OHRS Quarterly Submission

Executive Summary

The OHRS Quarterly Submission page is used to prepare the quarterly Ontario Healthcare Reporting Standards (OHRS) statistics for a branch. Each submission covers one fiscal-year period (quarter) for a provincial sector. The page gathers service status history, visit, premium and activity code information from AlayaCare data already loaded into the system, summarises it into totals by Functional Centre and Statistical Account, and lets you review the results before marking the submission as Submitted.

Key Features:

• Start a new submission for a branch, sector, fiscal year and period (quarter)
• Process Statistics for all Functional Centres or a single one, choosing which kinds of AlayaCare data to include and, optionally, a single client
• Review Totals (with Target and Variance from OHRS Metrics), Contacts, Messages and History
• Drill down from a total or a contact to the individual records behind it, and open a client in AlayaCare
• Close, Reopen and Mark As Submitted workflow with a full history of each action
• Compare Submissions side by side, or compare two fiscal years, in Excel
• Export a submission to Excel or to the MIS Template layout
• Update Metrics to feed the submitted values back into the OHRS Metrics page

Typical Workflow

1. Select Start New Submission, choose the Provincial Sector Code, Fiscal Year Starting, Period and branch, and select Save. The new submission has a status of Open.
2. Right-click the submission and select Edit to open the OHRS Submission Details.
3. Select Process Statistics, choose the OHRS Functional Centre (leave blank for all) and the AlayaCare entities to process, then select Ok.
4. Review the Totals, Contacts and Messages tabs. Correct any issues reported in Messages (for example missing funder or service code mappings) and process again if needed.
5. When a complete run (all Functional Centres, all six entities, no client chosen) finishes without messages, select Mark As Submitted.
6. Optionally select Update Metrics to copy the submitted values to OHRS Metrics, or Export to produce an Excel copy.
7. Use Compare Submissions or Compare Years to compare results between periods.

Report Output

Excel files can be produced from several places. All are downloaded to your computer.

Report Contents

Submission export

• Totals: FC, Description, Account, Description, Quantity, Target, Variance and Variance% for every total (not only the rows currently filtered on screen).
• Contacts, Messages and History: every row of the matching tab. Messages also includes the five data lines, message number and message name stored with each message.
• Details: one row for every record that makes up the totals, with the contact, the Summary text, the AlayaCare visit, visit premium, department and funder identifiers, the data source and source date, and (where the record came from a visit) the employee, facility, service code, cancel code, client type, visit start, visit end, visit duration and visit status.

MIS Template

• One row per total, with no header row: a blank first cell, the sector, the Functional Centre code (spaces removed), the letter S, the Statistical Account code (spaces removed) and the quantity. All totals are included regardless of the on-screen filters.

Totals comparison

• Submissions are listed from oldest to newest (by year, then period, then ID). There is one column per selected submission, headed "Branch Year-Qperiod (ID n) (notes)".
• A blank cell means the submission has no total for that Functional Centre and Statistical Account.
• When exactly two submissions are selected, Variance Amount (second minus first) and Variance Percentage (relative to the first; blank when the first is empty or zero) columns are added. The percentage cells are coloured using the ranges set in OHRS Metrics settings.

Years comparison

• For each period 1 to 4, a column for each of the two years (headed "Period n - year", followed by the submission notes when present), plus "Period n Variance" (year 2 minus year 1) and "Period n Variance %" (relative to year 1; blank when year 1 is empty or zero).
• Only the most recent Submitted submission for each period is used. A period with no Submitted submission is left blank.

Available Permissions

Main Grid

The grid lists submissions, 9 rows per page. The first five columns stay in view when you scroll sideways.

Main Grid Filters

Click Apply to refresh the list. Use Clear to reset filters (the branch returns to your own branch).

Actions

Dialog Components

Start New Submission

• The From date is always April 1 of the fiscal year. The To date is June 30 (Period 1), September 30 (Period 2), December 31 (Period 3) or March 31 of the following year (Period 4).
• Select Save to create the submission with a status of Open, or Cancel to close the dialog.
• If a submission already exists for the same branch, sector, year and period, you are asked "A record already exists for this period, are you sure you want to start another one?".
• Messages appear if a valid branch, Provincial Sector Code, year or period has not been chosen.

