AFC and HFA Required COVID-19 Reporting

Angie Szumlinski
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October 27, 2020
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Pursuant to the joint Department of Licensing & Regulatory Affairs (LARA) and Michigan Department of Health & Human Services (MDHHS) letter for AFC-HFA COVID-19 Reporting issued October 22, 2020, all licensed Adult Foster Care (AFC) and Homes for The Aged (HFA) facilities with bed capacity of 13 or greater are required to report COVID-19 data weekly in Qualtrics beginning October 28, 2020.

The previous survey platform, Survey Gizmo, closed to all facility reporting effective October 21, 2020. MDHHS is offering technical assistance webinars to AFC and HFA facilities to support transition to and compliance with required reporting in the new platform.  

Technical Assistance Webinars:

Session 1:  October 26, 2020, 11:00 AM – 12:00 PM (noon) EST

Session 2:  October 27, 2020, 12:00 PM (noon) – 1:00 PM EST

Registration is not required – join via Zoom at:

https://msu.zoom.us/j/96144632532

Passcode: 176558

Webinar ID: 961 4463 2532

Or iPhone one-tap : US: +12532158782,,96144632532#  or +13462487799,,96144632532#

Or Telephone: Dial(for higher quality, dial a number based on your current location):

US: +1 253 215 8782  or +1 346 248 7799  or +1 669 900 6833  or +1 301 715 8592  or +1 312 626 6799  or +1 646 876 9923

Qualtrics Registration:

The MDHHS required reporting must be completed through the web-based Qualtrics data collection tool: Michigan AFC/HFA COVID-19 Reporting.  AFC and HFA facilities must register for Qualtrics reporting at the following link: https://msu.co1.qualtrics.com/jfe/form/SV_di22jhTmyB2m3Q1.  This initial registration survey will be active only on the required reporting date, October 28, from 7 AM to 12 PM (noon).  When registering in Qualtrics, facilities must use their 11-digit state licensee identification number. After registering facilities will receive an individualized link by November 1, 2020, that will be used to submit weekly reports on behalf of the facility beginning November 4, 2020.

MDHHS Data Submission Requirements and Frequency:

All AFC and HFA facilities must submit COVID-19 related data to MDHHS by completing all data fields in the “Michigan AFC/HFA COVID-19 Reporting” within the Qualtrics platform.

Data reporting will cover a 7-day period beginning at 12:01 AM (0001 HRS) Wednesdays, and ending at 12:00 AM (midnight, or 0000 HRS) Wednesday the day of data submission.  This data should be submitted in Qualtrics once weekly between the hours of 7:00 AM (0700 HR) and 12:00 PM (noon, or 1200 HRS) on each Wednesday.

The “MDHHS COVID-19 Reporting Data Collection Instructions for Adult Foster Care and Homes for the Aged facilities” document includes instructions and definitions regarding each data element and can be found on the MDHHS website. This document should be downloaded and referenced regularly for updates to requirements for data collection and reporting.

For questions related to this reporting requirement, email MDHHS-MSA-20COVID19@michigan.gov.


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