F PCO Designation Management User Guide - Attachment F

Bureau of Health Workforce
SDMS PCO Designation Management User Guide

Shortage Designation Management
System (SDMS)
PCO Designation Management User Guide

May 2025

OMB No: 0906-0029 Expiration Date: xx/xx/xxxx
Public Burden Statement: The purpose of this information collection is to obtain performance data for the following: HRSA Grantees and cooperative
agreement recipients, programs operations, and surveys. In addition, these data will facilitate the ability to demonstrate alignment between BHW
discretionary programs, State Primary Care Offices (PCOs), and Shortage Designation Management System (SDMS). An agency may not conduct or
sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number. The OMB control
number for this information collection is 0906-0029 and it is valid until xx/xx/xxxx. Public reporting burden for this collection of information is estimated to
average 5.46 hours per response, including the time for reviewing instructions, searching existing data sources, and completing and reviewing the
collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for
reducing this burden, to HRSA Reports Clearance Officer, 5600 Fishers Lane, Room 14N136B, Rockville, Maryland, 20857.

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SDMS PCO Designation Management User Guide

CONTENTS
Shortage Designation Management System (SDMS) Overview ............................................................................ 9
Content of This User Guide................................................................................................................................. 9
1. Shortage Designation Management System (SDMS) Main Page ...................................................................... 9
2. SDMS Mapping Tool ...................................................................................................................................... 11
2.1 Accessing the Mapping Tool and Creating a New Application .......................................................................... 11
2.2 Mapping Tool Layout and User Interface .......................................................................................................... 13
2.2.1 Application Process Step Panel ................................................................................................................... 13
2.2.2 Map Tools ................................................................................................................................................... 15
2.2.3 Mapping Tool Search Bar ............................................................................................................................ 16
2.2.4 Mapping Widgets Layout ............................................................................................................................ 17
2.3 Creating a Rational Service Area (RSA) .............................................................................................................. 22
2.3.1 Creating RSA using “Select by Components” mode.................................................................................... 22
2.3.2 Creating RSA using Select by SRSA mode ................................................................................................... 34
2.3.3 RSA Population Center................................................................................................................................ 36
2.3.4 Travel Polygon ............................................................................................................................................ 39
2.4 Contiguous Area (CA) Analysis ........................................................................................................................... 42
2.4.1 Creating Contiguous Areas ......................................................................................................................... 42
2.4.2 Creating Contiguous Areas using “Select by SRSA” .................................................................................... 47
2.4.3 System Checks Performed During CA Analysis ........................................................................................... 51
2.5 Finding the NSC.................................................................................................................................................. 51
2.5.1 Non-Default and User-Selected NSC Provider ............................................................................................ 53
2.5.2 Continuing with No NSC.............................................................................................................................. 55
2.6 Supplemental Information................................................................................................................................. 57
2.6.1 RSA Related Information ............................................................................................................................ 59

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2.6.2 CA Analysis Information.............................................................................................................................. 60
2.6.3 NSC Related Information ............................................................................................................................ 61
2.6.4 Supporting Documents ............................................................................................................................... 63
2.7 MCTA Application .............................................................................................................................................. 66
2.7.1 Viewing MCTA Application Steps ................................................................................................................ 67
2.7.2 MCTA Population Center ............................................................................................................................ 68
2.7.3 MCTA Demographic Data ........................................................................................................................... 72
2.7.4 MCTA Nearest Source of Care .................................................................................................................... 75
2.7.5 MCTA Behavioral Health Indicator ............................................................................................................. 84
2.7.6 MCTA Supplemental Information ............................................................................................................... 85
2.7.7 Review and Submit ..................................................................................................................................... 89
2.8 Geographic and Population HPSA Scoring ......................................................................................................... 92
2.8.1 Primary Care Designation Score ................................................................................................................. 92
2.8.2 Dental Health Designation Score ................................................................................................................ 93
2.8.3 Mental Health Designation Score ............................................................................................................... 94
2.9 Submitting the Application ................................................................................................................................ 95
2.9.1 Go Back RSA Functionality .......................................................................................................................... 97
2.9.2 Go Back CA Functionality ............................................................................................................................ 99
2.10 Territories ...................................................................................................................................................... 100
2.10.1 Selecting RSA Components ..................................................................................................................... 100
2.10.3 Travel Polygon ........................................................................................................................................ 103
2.10.4 Creating Contiguous Areas ..................................................................................................................... 104
2.10.5 Nearest Source of Care (NSC) ................................................................................................................. 105
2.10.6 Supplemental Information...................................................................................................................... 106
2.11 Modernized MUA/P ....................................................................................................................................... 107

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2.11.1 Mapping Widgets Layout and User Interface ......................................................................................... 107
2.11.2 Creating a Rational Service Area (RSA) ................................................................................................... 111
2.11.3 MUA/P Score .......................................................................................................................................... 119
2.11.4 Supplemental Information...................................................................................................................... 120
2.11.5 Submitting the MUA/P Application ........................................................................................................ 121
2.11.6 MUA/P Territories................................................................................................................................... 123
3. Designations Portal ..................................................................................................................................... 126
3.1 Informational Mapping Tool ............................................................................................................................ 127
3.1.1 Informational Mapping Tool Layout and User Interface .......................................................................... 127
3.1.2 Basemap Gallery ....................................................................................................................................... 129
3.1.3 Layer List ................................................................................................................................................... 130
3.1.4 Legend. ..................................................................................................................................................... 132
3.1.5 Filter…………………………………………………………………………………………………………………………………………………….132
3.1.6 Map View Pop-Up Information ................................................................................................................. 135
3.1.7 Search Bar ................................................................................................................................................. 136
3.2 Searching for Designations .............................................................................................................................. 137
3.2.1 Downloading Designation Search Results................................................................................................. 141
3.2.2 Searching for Auto-HPSAs ......................................................................................................................... 142
3.3 Accessing Designation Profile .......................................................................................................................... 143
3.3.1 Viewing Shape Changes Messages ........................................................................................................... 144
3.3.2 Viewing General Information ................................................................................................................... 145
3.3.3 Viewing Supporting Details ....................................................................................................................... 150
3.3.4 Viewing Scoring Criteria ............................................................................................................................ 165
3.3.5 Viewing Supplemental Information .......................................................................................................... 168
3.3.6 Adding Additional Documents .................................................................................................................. 173

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3.3.7 Case History .............................................................................................................................................. 174
3.3.8 Inquiries .................................................................................................................................................... 174
3.3.9 Viewing Maternity Care Target Area (MCTA) Information ....................................................................... 177
3.4 Designation Actions ......................................................................................................................................... 179
3.4.1 Viewing Designation Provider Snapshot On Map ..................................................................................... 183
3.4.2 Viewing Shape Change Information On Map............................................................................................ 186
3.4.3 Updating a Designation ............................................................................................................................ 186
3.4.3.1 Updating a Designation with Shape Changes for HPSAs ....................................................................... 188
3.4.3.2 Updating a Designation with Shape Changes for MUA/Ps .................................................................... 190
3.4.4 Deleting In-Progress Designations ............................................................................................................ 192
3.4.5 Cancelling an Update ................................................................................................................................ 194
3.4.6 Copying Designations................................................................................................................................ 194
3.4.7 Proposing a Designation for Withdrawal .................................................................................................. 197
3.4.8 Proposing a Designation for Reinstatement ............................................................................................. 198
3.4.9 Unlink Parent/Child Update Application .................................................................................................. 199
3.5 Withdrawal Bundle Designations .................................................................................................................... 199
3.5.1 Search/Select Withdrawal Bundle Designations ...................................................................................... 199
3.5.2 Withdrawal Bundle Warning Messages .................................................................................................... 200
3.5.3 Withdrawal Bundle Designations Page ..................................................................................................... 201
3.5.4 Withdrawal Bundle in History Page .......................................................................................................... 203
3.6 Returned/Resubmitted Applications ............................................................................................................... 203
3.6.1 Search/Select Returned Application ......................................................................................................... 203
3.6.2 View/Resubmit Returned Applications..................................................................................................... 204
3.7 Creating Facility Designations .......................................................................................................................... 205
3.7.1 Naming and Selecting Facility Designation Type ...................................................................................... 206

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3.7.2 Creating a New Other Facility (OFAC) Application.................................................................................... 207
3.7.3 Creating a New State/County Mental Hospital (SMH) Application .......................................................... 236
3.7.4 Creating a New Correctional Facility Application ..................................................................................... 244
4. Automatic Facility HPSA (Auto-HPSA) Designation Portal ............................................................................. 260
4.1 Viewing Auto-HPSA Designation Profiles......................................................................................................... 261
4.1.1 Viewing General Information ................................................................................................................... 261
4.1.2 Viewing Organization Information............................................................................................................ 262
4.1.3 Viewing Organization’s Site(s) .................................................................................................................. 263
4.1.4 Viewing Score ........................................................................................................................................... 264
4.1.5 Viewing Data ............................................................................................................................................. 267
4.1.6 Viewing Maternity Care Target Area (MCTA) Information ....................................................................... 273
4.1.7 Viewing Documents and Comments............................................................................................................. 276
4.1.8 Viewing Replaced Designation Records ........................................................................................................ 276
4.1.9 Auto-HPSA Organization Profile Actions....................................................................................................... 278
4.1.10 Viewing Auto-HPSA Comprehensive Rescore History ................................................................................ 279
5. Rescoring Automatic Facility HPSAs (Auto-HPSAs) ....................................................................................... 282
5.1 Initiating Auto-HPSA Rescores ......................................................................................................................... 282
5.1.1 System Data Rescores ............................................................................................................................... 283
5.1.2 Supplemental Data Rescores .................................................................................................................... 285
5.2 Managing and Reviewing Supplemental Data Rescores .................................................................................. 306
5.2.1 Using the My Activities Page to Track and Manage Rescores .................................................................. 307
5.2.2 Assigning Supplemental Data Rescores for Review .................................................................................. 307
5.2.3 Reviewing POC-Initiated Rescores ............................................................................................................ 308
5.2.4 Updating POC-Initiated Rescores.............................................................................................................. 309
5.2.5 Reviewing Rescore Progress ..................................................................................................................... 309

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5.2.6 Using the “Review Data Updates” Tool During Review ............................................................................ 312
5.2.7 Using the “Preview Designation Profiles” Tool During Review................................................................. 314
5.2.8 Rescore Actions ........................................................................................................................................ 315
6. Managing My Activities ............................................................................................................................... 316
6.1 Searching for Tasks .......................................................................................................................................... 317
6.2 Reviewing Tasks ............................................................................................................................................... 319
6.2.1 Types of Tasks that Appear on the My Activities Page ............................................................................. 321
6.3 Managing Inquiries .......................................................................................................................................... 321
7. Tools ........................................................................................................................................................... 322
8. SRSA Plans .................................................................................................................................................. 324
8.1 Creating a New SRSA Plan................................................................................................................................ 325
8.1.1 Naming the RSA ........................................................................................................................................ 327
8.1.2 Selecting RSA Components ....................................................................................................................... 328
8.1.3 RSA Review and Justifications................................................................................................................... 331
8.1.4 Add RSA to SRSA Plan ............................................................................................................................... 336
8.2 Creating a Mental Health Catchment Area SRSA Plan ..................................................................................... 336
8.3 RSA Management ............................................................................................................................................ 338
8.3.1 Total RSAs in the SRSA Plan Display .......................................................................................................... 338
8.3.2 Manage RSA List ....................................................................................................................................... 338
8.4 Submit a SRSA Plan .......................................................................................................................................... 344
8.5 Copy a SRSA Plan .............................................................................................................................................. 347
8.6 Editing and submitting a copied plan ............................................................................................................... 349
8.6.1 Editing a copied RSA .................................................................................................................................. 350
8.6.2 Deleting a copied RSA ............................................................................................................................... 351
8.6 Edit & Resubmit a Returned SRSA Plan ........................................................................................................... 352

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Appendix A – Naming Conventions.................................................................................................................. 358
Appendix B – Auto-HPSA Scoring Requirements and Data Sources ................................................................... 362
Appendix C – Auto-HPSA Supplemental Data Rescore: Disciplines and Sub-scores To Be Updated by Data points
Entered ........................................................................................................................................................... 367
Appendix D – Auto-HPSA Email Notifications ................................................................................................... 371
Appendix E – Auto-HPSA Rescore Summary Page (“Review Data Updates”) ..................................................... 372
Appendix F – Rescoring Auto-HPSA Organizations Located in a U.S. Territory................................................... 376
Appendix F.1: Supplemental Data Rescores .......................................................................................................... 376
Appendix F.1.1 Service Areas............................................................................................................................. 376
Appendix F.1.2 Additional Data ......................................................................................................................... 378

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SHORTAGE DESIGNATION MANAGEMENT SYSTEM (SDMS) OVERVIEW
Goal: The Shortage Designation Management System is used to manage, create, and update designations, and to
manage and update provider records in support of designations. The foundation of the Shortage Designation
Management System comes from nationally sourced data and the policies and procedures of the Division of Policy
and Shortage Designation (DPSD).
PCOs are able to complete the following:
•
•
•
•
•
•
•
•

Search for existing designations
View information about existing designations
Create and submit new designations
Update existing designations
Copy designations
Review and update POC-submitted designations
Create and manage inquiries
Create and update provider location records

Roles: The shortage designation role is required to be part of the PCO user account in order to have access to the
Shortage Designation Management System for Designations for their state. Please refer to the Create Account
Section to gain the role and permission needed to perform the Designation Management functions.

CONTENT OF THIS USER GUIDE
This user guide covers designation management functionality and business rules. For further information on
provider and user management related functionality and business rules, refer to the Provider Management User
Guide and User Management User Guide on your SDMS Portal Home Page.

1. SHORTAGE DESIGNATION MANAGEMENT SYSTEM (SDMS) MAIN PAGE
The purpose of the Shortage Designation Main Page is for the PCO to view important updates, access helpful
resources and access the Designations portal, Providers portal, User Management portal, and Inquiries and Report
functionalities. The user can access this page by selecting “Link to the Shortage Designation Main Page” on the
main portal homepage.

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Figure 1 PCO Shortage Designation Main Page

Feature

Description

1. Navigation Panel

The user may navigate to other sections of the PCO Portal using this toolbar.
Several of these menu items have sub-menus when clicked.

2. News and Alerts

This section provides the user with new information and updates pertaining
to Shortage Designation Management.

3. Helpful Resources

This section provides the user with resources on the policies and procedures
of SDMS.

4. SDMS Data Sources

This section lists the data sources currently being used in SDMS.

From the Shortage Designation Main Page Navigation Panel, PCOs can access:
•
•
•
•
•
•

SDMS Mapping tool (via the Designations Portal) to create and update designations
Designations Portal (Search for and View Designations, Manage Tasks in My Activities, View Auto-HPSA
and Geographic and Population Update Preview results )
Auto-HPSA Designations Portal (via the Designations Portal) to view and rescore Auto-HPSAs
Provider Management Portal (Manage Provider Data Sources, Search for Providers, View Provider Profiles
and Locations, Download Provider State Reports, Use Provider Import Tool)
Tools
User Management Portal (Manage Auto-HPSA Points of Contact, Manage Stakeholder Notifications)

An overview of each of the SDMS Mapping Tool, Designation Portal, and Auto-HPSA Designations Portal is
provided in subsequent sections.

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2. SDMS MAPPING TOOL
The SDMS Mapping Tool is used to create and update Geographic and Population HPSA designations, and MUA/P
designations.
NOTE: The mapping tool cannot be used for Auto-HPSA designations. See Section 6. Automatic Facility HPSA (AutoHPSA) Designation Portal for additional information about AutoHPSA Designations.

2.1 Accessing the Mapping Tool and Creating a New Application
Select the “Designations” tab from the navigation bar at the top of the window. To begin the process of creating a
new designation in the Mapping Tool, the user should select the
Designation Applications card.

button in the Manage

Figure 2: New Designation Management Landing Page

The user will be brought to the Creating a HPSA or MUA/P Initial Information Page shown in Figure 26 and
prompted to provide the following initial information:

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Figure 3: Creating a HPSA or MUA/P Initial Information Page

USER NOTES
•

If the user selects “Mental Health” as the discipline, they will need to indicate if the designation is a
mental health catchment area. More details regarding the qualifications for Mental Health HPSAs can be
found in the Shortage Designation Management System Manual for Policies and Procedures.

Figure 4: Indicating Mental Health Designation as a Catchment Area

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Once the form is completed, select the SAVE button. The user will then be brought into the Mapping Tool to create
the Rational Service Area (RSA). Please see Section 4.3 Creating a Rational Service Area (RSA) for further
information on how to create the RSA.

USER NOTES
1.
2.

If there is not a corresponding population under the Designation Options for a HPSA Population
Designation type, Other Population should be selected form the Designation Options dropdown.
When the Edit RSA Pop-up appears, input the Other Population Total relevant population and the FTE for
the RSA. Both fields will be required. Please see section 4.3 Creating a Rational Service Area (RSA) for
further information on how to create the RSA

2.2 Mapping Tool Layout and User Interface
The mapping tools allow multiple ways for a user to select areas on the map and to show more information about
selected areas.

2.2.1 Application Process Step Panel
The Application Process Steps displays information to the user on what part of the application they are on. This
includes directions, key statistics, and some error messages. There are three main parts of the application for
HPSAs: Create RSA, CA Analysis, and Find NSC.

Figure 5: Soft Buttons - Application Process Steps Panel

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Feature

Description

1. Breadcrumbs

This field displays the breadcrumbs at the top of the page. The user may
navigate back to their previous page using the breadcrumbs or using the
web browser’s back button.

2. Designation ID - Name

This field displays the HPSA designation number and designation name.

3. Application Process Steps

This field displays the Application Steps.

4. Application Step

This field displays the column name for the application steps.

5. Status

This field displays the status of the application.

6. Action

This field displays the action that the user can take for the application step.

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2.2.2 Map Tools
To access the Map Tools dropdown, locate the Tools
options are available:

widget on the right-hand side of the map. The following

Figure 6 Map Tools Dropdown Menu

Feature
1. Pan

Description
Use this tool to navigate the map. Click and hold on the map, then move the
mouse until the desired part of map appears and release.

2. Select by Point

Use this tool to select a single area component (county, census tract, or CSD)
on the map with one click.

3. Select by Line

Use this tool to select multiple components (county, census tract, or CSD) on
the map. Start with single clicks to form lines and use double-click to
complete a section.

4. Select by Rectangle

Use this tool to select multiple components (county, census tract, or CSD) on
the map. Click on the map and drag down the mouse until the visible
rectangle covers the area you want to select.

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Feature
5. Select by Polygon

Description
Use this tool to select multiple components (county, census tract, or CSD) on
the map. Start with single clicks to form lines and double-click to close the
visible polygon.

2.2.3 Mapping Tool Search Bar
The Mapping Tool Search Bar is available on the Mapping Tool Banner. This tool allows the user to search for areas
on the map using various search criteria. Once the search criteria is entered, the user will be taken to the specific
component which will be identified in a red color.

Figure 7: Mapping Tool Search Bar

Click on the down arrow to the left of the textbox to select a search option. The user may search by the following
options:
Feature
1. All

Description
This option allows the user to enter an address or name of an area to search
on the mapping tool.

2. Census Tract

Users may search for an area on the map using the census tract (CT) number.

3. CSD

This allows the user to locate an area on the map using a CSD number.

4. County

The user may search for counties by name.

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Feature
5. Provider / Provider
Snapshot

Description
This allows the user to search for providers on the map using a Provider’s
NPI number, first name, last name, or full name. Users can search for
providers used in a submitted designation by selecting Provider Snapshot or
current providers by selecting Providers.

6. Auto-HPSA

The user may search for Auto-HPSA’s using the Auto-HPSA Public ID or
name.

7. HPSA

This option allows the user to search for a HPSA using the HPSA Public ID or
name.

8. MUA/P

The user may search for MUA/Ps using the Public ID or name of the MUA/P.

9. Correctional Facilities

This allows for the user to search for a correctional facility by Name,
Designation ID, or Public ID.

10. OFAC

The user may search for an OFAC using the Public ID or OFAC name.

11. SRSA

This option allows for the user to search for a SRSA using the SRSA name or
SRSA ID number.

2.2.4 Mapping Widgets Layout
The mapping widgets are located in the right-hand side of the map. They allow users different functions
including the ability to search, narrow down results with filter, select areas on the map to view provider
location, demographic, health statistic information, select an area on the map to create an RSA, etc.

Figure 8 Mapping Widgets Layout on the Map (these widgets are dynamic depending on the mapping page you are on)

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Feature

Description

1. SEARCH

This tool allows the user to search for areas on the map using various search
criteria. For more information, refer to 4.2.3 Mapping Tool Search Bar

2. FILTER

This tool allows user to select and narrow down the filter results. For more
information, refer to 5.1.5 Filter

3. BASEMAP GALLERY

This tool contains multiple cartographic styles that offer different
information associated with the map view being displayed. For more
information, refer to 5.1.2 Basemap Gallery

4. LAYER LIST

This tool contains geographic, designation, provider location, and
health/demographic information that users can interact with and reference.
For more information, refer to 5.1.3 Layer List

5. TOOLS

This tool allows users to select an area on the map. For more information,
refer to 4.11.1.C Map Tools Widget

6. LEGEND

This tool contains the symbology or visualization details for all layers enabled
by the user in the Layer List menu. For more information, refer to 5.1.4
Legend

7. USER-CREATED
COMPONENTS

This tool allows users to view user-created components such as Rational
Service Area and Contiguous Area, refer 4.2.4A User-created Components
Widget

8. DESIGNATION DATA
SNAPSHOT

This tool displays the demographic data for the saved RSA. For more
information, refer to 4.2.4B Designation Data Snapshot Widget

9. PROVIDER INFORMATION

This tool allows the user to select to display Usable and Non-Usable
providers on the map, refer to 4.2.4C Provider Information Widget

10. DATA VINTAGE

This tool allows the user to view RSA shapes changes that exist for the
designation. A table of old and new component IDs will be displayed, and the
user can open an Overview Map to see what the shape of the RSA use to
look like before new map data was uploaded to the system, refer to 4.2.4D
Data Vintage Widget

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2.2.4A User-created Components Widget
To access the User-created Component dropdown, locate the User-created Component widget on the right-hand
side of the map. The User-created Component widget includes a list of components that the user created such as
Rational Service Areas and Contiguous Areas. The user can toggle the visibility of each component with the
checkbox.

Figure 9: User-created Component Widget

2.2.4B Designation Data Snapshot Widget
To access the Data Snapshot dropdown, locate the Designation Data Snapshot
widget on the right-hand side
of the map. The Designation Data Snapshot widget includes the data for any RSA or CA as they get saved during
the designation application process step. All data on this widget is read only and cannot be changed.

Figure 10 Designation Data Snapshot

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As the RSA and individual CAs are saved, the user may change the data displayed in the data tab by using the
dropdown menu and selecting the RSA or individual CA from the options. The data will change upon their
selection.

Figure 11: Designation Data Snapshot - Data Summary Dropdown

USER NOTES
•

•
•

When an invalid RSA message upon trying to save an RSA is received, the data panel will display content
for that invalid RSA. Figure 34 above displays the data for the valid RSA.
When the RSA or CA’s Provider FTE is less than 0.10 the data panel will display the Provider FTE as 0.
When the Number of Live Births, Number of Infant Deaths, Low Birth Weight Births, and/or Infant
Mortality Rate includes suppressed data, the data panel will display the number and asterisk (*).

2.2.4C Provider Information Widget
To access the Provider Information dropdown, locate the Provider Information Widget
on the right-hand side
of the map. The widget will display Usable and Non Usable providers on the map. The widget is associated with the
discipline type. The user can choose the following provider display options.
•

•

Usable:
o Serves Medicaid Only
o Serves Sliding Fee Scale Only
o Serves Medicaid and Siding Fee Scale
o Does not serve Medicaid or Sliding Fee Scale
Non Usable

Provider information will be displayed during the NSC step. For more information, Refer 4.5.1 Non-Default and
User-Selected NSC Provider. Before the NSC step, this widget is solely for display purposes and the user will not be
able to interact with the provider information.
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Figure 12 Provider Information Widget

2.2.4D Data Vintage Widget
To access Data Vintage dropdown, locate the Data Vintage
widget on the right-hand side of the map. This
widget will only display on the View on Map page when shape changes exist. There is text above the table that
displays old and new component IDs that states the following:
• The RSA components for this designation have changed due to updated census boundary data since the
last update of this RSA. The table below shows the old and new component IDs of the shape that have
changed. The shape data displayed in the main map is from [new year]. When the "Show Data Vintage
Map" button is clicked, a small map will display in the left-hand corner. The shape data displayed in the
small map is from [old year]. Click on a new component ID to zoom to the corresponding component
shape.
If the user clicks on one of the new component ID’s the main map will zoom and highlight the respective
component on the map. When the user clicks on the “Clear Map” button, the highlight will be cleared from the
map. When the user clicks on the information icon, a tool tip will display to give a better explanation of how the
use can interact with the widget.

Figure 13: Data Vintage Widget and zoom/highlight map functionality
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If RSA shape changes exist and there is shape data, the user will be able to see what the old RSA shape looked like
on the Overview Map.
• When the user clicks on the “Show Data Vintage Map” button, an Overview Map will display on the lefthand side of the screen. The user will be able to zoom and move the Overview Map independently. If the
user zooms or moves the main map, the Overview Map will copy those actions.
• When the user clicks on an area on the main map, a small green pin will appear on the Overview Map to
help with user see what area they are looking at.

Figure 14: Overview Map and pin drop functionality

2.3 Creating a Rational Service Area (RSA)
Creating an RSA includes the following subtasks:
•
•
•

Selecting RSA Components
Selecting the Population Center
Creating the Travel Polygon

The user will be able to track their progress throughout the entire designation creation process in the Mapping
Tool using the Application Process Steps Sidebar. This can be accessed by selecting the “RSA Steps” expandable
section on the left-hand side panel.
The user can create an RSA by two modes:
•
•

Select by Component mode (for more details, please see 4.3.1 Creating RSA using “Select by Components”
mode)
Select by SRSA mode (for more details, please see 4.3.2 Creating RSA using Select by SRSA mode)

2.3.1 Creating RSA using “Select by Components” mode
The map loads with the Select by Components mode by default. To locate the Selection Mode, open the
“LayerList” widget

. The Select by Component radio button will be default selected.

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Figure 15 Select by Component Selection Mode

2.3.1A Selecting RSA Components
In the Mapping Tool, select the “Tools” widget
located on the left side of the map. The dropdown will provide a
selection of “Map Tools” for the user to use while using the application. For a complete explanation of all tools
provided, please see Section 4.2 Mapping Tool Layout and User Interface.

Figure 16: Navigating to the Map Tools Options

Using the selected tool, select the components that you wish to include in the RSA. The user can toggle between
layers by going to the “Layers” widget. Under the “Components” tab, the user can select a layer by selecting a
radio button.

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Figure 17: Selecting Layer to Build RSA Component With

Once the correct layer for the component has been selected, the user should select the area on the map that will
make up the RSA. When the user has selected an RSA component, the component(s) will be highlighted in pink,
and the “RSA” dialog box will appear in the application.
2.3.1.B Saving RSA
When the user has selected an RSA component, the component(s) will be highlighted in pink, and the “RSA” dialog
box will appear in the application.

Figure 18: Selected RSA Component and RSA Popup

Within the popup, the user will have access to the following information and have the option to make certain
changes.
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Figure 19: Primary Care HPSA Geographic Edit RSA Box

The generic “Edit RSA” popup contains the following features:
Feature
1. Selected Designation
Options
2.

3. Insufficient Capacity

4.

Description
The top section will display the discipline, designation type, and designation
option previously selected by the user.
The checked boxes indicate which components are selected. If a selected
component is no longer wanted, the user can uncheck this box to exclude
the component(s) in the RSA being created. The columns give basic names
and IDs of the given component. At least one component must be selected
to continue.
This tab will be activated for HPSA Geographic High Needs designations.
Please see Section 4.3.1B RSA Pop-up: Insufficient Capacity Tab for more
information on this tab.
The information icon can be hovered over to display critical statistics on the
component for the PCO including:
• Name of Component
• Total Population
• Percent Population Below 100% FPL
• Percent Population Below 200% FPL

5. Enter Adjusted Population

If the PCO believes that the system-retrieved population of the RSA is
incorrect, the user can enter an adjusted population. If a user decides to do
so, they will be prompted to provide supplemental information later on in
the process to justify the change.

6. Enter RSA Name

To continue with the application the user must give the RSA a name. This
field is limited to 40 characters.

7.

Once ready to proceed, engage this button to save the RSA.

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Please see the following sections on additional features:
•
•
•
•

Dental Health Edit RSA Pop-up (Error! Reference source not found.)
Mental Health Edit RSA Pop-up (Error! Reference source not found.)
Primary Care Geographic High Needs Insufficient Capacity Tab (Section 4.3.1B RSA Pop-up: Insufficient
Capacity Tab)
Dental Health Geographic High Needs Insufficient Capacity Tab (Section 4.3.1B RSA Pop-up: Insufficient
Capacity Tab)

Once the RSA is saved the system will perform the following checks:
•
•
•

The population for all HPSA and MUA/P types are greater than 0.
The area does not overlap with a preexisting designation.
Population to provider ratio must be within the qualifying range set in MPPs for the given discipline.

If the RSA passed all checks, a pop up will appear instructing the user to continue to the next step. The
Application Process Steps status will update to indicate that the “Save RSA” step is “Complete” and RSA status
to “Complete”:

Figure 20: Successfully Saved RSA Pop-up and Updated Application Progress

The user can engage the
link to make changes to the RSA. If no changes are needed, select the
button to move to the “Population Center” step. Proceed to Section 4.3.2 RSA Population Center to continue with
the process.

2.3.1C RSA Warnings and Errors
If the RSA does not qualify, the RSA cannot be saved and the user will not be able to continue the application
process. The system will display the following error:
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Figure 21: RSA Does Not Qualify Error Message

The red Error banner will provide further information on why the RSA does not qualify. The user can engage the
link to make changes to the RSA.

POPULATION MAXIMUM AND MINIMUM WARNING MESSAGES
Warnings will be displayed under the yellow banner. Scroll the RSA dialog box to see all the warnings.
The following message will be displayed when the RSA total relevant population is greater than 250,000 for RSAs
made out of county and sub county components and for Mental Health Catchment Areas with a total relevant
population greater than 999,999.

Figure 22 Population Maximum Exceeded Caution Message

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If desired, the user can continue with the application if a caution message appears. A detailed explanation for not
meeting the population maximum or minimum should be included in the “RSA Supplemental Information Form.”
The user is able to continue through the process by selecting the
the steps outlined in Section 4.3.2 RSA Population Center.

button. This will navigate the user to

OVERLAP CAUTION MESSAGE
If the RSA overlaps with a preexisting designation, the system will display the following message. The message
displays which designations overlap with the RSA being created.

Figure 23 : RSA Overlap Caution Message

USER NOTES
•

•

The user may continue through the application process for this RSA to determine the projected score,
however if the application is approved, the overlapping designation(s) will be proposed for withdrawal. To
continue with the application, select the
button.
Any facilities that are associated with the overlapping designation will remain unchanged until they are
updated (See Section 4.9 Submitting the Application).

Selecting the
button will direct the user to select the RSA population center. See Section 4.3.2 RSA
Population Center for instructions on these steps.

PROVIDER DATA NEEDS REVIEW MESSAGE
If the geocomponents chosen for the Rational Service include provider locations that have open Needs Review
Flags, the system will display the following message:
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Figure 24: Provider Data Needs Review Warning Message

PCOs can view more information about the open Needs Review flags by navigating to the Provider Dashboard.
There can be discrepancies between the number of provider locations listed in the warning message and the
number of review tasks listed on the dashboard as provider locations can have multiple Needs Review flags, and
the warning message is based on the data included in the Provider Snapshot. Needs Review flags could have been
updated since the PCO first saved the RSA.
2.3.1D RSA Pop-up: Dental and Mental Health

DENTAL HEALTH RSA POP-UP
For Dental Health HPSA Designations, the PCO will have to provide the “Percentage of Population with Access to
Fluoridated Water.” For more information on fluoridation rates, please refer to the Shortage Designation
Management System Manual for Policies and Procedures.

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Figure 25 : Dental Health Save RSA Pop-Up

MENTAL HEALTH RSA POP-UP
For Mental Health HPSAs, the PCO will be prompted to answer the following yes/no questions:
•
•

Does this RSA’s substance rate fall into the worst quartile of the region, state, or national rate? If yes,
please upload the file that supports this answer.
Does this RSA’s alcohol abuse rate fall into the worst quartile of the region, state, or national rate? If yes,
please upload the file that supports this answer.

For more detailed information about the substance and alcohol abuse rates please refer to the Shortage
Designation Management System Manual for Policies and Procedures.

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Figure 26 Mental Health Save RSA Pop-Up

2.3.1E RSA Pop-up: Insufficient Capacity Tab

PRIMARY CARE GEOGRAPHIC HIGH NEEDS INSUFFICIENT CAPACITY TAB
For Primary Care Geographic High Needs HPSAs, the user will be prompted to fill out the requested information on
the “Insufficient Capacity” tab if the RSA fails the following system checks:
•
•
•

More than 20% of the population has incomes at or below 100% FPL
More than 100 births per year per 1,000 women aged 15-44
More than 20 infant deaths per 1,000 live births

The user must populate at least one field on the “Insufficient Capacity” tab for the
button to be
enabled. The user should select this button when they have finished completing the desired fields.

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Figure 27 : Insufficient Capacity Tab - Primary Care Geographic High Needs HPSA

USER NOTES
•

The RSA must pass at least two of the following criteria to pass on insufficient capacity:
o More than 8,000 office or outpatient visits per year per FTE primary care physician serving the
area
o More than 7 days for appointment wait times for existing patients
o More than 14 days for appointment wait times for new patients
o More than 1 hour wait time for patients with appointments
o More than 2 hours wait time for patients who are treated on a first come, first serve basis
o Abnormally low utilization of health services as indicated by an average of two or fewer office
visits per year on the part of the area’s population
o Evidence of excessive use of emergency room facilities for routine primary care (30% of patients
are for primary care reasons)
o Two-thirds or more of area physicians do not accept new patients.

Once the

button is selected the user will see the following message:

Figure 28: Insufficient Capacity Data Successfully Saved Message

The system will verify the insufficient capacity data when the RSA is saved, not when the
the “Insufficient Capacity” tab is selected.

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DENTAL HEALTH GEOGRAPHIC HIGH NEEDS INSUFFICIENT CAPACITY TAB
For Dental Health Geographic High Needs HPSAs, the user will be prompted to fill out the requested information
on the “Insufficient Capacity” tab if the RSA fails the following system checks:
•
•

More than 20% of the population has incomes at or below 100% FPL
More than 50% of the population has no fluoridated water

The user must populate at least one field on the “Insufficient Capacity” tab for the
button to be
enabled. The user should select this button when they have finished completing the desired fields.

Figure 29 : Insufficient Capacity Tab - Dental Health Geographic High Needs HPSA

USER NOTES
•

The RSA must pass at least two of the following criteria to pass on insufficient capacity:
o More than 5,000 visits per year per FTE dentist serving the area
o More than six weeks wait time for appointments for routine dental services
o Two-Thirds or more of the area’s dentists do not accept new patients

Once the

button is selected the user will see the following message:

Figure 30: RSA Successfully Saved Message

The system will verify the insufficient capacity data when the RSA is saved, not when the
the Insufficient Capacity tab is selected.
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2.3.2 Creating RSA using Select by SRSA mode
The user can create an RSA by selecting preapproved SRSA-RSA(s). To load the pre-approved SRSA plan on the
map, open “LayerList” widget

. Click on Selection Mode dropdown. Click Select by SRSA radio button.

Figure 31 Select by SRSA Selection Mode

The system will display approved SRSA Plan on the map. The SRSA-RSAs will be highlighted with orange
boundaries. The SRSA-RSA Components will be color coded on the map:
•
•
•

County: Pink
County Subdivision: Lavender
Census Tracts: Aqua

Figure 32 Approved SRSA Plan on the Map

DISPLAY SRSA PLAN IN LEGEND
When the user selects “Select by SRSA” option in the selection mode and the map loads the SRSA plan, and the
system will display the SRSA Plan information in the Legend widget.
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Figure 33 SRSA Plan Information in the Legend

USER NOTES
•

When using Select by SRSA, only SRSA service areas will be selectable. Components will be disabled until
the Select by Component mode is enabled.

Figure 34 Disabled Components dropdown for Select by SRSA mode

SELECTING RSA COMPONENTS
In the Mapping Tool, select the “Tools” widget
located on the left side of the map. The dropdown will provide a
selection of “Map Tools” for the user to use while using the application. For a complete explanation of all tools
provided, please see Section 4.2 Mapping Tool Layout and User Interface.

Figure 35 Tools to select an area on the map

Using the selected tool, select the SRSA-RSA(s) that you wish to make up the RSA. When the user has selected an
RSA component, the component(s) will be highlighted in pink, and the “RSA” dialog box will appear in the
application.
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AREA SELECTION WARNING
The user can select multiple SRSA-RSAs to create the Rational Service Area. The SRSA-RSAs must be created with
the same component types. If the user selects SRSA-RSAs made with different components, the system will display
a warning message in the RSA dialog box. Only matching components will be listed in the dialog box and will be
saved if the user choose to continue.

Figure 36 Warning Message for Non-Matching Components Selection

SAVING RSA
When the user has selected an RSA component, the component(s) will be highlighted in pink, and the “RSA” dialog
box will appear in the application. For more information, please refer to 4.3.1.B Saving RSA

2.3.3 RSA Population Center
The system will automatically calculate the population center of the RSA. The population center will be reflected
by a pin icon (

) and a pop-up box will appear with details on the population center.

Figure 37: System Calculated Population Center

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If the population center of the RSA is correctly represented by the
, select
to proceed to creating a
travel polygon. See Section 4.3.3 Travel Polygon for instructions. If the user does not think the RSA population
center has been correctly identified, the user can change the population center.
To change the population center, move the
to the location that correctly represents the RSA population center.
Once the icon is moved, a new pop-up will appear giving the latitude and longitude of the new user selected
location. These coordinates will be read-only but can be changed by moving the

.

Figure 38: User Selected RSA Population Center Pop-up

To revert the RSA population center back to the system default location, select the

link. Select the

button to use the user-defined location as the RSA population center.

USER NOTES
•
•
•

The user should not select a tool to move the population center.
Provide the justification for moving the population center in the Supplemental Information Form of the
application.
The population center must be within the borders of the RSA. If it is moved outside, the following warning
will appear within the RSA population center pop up.

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Figure 39: Population Center Outside of RSA Boundaries

Once the user selected location is accepted by using the
Polygon.

button, proceed to Section 4.3.3 Travel

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2.3.4 Travel Polygon
When the population center has been accepted, the user will be moved to the “Travel Polygon” task. Under the
“Travel Polygon” task, the system will prompt the user to select a mode of transportation:
•
•
•

Private Car
Public Transit
Other (user defined miles radius).

Figure 40: Travel Polygon Mode of Transportation Choices

Select an option using the radio button (

) for the desired mode of transportation. If “Private Car” or “Public

Transit” is selected, press the
button. The system will then begin to calculate the travel polygon for
the RSA and the polygon will be displayed when the system automatically moves the user on to the CA Analysis
step.
If “Other” is selected for the travel polygon, the user will need to provide justification on why this polygon was
selected in the Supplemental Information Form. The user has the ability to customize the radius of the polygon. A
warning will appear (see Figure 53 below) alerting the user that justification will be needed later in the application
process.

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Figure 41: Other Travel Polygon Supplemental Information Needed Warning

USER NOTES
•
•
•

For “Private Car,” the system creates a travel polygon that represents a 30 minute drive from the
population center for Primary Care RSAs, and a 40 minute drive for Dental and Mental Health RSAs.
The “Public Transit” travel polygon will create a 5 mile radius for Primary Care RSAs, and a 7 mile radius
for Dental and Mental Health RSAs.
To use the “Public Transit” travel polygon, at least 20% of the population has income below 100% of the
Federal Poverty Level.
o If the RSA does not pass this check, the user will be prompted to provide justification in the
Supplemental Information Form of the application. The warning message below in Figure 54 will
appear, but the user will still be able to continue to the next step of the application.

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Figure 42: Public Transit Supplemental Documentation Needed Warning

Once the user has successfully saved the “Travel Polygon,” the “Create RSA” step has been fully completed and the
system will move the user to “CA Analysis.” See Section 4.4 Contiguous Area (CA) Analysis for instructions on the
CA Analysis process. See below if a “No Road Data” error message is received.

NO ROAD DATA ERROR MESSAGE
The system will display an error message when there is no road data available to generate a travel polygon.

Figure 43: No Road Data Available Warning Message
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The system will display two options. The user can either opt to continue through the application process by
) or a new transportation method (choose

selecting a new population center (choose
).

2.4 Contiguous Area (CA) Analysis
Contiguous Area (CA) validation and analysis is required for each land area component outside the RSA touched by
the travel polygon. During this step, the system will validate and “pass” each CA individually to ensure that it does
not disqualify the selected RSA from becoming a Designation.

2.4.1 Creating Contiguous Areas
Identify the geographic components which fall inside the travel polygon but are not part of the RSA. The travel
polygon is represented on the map by a black, closed-loop line and the RSA is identified by a light-orange fill and
outline. Individual geographic components are outlined in orange with no fill.

Figure 44: CA Analysis Application Process Steps and Travel Polygon Displayed on Map

Once the CAs are identified, select a tool from the Tols Widget from the right-hand side of the map. See Section 4.2
Mapping Tool Layout and User Interface for a description on each tool option. Using the tool, select the first CA for
analysis. CAs must be developed separately and cannot be grouped together.
After a geographic component has been selected, the “Edit CA” popup will appear. The user will be prompted to
select or deselect component(s) to be included in the CA by using the
icon next to each component.
Additionally, each CA must be given a unique name. For some designation types, the user may be required to fill in
additional information.

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Figure 45: Edit CA Popup Box

Feature
1.

2.

Description
By selecting and unselecting the box, the user can choose if the component
will be included in the CA. A “checked” box indicates that the specific
component is selected and will be included in the CA.
Hovering over this symbol will display additional information on the
component, including:
• Name of Component
• Total Population
• Percent Population Below 100% FPL
• Percent Population Below 200% FPL

3. Additional Statistics

If completing a special population RSA, the user may be prompted to provide
additional population or health statistics not sourced by the system needed
to complete the CA Analysis. A “*” designates if the field is required.

4. CA Name

Each saved CA must be given a unique name prior to being saved. The field
allows up to 40 characters.

5.

This button will save the selected CA and the system will begin the process
of validating and analyzing the CA.

