?
Programs
A program is a service to benefit any sector of the community. For
example:
Diabetes Education
Support Groups
Health/behavioral/hearing screenings
Residency Education
Enrollment Assistance (Medicaid, SCHIP) programs
Donating equipment and medical supplies
Mentoring programs
©Lyon Software, 2017
(1) What data can the Reporter enter? (cont.)
Occurrences
An occurrence is a report of quantifiable statistics (e.g., costs, nominal
fees, persons served) for a specific program/activity. The statistics often
cover a period (“January’s Screenings”) or an event (“January screenings
at the mall”) For example:
Program = Health Fair
Occurrence = Spring Health Fair (provides education/health
screenings so people are served and expenses are incurred)
Program = Support Groups
Occurrence = March Grief Support meeting (a group meets
so people are served and expenses are incurred)
Program = Health/behavioral/hearing screenings
Occurrence = Blood pressure screening at the local senior
center (people are served, expenses incurred)
©Lyon Software, 2017
(1) What data can the Reporter enter? (cont.)
Indicators & Measurements
Many facilities not only want to track the money spent on
community programs, but also the impact the programs are having
in the community. Because funding may be limited, it is often
necessary to evaluate the effectiveness of any given program. The
Indicators module gives you the ability to specifically measure your
progress toward a goal and gauge the impact your programs are
having in your community.
©Lyon Software, 2017
(1) What data can the Reporter enter? (cont.)
Outcomes
Many facilities not only want to track the money spent on
community programs, but also the impact the programs are having
in the community. Because funding may be limited, it is often
necessary to evaluate the effectiveness of any given program. The
Outcomes module gives you the ability to list your goals, specific
indicators, measurable results, and anecdotal results of specific
quantifiable programs or helps you to evaluate broad-based
programs/initiatives that may be outside the scope of the
Community Benefit Report.
©Lyon Software, 2017
(1) What data can the Reporter enter? (cont.)
Narrative Entries
The Narrative module is an electronic filing cabinet for collecting
and retrieving your narratives and stories surrounding community
benefit reporting. For example:
Record important contributions to the community by key
facility personnel
Collect narrative stories on how employees have made a
difference in the lives of the people they serve through
community benefit activities
Tell the rest of the story about how your quantifiable
programs are impacting the overall health of the community,
improving the quality of life and saving lives
Keep track of volunteer hours and opportunities
©Lyon Software, 2017
(2) How are Data Records added?
Programs/General - the only mandatory page
First, click “Add” to activate the
General screen. Next, complete the
information choosing the correct
Category, Target Population, and
Department from the drop-down lists.
©Lyon Software, 2017
(2) How are Data Records added? (continued)
Programs…additional (optional) information screens
To access each additional Program information
screen, simply click on the sub-menu title to open
the page. Additional sub-menu screens are:
Objectives, Indicators, Setting/Format, Target
Audience, and Healthy Communities.
Your Coordinator will let you know what information
should be completed on each additional
Program information page.
©Lyon Software, 2017
(2) How are Data Records added? (continued)
Programs…publish the record
When your Program record is complete, “publish”
your record to let the Coordinator know that it is
ready to be imported.
©Lyon Software, 2017
(2) How are Data Records added? (continued)
Occurrences…the statistics of Community Benefit
To add an
Occurrence
to an existing
Program,
highlight the
program then
click the
Occurrence
Link
©Lyon Software, 2017
Note : the Reporter can
not edit any active data
record. An active
record is one that the
Coordinator has added
or imported into the
Program.
(2) How are Data Records added? (continued)
Occurrences…entering the statistics
1.
Click on Add to
open a new
Occurrence
Record
2.
Enter your
statistical data
(persons
served,
expenses &
offsetting
revenue)
3.
“Save” your
data record
4.
“Publish” your
Occurrence
©Lyon Software, 2017
(2) How are Data Records added? (continued)
Occurrences…Expense Detail
Department Average hours correspond to
Department chosen from dropdown list
Additional Average
(Standard) hours
groups may or may
not be defined by
your Coordinator
©Lyon Software, 2017
(2) How are Data Records added? (continued)
Occurrences…Revenue Detail
Category A, E, F, G
Category B
The Revenue Detail will
be different depending
on the category attached
to the Program record.
Category D
Category C
©Lyon Software, 2017
(2) How are Data Records added? (continued)
Occurrences…Notes and User Defined Codes
Type in pertinent information in the free form
“Notes” text box
If User Defined
Codes exist,
check all that
apply
You can attach 5 files to each record. Click “attach a
file,” browse to find the right file, and then click, “Open.”
