Submission of a Variance:
Applicant Pathway
Variances
• An applicant must meet all of the criteria in a
standard for the standard to be met.
• An applicant must meet all the standards in
order to become certified. The goal of the
certification process is to establish that the
system is in place.
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Requirements vs. Recommendations
• Variance/Requirement: MDH has determined
that the applicant is early in its implementation of
specific criteria in a standard and requires
monitoring. The goal is to guide / support the
clinic to successful implementation.
• Recommendation: Site visit evaluators, based on
their expertise, identify an opportunity for the
organization that will support their future success
in achieving the next level of certification.
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Variances – continued
• The applicant meets a portion of the criteria. Without a
plan or variance, the standard for the purposes of
certification is not met. MDH seeks further information,
corrective action plans or variance.
• The standard or criteria is not fully implemented, but
while it is not, the clinic generally meets the
requirements or has a well developed plan and
implementation timeline. It does not serve the State’s
purposes by denying certification.
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Submission of a Variance
The Health Care Homes (HCH) nurse planner will
connect and discuss with the clinic’s primary contact
the reason/s for a variance and provide the applicable
information to complete the request.
5
Log into the HCH portal using your username and password.
Select “Certification Options”.
Select “Variance(s)” from the drop down list.
6
Once you see the variance screen
select: “Submit a Variance”
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Select the rule part applicable to the variance you are requesting.
The rule number, description and intent will auto populate.
Then click next.
Select Rule Part
8
Complete the requested Applicant Variance Information.
Step 1. Select the type of variance requested
by clicking the dropdown button and highlighting your choice.
Step 2 will auto populate according to the selection made in step 1.
9
The Applicant Variance Information Screen: Step 3
In text box 3, explain the reason why the variance is requested (200 character limit)
or refer to document/s that you have uploaded and attached as noted in slide 13.
10
The Applicant Variance Information Screen: Step 4
In text box 4, describe measures and steps that you will take to fulfill the intent of the rule
or refer to documents that have been uploaded as noted in slide 13.
11
Continuing on the Applicant Variance Information Screen
• At the bottom of the page is a save button that will allow for
saving without submitting.
• Once the variance text is saved it can be viewed, edited, and
deleted up until the time it is submitted.
• Documents that are uploaded and saved can be viewed,
edited and removed/deleted up until the time the variance is
submitted.
• Once the submit button is clicked and the variance request
and documents are submitted, they are no longer modifiable
and are only viewable.
12
Select and Upload
Save, Submit, or Cancel
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How to Submit a Saved Variance
• To return to work on a saved variance click “Certification
Options” and “Variance(s)” (refer to slide 6).
•
Select the variance that is “In Progress” and click “Edit”
(see slide 15).
• Complete and verify steps 1 - 4 (refer to slides 9 – 11).
• Save or submit the variance.
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Returning to Submit a Saved Variance
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Notification
Once the variance is submitted, the applicant
receives an email notifying them of the successful
submission of the variance and another email will
be automatically sent to the HCH mail box for
variance review.
16
Corrective Action Plans (CAP)
The required reporting time parameters vary
according to the variance. For example, reporting
may be monthly, quarterly, semi annually, or at the
next recertification.
17
Automated Email
The on-line system emails the clinic contact and the
HCH mail box when:
– A CAP is due
– CAP reporting has been modified
– A variance has been: approved, not approved,
extended, resolved, updated, or is not applicable
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Questions can be directed to
Health Care Homes:
Phone number: 651-201-5421
Email address: [email protected]
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