Once all the requested information has been filled out, the user should select the
system will then validate and analyze the CA.
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•

•

The following validity checks will be performed:
o Is the population of the CA greater than or equal to 250,000 if the CA is a whole or multiple
county for Primary Care, Dental Health, and Mental Health
o Is the population of the CA greater than or equal to 999,999 if the CA is a sub-county or
catchment area for Mental Health
o Are the CA components contiguous and adjacent
o Is the CA is a whole county
If Validity has passed, the system will move on to performing the Analysis tests. Each test will receive a
status of “Not Run,” “Failed,” or “Passed.” The following Analysis tests will occur in numerical order:
1. Current Designation
2. Demographic Disparity
3. Excessively Distant
4. Inaccessible Economic Access
5. Over-Utilized

Only one of the Analysis tests needs to pass for the Analysis to “pass”. The system will continue with the Analysis
tests until one has passed and will not continue to run the remaining analysis tests.
Once all the Validity and Analysis tests have been completed for the given CA, the steps sidebar will display the
status of the checks:

Figure 46: CA Test Result Summary

Selecting the
icon will provide a summary and display which Analysis test the CA passed on and which tests
either failed or were not run.

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Figure 47: CA Test Result Details

If the CA passes validity but fails the analysis, the user will have the ability to force pass the analysis portion. The
user will be required to provide justification on why the CA passes validity on the Supplemental Information form.

Figure 48: Force Passing Analysis of a CA

Once the CA has been passed, it appears in the Application Process Steps under CA Analysis Components. Repeat
this process (Steps 1-6) for each geographic area that falls within the travel polygon. As they are added, they will all
display in the CA Analysis Components in the sidebar (see Figure 62). The user can also view detailed statistics on
the CA in the Designation Data Snapshot Widget (

) on the right-side of the map.

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Figure 49: Viewing Detailed CA Data

Figure 50: CA Status on left-hand pane and Map

When all CAs that are fully or partially within the travel polygon have passed validity, passed analysis (either by the
system or manually) and are saved, select the

button to continue on to the next steps. If this has

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successfully been done, the system will move the user to “Find NSC” portion of the application. See Section 4.5
Finding the NSC for instructions on this part of the application process.

USER NOTES
•

•
•

•

CAs are color coded to help the user identify the status of each CA:
o Light Blue: This color is used to indicate that the CA has passed analysis. All CAs must be light
blue in order for the user to continue to the next step.
o Dark Blue: This color is used to indicate that the CA has not yet been saved. It is also used when a
previously saved CA is currently being edited. The user must save the changes in order to have
the area checked for validity and analyzed with the edited configuration.
o Light Yellow: A CA that is “Not Valid” or has “Not Passed” the analysis will be displayed in a
yellow color. The user may edit the configuration of the area, or if the CA failed Analysis, the user
can select “Force Pass” under the “Actions” dropdown if the user believes that it should have
passed analysis. If this action is taken, the user will need to provide documentation in the
“Supplemental Information” section on why the CA should have passed analysis. This will create a
light blue CA.
If the travel polygon is fully within the RSA, no CAs need to be selected or analyzed.
If the user needs to make changes to a CA, they may do so by selecting the “View” link from the “Actions”
dropdown. This will bring up a CA summary in a popup. To make the changes, select the “Edit” link within
the popup. The CA will need to be saved and analyzed again if the CA is edited.
If not all CAs which are within or partially within the travel polygon are selected the following warning will
appear (see Figure 636). Often, CAs marginally overlap with the travel polygon and can be easily missed.

Figure 51: Unsaved/Selected CAs within Travel Polygon Warning Message

2.4.2 Creating Contiguous Areas using “Select by SRSA”
The user can create CA by selecting preapproved SRSA-RSA(s). To load the pre-approved SRSA plan on the map,
open “LayerList” widget

. Click on Selection Mode dropdown. Click Select by SRSA radio button.

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Figure 52: Select by SRSA Selection Mode

The system will display approved SRSA Plan on the map. The SRSA-RSAs will be highlighted with orange
boundaries. The SRSA-RSA Components will be color coded on the map:
•
•
•

County: Pink
County Subdivision: Lavender
Census Tracts: Aqua

Figure 53: Approved SRSA Plan on the Map

USER NOTES
•

When using Select by SRSA, only SRSA service areas will be selectable. Components will be disabled until
the Select by Component mode is enabled.
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Figure 54: Disabled Components dropdown for Select by SRSA mode

SELECTING CA COMPONENTS
In the Mapping Tool, select the “Tools” widget
located on the right side of the map. The dropdown will provide
a selection of “Map Tools” for the user to use while using the application. For a complete explanation of all tools
provided, please see Section 4.2 Mapping Tool Layout and User Interface.

Figure 55 Tools to select an area on the map

Using the selected tool, select the SRSA-RSA(s) that you wish to make up the CA. When the user has selected the
CA component, the component(s) will be highlighted in pink, and the “Edit CA” dialog box will appear in the
application.

AREA SELECTION WARNING
The user can select multiple SRSA-RSAs to create the Contiguous Area. However, for a single CA, the SRSA-RSAs
must be created with the same component types. If the user selects SRSA-RSAs made with different components,
then system will display a warning message in the CA dialog box and only display the components which match the
component type of previously selected component in the dialogue box

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Figure 56 Warning Message for Non-Matching Components Selection

CHANGING SELECTION MODE WARNING
Contiguous Areas can be created “Select by Component “or Select by SRSA mode”. The same CA cannot be created
using both selection types.
If the user tries to change the selection mode for a saved CA, then the following warning message will be
displayed. If user chooses to continue with this message, then the previously saved CA will be removed from the
application

Figure 57: Warning Message for switching Selection Mode

SAVING CA
When the user has selected the CA component, the component(s) will be highlighted in pink, and the “CA” dialog
box will appear in the application. For more information on saving CA, please refer to section 2.4.2
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2.4.3 System Checks Performed During CA Analysis
For more details about the specific checks performed by the system during CA analysis, refer to the Shortage
Designation Management System Manual for Policies and Procedures.

2.5 Finding the NSC
When loading this section, the system will be searching to identify the Nearest Source of Care (NSC) to the RSA.
This process can sometimes take the system an extended period of time to complete. A progress bar will be display
while the system is searching for the default provider. System will display detailed information related to the
checks performed in selecting and returning default and alternate providers on the map in the progress par

Figure 58: Progress bar for default and alternate NSC search

Please refer to the Shortage Designation Management System Manual for Policies and Procedures for more
information on the search radius, qualifying providers, and designated areas that cannot include the provider.
There are four possible options for selecting an NSC once the system search has been completed:
•
•
•
•

Select Default NSC Provider (System Identified NSC Provider)
Select non-Default NSC Provider
Continue with Manually Entered NSC
Continue with No NSC

If no NSC can be identified by the system, the following warning will appear. The user will have the choice to either
manually enter a NSC (see Section 4.5.1 Non-Default and User-Selected NSC Provider) or continue without an NSC
by selecting the “Continue with No NSC” link.

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Figure 59: NSC Status - No Default NSC Providers Found Warning

If an NSC can be identified by the system, a popup will appear, pointing to a provider icon ( ) identifying the NSC
Provider. If the NSC is suitable, select the
button. The dark blue line is the route calculated by the system
to the NSC. To complete the NSC section and continue to the next step—Supplemental Information—select the
button under “NSC Status.” For information and instructions on Supplemental Information, see
Section 4.6: Supplemental Information

Figure 60: System Displayed Default NSC

USER NOTES
•

To be Eligible, the NSC Provider must:
o Practice in the Discipline of the designation
o Be located in an area that is not over-utilized
o Not be tied to another inaccessible designation or inaccessible Contiguous Area
o Serve the population of the designation
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Fall within the maximum distance and travel time from the population center of the designation
 Primary Care: 50 miles or 60 minutes
 Dental Health: 60 miles or 90 minutes
 Mental Health: 60 minutes
The name, address, and populations served statuses can be updated through Provider Management. See
the Provider Management User Guide for information and instructions on this SDMS feature.
Alternate travel distance and time data can be submitted through the Supplemental Information Form
prior to viewing the designation score.
The system will use ESRI to display the road path, travel distance, and time.
The user can view the NSC route from the population center with the road labels by using the Street
Basemap
Please refer to the Shortage Designation Management System Manual for Policies and Procedures for
more information on NSC selection.
o

•
•
•
•
•

2.5.1 Non-Default and User-Selected NSC Provider
To continue with a manually entered NSC—either no provider was identified by the system or the user believes
that it is not the best choice for the RSA—select the “Continue with Manually Entered NSC” link under “Additional
Options.”

Figure 61 Continuing with a Manually Entered NSC

Select the
button to move to complete the NSC part of the application and proceed to the next step,
Supplemental Information. The user will be required to enter Miles (from the Population Center) and Minutes
(from the Population Center) in the Supplemental Information form. For information and instructions on this
section, see Section 4.6 Supplemental Information.
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ALTERNATE PROVIDER
If the system does not find a default NSC, the map will still display the other providers that user can select to
choose as an Alternate NSC. In the Provider Information Widget (
select eligible provider locations on the mapping tool.

) on the right-side of the map, the user can

When a Provider is selected, the system will calculate the distance and travel time to the Provider and show if the
provider is over-utilized or not. This may take the system a few moments to calculate.
If the user wishes to use the chosen provider for the application, select the

button. Once selected, the

system will reassign the red ( ) icon to the user selected NSC. The newly selected NSC’s name and data will
appear in the Application Process Steps sidebar. If the user does not want to use the chosen provider for the
application, remove the Alternate Provider by selecting
Application Process sidebar.

in the right corner of the provider name in the

When the desired NSC Provider has been chosen, select the
button to move to complete the NSC
part of the application and proceed to the next step, Supplemental Information. For information and instructions
on this section, see Section 4.6 Supplemental Information.

Figure 62 User selected Alternate NSC

USER NOTES
•

In certain cases, the system may not be able to calculate the Distance and Travel Time due to inaccessible
roads in the road data. If this occurs, the system will display an error message on the Provider pop-up on
the map. The user should enter the travel time and distance on the Supplemental Information form in
order to receive a score for this section.

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•

The user may remove the manually entered NSC by selecting
. If there is a system calculated
NSC provider, this will become the NSC used in the application. The user can also select this link if they
wish to select a different NSC.

Figure 63: Removing Manually Entered NSC from Application

2.5.2 Continuing with No NSC
The user also has the option to continue the application without selecting an NSC. This should be done if the
system was not able to identify any usable providers that serve the RSA population or the provider is well outside
of the miles and minutes radius for the discipline.
Continuing with no NSC will assign the maximum amount of points for the NSC.
Under the “Additional Options” section, select “Continue with no NSC.” This will clear any currently stored NSC
data and will prompt the system to recognize the NSC Status as “Complete”.

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Figure 64: Continuing Application with No NSC

To complete the NSC selection process, select the
button. The user will then be moved to the next
part of the application process, Supplemental Information. For information and instructions on Supplemental
Information, see Section 4.6 Supplemental Information.

USER NOTES
•

The system will allow the user to proceed without supplemental documents upload if the system does not
generate a default NSC and the user choose to continue with No Provider option.

NSC INELIGIBILITY RATIONALE
The system will disable the Accept button in the NSC dialog when the NSC is not eligible. NSC ineligibility rationale
is displayed inside the NSC dialog box.
•
•
•

For Geographic HPSA, NSC is not eligible if a provider serves within a designated Geographic HPSA.
For Geographic High Needs HPSA, NSC is not eligible if a provider serves within a designated Geographic
HPSA or Geographic High Needs HPSA.
For Population HPSA, NSC is not eligible if a provider serves within a designated Population HPSA
compared to the application designation's population type.

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Figure 65 NSC Ineligibility Information

2.6 Supplemental Information
After the “Find NSC” step has been completed and saved, the system will perform Application Submission checks
to determine if additional information is required. If this is the case, the system will display the following warnings
and information:

Figure 66: Application Submission Check Results Summary

Feature
1. Scores For RSA

Description
If the Application passes all submission checks, the system-calculated RSA
scores will display in this section. If the system requires further information
before calculating the score the user will be presented with the following
notice:
“The score will be provided once the supplemental information form has
been completed.”

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Feature
2. Application Submission

Description
This field will display if the Application is ready for submission. If it is not, the
following notice will appear:
“The supplemental form is incomplete. Please fill out the required fields to
submit your designation.”

3. Answers for the following
are still required

This field notifies the user what further information is required in the
supplemental information form before the Application can be submitted. If
no further answers are required, this field will not be populated.

4. The following documents
are still required

This field notifies the user what documents need to be uploaded to (included
in) the application prior to submission. The documents should be uploaded
to the supplemental information form. If no further documents are required,
this field will not be populated.

If the user has not changed any system information on the application, and the designation type does not require
Supplemental Information to be provided, the scoring and submit page will appear at this stage. See Section Error!
Not a valid bookmark self-reference. for more information and instructions on this process.
To access the Supplemental Information Form, select the highlighted link within the Supplemental Information
section.

Figure 67: Accessing the Supplemental Information Form

This link will open the Supplemental Information Form pop up. This pop-up is broken into four sections:
•
•

RSA Related Information
CA Analysis Information (Geo/Pop HPSAs only)
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•
•

NSC Related Information (Geo/Pop HPSAs only)
Supporting Documents

Not all sections or questions will be required depending on the RSA type and any overwriting actions taken by the
PCO.

2.6.1 RSA Related Information
The first section of the Supplemental Information Form covers RSA Related Information.
The responses to each question should be recorded in the text box below the stated question. Once the required
RSA Related Information questions are completed, the user can either scroll down to the remaining sections of the
Supplemental Information Form or save their current responses by selecting the
popup.

button within the

Figure 68: Supplemental Information Form - RSA Related Information

USER NOTES
•
•
•
•

The text boxes in this section are an alpha-numeric field and have a 500 character maximum.
These fields can be edited at any point during the application.
The required fields are dynamic based on what has been completed on the application and will guide the
user to where a justification or explanation must be entered before submitting the application.
The user can enter information in the fields that are labeled “Optional”.

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2.6.2 CA Analysis Information
The CA Analysis Information section contains two required fields for each CA Group that has not passed Analysis. If
no CA Groups failed Analysis or no CAs were included in the application, the CA Analysis Information section will
not have any editable fields and contain the following notice:

Figure 69: Supplemental Information Form - No CA Analysis Information Required

If one (or more) CAs have been force passed, the CA Analysis Information section will be populated with editable
fields and notify the user that justification is required for each CA.

Figure 70: Supplemental Information Form - CA Analysis Information Required

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Select a reason (justification) for why the CA was force passed from the dropdown. The user can select from the
options outlined below:
•
•
•
•
•
•

Current Designation
Over-utilized
Excessively Distant
Inaccessible Economic Access
Demographic Disparity
Other Access Barriers

A reason must be selected for each CA which was force passed.
Fill out the textbox below the reason dropdown. Provide an explanation about what the CA group passes based on
the selected reason.
Repeat this process until all force passed CA groups have the necessary justification and explanation fields
completed. Once done, the user can either select the
button to save their progress in the
Supplemental Information Form, or scroll down to fill out the NSC Related Information (see Section 4.6.3 NSC
Related Information) or provide the required documentation (see Section 4.6.4 Supporting Documents).

USER NOTES
•

The user is required to upload supporting documentation to prove the reason and justification for why
the CA group qualifies (See Section 4.6.4 Supporting Documents for instructions on uploading
documentation).

2.6.3 NSC Related Information
The NSC Related Information section will always appear on the Supplemental Information Form as some fields are
optional in this section.
If the user has selected a non-default NSC provider or opted to continue without using an NSC, the user will be
required to provide justification. The system will not require any supplemental documents upload if it does not
generate a default NSC and then the user choose to continue with No Provider option.
If required, provide justification for why an NSC option other than the default NSC was chosen in the text box. The
field is limited to 500 alpha-numeric characters.

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Figure 71: Supplemental Information Form - NSC Related Information Required

The user is required to input miles or minutes value for the distance from the population center to the saved
“Continue with Manually Entered NSC” choice. The user will be required to upload evidence in the Supporting
Documents section.

Figure 72: Supplemental Information Form - NSC Related Information Modify Travel Distance

USER NOTES
•

The miles and minutes fields are numeric and limited to 3 characters.

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•
•

The user is required to upload justification in the Supporting Documents section if a value is entered in
the miles and/or minutes fields.
The miles and minutes fields can be used for both default system NSC and user NSC.

Once the required or desired NSC Information questions are completed, the user can either scroll down to the
Supporting Documents section, or save their current responses by selecting the
popup.

button within the

2.6.4 Supporting Documents
The Supporting Documents section allows the user to upload document justifications to the Mapping Tool.
•

In the Application Process Steps side bar, identify which of the following documents are still required for
the application to be submitted (if any). A list of required documents is also displayed inside of the
Supplemental Information modal.

If there are not any listed, proceed to Section Error! Not a valid bookmark self-reference..

Figure 73: Supplemental Information Form - Identifying Required Supporting Documents

Once identified, the user can upload a single document for multiple justifications by selecting the checkboxes
. See Figure 771 to view the list of available file classifications.

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Figure 74: Supplemental Information Form - Selecting File Classification and Choosing File to Upload

Once a file classification checkbox has been selected, the browse button will be enabled for the user to search for a
document on their computer and upload to the application. A separate window will pop up allowing the user to
search for the document they wish to upload. Once the document is selected, the file will be uploaded to SDMS.
Once the document has been successfully uploaded, it will appear under the saved files section. The user can view
the uploaded document by selecting the hyperlinked document name. Files can be removed from the form by
selecting the
link. The file classification of the uploaded document will appear next to the
hyperlinked document name.

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Figure 75: Supplemental Information Form - Saved Supporting Documents

Once the required documents have been successfully uploaded, the system will display PII attestation. The system
will display a checkbox to confirm that the uploaded document does not contain any PII when uploading
documents on the Supplemental Information form.

Figure 76 Supplemental Information Form - PII Attestation

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After the checkbox is selected, the user will be able to save
Information form. Selectin the
Application Submission steps.

button enabled on the Supplemental

button will close the section and bring the user to the Scoring and

2.7 MCTA Application
For the Geographic and Population Primary Care type HPSA application, the user is prompted to continue to MCTA
application step once all the HPSA application steps have been completed and the required supplemental
information is provided. Once the user selects
user to the MCTA Application page. Please refer to Figure 81

button, the system will automatically direct the

Figure 77 Continue to MCTA Application

USER NOTES
•

If the RSA components for the MCTA include provider locations with open Needs Review flags, PCOs will
view a pop-up warning message when they begin their MCTA application (see Figure 78).
o PCOs can view more information about the open Needs Review flags by navigating to the
Provider Dashboard. There can be discrepancies between the number of provider locations listed
in the warning message and the number of review tasks listed on the dashboard as provider
locations can have multiple Needs Review flags, and the warning message is based on the data
included in the Provider Snapshot. Needs Review flags could have been updated since the PCO
first saved the RSA.

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Figure 78: Provider Data Needs Review Warning Message for MCTA Application

2.7.1 Viewing MCTA Application Steps
MCTA Application step card displays the application steps and their statuses. The user may navigate back to their
previous page using the breadcrumbs at the top of the page or using the web browser’s back button. All fields
under the Application Step section are read-only.

Figure 79 MCTA Application Steps and statuses

Feature
1. Breadcrumbs

Description
This field displays the breadcrumbs at the top of the page.
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Feature
2. Designation ID -Name

Description

3.Application Steps

This field displays the Application Steps.

4. APPLICATION STEP

This field displays the column name for the application steps.

5. STATUS

This field displays the status of the application.

6. ACTION

This field displays the HPSA designation number and designation name.

This field displays the action that the user can take for the application step.

2.7.2 MCTA Population Center
The Maternity Care Health Professional Target Area (MCTA) will use the HPSA RSA created on the Legacy
Application to find a MCTA Population Center. The user may not edit the RSA.
The MCTA Population Center is based on the relevant Female 15-44 population only, for the same population type
used for the HRSA. MCTA Population Center information is displayed when the user is on the MCTA Population
Center step of the application.

2.7.2A Viewing a Default MCTA Population Center on the Map
The user can see the default MCTA population center on the modernized map. The system will automatically
calculate the MCTA population center of the RSA. The population center will be reflected by a pin icon (

)

The corresponding latitude and longitude coordinates will be displayed on the left-hand navigation modal. See
4.7.2B Viewing a Default MCTA Population Center on the Left-hand Modal.

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Figure 80 Default MCTA Population Center on the Map

If the MCTA population center of the RSA (represented by
) is correct, select
button to
proceed to MCTA Demographic Data step. If the user does not think the RSA population center has been correctly
identified, the user can change the MCTA population center. To change the MCTA population center, see 4.7.2C.
Modifying MCTA Population Center for instructions.
2.7.2B Viewing a Default MCTA Population Center on the Left-hand Modal
The user can see the default MCTA Population Center on the left-hand navigation modal. The system will
automatically calculate the MCTA Population Center of the RSA.

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Figure 81 MCTA Population Center Latitude and Longitude Coordinates

The user can see the latitude and longitude coordinates of the default MCTA Population Center in the card. These
coordinates will be read-only. The corresponding pin is displayed on the map view. See 4.7.2A Viewing a Default
MCTA Population Center on the Map for instructions.
If the MCTA population center of the RSA is correctly represented by the latitude and longitude coordinates, select
to proceed to 4.7.3 MCTA Demographic Data step. If the user does not think the RSA population
center has been correctly identified, the user can modify the MCTA population center.
2.7.2C. Modifying MCTA Population Center
To change the population center, select the “Modify Latitude and Longitude” check box shown in the figure below.

Figure 82 Modify Population Center

Upon selecting the checkbox ( ), a dialogue box will appear for the users to add latitude and longitude
coordinates for the MCTA Population Center.

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Figure 83 Modify Population Center Form

The user will be required to enter the values for latitude and longitude and validate them before proceeding. User
can also adjust the population center by dragging the pin on the map. After the pin is dropped in the new location,
the text box will automatically populate with the new latitude and longitude values.
will be disabled until the new longitude and latitude values are provided. Once the values are
validated, the user can save the MCTA Population Center by pressing

button.

Figure 84 Population Center - Save and Continue

USER NOTES
•
•
•
•

The system will accept values up to six decimals for the latitude and longitude.
The population center icon on the map will be moved to show the corresponding coordinates entered by
the user. The user cannot move the population center icon on the map.
The user will be required to provide the justification for modifying the population center in the
Supplemental Information step of the MCTA application.
The population center must be within the borders of the RSA. If it is moved outside by the entered values,
the following warning will appear to alert the user
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Figure 85 Longitude and Latitude Warning Message

Once the user entered location is validated, press the
Data step.

button to proceed to MCTA Demographic

2.7.3 MCTA Demographic Data
Demographic data points are associated with the RSA created during the HPSA application step. Demographic data
points are used for calculating MCTA sub-scores. Please refer to the Shortage Designation Management System
Manual for Policies and Procedures for more information on demographic data points and calculating MCTA subscores. The MCTA Demographic Data card contains the following information.
•
•
•
•

POPULATION DATA
POVERTY DATA
MATERNITY HEALTH INDICATORS
SOCIAL VULNERABILITY INDEX

2.7.3A Viewing MCTA Demographic Data
The MCTA Demographic Data card is displayed when the user is on the MCTA Demographic step of the application.

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Figure 86 MCTA Demographic Data

2.7.3B Modifying MCTA Demographic Data
If the system displayed Relevant Female 15-44 is inaccurate, the user can modify it. Select the Modify
Demographic Data check box shown in the figure below.

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Figure 87 Modify Demographic Data

•

Upon selecting the checkbox ( ), a dialogue box will appear for the user to enter Adjusted Female 15-44
Population for the Demographic Data. The user can enter the data and can save the changes by pressing
button.

Figure 88 Demographic Data - Save and Continue

• For Geographic / Geographic High Needs /Low Income HPSA (Territory) and Special Population HPSA
(Territory) HPSA, the user can adjust the following data points:
o Adjusted Female 15-44 Population
o % Population Served at or below 200% FPL
o Fertility Rate
o % Prevalence of Pre-Pregnancy Hypertension
o % Prevalence of Births to Women Without First Trimester Prenatal Care
o % Prevalence of Pre-Pregnancy Diabetes
o % Prevalence of Pre-Pregnancy Obesity
o % Prevalence of Cigarette Smoking
o Social Vulnerability Index (0-1)

USER NOTES
•

The user will be required to provide the justification for the Adjusted Female 15-44 Population in the
MCTA Supplemental Information step of the MCTA application.

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2.7.4 MCTA Nearest Source of Care
When loading this section, the system will be searching to identify the MCTA Nearest Source of Care (NSC) to
the RSA. This process can sometimes take the system an extended period of time to complete. Please refer to
the Shortage Designation Management System Manual for Policies and Procedures for more information on
the search radius, qualifying providers, and designated areas that cannot include the provider.
There are six possible options for selecting a MCTA Nearest Source of Care once the system search has been
completed:
•
•
•
•
•
•

Continue with Default Nearest Source of Care (System Identified MCTA NSC Provider)
Modify Travel Time and Distance of the Default Nearest Source of Care
Select Alternate MCTA NSC Provider
Modify Travel Time and Distance of the alternate MCTA NSC Provider
Edit Alternate MCTA NSC
Continue with No NSC

If no MCTA Nearest Source of Care can be identified by the system, the following message will appear. Please refer
to Figure 92. The user can continue to the next step of the application by selecting

button.

Figure 89 No MCTA NSC Found Message

2.7.4A Viewing a Default MCTA Nearest Source of Care on the Map
The user can see the default MCTA NSC on the modernized map. The system will draw a dark blue travel line from
the MCTA population center to the MCTA NSC. The MCTA NSC provider will be reflected by a hospital icon (
).
The default MCTA NSC provider is displayed in the left-hand navigation modal. See 4.7.4B Viewing a Default MCTA
Nearest Source of Care on the Left-hand Modal for instructions.

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Figure 90 Default MCTA Nearest Source of Care on the Map

If the MCTA NSC provider shown on the map is correct, select

and then select

button to proceed to MCTA Behavioral Indicator Step. If the user does not think the MCTA
NSC provider has been correctly identified, the user can change the MCTA NSC Provider. To change the MCTA
NSC Provider, see 4.7.4D Selecting an Alternate MCTA Nearest Source of Care for instructions.

2.7.4B Viewing a Default MCTA Nearest Source of Care on the Left-hand Modal
The default MCTA NSC provider is displayed in the left-hand navigation modal inside the DEFAULT NEAREST
SOURCE OF CARE card. Please refer to Figure 94

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Figure 91 Default Nearest Source of Care

Feature
1. NPI

Description
This field displays the NPI of the provider. NPIs are unique 10-digit numerical
identifiers assigned to providers by the Center for Medicare and Medicaid
Services.

2. Provider Name

This field displays the name of the provider.

3. Taxonomy

This field displays the primary taxonomy for the provider.

4. Specialty

This field displays the Specialty of the provider location.

5. Location Address

This field displays the Address of the provider location.

6. Travel Time (Minutes)

This field displays travel time from the MCTA Population Center to the
Provider Location Address.

7. Travel Distance (Miles)

This field displays travel distance from the MCTA Population Center to the
Provider Location Address.

8.Adjusted Travel Time
(Minutes)

This field displays user modified travel time from the MCTA Population
Center to the Provider Location Address.

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Feature
9. Adjusted Travel Distance
(Miles)

Description
This field displays user modified travel distance from the MCTA Population
Center to the Provider Location Address.

8. Sliding Fee Scale

This field displays if the provider serves Sliding Fee Scale

9. Serves Medicaid

This field displays if the provider serves Medicaid

2.7.4C Modifying Default MCTA NSC Time and Distance
If the system calculated Travel Time or Travel Distance is inaccurate, the user can adjust them by selecting
button inside the DEFAULT NEAREST SOURCE OF CARE card. Please refer to Figure 95

Figure 92 Modify Travel Time and Distance of Default NSC

Upon selecting

button, a dialogue box will appear for the users to add minutes and/or miles

for the MCTA Nearest Source of Care provider. The user can save the values by selecting the
button. Any value entered by the user will not be saved if the user selects the “Cancel” button. Please refer to
Figure 96
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Figure 93 Modify Travel Time and Distance - Save

USER NOTES
•
•

The system will accept values up to two decimals for the miles and minutes fields.
Once saved, the user modified NSC Travel Time based on the updated values will be used in the
MCTA scoring.

•

The user is required to upload justification in the Supplemental Information section if a value is
entered in the miles and/or minutes fields.

2.7.4D Selecting an Alternate MCTA Nearest Source of Care
If the system calculated MCTA NSC is inaccurate or the user believes that it is not the best choice for the RSA, the
user can select an alternate NSC by selecting
button. A list of providers will be displayed to the
user on the map as well as the left hand panel to select the Alternate NSC. The list will display providers in order
from nearest to furthest from the MCTA Population Center. Please refer to Figure 97

Figure 94 Alternate Nearest Source of Care

To select the nearest source of care provider for the MCTA application, user can select the radio button in the
list or select the provider icon on the map and click on the
on the map, system will also select it in the provider list on the left.

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Figure 95 Alternate Nearest Source of Care

The system will display both the Default NSC and the Alternate NSC. To save the Alternate NSC, select
button and click on the
data for the Default NSC and the selected Alternate NSC.

button. The system will save the

2.7.4E Modifying Alternate MCTA NSC Time and Distance
If the system calculated Travel Time or Travel Distance is inaccurate, the user can adjust them by selecting
button inside the ALTERNATE NEAREST SOURCE OF CARE card.

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Figure 96 Modify Travel Time and Distance of Alternate NSC

Upon selecting
button, a dialogue box will appear for the users to add minutes and/or miles
for the MCTA Nearest Source of Care provider.

Figure 97 Modify Alternate NSC Travel Time and Distance -Save

The user can save the values by selecting
the user selects the “Cancel” button.

button. Any value entered by the user will not be saved if

USER NOTES
•
•

The system will accept values up to two decimals for the miles and minutes fields.
Once saved, the user modified NSC Travel Time based on the updated values will be used in the MCTA
scoring.
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2.7.4F Editing Alternate MCTA NSC
If the user wishes to choose a different Alternate NSC for the application, select the
refer to Figure 101

button. Please

Figure 98 Edit Alternate Nearest Source of Care

A list of providers will be displayed to the user to select an Alternate NSC. The list will display providers in order
from nearest to furthest from the MCTA Population Center. Please refer to Figure 97.
To select the nearest source of care provider for the MCTA application, select the radio button and click on the
button. The system will display both the Default NSC and the Alternate NSC. To save the Alternate
NSC, select
and click on the
data for the Default NSC and the selected Alternate NSC.

button. The system will save the

2.7.5G Finalizing Nearest Source of Care
The user will have three choices to confirm the MCTA Nearest Source of Care selection.
•
•
•

Continue with Default Nearest Source of Care
Continue with Alternate Nearest Source of Care
Continue without Nearest Source of Care

To finalize the Nearest Source of Care, select the radio button and click on
figure 0.0.

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button. Please refer to

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Figure 99 Finalized Nearest Source of Care

The
button will enable after the user have selected any of the radio buttons. Once the choice is
made, the system will save the Nearest Source of Care details, and the user will be navigated to MCTA Behavioral
Health Indicator step.

USER NOTES
•

The user is required to upload justification in the Supplemental Information section in the following
choices:
o Continue with Alternate MCTA Nearest Source of Care.
o Continue without Nearest Source of Care

2.7.5H No Road Data Error Message
The system will display an error message when there is no road data available to generate a travel polygon.

Figure 100 No Road Data Available Warning Message

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The system will display Modify Population Center button. The user can continue through the application process
by selecting a new population center. For more information on how to set population center refer to section 4.7.2
MCTA Population Center

2.7.5 MCTA Behavioral Health Indicator
Behavioral Health Indicator is one of the criteria used for calculating the MCTA score. The data making up this BHI
score is derived by analyzing the MCTA service area and any overlapping Mental Health service areas. The Mental
health population to provider ratio of these overlapped areas is used as a guide to determine the BHI score. In the
case where no Mental Health population exists, the Relevant Population of the Mental Health service area will be
used. In the case of multiple overlapping Mental Health service areas, the system will choose the service area with
the highest Mental Health population to provider ratio as the basis for the BHI score. Based on defined thresholds
set forth in the Shortage Designation Management System Manual for Policies and Procedures, a MCTA can
receive a BHI score of either 1 or 0 points based on these ratios or if there is no overlap with the MCTA service
area. Please refer to the Shortage Designation Management System Manual for Policies and Procedures for more
information on BHI and calculating MCTA sub-scores.

Figure 101 MCTA Behavioral Health Indicator

Feature

Description

1. Designation ID

This field displays the Designation ID of Mental HPSA

2. Public ID

This field displays the Public ID of Mental HPSA.

3. Designation Name

This field displays the Designation name.

4. Population: Psych Providers

This field displays the Population: Psych Providers
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Feature

Description

5 Provider Type

This field displays the Provider Type

If no intersecting Mental HPSA is found, the following message is displayed. Please refer to image 0.0 The user can
navigate to MCTA Supplemental Information step by clicking

button.

Figure 102 MCTA Behavioral Health Indicator - No MH found

2.7.6 MCTA Supplemental Information
Supporting documents are required for any changes or updates made during the MCTA application. The document
type upload is limited to the user modified data. Only the relevant checkboxes from the following list will be
displayed:
•
•
•
•
•

Modified Population Center
Adjusted Female 15-44 Population
Modified Travel Time and Distance
Selected Alternate NSC
Continued without NCS

Additional checkboxes for the Territories HPSAs:
•
•
•
•
•
•
•

Adjusted % Population at or below 200% FPL
Adjusted % Prevalence of Pre-Pregnancy Hypertension
Adjusted % Prevalence of Births to Women Without First Trimester Prenatal Care
Adjusted % Prevalence of Pre-Pregnancy Diabetes
Adjusted % Prevalence of Pre-Pregnancy Obesity
Adjusted % Prevalence of Cigarette Smoking
Adjusted Social Vulnerability Index (0-1)

2.7.6A Uploading supporting documents
Instructions To upload supporting document:
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Step 1.
o
Step 2.
Step 3.
Step 4.
Step 5.
Step 6.
Step 7.

Select the checkboxes for the documents to be uploaded.
The user can multiselect the checkboxes for the upload.
Click “Select Supporting Documents”.
Browse and select the document you wish to upload.
Click “Open”.
Preview the documents selected for upload in the queue.
Enter a description for the document being uploaded (optional).
Click “Upload”.

Figure 103 Uploading Supporting Documents Step 1 and Step 2

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Figure 104 Uploading Supporting Documents Step 3 and Step 4

Figure 105 Uploading Supporting Documents Step 5_Step 6_ Step 7

Once the user has uploaded all the required document type(s),
can navigate to MCTA Review and Submit step by clicking

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button becomes enable. The user
button.

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Figure 106 Review and Submit Application

USER NOTES
•

If the user has not changed any system information on the application, and the designation type does not
require Supplemental Information to be provided.

•

The user can associate one supporting document to one or more required document types by selecting
all appropriate checkboxes.
Entering document description is optional.
Description is limited to 250 characters.
The file size of the document must be less than 50 megabytes

•
•
•

2.7.6B Deleting supporting documents
The user may delete the supporting document(s) uploaded while working on the MCTA Supplemental Information
step. However, the user must upload all the required document types to be able to proceed to the “Review and
Submit” step of the application.
Instructions to delete supporting document:
Step1.
Step2.

Click “X Remove” under action column.
The system will delete the document.

Figure 107 Deleting Supporting Documents
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2.7.7 Review and Submit
Review and Submit is the final step of the application process. The user can preview the HPSA score and the MCTA
score.
The Primary Care HPSA score will include sub-scores from the following components:
•
•
•
•

Population-to-Provider Ratio of the RSA
Percent of the Population at 100% of the Federal Poverty Level for the RSA
Infant Mortality Rate or Low Birth Weight Rate for the RSA
The Travel Distance and Time from the Population Center of the RSA to the Nearest Source of Care.

Figure 108 HPSA Score Preview

The MCTA Score section contains all of the scoring details specific to the primary care designation’s maternity care
target area. The scoring details and list of sub-scores contributing to the total MCTA score are unique to the
maternity care target area. The MCTA Score includes the following sub-scores:
•
•
•
•
•
•
•
•
•
•

MCTA Population to Provider Ratio
Percent Population at or below 200% FPL
Average MCTA NSC Travel Time or Distance
Fertility Rate
Prevalence of Pre-Pregnancy Obesity
Prevalence of Pre-Pregnancy Diabetes
Prevalence of Pre-Pregnancy Hypertension
Prevalence of Women with Access to Prenatal Care in the First Trimester
Prevalence of Cigarette Smoking
Social Vulnerability Index
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•

Behavioral Health Factor

Figure 109 MCTA Score Preview

The system will display an application attestation. The
selects the

button will not be enabled until the user

button to acknowledge that the data being submitted is correct.

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Figure 110 Attestation

Select the
button to acknowledge that the data being submitted is correct. Then select
to send the application to HRSA for review.

button

Figure 111 Attestation and Submit Application

The system will automatically redirect the user to the General Information section for the submitted designation.
See the Designation Management User Guide for information on viewing the designation profile.

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2.8 Geographic and Population HPSA Scoring
The system will generate a HPSA or MUA/P score once the Rational Service Area, Contiguous Area Analysis,
Nearest Source of Care Provider sections and Supplemental Information Form are completed.
If the user is creating a MUA/P, the score will be generated after the RSA step is completed.
The following sections describe the system process for scoring a designation by type and discipline. The full
description of the data used, scoring methodology, and guiding policy can be found in the Shortage Designation
Management System Manual for Policies and Procedures. Once the score has been reviewed, proceed to Section
4.9 Submitting the Application for information and instructions on submitting the Designation Application.

2.8.1 Primary Care Designation Score
The Primary Care HPSA score will include sub-scores from the following components:
•
•
•
•

Population-to-Provider Ratio of the RSA
Percent of the Population at 100% of the Federal Poverty Level for the RSA
Infant Mortality Rate or Low Birth Weight Rate for the RSA
The Travel Distance and Time from the Population Center of the RSA to the Nearest Source of Care.

Figure 112: Primary Care Designation Score

USER NOTES
•
•

•
•

The system will use either Infant Mortality Rate or the Low Birth Weight Rate, whichever is higher.
The score will be generated when all the steps of the Application Process Panel have been completed and
all comment fields in the Supplemental Information Form are completed. Once these conditions are
satisfied, the system will generate the overall Designation Score.
The user is required to upload all justification documents in order to view a score.
For “Go Back” functionality, refer 4.9.1 Go Back RSA Functionality for details

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•

If the user changes the Travel time or Distance for the NSC, justification must be provided in the
Supplemental Information Form section.

2.8.2 Dental Health Designation Score
The Dental Health Designation Score will include sub-scores from the following components:
•
•
•
•

Population-to-Provider Ratio of the RSA
Percent of the Population at 100% of the Federal Poverty Level for the RSA
Percent of the Population with Access to Fluoridated Water
Travel Distance and Time from the Population Center of the RSA to the Nearest Source of Care.

Figure 113: Dental Health Designation Score

USER NOTES
•

•
•
•
•

•
•

The system will use the statistic provided on the Edit RSA pop-up for Fluoridated Water in order to
complete the score.
The PCO may update the population with access to fluoridated water on the Supplemental Information
Form by going back to the Create RSA step.
If the value entered is 50% or less, then the Fluoridation Rate sub-score will be generated with 1 point.
If the value entered is greater than 50%, then the Fluoridation Rate sub-score will remain as 0.
The score will be generated when all the steps of the Application Process Panel are completed and all
comments in the Supplemental Information Form are completed. Once these conditions are met, the
system will generate the overall Designation Score.
The user is required to upload all documents in order to view a score.
For “Go Back” functionality, refer 4.9.1 Go Back RSA Functionality for details

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•

If the user changes the Travel Time or Distance for the NSC on the Supplemental Information Form, the
NSC justification must be provided.

2.8.3 Mental Health Designation Score
The Mental Health Designation Score will include sub-scores from the following components:
•
•
•
•
•
•
•

Population-to-Provider Ratio of the RSA
Percent of the Population at 100% of the Federal Poverty Level for the RSA
Elderly Ratio
Youth Ratio
Prevalence of Alcohol Abuse in the RSA
Prevalence of Substance Abuse in the RSA
Travel Distance and Time from the Population Center of the RSA to the Nearest Source of Care

Figure 114: Mental Health Designation Score

USER NOTES
•

•

•
•

The system will use the statistic provided on the Edit RSA pop-up for the Substance and Alcohol Abuse
prevalence in order to complete the score.
The score will be generated when all the steps of the Application Process Panel and all comment fields in
the Supplemental Information Form are completed. Once these conditions are satisfied, the system will
generate the overall Designation Score.
The user is required to upload all documents in order to view a score.
For “Go Back” functionality, refer 4.9.1 Go Back RSA Functionality for details
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2.9 Submitting the Application
Once the user has completed all required information in the Supplemental Information Form, the system will
display an application attestation.

Figure 115: Application Submission Information and Attestation for MH/DH HPSA

The
button will not be enabled until the user selects the
submitted is correct.
Select the

button to acknowledge that the data being

button to send the application to HRSA for review.

Figure 116: Enabled Application Submission Button

The system will automatically redirect the user to the General Information section for the submitted designation.
See the Designation Management User Guide for information on viewing the designation profile.

USER NOTES
•
•

Once submitted, it will not be possible to make further changes to the designation application.
A read only map of the application is available under the Actions tab of the Designation Profile Homepage

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SUBMIT APPLICATION WITHDRAWAL BUNDLE CAUTION MESSAGE
If the user received an overlap caution message during the save RSA step (see Section 4.3 Creating a Rational
Service Area (RSA), the system will display the caution message again and the user will need to select the
button a second time to confirm that they want to submit the application knowing that the overlapping
designations will be proposed for withdrawal.

Figure 117: Submitting the Application - Withdrawal Bundle Caution Message

Any Correctional Facilities that are associated with the overlapping designations will remain unchanged until they
are updated.

SUBMIT APPLICATION MINIMUM AND MAXIMUM CAUTION MESSAGE
If the user received a minimum or maximum caution message during the save RSA step (see Section 4.3 Creating a
Rational Service Area (RSA), the system will display the caution message and the user will need to select the
button a second time to confirm that they want to submit the application knowing that the maximum or
minimum RSA relevant population does not meet the recommended population.

SUBMIT APPLICATION ERROR MESSAGE
An application submission error message is displayed if the overlapping designation(s) is already part of a PFW
bundle. These designations are displayed in the warning window during creating an RSA. The application is not
submittable until the existing bundle is resolved, or the mentioned designation is removed from the bundle.