Note: User Name is captured on each
created record. It is also an email link.
©Lyon Software, 2017
(2) How are Data Records added? (continued)
Occurrences…publish the record
When your Occurrence record is complete, save
and then “publish” your record to let the Coordinator
know that it is ready to be imported.
©Lyon Software, 2017
(2) How are Data Records added? (continued)
Indicators…choose the Indicator, save, publish
“Add” new Indicators
Save the Indicator and
publish the record
©Lyon Software, 2017
Indicators are selected from a
dropdown list. To select the
Indicator, you must first choose
the “Source”, “Focus Area”,
“Topic” and then “Indicator”
(2) How are Data Records added? (continued)
Measurements…track Indicator’s progress
Add
Save
Measurement
type =
Baseline
Target
Actual
Anecdotal
©Lyon Software, 2017
How are Data Records added? (continued)
Outcomes…. share the results
Choose the Outcomes module
by clicking on the module tab
Click on “Add” to activate a new
Outcomes general entry screen
Save the outcome
©Lyon Software, 2017
Publish the record
(2) How are Data Records added? (continued)
Narratives…tell the story
Choose the Narratives module
by clicking on the module tab
Click on “Add” to activate a new
Narratives general entry screen
©Lyon Software, 2017
(2) How are Data Records added? (continued)
Narratives…select one or more subjects
Click on
“Subjects” to open
the Subjects page
Check all boxes
that apply
©Lyon Software, 2017
(2) How are Data Records added? (continued)
Narratives…write, save, publish
Click on “Narrative” to open the
Narrative page
Type in your narrative or story
Save the narrative
Publish the record
©Lyon Software, 2017
(3) How are Data Records linked?
Narratives linked to Programs
Narratives added by a reporter may be “linked” to a Program or Indicator
record. To link your Pending Narrative to a Program or Indicator, hover
your mouse over the More button and click “Manage Relationships.” The
Overview tab will show how many Programs have already been linked to
the Narrative you selected. Click to the Detail tab.
©Lyon Software, 2017
(3) How are Data Records linked? (continued)
Select the Program in the
“available” box (left side) and
move to the “linked” box (right
side) by using the arrow or by
double-clicking. Click “Save”.
©Lyon Software, 2017
Review: Reporter – Can vs. Cannot
Reporter Can:
Edit their own user information, including their password
Enter pending Program (if granted permission), Occurrence, Indicator,
Measurement, Outcome, and Narrative data records
Edit/Delete pending records that they have created
Copy pending Programs
Copy pending and active Occurrence records created by them and “read only”
Occurrences created by other users
Have “read only” access to all active Needs, Goals, Partnerships, Programs,
Indicators and Measurements
Have “read only” access to all non-pending Occurrences attached to a program for
the current active year and one year prior.
Have “read only” access to all non-pending Narrative data records that they have
created
Link their pending Narratives to Programs and/or Indicators
Preview or Print 4 reports
©Lyon Software, 2017
Review: Reporter – Can vs. Cannot
Reporter Cannot:
Change their user permission level or what reporting unit they belong to
Edit/Delete active data records (those records already imported or added by the
Coordinator)
Add Goals, Needs, or Partnerships
Access Edit Defaults or Financial Services
©Lyon Software, 2017
Changing Records from
Pending to Active
A Job for the Coordinator
How does the Coordinator import pending records?
Step 1: Hover your mouse
over More and click “Show
Filters.”
©Lyon Software, 2017
Step 2: Choose filter option to view
pending records (for example, filter #4
for pending Programs or Programs
with pending Occurrences)
How does the Coordinator import pending records?
(continued)
If a record is “pending”, an Import button will show on the Control Panel.
Click on
Import to
change the
status of data
entry records
from “pending”
to “active”.
©Lyon Software, 2017
How does the Coordinator import pending records?
(continued)
Note: If you highlight a Program and no “import
button”, appears, it means that a pending
occurrence has been added to an “active” Program
(a Program that already exists)
©Lyon Software, 2017
How does the Coordinator import pending records?
(continued)
If the Reporter has not published a record, you will see a warning.
Click “Yes” to import the unpublished record.
©Lyon Software, 2017
How does the Coordinator import pending records?
(continued)
You can even import Programs/Indicators and their corresponding
Occurrences/Measurements at the same time!
Or, just import the Program/Indicator!
Yes, it is that easy!
©Lyon Software, 2017
Lyon Software…striving to make social
accountability reporting a streamlined
process…