Compare Selected Submissions

• Choose a Year and/or tick Only Show Submitted Periods?, then select Apply or Clear.
• The grid has a tick box on each row and shows ID, Branch, Sector, Year, Period, From, To, Notes, Status, Last Process Date and One Or All FC?. If a row was selected on the main page it is ticked when the dialog opens.
• Tick at least two submissions and select Export Comparison; otherwise "Please select at least two submissions to compare." appears. Select Cancel to close the dialog.

Compare Years

• Choose Year 1 and Year 2 (both are required and they must be different). At least two distinct years must exist.
• Select Export Comparison. If nothing has been submitted for either chosen year, the warning "No Submitted submissions were found for the selected years." appears. Select Cancel to close the dialog.

OHRS Submission Details

Title: "OHRS Submission Details For ID: ... [Sector ... Year/Period ... From Date ... To Date ...]".

Read-only information: Timezone, Status, Notes (select Edit to open the Edit Notes dialog, where the notes can be changed at any status), Add Date, Added By, and, depending on status, Close Date / Closed By, Reopen Date / Reopened By and Submit Date / Submitted By.

Each Submit, Close, Reopen and Process Statistics action is recorded on the History tab. Closing the dialog returns you to the main list with the submission still selected.

Process Statistics

Select Ok to start or Cancel to close the dialog. If a client was typed but not chosen from the list, "The selected client could not be resolved. Please choose a client from the autocomplete list." appears.

Totals tab

• Buttons: Detail (select one row first) and Export To MIS Template.
• Filters: Filter Functional Centres and Filter Statistical Accounts (searchable, tick several), and Sort By (Functional Centre Code or Statistical Account Code), with Apply and Clear.
• Columns: FC, Description, Account, Description, Quantity, Target, Variance, Variance%. The grid shows 8 rows per page.
• Target comes from OHRS Metrics for the same branch, sector, year and period. Variance is Quantity minus Target and Variance% is the variance as a percentage of the Target; both are blank when the Target is 0 or empty. Variance% cells are coloured using the ranges set in OHRS Metrics settings.
• Right-click a row and select Details (or select a row and click Detail) to see the Quarterly Submission Details For FC / SA dialog (FC, SA, Value, Contact Type, Contact Name, Contact ID, Summary), which shows the year and period and has an Export button.

Contacts tab

• Button: Show Details (select one row first). Filter: Client Name Includes, with Apply and Clear.
• Columns: Type (Client or Employee), Name, ID, s955 Category, Age In Years, Age Category and Manage Records (an edit icon that opens the contact detail dialog).
• Age In Years and Age Category are worked out from the client's birth year and month at the start of the period: 2 = over 65, 4 = 18 to 65, 6 = 17 and under, 9 = not known (birth year or month missing). s955 Category comes from the client's data in AlayaCare.
• Right-click: Show Details, or Open Client In AlayaCare (clients only), which opens the client's scheduling page in AlayaCare in a new browser tab. "This client does not have an AlayaCare UID" or "Unable to load client from AlayaCare" appears if the client cannot be opened.
• The contact detail dialog is titled "Quarterly Submission Details" followed by the contact name, shows Contact Type, Contact Name and ID, and has an Export button and two tabs:
  • Statistics: FC, Description, SA, Description, Value, Summary.
  • Service Status History: a Functional Centre filter (default All) with Apply and Clear, and a wide grid of the service status records that fed the statistics (for example effective date, status, status reason and category, the account values 489, 501, 511, 512, 513, 40610, 40620, 40710 and 40720, sequence numbers, active counts, days waited, service and department, and the validation status of the previous record).

Messages tab

• The tab label shows the number of messages, for example Messages (3).
• Filters: Person ID Includes, Person Name Includes, with Apply and Clear.
• Columns: Contact ID, Person ID, Person Name, Type (CL for client, EMP for employee), Summary, Detail.
• Messages describe data that could not be coded, for example a service code, service or funder that was not found, a blank OHRS SR category or fund type on a funder, an unexpected value in a mapped Statistical Account, an unknown client age category where one is required, or a missing S.955 category.

History tab

• Columns: Action (Process Statistics, Submit, Close or Reopen), Processing Start, Processing End, Duration Mins, Status, Added, Added By, Centre, the six entity checkboxes (Service Status History, Client Visits, Client Visit Premiums, Client Visit Activity Codes, Employee Visits, Employee Visit Premiums), Client UID, Client First Name, Client Last Name.

Dependencies

The following tables must be configured for lookups on this view to work:

Processing Overviews

This section describes what happens after you confirm a processing action.