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Figure 118 Submit Application Error Message

2.9.1 Go Back RSA Functionality
Once the user completes the RSA step and moves on to the CA step, the system will display “Select Step” drop
down on the left-hand panel with the option to go back to RSA.

Figure 119 Select Step Dropdown

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To go back to the RSA step, select the

option from the drop-down box.

Figure 120 Select a step to return to RSA

The system will display a warning dialog. The user will need to select the
going back to a previous step will affect any changes that have not been saved.

Figure 121 Go Back Warning Message

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button, to confirm that

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Once the user selects the
button, the warning message will close, and the user will be brought back
to the beginning of the RSA step. The RSA dialog will appear, and the map will reset with an in-Progress RSA.

2.9.2 Go Back CA Functionality
After the user completes the CA step and moves on to the NSC step, the system will display CA option in the Select
Step drop down on the left-hand panel to go back to CA. To go back to the CA step, select the
option from the drop-down box.

Figure 122 Select a step to return to CA

The system will display a warning dialog. The user will need to select the
going back to a previous step will affect any changes that have not been saved.

Figure 123 Go Back Warning Message for CA
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button, to confirm that

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Once the user selects the
button, the warning message will close, and the user will be brought back
to the beginning of the CA step. The CA Analysis accordion will be enabled and expanded.

2.10 Territories
The Shortage Designation Management System allows the United States territories to enter demographic and
population data points that are not sourced by the American Community Survey (ACS). These territories include:
•
•
•
•

Guam
Micronesia
Marshall Islands
Mariana Islands

•
•
•
•

Palau
Puerto Rico
Samoa
Virgin Islands

The user will follow the same mapping steps used for states to create a designation with some adjustments made
throughout the application process to accommodate data that cannot be sourced by SDMS.
The following sections will highlight the adjustments made to the mapping application process for these United
States territories. For the full step-by-step guide on using the Mapping Tool, refer to sections 4.1 through 4.7.

2.10.1 Selecting RSA Components
CONTENT PANEL - LAYERS
The user will still be able to choose a desired component layer to build the RSA with. If SDMS does not source one
(or more) of the layers from SDMS, it will not appear under the components dropdown.

Figure 124: Component Layers for a Territory

EDIT RSA POP-UP
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The Edit RSA Pop-Up for Territories may include an additional tab—“Demographic Datapoints”—if there is no
sourced data. The user will be alerted to this by receiving the highlighted warning message seen in Figure 123.

Figure 125: Territory Edit RSA Pop-up Additional Datapoints Needed Warning

The added tab—“Demographic Datapoints”—contains the datapoints that must be provided to continue and the
corresponding entry fields. The necessary datapoints will populate based on the discipline and type of designation
chosen by the user.

Figure 126: Territory Edit RSA Pop-up - Demographic Datapoints

If provider data is not available in the given area, territories will also be able to fill in the FTE for the given area. The
following territory and designation type combinations will be allowed to enter their FTE directly into the
application:

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•
•

Marshall Islands for all disciplines
Palau for Mental Health

Once all required demographic datapoints have been provided, select the “Back to Edit RSA” hyperlink
and ensure that the RSA has been given a name. When all required demographic, population, and
naming fields are populated, the
with the application.

button will be enabled. Select this button to continue

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4.10.2 RSA Population Center
The “Population Center” pop-up will be displayed by the system and the user will have the option to accept the
Default population center or move the population center.

Figure 127: Territory Population Center

USER NOTES
•
•
•

For United States territories where no population data is sourced the population center will be placed in
the geographic center of the RSA.
Depending on the territory this may place the population center over a body of water.
Justification for adjusting the population center will be required in the Supplemental Information Form.

2.10.3 Travel Polygon
After saving the population center, the user can now complete the Travel Polygon step.
•
•

The user will only have be able to select the “Other” travel type, where they must enter the amount of
miles a person must travel for care from the population center.
The system then generates a circular polygon from the population center, based on the amount of miles
entered.

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Figure 128: Territories - Creating the Travel Polygon

2.10.4 Creating Contiguous Areas
The system requires that the travel polygon’s boundary is completely covered by CAs and the RSA in order to
consider the CA analysis step completed. This can be achieved in two ways for territories where no data can be
sourced:
1. Skip the CA Analysis
Section

2. Travel Polygon is Covered
by “Force Pass”
Contiguous Areas

•
•

•
•

•
•

Description
If the travel polygon is completely held within the RSA or the user
would prefer to enter CA Analysis data in Supplemental
Information they can progress to the next section by selecting

If the travel polygon overlaps components outside of your RSA,
then a CA is created. Each CA must be validated with a “Passed”
status. The user for territories where no data is sourced can select
Contiguous Areas and “Force Pass” by using the drop down
available on the Application Process Steps panel, the user will be
required to indicate the reason for passing the analysis on the
Supplemental Information Form.
The user will also be required to enter an explanation justifying the
reason for passing the Contiguous Area.

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Figure 129: CA Analysis Application Process Steps for Territories

2.10.5 Nearest Source of Care (NSC)
Upon advancing the user to the NSC step, the system performs an initial analysis of all available provider data.

Figure 130: NSC Application Process Step for Territories

If there is no provider data available for a territory the user will have two options in selecting a NSC:

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1. Continue with Manually
Entered NSC

2. Continue with No NSC

•
•

•
•

•

Description
The user will be required to provide supplemental information
including why they manually changed the default NSC Provider and
the miles and minutes from the population center.
If the system cannot identify any usable providers that serve the
RSA population or the provider is well outside of the miles and
minutes radius for the discipline, the user can continue with no
NSC. Continuing with no NSC will assign the maximum number of
points for the NSC.

For both options, the system will automatically move the application to the Supplemental Information completion
step or scoring if the required information has already been provided.

2.10.6 Supplemental Information
The Supplemental Information Form
is available to the user at any time of the
application after an RSA is saved. The form is intended for the user to enter information and justification specific to
the designation. The form can be accessed by selecting at the bottom of the Application process Steps panel.
The user should follow the Supplemental Information Form steps outlined in Section 4.6.
The supplemental information form will have an additional field allowing the user to upload justification related to
the manually entered demographic and population data.

Figure 131: Supplemental Information Form Explanation for Demographic Data points for Territories

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Figure 132: Supplemental Information Form File Classification Options for Territories

2.11 Modernized MUA/P
The user is navigated to the modernized mapping application when they create a new MUA/P application or select
any action from the designation profile page for the existing MUA/P applications.

2.11.1 Mapping Widgets Layout and User Interface
The mapping widgets allow multiple ways for a user to select areas on the map and to show more information
about selected areas. The Application Process step section in the left-hand panel displays the application steps and
their statuses.

2.11.1A APPLICATION PROCESS STEP PANEL
The Application Process Steps displays information to the user on what part of the application they are on. All
fields under the Application Step section are read-only.

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Figure 133 Application Process Steps Panel

Feature

Description

1. Breadcrumbs

This field displays the breadcrumbs at the top of the page. The user may
navigate back to their previous page using the breadcrumbs or using the
web browser’s back button.

2. Designation ID -Name

This field displays the MUA/P designation number and designation name.

3.Application Steps

This field displays the Application Steps.

4. APPLICATION STEP

This field displays the column name for the application steps.

5. STATUS

This field displays the status of the application.

6. ACTION

This field displays the action that the user can take for the application step.

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2.11.1.B MAPPING WIDGETS LAYOUT
The mapping widgets are located in the right-hand side of the map. They allow users different functions including
the ability to search, narrow down results with filter, select areas on the map to view provider location,
demographic, health statistic information, select an area on the map to create an RSA, etc.

Figure 134 Mapping Widgets Layout on the Map

Feature

Description

1. SEARCH

This tool allows the user to search for areas on the map using various search
criteria. For more information, refer to 5.1.7 Search Bar

2. FILTER

This tool allows user to select and narrow down the filter results. For more
information, refer to 5.1.5 Filter

3. BASEMAP GALLERY

This tool contains multiple cartographic styles that offer different
information associated with the map view being displayed. For more
information, refer to 5.1.2 Basemap Gallery

4. TOOLS

This tool allows users to select an area on the map. For more information,
refer to 4.11.1.C Map Tools Widget

5. LAYER LIST

This tool contains geographic, designation, provider location, and
health/demographic information that users can interact with and reference.
For more information, refer to 5.1.3 Layer List

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Feature

Description

6. LEGEND

This tool contains the symbology or visualization details for all layers enabled
by the user in the Layer List menu. For more information, refer to 5.1.4
Legend

7. DESIGNATION DATA
SNAPSHOT

This tool displays the demographic data for the saved RSA. For more
information, refer to 4.11.1D Designation Data Snapshot Widget

2.11.1.C MAP TOOLS WIDGET
To access the Map Tools dropdown, locate the Tools
options are available:

widget on the right-hand side of the map. The following

Figure 135 Map Tools Dropdown Menu

Feature
1. Pan

Description
Use this tool to navigate the map. Click and hold on the map, then move the
mouse until the desired part of map appears and release.

2. Select by Point

Use this tool to select a single area component (county, census tract, or CSD)
on the map with one click.

3. Select by Line

Use this tool to select multiple components (county, census tract, or CSD) on
the map. Start with single clicks to form lines and use double-click to
complete a section.

4. Select by Rectangle

Use this tool to select multiple components (county, census tract, or CSD) on
the map. Click on the map and drag down the mouse until the visible
rectangle covers the area you want to select.

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Feature
5. Select by Polygon

Description
Use this tool to select multiple components (county, census tract, or CSD) on
the map. Start with single clicks to form lines and double-click to close the
visible polygon.

2.11.1D DESIGNATION DATA SNAPSHOT WIDGET
To access the Data Snapshot dropdown, locate the Designation Data Snapshot
widget on the right-hand side
of the map. The Designation Data Snapshot widget includes the data for any RSA as they get saved during the
designation application process step. All data on this widget is read only and cannot be changed.

Figure 136: Designation Data Snapshot Widget

USER NOTES
•

•

When an invalid RSA message upon trying to save an RSA is received, the data panel will display content
for that invalid RSA.
When the Number of Live Births, Number of Infant Deaths, Low Birth Weight Births, and/or Infant
Mortality Rate includes suppressed data, the data snapshot will display the number and asterisk (*).

2.11.2 Creating a Rational Service Area (RSA)
Creating an RSA includes the following subtasks:

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•
•
•

Selecting RSA Components
Entering RSA Name
Saving RSA

The user will be able to track their progress throughout the entire designation creation process in the Application
Process Steps Sidebar. This can be accessed by selecting the “RSA Steps” expandable section on the left-hand side
panel.

2.11.2A SELECTING RSA COMPONENTS
In the Mapping Tool, select the “Tools” widget
located on the left side of the map. The dropdown will provide a
selection of “Map Tools” for the user to use while using the application. For a complete explanation of all tools
provided, please see Section 4.2 Mapping Tool Layout and User Interface.

Figure 137: Navigating to the Map Tools Options

Using the selected tool, select the components that you wish to include in the RSA. The user can toggle between
layers by going to the “Layers” widget. Under the “Components” tab, the user can select a layer by selecting a
radio button.

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Figure 138: Selecting Layer to Build RSA Component With

Once the correct layer for the component has been selected, the user should select the area on the map that will
make up the RSA. When the user has selected an RSA component, the component(s) will be highlighted in pink,
and the “RSA” dialog box will appear in the application.

Figure 139: Selected RSA Component and RSA Popup

Within the popup, the user will have access to the following information.

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Figure 140: RSA Popup

The generic “RSA” popup contains the following features:
Feature
1. Selected Designation

Description
The top section will display the discipline, designation type, and designation
option previously selected by the user.
The checked boxes indicate which components are selected. If a selected
component is no longer wanted, the user can uncheck this box to exclude
the component(s) in the RSA being created. The columns give basic names
and IDs of the given component. At least one component must be selected
to continue.

2.

The information icon can be hovered over to display critical statistics on the
component for the PCO including:
• Name of Component
• Total Population
• Percent Population Below 100% FPL
• Percent Population Below 200% FPL

3.

4. Enter RSA Name

To continue with the application the user must give the RSA a name. This
field is limited to 40 characters.
Once ready to proceed, engage this button to save the RSA.

7.

Once the RSA is saved the system will perform the following checks:
•

The population for all MUA/P types are greater than 0.
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•
•

The area does not overlap with a preexisting designation.
Population to provider ratio must be within the qualifying range set in MPPs for the given discipline.

If the RSA passed all checks, a pop up will appear instructing the user to continue to the next step. The Application
Process Steps status will update to indicate that the “Save RSA” step is “Complete” and RSA status to “Complete”:

Figure 141: Successfully Saved RSA Pop-up and Updated Application Progress

The user can engage the

link to make changes to the RSA. If no changes are needed, select the

button to generate the final score and the sub-scores.
If the RSA is saved with the errors, the Application Process Steps status will update to indicate that the “Save RSA”
step is “In Progress” and RSA Status to “Incomplete”:

Figure 142: RSA Saved with error and Updated Application Progress

The user can only proceed to the next step of the application when the RSA is saved successfully or with warnings.

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2.11.2B CHANGING RSA COMPONENT LAYER
The user is allowed to change the component layer after the RSA is saved. The system will display a warning
message.

Figure 143: Component Layer Change Warning

The user can continue through the process by selecting the
button. Selecting the
button
will delete the RSA information and change the component layer on the map. When the Warning popup is
displayed, the user is unable to interact with any other functionality on the map until either “Continue” or “Cancel”
button is selected.
If the user does not want to proceed to change the active layer, they can select the
close the warning message and the user will be navigated back on the map.

button. This will

2.11.2C RSA WARNINGS AND ERRORS
If the RSA does not qualify, the user will not be able to continue the application process. The system will display
the following error:

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Figure 144: RSA Does Not Qualify Error Message

The red Error banner will provide further information on why the RSA does not qualify. The user can engage the
link to make changes to the RSA.
The following message will be displayed below when the RSA total relevant population is not greater than 0:

Figure 145: RSA Does Not Qualify Error Details

POPULATION MAXIMUM AND MINIMUM WARNING MESSAGES
The user will receive a caution message if the RSA exceeds the recommended population maximum or does not
meet the population minimum:

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Figure 146: Saving RSA Warning Message

Warnings will be displayed under the yellow banner. Scroll the RSA dialog box to see all the warnings.
The following message will be displayed when the RSA total relevant population is greater than 250,000 for RSAs
made out of county and sub county components.

Figure 147: Population Maximum Exceeded Caution Message

If desired, the user can continue with the application if a warning message appears. A detailed explanation for not
meeting the population maximum or minimum should be included in the “RSA Supplemental Information Form.”
The user is able to continue through the process by selecting the
button. Selecting the
button will direct the user to the Supplemental Information step. See Section 4.11.4 Supplemental Information for
instructions on these steps.

OVERLAP CAUTION MESSAGE

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If the RSA overlaps with a preexisting designation, the system will display the following message. The message
displays which designations overlap with the RSA being created.

Figure 148: RSA Overlap Caution Message

USER NOTES
•

The user may continue through the application process for this RSA to determine the projected score,
however if the application is approved, the overlapping designation(s) will be proposed for withdrawal. To
continue with the application, select the

button.

Selecting the
button will direct the user to the Supplemental Information step if the supporting
documents are needed for the designation. See Section 4.11.4 Supplemental Information for instructions on these
steps.

2.11.3 MUA/P Score
The MUA/P score will include sub-scores from the following components:
•
•
•
•

Providers Per Thousand Population of the RSA
Percent of the Population at 100% of the Federal Poverty Level for the RSA
Infant Mortality Rate for the RSA
Percent of the Population Age 65 and Over of the RSA

The score will be generated once a valid RSA is created.

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Figure 149: MUA/P Scoring Page

2.11.4 Supplemental Information
After the “RSA” step has been completed and saved, the system will perform Application Submission checks to
determine if additional information is required. If this is the case, the system will display the following warnings
and information:

Figure 150: MUAP Application Submission Check Results Summary

Feature
1. Supplemental Information

Description
This field has the Supplemental Information Form link.

2. Application Submission

This field will display if the Application is ready for submission. If it is not, the
following notice will appear:
“The supplemental form is incomplete. Please fill out the required fields to
submit your designation.”

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Feature
3. The following documents
are still required

Description
This field notifies the user what documents need to be uploaded to (included
in) the application prior to submission. The documents should be uploaded
to the supplemental information form. If no further documents are required,
this field will not be populated.

SUPPORTING DOCUMENTS
The Supporting Documents section allows the user to upload document justifications to the Mapping Tool.
Supporting documents can be uploaded via the Supplemental Information Form. The link is available to the user at
any time of the application after an RSA is saved. The form is intended for the user to enter information and
justification specific to the designation. The form can be accessed by selecting
at the bottom
of the Application process Steps panel.

Figure 151: Supplemental Information Form

For uploading supporting documents refer to 4.7.6A Uploading supporting documents
For deleting supporting document refer to 4.7.6B Deleting supporting documents

USER NOTES
When answering questions in the Supplemental Information Form, the user will see
•
•
•

A list of required documents inside of the Supplemental Information modal
The ability to upload a single document for multiple justifications
A verification that the supporting documentation does not include PII

2.11.5 Submitting the MUA/P Application
Once the user has completed all required information in the Supplemental Information Form, the system will
display an application attestation.

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Figure 152: Application Submission Information and Attestation

The
button will not be enabled until the user selects the
being submitted is correct.
Select the

button to acknowledge that the data

button to send the application to HRSA for review.

Figure 153: Enabled Application Submission Button

The system will automatically redirect the user to the General Information section for the submitted designation.
See the Designation Management User Guide for information on viewing the designation profile.

USER NOTES
•
•

Once submitted, it will not be possible to make further changes to the designation application.
A read only map of the application is available under the Actions tab of the Designation Profile Homepage

SUBMIT APPLICATION WARNING MESSAGE
If the user received any warning message during the save RSA step (see section 4.11.2C RSA Warnings and Errors),
the system will display the warning message again and the user will need to select the
second time to confirm that they want to proceed to submit the application.

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Figure 154: Submitting the Application - Withdrawal Bundle Caution Message

If the user does not want to proceed to submit application, they can select the
the warning message and the user will be navigated back on the map.

button. This will close

USER NOTES
•

•

The user can submit the application knowing that the overlapping designations will be proposed for
withdrawal.
The user can submit the application knowing that the maximum or minimum RSA relevant population
does not meet the recommended population.

2.11.6 MUA/P Territories
The Shortage Designation Management System allows the United States territories to enter demographic and
population data points that are not sourced by the American Community Survey (ACS). The user will follow the
same mapping steps used for states to create a designation with some adjustments made throughout the
application process to accommodate data that cannot be sourced by SDMS.
The following sections will highlight the adjustments made to the mapping application process for the United
States territories. For the full step-by-step guide on using the Mapping Tool, refer to sections 4.11.1 through 4.11.5

RSA POP-UP
The RSA Pop-Up for Territories may include an additional tab— “Demographic Datapoints”—if there is no sourced
data. The user will be alerted to this by receiving the highlighted warning message seen in Figure 153: Territory RSA
Pop-up Additional Datapoints Needed Warning

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Figure 155: Territory RSA Pop-up Additional Datapoints Needed Warning

The added tab— “Demographic Datapoints”—contains the datapoints that must be provided to continue and the
corresponding entry fields. The necessary datapoints will populate based on the discipline and type of designation
chosen by the user.

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Figure 156: Territory RSA Pop-up - Demographic Datapoints

Once all required demographic datapoints have been provided, select the
button and
ensure that the RSA has been given a name. When all required demographic, population, and naming
fields are populated, the
application.

button will be enabled. Select this button to continue with the

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3. DESIGNATIONS PORTAL
From the “Designations” menu on the PCO Portal Home page, the user will be able to access a new Designation
Management Landing Page. Users will be able to access all designation related activities from the new landing
page including designation search, managing designation application, SRSA plans, update previews, and the
informational mapping tool.

Figure 157: PCO Portal Homepage - Designations

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Figure 158: Modernized Designation Landing Page

3.1 Informational Mapping Tool
The user can access the informational mapping tool through the modernized Designation Landing Page by selecting
the “Designations” tab on the navigation panel, and then selecting the “View Informational Mapping Tool” button
from the Informational Mapping Tool card.

Figure 159: SDMS Informational Mapping Tool Navigation

3.1.1 Informational Mapping Tool Layout and User Interface
The informational mapping tool allows users the ability to select areas on the map and view more detailed SDMS
designation, provider location, demographic, and health statistic information without initiating new designation
applications or updates to existing designation records.

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Figure 160: PCO Informational Mapping Tool

Feature
1.

2.

3.

4.

5.
6.

and

Description
The + and - icons in the lower right corner of the map view will change the
zoom level. Some information on the map will be disabled or enabled
depending on the zoom level selected by the user (e.g., Provider Locations
display at a lower zoom level than the default upon loading of the
informational mapping tool.).
Selecting the icon will open a list of data layers and a text field and allow
users to select one layer to search against. Entering information in the
adjacent text field and subsequently selecting the magnifying glass icon will
allow users to execute a search using the criteria entered. The map extent
(i.e., view) will update automatically if a search result is found. If no object is
found, a message will display stating, “There were no results found.”
Selecting this icon will open the Basemap Gallery and allow users to view
and select from a list of basemap options. Basemaps are those layers of
information external to SDMS available for reference.
Selecting this icon will open the Layer List and allow users to view and select
from a list of data layer options. Data layers include those layers built using
information housed within SDMS such as designation and provider location
data/information.
Selecting this icon will open the Legend and allow users to view the
symbology associated with the data layers enabled on the map view.
Selecting this icon will open the filter widget and allow users do a focused
search using the many fields provided in the filter widget. Users can select
the fields that they want to search against and click “Apply”

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3.1.2 Basemap Gallery
The Basemap Gallery is located in the upper right corner of the map view, above the Layer List. It contains multiple
cartographic styles that offer different information associated with the map view being displayed. To view the
options, select the button. These styles offer different features and information that can provide more insight
and reference points to the user. These cartographic styles are provided by ESRI and are maintained externally to
SDMS.

Figure 161: Informational Mapping Tool Basemap Gallery

Feature
1. Dark Gray Canvas

Description
This basemap features a dark gray, neutral background style with minimal
colors, labels, and features that is designed to draw attention to enabled
data layers and other user-selected content.

2. Imagery

This view presents satellite imagery for the world and high-resolution
imagery for the United States.

3. Imagery Hybrid

This option shows satellite and high-resolution aerial imagery for the world
with political boundaries and place names.

4. Light Gray Canvas

This is the default basemap, which is the simplest and most neutral
background with minimal colors, labels, and features. It facilitates visibility
for seeing layers on the map.

5. National Geographic Style
Map

This basemap features the National Geographic World Map, which is a
cartographically rich and distinctive map. It includes administrative
boundaries, cities, protected areas, highways, roads, railways, water
features, buildings and landmarks, overlaid on shaded relief and land cover
imagery.

6. Navigation

This basemap features a custom navigation style. It includes highways, major
roads, minor roads, railways, water features, cities, parks, landmarks,
building footprints, and administrative boundaries.

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Feature
7. Ocean

Description
This basemap includes bathymetry, marine water body names, and derived
depth values in meters. Land features include administrative boundaries,
cities, inland waters, roads, overlaid on land cover and shaded relief
imagery.

8. OpenStreetMap

This basemap references the live service from the OpenStreetMap (OSM)
Project, which is a collaborative initiative to create a free, editable map of
the world. It includes data about roads, trails, cafés, railway stations, and
other landmarks and geographic features.

9. Streets

This comprehensive street map includes highways, major roads, minor
roads, railways, water features, cities, parks, landmarks, building footprints,
and administrative boundaries.

10. Streets (Night)

This basemap includes highways, major roads, minor roads, water features,
cities, parks, landmarks, building footprints, and administrative boundaries
in a custom “night time” view.

11. Terrain with Labels

This basemap features shading indicative of changing elevations across
terrain. It includes populated place names, admin and water labels,
boundaries, and roads.

12. Topographic

The topographic map includes cities, water features, physiographic features,
parks, landmarks, highways, roads, railways, airports, and administrative
boundaries.

3.1.3 Layer List
The Layer List is located in the upper right corner of the map view, under the Basemap Gallery. It contains
geographic, designation, provider location, and health/demographic information that users can interact with and
reference.

Figure 162: Informational Mapping Tool Layer List

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Feature
1. Components

Description
This group layer allows users to visualize county, census tract, or county
subdivision boundaries. Users will only be able to select one component for
viewing at a time using the radio button next to the layer options.

2. SRSA Plans

This group layers allows users to visualize SRSA Plans that have been
approved. The layer is further broken down by state and discipline. Users
can select one discipline at a time to view on the map by selecting the radio
button.

3. Area/Population
Designations

This group layer allows users to visualize geographic/population HPSA and
MUA/P designations in either a “Designated” or “Proposed for Withdrawal”
status. The group layer is further broken down by discipline. Users may
select more than one discipline within the group layer using the eye icon
next to the layer options.

4. Facility Designations

This group layer allows users to visualize other facility (OFAC), correctional
facility, and state/county mental hospital (SMH) HPSA designations in either
a “Designated” or “Proposed for Withdrawal” status. The group layer is
further broken down by discipline. Users may select more than one
discipline and facility type within the group layer using the eye icon next to
the layer options.

5. Auto-HPSA Designations

This group layer allows users to visualize Auto-HPSA designations in a
“Designated” status. This group layer is further broken down by discipline.
Users may select more than one discipline within the group layer using the
eye icon next to the layer options.

6. Provider Locations

This group layer allows users to visualize eligible providers on the map based
on updates made in the Provider Management application. This group layer
is further broken down by discipline. Users may select more than one
discipline within the group layer using the eye icon next to the layer options.

7. Health Statistics

This group layer allows user to visualize the following optional informational
layers:
• Fertility Rate
• Infant Mortality Rate
• Infant Low Birth Weight Rate.
This group layer is further broken down by geo-component type. Users may
select more than one geo-component type within the group layer using the
eye icon next to the layer options.

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Feature
8. Demographics

Description
This group layer allows users to visualize the following optional layers:
• Population at or below 100% Federal Poverty Level
• Percent Population at or below 100% Federal Poverty Level
• Population at or below 200% Federal Poverty Level
• Percent Population at or below 200% Federal Poverty Level
• Population Density (Percentage)
• African American Population
• Asian Population
• Caucasian Population
• Hispanic Population
• American Indian / Alaska Native Population
• Pacific Islander Population
• Elderly Ratio
• Youth Ratio
This group layer is further broken down by geo-component type. Users may
select more than one geo-component type within the group layer using the
eye icon next to the layer options.

3.1.4 Legend
The Legend is in the lower left corner of the map view. It contains the symbology or visualization details for all
layers enabled by the user in the Layer List menu. It may be collapsed or expanded by the user.

Figure 163: Informational Mapping Tool Legend

3.1.5 Filter
Filter is in the top right corner of the map view. It contains the It contains fields for user to select and narrow down
the filter results. It can be closed by selecting the X icon. It may be collapsed or expanded by the user

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Feature
1. Designation Discipline

Description
From the dropdown, choose from one of the following disciplines:
•Primary Care
•Mental Health
•Dental Health.

2. Designation Type

Select a designation type from the dropdown. Please note that the options
are dynamic based on the discipline chosen:
Primary Care:
• MUA
• MUP
• HPSA Population
• HPSA Geographic
• HPSA Geographic High Needs
Mental Health and Dental Health:
•
•
•

HPSA Population
HPSA Geographic
HPSA Geographic High Needs

3. Designation Status

Users may select one of the following
• Proposed for withdrawal
• Designated

4. Designation Option

Users can select one or more designation option from the dropdown. Please
note that the options are dynamic based on the options chosen for “
“Designation Type”:
• Low Income Population HPSA
• Medicaid Eligible Population HPSA
• Migrant Farmworker Population HPSA
• Migrant Seasonal Worker Population HPSA
• Native American Population HPSA
• Low Income Homeless Population HPSA
• Low Income Migrant Farmworker Population HPSA
• Low Income Migrant Seasonal Worker Population HPSA
• Low Income Homeless Migrant Seasonal Worker Population HPSA
• Homeless Population HPSA
• Migrant Farmworker and Homeless Population HPSA
• Migrant Seasonal Worker and Homeless Population HPSA
• Geographic Population
• Other Population HPSA

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Feature
5. Designation Score

Description
This is a dynamic field and score range is updated based on the options
selected for “Designation Type”
HPSA:
• PC: 0-25
• DH: 0-26
• MH: 0-25
MUA/P:
• 0-100
OFAC:
• The facility score is the same as the HPSA score of the designated
area or population group for which it serves.
Correctional Facility:
• Scoring for PC/DH/MH should be between 0-12
State/ County Mental Hospital:
• 0-20
Auto-HPSA:
• PC: 0-25
• DH: 0-26
• MH: 0-25

6. Apply and Clear

User can select “Apply” to see the result on the map
User can select “Clear” to reset the fields in the widget

Figure: Informational Mapping Tool Filter

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3.1.6 Map View Pop-Up Information
Each layer within the Layer List the user enables updates both the map view and the expanded pop-up information
opened upon clicking within the map view.

Figure 164: Informational Mapping Tool with Expanded Pop-up Information

Each layer will have different information included in its expanded pop-up, but all pop-ups accessed via the map
will follow a similar format and allow users access to certain actions.

Figure 165: Informational Mapping Tool Pop-Up Menu

Feature
1. Layer Name

Description
This field will display the name of the layer the pop-up is associated with.

2. Dock

This icon – labeled “Dock” – when clicked by the user will expand the pop-up
and anchor it as a left-hand panel in the map view.

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Feature
3. X

Description
The “X” in the upper left corner of the pop-up menu will close the entire
window.

4. Layer Table

This table will provide an expanded list of attributes associated with an
individual layer enabled in the Layer List by the user.

5. Zoom To

This icon and label when clicked by the user will navigate and zoom the map
view to center the layer object that the pop-up is associated with. For
example, if viewing a specific county, clicking the “Zoom To” icon will
navigate the user to the specified county and zoom to a pre-defined level
based on the county’s boundaries.

6. < 1 of 3 >

This field tells the user how many screens are in the pop up. User can click
on the forward and back arrow to navigate through the screens in the pop
up

3.1.7 Search Bar
The Mapping Tool Search Bar is available on the Mapping Tool Banner. This tool allows the user to search for areas
on the map using various search criteria. Once the search criteria is entered, the user will be taken to the specific
component which will be identified in a red color.

Figure 166: Mapping Tool Search Bar

Click on the down arrow to the left of the textbox to select a search option. The user may search by the following
options:
Feature
1. Census Tract

Description
Users may search for an area on the map using the census tract (CT) number.

2. CSD

This allows the user to locate an area on the map using a CSD number.

3. County

The user may search for counties by name.

4. Provider / Provider
Snapshot

This allows the user to search for providers on the map using a Provider’s
NPI number, first name, last name, or full name. Users can search for
providers used in a submitted designation by selecting Provider Snapshot or
current providers by selecting Providers.

5. Auto-HPSA

The user may search for Auto-HPSA’s using the Auto-HPSA Public ID or
name.

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Feature
6. HPSA

Description
This option allows the user to search for a HPSA using the HPSA Public ID or
name.

7. MUA/P

The user may search for MUA/Ps using the Public ID or name of the MUA/P.

8. Correctional Facilities

This allows for the user to search for a correctional facility by Name,
Designation ID, or Public ID.

9. OFAC

The user may search for an OFAC using the Public ID or OFAC name.

10. State Mental Health

This option allows for the user to search for a SMH using the state mental
health name or state mental health ID number.

3.2 Searching for Designations
The user can access the search through the modernized Designation Landing Page by selecting the “Go to
Advanced Search” button in the Designation Search card. The user will be able to search designations created
within SDMS as well as all designations migrated from ASAPS.

D
Figure 167: SDMS Designation Search Navigation

Once on the Designation Search page, the user can search using the following columns:

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Figure 168: SDMS Designation Search Bar

Feature

Description

1. Designation ID

This field allows the user to search for a designation by its system-generated
Designation ID. The number is generated once the RSA is saved on the
Mapping Tool. This number can be used to search for a specific designation
application.

2. Designation/ Organization
Name

This field allows the user to search for a designation by its user-given name.
The name is entered by the user on the Mapping Tool Landing page, facility
application, or the name migrated directly from ASAPS.

3. Public ID

This field allows the user to search for a designation by its official Public ID.
After a designation is approved, it will be assigned a Public ID number. The
IDs of designations migrated from ASAPS will now be the Public ID in SDMS.

4. Organization Unique ID

The Organization Unique ID is a unique identifier tied to an organization, and
persists across Auto-HPSA rescores. This number can be used to search for
designations.

5. Discipline

Users can choose from the following multi-select options to refine their
search:
• Primary Care
• Mental Health
• Dental Health

6. Type

Users can choose from the following multi-select options to refine their
search:
• Geographic and Population HPSA
• MUA/P
• OFAC
• Correctional Facility
• State/County Mental Hospital

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•

Auto-HPSA

7. Withdrawal Bundle

Users can choose from the following multi-select options:
• Submitted Designation
• Existing Area Overlap
• Existing Facility Overlap

8. Status

Users can choose from the following multi-select options to refine their
search:
• In Progress
• Submitted – Designation
• Submitted – Withdrawal
• Under Review – Designation
• Under Review – Withdrawal
• Not Approved
• Designated
• Proposed for Withdrawal
• Withdrawn
• Replaced
• Reinstated

9. County

Users can select from a list of the State’s Counties to refine the search.

10. Submission Year

Users can search by the designation’s submission year.

11. Returned / Resubmitted

Users can choose from the following multi-select options to refine the
search:
• Returned
• Resubmitted

11.

When the desired fields are completed, the user should click the search
button to begin the designation search.

12.

Users may select this button to clear the updated fields during a designation
search.

BUSINESS RULES
•

The user must choose at least one search criteria in order for the system to display search results.

•

If the user does not complete any search criteria, the user won’t be able to select the search button.

The system will display search results in a table as shown below and will automatically be sorted by Designation ID.
The user can sort by any of the column headers by selecting the arrows to the right.

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Figure 169: SDMS Designation Search Results

Feature

Description

1. Show # Entries

The user can use this drop down to select the number of search results that
appear per page. The system will automatically default to ten search results
per page. Once the new number is selected, the system will automatically
update the search results. The user can select from the following options:
• 10
• 20
• 50
• 100

2. Designation ID

This field is hyperlinked and allows the user to access the Designation profile.

3. Public ID

This read only field will display the approved ID of the designation that will be
accessible to the public.

4. Discipline

This read only field will display either the discipline(s) the user has selected in
the search or all disciplines if this search criterion was not completed.

5. Name

This read only field will display the name of the designation.

6. Type

This read only field will display the designation type.

7. Option

This read only field will display the designation option. For Auto-HPSA
organizations, this read only field will display the Auto-HPSA type.

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Feature

Description

8. Status

This read only field will display the status(es) the user has selected in the
search or all statuses if the search criterion was not completed.

9. Initial PCO Submission Year

This read only field will display the initial PCO submission year the user has
selected in the search or all years if the search criterion was not completed.

10. Returned/Resubmitted

This read only field will display either the type of application the user has
selected in the search or all applications if the user has not specified an
application type in the search.

11. Withdrawal Bundle

This read only field will display the type(s) the user has selected in the search
or all types if the search criterion was not completed.
Users may select this button to download their current search results. This
button will only become enabled after the user has conducted a search.
For more information on downloading search designations, see Section
5.2.1 Downloading Designation Search Results.

12.

The user can move to the next page by selecting the page number or the next
button. If the user would like to go back to a page, select the page number or
the previous button.

13.

3.2.1 Downloading Designation Search Results
On the Designation Search grid, users can download their search results by selecting the “Download Results”
button after executing a search. The exported Excel document will display the following columns:
•
•
•
•
•

Designation
Public ID
Discipline
Name
Type

•
•
•
•
•

INSTRUCTIONS
To download designation search results:
1.
2.
3.
4.

Apply filters to customize the search results.
Execute the search.
Select “Download Results.”
Save the downloaded Excel file.

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Option
Status
Initial PCO Submission Year
Returned/Resubmitted
Withdrawal Bundle Type

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Figure 170: Downloading Designation Search Results from Search Results Table

USER NOTES
•

Users are not allowed to download search results if the search has more than 5,000 records. An error
message will appear as illustrated in Figure 169.

Figure 171: Exceeds Maximum Search Results Error Message

3.2.2 Searching for Auto-HPSAs
There are several limitations of the search functionality when searching for Auto-HPSA designations. An “AutoHPSA” refers to an organization with three current designations: a primary care designation, a dental health
designation, and a mental health designation. Using the Designation Search, a user can only search on Designation
criteria and the results will always be returned at the designation level. Therefore the following limitations exist to
the search fields for Auto-HPSA searches:
Feature

Description

1. Designation Name

The user can enter a specific Auto-HPSA designation’s (Primary Care, Dental
Health, or Mental Health) Designation Name. In SDMS, the designation name
should always match the organization name, so entering an organization
name in the Designation Name field should return results.

2. Designation

The user can enter a specific Auto-HPSA designation’s (Primary Care, Dental
Health, or Mental Health) Designation ID.

3. Public ID

The user can enter a specific Auto-HPSA designation’s (Primary Care, Dental
Health, or Mental Health) Public ID.

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Feature

Description

4. Organization Unique ID

The user can enter the specific organization unique ID tied to the AutoHPSA
organization to see all designations associated with the organization.

5. Discipline

User can choose from the following multi-select options to refine their
search:
• Primary Care
• Mental Health
• Dental Health

6. Type

The user can search on Type = Auto-HPSA, but cannot search for specific
Auto-HPSA types (FQHC, FQHC LAL, ITU, RHC).

7. Withdrawal Bundle

Does not apply to Auto-HPSAs. Using this filter will exclude all Auto-HPSAs
from the Search Results.

8. Status

The user can only search for Auto-HPSAs with the following statuses:
• Designated
• Replaced
• Cancelled
• Not Approved
• Withdrawn
Any other status filters will exclude all Auto-HPSA records from the results.

9. County

User can select from a list of the State’s Counties to refine the search.

10. Submission Year

Does not apply to Auto-HPSAs. Using this filter will exclude all Auto-HPSAs
from the Search Results.

11. Returned / Resubmitted

Does not apply to Auto-HPSAs. Using this filter will exclude all Auto-HPSAs
from the Search Results.

3.3 Accessing Designation Profile
In order to access the designation profile, the user should select the Designation ID hyperlink in the search results.
The Designation Profile of Geographic, Population, and Facility (excluding Auto-HPSAs) designations and MUA/P
designations consists of the following sections:
•
•
•
•
•
•
•
•

General Information
Supporting Details
Scoring Criteria
Supplemental Information (only applicable for HPSAs and MUA/Ps)
Additional Documents
History
Inquiries
Actions

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Auto-HPSA profiles are different and are covered separately in Section 6.1 Viewing Auto-HPSA Designation Profiles.

3.3.1 Viewing Shape Changes Messages
The yearly source data update (SDU), especially a decennial census update, can cause boundary changes within an
RSA. There are two scenarios that can happen for shape changes: warning and error scenarios.
3.3.1A Shape Changes Warning Message
If an RSA boundary has NOT changed, but shapes within the RSA have changed, a user will see a Shape Changes
Warning message at the top of the Designation Profile page. The user can see what shapes changed on the RSA
Details page by clicking on the “View Shape Changes” button, refer to 5.3.3 Viewing Supporting Details. The user
can continue to update the designation if they are satisfied with the shape changes.

Figure 172: Shape Changes Warning Message

3.3.2A Shape Changes Error Message
If an RSA boundary has changed, the user will not be able to update a designation and must propose the
designation for withdrawal. The user will see an error message at the top of the Designation Profile page. If there is
a different between old and new component ID’s, the “View Shape Changes” button will display, refer to 5.3.3
Viewing Supporting Details. The “Update this Designation” button will be hidden

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Figure 173: Shape Changes Error Message with View Shape Changes Button

If an RSA boundary has changed and there is no difference between old and new component ID’s, the “View Shape
Changes” button will be hidden, and the error message will be different.

Figure 174: Shape Changes Error Message without View Shape Changes Button

3.3.2 Viewing General Information
Once the user selects the Designation ID hyperlink, the system will automatically direct the user to the General
Information Section.
The user may navigate back to their previous page using the breadcrumbs at the top of the page or using the web
browser’s back button. If the user navigated to the profile by using the Designation Search, then their previously
entered search criteria will be saved.

Figure 175: Navigating Back to Saved Search Results on Designation Profiles

3.3.2A HPSA and MUA/P
All fields under the General Information section are read-only and are information pulled from the HPSA and
MUA/P Mapping Tool as well as all designations migrated from ASAPS.

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Figure 176: HPSA and MUA/P General Information Main Page

Feature

Description

1. Update?

This field represents if the designation is an update of an existing
designation.

2. Initial Submission Date

The field represents the date the designation is submitted for review.

3. Initial Designation Date

This field represents the date the designation was initially designated.

4. Last Approved Designation
Date

This field displays when the designation was last approved by a SDB Analyst.

5. High Need? (Geo/Pop HPSA
only)

This field indicates if the designation is classified as Geographic High Needs.

6. Population for Whom
Poverty is Determined

This field displays the population total for which poverty status is
determined (PPD).

7. Adjusted Population

The number displayed in this field is the user adjusted population for the
RSA that is entered upon saving the RSA in the Mapping Tool.

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Feature

Description

8. Provider FTE

This field displays the FTE of eligible providers in the RSA. If the designation
has a mental health discipline, the system will display the Psychiatrist Only
and Core Mental Health Provider FTEs.

9. Population : Provider FTE
(Geo/Pop HPSA only)

The statistic displayed in this field is the population to provider ratio of the
RSA.

10. RSA Type

This field displays the type of RSA that was selected. The options available
are Full-County or Sub-County.

11. Created By

This field displays the username of the PCO who created the designation.

12. Replaced / Replaced by
Designation

This field allows users to navigate between parent and child designation
records.

13. Governor’s Exception?
(Not Pictured - MUA/P only)

This field display if the designation is classified as a Governor’s Exception

3.3.2B Other Facilities (OFACs)
All fields under the General Information section are read only and are information pulled from the OFAC Facility
application as well as all designations migrated from ASAPS. Some of the fields are the same as HPSAs and MUA/Ps
profiles; please see below for the additional fields for OFACs.

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Figure 177: General Information Page for OFAC Designations

Feature

Description

1. PCO Entered Address

This field will display the facility address entered by the PCO on the
application.

2. Geocoded Address

This field will display the standardized address of the facility.

3. Geocoded County Name

This field displays the County the facility is located in.

4. Geocoded County ID

This field indicates the County ID of the County the facility is located in.

5. Geocoded CSD ID

This field indicates the CSD ID that the facility is located in.

6. Geocoded Census Tract ID

This field indicates the Census Tract ID that the facility is located in.

7. Geocoded Latitude

This field indicates the latitude coordinate of the facility.

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Feature

Description

8. Geocoded Longitude

This field indicates the longitude coordinate of the facility.

USER NOTES
•

If the OFAC’s address has not been geocoded, items 2-6 will not appear on the profile.

3.3.2C Correctional Facilities
All fields under the General Information section are read only and are information pulled from the Correctional
Facility application as well as all designations migrated from ASAPS Some of the fields are the same as HPSAs,
MUA/Ps and OFAC profiles, please see below for the additional fields for Correctional Facilities.

Figure 178: General Information Page for Correctional Facility Designations

Feature

Description

1. Intersected Geographic
Public ID

This field will display the Public ID of a Geographic Designation if the
correctional facility falls within an active Geographic Designation.

2. Intersected Geographic
Designation Name

This field will display a designation name of a Geographic Designation if the
correctional facility falls within an active Geographic Designation.

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3.3.2D State/County Mental Hospitals
All fields under the General Information section are read only and are information pulled from the State/County
Mental Hospital application as well as all designations migrated from ASAPS. Please see below for the fields that
are unique to State/County Mental Hospitals.

Figure 179: General Information Page for State/County Mental Hospital Designations

Feature

Description

1. Psych FTE

This field represents the FTE for all Psychiatrists that work at the facility.

2. Core Mental Health FTE

This field represents the FTE for all Core Mental Health providers that work
at the facility.

3.3.3 Viewing Supporting Details
Once the user selects the Supporting Details tab on the left panel of the designation profile, they will be directed
to the Supporting Details section. All fields under the Supporting Details section are read only and are information
pulled from the HPSA/MUA/P Mapping Tool, Facility application and all designations migrated from ASAPS.
Depending on the type of Designation, different information will be displayed under the Supporting Details
section.
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3.3.3A HPSAs and MUA/Ps
The supporting details section for geographic and population HPSAs is divided into three read only sections:
•
•

RSA Details
CA Analysis

•

NSC Provider

The RSA Details section is the only section that will appear for MUA/P designations.

USER NOTES
•

The Supporting Details tab is dynamic based on what was completed for a specific designation on the
Mapping Tool. If the user has not reached or completed a certain step in the Mapping Tool, that section
will not display any information on the Designation Profile.

RATIONAL SERVICE AREA DETAILS

9

Figure 180: Supporting RSA Details Tab for HPSAs and MUA/Ps

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Feature

Description

1. Default Population Center
(Geo/Pop HPSA only)

This field displays the coordinates of the system produced population center
on the Mapping Tool for the specific designation.

2. User Selected Population
Center (Geo/Pop HPSA only)

This field will display the coordinates of the user selected population center.
If the default population center was used, the field will be populated with
N/A.

3. Transportation Type
(Geo/Pop HPSA only)

This field represents the mode of transportation selected for the travel
polygon on the Mapping Tool for the specific designation.

4. RSA Last Saved Date

This field represents the last date and time the RSA was saved during the
designation application.

5. RSA Data

This section will display all of the health and demographic data points for the
RSA that were available on the data panel of the Mapping Tool upon saving
the RSA.
The system will display as asterisk (*) next to the values containing
suppressed data and include a message stating that “The value contains
suppressed data.” at the bottom of the Supporting Details page for both the
RSA and CA information.

6. Insufficient Capacity Data
(Geo/Pop HPSA only)

This section will display any information entered by the user on the
insufficient capacity tab before saving an RSA on the Mapping Tool for a
Geographic High Needs application.

7. RSA Component ID

This table will list a component ID of the RSA selected on the Mapping tool
and will display the following information for each component of the RSA:
• Geo ID: Represents the Geo ID of the RSA component.
• State FIPS: The FIPS code for the state of the specific RSA
component.
• County FIPS: The FIPS code for the county of the specific RSA
component.
• Name of Component: Name of the specific RSA component.
• Total Resident Civilian Population: Total resident civilian
population of the specific RSA component.
• Percent population at 100% FPL: The percent of the
population that is at 100% of the federal poverty level (FPL)
for the specific RSA component.
• Percent Population at 200% FPL: The percent of the
population that is at 200% of the federal poverty level (FPL)
for the specific RSA component.

8. RSA Provider Report

The user will be able to click the “RSA Provider Report” link to download a
report with all the providers tied to the RSA.

9. Shape Changes

This section display under the RSA Data section and will only show up if
shape changes exist for the RSA in the designation. This section contains a
table of old and new component ID’s to help illustrate which components
have changed.

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CONTIGUOUS AREA ANALYSIS
The CA Analysis section will appear once the tab is clicked upon. This section displays all Contiguous Areas that the
user created in the Mapping Tool for the specific designation. Each Contiguous Area will be identified by the name
entered during the application process and will have the same type of information.

Figure 181: Supporting CA Analysis Details Tab for HPSAs and MUA/Ps

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Feature

Description

1. Component Name

This accordion will display the name of each CA component entered by the
user on the Mapping Tool for a specific designation. The user may collapse
or expand a component by selecting the arrow to the left of the component.

2. Validity

This field will display the results of the validity test run by the system on the
CA Analysis step on the Mapping Tool. If this check does not pass, the CA
does not qualify. Please see Section 4.4 Contiguous Area (CA) Analysis for
more information.

3. Analysis

This field will display the results of the analysis run by the system on the CA
Analysis step in the Mapping Tool. If this check does not pass the user can
force pass the test, which will be captured on the profile. Please see Section
4.4 Contiguous Area (CA) Analysis for more information.

4. Component/Geo ID

This field will list the Geo ID of the specific component in each CA. Each
component will display the same information as the RSA components. If a
contiguous area has more than one component, that will also be displayed
and accessible through a scroll bar.

5. CA Provider

The user will be able to click the “RSA Provider Report” link to download a
report with all the providers tied to the Contiguous Areas.

NEAREST SOURCE OF CARE
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The NSC Provider section will appear once the tab is clicked upon. This section will display the Default NSC, if
applicable as well as the user selected NSC provider if applicable.

Figure 182: Supporting NSC Details for HPSAs and MUA/Ps

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Feature

Description

1. Saved Provider NSC

This fields represents the user selected NSC on the Mapping Tool. The Saved
NSC provider tab will only display if the user has manually selected the NSC
on the Mapping Tool. The Default NSC provider information will always
appear on the profile if one is found by the system.

2. Default NSC Provider

This field represents the user selected NSC on the Mapping Tool. The Default
NSC Provider information will always appear on the profile if one is found by
the system.

3. NPI

This field displays the provider’s National Practitioner ID (NPI). Selecting the
NPI will navigate the user to the profile for the provider selected as the NSC.

4. Address

This field displays the address of the provider location selected as the
Nearest Source of Care. The address line fields will reflect the display
address for the provider location when the RSA is saved.

5. Distance

This field represents the system calculated distance from the provider to the
population center of the RSA.

6. Adjusted Distance

This field represents the user entered distance from the provider to the
population center of the RSA. The user can update this information on the
Supplemental Information Form of the Mapping Tool. If the user does not
update the distance, the field will appear as N/A.

7. Travel Time

This field displays the system calculated time from the provider to the
population center of the RSA.

8. Adjusted Travel Time

This field displays the user entered time from the provider to the population
center of the RSA. The user can update this information on the Supplemental
Information Form of the Mapping Tool. If the user does not update the time,
the field will appear as N/A.

3.3.3B Other Facilities (OFACs)
The supporting details section for OFACs is divided into four read only sections:
•
•
•
•

Provision of Services
Insufficient Capacity
Providers
Supporting Documents

USER NOTES
•

The Supporting Details tab is dynamic based on what has been completed for a specific OFAC on the
Facility Application. If the user has not reached or completed a certain step in the Facility Application, that
section will not display any information on the Designation Profile. This section will also be available for all
the information that was migrated from ASAPS.

PROVISION OF SERVICES

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Figure 183: Supporting Details - Provision of Services for OFAC Designations

Feature

Description

1. Transportation Type

The field displays the user selected transportation type used to determine
travel time between the OFAC and the designation that it is serving.

2. Population Center

This field displays the population center coordinates of the designation that
the OFAC is serving.

3. Travel Distance

This field displays the system calculated travel distance, in miles, from the
Facility location to the designation population center. If Public
Transportation is selected or the distance cannot be calculated by the
system, the field will display as N/A.

3. Travel Time

This field represents the system calculated travel time, in minutes, from the
Facility location to the designation population center. If Public
Transportation is selected or the time cannot be calculated, the field will
display as N/A.

4. Adjusted Travel Distance

This field represents the user entered distance from the Facility location to
the designation population center. The user can update this information on
the Provision of Services Page of the Facility Application.

5. Adjusted Travel Time

This field represents the user entered time from the Facility location to the
designation population center. The user can update this information on the
Provisions of Services page of the Facility Application.

6. Travel Time Explanation

This field represents the user entered explanation that is required on the
application if the user selects to edit the system calculated travel distance
and time fields. If the user does not change the system generated travel time
and distance, the field will appear as N/A.

7. Provision of Services

This field represents the justification that is selected on the application of
how the facility serves the designation it is tied to.

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The Insufficient Capacity section will appear once the dropdown is clicked upon. This section displays all
insufficient capacity information that the user completed in the Facility application. The Insufficient Capacity
section is different based on discipline of the OFAC application.

INSUFFICIENT CAPACITY – PRIMARY CARE

Figure 184: Supporting Details - Insufficient Capacity for OFAC Primary Care Designations

Feature

Description

1. More than 8,000
Outpatient Visits Per Year Per
FTE of Primary Care
Physicians

This field will display if the user selected this option on the OFAC application.

2. Number of Outpatients

This field will appear if the user has entered a value on the OFAC application.

3. Provider FTE

This field will appear if the user has selected providers on the OFAC
application.

4. Outpatient/FTE Ratio

This field will appear if the user has selected providers on the OFAC
application.

5. Excessive Use (greater than
35%) of Emergency Room
Facilities for Routine Primary
Care

This field indicates if the user selected this option on the OFAC application.

6. Waiting Time For
Appointments is Greater than
7 Days for Established
Patients or 14 Days for New
Patients for Routine Health
Services

This field indicates if the user selected this option on the OFAC application.

7. Established Patients

This field will reflect what the user entered in the OFAC application, if
applicable.

8. New Patients

This field will reflect what the user entered in the OFAC application, if
applicable.

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Feature

Description

9. Facility Waiting Time is
Greater than 1 Hour for
Patients with Appointments
or 2 Hours for Walk-in
Patients

This field reflects if the user selected this option on the OFAC application.

INSUFFICIENT CAPACITY – DENTAL HEALTH

Figure 185: Supporting Details - Insufficient Capacity for OFAC Dental Health Designations

Feature

Description

1. More than 5,000
Outpatient Visits Per Year Per
FTE Dentists

This field reflects if the user selected this option on the OFAC application.

2. Number of Outpatients

This field will appear if the user has entered a value on the OFAC application.

3. Provider FTE

This field will appear if the user has selected providers on the OFAC
application.

4. Outpatient/FTE Ratio

This field will appear if the user has selected providers on the OFAC
application.

5. Waiting Time for Routine
Dental Health Services is
Greater than 6 Weeks

This field reflects if the user selected this option on the OFAC application.

INSUFFICIENT CAPACITY – MENTAL HEALTH

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Figure 186: Supporting Details - Insufficient Capacity for OFAC Mental Health Designations

Feature

Description

1. Number of Outpatients

This field will appear if the user has entered a value on the OFAC application.

2. More than 1,000
Outpatient Visits Per Year Per
FTE of Core Mental Health
Providers

This field displays if the user selected this option on the OFAC application.

3. More than 3,000
Outpatient Visits Per Year Per
FTE of Psychiatrist Providers

This field displays if the user selected this option on the OFAC application.

4. Psych FTE

This field will appear if the user has selected providers on the OFAC
application.

5. Psych FTE Ratio

This field will appear if the user has selected providers on the OFAC
application.

6. No Psychiatrists are on
Staff and this Facility is the
Only Facility Providing Mental
Health Services to the
Designation Area or
Population

This field displays if the user selected this option on the OFAC application.

PROVIDERS
The Providers section will appear once the dropdown is clicked upon. This section displays all the provider
information that the user completed in the Facility application. The information on this tab might not be
applicable.

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Figure 187: Supporting Details - Providers for OFAC Designations

Feature

Description

1. NPI

This field represents the provider’s unique National Practitioner ID (NPI).
Selecting the NPI will navigate the user to the profile for the provider
selected as the NSC.

2. Discipline

This field represents the provider’s discipline.

3. Specialty

This field represents the provider’s specialty.

4. Last Name

This field displays the provider’s last name.

5. First Name

This field displays the provider’s first name.

6. FTE

This field represents the provider’s FTE.

7. Address

This field displays the provider’s work address.

8. City

This field displays the provider’s work city.

9. State

This field displays the provider’s work state.

SUPPORTING DOCUMENTS
The Supporting Documents section will appear once the dropdown is clicked upon. This section displays all the
documents and comments that the user completed in the Facility application.

Figure 188: Supporting Details - Supporting Documents for OFAC Designations

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Feature

Description

1. Document Name

This field displays the name of the document uploaded on the OFAC
application. In order to view the document, the user should select the
hyperlinked document name.

2. Document Type

This field displays the type of document uploaded on the OFAC application.

3. Uploaded Date

This field displays the date and time the document was uploaded on the
OFAC application.

4. User

This field displays the name of the PCO who entered a comment on the
OFAC application as well as the date the comment was entered.

5. Comment

This field displays the comment that was entered on the OFAC application.

3.3.3C Correctional Facilities
The supporting details section for Correctional Facilities is divided into three read only sections:
•
•
•

Facility Criteria
Providers
Supporting Documents

USER NOTES
•

The Supporting Details tab is dynamic based on what has been completed for a specific Correctional
Facility on the application. If the user has not reached or completed a certain step in the Facility
application, that section will not display any information on the Designation Profile. This section is also
available for all the information that was migrated from ASAPS.

FACILITY CRITERIA

Figure 189: Supporting Details - Facility Criteria for Correctional Facility Designations

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Feature

Description

1. Correctional Facility Type

This field represents the type of Correctional Facility the user indicated on
the application.

2. Security Level

This field represents the security level of the facility selected in the
application.

3. Mean Inmates/Year

This field represents the mean number of inmates at the facility per year.

4. Mean New Inmates/Year

This field displays the mean number of new inmates arriving at the facility
each year.

5. Mean Length of Stay

This field represents the mean length of stay of inmates at the facility.

6. Routine Intake Exams
Performed?

This field displays if the user indicated that the facility performs routine
psychological exams on inmates upon arrival.

7. Number of Internees

This field displays the value calculated on the application.

8. Provider FTE

This field represents the FTE of the mental health providers at the
correctional facility as calculated by the system.

9. Internee/Provider FTE
Ratio

This field displays the system calculated internee to provider ratio at the
correctional facility.

The Providers section and Supporting Documents section will appear once the dropdown accordion is clicked
upon. This section displays all the provider information and supporting document information that the user
completed in the Facility application. The fields displayed are the same as in the providers and supporting
documents section of the OFAC supporting details profile (see Section 5.3.2B Other Facilities (OFACs)).
3.3.3D State/County Mental Hospitals
The supporting details section for State/County Mental Hospitals is divided into four read only sections:
•
•
•

Facility Criteria
Providers
Supporting Documents

USER NOTES
•

The Supporting Details tab is dynamic based on what has been completed for a specific State/County
Mental Hospital on the facility application. If the user has not reached or completed a certain step in the
facility application, that selection will not display any information on the Designation profile. This section
is also available for all the information that was migrated from ASAPS.

FACILITY CRITERIA

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Figure 190: Supporting Details - Facility Criteria for State/County Mental Hospital Designations

Feature
1. Mean Daily Inpatient
Census

Description
This field displays the mean daily inpatients at the facility that was entered
on the application.

2. Number of Inpatient
Admissions/Year

This field displays the number of inpatient admissions over a calendar year
as provided by the user in the application.

3. Number of Admissions to
Day Care and Outpatient
Services/Year

This field displays the number of admissions to daycare and outpatient
services/year as entered by the user in the application.

4. Total Workload Units

This field displays the total workload units as entered by the user in the
application.

5. Number of Psychiatrist FTE

This field value will appear after the user selects psychaitrist on the
application, if applicable. Please refer to the Manual for Policies and
Procedures for more information.

6. Total Workload
Units/Psychiatrist FTE

This field value will appear after the user selects psychiatrists on the
application, if applicable. Please refer to the Manual for Policies and
Procedures for more information.

The Providers section and Supporting Documents section will appear once the dropdown accordion is clicked
upon. This section displays all the provider information and supporting document information that the user
completed in the Facility application. The fields displayed are the same as in the providers and supporting
documents section of the OFAC supporting details profile (see Section 5.3.1B Other Facilities (OFACs)).

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3.3.4 Viewing Scoring Criteria
In order to access the Scoring Criteria section of the designation profile, the user should select that tab on the left
hand side of the profile. All fields under the Scoring Criteria section are read only and are information pulled from
the HPSA/MUA/P Mapping Tool, Facility application and all designations migrated from ASAPS. All migrated
designation types will have the following fields in this section:

Figure 191: Designation Scoring Criteria Page

Feature
1. Designation Score

Description
This field represents the score of the designation. The score is determined
on the Mapping Tool, Facility Application, or was migrated directly from
ASAPS.

2. Physician Shortage

This field represents how many physician FTEs are required in order for the
designation to no longer have a physician shortage.

3. Degree of Shortage

This field represents the group a designation is assigned based on the ratio
of the designation population to the number of the Physician FTEs. Please
refer to the Shortage Designation Management System Manual for Policies
and Procedures for more detailed information about the Degree of Shortage.

The scoring criteria section for all HPSA and MUA/Ps created with the mapping tool will reflect the same scoring
tables on the Mapping Tool. The screen shots below represent an example for each discipline.

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PRIMARY CARE

Figure 192: Scoring Criteria Page for Primary Care Designations

DENTAL HEALTH

Figure 193: Scoring Criteria Page for Dental Health Designations

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MENTAL HEALTH

Figure 194: Scoring Criteria Page for Mental Health Designations

MUA/P

Figure 195: Scoring Criteria Page for MUA/P Designations

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3.3.5 Viewing Supplemental Information
In order to access the Supplemental Information section of the designation profile, the user should select that tab
on the left hand side of the profile. All fields under the Supplemental Information section are information pulled
from the HPSA and MUA/P Mapping Tool.
The Supplemental Information section will be blank for all migrated HPSAs and MUA/Ps from ASAPS and is not
applicable to facility designations.
The Supplemental Information section for the Designation profile displays dynamically and mirrors the information
on the supplemental information form of the mapping tool. Like the mapping tool, the supplemental information
section on the profile is divided into the following sections:
•
•

RSA Information (only section applicable to MUA/Ps)`
CA Analysis

•

NSC Provider

RATIONAL SERVICE AREA INFORMATION

Figure 196: Supplemental Information - RSA Information Tab

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Feature
1. RSA Validity

Description
This section will be completed if the user needed to justify why the saved
area is rational.

2. RSA Population

This section will include the system sourced population. Any user adjusted
population will appear here along with the supporting documentation
explaining the user adjustment.

3. Population Center
(Geo/Pop HPSA only)

This section will always display the default population center and if
applicable, the user adjusted population center with the required
explanation and documentation.

4. Transportation Type
(Geo/Pop HPSA only)

This section will display if the user has chosen public transit and provided a
justification on the Mapping Tool.

5. Demographic Data (Not
Pictured - Territories only)

This section will display if the designation is in a territory, and the user has
entered demographic data.

USER NOTES
•

The user can collapse or expand any and all sections by selecting the arrow to the left of that section’s
header. The user can also view documents by selecting the document hyperlink if applicable.

CONTIGUOUS AREA ANALYSIS

Figure 197: Supplemental Information - All CAs Passed Analysis Result

The user will see the above message if all Contiguous Areas in the mapping application have passed the system
analysis and no additional evidence is required.

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Figure 198: Supplemental Information - CA(s) Failed Analysis Result

The user will see the above content if a contiguous area(s) does not pass the system analysis. The section will
display the name of the component, the user selected reason, the user entered explanation, and document
evidence that the user can view.

NEAREST SOURCE OF CARE

Figure 199: Supplemental Information - NSC Details Tab

If the user has chosen a non-Default NSC on the Mapping Tool, the justification and document provided on the
Supplemental information form will appear to the user under this NSC Provider section. The user can also view the
selected NSC travel time and Distance from the NSC.

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3.3.5A Editing Supplemental Information
The user can update supplemental justifications and documents while the designation is submitted and under the
review process.

Figure 200: Editing Supplemental Information

INSTRUCTIONS
To update supplemental information:
1.
2.
3.
4.
5.

Navigate to a Designation with a “Submitted” or “Under Review – Designation” status
Select a section on the Supplemental Information tab in the left-hand navigation
Select the “Edit” button in the desired accordion
Update the entered justification or upload additional documentation
Select the Save Button

The justification entered while editing will replace the justification originally entered during the HPSA application
process in the HPSA and MUA/P Mapping Tool. Uploading a new document will not replace the original document
uploading in the Mapping Tool.
When editing the justification for RSA Validity, Population Center, Transportation Type, Demographic Data
(Territories only), Contiguous Area Validity, CA Analysis Skipped, and NSC Justification, PCOs will be able to update
the written justification and upload additional supporting documentation.

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Figure 201: Edit Transportation Type Modal

When editing the justification for RSA Population, CA Population, and NSC Travel Time/Distance, PCOs can only
upload additional supporting documentation.

Figure 202: Edit RSA Population Modal

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3.3.6 Adding Additional Documents
In order to access the Additional Documents section of the designation profile, the user should select that tab on
the left hand side of the profile. The user can use this section to upload additional documents applicable to the
designation.

Figure 203: Additional Documents Tab on Geo/Pop HPSA Profiles

INSTRUCTIONS
To upload an additional document to a designation profile:
1.
2.

3.
4.

Select the “Select or Drop File Here” button
Select the relevant document
a. Documents uploaded to the system should not include any Personally Identifiable Information
(PII). PCOs will need to select the checkbox confirming the document does not contain any PII in
order to upload an additional document
Enter a document description (optional)
Select the “Save” button

Newly uploaded documents will appear in the documents table below the document upload box. Documents will
be sorted by Uploaded Date, with the most recent documents appearing at the bottom.

USER NOTES
•

The description text field is alpha numeric and cannot exceed 50 characters.

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3.3.7 Case History
In order to access the Case History section of the designation profile, the user should select that tab on the lefthand side of the profile. The user can view the following information on this tab:

Figure 204: Case History Tab on Designation Profiles

Feature
1. Case History

Description
Includes the actions associated with the application, the date the action
occurred, and the specific user who completed the action.

2. Designation History

Includes the history of associated designations

3. Documents

Includes a hyperlink to a PDF of each saved application or a PDF of each
system generated letter and upload date.

3.3.8 Inquiries
The inquiry section of the portal provides an easy and streamlined process for the PCO user to communicate with
their respective Project Officer. Inquiries may be created from the Designation Profile in the PCO Portal by
navigating to the Designation Profile of the designation which is the subject of the inquiry. Clicking on the
“Inquiries” tab on the designation profile will allow the PCO to create an inquiry for the designation.

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On the Inquiries page, users can create new inquiries and view existing inquiries. Existing inquiries will display in
separate accordions. Users can expand the accordion to view additional information about the inquiry.

Figure 205: Inquiries Tab on Geo/Pop HPSA Profiles

Users can continue to add comments and documents to Inquiries with an “Open” status. If the user would like to
provide additional information about a closed inquiry, the inquiry will need to be re-opened before additional
action can be taken.

CREATING NEW INQURIES
Users can create New Inquiries by selecting the “Create Inquiry” button

Figure 206: Create New Inquiry Button on Inquiries Tab

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INSTRUCTIONS
To create a new inquiry:
1.
2.
3.
4.
5.

Select the “Create Inquiry” button
Select a document
Enter a document description (optional)
Enter a comment
Select the “Save” button

Figure 207: Create Inquiry Modal

Once the user selects the “Save” button, a new accordion will appear on the Inquiries section of the designation
profile and the Inquiries page.

RE-OPENING INQURIES
Users can create re-open Closed Inquiries by selecting the “Re-Open Inquiry” option.

Figure 208 - Re-Opening an Inquiry

INSTRUCTIONS
To reopen an inquiry:

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1.
2.
3.

Navigate to the desired closed Inquiry
Select the “Re-Open Inquiry” button
Enter additional comments or upload additional documents as needed

3.3.9 Viewing Maternity Care Target Area (MCTA) Information
Each primary care HPSA Designation profile will also contain details regarding its maternity care target area
(MCTA) score and underlying scoring criteria. These sections are specific to the primary care discipline and thus will
not be displayed on either the dental health or mental health designations.
3.3.9A MCTA Score
The MCTA Score section contains all of the scoring details specific to the primary care designation’s maternity care
target area. The scoring details and list of sub-scores contributing to the total MCTA score are unique to the
maternity care target area.
The MCTA Score includes the following sub-scores:
•
•
•
•
•
•
•
•
•
•
•

MCTA Population to Provider Ratio
% Population at 200% Federal Poverty Level (FPL) or % Patients Served with Known Income at or below
200% FPL
Average MCTA NSC Travel Time or Distance
Fertility Rate
Prevalence of Pre-Pregnancy Obesity
Prevalence of Pre-Pregnancy Diabetes
Prevalence of Pre-Pregnancy Hypertension
Prevalence of Women with Access to Prenatal Care in the First Trimester
Prevalence of Cigarette Smoking
Social Vulnerability Index
Behavioral Health Factor

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Figure 209: HPSA Profile Maternity Care Target Area Score Section

3.3.9B MCTA Data
The MCTA Data section contains all of the supporting data used in calculating a MCTA score.

Figure 210: Maternity Care Target Area Data Section

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3.3.9C MCTA Supporting Documents
The MCTA supporting document section contains all of the supporting documents that was uploaded by PCO
before submitting the MCTA application.

Figure 211: Maternity Care Target Area supporting document Section.

3.4 Designation Actions
The Actions section of the Designation profile is dynamic based on the status the designation is in. The following
actions will be available for an in-progress HPSA or MUA/P designation:

Figure 212: Actions Available for an in-Progress HPSA or MUA/P

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Feature
1. Copy

Description
This button will allow the user to copy the designation. For additional
information about copying designations, see Section
.

2. Resume Mapping
Application

This link will direct the user back to the Mapping Tool to complete the inprogress designation. The user will be taken to the exact step of where the
application was previously saved. All work completed before exiting the
Mapping Tool will be saved and displayed on the map.

3. Delete

This button will allow the user to copy the designation. For additional
information about deleting in-progress designations, see Section 5.4.3
Deleting In-Progress Designations.

4. Download Current
Summary

This link will download a PDF snapshot of the designation application. It will
include the information that has been completed and saved to that point
and will leave incomplete or unsaved sections blank.

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The following actions will be available for a designated HPSA or MUA/P:

Figure 213: Actions Available for a Designated HPSA or MUA/P

Feature
1. Update this Designation

Description
This button will direct the user to the Mapping Tool to complete an updated
application for the designation.

2. Propose for Withdrawal

This button will direct the user to propose to withdraw a current
designation.

3. View Original Designation /
View Updated Designation

This link will direct the user to the profile for a linked designation. This
button will only appear if the current designation has replaced or was
replaced by another designation.

4. Copy

This button will allow the user to copy the designation. For additional
information about copying designations, see Section
.

5. View on Map

This link will launch the Mapping Tool to a zoomed-in view of the associated
RSA with no information panels open. While the map is viewable, it is not
editable and the status of the designation is not affected.
See Section 4.2 Mapping Tool Layout and User Interface for more
information on the tool’s functionality.

USER NOTES
•

No actions will be available for a withdrawn migrated HPSA or MUA/P from ASAPS as the geometries were
not available for migration into the Shortage Designation Management System. Designations in all other
statues not mentioned above will only have copy as an action selection.

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The following actions will be available for an in-progress Facility designation:

Figure 214: Actions Available for an In-Progress Facility Designation

Feature
1. View Original Designation
2. Resume Facility
Designation

Description
This link will show when reinstating a designation that has been Withdrawn.
This link will redirect the user to complete the Facility Designation
application.

3. Cancel Update

This button will direct the user through the cancellation process.

4. Download Current
Summary

This link will download a PDF snapshot of the designation application. It will
include the information that has been completed and saved to that point
and will leave incomplete or unsaved sections blank.

The following actions will be available for a Designated Facility:

Figure 215: Actions Available for a Designated Facility

Feature
1. Update this Designation

Description
This button will direct the user to the facility application to complete an
updated application for the designation.

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Feature
2. Propose for Withdrawal

Description
This button will direct the user to propose to withdraw a current
designation.

The following action will be available for a withdrawn designation:

Figure 216: Actions Available for a Withdrawn Designation

Feature
1. Propose for Reinstatement

Description
This link will direct the user to the designation application to complete an
application for reinstatement.

The following sections detail the various actions available to PCOs.

3.4.1 Viewing Designation Provider Snapshot On Map
Once a Geographic, Population, or MUAP designation has been submitted, PCOs can take the action to “View on
Map”. This link will launch the Mapping Tool to a zoomed-in view of the associated RSA with no information panels
open. While the map is viewable, it is not editable, and the status of the designation is not affected.
PCOs can enable a Provider Snapshot Layer for a designation after submission to view the provider data used at
the time the designation application was submitted. This layer will display the providers used in the RSA and CA
areas on the map. PCOs can toggle between viewing the Provider Snapshot Data and Current Provider Data to view
provider data used in designation submission and real time provider landscape, respectively.

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Figure 217 Viewing Provider Snapshot Layer in Mapping Application

Figure 218 : Viewing Current Provider Data Layer in Mapping Application

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INSTRUCTIONS
1.
2.
3.
4.
5.

Under Actions on a designation profile, select “View on Map” for a submitted Geographic, Population, or
MUAP designation.
To enable the Provider Snapshot Data layer, navigate to Provider Information Widget on the right-hand
side of the map.
Toggle between “Current Providers” and “Provider Snapshot” radio buttons to see the providers on the
map
Current Providers will display the Provider Snapshot layer for the provider landscape at the time the
designation was submitted.
Provider Snapshot will display the provider data that was used at the time the designation was submitted.

VIEW PROVIDER INFORMATION
To view the provider information, turn on “Provider Locations” from the LayerList widget.

Figure 219 View provider information on map

USER NOTES
•

•

Provider data is captured for In Progress designation applications when the RSA and CAs are saved in the
mapping application. This data is made available as read-only after submission and will remain available
once the designation is designated. Provider snapshot timestamps are displayed in the Data content
panel.
For more information on navigating the mapping application, please see Section 4.2 Mapping Tool Layout
and User Interface.

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3.4.2 Viewing Shape Change Information On Map
If a designation has shape changes, meaning the RSA boundary has changed or shapes within the RSA have
changed, the PCO can view these changes on the View on Map page using the Data Vintage widget, refer to section
2.2.4D Data Vintage Widget for more information.

Figure 220: Overview Map on View on Map Page

The PCO will be able to see the changes on the Overview Map. The Overview Map is a small map that opens on the
left-hand side of the main map that displays the old shape of the RSA (the green shape). The year of the map data
source is mentioned in the header of the Overview Map. The PCO can move and zoom the Overview Map
independently of the main map. However, if the PCO moves or zooms on the main map, the Overview Map will
mimic the actions. If the PCO clicks on an area on the main map, a green pin will appear in the Overview Map. To
clear the green pin, the PCO can close the Overview Map using the “X” button or click on the “Clear Pin” button.

Figure 221: Clear Pin Button on Overview Map

3.4.3 Updating a Designation
All designations, whether migrated or new, that have a status of designated have the ability to be updated by the
user. Updating designations will follow the same business rules and functionality as creating a new application with

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the Mapping Tool (see Section 4. SDMS Mapping Tool) or the Facility Form (see Section 5.7 Creating Facility
Designations).

Figure 222: Updating a Designation Prompts

Once the user selects “Yes, Continue with Update” on a Geographic or Population HPSA or an MUA/P, the system
will direct the user to the following image:

Figure 223 Initial Mapping Tool Screen

The system will direct the user back to the RSA step of the Mapping tool. The original RSA geometry will be visible
and once the user selects the “Continue” button, the user will be directed to the Mapping Tool to complete the
updated application.

USER NOTES
•

For all migrated Designations from ASAPS, only the RSA and CA geometries, if applicable, from
designations were available for migration. The user will not be able to edit the RSA geometry but will be
able to edit and recreate the Contiguous Areas.

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Figure 224 RSA Highlighted in Mapping Tool

The first step of updating a designation is to save and validate the RSA. The user should select the “Edit” link to
save the RSA. The user will not be able to change any aspect of the RSA. Once the RSA is saved, the user should
continue with the application as explained in Section 4.3 Creating a Rational Service Area (RSA).

Figure 225 Edit RSA Panel in Mapping Tool

3.4.3.1 Updating a Designation with Shape Changes for HPSAs
The yearly source data update (SDU), especially a decennial census update, can cause boundary changes and/or
shape changes within an RSA. A user can only update a designation that does not have a RSA boundary change as a
result of those shape changes. Once the user selects “Yes, Continue with Update” on a Geographic/ Population
HPSA, the system will direct the user to the following image:
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Figure 226 Initial Mapping Tool Screen for HPSA

The user will see a warning message that there is no RSA boundary change, but shape changes exist inside the RSA.
When the user clicks “View Changes”, the user will be navigated to the Shape Changes tab in the RSA dialog. The
Shape Changes tab will display a table with old and new component IDs and a legend for the map that denotes the
shape change colors on the map.

Figure 227 Shape Changes Tab for HPSA

In addition to the Shape Changes pop up, the user will see the shape changes highlighted on the map. The purple
color denotes shapes that have changes, and the pink color denotes shapes that have not changed.

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Figure 228 Shape Changes on the Map for HPSA

A user has the option to accept or not accept shape changes. If the user accepts shape changes by selecting the
“Accept Changes” button, they will be navigated to the Edit RSA tab to resave the RSA. If the user does not accept
shape changes, a warning dialog will display with the options to go back to the Shape Changes tab or go back to
the Designation Profile page.

Figure 229 Accepting or Not Accepting Shape Changes for HPSA

After the user accepts shape changes, they will be navigated to the Edit RSA tab to resave the RSA with the new
shape changes. The user will not be able to change any aspect of the RSA. Once the RSA is saved, the user should
continue with the application as explained in Section 4.3 Creating a Rational Service Area (RSA).

3.4.3.2 Updating a Designation with Shape Changes for MUA/Ps
The yearly source data update (SDU), especially a decennial census update, can cause boundary changes and/or
shape changes within an RSA. A user can only update a designation that does not have a RSA boundary change as a
result of those shape changes. Once the user selects “Yes, Continue with Update” on a MUA/P, the system will
direct the user to the following image:
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Figure 230 Initial Mapping Tool Screen for MUA/P

The user will see a warning message that there is no RSA boundary change, but shape changes exist inside the RSA.
When the user clicks “View Changes”, the user will be navigated to the Shape Changes tab in the RSA dialog. The
Shape Changes tab will display a table with old and new component IDs and a legend for the map that denotes the
shape change colors on the map.

Figure 231 Shape Changes Tab for MUA/P

In addition to the Shape Changes pop up, the user will see the shape changes highlighted on the map. The purple
color denotes shapes that have changes, and the pink color denotes shapes that have not changed.

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Figure 232 Shape Changes on the Map for MUA/P

A user has the option to accept or not accept shape changes. If the user accepts shape changes by selecting the
“Accept Changes” button, they will be navigated to the Edit RSA tab to resave the RSA. If the user does not accept
shape changes, a warning dialog will display with the options to go back to the Shape Changes tab or go back to
the Designation Profile page.

Figure 233 Accepting or Not Accepting Shape Changes for MUA/P

After the user accepts shape changes, they will be navigated to the Edit RSA tab to resave the RSA with the new
shape changes. The user will not be able to change any aspect of the RSA. Once the RSA is saved, the user should
continue with the application as explained in Section 4.3 Creating a Rational Service Area (RSA).

3.4.4 Deleting In-Progress Designations
The user has the ability to delete any Geographic, Population, or MUA/P designation search result with an inprogress status that is not an update application. The delete button will only be visible on the designation profile if
the designation’s status is in progress. For all other statuses the button will not be available.

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Figure 234: Deleting a Designation on Designation Profile Page

Once the user selects the delete button on the designation profile page, the user will see the following pop-up

Figure 235: Delete Designation Confirmation Pop-Up

Feature

Description

1. Cancel

The user should select this button if they do not want to delete the inprogress designation. Upon selecting this button, the user will be directed
back to the general information section of the Designation profile.

2. Yes, Delete Designation

The user should select this button if they would like to delete the in-progress
designation. Once selected, the system will then direct the user back to the
Designation Search page.

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Figure 236: Deleting a Designation from a Designation Profile

USER NOTES
•

Once the user deletes an in-progress designation, that record will no longer be accessible in the search
results. However, the delete is a “soft delete” and the information for that designation can be recovered.

3.4.5 Cancelling an Update
If the user would like to cancel an update of a current designation, the user will need to navigate to the
designation profile for the update application. The user should select the “Cancel Update” option in the Actions
Header Card to cancel the update.

Figure 237: Canceling an Update to a Current Designation

Once canceled, the user will be navigated back to the designation profile for the parent designation record and are
able to complete a new update if desired. The delete button on the search results will not be applicable for update
applications.

3.4.6 Copying Designations
The user has the ability to copy a Geographic or Population HPSA or MUA/P designation to create a new inprogress designation using the same RSA and CA geometries and components, Area Names, Total Adjusted
Population, Supplemental Information and Insufficient Capacity associated with the designation. Please note that

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the copy functionality does not include Facility Designations or Migrated HPSAs and MUA/Ps that are in a
Withdrawn Status. The user can click “Copy” on the Designation Profile page.

Figure 238: Designation Profile Copy Button

Once the user chooses to copy a Geographic or Population HPSA or MUA/P designation from the designation
profile, they will view a pop-up that allows them to enter the required information to copy the designation.

Figure 239: Copying a Designation from the Designation Search

Feature

Description

1. Current Designation Name

This field is read only and is the name of the designation being copied.

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Feature

Description

2. New Designation Name

This field is required and allows the user to re-name the new designation, if
desired. The system will display the current designation name as a read only
display above this field for user reference.

3. Current Designation
Discipline

This field is read only and is the discipline of the designation being copied.

4. New Designation Discipline

This field is required and allows the user to select a new discipline, if desired,
for the new in-progress designation that will be created from the
designation the user wishes to copy. The user will be provided with the same
selections available on the Mapping Tool landing page (See Section 4. SDMS
Mapping Tool). The system will display the current designation discipline as
read only above this field for user reference.

5. Current Designation Type

This field is read only and is the Designation type of the designation being
copied.

6. New Designation Type

This field is required and allows the user to select a new designation type, if
desired, for the new in-progress designation that will be created from the
designation the user wishes to copy. The user will be provided with the same
selections available on the Mapping Tool landing page (See Section 4. SDMS
Mapping Tool). The system will display the current designation type as a
read only display above this field for user reference.

7. Current Designation Option

This field is read only and is the designation option of the designation being
copied.

8. New Designation Option

This field is required and allows the user to select a new designation option
for the new in-progress designation that will be created from the
designation the user wishes to copy. The user will be provided with the same
selections available on the Mapping Tool landing page (see Section 4. SDMS
Mapping Tool). The system will display the current designation type as a
read only display above this field for user reference.

9. Copy Designation

The user should select this button once they have filled in the required
information and are ready to copy the designation. The button will be
clickable when all fields are filled.

10. Current Provider Type
(Not Pictured)

This field is read only and shows if the existing designation is Psych Only,
Core Mental Health, or Psych and Core Mental Health. This field will only
appear if Mental Health is chosen as the New Designation Discipline.

11. New Provider Type (Not
Pictured)

This field is required and allows the user to select the provider type that will
be used for their Mental Health designation. This field will only appear if
Mental Health is chosen as the New Designation Discipline, and the user will
be provided with the same selections available on the Mapping Tool landing
page (See Section 4. SDMS Mapping Tool).

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Feature

Description

12. Current Mental Health
Catchment Area Plan (Not
Pictured)

This field is read only and shows if the current designation uses a Mental
Health Catchment Area Plan. This field will only appear if Mental Health is
chosen as the New Designation Discipline.

13. New application uses a
Mental Health Catchment
Area Plan (Not Pictured)

The user should select this button if the copied designation should use a
Mental Health Catchment Area Plan. This field will only appear if Mental
Health is chosen as the New Designation Discipline.

14. Current Governor’s
Exception MUP (Not Pictured)

This field is read only and shows if the current MUP designation is a
Governor’s Exception. This field will only appear if MUP is selected as the
New Designation Type.

15. New Governor’s Exception
MUP (Not Pictured)

The user should select this button if the copied designation should be a
Governor’s Exception MUP. This field will only appear if MUP is selected as
the New Designation Type.

Once the user selects the “Copy Designation” button, the system will create a new record and direct the user to
the Mapping Tool:

Figure 240 Mapping Tool Page when Copying a Designation

After the user selects the “Continue” button, the system will direct them to the Invalid RSA step. The user can now
edit and work on the new in-progress application using the same guidance and business rules explained in Section
4.4 Contiguous Area (CA) Analysis.

USER NOTES
•

The CA geometrics of the migrated HPSA are only available for migration into the SDMS if the migrated
HPSA is in a designated status. The user will have the ability to edit the existing CAs or create new CAs.

3.4.7 Proposing a Designation for Withdrawal
The user has the ability to propose for withdrawal any HPSA, MUA/P, OFAC or State/County Mental Hospital
designation with a status of Designated.

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Figure 241: Proposing a Designation for Withdrawal

The user must enter an explanation in the text box on this page in order to submit the designation for proposed for
withdrawal. Upon selecting the “Yes Propose for Withdrawal” button, the system will submit the designation to
review the proposed withdrawal.
If a HPSA designation being proposed for withdrawal is associated to a designated OFAC, the user will receive a
warning message that the associated OFAC will also be proposed for withdrawal if the HPSA is approved for
withdrawal.

Figure 242: Withdrawal Warning Message for Associated OFAC

3.4.8 Proposing a Designation for Reinstatement
The user has the ability to propose designations with a “Proposed for Withdrawal” status for reinstatement.

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Figure 243: Proposing a Designation for Reinstatement

When the user selects “Yes, Propose for Reinstatement,” they will be prompted to begin an updated designation
application.