Process Statistics

1. Adds a History entry with the status Underway, recording the Functional Centre, the entities ticked and any client chosen.
2. Clears any existing details, contacts, service status history, totals and messages for the submission. This happens at the start of every run, even if the run later stops early.
3. Loads the Statistical Accounts and the departments for the sector (limited to the chosen Functional Centre if one was selected). If no departments meet the mapping requirements, a warning is shown and processing stops; the run is still recorded in History.
4. If Service Status History is ticked, recalculates the Functional Centre, reason category, sequence numbers and checks on the AlayaCare service status history, then goes through each client that has mapped history (in name order). For each Functional Centre it checks every Active, On Hold and Discharged record in date order, marking each as Included or Skipped (for example a second consecutive activation, or an on-hold or discharge that does not fit the expected 406, 512 or 513 pattern). It then posts the period's counts for new referrals (489) and days waited for service initiation (40720), new admissions (501), file closures (511), service discharges (513), individuals waiting for initial assessment (40610) or service initiation (40620) at the end of the period, assessment outcomes (512) with days waited for assessment (40710), and individuals who received a first service (506). Each count is posted once per client and Functional Centre.
5. If Client Visits is ticked, finds the clients with visits in the branch, period and included departments and processes each client's visits. Cancelled visits are skipped. A message is recorded when the service code or service cannot be found, or when the funder is missing or has a blank OHRS SR category or fund type. Hours are multiplied by the service code's unit multiplier and entries by its entry multiplier, and the amount is posted to the Functional Centre of the visit's department (with the funder's fund type) and the Statistical Account mapped on the service code. For most accounts the client is also counted as served (455), and in the Functional Centres that require it the client's S.955 category is posted (955). When all Functional Centres are processed, a client counted in 455 is also counted in the matching 855 account. Visit-level problems post a message, and some of them stop the remaining visits for that client.
6. If Client Visit Premiums is ticked, does the same for premiums on non-cancelled visits, using the premium code's mappings and multiplier.
7. If Client Visit Activity Codes is ticked, does the same for activity codes with an OHRS mapping on non-cancelled visits, counting entries using the activity code's multiplier.
8. If Employee Visits is ticked, finds the employees with visits in the branch, period and included departments, adds each as an Employee contact, and posts hours or entries for non-cancelled visits that map to the employee accounts (239 and 491). Visits on facility services use the facility service's funder.
9. If Employee Visit Premiums is ticked, does the same for employee premiums on non-cancelled visits.
10. Removes contacts and service status history that ended up with no details.
11. Sets the final status on the History entry, with the end time and duration, and refreshes the tabs: Processing Cancelled (stopped by the user), Completed (Single Functional Centre), Completed Successfully, or Failed (an unexpected error, with a warning shown).

Processing can be cancelled while it runs; whatever was posted up to that point is kept. If an unexpected error occurs for one client or employee, a warning is shown and processing continues with the next one.

Update Metrics

1. Asks for confirmation ("Are you sure you want to update the Metrics for this branch, sector, year and period?").
2. For each total, the Submitted value is updated on all matching OHRS Metrics detail rows for the same branch, sector, year and period.
3. If there is no matching row, a new row is added with the Submitted value and no Budget, Actual or Target. An OHRS Metrics header for the branch, sector and year is created if none exists.
4. Totals with missing Functional Centre or Statistical Account codes are skipped and a warning shows the updated, created and skipped counts. If there are no totals, "There are no totals to update" is shown.

Calculation Details

This section explains how Process Statistics decides whether a client counts in each of the following Statistical Accounts for the period. All of them come from the client's Service Status History in AlayaCare (the Active, On Hold and Discharged entries recorded against each service), so they are only calculated when Service Status History is ticked on the Process Statistics dialog.

Step 1: Which history entries are considered

• Only services in the departments used for the sector are considered (limited to one Functional Centre if you chose one). The Functional Centre of an entry comes from the department of its service, combined with the funder's fund type. A service whose funder has no OHRS fund type or no OHRS SR category is ignored.
• A client whose age category cannot be worked out is not processed for service status history at all.
• An On Hold or Discharged entry only counts if its status reason is mapped to an OHRS account in Status Reasons. Entries with an unmapped reason are ignored.
• An Active entry that has no effective date uses the start date of its service.
• The period runs from the start of the first day to the end of the last day, in the branch's time zone.
• Each client's entries are handled separately for each Functional Centre, oldest first.
• The first entry for a service is ignored if the next entry for that service is an activation or a hold, or is dated earlier than it.