3.4.9 Unlink Parent/Child Update Application
PCOs can unlink a Parent/Child update application when the child application is not approved. The PCO will see a
link under actions: “Unlink from Parent Designation”. Once the user selects “Unlinks from Parent Designation”,
they must then select “Yes, continue with Unlink”. Once selected, the Parent/Child designations will be unlinked
and the system will navigate the user back to the original parent designation where a new update application can
be initiated.

INSTRUCTIONS
1.
2.
3.

Under Actions, select “Unlink from Parent Designation.”
On the next page the user will be prompted to not continue with the unlinking process and return to the
Designation Homepage, or to continue with the unlinking process. If the user wishes to continue, select
“Yes, Continue with Unlink”.
The user will then be directed back to the original parent designation. If the user wishes to do so, they can
update the designation under the actions menu.

3.5 Withdrawal Bundle Designations
PCOs can submit a new application and propose for withdrawal a current designation at the same time. Once an
analyst approves the new application, the overlapping or associated facility designations will go into a Proposed for
Withdrawal status while the new designation will become designated. Any correctional facilities associated with
the overlapping designations will remain unchanged until they are updated by the PCO.

3.5.1 Search/Select Withdrawal Bundle Designations
INSTRUCTIONS

To search for a designation that is affiliated with a withdrawal bundle, navigate to the designation search page:
1. Select “Submitted Designation,” “Existing Area Overlap” or “Existing Facility Overlap” from the
Withdrawal Bundle dropdown.
2. Once selected click search. A list of designations associated with the search criteria will appear below.
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3.

Click on the hyperlink in the Designation ID of the application you wish to view.

Figure 244: Searching and Selecting Withdrawal Bundle Designations

USER NOTES
•

Correctional Facilities that are associated with the overlapping designations that would be Proposed for
Withdrawal should the submitted application be approved will not appear in the search grid.

3.5.2 Withdrawal Bundle Warning Messages
PCO will view the following Withdrawal Bundle warning message on the General Information page of the
submitted designation.

Figure 245 Withdrawal Bundle Warning Message on General Information Page
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PCO will view the following Withdrawal Bundle warning message on the General Information page of any
overlapping designations. The submitted designation Designation ID will be displayed in the warning message.

Figure 246 Overlapping Designations Warning Message

USER NOTES
•

All overlapping designations will remain in a Designated Status and all actions applicable to that
designation will remain enabled until a decision is made on the new submitted designation. Once a
decision has been made on the new submitted designation, the withdrawal bundle warning messages will
no longer appear in the designation’s profiles.

3.5.3 Withdrawal Bundle Designations Page
Users can see additional information about the designations included in the Withdrawal Bundle in the Withdrawal
Bundle section on the General Information tab. This section is dynamic and will only appear if the designation is
part of a withdrawal bundle.

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Feature
1. Designation ID

Description
The unique Designation ID for each designation.

2. Discipline

The discipline of the designation.

3. Name

The name of the designation.

4. Type

The type of the HPSA:
• Geographic
• Population
• Facility

5. Initial Designation Date

The date when the designation was initially designated.

6. Last Updated Date

The date when the designation was last updated.

7. Score

The current score for the designation.

8. Bundle Affiliation

The affiliation the designation has to the withdrawal bundle. There are three
classifications:
• Submitted Designation: A HPSA or MUA/P whose application
submission causes any existing HPSA, MUA/P or facility designation
to enter the withdrawal process.
• Existing Area Overlap: A HPSA or MUA/P that enters the
designation withdrawal process as a result of a new application
submitted within the same area.
• Existing Facility Overlap: A facility designation (excluding
Correctional Facilities and State Mental Health Hospitals) that
enters the designation withdrawal process as a result of a new
application submitted within the same area.

USER NOTES
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•

All overlapping designations will remain in a Designated Status and all actions applicable to that
designation will remain enabled until a decision is made on the new submitted designation. Once a
decision has been made on the new submitted designation the withdrawal bundle warning messages and
Bundled Designations tab will no longer appear in the designations profile.

3.5.4 Withdrawal Bundle in History Page
The withdrawal bundle history will be captured in the designation history page. The new submitted designation
PDF Snapshot in the “Document” section will contain a section for the bundled designation information as seen
below.

Figure 247: Withdrawal Bundle History PDF

The overlapping designations that are placed in Proposed for Withdrawal status by the new submitted designation
being approved will show the new status under “History” dropdown as well as the hyperlinked Designation ID for
the new submitted designation.

3.6 Returned/Resubmitted Applications
Once an application is submitted, an Analyst has the ability to review the application and return it to the PCO if
changes or additional information is needed. An automated notification will not be sent. The PCO can search for a
returned application on the search designation screen.

3.6.1 Search/Select Returned Application
To search for an application navigate to the designation search page. Select “Returned” from the
Returned/Resubmitted dropdown. Once selected click search. A list of all returned applications will appear below.
Then click on the hyperlink in the Designation ID of the returned application you wish to view.

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Figure 248: Searching and Selecting Returned Applications

3.6.2 View/Resubmit Returned Applications
Information previously submitted will be saved with the returned application. A returned application will be
returned to an in-progress state and can be resumed by selecting Resume Mapping application. The application
will resume at the step, which the RSA(s) must be validated. The application can then be resumed and submitted
normally. For information about returned Auto-HPSA rescores, see Section 7.1.2H Returned Supplemental Data
Rescores.

Figure 249 Resubmitting a Returned Application

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Figure 250 Resubmitting a Returned Application

3.7 Creating Facility Designations
Once the Designation landing page has been accessed, the user has the option to create a new HPSA/MUAP or a
facility designation application by selecting one of the two buttons under the “Manage Designation Applications”
card.

Figure 251: Manage Designation Applications Card on Designation Landing Page

Feature
1.

Description
The user should select this button to access the Mapping Tool and create a new mapping
application. Once selected, the user will be directed to the Mapping Tool landing page. Please
refer to for more information. Section 4. SDMS Mapping Tool for move information.

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2.

The user should select this button to access the Facility Form and Create a New Facility
Application. Once selected, the user will be directed to the Facility Form landing page, which
will be addressed in the next section.

3.7.1 Naming and Selecting Facility Designation Type
Once the Facility Form button is selected on the Designation Landing page, the user will be directed to the Facility
Form landing page.
There are three required fields on the Facility Form Landing Page:
• Facility Name
• Discipline
• Facility Type
Note: If the user selects OFAC, then system will display an additional field “Select type of Facility” on this page. This
is a required field and user cannot move forward until this field is populated

Figure 252: Facility Name and Designation Type Form

Feature
1. Facility Name

Description
The user should enter the Application name in the text field. The field is
limited to 50 characters or less.

2. Discipline

The user will select one of the following disciplines for the new Designation
Application.
• Primary Care
• Dental Health
• Mental Health

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Feature
3. Designation Type

Description
The user will select an option from the dropdown. Selections are dynamic
based on the discipline type chosen for the application.
Business Rules:
• The following Designation Types are available if the user selects
Primary Care or Dental Health as the Discipline:
o OFAC (Other Facility)
o Correctional Facility
• The following Designation Types will be displayed by the system if
the user selects Mental Health as the discipline:
o OFAC
o Correctional Facility
o State/County Mental Hospital

4.

Once all fields are completed, the user should select this button to begin the
new Facility Designation Application.
Business Rules:
• All fields are required for the “Start” button to be enabled.
The user can select the “Clear” button to delete all previously entered fields
on the Facility Landing page.

5.
6. Select type of Facility

If the user chooses OFAC, they are required to complete this question to
continue with the application.
Business Rules:
• The facility is required to be public or non-profit to qualify as a
designation.

3.7.2 Creating a New Other Facility (OFAC) Application
The OFAC application has the following five sections:
•
•
•
•
•

General Information
Provision of Services
Insufficient Capacity
Supporting Documents
Submit

3.7.2A Creating a New OFAC Application – General Information Page
Once the user has selected to initiate an OFAC application on the Facility Form landing page, the user will be
navigated to General Information Page

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Figure 253: Facility Form – General Information Page

1. Facility Name

The name will be carried over from what was entered on the Facility Form
Landing Page. The name will be editable throughout the application until it is
submitted.
Business Rules:
• The Facility Name must be less than 50 characters.

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3. Address Line 1

The user is required to enter the street address of the Facility.

4. Address Line 2

The user has the option to enter information for this field (i.e. suite or
apartment number).

5. City

The user is required to enter the city of the Facility’s location.

6. State

This field will always be read-only and is not changeable by the user. This
field will always be populated based on the State of the user.

7. Zip Code

The user is required to enter the zip code of the Facility.

8. Geocode

Selecting this button will automatically geocode and standardize the address
of the Facility. The geocoding process could take a few moments.
User Notes:
• If the user does not select the “Geocode” button the system will
automatically geocode the address once the user selects the “Save
and Continue” button. There may be times when the geocoding
service is down. The user will be notified, and the facility will be
geocoded by the back-up batching that occurs every two hours. The
user can continue with the application if unable to geocode, however
it will not be possible to submit the application until the address has
been geocoded.

9. Save and Continue

When ready to proceed with to the next step, select “Save and Continue”

Figure 254: PCO Entered Facility Location

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1. PCO Entered Facility
Location

This section will appear as read-only once the address has been geocoded.

2. Re-Geocode

The user may edit the PCO entered address by updating the address fields or
dragging and dropping the pin on map.
User Notes:
• If the Edits previously entered address, they will have to select regeocode button, for the address to be geocoded again.

Figure 255: Geocoded Facility Location Page

1. Geocoded Facility Location

This section will appear once the Facility has been geocoded.

2. County Name

This field represents the name of the County that the Facility resides in.

3. County

This field represents the County FIPs code that the Facility resides in.

4. Census Tract

This field represents the Census Tract that the Facility resides in.

5. CSD

This field represents the CSD that the Facility resides in.

6. Latitude

This field represents the exact latitude of the Facility. The field is editable,
and the user can override the system calculated latitude by entering new
coordinates.
User Notes:
•

The latitude and longitude are represented on the map by the
icon.

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1. Geocoded Facility Location

This section will appear once the Facility has been geocoded.

7. Longitude

This field represents the exact longitude of the Facility. This field is editable,
and the user can override the system calculated longitude by entering new
coordinates.
User Notes:
•

8. Re-Geocode

The latitude and longitude are represented on the map by the
icon.

If the user changes the latitude and longitude or moves the pin on the map,
in order to reflect the new geocoded changes, the user must select this
button.
User Notes:
• Users can manually override the geocoding results of the facility by
entering a new value in for the latitude and longitude or moving the
pin on the map to the correct location. The pin can only be placed in
the same location as the user. If an address is manually geocoded,
Geocoded Address line 1 and 2 will not appear.
Once all the required fields have been completed, the user should select this
button to save all the information and proceed to the next page.

9.

Once the user has successfully geo-coded the address, a new card “location Address “will be displayed which will
show PCO entered address, standardized address, and geo-coding results all in one place.

Figure 256: Location address card on General Information page.

BUSINESS RULES
•

All required fields must be completed.
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•

•

The system will check to see if a facility with the same name, discipline, and standardized address already
exists in the system. The address match is based on the following fields:
o Address Line 1
o Address Line 2
o City
o State
o Zip Code
The system will display the following warning message if a facility with the same name, discipline, and
address already exists. The user can access the other facility’s information by selecting the Designation
hyperlink. The warning message will not allow the user from continuing with the application and user will
need to address this before moving to the next page of the application.

Figure 257: Preexisting Facility Warning Message

The system will create a Designation ID and display it on the banner of the application upon successfully saving this
page.
3.7.2B Creating a New OFAC Application – Provision of Services Page
Once the user has successfully saved the General Information page, the user will be taken to the Provision of
Services page. The user will be prompted to search for the HPSA Designation that is served by this Facility either by
distance from the Facility or by the Designation’s Public ID.

Figure 258: Provision of Services Landing Page in Facility Form

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SEARCH BY DISTANCE FROM FACILITY

Figure 259: Searching for Associated Designation by Distance from Facility

Feature
1. Show Designations Within
Miles of the Facility’s
Location

Description
To search by distance, the user should select the bubble next to the option.
If selected, the system will automatically display all HPSA and MUA/P
designations within the user selected mileage of the facility address.
Business Rules:
• MUA/Ps will only be displayed for the Primary Care discipline.
• For the Primary Care discipline, the following mileage options will be
available:
o 25
o 35
o 45
o 65
• For the Dental Health and Mental Health disciplines, the following
mileage options will be available:
o 30
o 40
o 50
o 60

2. Search Results

Once the user selects a given distance from the dropdown, a table will
appear below displaying the designations within the user selected distance
from the facility.

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Feature
3. Facility Selection Radio
Bubble

Description
When the user has identified the designation associated with the facility, the
user should select the radio bubble to the left of the given designation to
proceed to the next step.

4. Name

The name of the available designations will appear in this column. Name is a
link and selecting it will navigate user to the profile view of the designation

5. Public ID

The designation’s unique Public ID will be displayed in this column.

6. Designation Type

The designation type will be displayed in this column.

7. Option

The designation option will be displayed in this column.

8. Status

This column reflects the current status of the designation.
User Notes:
• Facilities can only be associated with “Designated” designations.

9. HPSA Score

The Designation’s most recent HPSA or MUA/P score is displayed in this
column for the user’s reference.

10. MCTA Score

The Primary Care Designation’s most recent MCTA score is displayed in this
column for the users reference
The abbreviation for the State which the Designation is in is displayed in this
column.

10. State
11. Distance from Facility
12. Page Toggle Bar

This column displays the distance between current facility and the
designations in the search result
The table will only display up to 10 designations at a time. If the user wishes
to see additional results, they can change pages using this bar.

Once the user selects the radio button next to the selected designation, the portal will bring up the “Selected
Designation” information below the table. This is the same information that will appear if the user chooses to
search by Public ID.

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SEARCHING BY PUBLIC ID AND SELECTED DESIGNATION SNAPSOT PAGE

Figure 260: Searching for Associated Designation by Pubic ID and Selected Designation Snapshot

Feature
1. Search by Public ID

Description
If the user wishes to search by Public ID, the radio bubble next to this option
should be selected. The Public ID of the Designation must be typed in
completely and correctly for the Designation to appear.
User Notes:
• The Designation whose Public ID was entered must be the same
discipline as the Facility application. If it is not, the user will receive
an error.
• The Designation whose Public ID was entered must be in a
designated status. If it is not, the user will receive an error.

2. Selected Designation

This read only section will appear once the user has successfully searched by
Public ID or has selected a Designation by distance.

3. Name

This field represents the name of the area or population designation that the
user searched for or selected.

4. Public ID

This field displays the Public ID number of the area or population
designation.

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Feature
5. Profile

Description
This field allows the user to open the area or population designations’ profile
in a different tab by selecting the hyperlink.
User Notes:
• If the designation selected is out of state, the hyperlink will be
displayed but the user will not be able to navigate to any additional
information than what is on the current screen.

6. Type

This field represents the type of Designation.

7. Option

This field represents the option of the Designation.

8. Status

This field represents the status of the Designation.

9. State

This field represents the State that the Designation is located in.

10. HPSA Score

This field represents the Designation’s HPSA or MUA/P score.

11. MCTA Score

This field represents MCTA score if the designation is Primary Care

12. Transportation Type

This field represents the transportation type that was used to create the
travel polygon on the Mapping Tool for the Area or Population Designation.

13. Percent Population at
100% FPL

This field represents the Percent Population at 100% of the FPL in the area or
population.

14. Designation Population
Center Latitude

This field represents the Designation Population Center’s latitude.

15. Designation Population
Center Longitude

This field represents the Designation Population Center’s longitude.

16. Travel Time from Facility
to Designation

This field is dynamic based on what the user selects for the Facility
Transportation Type field. The subsection below describes this field in more
detail.

17. Degree of Shortage

This field represents the Degree of Shortage for the area or population
designation that was selected.
User Notes:
• This field may not always be populated with data.

TRAVEL TIME FROM FACILITY TO DESIGNATION - PRIVATE
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Figure 261: Calculating Travel Time from Facility to Designation

Feature
1. Facility Transportation
Type

Description
User is required to complete this drop-down field. The drop-down options
are Public and Private. To continue the application using Private
Transportation, Private should be selected.

2. Default Miles to
Designation

This read only field will only appear if the user has selected private
transportation. The number is derived by calculating the miles between the
Designation population center and that the Facility serves and the address of
the Facility.

3. Default Minutes to
Designation

This read only field will only appear if the user has selected private
transportation. The number is derived by calculating the travel time
between the Designation population center that the Facility serves and the
address of the Facility.

4. Edit Distance

The user has the option to edit the default miles and/or minutes that was
calculated by the system by selecting .

Figure 262: Calculating Travel Time from Facility to Designation - Edit Distance

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Feature
1. Miles to Designation

Description
The user should enter a numeric value in this field if they would like a new
mileage to be reflected as the distance from the Facility to the Designation.
Supporting Documentation will be required on the Supporting Documents
page if a value is entered for this field.

2. Minutes to Designation

The user should enter a numeric value in this field if they would like a new
travel time to be reflected as the distance from the Facility to the
Designation. Supporting Documentation will be required on the Supporting
Documents page if a value is entered for this field.

3. Please Provide an
Explanation for Changing the
Distance Information

This text field will always be required if the user edits the miles and/or
minutes to the Designation.

USER NOTES
•

The user must at least complete either the Miles to Designation or Minutes to Designation fields if “Edit
Distance” has been selected. Once the miles and/or minutes have been updated, the default information
will remain for reference.

TRAVEL TIME FROM FACILITY TO DESIGNATION – PUBLIC TRANSPORTATION

Figure 263: Travel Time from Facility to Designation via Public Transportation

Feature
1. Facility Transportation
Type

Description
The user is required to complete this drop down field. The drop down
options are Public and Private. To continue the application using Public
Transportation, “Public” should be selected.

2. Select a Reason for Public
Transportation

This field will appear dynamically if the user selects Public as the Facility
Transportation Type. The drop-down list includes the following options:
• Percent Population at 100% FPL is Greater than 20%
• Percent Population using Public Transportation is Greater than 30%

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Feature
3. Percent Population Using
Public Transportation

Description
This field will appear dynamically is the user selects Percent Population Using
Public Transportation is Great30% as the reason for choosing Public
Transportation. The user will be required to enter a value greater than 30%
to continue with the application.

3. Miles to Designation

The user will be required to enter a numeric value for the mileage to the
designation when the transportation type is set to Public. Supporting
Documentation will be required on the Supporting Documents Page.

4. Minutes to Designation

The user will be required to enter a numeric value for the minutes to the
designation when the transportation type is set to Public. Supporting
Documentation will be required on the Supporting Documents page.

Once the user has finished filling out the requested transportation type, they will be prompted to fill in information
on how the Facility serves the Designation. The fields are dynamic based on the Discipline of the OFAC Application.

HOW DESIGNATION IS SERVED BY FACILITY – PRIMARY CARE OFAC

Figure 264: How Facility Serves the Designation Options - Primary Care OFAC

Feature
1. The Facility is within 30
Minutes of a HPSA and the
Facility is Accessible to
Residents of the HPSA (i.e. no
Socioeconomic Difference)

Description
This field’s availability for selection depends on the travel time minutes from
the Designation to the Facility. If the minutes value used for the application
is greater than 30 minutes, this selection will be disabled.

2. More than 50% of the
Facility’s Health Care Services
are Provided to Residents of a
HPSA

If the user selects this criterion, Supporting Documentation will be required
to be uploaded on the Supporting Documents page.

3.

The user can select this button at any time on this page. Once selected, the
system will save all information already entered and return the user to the
Designation profile. The user can resume the application from the
Designation profile.

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Feature

Description
Once the user completes the entire Provision of Services page, the user
should select the Save and Continue button to save and move onto the next
page of the application.

4.

Business Rules:
• All required fields must be completed. The user will be notified if
any required fields have not been completed and will not be able to
continue with the application until the correction has been made.
• The system will check to make sure that the Percent Population at
100% FPL is greater than 20%., if applicable to the selection made
on the page.
• The user must select at least one of criteria for how the Facility
serves the Designation before continuing.

HOW DESIGNATION IS SERVED BY FACILITY – DENTAL HEALTH OFAC

Figure 265: How the Facility Serves the Designation Options - Dental Health OFAC

Feature
1. The Facility is within 40
Minutes of a HPSA and the
Facility is Accessible to
Residents of the HPSA (i.e. no
Socioeconomic Difference)

Description
This field’s availability for selection depends on the travel time minutes from
the Designation to the Facility. If the minutes value used for the application
is greater than 40 minutes, this selection will be disabled.

2. More than 50% of the
Facility’s Dental Care Services
are Provided to Residents of a
HPSA

If the user selects this criterion, Supporting Documentation will be required
to be uploaded on the Supporting Documents page.

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Feature

Description
Once the user completes the entire Provision of Services page, the user
should select the Save and Continue button to save and move onto the next
page of the application.

3.

Business Rules:
• All required fields must be completed. The user will be notified if
any required fields have not been completed and will not be able to
continue with the application until the correction has been made.
• The system will check to make sure that the Percent Population at
100% FPL is greater than 20%, if applicable to the selection made on
the page.
• The user must select at least one of criteria for how the Facility
serves the Designation before continuing.

HOW DESIGNATION IS SERVED BY FACILITY – MENTAL HEALTH OFAC

Figure 266: How Facility Serves the Designation Options - Mental Health OFAC

Feature
1. The Facility is within 40
Minutes of a HPSA and the
Facility is Accessible to
Residents of the HPSA (i.e. no
Socioeconomic Difference)

Description
This field’s availability for selection depends on the travel time minutes from
the Designation to the Facility. If the minutes value used for the application
is greater than 40 minutes, this selection will be disabled.

2. More than 50% of the
Facility’s Mental Care Services
are Provided to Residents of a
HPSA

If the user selects this criterion, Supporting Documentation will be required
to be uploaded on the Supporting Documents page.

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Feature
3. The Facility will be
Considered to be Providing
Services to a Designated Area
or Population Group if the
Facility, by Federal or State
Statue, Administrative Action,
or Contractual Agreement,
has been Given the
Responsibility for Providing
and/or Coordinating Mental
Health Services for the Area
or Population Group,
Consistent with Applicable
State Plans
4.

Description
If the user selects this criterion, Supporting Documentation will be required
to be uploaded on the Supporting Documents page.

Once the user completes the entire Provision of Services page, the user
should select the Save and Continue button to save and move onto the next
page of the application.
Business Rules:
• All required fields must be completed. The user will be notified if
any required fields have not been completed and will not be able to
continue with the application until the correction has been made.
• The system will check to make sure that the Percent Population at
100% FPL is greater than 20%, if applicable to the selection made on
the page.
• The user must select at least one of criteria for how the Facility
serves the Designation before continuing.

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3.7.2C Creating a New OFAC Application – Primary Care Insufficient Capacity Page
For Primary Care applications, user must select at least two criteria shown below in the screenshot to be eligible as
a designation.

Figure 267: Facility Insufficient Capacity Page for Primary Care Facility Applications

Feature
1. More than 8,000
Outpatient Visits per Year per
FTE of Primary Care
Physicians

Description
If selected, the user must enter a value in the number of outpatient visits as
well as adding providers that work at the Facility. The user must also provide
supporting documentation on the Supporting Documents Page.

2. Excessive use (Greater than
35%) of Emergency Room
Facilities for Routine Primary
Care

If applicable, the user should select the radio button, . The user must
provide supporting documentation on the Supporting Documents page if this
option is selected.

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Feature
3. Waiting Time for
Appointments is Greater than
(At Least One)

Description
If applicable, the user should select the radio button, . Once selected, the
user will be able to enter values in the following fields:
• 7 Days for Established Patients
• 14 Days for New Patients for Routine Health Services
Business Rules:
•
•
•
•
•

4. Facility Waiting Time is
Greater than (At Least One)

Only one field is required to be completed if the criterion is selected.
The value for the field 7 days for established patients must be
greater than 7 to fulfil the criteria.
The value for the field 14 days for new patients for routine health
services must be greater than 14 to fulfill the criteria.
The validations for this selection will be checked upon the user
selecting the “Save and Continue” button at the bottom of the page.
Supporting documentation will be required on the Supporting
Documents page if this option is selected.

If applicable, the user should select . Once selected, the user will be able to
enter values in the following fields:
• 1 Hour for Patients with Appointments
• 2 Hours for Walk-in Patients
Business Rules:
•
•
•
•
•

5.

Only one field is required to be completed if this criterion is selected.
The value for the field 1 hour for patients with appointments must
be greater than 1 to fulfil the criteria.
The value for the field 2 hours for walk-in patients must be greater
than 2 to fulfil the criteria.
The validations for this section will be checked upon the user
selecting the “Save and Continue” button at the bottom of the page.
Supporting documentation will be required on the Supporting
Documents page if this option is selected.

Once the user completes the Insufficient Capacity page, the user should
select the “Save and Continue” button to save the progress and move on to
the next page of the application.

3.7.2D Creating a New OFAC Application – Dental Health Insufficient Capacity Page
For Dental Health applications, the user must select at least one criterion shown below in the screenshot to be
eligible as a designation.

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Figure 268: Facility Insufficient Capacity Page for Dental Health Applications

Feature
1. More than 5,000
Outpatient Visits per Year per
FTE of Dentists

Description
If applicable, user should select . If selected, the user must enter a value in
the Number of Outpatient Visits as well as adding Providers that work at the
Facility. Please view Section 5.7.2F Creating a New OFAC Application –
Insufficient Capacity Page Provider Search for instructions on how to
proceed through the process.
User Notes:
• The specialty dropdown and column will only display GDT: Dentists.

2. Waiting Time for
Appointments for Routine
Dental Health Services is
Greater than 6 Weeks

3.

If applicable, user should select . Once selected, the user will be required
to enter a value in the “Waiting Time for Appointments for Routine Dental
Health Services” field.
Business Rules:
• The value of the field must be greater than 6 to qualify. This
validation will be checked upon the user selecting “Save and
Continue” at the bottom of the page.
Once the user completes the Insufficient Capacity page, the user should
select the “Save and Continue” button to save and move onto the next page
of the application.

Business Rules:
• At least one criteria must be completed.
• The system will check and make sure all the sections the user made
pass the criteria. The user will be notified through error messages if
the criteria have not been met.
3.7.2E Creating a New OFAC Application – Mental Health Insufficient Capacity Page
For Mental Health applications, the user must select at least one criterion shown below in the screenshot to be
eligible as a designation.

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Figure 269: Facility Insufficient Capacity Page for Mental Health Applications

Feature
1. More than 1,000
Outpatient Visits per Year per
FTE of Core Mental Health
Care Providers

Description
If applicable, user should select . If selected, the user must enter a value in
the “Number of Outpatient Visits” field in addition to adding providers that
work at the facility. Please view Section 5.7.2F Creating a New OFAC
Application – Insufficient Capacity Page Provider Search for instructions on
how to proceed through the process.
The Specialty column and drop down will display the following:
• PSY: Psychiatrist
• CPSY: Clinical Psychologist
• CWS: Clinical Social Worker
• PNS: Psychiatric Nurse Specialist
• MFT: Marriage and Family

2. More than 3,000
Outpatient Visits per Year per
FTE of Psychiatrist Providers

If applicable, user should select . If selected, the user must enter a value in
the number of outpatient visits as well as adding providers that work at the
facility. Please view Section 5.7.2F Creating a New OFAC Application –
Insufficient Capacity Page Provider Search for instructions on how to
proceed through the process.
Only providers within the Psychiatrist specialty will be counted in the
Number of FTE and Outpatient Visits/FTE Ratio fields.

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Feature
3. No Psychiatrists are on
Staff and this Facility is the
only Facility Providing Mental
Health Services to the
Designated area or
Population
4.

Description
If applicable, user should select . The user must provide supporting
documentation on the Supporting Documentation page, if selected.

Once the user completes the Insufficient Capacity page, the user should
select the “Save and Continue” button to save and move onto the next page
of the application.

Business Rules:
• At least one criteria must be completed.
• The system will check and make sure all the sections the user made
pass the criteria. The user will be notified through error messages if
the criteria have not been met.
3.7.2F Creating a New OFAC Application – Insufficient Capacity Page Provider Search
Once the user selects
under this option, the user will be directed to the pop-up window shown
below. Users should use this to search for providers who have a location at the Facility.

Figure 270: Primary Care Providers at Facility Search

Feature
1. NPI

Description
The user can use this field to narrow down the provider search by entering
the exact provider NPI number. If an incorrect NPI number is entered, the
search will not return any results.

2. Discipline

This field is read only and will be dynamic based on the discipline of the
application.

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Feature
3. Specialty

Description
An option from the dropdown can be selected to be included in the search
criteria. The drop down values of specialty varies by discipline. The following
selections will be available for a Primary Care Application:
• FP: Family Practice
• IM: Internal Medicine
• OBO: Obstetrics and Gynecology
• PD: Pediatrics

4. Last Name

The user can narrow the search by entering the last name of a provider at
the Facility in this field.

5. First Name

The user can narrow the search by entering the first name of a provider at
the Facility in this field.

6. County FIP

The user can use this field to narrow down the provider search by entering
the County FIP of the Facility location.

7. CSD

The user can use this field to narrow down the provider search by entering
the CSD of the Facility location.

8. Census Tract

The user can use this field to narrow down the provider search by entering
the Census Tract of the Facility Location.

9.

The user should select this button once all the desired search criteria is
entered. The search results will then appear below as seen in Figure 257.

10.

The user should select this button if they want to clear their provider search
criteria and start again.

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Figure 271: Primary Care Providers at Facility Search Results

Feature
1. Search Results

Description
Once the user selects the search button, the system will display search
results. The search results will include many of the columns in the provider
search.

2. FTE

The search results will display the Provider’s FTE.

3. Address

The search results will display the Provider’s street address to help identify
which providers work at the Facility location.

4. City

The search results will display the city the Provider is located in.

5.

The user should use the pagination selections to navigate to other pages of
the search results in the provider search pop up.

6.

The user should choose the appropriate Provider(s) be selecting this icon.

7.

Once the user has selected all desired Providers from the search results, the
user should select this button to save the results and have them display on
the insufficient capacity screen.

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Feature
8.

Description
If the user no longer wishes to search or add providers to the page, the user
should select cancel. The user will then be directed out of the pop up and
back to the Insufficient Capacity page.
User Notes:
• Any Providers selected on the Search Results page will not be saved
if the user selects the cancel button.

USER NOTES
•

The Provider search will only display results from the State of the Facility location. The user should be
adding providers that have a matching address with the Facility.

Figure 272: Selected Providers for Facility Application

Feature
1. Provider Search Results
Table

2.

3.

Description
Once the user selects “Save Selected” on the provider search pop up, the
results of the Providers selected will appear on the Insufficient Capacity
page.
The user will still be able to search for more providers and add them to the
search results table by selecting this button and following the same process
explained in Figure 256 and Figure 257.
The user can remove Providers from the list by selecting and then the
“Remove Selected” button. Once selected, it will automatically update the
Number of FTE field and Outpatient Visits/FTE Ratio field.

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Feature
4. Number of FTE

Description
This field will display a read only value of the total FTE count of all the
Providers that were added from the Provider Search pop up.

5. Outpatient Visits/FTE Ratio

This field will display the read only value calculated using the Number of
Outpatient visits field and the Number of FTE field.
User Notes:
• This value must be greater than 8,000:1 in order to qualify. The
system will check this validation upon the user selecting the “Save
and Continue” button at the bottom of the Insufficient Capacity
page.

Figure 273: Completing the Insufficient Capacity Page for Mental Health OFAC Applications

Feature
1. Back

Description
The user can select this button at any time on this page. Once selected, the
system will navigate user back to the previous page

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Feature

Description
Once the user completes the Insufficient Capacity page, the user should
select the “Save and Continue” button to save the progress and move on to
the next page of the application.

2.

Business Rules:
• At least two of the criteria on the page must be completed to
continue.
• The system will check and make sure that all the selections the user
made pass the required criteria. The user will be notified through
error messages if the criteria have not been met.
3.7.2G Creating a New OFAC Application – Supporting Documents Page
Once the user has successfully saved the Insufficient Capacity page, the user will be taken to the Supporting
Documents page. Some of the document types will vary based on discipline. The example shown below applies to
Primary Care but the steps to select and upload a document are the same for all disciplines.

Figure 274: Primary Care Facility Form - Uploading Supporting Documents

Feature
1. Supporting Documents

Description
The user must upload all required supporting documents in this section. The
required supporting documetns, indicated by “*”, are dynamic based on
what the user has completed in the application.

2. Select a Document Type

The user should select the document type they would like to upload by
selecting the next to the document type.

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Feature
3. Choose File

Description
Once a document type is selected, this button will be enabled. When the
button is clicked by the user, a separate window will appear allowing the
user to select the desired document to upload from their computer.

4. Upload

Once a file is selected, the upload button will be enabled. The user should
select this btton to save the document on the page.

Once a document is successfully uploaded, a green bar will appear at the top of the page confirming the successful
upload, and a table will populate at the bottom of the page with details on the uploaded documents. Each
required document will need to be uploaded seperately.

Figure 275: Facility Form Supporting Documents - Uploaded Documents Table

Feature
1. Uploaded Documents

Description
Once the user successfully uploads a document, the document will appear in
the Uploaded Documents table at the bottom of the page.

2. Document Name

The name of the document will appear as a hyperlink. The user should select
this hyperlink if they would like to view the uploaded document.

3. Document Type

This field will display the document type that was uploaded by the user.

4. Uploaded Date

This field will display the date and time that the document was uploaded.

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Feature
5. Action

Description
The user can remove a document uploaded by selecting the “Delete” action
under this column.
User Notes:
• If the user has deleted a required document, they must upload
another document in its place to continue onto the next page.

Figure 276: Facility Form Additional Documents - Previous Comments and Saving Progress

Feature
1. Enter Additional Comments
About this Facility

Description
The user may use this section to write any additional notes or information
about the application.
User Notes:
• The text box is limited to 1000 characters.
• A comment is not required to continue with the application.

2. Save

The user should select this button once a comment is entered in the text box
to add and display the comment on the page.

3. Clear

The user should select this button if they want to clear the comments in the
text box
This section will be displayed one a user adds a comment to the page.

4. Previous Comments
5. User

This column will capture the name of the user who made the comment in
addition to the date the comment was made.

6. Comment

This column will display the comment entered by the user and is not
editable.

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Feature
7. Back

8.

Description
The user can select this button at any time on this page. Once selected, the
system will navigate user back to the previous page
Once the user completes the Supporting Documents page, the user should
select the “Save and Continue” button to save their progress and move onto
the next page of the application.

Business Rules:
• All required documents must be uploaded. The users will be notified
by an error message if all required documents have not been
uploaded.
3.7.2H Creating a New OFAC Application – Submit Page
Once the user has successfully saved the Supporting Documents page, the user will be taken to the Submit page.

Figure 277: Facility Form Submit Page

Feature
1. Page Name

Description
This column will display all the pages/sections of the application.

2. Ready to Submit

This column will inform the user if each page is completed. If it is completed
the column will be populated with “Yes” next to the page name, if it is not, it
will be populated with “No”.

3. Message

This column will populate if there are any validation errors or warning
messages for the application.

4. Your Facility Serves the
Designation

This section will provide a read only summary to the user of the selected
Designation that the Facility serves. The summary will provide basic
information about the Designation.

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Feature
5. Facility Score

Description
The Facility’s score will be the same as the Designation that it serves.

6. Submit

When ready to submit the application, the user should select this button.
Once the application is successfully submitted, the user will be directed back
to the General Information section of the Designation Profile. The status will
be changed to “Submitted-Designation” and the Submission date will also be
populated.
Business Rules:
• Upon submission, the system will double check all the validations on
each page. If there are any errors, the system will notify the user.
• The Facility address must be geocoded in order to submit the
application
• If the Facility Name and Address match an existing Facility, then the
system will present the same message described in Section 5.7.2A
Creating a New OFAC Application – General Information Page and
the “Submit” button will not be available for selection.

3.7.3 Creating a New State/County Mental Hospital (SMH) Application
The State/County Mental Hospital application has the following four sections:





General Information
Facility Criteria
Supporting Documents
Submit

3.7.3A Creating a New SMH Application – General Information Page
Once the user has selected to initiate a State/County Mental Hospital application on the Facility Form landing
page, the user will be directed to the General Information page of the application. This page is same as the general
information page for OFAC and correctional facility type. Refer to section 5.7.2A for more information on General
information page and associated fields on the page

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Figure 278: General Information Page

3.7.3B Creating a New SMH Application – Facility Criteria Page
Once the user has successfully saved the information on General Information page, the user will be taken to the
Facility Criteria page.

Figure 279: Facility Form - State/County Mental Hospital Facility Criteria and Information

Feature
1. Mean Daily Inpatient
Census

Description
The user is required to enter a numeric value for this field. The user must
upload documentation for this field in the Supporting Documents section.
User Notes:
• This field must be greater than or equal to 100 to qualify.

2. Number of Inpatient
Admissions/Year

The user is required to enter a numeric value for this field. The user must
upload documentation for this field in the Supporting Documents section.

3. Number of Admissions to
Day Care and Outpatient
Services/Year

The user is required to enter a numeric value for this field. The user must
upload documentation for this field in the Supporting Documents section.

4. Total Workload Units

Once all three fields mentioned above have a value entered, the system will
automatically calculate this field using the following formula:
• Mean Daily Inpatient Census Number + 2 * (Number of Inpatient
Admissions/Year) + 0.5 * (Number of Admissions to Day Care and
Outpatient Services/Year)

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Figure 280: Psychiatrist Search for State/County Mental Hospital

Feature
1. No Psychiatrists at the
Facility

Description
The user should select

2. Search for Psychiatrists

If psychiatrists do work at the Facility, the user should select this button to
search and add Psychiatrists. For detailed information on this functionality,
please see Section 5.7.2F Creating a New OFAC Application – Insufficient
Capacity Page Provider Search.

3. Total Number of
Psychiatrists FTE

This field will be populated once the user has searched and added
Psychiatrists that work at the Facility. If the user indicates that there are no
Psychiatrists working at the Facility, this field will display as N/A.

4. Total Workload
Units/Psychiatrist FTE Ratio

This field will be populated once the user has searched and added
Psychiatrists that work at the Facility. This field will use the value from the
total Workload units, descibed in the previous section, and the Psychiatrist
FTE to derive the ratio. If the user indicates that there are no Psychiatrists
working at the Facility, this field will display as N/A and the 300:1 validation
will not apply.

if no psychiatrists work at the Facility location.

User Notes:
• In order to qualify, the ratio must be greater than 300:1.

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Figure 281: Facility Form - State/County Mental Hospital Suggested Provider

3.7.3C Creating a New SMH Application – Supporting Documents Page
Once the user has successfully saved the Facility Criteria page, the user will be taken to the Supporting Documents
page.

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Figure 282: Facility Form - Supporting Documents for State/County Mental Hospital Application

Feature
1. Supporting Documents

Description
The user must upload all required Supporting Documents in this section. The
required Supporting Documetns are indicated by “*” and will always be
required for this Facility Application Type.

2. Select a Document Type

The user should select the document type they would like to upload by
selecting

.

User Notes:
• The document selection is single select.
3. Choose File

Once a document type is selected, this button will be enabled. When the
button is clicked by the user, a separate window will appear allowing the
user to select the desired document to upload from their computer.

4. Upload

Once a file has been selected, the upload button will be enabled. The user
should select this button to save the document on the page.

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Figure 283: Facility Form Supporting Documents - Uploaded Documents Table

Feature
1. Uploaded Documents

Description
Once the user successfully uploads a document, the document will appear in
the Uploaded Documents table at the bottom of the page.

2. Document Name

The name of the document will appear as a hyperlink. The user should select
this hyperlink if they would like to view the uploaded document.

3. Document Type

This field will display the document type that was uploaded by the user.

4. Uploaded Date

This field will display the date and time that the document was uploaded.

5. Action

The user can remove a document uploaded by selecting the “Delete” action
under this column.
User Notes:
• If the user has deleted a required document, they must upload
another document in its place to continue onto the next page.

Figure 284: Facility Form Supporting Documents - Additional Information

Feature
1. Enter Additional Comments
About this Facility

Description
The user may use this section to write any additional notes or information
about the application.
User Notes:
• The text box is limited to 1000 characters.
• A comment is not required to continue with the application.

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Feature
2. Add

Description
The user should select this button once a comment is entered in the text box
to add and display the comment on the page.

3.7.3D Creating a New SMH Application – Submit Page
Once the user has successfully saved the Supporting Documents page, the user will be taken to the Submit page.

Figure 285: Facility Form - Submit Application

Feature
1. Page Name

Description
This colunm will display all of the pages (steps) of the application.

2. Ready to Submit

This column will let the user know if the page (step) has been completed.
The column will state “Yes” if the page is complete and “No” if the page is
yet to be completed.

3. Message

This column will populate if there are any validation errors or warning
messages for the application.

4. Facility Degree of Shortage

This read only field will be automatically calculated once the user completes
everything on the Facility Criteria page. The system calculates the degree of
shortage in the following way using “Total Workload Units/Psychiatrist FTE
Ratio”:
• Group 1: No Psychiatrists or R is greater than or equal to 1,800;
Degree of Shortage = 20
• Group 2: 1,800 > R> 1,200; Degree of Shortage = 16
• Group 3: 1,200 > R > 600; Degree of Shortage = 12
• Group 4: 600 > R > 300; Degree of Shortage = 8

5. Facility Score

This read only field value is equivalent to the Degree of Shortage field.
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Feature
6. Psychiatrist Short

Description
This read only field will be calculated in the following way:
• (Total Workload Units/300) – Psychiatrist FTE

7.

When ready to submit the application, the user should select this button.
Upon a successful submission, the user will be directed back to the General
Informaiton section of the Designation Profile. The status will be changed to
“Submitted-Designation” and the Submission date will also be populated.
Business Rules:
• Upon submission, the system will double check all the validations on
each page. If there are any errors, the system will notify the user.
• The Facility address must be geocoded in order to submit the
application
• If the Facility Name and Address match an existing Facility, then the
system will present the same message described in Section 5.7.2A
Creating a New OFAC Application – General Information Page and
the “Submit” button will not be available for selection.

3.7.4 Creating a New Correctional Facility Application
The Correctional Facility application has the following four sections:
•
•
•
•

General Information
Facility Criteria
Supporting Documents
Submit

3.7.4A Creating a New Correctional Facility Application – General Information Page
Once the user has initiated a Correctional Facility application on the Facility Form landing page, the user will be
directed to the General information page of the application. All the fields on this page are same as OFAC and State
Mental Health facility application type

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Figure 286 Correctional Facility Form - General Information Page

Feature
1. Address Line 1

Description
The user is required to enter the street address of the Facility.

2. Address Line 2

The user has the option to enter information for this field (i.e. suite or
apartment number).

3. City

The user is required to enter the city the Facility is located in.

4. State

This field will always be read only and cannot be changed by the user.

5. Zip Code

The user is required to enter the zip code of the Facility.

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Feature
6. Geocode

Description
Selecting this button will automatically geocode and standardize the address
of the Facility. The geocoding process can take a few moments.
User Notes:
• In the modernized application “Geocode” button will remain disable
until user has provided address in the address card
• If the user does not select the “Geocode” button, the system will
automatically geocode the address once the user selects the “Save
and Continue” button. There may be times when the geocoding
service is down. The user will be notified of this and the Facility will
be geocoded by the back-up batching process that occurs every two
hours. The user can continue with the application if unable to
geocode, however the application cannot be submitted until the
address has been geocoded.

7.Save and Continue

Once the user fills all the required fields, the user should select the “Save
and Continue” button to save their progress and move onto the next page of
the application.

Once the user has clicked geocode, the following will appear:

Figure 287: Geocoded Facility Location

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Figure 288: Location Address

Feature
1. Geocoded Facility Location

Description
This section will appear once the Facility is geocoded.

2. County Name

This field represents the name of the County that the Facility resides in.

3. County

This field represents the County FIPs code that the facility resides in.

4. Census Tract

This field represents the Census Tract that the facility resides in.

5. CSD

This field represents the CSD that the Facility resides in.

6. Latitude

This field represents the exact latitude of the Facility. The field is editable,
and the user can enter in a new latitude.
User Notes:
•

7. Longitude

The latitude and longitude are represented on the map as

.

This field represents the exact longitude of the Facility. The field is editable,
and the user can enter in a new longitude.
User Notes:
•

8. Re-Geocode

The latitude and longitude are represented on the map as

.

If the user changes the latitude and longitude or moves the pin on the map,
to reflect the new geocoded changes, the user must select this button.
User Notes:
• Users can manually override the geocoding results of a Facility
address by either entering a new value in for the latitude and
longitude or moving the pin on the map to the correct location. The
pin can only be placed in the same State as the user. If an address is
manually geocoded, Geocoded Address Line 1 and 2 will not appear.

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Feature

Description
Once all the required fields are completed, the user should select this button
to save all the information and continue to the next page.

9.

Once the user clicks “Save and Continue”, the system will navigate the user to Facility Criteria page.
The system will create a Designation ID and display it on the banner of the application upon successfully saving this
page.
3.7.4B Creating a New Correctional Facility Application – Facility Criteria Page
Once the user has successfully saved the General Information page, the user will be taken to the Facility Criteria
page.

Figure 289: Correctional Facility Criteria - Facility Type Information

Feature
1. Correctional Facility Type

Description
The user is required to select an option from the dropdown. The options
available are:
• Federal
• State
• Youth Detention

2. Security Level

If the user has selected a Correctional Facility type of Federal or State, this
required field will appear with the following options:
• Medium
• Maximum
If the Youth Detention is chosen as the Facility type, this field will not appear
on the page.

3.7.4.1 CREATING A NEW CORRECTIONAL FACILITY APPLICATION – INMATE
INFORMATION CARD
System will display MCTA related fields for a PC Correctional Facility. Field definitions can be found in the table
below

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Figure 290: Correctional Facility Form - Facility Inmates Information

For all other facility types, system will display the below fields only

Figure 291: Correctional Facility Form - Facility Inmates Information for DH and MH

Feature
1. Mean Inmates/Year

Description
The user is required to enter a numeric value for this field. The user must
upload documentation for this field in the Supporting Documents section.
Business Rules:
• This field must be at least 250 to qualify.

2. Routine Intake Exams
Performed?

This field will default to unknown and display the following drop-down
options:
• Unknown
• Yes
• No
User Notes:
•

3. Mean New Inmates/Year

If the user selects “Yes”, Mean new Inmates/Year and Mean Length
of Stay fields will be required.

The user can enter a numeric value for this ratio.
User Notes:
• This field will be required if the user selects “Yes” for the Routine
intake Exams Performed field.

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Feature

Description

4. Mean Length of Stay

The user can enter a numeric value for this field.
User Notes:
• This field will be required if the user selects “Yes” for the Routine
intake Exams Performed field.

5. Number of Internees

The system will automatically calculate the number of internees based on
the values entered in the Correctional Facility Inmates Information section
once the user selects

6. Mean Female 15-44
Inmates/Year

7. Female Inmates 15-44
Routine Intake Exams
Performed?

.

User Notes:
• The field will be read only. If the user changes any values in the
Correctional Facility Inmates Information section, the “Calculate”
button will need to be selected again to display the new Number of
Internees value.
• For more information on how number of internees is calculated,
refer to the Manual for Policies and Procedure user guide
The user is required to enter a numeric value for this field. The user must
upload documentation for this field in the Supporting Documents section.
Business Rules:
• There is no minimum value for this field. If there are no female
inmates at the facility, user will need to enter zero(0) here
This field will default to unknown and display the following drop-down
options:
• Unknown
• Yes
• No
User Notes:
•

8. Mean New Female 15-44
Inmates/Year

9. Mean Female 15-44 Length
of Stay

If the user selects “Yes”, Mean New Female 15-44 Inmates/Year
and Mean Female 15-44 Length of Stay fields will be required.

The user can enter a numeric value for this ratio.
User Notes:
This field will be required if the user selects “Yes” for the Routine intake
Exams Performed field
The user can enter a numeric value for this field.
User Notes:
• This field will be required if the user selects “Yes” for the Routine
intake Exams Performed field.

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Feature
10. Number of Female 15-44
Internees

Description
The system will automatically calculate the number of internees based on
the values entered in the Correctional Facility Inmates Information section
once the user selects

.

User Notes:
• The field will be read only. If the user changes any values in the
Correctional Facility Female Inmates Information section, the
“Calculate” button will need to be selected again to display the new
Number of Internees value.
• For more information on how number of internees is calculated,
refer to the Manual for Policies and Procedure user guide

Figure 292: Correctional Facility Provider Search

Feature
1. No Providers at this Facility

Description

2. Search for Providers

If providers do work at the Facility, the user should select this button to
search and add providers. For detailed information on this functionality,
please see the Section 5.7.2B Creating a New OFAC Application – Provision of
Services Page for instructions.

The user should select

if no providers work at the Facility location.

User Notes:
• Providers that are ineligible only due to their Federal Provider status
can be selected as Providers for Correctional Facilities.
3. Total Number of Provider
FTE

This field will be populated once the user has searched and added providers
that work at the Facility. If the user indicates that there are no providers
working at the Facility, this field will display as N/A.

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Feature
4. Internee/Provider FTE
Ratio

Description
This field will be populated once the user has searched for and added
providers that work at the Facility. This field will use the value from the
“Number of Internees” field described in the previous section and the
“Provider FTE” to derive the ratio.
If no providers have been selected, then the ratio for regular and MCTA
internee will be same as Number of internee fields
Business Rules:
• The internee/provider ratio must meet the following criteria to
qualify:
o At least 1000:1 for Primary Care applications
o At least 1500:1 for Dental Health applications
o At least 2000:1 for Mental Health applications
• The Internee/Provider Ratio validation will not be applicable if “No
Providers at this Facility” is selected as an option on the page.

Note: System will open the Provider search dialogue box when user selects “Search for Provider” button. In the
dialogue box, system will display providers who are within 5 miles of the facility first, followed by search card. If
user needs to add additional providers, they can search and add them using the search card functionality as
mentioned in Section 5.7.2B Creating a New OFAC Application – Provision of Services Page for instructions.
3.7.4C Creating a New Correctional Facility Application – Supporting Documents Page
Once the user has successfully saved the Facility Criteria page, the user will be taken to the Supporting Documents
page.
Note: For Primary Care correctional facility application, system will display document types that correspond to
MCTA/Female Internees information on this page

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Figure 293: Supporting Documents for Correctional Facility Application

Feature
1. Supporting Documents

Description
The user must upload all required supporting documents in this section. The
optional supporting documents are indicated by “Optional” label within
against them.

2. Select a Document Type

The user should select the document type they would like to upload.

3. Choose File

Once a document type is selected, this button will be enabled. The user
should select this button and a separate window will appear allowign the
user to select the desired document.

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Figure 294: Viewing Supporting Documents Table

Feature
1. Uploaded Documents

Description
Once the user successfully uploads a document, the document will appear in
the Uploaded Documents table.

2. Document Name

The name of the document will appear as a hyperlink. The user should select
this hyperlink if they would like to view the document uploaded.

3. Document Type

This field will display the document type that was uploaded by the user.
User Notes:
• There is no limit to how many times a document type can be
uploaded.

4. Uploaded Date

This field will display the date and time the document was uploaded.

5. Action

The user can remove a document uploaded by selecting the “Remove”
action under this column.
User Notes:
• If the user has deleted a required document, they must upload
another document in its place to continue onto the next page.

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Figure 295 Additional Information Adding Comments

Feature
1. Enter Additional Comments
About this Facility

Description
The user may use this section to write any additional notes or information
about this application.
User Notes:
• The text box is limited to 1000 characters.
• Comments are not required

2. Save
3. Clear
4. Previous Comments

The user should select this button once a comment is typed in the text box
to save the information and have it displayed on the page.
The user should select this button to clear the comment from the text field
This section will be displayed once the user adds a comment to the page.

5. User

This column will capture the name of the user who made the comment

6. Comment

This column will display the comment entered by the user and will be read
only.
User Notes:
• The user can enter an unlimited number of comments to the page.
However as previously stated, the comment text box is limited to
1000 characters.

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Feature

7.
8.

Description
The user can select this button to go back to the previous page.

Once the user completes the Supporting Documents page, the user should
select the “Save and Continue” button to save and move onto the next page
of the application.
Business Rules:
All required documents must be uploaded. The user will be notified by an
error message if all required documents have not been uploaded.

3.7.4D Creating a New Correctional Facility Application – Submit Page
Once the user has successfully saved the Supporting Documents page, they will be taken to the Submit page.
Below is the high-level view of the page

Figure 296: Correctional Facility Form - Submit Application

Below is a breakdown of the different sections of the review and submit page

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Figure 297: Correctional Facility Form – Summary Card

Feature
1. Page Name

Description
This column will display all the pages (steps) of the application. Selecting the
page name will navigate user to that page

2. Ready to Submit

This column will let the user know if the page (step) is completed. If the page
is completed, the column will state “Yes”. If it has not, the system will display
“No” in this column.
Note:
If Ready to Submit is No for any of the page, then submit button at the
bottom of the page will remain disabled. Once the error has been resolved ,
the button will become enabled

3. Message

This column will populate if there are any validation errors or warning
messages for the application.

The score card below displays information related to Geo/Geo High Needs HPSA that intersects with the Facility as
well as the score information related to the facility.

Figure 298 Correctional Facility Form – Score Card

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Feature
1. Intersecting HPSAs

Description
The system will display the following fields under this section if the Facility
location falls within a current Geographic or Geographic High Needs Designation
of the same discipline:
• Public ID
• Designation Name
• HPSA Score
• MCTA Score- only displayed for Primary Care deisgnations. For all other
designation it will display N/A
If there is no intersecting HPSA, the following warning will appear:
• “No Intersecting HPSA has been found. There may not be one for this
area, or you may need to review your geocoded address.”

2. Facility Degree of
Shortage

This read only field will be automatically calculated once the user completes the
other sections of the Facility criteria page shown above.
Business Rules:
• System shall calculate the degree of shortage in the following way for a
Primary Care Application using the Number of Inmates and
Internee/Provider Ratio (R):
o Group 1: Institutions with 500 or more inmates and no
physicians; Degree of Shortage= 12
o Group 2: Other institutions with no physicians and institutions
with R greater than or equal to 2000:1; Degree of Shortage = 6
o Group 3: Institutions with a ratio greater than or equal to
1,000:1 but less than 2,000: 1; Degree of Shortage = 3
• System shall calculate the degree of shortage in the following way for a
Dental Health Application using the Number of Inmates and
Internee/Provider Ratio (R):
o Group 1: Institutions with 500 or more inmates and no dentists;
Degree of Shortage= 12
o Group 2: Other institutions with no dentists and institutions
with R greater than or equal to 3000: 1; Degree of Shortage = 6
o Group 3: Institutions R greater than or equal to 1500:1 but less
than 3000: 1; Degree of Shortage = 3
• System shall calculate the degree of shortage in the following way for a
Mental Health Application using the Number of Inmates and
Internee/Provider Ratio (R):
o Group 1: Facilities with 500 or more inmates or residents and
no psychiatrists; Degree of Shortage= 12
o Group 2: Other institutions (less than 500 inmates) with no
psychiatrists and institutions with R greater than or equal to
3000:1; Degree of Shortage = 6
o Group 3: Institutions with R greater than or equal to 2000:1 but
less than 3000:1; Degree of Shortage = 3

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Feature
3. Facility HPSA Score

Description
The Facility score will be automatically displayed once the user completes all
sections of the Facility Criteria page.
Business Rules:
• The system will display the facility designation score for a Primary Care
application based on the Degree of Shortage value plus point for the
intersecting geographic and geographic high needs HPSA:
o Geographic HPSA score between 20-25; Points = 12
o Geographic HPSA score between 14-19; Points = 9
o Geographic HPSA score between 8-13; Points = 6
o Geographic HPSA score between 1-7; Points = 3
o Not located in a geographic HPSA; Points = 0
• The system will display the facility designation score for Dental Health
and Mental Health applications based on the Degree of Shortage value
plus point for the intersecting geographic and geographic high needs
HPSA:
o Geographic HPSA score between 20-26; Points = 12
o Geographic HPSA score between 14-19; Points = 9
o Geographic HPSA score between 8-13; Points = 6
o Geographic HPSA score between 1-7; Points = 3
o Not located in a Geographic HPSA; Points = 0

4. Physicians Short

This field will be read only and automatically calculated by the system once the
user completes all sections of the Facility Criteria page.
• The system will calculate the Physcians Short in the following way for a
Primary Care application:
o Internees/1000 – FTE
• The system will calculate the Physciants Short in the following way for a
Dental Health application:
o Internees/1500 – FTE
• The system will calculate the Psychiatrist Short in the follwing way for a
Mental Health application:
o Internees/2000 – FTE

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Feature
5. Facility MCTA Score

Description
The Facility MCTA score will be automatically displayed once the user completes
all sections of the Facility Criteria page.
Business Rules:
• The system will display the facility designation score for a Primary Care
application based on the Degree of Shortage value plus point for the
intersecting geographic and geographic high needs HPSA:
o Geographic MCTA score between 20-25; Points = 12
o Geographic MCTA score between 14-19; Points = 9
o Geographic MCTA score between 8-13; Points = 6
o Geographic MCTA score between 1-7; Points = 3
o Not located in a geographic HPSA or MCTA Score; Points = 0
• MCTA Degree of Shortage Scoring
o Institutions with 250 or more female 15-44 inmates and no
physicians= 12
o institutions with a female 15-44 inmate to physician ratio >
1000:1= 6
o Institutions with a ratio ≥ 500: 1 but ≤ 1000:1= 3
o Institutions with less than 250 female 15-44 inmates and no
physicians= 0

Once user has provided all the information and “Ready to Submit” is Yes for all the pages, user will be able to
submit the application. To submit the application user will need to select the checkbox and select submit.
After successfully submitting the application user will be redirected to the Profile view of the application

Figure 299: Correctional Facility Form – Application Submission card

4. AUTOMATIC FACILITY HPSA (AUTO-HPSA) DESIGNATION PORTAL
Automatic Facility HPSA designation profiles can be accessed via the Auto-Portal several ways:
1. Via the Designation Search, by clicking on the Designation ID of a designation. In-progress Auto-HPSA
rescores cannot be directly accessed this way. However, once a user clicks into a current “Designated” AutoHPSA designation record, the user can access the in-progress rescore from the profile page. See Section 5.2.2
Searching for Auto-HPSAs for more information about searching for Auto-HPSA designation records and
system limitations.

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2. Via the “Manage Auto-HPSA POCs” page. From the navigation menu, click on the “Manage Users”
dropdown menu and select “Manage Auto-HPSA POCs”. The PCO will be redirected to a page of all AutoHPSA organizations in their state, in alphabetical order. Click on the hyperlinked Organization Name of any
organization to access its profile.
3. Via the “My Activities” page. Any in-progress Auto-HPSA rescores currently owned by PCOs can be
accessed through its task in the My Activities page. Click on the hyperlinked Description of the task to
navigate directly to the Auto-HPSA organization’s in-progress rescore form.

4.1 Viewing Auto-HPSA Designation Profiles
Auto-HPSA designation profiles are different than geographic and population HPSA profiles. Auto-HPSAs are
organizations, and their profiles are organized at the organization level. On the organization profile page, users can
access all three disciplines’ designation profiles by navigating between the Primary Care, Dental Health, and
Mental Health tabs under the Organization name:

Figure 300: Auto-HPSA Organization Profile Designation Tabs

The Designation Profile of Auto-HPSA designations consists of the following sections:
•
•
•
•
•
•
•
•

General Information
Organization Information
Sites
Score
Data
Supporting Documents
Designation Reports
Comments

4.1.1 Viewing General Information
The General Information section contains information specific to the designation. This information will differ when
users navigate between disciplines.

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Figure 301: Auto-HPSA Designation Profile General Information Section

Feature
1. Designation Name

Description
This field displays the Designation Name from the authoritative data
source (BPHC for FQHCs, IHS for ITUs, BHW for RHCs).

2. Designation ID

This field displays the Designation ID of the designation record. Each
time a designation is rescored, the system will assign it a new, unique
Designation ID.

3. Public ID

This field displays the unique identifier that is assigned to a designation
once it has been approved.

4. Status

This field will display the current status of the designation record being
viewed. The status will be one of the following:
• Designated
• Replaced
• Cancelled
• Not Approved
• Withdrawn

5. Discipline

This field will display the discipline of the designation being viewed.
This field will always match the tab the user is on.

6. Last Approved Designation Date

This field displays when the designation was last approved by a SDB
Analyst.

7. Service Area Component Type

This field displays the type of service area that was used. The options
available are Census Tract (CT), Zip Code Tabulation Areas (ZCTA), or
County (Territories only – see Appendix F – Rescoring Auto-HPSA
Organizations Located in a U.S. Territory). Users have the option of
converting from a CT to a ZCTA service area, but do not have the
option of converting from a ZCTA to a CT service area.

4.1.2 Viewing Organization Information
The Organization Information section contains information about the Organization. This information will be the
same across all three disciplines.

Figure 302: Auto-HPSA Designation Profile Organization Information Section

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Feature
1. Organization Name

Description
This field displays the Organization Name from the authoritative data
source (BPHC for FQHCs, IHS for ITUs, BHW for RHCs).

2. Organization Unique ID

The Organization Unique ID is a unique identifier tied to an
organization, and persists across rescores. For FQHCs, this is the
BHCMIS ID, for RHCs the BMISS ID, and for ITUs the ASUFAC.

3. Organization Type

This field displays the organization type from the authoritative data
source (BPHC for FQHCs, IHS for ITUs, BHW for RHCs). Types include:
• FQHC
• FQHC LAL
• ITU
• RHC

4. Organization Address

This field displays the organization address from the authoritative data
source (BPHC for FQHCs, IHS for ITUs, BHW for RHCs). This is the
administrative address of the organization, regardless of where its
independent sites are located.

5. Organization State

This field will display the state of the organization’s administrative
address from the authoritative data source (BPHC for FQHCs, IHS for
ITUs, BHW for RHCs). This is the state of the organization, regardless of
where its independent sites are located.

4.1.3 Viewing Organization’s Site(s)
The Sites section contains information about all of the sites within an Organization. FQHCs are handled as
networks and may have one or more sites associated with the organization. However, ITUs and RHCs have a one to
one relationship where each individual site is its own organization. The list of sites is the same across all three
disciplines, however the NSC information (NSC Travel Time/Distance, Score) will vary by discipline.

Figure 303: Auto-HPSA Designation Profile Sites Section

Feature
1. Site Name

Description
This field displays the Site Name from the authoritative data
source (BPHC for FQHCs, IHS for ITUs, and BHW for RHCs). The site
name will be the same across all disciplines.

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Feature
2. Site Address

Description
This field displays the site’s address from the authoritative data
source (BPHC for FQHCs, IHS for ITUs, BHW for RHCs). The site
address will be the same across all disciplines.

3. NSC Travel Time/Distance

This field displays the data value that was used to determine the
NSC score. The system will either use travel time or travel distance,
whichever results in a higher score.

4. Score

This field displays the NSC score for the site for the discipline being
viewed. The site will receive an NSC score between 0-5.

5. Average NSC Travel Time/Distance

This field display the average NSC score, calculated by summing all
of the individual site NSC scores, and dividing by the number of
sites. The designation will receive an NSC score between 0-5.

4.1.4 Viewing Score
The Score section contains all of the scoring details specific to the designation. The scoring details are unique to
each discipline. The list of sub-scores contributing to the total designation score will also vary by discipline.
The following sub-scores are common to all disciplines:
•
•
•

Population to Provider Ratio
% Population at 100% FPL/% Patients Served with Known Income at or below 100% FPL
Average NSC Travel Time/Distance

PRIMARY CARE
The following sub-score is unique to Primary Care:
•

Infant Health Index (will either display Infant Mortality Rate or Low Birth Weight Rate, whichever results
in the higher score)

Therefore, the Primary Care Score section will show the following rows:
•
•
•
•
•
•

Designation Score
Population:Provider Ratio
%Population at 100% FPL or % Patients Served with Known Income at or below 100% FPL
Infant Health Index
Average NSC Travel Time/Distance
Total

USER NOTES
•

•

If the organization has 0 Provider FTE, the Score section will display a “Relevant Population Total” subscore instead of a “Population:Provider Ratio” sub-score (not pictured).
If an Organization POC has not entered a % Patients Served with Known Income at or below 100% FPL
value, the system will display % Population at 100% FPL. Once a POC has entered a % Patients Served
value, the % Patients Served sub-score will display in place of the % Population sub-score (not pictured).

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Figure 304: Auto-HPSA Primary Care Designation Profile Score Section

DENTAL HEALTH
The following sub-score is unique to Dental Health:
•

% Population with Fluoridated Water

Therefore, the Dental Health Score section will show the following rows:
•
•
•
•
•
•

Designation Score
Population:Provider Ratio
%Population at 100% FPL or % Patients Served with Known Income at or below 100% FPL
% Population with Fluoridated Water
Average NSC Travel Time/Distance
Total

USER NOTES
•

•

If the organization has 0 Provider FTE, the Score section will display a “Relevant Population Total” subscore instead of a “Population:Provider Ratio” sub-score (not pictured).
If an Organization POC has not entered a % Patients Served with Known Income at or below 100% FPL
value, the system will display % Population at 100% FPL. Once a POC has entered a % Patients Served
value, the % Patients Served sub-score will display in place of the % Population sub-score (not pictured).

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Figure 305: Auto-HPSA Dental Health Designation Profile Score Section

MENTAL HEALTH
The following sub-scores are unique to Mental Health:
•
•
•
•

Elderly Ratio
Youth Ratio
Alcohol Misuse Rate
Substance Misuse Rate

Therefore, the Mental Health Score section will show the following rows:
•
•
•
•
•
•
•
•
•

Designation Score
Population:Provider Ratio
%Population at 100% FPL or % Patients Served with Known Income at or below 100% FPL
Elderly Ratio
Youth Ratio
Alcohol Misuse Rate
Substance Misuse Rate
Average NSC Travel Time/Distance
Total

USER NOTES
•

•
•

If the organization has 0 Provider FTE, the Score section will display a “Relevant Population Total” subscore instead of a “Population : Provider Ratio” sub-score (not pictured).
The system will indicate the type of Mental Health Provider used in the Population to Provider ratio (i.e..,
Population:Psych Providers to Population:Mental Health Providers)
If an Organization POC has not entered a % Patients Served with Known Income at or below 100% FPL
value, the system will display % Population at 100% FPL. Once a POC has entered a % Patients Served
value, the % Patients Served sub-score will display in place of the % Population sub-score (not pictured).

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Figure 306: Auto-HPSA Mental Health Designation Profile Score Section

4.1.5 Viewing Data
The Data section contains all of the supporting data used in calculating a designation score. Some data points will
have empty values. These fields are empty for one of the following reasons:
•
•
•

The data point is not relevant to the discipline (e.g., Percent of Population with Fluoridated Water when
viewing Primary Care designation)
The data point is a user-entered data point and no data has been entered by a user yet (e.g., Patients
Served Under 18 Years Old/18 to 64 Years/65 Years and Older when viewing Mental Health designation)
The data is not available for the organization (e.g., Number of Infant Births when viewing Primary Care
designation)

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Figure 307: Auto-HPSA Designation Profile Dental Health Data Section

The table below contains a complete list of possible data points, the discipline(s) they are used for, and a brief
description. Please reference the descriptions for additional details about organization type usage and userentered data capabilities.
For additional details about how certain data points are derived, please refer to Appendix B – Auto-HPSA Scoring
Requirements and Data Sources.
Data Point
Population Total Sum Being
Used

PC

DH

MH

Description
This field displays whichever population total is
being used in the scoring for this particular
designation. For Auto-HPSAs, the population being
used depends on Organization Type and Service
Area Type.

Population for Which
Poverty Status is
Determined







This field displays the population total for which
poverty status is determined (PPD).

Population at 100% FPL







This field displays the population total with known
income at or below 100% FPL.

Population at 200% FPL







This field displays the population total with known
income at or below 200% FPL.

Population American Indian
Alaska Native Alone







This field displays the American Indian Alaska
Native (AI/AN) single race data point. While this
data point will display on the profile of all
Organization Types, it is only used in scoring ITUs.







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Data Point
% Population at 100% FPL

PC

DH

MH

Description
This field displays the percent of the population
total with known income at or below 100% FPL.

% Patients Served At or
Below 100% FPL







This field displays the percent of patients served
with known income at or below 100% FPL. For
organizations using Uniform Data Systems (UDS)
data, this data point is provided in the UDS data and
cannot be adjusted. For organizations not using UDS
data, this field will be blank until a user submits a
supplemental data rescore with a % patients served
at or below 100% FPL value.

Provider FTE







This field displays the FTE total of usable providers
used in scoring the designation.

Population:Provider Ratio







This field displays the population to provider ratio
of the service area.

Population Under 18 Years
Old



This field displays the total population under 18
years of age for a service area.

Population 18 to 64 Years



This field displays the total population between 18
and 64 years of age for a service area.

Population 65 Years and
Older



This field displays the total population 65 years of
age or older for a service area.

Patients Served Under 18
Years Old



This field displays the total count of patients served
under 18 years old. For organizations using Uniform
Data Systems (UDS) data, this data point is sourced
from UDS data and cannot be adjusted. For
organizations not using UDS data, this field will be
blank until a user submits a supplemental data
rescore with a patients served under 18 years old
value.

Patients Served 18 to 64
Years



This field displays the total count of patients served
between the ages of 18 and 64. For organizations
using Uniform Data Systems (UDS) data, this data
point is sourced from UDS data and cannot be
adjusted. For organizations not using UDS data, this
field will be blank until a user submits a
supplemental data rescore with a patients served
18 to 64 years value.

Patients Served 65 Years
and Older



This field displays the total count of patients served
over 65 years of age. For organizations using
Uniform Data Systems (UDS) data, this data point is
sourced from UDS data and cannot be adjusted. For
organizations not using UDS data, this field will be
blank until a user submits a supplemental data







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Data Point

PC

DH

MH

Description
rescore with patients served 65 years and older
value.

Youth Ratio



This field displays the youth ratio calculated against
either population or patients served data. If
patients served data is not available, the youth ratio
is defined as the Population Under 18 Years
Old:Population 18 to 64 Years. If patients served
data is available, the youth ratio is defined as the
Patients Served Under 18 Years Old:Patients Served
18 to 64 Years.

Elderly Ratio



This field displays the elderly ratio calculated
against either population or patients served data. If
patients served data is not available, the elderly
ratio is defined as the Population 65 Years and
Older:Population 18 to 64 Years. If patients served
data is available, the elderly ratio is defined as the
Patients Served 65 Years and Older:Patients Served
18 to 64 Years.

Number of Infant Deaths



This field displays the number of infant deaths for a
given service area and is used to calculate infant
mortality rate (IMR). Infant death statistics are
sourced from CDC and aggregated and averaged
over a 5-year period in order to increase precision.
This field will be blank for organizations with ZCTA
service areas.

Number of Infant Births



This field displays the number of infant live births
for a given service area is used to calculate infant
mortality rate (IMR) and low birthweight rate
(LBWR). Infant birth statistics are sourced from the
CDC and aggregated and averaged over a 5-year
period in order to increase precision. This field will
be blank for organizations with ZCTA service areas.

Low Birth Weight Births



This field displays the number of infants born with a
low birth weight for a given service area and is used
to calculate low birthweight rate (LBWR). Infant
birth statistics are sourced from the CDC and
aggregated and averaged over a 5-year period in
order to increase precision. This field will be blank
for organizations with ZCTA service areas.

Infant Mortality Rate



This field displays the infant mortality rate for a
given service area. Please note that IMR will be
used as the Infant Health Index only if it provides a
higher point value Low Birth Weight Rate.

Low Birth Weight Rate



This field displays the low birth weight rate for a
given service area. Please note that LBW will be

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Data Point

PC

% Population with
Fluoridated Water

DH

MH

Description
used as the Infant Health Index only if it provides a
higher point value than the Infant Mortality Rate.
This field indicates (with a yes or a no) if less than
50% of the population has access to fluoridated
water. This is a user-entered indicator. This field will
remain blank until a user submits a supplemental
data rescore indicating less than 50% of the
population has access to fluoridated water.



Alcohol misuse prevalence
rate is in the worst quartile
for nation/region/state?



This field indicates (with a yes or a no) if the alcohol
misuse prevalence rate is the worst quartile for the
nation, region, or state. This is a user-entered
indicator. This field will remain blank until a user
submits a supplemental data rescore indicating the
alcohol misuse prevalence rate is in the worst
quartile for the nation, region, or state.

Substance misuse
prevalence rate is in the
worst quartile for
nation/region/state?



This field indicates (with a yes or a no) if the
substance misuse prevalence rate is the worst
quartile for the nation, region, or state. This is a
user-entered indicator. This field will remain blank
until a user submits a supplemental data rescore
indicating the substance misuse prevalence rate is
in the worst quartile for the nation, region, or state.

IMPORTANT NOTE ABOUT ITUS
It is important to note that ITUs are scored differently than FQHC/LALs and RHCs. Whereas FQHC/LALs and RHCs
are scored using low income population data, ITUs are scored using American Indian/Alaska Native (AI/AN)
population data.

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Figure 308: ITU Auto-HPSA Designation Profile Data Section

The following table contains a list of data points that appear only on ITU profiles.
Data Point
Population for whom
Poverty Status is
Determined American
Indian Alaska Native Alone

PC

DH

MH

Description
This field displays the population total of American
Indian Alaska Native alone for which poverty status
is determined (PPD)

Population at 100% FPL
American Indian Alaska
Native Alone







This field displays the population total of American
Indian Alaska Native alone with known income at or
below 100% FPL.

Legacy Population of
American Indian Alaska
Native Alone or in
Combination with One or
More Races (August 2019 –
November 2019)







This field displays the AI/AN combination race data
point. It was used in scoring ITU organizations when
the service area component type is CTs from August
2019 to November 2019.

% Population at 100% FPL
American Indian Alaska
Native Alone







This field displays the percent of the population
total of American Indian Alaska Native alone with
known income at or below 100% FPL



This field displays the total population of American
Indian Alaska Native alone under 18 years of age for
a service area.

Population Under 18 Years
Old American Indian Alaska
Native Alone







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Data Point
Population 18 to 64
American Indian Alaska
Native Alone

PC

DH

MH



Description
This field displays the total population of American
Indian Alaska Native alone between 18 and 64 years
of age for a service area.

4.1.6 Viewing Maternity Care Target Area (MCTA) Information
Each primary care Auto-HPSA profile will also contain details regarding its maternity care target area (MCTA) score
and underlying scoring criteria. These sections are specific to the primary care discipline of an Auto-HPSA
organization and thus will not be displayed on either the dental health or mental health tabs of the organization
profile.
4.1.6A MCTA Sites and Nearest Sources of Care
The MCTA Sites section contains information about the sites within an Organization. The sites used for MCTA
scoring and NSC identification are identical to the list of sites used for HSPA scoring. This list of sites is specific to
primary care Auto-HPSA profiles. Additionally, the MCTA NSC information (NSC Travel Time/Distance, Score) will
differ from the list of HPSA sites as provider eligibility criteria is different for MCTA purposes. Please reach out to
your primary care office for additional information on eligible providers.

Figure 309: Auto-HPSA Profile Maternity Care Target Area Sites Section

Feature
1. Site Name

Description
This field displays the Site Name from the authoritative data
source (BHW). The site name will be identical to the list of sites in
the HPSA – Sites section of the profile.

2. Site Address

This field displays the site’s address from the authoritative data
source (BHW). The site address will be identical to the list of sites
in the HPSA – Sites section of the profile.

3. MCTA NSC Provider NPI

This field displays the identification number of the provider (NPI)
who can act as the nearest source of care. This field will display as
N/A if no provider is identified.

4. MCTA NSC Travel Time/Distance

This field displays the data value that was used to determine the
NSC score. The system will either use travel time or travel distance,
whichever results in a higher score.

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Feature
5. MCTA NSC Score

Description
This field displays the NSC score for the site for primary care AutoHPSA’s MCTA. The site will receive an NSC score between 0-5.

6. Average NSC Travel Time/Distance

This field displays the average NSC score, calculated by summing
all of the individual site NSC scores, and dividing by the number of
sites. The designation will receive an NSC score between 0-5.

4.1.6B MCTA Score
The MCTA Score section contains all of the scoring details specific to the primary care designation’s maternity care
target area. The scoring details and list of sub-scores contributing to the total MCTA score are unique to the
maternity care target area.
The MCTA Score includes the following sub-scores:
•
•
•
•
•
•
•
•
•
•
•

MCTA Population to Provider Ratio
% Population at 200% Federal Poverty Level (FPL) or % Patients Served with Known Income at or below
200% FPL
Average MCTA NSC Travel Time or Distance
Fertility Rate
Prevalence of Pre-Pregnancy Obesity
Prevalence of Pre-Pregnancy Diabetes
Prevalence of Pre-Pregnancy Hypertension
Prevalence of Women with Access to Prenatal Care in the First Trimester
Prevalence of Cigarette Smoking
Social Vulnerability Index
Behavioral Health Factor

Figure 310: Auto-HPSA Profile Maternity Care Target Area Score Section

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4.1.6C MCTA Data
The MCTA Data section contains all of the supporting data used in calculating a MCTA score.

Figure 311: Auto-HPSA Profile Maternity Care Target Area Data Section

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4.1.7 Viewing Documents and Comments
The Supporting Documents section contains any documents and their descriptions that were uploaded and
submitted with the rescore request for the designation record currently being viewed. This section will not display
documents that were uploaded with a previous rescore. To view older records and their corresponding
documents, the user may use the “View Previous” link at the top of the Designation Profile to navigate back to the
previous designation.

Figure 312: Auto-HPSA Organization Profile Supporting Documents

The Designation Reports section contains the Designation Service Area Report for the designation record currently
being viewed. This report displays the service area information for the designation; service area options include
Census Tract (CT) or Zip Code Tabulation Area (ZCTA).

Figure 313: Auto-HPSA Organization Profile Designation Reports

The Comments section will display all comments, both optional and required, entered while a rescore was in
progress. This section will not display comments that were entered with a previous rescore. To view older records
and their corresponding comments, the user may use the “View Previous” link at the top of the Designation Profile
to navigate back to the previous designation.

Figure 314: Auto-HPSA Organization Profile Rescore Comments

4.1.8 Viewing Replaced Designation Records
In addition to searching for “Replaced” or “Designated” Auto-HPSA designations using the Designation Search, the
user can navigate between parent and child designation records from the Organization Profile Page using the
“View Previous” and “View Update” buttons. If the designation being viewed has replaced a previous designation,
it will have a “View Previous” button. If the designation being viewed has been replaced, it will have a “View
Update” button. New actions can only be taken on the currently designated profile.

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Figure 315: View Previous and View Update Links on Designation Profiles

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4.1.9 Auto-HPSA Organization Profile Actions
The Actions on the Auto-HPSA Organization profile are dynamic based on the organization’s status.
If an organization does not have a supplemental data rescore in progress, the POC can take an action to “Rescore”
the organization.

Figure 316: Rescore Button on Auto-HPSA Organization Profile Page

Feature
Rescore

Description
This button will direct the user to the rescore introduction page where the
user can select the type of rescore to initiate on an Auto-HPSA organization.

If an organization has a supplemental data rescore in progress and the rescore is currently with the POC, the POC
can “Resume Rescore” to access the rescore form and resume updates.

Figure 317: Resume Rescore Button on Auto-HPSA Organization Profile Page

Feature
Resume Rescore

Description
This button will direct the user to the in-progress rescore form in an editable
mode so that the user may resume working on the rescore.

If an organization has a supplemental data rescore in progress and the rescore is currently with a PCO or a HRSA
Project Officer (PO), the POC can “View Rescore” to access the rescore form in read-only mode to review its status.

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Figure 318: View Rescore Button on Auto-HPSA Organization Profile Page

Feature
View Rescore

Description
This button will direct the user to the in-progress rescore form in read-only
mode so that the user may review its status.

If a system data rescore is in progress, no actions will be available until the rescore is complete.

4.1.10 Viewing Auto-HPSA Comprehensive Rescore History
Users can view a comprehensive rescore history of an Auto-HPSA on a page after clicking the “View Rescore
History Button” from the Organization Profile. On this page, users will be able to see details about an Auto-HPSA’s
rescore history and the supporting rescore history documents.

Figure 319: View Rescore History Button on Auto-HPSA Organization Profile

On the View Rescore History page, users will see a Rescore History table and a Rescore History Documents table.

Figure 320: Comprehensive Rescore History Page

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The Rescore History table will include entries for however many rescores the Auto-HPSA organization has
completed. If an Auto-HPSA has never been rescored, users will see the message "No rescore history data found."

Figure 321: Rescore History Table

Feature
1. Rescore Initiated Date

Description
This column indicates when the rescore was initiated by a PCO or POC.

2. Rescore Completed Date

This column indicates when the rescore was completed (approved or not
approved).

3. Rescore Type

This column indicates the type of rescore. It will display one of the following
options:
• System
• Supplemental

4. Initiated By

This column displays the username of the user who initiated the score.

5. Rescore Status

This column displays the status of the rescore. It will display one of the
following options:
• Approved
• Canceled
• In Progress

6.

The user can view more details about a rescore by clicking the dropdown
button. Clicking the button will display information in the Discipline,
Designation ID, HPSA Score, and MCTA Score columns. Users will view a
separate row for each discipline / designation record included in a rescore.
Information will only appear in these columns if the rescore was approved. If
the rescore is canceled or in progress, users will see a message informing them
that no designation records are associated with these rescores.
Users can collapse the information by clicking the dropdown button again.

7. Discipline

This column displays the discipline of the designations updated in the rescore.
It will display one of the following options:
• Mental Health

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Feature

Description
• Dental Health
• Primary Care

8. Designation ID

This column displays the designation ID for the designation updated in the
rescore.

9. HPSA Score

This column displays the HPSA score that was given at the time the rescore was
completed. A score is only displayed for approved rescores.

10. MCTA Score

This column displays the MCTA score that was given at the time the rescore for
a primary care designation was completed. A score is only displayed for
approved rescores.

11.

The user can move to the next page by selecting the page number or the next
button. If the user would like to go back to a page, select the page number or
the previous button.

The Rescore History Documents table will include entries for all the documents uploaded with a rescore. Users will
view documents from designations with the following statuses: Replaced, Designated, Withdrawn, Canceled, and
Not Approved. If an Auto-HPSA has no documents uploaded, users will see the message “There are currently no
documents to display."

Figure 322: Rescore History Documents Table

Feature
1. Document Name

Description
This column displays the name of the document.

2. Document Type

This column displays the type of document uploaded.

3. Date Uploaded

This column displays the date the document was uploaded.

4. Uploaded By

This column displays the username of the user who uploaded the document.

5. Description

This column displays the description of the document that was written when
the user uploaded the document.

6.

The user can move to the next page by selecting the page number or the next
button. If the user would like to go back to a page, select the page number or
the previous button.

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5. RESCORING AUTOMATIC FACILITY HPSAS (AUTO-HPSAS)
Users may rescore Auto-HPSA organizations if they have supplemental data to submit, if provider data has
changed, and/or if more recent Federal/state data is available in the system. It is important to note that only a
change in score is being submitted for review and approval, a decision is not being made whether or not to
approve a designation. Only qualified and approved Auto-HPSA organizations have profiles in the SDMS Auto-HPSA
portal from which users can request a rescore. Users cannot create new organizations in SDMS.
State PCOs and Auto-HPSA organization POCs can rescore Auto-HPSA organizations for which they have the
appropriate roles and permissions. There are two types of rescores available to both PCOs and POCs:
•
•

System Data Rescore
Supplemental Data Rescore

The process for a POC-initiated rescore is covered in separate POC user guides. This document focuses on the
process by which a PCO initiates a rescore, as well as the process by which a PCO reviews a POC-initiated rescore.
Once a rescore is in progress on an Auto-HPSA organization, additional rescores cannot be requested until the
rescore is complete. Only one rescore may be in progress at any given time on a particular Auto-HPSA
organization.

5.1 Initiating Auto-HPSA Rescores
Users can initiate rescores from the organizations’ profile pages. As long as a rescore is not already in progress on
the organization, a “Rescore” button will appear in the top right corner of the Organization Profile page. Clicking
on this button will navigate the user to a rescore introduction page where they can select the type of rescore they
wish to initiate. The two types of rescores are covered below.
Note, users are not able to cancel rescore requests once initiated.