Step 2: Each entry is accepted or ignored

Each entry is compared with the entry before it for the same client and Functional Centre. Ignored entries never count toward any account and do not appear in the contact's Service Status History tab, but, apart from the first-entry case in Step 1, they still count as the "previous entry" for the entry that follows. The tab shows only accepted entries.

The system also keeps a running count of active services for the client in the Functional Centre: each Active entry adds 1 and each Discharged entry takes away 1.

Any combination not listed (for example an On Hold entry that follows a Discharged entry) is neither accepted nor ignored and has no effect on the accounts.

Step 3: Whether the client counts in each account

Once the entries are accepted, a client is counted in an account when the entry that qualifies for it falls in the period (or, for the two waiting accounts, is the client's current position at the end of the period). A client is counted a maximum of once per Functional Centre and account, however many qualifying entries there are. The Functional Centre posted to is the one the service belongs to, except for accounts 501 and 513, which are posted to the CSS-level Functional Centre 82 9 90. The account also carries the client's age category (see the Contacts tab).

489 New Referral To A Functional Centre

The client counts when an accepted activation that is a new referral (see Step 2) has an effective date within the period. A client who is referred again to the same Functional Centre in the same period still counts once.

501 New Admissions to CSS

The client counts when a new referral in the period is also the client's first active service across all Functional Centres. To work this out, the system lists every new referral and every discharge for the client, oldest first, and keeps a running total across all Functional Centres: each new referral adds 1 and each discharge takes away 1. A new referral counts as an admission to CSS when that total becomes exactly 1, meaning the client had no other open referral at the time. A client who was fully discharged earlier and is referred again counts as a new admission again.

511 File Closure

The client counts when a discharge in the period brings the running total described for account 501 back to 0, meaning the client no longer has any open referral in any Functional Centre. It is posted to the Functional Centre of the discharged service.

513 Discharge From A Functional Centre

The client counts when an accepted discharge (see Step 2) has an effective date within the period.

512 Assessment Complete

The client counts when an accepted Assessment Complete discharge has an effective date within the period. It always follows an accepted hold for initial assessment.

406 10 Individuals Currently Waiting For Initial Assessment and 406 20 Individuals Currently Waiting For Service Initiation

These accounts show who is waiting at the end of the period, not who started waiting during it. For each Functional Centre the system takes the client's most recent accepted entry with an effective date on or before the last day of the period. The client counts in 406 10 if that entry is an initial assessment hold, or in 406 20 if it is a service initiation hold. If a later accepted entry exists (an activation or a discharge), the client no longer counts as waiting.

407 ** 10 Days Waited For Initial Assessment

For each Assessment Complete (512) counted in the period, the system finds the nearest earlier accepted initial assessment hold for the same client and Functional Centre and posts the number of calendar days between the hold date and the discharge date. The days are posted in the period of the discharge, not the period the wait started.

407 ** 20 Days Waited For Service Initiation

For each new referral (489) counted in the period, if the entry immediately before the activation is an accepted service initiation hold, the system posts the number of calendar days between the hold date and the activation date. If the activation did not follow a service initiation hold, nothing is posted.

506 Individual First Received Service

This is worked out from the visits recorded in AlayaCare, not the dates of the status entries. For each new referral, the system looks for the earliest visit on record for the client in the same Functional Centre. The visit is used only if the client has not been discharged from that Functional Centre between the referral and the visit. The client counts in the period in which that first visit starts. Because only the earliest visit is considered, a client counts in 506 once for each Functional Centre, in the period of the first visit, and a client with no visit in the Functional Centre does not count.

Example

A client is referred to a Functional Centre on July 10 and placed On Hold for service initiation the same day, and a service starts on August 4 with a first visit on August 12. The period being processed is Period 2 (July 1 to September 30).

• The Active entry on August 4 follows an accepted hold for service initiation, and the running count is 1, so it is a new referral and a new admission to CSS, counted in 489 and 501 for the period.
• The client has no other open referral, so it is the first active service across all Functional Centres.
• The wait ran from July 10 to August 4, so 25 days are posted to 407 ** 20.
• The first visit on August 12 falls in the period, so the client counts in 506.
• If the client was discharged on September 15, the discharge counts in 513, and 511 as well, since no other referral remains open. Account 406 ** 20 does not include the client at the end of the period, because a later entry replaced the hold.