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Figure 323: Auto-HPSA Rescore Introduction Page

5.1.1 System Data Rescores
A System Data Rescore does not allow users the opportunity to enter any supplemental data. The organization will
be rescored using data currently available in SDMS, including:
•
•
•
•
•
•

American Community Survey (ACS) Data
Centers for Disease Control and Prevention (CDC) Data
Census TIGER Geometry Data
ESRI ArcGIS North America Data
Uniform Data Systems (UDS) Data
State Primary Care Office (PCO) Provider Data

For organizations that use UDS data, a system data rescore will use the most up-to-date data available in the HRSA
Data Warehouse. For a complete list of ACS Data files and data points used, refer to the Manual for Policies and
Procedures.
The system will preserve and carry over any of the following data points previously entered by a user in a
supplemental data rescore (for more information about entering supplemental data in Supplemental Data
Rescores, see Section 7.1.2 Supplemental Data Rescores):
•
•
•
•
•
•
•
•

Service Area
Fluoridated Water indicator (yes/no)
Alcohol Misuse indicator (yes/no)
Substance Misuse indicator (yes/no)
% Patients Served with Known Income at or below 100%FPL
Patients Served Under 18 Years Old
Patients Served 18 to 64 Years Old
Patients Served 65 Years and Older

Note, while the system may carry over the actual service area from the previous designation, it will look up new
population and provider data within the defined service area. Additionally, the system will not preserve any useradjusted NSC details from a previous rescore and will use the latest provider data to identify new NSCs.
A System Data Rescore does not require review and approval. The system will complete the rescore within 72
hours. Once complete, the system will:
•
•

Replace the previous designation profile(s) with the new designation profile(s) in SDMS
Publish the new scores and supporting data to the HRSA Data Warehouse (HDW)

Below is an overview of the workflow for a System Data Rescore:

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Figure 324: Auto-HPSA System Data Rescore Workflow

INSTRUCTIONS
To initiate a System Data Rescore:
1.
2.
3.
4.

Navigate to the profile page of the organization you want to rescore.
Click “Rescore” in the top right corner of the profile. You will be navigated to the Rescore Introduction
page. The “Rescore with System Data Only” option will appear on the left side of the page.
Check the discipline(s) to be rescored and click “Submit System Data Rescore Request”.
A pop-up will open confirming your request. Review the discipline(s) displayed by the system to be
rescored and click “Confirm and Start Rescore” if correct.

Figure 325: Auto-HPSA Rescore Introduction Page – Submitting a System Data Rescore

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Figure 326: Auto-HPSA Rescore Introduction Page – System Data Rescore Confirmation

Once the System Data Rescore has been submitted, the user will be returned to the organization’s profile page and
the system will display a banner indicating that a rescore is in progress.

USER NOTES:
•

•
•
•
•

If the “Rescore” button is not available, this is indicative that a rescore is already in progress for the
organization. Look for a banner at the top of the profile page indicating a rescore is in progress.
A system data rescore will recalculate all sub-scores of the selected discipline(s).
A system data rescore will look up new NSCs, replacing any previously PCO-selected or adjusted NSC
details.
If a site location returns an unacceptable match level (higher than 3), the system data rescore will not
regeocode the site and will retain the site location from the parent record.
If an Auto-HPSA Organization is in a Territory without ACS, CDC, or Road Network data, the demographic
and population data points from the current Auto-HPSA Designations will carry over.

5.1.2 Supplemental Data Rescores
A Supplemental Data Rescore allows users to enter certain data to override or supplement system data. The
following data can be added or modified during a Supplemental Data Rescore:
•
•
•
•

Service Area Data
Dental and Mental Health Data
Organization-Specific Data
Site Location and NSC Data

The specific data points that can be modified depend on the following criteria:
•
•

The type of data the organization uses (UDS or non-UDS)
The type of user working on the rescore (PCO or POC)

This section focuses on PCO-initiated Supplemental Data Rescores. The type of data being used (UDS or non-UDS)
does not matter when a PCO initiates a Supplemental Data Rescore request. However, the PCO will have different

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sections and data they are able to update than a POC. A PCO may add or update the following data on a PCOinitiated rescore:
•
•
•
•
•

Fluoridated Water indicator
Alcohol Misuse indicator
Substance Misuse indicator
Site Location (re-geocode site, manually adjust site latitude and longitude)
NSC (select different NSC, continue without NSC, manually adjust NSC travel time/distance)

Designations located within Territories that do not have ACS, CDC, and/or Road Network Data allow user-entered
Demographic and Population data points. For more information on this functionality, please see Appendix F.1.2
Additional Data.
Unlike a System Data Rescore, the user does not have the option of pre-selecting specific disciplines to be
rescored. Instead, the system will determine which discipline(s) should be updated based on the data entered by
the user.
See Appendix C – Auto-HPSA Supplemental Data Rescore: Disciplines and Sub-scores To Be Updated by Data points
Entered for an explanation of which disciplines and which sub-scores will be updated for each data point that a
user might update. Note that it does not indicate which data points may be updated by a user depending on user
type or data source.
Note, for those data points that apply to multiple disciplines (e.g., Service Area), the user does not have the option
of applying those updates to specific disciplines. Those updates will always be made to all relevant disciplines.
When a Supplemental Data Rescore is submitted, the system will only recalculate the sub-scores impacted by userentered data updates. For example, if a user submits a supplemental data rescore where the only change they
made was updating the fluoridated water indicator, the system will not update the population, provider FTE, or
site NSCs even if new data is available. This means that a new designation score from a Supplemental Data Rescore
will not necessarily reflect all of the current data available for that organization’s service area. Only system data
required by those sub-scores being updated will be refreshed.
A Supplemental Data Rescore requires review and approval. Once a PCO submits a Supplemental Data Rescore, the
Shortage Designation Branch has 90 days to review and approve the rescore. Below is an overview of the workflow
for a PCO-initiated Supplemental Data Rescore.

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Figure 327: Auto-HPSA PCO-Initiated Supplemental Data Rescore Workflow

INSTRUCTIONS
To initiate a Supplemental Data Rescore:
1.
2.
3.
4.

Navigate to the profile page of the organization you want to rescore.
Click “Rescore” in the top right corner of the profile. You will be navigated to the Rescore Introduction
page. The “Rescore with Supplemental and System Data” option will appear on the right side of the page.
Click “Begin Supplemental Data Rescore”.
A pop-up will open confirming your request. Click “Confirm and Begin Rescore”.

Figure 328: Auto-HPSA Rescore Introduction Page – Beginning a Supplemental Data Rescore

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Figure 329: Auto-HPSA Rescore Introduction Page – Supplemental Data Rescore Confirmation

A Supplemental Data Rescore Form will open. The user will see the following tabs:
•
•
•
•

Additional Data
Sites and NSCs
Supporting Documents
Rescore Progress

The user may navigate between tabs at any time. All data entry is optional. It is not necessary to enter or update all
data points on all tabs. At least one data point must be updated in order to submit a Supplemental Data Rescore.

Figure 330: Auto-HPSA PCO-Initiated Supplemental Data Rescore Form Tabs

5.1.2A Additional Data
The first tab on a PCO-initiated Supplemental Data Rescore Form is the “Additional Data” tab (see Figure 333
above). On this tab, the PCO may update the following Dental and Mental Health Data indicators:
•
•
•

Fluoridated water available for <50% of patients served?
Alcohol misuse prevalence rate is in worst quartile for nation/region/state?
Substance misuse prevalence rate is in worst quartile for nation/region/state?

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The system will display the current designation value (yes or no). If no changes are required, the user may proceed
to another tab. If the user makes any changes to these data points, supporting documentation is required (see
7.1.2C Supporting Documents).

INSTRUCTIONS
To update Dental and Mental Health Data:
1.
2.
3.
4.

Click on the “Additional Data” tab in the Supplemental Data Rescore Form.
Click “Yes” or “No” for any indicators that have changed.
Click “Save Progress”.
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.

USER NOTES
•

•
•

The “Save Progress” button will remain disabled until there are unsaved changes on the page that need to
be saved. If the button is enabled, it indicates that the user has unsaved changes.
Supporting documentation is required for any updates you make to Dental or Mental Health data.
If the user attempts to navigate away from the page with unsaved changes, a system warning will pop up
indicating that there are unsaved changes.

5.1.2B Sites and NSCs
The second tab on a PCO-initiated Supplemental Data Rescore Form is the “Sites and NSCs” tab. On this tab, the
PCO may take the following actions:
•
•
•
•
•

Re-geocode a site
Manually enter the latitude and longitude of a site
Adjust the NSC travel time and/or distance of the current NSC
Select a different NSC
Reject the current NSC and continue without an NSC

When the user navigates to the “Sites and NSCs” tab, a list of all of the sites associated with the organization will
appear to the left. Clicking on a particular site will open additional details about the site.
Each site’s details view will have four expandable sections:
•
•
•
•

Site Location
NSC - Primary Care
NSC - Dental Health
NSC - Mental Health

The user can click on each section to expand the section and view details.
The system will display the current designation values. If no changes are required, the user may proceed to
another tab. If the user makes any changes to these data points, supporting documentation is required (See 7.1.2C
Supporting Documents).

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Figure 331: Auto-HPSA Supplemental Rescore Form Sites and NSCs Tabs

VIEW AND UPDATE SITE LOCATION
The “Site Location” section contains the following site details:
•
•
•
•
•

Site Address
Geocoded Date
Match Level
Latitude (Degrees N)
Longitude (Degrees W)

The user can take the following actions on the Site Location:
•
•

Regeocode Site – This action will call the HDW geocoding service to re-geocode the site.
Adjust Lat/Long – This action can only be taken after clicking the “Regeocode Site” button. It will allow the
user to manually adjust the latitude and/or longitude of the site.

INSTRUCTIONS
To regeocode a site:
1.
2.
3.
4.

Navigate to the “Sites and NSCs” tab on the Supplemental Data Rescore Form.
Select the site you wish to update.
In the “Site Location” section, click “Regeocode Site” (see Figure 335). The system will display a progress
banner while the regeocode is in progress (see Error! Reference source not found.).
When the system returns the geocoded results, click “Accept and Continue” to save the results (see Figure
336). Note, this action will trigger a new NSC look up for Primary Care, Dental Health, and Mental Health
NSCs for the selected site.

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Figure 332: Auto-HPSA Re-geocoding a Site Step 3

Figure 271: Auto-HPSA Re-geocoding a Site In-Progress Banner

Figure 333: Auto-HPSA Re-geocoding a Site Accept and Continue

To adjust the latitude and/or longitude of a site:
1.
2.
3.
4.
5.

Follow steps 1-3 above for regeocoding a site.
When the system returns the geocoded results, click “Adjust Lat/Long”. The system will display editable
Latitude and Longitude fields.
Enter the new latitude and longitude (up to 10 decimal places). Note, if more than 10 decimals are
entered, the “Save” button will become disabled.
Click “Save” to save the user-adjusted latitude and longitude. Note, this action will trigger a new NSC look
up for Primary Care, Dental Health, and Mental Health NSCs for the selected site.
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.

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Figure 334: Auto-HPSA Re-geocoding a Site – Adjust Site Latitude and Longitude

Figure 335: Auto-HPSA Re-geocoding a Site Enter Alternate Latitude and Longitude

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Figure 336: Auto-HPSA Re-geocoding a Site – Save

USER NOTES
•

If the system re-geocode attempt returns an unacceptable match level (higher than 3), the user will
receive an error message and will be unable to save the new site location.

VIEW AND UPDATE NSCS
Each NSC section contains the following NSC details:
•
•
•
•
•

NSC Location Address
Travel Time (Minutes)
Travel Distance (Miles)
Low-Income Indicators (SFS and Medicaid)
American Indian Alaska Native (AI/AN) Indicator

The user can take the following actions on the NSCs:
•
•
•

Modify Time & Distance
Select Different NSC
Continue Without NSC

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Figure 337: Auto-HPSA NSC Actions

If the system was unable to find an NSC, the system will display “No NSC Found”. There is no further action for the
user to take at this time. The max NSC score of 5 points will be awarded for that site and discipline.
•
•

The system will display “No NSC Found” if the current designation value (from the designated designation)
is “No NSC Found” and the user has not regeocoded the site as part of the current rescore.
The system will display “No NSC Found” if the user has regeocoded the site as part of the current rescore
and the system did not return an NSC.

Figure 338: Auto-HPSA NSC – No NSC Found

INSTRUCTIONS
To modify the travel time and/or distance of the currently-selected NSC:
1.
2.
3.
4.

5.
6.

Navigate to the “Sites and NSCs” tab on the Supplemental Data Rescore Form
Select the site you wish to update.
In the “NSC” section of whichever discipline you wish to update, click “Modify Time & Distance” button.
The system will display editable Travel Time and Travel Distance fields.
Enter the new time and/or distance.
a. Travel time may be entered to the nearest whole number.
b. Travel distance may be entered to one decimal place.
Click “Save” to save the user-adjusted time and distance.
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.

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Figure 339: Auto-HPSA NSC – Modify Time & Distance

Figure 340: Auto-HPSA NSC – Enter Alternate Travel Time and/or Travel Distance

To select a different NSC:
1.
2.
3.

4.
5.

Navigate to the “Sites and NSCs” tab on the Supplemental Data Rescore Form
Select the site you wish to update.
In the “NSC” section of whichever discipline you wish to update, click “Select Different NSC” button. The
system will display a list of usable NSCs.
a. The providers will be listed nearest to farthest using a straight line distance from the site
location.
b. When multiple providers exist at the same location, they will be listed in alphabetical order by
last name.
Select the correct NSC and click “Save”. Once you save, the system will display additional details (e.g.,
travel time and distance) for the new NSC.
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.

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Figure 341: Auto-HPSA NSC – Select a Different NSC

To reject the current NSC and continue without an NSC:
1.
2.
3.
4.
5.
6.

Navigate to the “Sites and NSCs” tab on the Supplemental Data Rescore Form.
Select the site you wish to update.
In the “NSC” section of whichever discipline you wish to update, click “Select Different NSC” button.
Select “Continue without NSC”.
Click “Save”. The system will indicate that the user opted to continue without an NSC.
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.

Figure 342: Auto-HPSA NSC – Continue without NSC

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Figure 343: Auto-HPSA NSC – System Indication that User Continued without NSC

USER NOTES
•

New NSCs are identified for all disciplines during a system data rescore based on the site geocoding
results of the rescore. While a system data rescore will only replace designation records for those
disciplines selected for rescore, it will store the new NSC data for the other disciplines. When a
subsequent supplemental data rescore is initiated, it will use the latest site geocoding results from the
system rescore and will update any NSCs that are no longer in sync with those geocoding results. The
user may still update NSCs and/or regeocode the site again as needed.

5.1.2C Supporting Documents
The third tab on a PCO-initiated Supplemental Data Rescore Form is the “Supporting Documents” tab. Supporting
documentation is required for any user-entered data updates. When PCOs update any of the following data, they
must upload supporting documentation:
•
•
•
•
•

Fluoridated water indicator
Alcohol misuse indicator
Substance misuse indicator
Site location latitude and/or longitude
NSC changes
o Modified travel time and/or distance
o Selected new NSC
o Rejected NSC and continued without NSC

The Supporting Documents functionality on the Auto-HPSA rescore form is very different than the functionality in
the mapping application. Key differences include:
•
•
•

The system will not identify which documents are required based on data entered/updated
The system will not prevent a user from submitting a rescore form if required documents have not been
uploaded
The system will allow the user to select and upload multiple documents at the same time

On the Supporting Documents tab, the system will display a comprehensive list of documents required for various
data updates. This list is not responsive to the data updates made in the rescore. This is meant to serve as a
reference for users who may be unsure when supporting documentation is required.

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Figure 344: Auto-HPSA Rescore Form Supporting Documents Tab

INSTRUCTIONS
To upload supporting document(s):
1.
2.
3.

Navigate to the “Supporting Documents” tab on the Supplemental Data Rescore Form.
Click “Select Supporting Documents”.
Browse and select the document(s) you wish to upload.
a. To select more than one document, hold down the “Ctrl” key and then single-click on each
document you wish to select.
4. Click “Open”.
5. Preview the documents selected for upload in the queue. Remove any documents mistakenly selected by
clicking the “X” next to the document name.
6. Enter a description for the document being uploaded (optional)
7. Click “Upload”.
8. Verify all of your documents are listed in the “Uploaded Documents” section below.
9. Users may delete their supporting documents they uploaded while working on a rescore.
10. Click “X” next to the upload document. A warning message will pop-up before deleting the document.
11. Choose “Confirm” to delete the document or “Cancel” to keep the supporting document.

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Figure 345: Uploading Supporting Documents Steps 1 and 2

Figure 346: Uploading Supporting Documents Steps 3 and 4

Figure 347: Uploading Supporting Documents Steps 5, 6, and 7

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Figure 348: Uploading Supporting Documents Upload Queue vs Uploaded List

Figure 349: Deleting Uploaded Supporting Documents

Once a rescore has been approved, any documents that were uploaded to that rescore form will become available
on the new designation profiles. Because documents are not uploaded specifically to certain data points, ALL
uploaded documents will appear on the profiles of all designations that were approved as part of that rescore. To
view documents uploaded in previous or later rescores, users can navigate between replaced and designated
records using the “View Previous” and “View Update” buttons that appear on the designation profile tabs.

USER NOTES
•

•

•

If multiple documents are uploaded at the same time, the user will only be able to enter one document
description that will display for all of the chosen documents.
Users may delete their supporting documents that they uploaded at any time while working on a rescore.
However, users are never able to delete other users’ documents. Users will receive a pop-up message
asking they confirm they would like to delete the chosen document. The document will only be deleted
after the user selects “Confirm”.
Once uploaded, the documents can be viewed at any time by any user with access to the rescore.

5.1.2D Rescore Progress
The fourth tab on a PCO-initiated Supplemental Data Rescore Form is the “Rescore Progress” tab. This tab contains
three separate features:
•
•
•

Task Assignment
Task History
Comments

TASK ASSIGNMENT
This feature is not relevant during an in-progress, PCO-initiated rescore. See 7.2.2 Assigning Supplemental Data
Rescores for Review for more information about using this feature during the rescore review process.

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TASK HISTORY
The Task History table is a comprehensive view of the activity to date on a given rescore. Each time that a rescore
is transitioned to a new step or re-assigned to a new user, the transition will be recorded in the Task History table.
For PCO-initiated rescore requests, the following task transitions will occur and will be displayed in the Task History
table:

Trigger/Transition
PCO initiates
rescore request

Task
Process
Rescore

Task Step

Assigned

PCO Rescore
Initiated Organization

Initiator

In-Progress
Status
SDMS Task
Created

PCO submits
rescore request to
PO

Review

Submitted to
PO Organization

Unassigned SDMS Task
Created

PO assigns rescore
request to PO

Review

Under PO
review Organization

Assignee

PO returns rescore
request to PCO
(optional)

Review

PO Review
Returned Organization

Unassigned SDMS Task
Created

PCO resubmits
rescore request
(optional)

Review

Submitted to
PO Organization

Unassigned SDMS Task
Created

SDMS Task
Created

Complete
Date
Status
SDMS
Date/Time
Task
rescore
Complete request is
initiated
SDMS
Date/Time
Task
rescore
Complete request is
submitted
SDMS
Date/Time
Task
rescore
Complete request is
assigned
SDMS
Date/Time
Task
rescore
Complete request is
returned
SDMS
Date/Time
Task
rescore
Complete request is
(re)submitted

The tasks will appear in chronological order with the newest tasks on top. The Task History table contains the
following information about each task:
•
•
•
•
•

Task Process
Task Step
Assigned
Status
Date

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Figure 350: Auto-HPSA Rescore Form Task History Table of a PCO-Initiated Rescore

USER NOTES
•
•
•

•

Only the first task, in which a user initiates the rescore, will have a task process of “Rescore”. All
subsequent tasks are considered “Review” task processes.
There will only ever be one task at a given time with a status of “created”. Every time a new task is
created, the previous task is “completed”.
There is no distinction between submitted and returned tasks when a task is “under review” in the Task
Step name. This Task History table should be used to determine if a task has been submitted or returned,
or to better understand its overall rescore history to date.
A new task will be created each time a rescore is re-assigned to a different reviewer so that a history of
reassignments can be viewed.

COMMENTS
The Comments tool is a feature that can be used by all users (POCs, PCOs, POs) to communicate while a rescore is
in progress. Any user who has permission to access a rescore form may view existing and post new comments.
Comments can be posted at any time by navigating to the Rescore Progress tab of a Supplemental Data Rescore.
Comments may also be entered by users when taking action on a supplemental rescore. Comments entered in the
following scenarios will display in the Comments section while a rescore is in progress:
•
•

POC submits supplemental rescore (optional)
PCO submits supplemental rescore (optional)

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•
•

PCO returns supplemental rescore to POC (required)
PO returns supplemental rescore to PCO (required)

Upon rescore approval, all comments entered during a rescore will display below the supporting documents on the
organization profiles (see Section Error! Reference source not found.)

Figure 351: Auto-HPSA Rescore Form Publishing a Comment

5.1.2E Viewing a Summary of Updates Being Submitted for Review
At the top of the Supplemental Data Rescore Form is a “Review Data Updates” button. Clicking on this button will
navigate the user to a summary page summarizing all user-entered data updates that have been made thus far and
that require review and/or supporting documentation. The summary page has three sections mirroring the data
input tabs on the Supplemental Data Rescore Form:
•
•
•

Service Areas
Additional Data
Sites and NSCs (this tab only available to PCOs on all rescores)

All users with permission to view the Rescore Form can access the rescore summary at any time while the rescore
is in progress. This tool is primarily meant to be used by reviewers to aid them in their review, but can also be used
by submitters as a summary view of all of the data updates they have made and are about to submit.
Note that this summary page is only available for Supplemental Data Rescores. For more information about this
tool, see 7.2.6 Using the “Review Data Updates” Tool During Review.

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Figure 352: Auto-HPSA Blank Rescore Summary Page

5.1.2F Submitting a Rescore
After the user has finished updating the organization data on the rescore form, the user will submit the rescore to
the Shortage Designation Branch for review. On a PCO-initiated rescore form, only the initiating PCO can take
rescore actions (i.e., Submit).

INSTRUCTIONS
To submit a PCO-initiated Supplemental Data Rescore:
1.
2.
3.
4.
5.

Click on the “Rescore Actions” dropdown menu in the top right corner of the rescore form.
Click “Submit”.
Review the attestation statement and check the checkbox attesting that you have read the statement.
Enter a comment for the rescore being submitted (optional).
Click “Confirm”.

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Figure 353: Submit PCO-Initiated Supplemental Data Rescore

Comments entered will be displayed in the Comments section while the rescore is in progress (for more
information on viewing comments submitted during a rescore, see Section 7.1.2D Rescore Progress).
The user must add or update at least one data point before submitting a rescore. If no changes have been made to
current designation values, the rescore cannot be submitted. In this case, the system will return an error message
indicating that no data has been entered (see Figure 357).

Figure 354: System Error Message When User Tries To Submit a Rescore and No Data Has Been Entered

All interested parties will receive an email notification when a supplemental data rescore has been submitted. For
details about what email notifications are sent to what interested parties, see Appendix D – Auto-HPSA Email
Notifications.
Users cannot preview score or derived data changes (e.g., new population to provider ratio, elderly and youth
ratios) until after a rescore has been submitted to the Shortage Designation Branch (SDB) for review.
Once the user has submitted the rescore to SDB, the system will display a “Preview Designation Profiles” button in
the top right corner of the rescore form. To access the rescore form, the user can navigate to the organization
profile page and click the “View Rescore” button in the top right corner.

Figure 355: Accessing a Rescore Form in Read-Only Mode after Submitting to SDB Via the “View Rescore” Button

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Figure 356: “Preview Designation Profiles” Button on Rescore Form Allows Users to Preview Scores

For more information about previewing designation profiles during the review process, see 7.2.7 Using the
“Preview Designation Profiles” Tool During Review.
5.1.2H Returned Supplemental Data Rescores
The Shortage Designation Branch may find reason to return a rescore to the PCO for further edits or information.
When a supplemental data rescore is returned by SDB to PCOs, all PCOs in the organization’s state will receive an
email notification that the rescore has been returned. Users can access returned rescores the following ways:
•
•

By clicking on the corresponding task on the PCO My Activities page.
By navigating to the organization profile and clicking the “Resume Rescore” button in the top right corner.

Rescores are not returned to the specific PCO who submitted the rescore. Rather, rescores are returned to a PCO
queue in an unassigned state until a PCO opens the rescore and assigns it to themselves or another PCO. The
returned rescore can be assigned to any eligible PCO within the organization’s state. See 7.2.2 Assigning
Supplemental Data Rescores for Review for details on assigning rescore tasks.
Upon returning a rescore to the PCO for further edits or information, SDB will be required to leave a comment for
the PCO (For more information on viewing comments submitted during a rescore, see Section 7.1.2D Rescore
Progress).

5.2 Managing and Reviewing Supplemental Data Rescores
Users are responsible for tracking and managing a number of new Auto-HPSA related tasks, including:
•
•
•

PCO-initiated rescores that are still in progress and being updated by PCOs
PO-returned rescores that require further action by PCOs
POC-initiated rescores that have been submitted to PCOs for action

Several tools will aid users in managing and reviewing Auto-HPSA tasks:
•
•
•

My Activities page
Review Data Updates page
Preview Designation Profiles page
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5.2.1 Using the My Activities Page to Track and Manage Rescores
As a reminder, “in-progress” Auto-HPSA rescores cannot be searched and accessed from the Designation Search
page. PCOs can navigate to the “My Activities” page to identify Auto-HPSA rescores in various stages of update or
review that require action by PCOs. Please see Section 8. Managing My Activities for more information on using
My Activities to manage tasks.

USER NOTES
•

The My Activities page will only show one task per organization at a time. For a comprehensive view of all
completed and in progress tasks for a given organization, users can view the “Task History” on the
Rescore Progress tab of a rescore form.

5.2.2 Assigning Supplemental Data Rescores for Review
When rescores have been submitted or returned to PCOs for action, they must be assigned to a PCO before any
rescore actions can be taken. A task can be assigned on the “Rescore Progress” tab of the rescore form.

Figure 357: Task Assignment Feature on the Rescore Progress Tab of the Rescore Form

INSTRUCTIONS
To assign a task to a PCO:
1.
2.
3.
4.

Navigate to the “Rescore Progress” tab of the Supplemental Data Rescore Form.
Click the ˅ arrow to expand the list of eligible assignees. All permissioned PCOs in the state should appear
in the list.
Select the name of the PCO to whom the rescore should be assigned.
Click “Assign”. The “Rescore Actions” menu should now become enabled for the assigned PCO.

USER NOTES
•
•

•

Any PCO in the organization’s state can assign a rescore task to any other PCO in that state.
If the “Assign” button is enabled, it indicates that the selected PCO has not yet been assigned. You must
click the “Assign” button to complete the assignment.
To reassign the task to another PCO, repeat steps 1-4 in the instructions above.

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5.2.3 Reviewing POC-Initiated Rescores
PCOs are not the only users who may initiate and submit rescores. AutoHPSA Organization Points of Contact
(POCs) will be able to request System and Supplemental Data Rescores. State PCOs will be responsible not only for
managing these Auto-HPSA POC roles and permissions (see the User Management User Guide for more
information) but will also be responsible for receiving, reviewing, and submitting POC-initiated rescores for
organizations in the PCO’s state.
The PCO’s review role consists primarily of two tasks:
1.
2.

Verifying required Supporting Documents have been provided for any data updates made
Verifying the organization’s site(s) locations and NSCs are correct and update when necessary. As a
reminder, only PCOs have access to the Sites and NSCs tab to re-geocode sites, adjust site latitude
and longitudes, and modify NSC information. For more information on how to update Sites and NSCs,
see Section 7.1.2B Sites and NSCs.

A Supplemental Data Rescore initiated by a POC requires review and approval by both PCOs and Project Officers.
Once a POC submits a Supplemental Data Rescore, the state’s PCOs receive a task to review and update the
rescore. Once the PCO has completed their review, they will submit the POC-initiated rescore to the Shortage
Designation Branch for final review and a rescore decision. SDB still has 90 days to review and approve the rescore
once submitted. Below is an overview of the workflow for a POC-initiated Supplemental Data Rescore.

Figure 358: Auto-HPSA POC-Initiated Supplemental Data Rescore Workflow

5.2.3A How is a POC-Initiated Rescore Different than a PCO-Initiated Rescore?
Although POCs and PCOs can both initiate Supplemental Data Rescores, the specific data they can add or update is
different. Furthermore, the type of data used by the organization (UDS or non-UDS) also impacts what data POCs
can add or update.

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When a PCO reviews and updates a POC-initiated rescore, they will be able to see the additional data points that a
POC could or did update. These fields will all be read-only to the PCO.

5.2.4 Updating POC-Initiated Rescores
A PCO can update the following data when reviewing a POC-initiated rescore:
•
•

Dental and Mental Health Data
Sites and NSCs Data

It is the responsibility of the PCO when reviewing POC-initiated rescores that have been submitted to PCOs to
verify that these data are correct. If not, the PCO should update them before finalizing their review and submitting
the rescore to the Shortage Designation Branch for scoring and final review.
For instructions on how to update these data, refer to Section 7.1.2 Supplemental Data Rescores.
For any updates a PCO makes to a POC-initiated rescore, the PCO is required to upload Supporting Documents. See
Section 7.1.2C Supporting Documents.

5.2.5 Reviewing Rescore Progress
The Rescore Progress tab consists of three separate features:
•
•
•

Task Assignment
Task History
Comments

These features aid users in monitoring and reviewing rescore progress.
5.2.5A Task Assignment
See Section 7.2.2 Assigning Supplemental Data Rescores for Review.

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5.2.5B Task History
The Task History table is a comprehensive view of the activity to date on a given rescore. Each time that a rescore
is transitioned to a new step or re-assigned to a new user, the transition will be recorded in the Task History table.
7.1.2D Rescore Progress details the task steps that a PCO-initiated rescore will transition through. There are
additional task steps when a rescore originates from a POC. Below is a full workflow that a POC-initiated workflow
may pass through.
Note that the system currently does not flag returned and resubmitted Auto-HPSA rescores in the Search Results
or the My Activities page, therefore the Task History is the best way to determine if a rescore has been returned or
resubmitted.

Trigger/Transition

Task
Process

Task Step

Assigned

InProgress
Status
SDMS
Task
Created

SDMS
Task
Complete

Complete
Status

POC initiates
rescore request

Rescore

POC Rescore
Initiated Organization

Initiator
(POC)

PCO initiates
rescore request

Rescore

PCO Rescore
Initiated Organization

Initiator
(PCO)

SDMS
Task
Created

SDMS
Task
Complete

POC submits
rescore request to
PCO

Review

Submitted to
PCO Organization

Unassigned

SDMS
Task
Created

SDMS
Task
Complete

PCO assigns
rescore request to
PCO

Review

Under PCO
Review Organization

Assignee

SDMS
Task
Created

SDMS
Task
Complete

PCO submits
rescore request to
PO

Review

Submitted to
PO Organization

Unassigned

SDMS
Task
Created

SDMS
Task
Complete

PO assigns rescore
request to PO

Review

Under PO
review Organization

Assignee

SDMS
Task
Created

SDMS
Task
Complete

PO returns rescore
request to PCO

Review

PO Review
Returned Organization

Unassigned

SDMS
Task
Created

SDMS
Task
Complete

PCO returns
rescore request to
POC

Review

PCO Review
Returned Organization

Unassigned

SDMS
Task
Created

SDMS
Task
Complete

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Date
Date/Time
rescore
request is
initiated
Date/Time
rescore
request is
initiated
Date/Time
rescore
request is
submitted
Date/Time
rescore
request is
assigned
Date/Time
rescore
request is
submitted
Date/Time
rescore
request is
assigned
Date/Time
rescore
request is
returned
Date/Time
rescore
request is
returned

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Trigger/Transition

Task
Process

Task Step

Assigned

POC resubmits
rescore request

Review

Submitted to
PCO Organization

Unassigned

PCO resubmits
rescore request

Review

Submitted to
PO Organization

Unassigned

InProgress
Status
SDMS
Task
Created

SDMS
Task
Complete

SDMS
Task
Created

SDMS
Task
Complete

Complete
Status

Date
Date/Time
rescore
request is
(re)submitted
Date/Time
rescore
request is
(re)submitted

The tasks will appear in chronological order with the newest tasks on top. The Task History table contains the
following information about each task:
•
•
•
•
•

Task Process
Task Step
Assigned
Status
Date

Figure 359: Auto-HPSA Rescore Form Task History Table of a POC-Initiated Rescore

USER NOTES
•
•
•

Only the first task, in which a user initiates the rescore, will have a task process of “Rescore”. All
subsequent tasks are considered “Review” task processes.
There will only ever be one task at a given time with a status of “created”. Every time a new task is
created, the previous task is “completed”.
There is no distinction between submitted and returned tasks when a task is “under review” in the Task
Step name. This Task History table should be used to determine if a task has been submitted or returned,
or to better understand its overall rescore history to date.

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•

A new task will be created each time a rescore is re-assigned to a different reviewer so that a history of
reassignments can be viewed.

5.2.5B Comments
The Comments feature can be used both during the update and review processes to communicate with POCs,
PCOs, and POs. Any user who has permission to access a rescore form may view existing and post new comments.
See Section 7.1.2D Rescore Progress for additional information about posting comments.

5.2.6 Using the “Review Data Updates” Tool During Review
At the top of the Supplemental Data Rescore Form is a “Review Data Updates” button. This button is accessible the
entire time that a rescore is in progress. Clicking on the button will navigate the user to a summary page titled
“Data Updates Being Submitted for Review”. This page will display real-time updates made to the rescore form.
While this page may be used by submitters to verify the data they have entered and saved before submitting, it is
primarily a review tool to be used by reviewers to identify user-entered data changes that were made and that
require documentation. System changes (e.g., after regeocoding a site, the system looked up and found all new
NSCs) will not display on this page. Changes will display on this page when one of the following occurs:
•
•
•

User updates user-entered data from the parent record that was carried over
User updates system data from the parent record
User updates system data returned during the rescore (e.g., new NSCs as a result of a site regeocode)

The summary page has three sections mirroring the data input tabs on the Supplemental Data Rescore Form:
•
•
•

Service Areas
Additional Data
Sites and NSCs (this tab only available to PCOs on all rescores)

SERVICE AREAS
The Service Areas tab is only present on a POC-initiated rescore and may only be updated by a POC. However, this
section will appear on the rescore summary page of all Supplemental Data Rescores.
This section of the rescore summary will indicate whether or not a POC has updated the service area, but it will not
display any data. To view the data, the user should navigate back to the Rescore Summary Form and view the
“Service Areas” tab. On a PCO-initiated rescore, this section will always indicate that no changes have been made.

Figure 360: Auto-HPSA Rescore Summary Page Service Areas Section

ADDITIONAL DATA

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This section will display any user-entered updates made to data on the Additional Data tab. Only data points that
were updated by a user will be listed on this page. The system will display both the “Current Designation Value”
(the parent record value) and the “Rescore User-Entered Value” (the value the user has updated on the rescore
form).

Figure 361: Auto-HPSA Rescore Summary Page Additional Data Section

SITES AND NSCS
This section will display any changes to site locations or NSCs. Only data points that were updated by a user will be
listed on this page. The system will display the “Current Designation Value” (the parent record value), the “Rescore
Default Value” (the system-returned default value in the rescore), and the “Rescore User-Entered Value” (the
value the user has updated on the rescore form).
The Rescore Default Value will be the same as the Current Designation Value if the user does not re-geocode a site.
When a user re-geocodes a site, the system returns new site latitude and longitude and looks up new NSCs. These
values may be the same as the parent record or they may be different. If a user modified the latitude and/or
longitude, or modifies the NSCs, the system will capture these changes on the Rescore Summary page.
The system will display the changes made to each site in separate tables, as shown in Figure 365 below.

Figure 362: Auto-HPSA Rescore Summary Page Sites and NSCs Section

For a complete list of data points that may be displayed on this page, see Appendix E – Auto-HPSA Rescore
Summary Page (“Review Data Updates”).

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5.2.7 Using the “Preview Designation Profiles” Tool During Review
Once a rescore has been submitted by the PCO to the Shortage Designation Branch for review, users can preview
the new designation profiles being reviewed.
To preview the updated designation profiles, users can click the “Preview Designation Profiles” button in the top
right corner of the rescore form.

Figure 363: “Preview Designation Profiles” Button Available After Submission to SDB

The system will navigate the user to an Organization Preview page. A banner across the top of the page will
indicate that it is a preview page and not the Organization’s current profile page.
The profile will display all three designation profiles, regardless of which disciplines are part of the update. To
determine which disciplines are being updated, the user should check the Status in the General Information
section. Any designation being reviewed and updated will have an “Under Shortage Designation Branch Review”
status. Designations not included in the update will continue to have a “Designated” status.

Figure 364: Designations Being Updated Will Have a Status of “Under Shortage Designation Branch Review” on the Profile Preview Page

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5.2.8 Rescore Actions
PCOs are able to take the following rescore actions on POC-initiated rescores:
•
•

Submit
Return

To take rescore actions on POC-initiated rescores, the user should ensure the rescore is assigned to them. See
7.2.2 Assigning Supplemental Data Rescores for Review.
The user will be prompted to enter comments (optional or required) when taking action on a supplemental rescore
request. (For more information on viewing comments submitted during a rescore, see Section 7.1.2D Rescore
Progress).
5.2.8A Submitting/Resubmitting Rescores to SDB
Once a rescore is assigned to the user, the user may click “Submit” from the Rescore Actions dropdown menu to
submit the rescore to the Shortage Designation Branch for review. The user should take the same actions to
resubmit a returned rescore. For more information on submitting a rescore, see Section 7.1.2F Submitting a
Rescore.
PCOs are responsible for submitting POC-initiated rescores to SDB. A POC cannot submit directly to SDB. POCinitiated rescores will always be submitted to the PCOs in their organization’s state for the PCO to review, update,
and then submit to SDB on their behalf.

Figure 365: Submit POC-Initiated Supplemental Data Rescore – Optional Comments

5.2.8B Returning POC-Initiated Rescores to POCs
Once a rescore is assigned to the user, the user may click “Return” from the Rescore Actions dropdown menu to
return the rescore to the Organization’s POC(s). When returning a rescore, the user will be prompted to enter a
comment.
If a Project Officer (PO) needs to return a rescore to a POC, they must do so through the PCO. The PCO will receive
a returned POC-initiated rescore from the PO and should then return it to the POC(s).

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Figure 366: Returning a Supplemental Data Rescore to POC - Required Comments

6. MANAGING MY ACTIVITIES
PCOs can access the My Activities task management page via the Designation Landing page. The PCO can click the
“Go to Dashboard” button under the My Activities card to access the page.

Figure 367: Access My Activities on Designation Page

The My Activities reviews queue will display all in progress designations and Auto-HPSA rescores that require PCO
action.
All PCOs in a particular state will have access to the same My Activities page with the same list of tasks. These tasks
will either be “Unassigned” or be assigned to one of the PCOs in that state. Note, all PCOs will see all tasks even if
they are assigned to other PCOs in their state.

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On this page, PCOs will see a list of all tasks currently requiring action by a PCO. The list will display with newest
tasks on top. Only one task exists for a particular organization at any given time. Therefore if a new task is created
for an organization, the old task will be closed and will no longer display.

Figure 368: My Activities Page

6.1 Searching for Tasks
PCOs will be able to search for and view tasks that require their action. The search button will be disabled until
search criteria has been entered.

Figure 369: My Activities Search

Feature
1. Designation / Organization
Name

Description
This is the user-given designation name for Geo / Pop / MUAP / Facility
designations or the Organization name for Auto-HPSAs.

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Feature
2. Designation ID

Description
This number is system generated once the RSA is saved on the
Mapping Tool.

3. Organization Unique ID

This number is the Auto-HPSA Organization Unique ID.

4. Submission Type

PCOs can select from the following multi-select options:
• New: New designation applications
• Update: Updates to existing designations or Auto-HPSA
rescores

5. Discipline

PCOs can select from the following multi-select options:
• Primary Care
• Dental Health
• Mental Health
• Pending: Auto-HPSA rescores will show as pending until
submitted to PO

6. Designation Type

PCOs can select from the following multi-select options:
• HPSA Geographic High Needs Population
• HPSA Geographic Population
• HPSA Homeless Population
• HPSA Low Income Homeless Migrant Farmworker
Population
• HPSA Low Income Homeless Migrant Seasonal Worker
Population
• HPSA Low Income Homeless Population
• HPSA Low Income Migrant Farmworker Population
• HPSA Low Income Migrant Seasonal Worker Population
• HPSA Low Income Population
• HPSA Medicaid Eligible Population
• HPSA Migrant Farmworker and Homeless Population
• HPSA Migrant Farmworker Population
• HPSA Migrant Seasonal Worker and Homeless Population
• HPSA Migrant Seasonal Worker Population
• HPSA Native American Population
• HPSA Other Population
• Auto-HPSA FQHC
• Auto-HPSA FQHC LAL
• Auto-HPSA ITU
• Auto-HPSA RHC
• Facility Correctional Facilities
• Facility Other Facility (OFAC)
• Facility State/County Mental Hospital
• MUA Medically Underserved Area
• MUP Homeless
• MUP Low Income
• MUP Low Income Homeless
• MUP Low Income Homeless Migrant Farmworker
• MUP Low Income Migrant Farmworker
• MUP Low Income Migrant Seasonal Worker

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Feature

Description
• MUP Low Income Migrant Seasonal Worker Homeless
• MUP Medicaid Eligible
• MUP Migrant Farmworker
• MUP Migrant Farmworker and Homeless
• MUP Migrant Seasonal Farmworker
• MUP Migrant Seasonal Worker and Homeless
• MUP Native American
• MUP Other Population

7. Task Step

PCOs can select from the following multi-select options:
• Submitted to PCO – Organization
• Under PCO Review – Organization
• PCO Rescore Initiated – Organization
• PO Review Returned – Organization
• PCO Initiated – Designation
• PO Review Returned – Designation

8. Owner

PCOs can select from the following multi-select options:
• Unassigned
• List of PCO names
When ready to execute the search, click on the search button.

9.

Users may select this button to clear the fields during a search.

10.

USER NOTES
•
•

Users can ‘Select All’ for all My Activities multi-select fields.
Some My Activities multi-select fields are responsive search fields. PCOs can begin typing in the search
fields to narrow dropdown options.

6.2 Reviewing Tasks
The My Activities reviews queue will display all in progress designations and Auto-HPSA rescores that require PCO
action. From the Reviews queue, PCOs will be able to open tasks to assign and review. The following tasks will
automatically populate in the Reviews queue:
•
•

Auto-HPSA rescores
Geographic, Population, MUAP, and Facility new or updated designation applications

Figure 370: My Activities Reviews Table

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Feature
Designation / Organization Unique
ID

Description
This field displays the Designation ID or Auto-HPSA Organization
Unique ID. PCOs can use this hyperlinked ID to navigate to the
designation:
• Designation ID: Navigation will direct PCOs to the designation
General Information tab to Resume Mapping Application
• Organization Unique ID: Navigation will direct to PCOs to the
Auto-HPSA Rescore Progress tab

Designation / Organization Name

This field displays the designation or organization name.

Designation Type

This field displays designation type of the task.

Discipline

This field displays the discipline being updated. For Auto-HPSA
organizations, discipline will display as ‘Pending’ for in progress
rescores.

Submission Type

This field displays whether the designation is new or is being updated.

Task Step

This field displays the current task step. Task steps requiring PCO action
include:
• Submitted to PCO – Organization
• Under PCO Review – Organization
• PCO Rescore Initiated – Organization
• PO Review Returned – Organization
• PCO Initiated – Designation
• PO Review Returned - Designation

Owner

This field will display the current owner of the task. If the task is
unassigned, the system will display “Unassigned”. If the task is
reassigned, a new task will be created for the new assignee and the
previous task belonging to the old assignee will be closed.

Task Created Date

This field displays the date and time that each task is created. Every
transition (submit, return, assign, reassign) results in a new task with a
new process created date. It is important to note that a task that
appears to be brand new at the top of the table may in fact have had a
long period of inactivity and very recently was transitioned to a new
owner or task step (e.g., a long period of time between when a rescore
was submitted and when it was finally assigned will not be obvious by
looking at the task created date of an assigned task).

POC Submission Date

This field displays the POC Submission Date for Auto-HPSA rescores.

PCO Submission Date

This field displays the PCO Submission Date for Auto-HPSA rescores
and Geographic / Population / MUAP / Facility designation
applications.

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6.2.1 Types of Tasks that Appear on the My Activities Page
There are multiple types of task steps that may appear in the PCO My Activities queue:
Feature
Submitted to PCO - Organization

Description
This task step occurs when a POC-initiated Auto-HPSA rescore is
submitted by a POC and has not yet been triaged by PCOs.

Under PCO Review - Organization

This task step occurs when an Auto-HPSA task has been assigned. This
could be:
• An Auto-HPSA rescore that was submitted (or re-submitted)
by a POC and has just been triaged and assigned to a PCO
• An Auto-HPSA rescore that was returned by a PO to the PCO
queue and just been triaged and assigned to a PCO
• An Auto-HPSA rescore that was already assigned to a PCO that
has been reassigned to a different PCO

PO Review Returned - Organization

This task step occurs when an Auto-HPSA rescore task has been
returned by a PO to the PCO queue. This could be either a POCinitiated or a PCO-initiated rescore. Note that all POC-initiated rescores
will pass through PCOs to and from POs. A Project Officer cannot
return a task directly to a POC, nor can a POC submit a task directly to a
Project Officer.

PCO Rescore Initiated Organization

This task step occurs when an Auto-HPSA supplemental data rescore
has been initiated by a PCO and has not yet been submitted.

PCO Initiated – Designation

This task step occurs when a new or updated Geographic, Population,
MUAP, or Facility designation has been initiated by a PCO and has not
yet been submitted.

PO Review Returned – Designation

This task step occurs when a Geographic, Population, MUAP, or Facility
designation has been returned by a PO to the PCO queue.

Note that all of these tasks are “owned” by the PCO user role, whether assigned or not. Tasks that are currently
owned by POCs (e.g., POC-initiated rescores) or by Project Officers (e.g., submitted for PO review) will not appear
on the PCO My Activities page.

6.3 Managing Inquiries
PCOs can view all open and closed Inquiries in their state by selecting the Inquiries tab at the top of the My
Activities page.

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Figure 371: Inquiries Tab

Feature
1. Inquiry ID

Description
This field displays the system generated Inquiry ID for the inquiry.
Selecting this link will take the user to the Inquiries tab for the
designation associated with the inquiry.

2. Subject

This field display the name of the Designation the Inquiry is associated
to.

3. Status

This field displays the status of the Inquiry. Options include:
• Open
• Closed

4. Submitted Date

This field displays the date the Inquiry was created.

7. TOOLS
A user may view and access reports about their designation data that can be run on an ad hoc basis by selecting
the “Tools” from the main header menu.

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Figure 372: SDMS Tools Page

Feature
1. State Provider Report

Description
This link will initiate a download of the State Provider Report for the
state being accessed and managed by the user. The report will contain
a list of all eligible and ineligible provider locations in their state and
includes all available columns related to provider records. The file is
generated nightly at 12:00 AM EST and cannot be used with the Import
Tool.

2. State Designation Report

This link will initiate a download of the State Designation Report for the
state being accessed and managed by the user. The report will include
the following fields for all designations:
• Designation Name
• Public ID
• Designation Type
• Designation Option
• Discipline
• Status
• Initial Submission Date
• Initial Designation Date
• Last Update Date
Users will only be able to access their state’s Designation Report. The
State Designation Report will only include the information for those
designations in the following statuses:
o
o
o
o
o
o
o
o
o
o

In Progress
Submitted-Designation
Under Review - Designation
Designated
Submitted – Withdrawal
Under Review – Withdrawal
Proposed for Withdrawal
Withdrawn
Replaced
Reinstated

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8. SRSA PLANS
The purpose of the Statewide Rational Service Area (SRSA) Plans Portal is for the PCO to create, update and view
SRSA Plans. The user can access this page by selecting “Manage SRSA Plans” in the SRSA Plans card on the
Designation Landing Page.

Figure 307: SRSA Plan Access on Designation Landing Page

Once the user selects “SRSA Plans” from the designation dropdown the system will direct the user to the SRSA
Plans Overview Page found in Figure 308 where they can create a SRSA plan or view in-progress or submitted SRSA
plans.

Figure 308: SRSA Plans Overview Page

On the SRSA Plan Overview page the user will be able to view the following information:
Feature

Description

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SRSA Name

SRSA name

Status

SRSA status in SDMS.
• In Progress
• Submitted

Total RSA

Total of the Rational Service Areas (RSA’s) in the SRSA that have been
validated.

Last Updated

Date of the last time the SRSA application was updated by a PCO

Updated By

Email of the PCO that last updated the SRSA plan

Action

Actions populate for an “In Progress’ SRSA plan. From the dropdown,
choose one of the following
• Create New
• Edit
• Delete

Actions are dynamic to the status of the SRSA Plan. The
button will only display when there is no “In
Progress” or “Submitted” SRSA Plan. The action column will display an action dropdown if there is an “In Progress”
SRSA Plan show in figure 309.

Figure 309: SRSA Plans Overview Page Action Dropdown List for “In Progress” SRSA Plans

8.1 Creating a New SRSA Plan
To begin the process of creating a new SRSA plan in the Mapping Tool, the user will select the
button
associated with the discipline type they wish to create the SRSA Plan in; Primary Care, Mental Health or Dental
Health.

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Figure 310: Create New SRSA Plan Button

The user will be brought into the SRSA Mapping Tool and the Create RSA Page shown in Figure 311 to begin the
RSA creation process.
User Note: Once a plan exists for the discipline, the create new button will be disabled. User will only be able to
start a new SRSA Plan after the existing one has either been “Approved” or there is no SRSA Plan associated with
the discipline.

Figure 311: SRSA Plans Create RSA Page

The Create RSA page will display the following fields:
Feature
RSA Name

Description
Displays user entered RSA name

Component Type

User chooses from one of the following component
types to create the RSA:
• Counties
• County Subdivisions
• Census Tracts

Selected Areas

System will generate high level demographic
information for the selected RSA component

Spatial Validations

System will perform spatial validations for selected RSA
components and display the results

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8.1.1 Naming the RSA

Figure 312: Name Field on Build RSA Page

The user is required to enter a name for the RSA in the Name field. The system will not enable to the “Save and
Continue” button until this step is complete.

NAME IS REQUIRED ERROR MESSAGE
The system requires the RSA name before the user can “Save and Continue” to the next step of the Creating RSA
page.

Figure 313: Name is Required Error Message

DUPLICATE RSA NAME ERROR MESSAGE
The system will display an error message when the user uses a name that already exists for another RSA. The user
will need to rename the RSA to enable the “Save and Continue” button.

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Figure 314: Duplicate Name Error Message

8.1.2 Selecting RSA Components
To begin the building the RSA, the user will select the Component type they will use to create the RSA. The map
will populate with the component layer that corresponds with the Component Type chosen.

Figure 315: Component Type Selection

Using the selected tool
, the user can choose the components to include in the RSA. The component type
chosen will display as the layer on the mapping application. For example, if the user selects counties as their
component type the county layer will display on the map. If the user selects census tracts as their component
type, the census tracts layer will display on the map. The component type can also be chosen using the Mapping
Tools component layer feature.

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When the RSA component is selected, the component(s) will be highlighted in pink and the selected area(s)
component high level demographic data details will display on the left “Build RSA” panel under “Selected Areas”.
User can unselect components from the table by unselecting the checkbox. When the box is unselected, the
component will be removed from the map as well as the table in the form.

Figure 316: Component Selection Display on Mapping Application

The Selected Areas section will show the following component details:
Feature
1. Component Details

Description
This column will display the components name.

2. Poverty Population

This column shows the component Poverty Population.

3. % Pop Below 100% FPL

This column shows the component % Population below 100% FPL.

4. % Pop Below 200% FPL

This column shows the component % Population below 200% FPL.

5. Total Population

This column shows the component Total Population.

6. Total

This row will display the total of each column for all the RSA components

OUT OF STATE RSA COMPONENTS ERROR MESSAGE
The system will display an error message when the user has selected components outside of their state. The user
will need to recreate their RSA using components that are within their state.

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Figure 317: Out of State RSA Component Error Message

Once the user has completed the selection of the RSA component(s), they will need to “Validate Area” to make
sure the RSA passes the spatial validations required. The spatial validations are initiated by the user selecting the
button.
The spatial validations the system is checking are as follows:
The spatial validations the system is checking are as follows:
•
•
•
•
•

RSA cannot be smaller than a single CT or CSD
RSA components must physically connect without a break
RSA cannot contain interior gaps
RSA cannot include components that are part of another RSA
RSA must have county centroids within 30 minutes of each other

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Figure 318: RSA Spatial Validation Checks

If the RSA does not pass one or more of the spatial validation checks, the validation check that failed will remain in
red with the word “Fail”, while the checks that the RSA passed will turn into green text with the word Pass”. The
user will need to edit the RSA until the spatial validation checks have all passed to continue.

Figure 319: RSA Spatial Validation Check Fail

Once the RSA passes all the spatial validation checks, the ‘Save and Continue” button will be enabled.

Figure 320: RSA Spatial Validation Check Pass

To move to the next step on the Create RSA page, the user will select the

button.

8.1.3 RSA Review and Justifications
Once the user has selected
, the system will direct the user to the “Review and Add” step on the Create
RSA Page. On this page the user will be able to review RSA information and provide justification type and
documents for the RSA.

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They system will now display the selected RSA as orange on the mapping application.

Figure 321: RSA Color Display on Review and Add Page

8.1.3.1 RSA Review
The system will display the following RSA information:
•
•
•

Name
Component Type
Selected Area High Demographic Information

Figure 322: RSA Review and Add Page

8.1.3.2 Justification
The user is required to provide justification for the RSA created. However, the component type determines when
in the SRSA plan the justification is required.
Component Type

Justification Requirement

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County

One document uploaded prior to submitting the entire SRSA plan

County Subdivisions

Justification Type(s) and Document(s) complete to Add the RSA to SRSA plan

Census Tracts

Justification Type(s) and Document(s) complete to Add the RSA to SRSA plan

8.1.3.1a Justification Type
The user must provide a Justification Type and Justification Document for the RSA if it was created using County
Subdivisions or Census Tracts. To see the Justification type options, the user will select the button.

Figure 323: RSA Justification Type Field

They system will display the following Justification Types:
•
•
•
•

Distinctive travel patterns
Physical barriers
Strong self-identity of a neighborhood that has a minimum population of 20,000
Similar socio-economic characteristics

The user may choose one or multiple justification types for the RSA by selecting the check box next to the
justification types.

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Figure 324: RSA Justification Type Dropdown

Figure 324: RSA Justification Type Dropdown with Selected Justifications

8.1.3.1b Upload Document
The system will require that the user upload a justification document for the RSA if it was created using County
Subdivisions or Census Tracts.
To upload a document, the user will select the
into SDMS.

button and choose the document they wish to upload

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Figure 325: RSA Justification Document Upload

Once, the file has been opened, the system will display the document name and file size. The user can also add a
description of the justification document before selecting the
button.

Figure 326: RSA Justification Document Upload Description Box

Once the
button is selected, the “Add to Plan” button will be enabled. If the user needs to return to the
“Build RSA Step” they can choose the “Back” Button. This will direct the user back to the “Build RSA” Step.
Users can choose to uploaded multiple documents.
If the upload of the document was a success the user will see the banner
system will display the uploaded documents with the following fields:

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Feature
1. File Name

Description
The system will display the name of the document and it will be hyperlinked
so the user can view the file they uploaded.

2. Uploaded Date

The system will display the date and time the document was uploaded.

3. Action

This will allow the user to delete the uploaded document

Figure 327: RSA Justification Document Upload Document Display

USER NOTE
If the user has opened a document on the Review and Add step but has not uploaded to the RSA, if they select the
“Back” button, the document will not be saved and will need to be re-opened on the “Review and Add” step.
Documents are only saved to the RSA once the “Upload” button has been selected.

8.1.4 Add RSA to SRSA Plan
Once the user has reviewed all the RSA information and justification documents they can add the RSA to the SRSA
plan by selecting the
button. They system will then direct the user back to the Build RSA step to begin
creating another RSA.

8.2 Creating a Mental Health Catchment Area SRSA Plan
To begin the process of creating a Mental Health Catchment Area SRSA plan, the user will select the
button on the page. System will display a pop-up modal as shown in Figure 328 when user selects the Create New
button. To start a catchment area plan, user will have to select “based on state-approved plan” from the modal

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Figure 328: Pop up modal to Create New Catchment area plan

Selecting based on state approved plan will bring user to Create RSA page shown in Figure 329 to begin the RSA
creation process.

Figure 329: Build RSA Page

On this page, user will provide a name for the RSA, select geo-components from the map using the Tools widget
and then select Validate Area. For a catchment area SRSA Plan, system will only run the following validations
•
•
•
•

RSA cannot be smaller than a single CT or CSD
RSA components must physically connect without a break
RSA cannot contain interior gaps
RSA cannot include components that are part of another RSA

Once the RSA passes all the spatial validation checks, the ‘Save and Add to Plan” button will be enabled. After
selecting Save and Add to plan, system will redirect the user to create RSA page if the entire state is not covered. If
the entire state has been covered, system will direct user to submit page.
On the submit page user will upload an analysis document for their overall SRSA plan

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Note: In a mental health catchment area SRSA plan, supporting documents are not required when user is building
an RSA based of off Census Tract or County Sub-division. There is only one analysis document required for the
entire plan before user can submit the plan.

8.3 RSA Management
There are a few features to assist the user in managing the RSAs in the SRSA plan. The Manage RSA list allows the
user to view and edit all the RSA’s that have been added to the SRSA Plan. The system will also display the total
number of RSA’s that have been saved the SRSA plan.

8.3.1 Total RSAs in the SRSA Plan Display
Throughout the RSA creation process, the user will be able to view the total of RSA’s added to the SRSA plan
through the top right-hand corner of the Create RSA pages. An RSA must be “Added to Plan” to be included in this
total RSA count.

Figure 330: Total RSAs in the SRSA Plan Display

8.3.2 Manage RSA List
The Manage RSA List allows the user to view and edit all the RSA’s added or in-progress for the SRSA plan. To view
the RSA list, the user will select the

button.

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Figure 331: Manage RSA List Button

They system will display all of the RSA’s that have been saved to the SRSA Plan. It is from this page that the user
can search for a specific RSA to review or edit.

Figure 332: Manage RSA List Display

To continue with RSA creation, the user will select
select the

button. If there is an In-Progress RSA, the user will

button to return to the In-Progress RSA.

8.3.2.1 RSA Search
To view a specific RSA, the user can use the “Search RSA” field on the RSA List page. The list will populate with the
RSA’s related to the search criteria provided.

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Figure 333: Search RSA List Field

8.3.2.2 Edit an RSA
To remove or edit an RSA, the user will select the
button of the RSA they want to remove or edit. The
system will direct the user to the RSA Details page. From the RSA details page, the user can delete or edit the RSA
information by selecting the

button.

Figure 334: RSA Details Page with Edit Feature

Selecting the
button will direct the user back to the Create RSA page and the “Build RSA” step where they
can edit the RSA information. If any information is updated for the RSA the system will require the RSA to go
through all the steps needed to create a new RSA.
To return to the RSA List, the user will select the

button.

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USER NOTE
If there is an In Progress RSA, the system will not allow the user to edit another RSA by disabling the “Edit” button.
8.3.2.3 Delete an RSA
To delete an RSA, the user will select the
Selecting the
button.

button of the RSA they want to edit on the RSA List page.

button will display the RSA details page. From this page, the user will select the

Figure 335: Delete RSA Button

Once the user selects the

system will display the following warning:

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Figure 336: RSA Delete Warning

The user can choose to delete the RSA or cancel the action and return to the RSA details page.
To return to the RSA List, the user will select the

button.

Figure 337: Return to RSA List Button

8.3.2.4 Navigating In Progress RSA
A rational service area is considered “In-Progress” if the user has not added it to the plan by selecting Add to Plan
button on the Review and Add page (Refer to 10.1.4 on how to add RSA to Plan). If the plan has an In-Progress RSA,
user will not be able to create a new RSA or be able to navigate to the submit page.

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If the user has saved the RSA but not added it to the Plan, and navigates away from the SRSA Plan, the next time
they open the plan they will be navigated to the Review and Add page. On this page, once they have selected a
justification type and added the document, the RSA can be added to the plan
If the user has saved the RSA but not added it to the Plan, and selects Manage RSA button
•
•
•

Then the RSA will not be added to Plan
RSA Count will not change
Manage RSA button will change to “Go Back”

Figure 338: Go Back to In Progress RSA

User will also not be able to Edit any completed RSA’s if there is an in-progress RSA associated with the plan. Edit
link will be disabled if the SRSA Plan consists of in-progress RSA

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Figure 339: Edit link disabled

8.4 Submit a SRSA Plan
To complete a SRSA Plan, the system will validate that the whole state has been covered with RSA components.
When the user saves the last RSA components that cover the state, the system will direct the user to the “Submit
SRSA” page and display the following message that all the RSA’s have been added.

Figure 340: Submit SRSA Page and RSA Completion Success Message

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For all RSA’s created using the County component, an Analysis document is required at this time. To add the
Analysis Documentation, the user will select the

button. Once the document is opened, the user can

add a description of the document before selecting the

button to add the document to the SRSA plan.

Figure 341: Submit SRSA Page County Justification Document Upload

If the upload of the document was a success the user will see the banner
system will display the uploaded documents with the following fields:

and the

Feature
1. File Name

Description
The system will display the name of the document and it will be hyperlinked
so the user can view the file they uploaded.

2. Uploaded Date

The system will display the date and time the document was uploaded.

3. Action

This will allow the user to delete the uploaded document

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Figure 342: Submit SRSA Page County Justification Document Upload Table

Once the user has completed uploading the analysis documentation justification, they can move to the Application
attestation acknowledgement. The user will need to attest that the information that they have provided is correct
and subject to compliance verification. To accept the attestation the user will select the check box:

Figure 343: Submit SRSA Page Application Attestation

Selecting the attestation check box will enable the “Submit” button.

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Figure 344: Submit SRSA Page Application Attestation Acceptation & Submit Button

When the user is ready to submit the SRSA plan, they will select the
button. Once the
button is selected, the system will direct the user to the SRSA Plans Overview Page. Here the SRSA plan will now
have a status of “Submitted”.

Figure 345: SRSA Plans Overview Page with Submitted SRSA Plan Status

USER NOTE
Once the SRSA plan has been submitted it will no longer be able to have any actions taken on it. The user will not
be able to view the plan at this time.

8.5 Copy a SRSA Plan
SRSA Plans can be copied from an In-Progress and a Submitted Plan. To begin the copy process, select “Copy” from
under the Action column.

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Figure 346 Copy option under Action

Once Copy is selected, a modal will open where user can see the plan they are copying from as well as select the
discipline that they want the plan to get copied to.

Figure 347 Select discipline type for the copied SRSA Plan

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From the drop down select a discipline and then select “Save”. Once user hits save, a SRSA Plan for that discipline
will show up under that discipline as “In-Progress”. Following information will be displayed for the copied SRSA
Plan
Feature
SRSA Name

Description
SRSA name

Status

SRSA status in SDMS.
• In Progress- for a copied plan

Total RSA

Total RSA count will match the total RSA count of the plan it was copied
from

Created By

Date when copy was selected

Last Updated

Date when Plan was last updated

Updated By

Email of the PCO that last updated the SRSA plan

Action

Actions populate for an “In Progress’ SRSA plan. From the dropdown,
choose one of the following
• Edit
• Delete
• Copy

Note: Copy option will be disabled if all the three disciplines have a SRSA plan associated with them

8.6 Editing and submitting a copied plan
To edit a copied plan, select “Edit” from under Actions. After selecting “Edit”, system will navigate user to Manage
RSA list page. On Manage RSA list page system will display the following
•
•
•
•
•

Total RSA: Count will be “Zero” when the plan is opened. Count will be updated after user has validated
the plan, uploaded a supporting document, and then added to plan
Create RSA: This button will be displayed and enabled for copied SRSA plan
Edit: this link will be displayed against copied RSA on the manage RSA screen
Delete: this will only be displayed against copied RSA on the manage RSA screen
SRSA Plan map view: SRSA plan will be displayed on the map in pink color. Map view will be same as that
of the plan than it was copied from

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Figure 348 Manage RSA list page view of a copied plan

8.6.1 Editing a copied RSA
To Edit a copied RSA, select Edit against the RSA name. Once Edit is selected user will be navigated to “Build RSA”
page. On this page all the information will be pre-populated related to the RSA that user is trying to “Edit”.

Figure 349 Navigating to Build RSA page of copied RSA

On the Build RSA Page, user will validate the RSA again like the New SRSA plan. Once the RSA has been validated,
Save and Continue button will become enabled. Once user hits Save and continue, they will be navigated to Review
and Add page where they will provide a justification type and upload documents as needed. For a county-based
RSA, no supporting document is required at this step.

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Total RSA count will be updated once RSA has been added to plan. RSA that has been added to plan will only have
“View” link against them on the Manage RSA page like new SRSA Plan

Figure 350 Completed RSA view on Manage RSA page

8.6.2 Deleting a copied RSA
To delete a copied RSA, select Delete against the RSA from the Manage RSA screen. Once an RSA is deleted it will
be removed from the map view as well. User will need to create a new RSA by selecting “Create RSA” button

Figure 351 Deleting a copied RSA

USER NOTE:

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After deleting an RSA, user will need to create a new RSA or include the geo-components of the deleted RSA into
one of the other RSAs to successfully submit the SRSA Plan.
User can create a new RSA by selecting the Create New button on top of the page. To add the deleted RSA to one
of the other RSA
1.
2.
3.
4.
5.

Select Edit against the RSA name
Navigate to Build RSA page
On this page select areas on the map using Tools widget; selected area will appear under the selected
area table
Validate, Save and Add RSA to plan
Modified RSA will now appear on the Manage RSA page

8.6 Edit & Resubmit a Returned SRSA Plan
When a Project Officer reviews a SRSA Plan, they are required to “Pass” or “Fail” each individual RSA in that SRSA
Plan. This will determine if the SRSA plan should be approved or returned to the user for edits to the plan.
If the Project Officer passes all the SRSA Plan RSA’s and approves of the overall justification documentation
analysis, the plan will be approved and will go into an active status. If the Project Officer fails one or more of the
SRSA Plan RSAs, the plan we be returned to the user to edit the failed RSA’s so the plan can be resubmitted.
Below are the steps to edit and resubmit a returned SRSA Plan.
To view the status of your SRSA Plan, navigate to the SRSA Plans Overview page. The SRSA plan will show as
“submitted” while it is being reviewed by DPSD. If the SRSA plan is returned by the Project Officer, the Status will
show as

.

Figure 352: SRSA Plans Overview Page with Submitted SRSA Plan Status

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Figure 353: SRSA Plans Overview Page with Returned SRSA Plan Status

To edit or delete the returned SRSA Plan, click the Actions link under the actions tab.

Figure 354: SRSA Plans Overview Page Action Tab

To edit the returned SRSA plan, the user will select

.

To delete the returned SRSA plan, the user will select

.

If the user selects
the system will remove the SRSA plan and the “create new” button will be enabled to
allow the user to create a new SRSA plan.
If the user selects

the system will navigate the user to the “RSA List” page of the SRSA plan.

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Figure 355: SRSA Plan RSA List Page

The status of the returned SRSA plan RSA’s will be displayed in the RSA list.

Figure 356: SRSA Plan RSA List Page with RSA review statuses

If the Project Officer “Passed” the RSA the status of the RSA will show as
If the Project Officer” Failed” the RSA the status of the RSA will show as
To view the review the comments of the Project Officers decision the user will select
direct you to the manage RSA list of the SRSA plan

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the system will

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Figure 357: SRSA Plan RSA List Page View button

. The system will display the Project Officer review comments at the top of the manage RSA list page.
If the RSA has a status of
the review comment will be show in green. Please note that in order to pass an
RSA, the Project Officer is not required to submit a review comment so this field may display as blank. Project
Officers are only required to provide a decision comment when they

an RSA.

Figure 358: Individual RSA page with a failed RSA status and review comment

To edit the RSA, the user will select

.

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Figure 359: Individual RSA edit button to update failed RSA

The system will direct the user to the Create RSA step for the RSA.
To edit the RSA, follow the user will follow the steps found in section 10.2.2.2 Edit an RSA.

Figure 360: Create RSA page to edit a failed RSA

Once the user is done editing the RSA’s of the SRSA plan and the entire state is covered, the system will direct the
user to the Submit SRSA page.

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Figure 361: Submit SRSA Page

The user will need to attest to the updated plan and provide a final analysis documentation following the same
steps found in 10.3 Submit a SRSA Plan.
To view the new RSA list at any time, the user can select

.

The updated RSA’s will no longer display a review status since they will be resubmitted for review to the Project
Officer.

Figure 362: Manage RSA List with updated RSA’s with no review status

Once the user submits the updated the SRSA plan, the system will navigate to the SRSA Plan Overview Page. The
“Returned” SRSA Plan will now have a status of
. The user will no longer be able to take any actions on
this plan and the SRSA Plan will be reviewed by a Project Officer.

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Figure 363: SRSA Plan Overview Page view of re-submitted SRSA plan

APPENDIX A – NAMING CONVENTIONS
Naming convention guidelines:
•
•
•
•
•

Designation names are limited to 50 characters
Place a dash (-) between the prefix and RSA name
Use a forward slash (/) to separate multiple category/county RSA names
Do not place a space between Prefix and dash
Do not place a space between dash and RSA name.

POPULATION CATEGORY PREFIX
Current Verbiage

Acronym

Low Income

LI

Medicaid Eligible

ME

Medically Indigent

MI

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Current Verbiage

Acronym

Migrant Farmworkers

MFW

Migrant Seasonal Worker

MSW

Homeless

H

American Indian/Alaska Native

AI/AN

Limited English Proficiency

LEP

SERVICE AREA PREFIX
Current Verbiage

Acronym

Service Area

SA

Medical Service Study Area

MSSA

Mental Health Catchment Area

MHCA

FACILITY PREFIX
Current Verbiage

Acronym

State Mental Hospital

SMH

Correctional Facility

CF

Federal Correctional Institution

FCI

Immigration and Customs Enforcement

ICE

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Current Verbiage

Acronym

Federally Qualified Health Center (Supported by
HRSA grants)

FQHC

Rural Health Clinic

RHC

Federally Qualified Health Center – Look alike

LAL

Other Facility

OFAC

DESIGNATION NAME EXAMPLES – GEOGRAPHIC AND POPULATION
Geographic/Population Type

Designation Naming Example

Whole County

Howard County

Multiple Counties

Howard & Montgomery Counties

Low Income

LI-Montgomery County

Medicaid Eligible

ME-Montgomery County

Medically Indigent

MI-Montgomery County

Migrant Farmworker

MFW-Montgomery County

Migrant Seasonal Worker

MSW-Montgomery County

Homeless

H-Montgomery County

American Indian/Alaska Native

AI/AN-Montgomery County

Limited English Proficiency

LEP-Spanish/Aspen Hill

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Geographic/Population Type

Designation Naming Example

Low Income/Homeless

LI/H-Wheaton

Migrant Farmworker/Migrant Seasonal
Worker/Homeless

MSFW/H-Citrus Grove

DESIGNATION NAME EXAMPLES – SERVICE AREA
Service Area Type

Designation Naming Example

Service Areas

Montgomery SA

Mental Health Catchment Area

MHCA 270

Medical Service Study Area

MSSA 100

Low Income/Medical Service Study Area

LI MSSA 100-Los Angeles

DESIGNATION NAME EXAMPLES – FACILITY
Facility Type

Designation Naming Example

State Mental Hospital

SMH-Holy Cross

Correctional Facility

CF-Bowie Prison

Federal Correctional Institute

FCI-Bastrop

Immigration and Customs Enforcement

ICE-Aurora Detention Center

Federally Qualified Health Center

FQHC-Brookside

Rural Health Center

RHC-Tutwiler Clinic

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Facility Type

Designation Naming Example

Federally Qualified Health Center Look Alike

LAL-Greater Fresno Health Organization

Other Facility

OFAC-Starrett City Satellite Office

APPENDIX B – AUTO-HPSA SCORING REQUIREMENTS AND DATA SOURCES

FQHCs and FQHC
LALs
WITH UDS Data

SERVICE AREA
DEFINITION

Scoring Criteria

POP:PROVIDER
RATIO

FQHCs and FQHC
LALs
WITHOUT UDS
Data

RHCs

Primary Care: CTs
overlapping a 30
min travel polygon
around each site in
the organization.

Primary Care: CTs
overlapping a 30
min travel polygon
around one site.

Dental and Mental
Health: CTs
overlapping a 40
min travel polygon
around each site in
the organization.

Dental and Mental
Health: CTs
overlapping a 40
min travel polygon
around one site.

DEFINITION

(Source: UDS) ZIP
Codes with 75% of
patients served
converted to
ZCTAs, service
areas are not
generated by the
system, given
directly from BPHC

NOTES

Each FQHC and
FQHC LAL will be
an organization
with multiple sites.
Service areas are
the same for all
three disciplines
(Dental, Mental,
and PC)

Each FQHC and
FQHC LAL will be
an organization
with multiple site
addresses.

Each RHC will have
one site

Data points
used to find
sub-score

Scored using the
sub-score tables
and algorithms for
HPSA type:
Population Low
Income

Scored using the
sub-score tables
and algorithms for
HPSA type:
Population Low
Income

Scored using the
sub-score tables
and algorithms for
HPSA type:
Population Low
Income

POPULATION

(Source: SDMS)
Population at or
below 200% FPL of
the service area

(Source: SDMS)
Population at or
below 200% FPL of
the service area

(Source: SDMS)
Population at or
below 200% FPL of
the service area

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ITUs
Primary Care: CTs
overlapping a 30
min travel polygon
around one
organization
address.
Dental and Mental
Health: CTs
overlapping a 40
min travel polygon
around one
organization
address.
Each ITU will be an
organization, but
we do not have
individual sites.
Scores will be based
on one address for
each organization.
Some have their
own Lat and Longs,
we want to use
those given to us
and not overwrite
Score using the subscore tables and
algorithms for HPSA
type: Population
HPSA
(Source: SDMS)
Population of
American
Indian/Alaska
Native in the service
area

Bureau of Health Workforce
SDMS PCO Designation Management User Guide
FQHCs and FQHC
LALs
WITH UDS Data

%
POPULATION
AT 100% FPL

ELDERLY AND
YOUTH RATIOS

IMR AND
LBWR

FQHCs and FQHC
LALs
WITHOUT UDS
Data
(Source: SDMS)
Total FTE count of
eligible low income
providers (those
providing service
through Medicaid
OR a sliding fee
scale) in the service
area

RHCs

ITUs

(Source: SDMS)
Total FTE count of
eligible low income
providers (those
providing service
through Medicaid
OR a sliding fee
scale) in the
service area

(Source: SDMS)
Total FTE count of
eligible providers
that serve American
Indian/Alaska
Natives in the
service area

PROVIDERS

(Source: SDMS)
Total FTE count of
eligible low income
providers (those
providing service
through Medicaid
OR a sliding fee
scale) in the
service area

POPULATION
AT 100% FPL

(Source: UDS)
Percent Population
of Patients Served
with Known
Income at or below
100% FPL

(Source: SDMS)
Population at or
below 100% FPL of
the service area

(Source: SDMS)
Population at or
below 100% FPL of
the service area

POPULATION

N/A (no calculation
is happening, the
exact percentage is
being imported
from UDS)

(Source: SDMS)
Population of
American
Indian/Alaskan
Native at or below
100% FPL of the
service area

(Source: SDMS)
PPD of the service
area

(Source: SDMS)
PPD of the service
area

(Source: SDMS) PPD
– American Indian
Alaska Native alone
of the service area

POPULATION
17 AND
UNDER

(Source: UDS)
Number of
patients served age
17 and under

(Source: SDMS)
Population of 17
and under of the
service area

(Source: SDMS)
Population of 17
and under of the
service area

POPULATION
65 AND OVER

(Source: UDS)
Number of
patients served age
65 and over

(Source: SDMS)
Population of 65
and over of the
service area

(Source: SDMS)
Population of 65
and over of the
service area

POPULATION
18-64

(Source: UDS)
Number of
patients served age
18-64

(Source: SDMS)
Population 18-64
of the service area

(Source: SDMS)
Population 18-64
of the service area

BIRTHS

(Source: SDMS)
Estimated births
are not calculated,
IMR and LBWR of
the service is
determined based
on the IMR and
LBWR of the
counties in which

(Source: SDMS)
Calculated based
on births in county
converted to CTs

(Source: SDMS)
Calculated based
on births in county
converted to CTs

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(Source: SDMS)
Population of
American
Indian/Alaskan
Native 17 and under
of the service area
(Source: SDMS)
Population of
American
Indian/Alaskan
Native 65 and over
of the service area
(Source: SDMS)
Population of
American
Indian/Alaskan
Native 18-64 of the
service area

(Source: SDMS)
Calculated based on
births in county
converted to CTs

Bureau of Health Workforce
SDMS PCO Designation Management User Guide
FQHCs and FQHC
LALs
WITH UDS Data
the service area
resides
(Source: SDMS)
Estimated deaths
are not calculated,
IMR and LBWR of
the service is
determined based
on the IMR and
LBWR of the
counties in which
the service area
resides
(Source: SDMS)
Estimated low
birth weight births
are not calculated,
IMR and LBWR of
the service is
determined based
on the IMR and
LBWR of the
counties in which
the service area
resides

FQHCs and FQHC
LALs
WITHOUT UDS
Data

RHCs

ITUs

(Source: SDMS)
Calculated based
on deaths in
county converted
to CTs

(Source: SDMS)
Calculated based
on deaths in
county converted
to CTs

(Source: SDMS)
Calculated based on
deaths in county
converted to CTs

(Source: SDMS)
Calculated based
on LBWB in county
converted to CTs

(Source: SDMS)
Calculated based
on LBWB in county
converted to CTs

(Source: SDMS)
Calculated based on
LBWB in county
converted to CTs

FEMALES 1544

(Source: SDMS)
Count of females
15-44 in each
county and ZCTA

(Source: SDMS)
Count of females
15-44 in each
county and CT

(Source: SDMS)
Count of females
15-44 in each
county and CT

(Source: SDMS)
Count of American
Indian/Alaskan
Native females 1544 in each county
and CT

NEAREST
SOURCE OF
CARE (NSC)

NSC
PROVIDER

(Source: SDMS)
Nearest provider
that serves
Medicaid AND
sliding fee scale
who is not in an
over-utilized area
and who is not in
an inaccessible
HPSA

(Source: SDMS)
Nearest provider
that serves
Medicaid AND
sliding fee scale
who is not in an
over-utilized area
and who is not in
an inaccessible
HPSA

(Source: SDMS)
Nearest provider
that serves
Medicaid AND
sliding fee scale
who is not in an
over-utilized area
and who is not in
an inaccessible
HPSA

(Source: SDMS)
Nearest provider
that serves
American
Indian/Alaska
Native who is not in
an over-utilized area
and who is not in an
inaccessible HPSA

FLUORIDATED
WATER

%
POPULATION
WITH
FLUORIDATED
WATER

Data point
unknown, score
defaults to zero

Data point
unknown, score
defaults to zero

Data point
unknown, score
defaults to zero

Data point
unknown, score
defaults to zero

DEATHS

LOW BIRTH
WEIGHT
BIRTHS

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FQHCs and FQHC
LALs

SUBSTANCE
ABUSE
PREVELANCE

YES / NO

Data point
unknown, score
defaults to zero

FQHCs and FQHC
LALs
WITHOUT UDS
Data
Data point
unknown, score
defaults to zero

ALCOHOL
ABUSE
PREVELANCE

YES / NO

Data point
unknown, score
defaults to zero

Data point
unknown, score
defaults to zero

Data point
unknown, score
defaults to zero

Data point
unknown, score
defaults to zero

OVER
UTILIZATION
CHECK FOR
NSC

Define a service
area for potential
NSCs, and run the
over-utilized check.
For Primary Care:
Service area is
defined by a 30
min travel polygon
around the
provider. For
Dental and Mental
Health: Service
area is defined by a
40 min travel
polygon around
the provider. Use
the population
type and provider
type used in the
pop:provider ratio
above. See MPPs
for over-utilized
ranges

Define a service
area for potential
NSCs, and run the
over-utilized check.
For Primary Care:
Service area is
defined by a 30
min travel polygon
around the
provider. For
Dental and Mental
Health: Service
area is defined by a
40 min travel
polygon around
the provider. Use
the population
type and provider
type used in the
pop:provider ratio
above. See MPPs
for over-utilized
ranges

Define a service
area for potential
NSCs, and run the
over-utilized check.
For Primary Care:
Service area is
defined by a 30
min travel polygon
around the
provider. For
Dental and Mental
Health: Service
area is defined by a
40 min travel
polygon around
the provider. Use
the population
type and provider
type used in the
pop:provider ratio
above. See MPPs
for over-utilized
ranges

Define a service
area for potential
NSCs, and run the
over-utilized check.
For Primary Care:
Service area is
defined by a 30 min
travel polygon
around the
provider. For Dental
and Mental Health:
Service area is
defined by a 40 min
travel polygon
around the
provider. Use the
population type and
provider type used
in the pop:provider
ratio above. See
MPPs for overutilized ranges

INACCESSIBLE
HPSA CHECK
FOR NSC

The following
HPSAs are deemed
inaccessible and
providers in the
any of these
designations
cannot be used as
the NSC:
Geographic HPSA,
Geographic High
Needs HPSA, Low
Income Population
HPSA, Medicaid
Eligible Population
HPSA, Low Income
Homeless
Population HPSA,
Low Income
Migrant
Farmworker

The following
HPSAs are deemed
inaccessible and
providers in the
any of these
designations
cannot be used as
the NSC:
Geographic HPSA,
Geographic High
Needs HPSA, Low
Income Population
HPSA, Medicaid
Eligible Population
HPSA, Low Income
Homeless
Population HPSA,
Low Income
Migrant
Farmworker

The following
HPSAs are deemed
inaccessible and
providers in the
any of these
designations
cannot be used as
the NSC:
Geographic HPSA,
Geographic High
Needs HPSA, Low
Income Population
HPSA, Medicaid
Eligible Population
HPSA, Low Income
Homeless
Population HPSA,
Low Income
Migrant
Farmworker

The following HPSAs
are deemed
inaccessible and
providers in the any
of these
designations cannot
be used as the NSC:
Geographic HPSA,
Geographic High
Needs HPSA, Native
American
Population HPSA

WITH UDS Data

RHCs

ITUs

Data point
unknown, score
defaults to zero

Data point
unknown, score
defaults to zero

Other Rules

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FQHCs and FQHC
LALs
WITH UDS Data
Population HPSA,
Low Income
Homeless Migrant
Farmworker
Population HPSA,
Low Income
Migrant Seasonal
Worker Population
HPSA, Low Income
Migrant Seasonal
Worker Homeless
Population HPSA

FQHCs and FQHC
LALs
WITHOUT UDS
Data
Population HPSA,
Low Income
Homeless Migrant
Farmworker
Population HPSA,
Low Income
Migrant Seasonal
Worker Population
HPSA, Low Income
Migrant Seasonal
Worker Homeless
Population HPSA

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RHCs
Population HPSA,
Low Income
Homeless Migrant
Farmworker
Population HPSA,
Low Income
Migrant Seasonal
Worker Population
HPSA, Low Income
Migrant Seasonal
Worker Homeless
Population HPSA

ITUs

Bureau of Health Workforce
SDMS PCO Designation Management User Guide

APPENDIX C – AUTO-HPSA SUPPLEMENTAL DATA RESCORE: DISCIPLINES AND SUBSCORES TO BE UPDATED BY DATA POINTS ENTERED
The following table indicates which disciplines, and which sub-scores within each discipline, will get updated during
a Supplemental Data Rescore depending on the data points added or updated by a PCO:

MENTAL HEALTH SUBSCORES

DENTAL HEALTH
SUBSCORES
Pop:Provider Ratio
%Population at 100%
Fluoridated Water
NSC Site A
NSC Site B
NSC Site C
Average NSC

PRIMARY CARE
SUBSCORES

Pop:Provider Ratio
%Population at 100%
Substance Misuse
Alcohol Misuse Prev.
Elderly Ratio
Youth Ratio
NSC Site A
NSC Site B
NSC Site C
Average NSC

Facility Data
Submitted by
PCO
Substance
misuse
prevalence
Alcohol
misuse
prevalence
Fluoridated
water
Site A
geolocation
(when service
area is ZCTAs)
Site B
geolocation
(when service
area is ZCTAs)
Site C
geolocation
(when service
area is ZCTAs)
Site A
geolocation
(when service
area is CTs)
Site B
geolocation
(when service
area is CTs)

CORRESPONDING SUBSCORES THAT GET UPDATED

Pop:Provider Ratio
%Population at 100%
IMR or LBWR
NSC Site A
NSC Site B
NSC Site C
Average NSC

PCO
Data
Fields

X
X
X

X

X

X

X

X

X

X

X X

X X X X

X X X

X

X

X

X

X

X X

X

X X

X X X

X

X X

X X

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X

X

X X

X

X X X X

X

X X X

X

X

X

Bureau of Health Workforce
SDMS PCO Designation Management User Guide

PRIMARY CARE
SUBSCORES

DENTAL HEALTH
SUBSCORES
Pop:Provider Ratio
%Population at 100%
Fluoridated Water
NSC Site A
NSC Site B
NSC Site C
Average NSC

MENTAL HEALTH SUBSCORES
Pop:Provider Ratio
%Population at 100%
Substance Misuse
Alcohol Misuse Prev.
Elderly Ratio
Youth Ratio
NSC Site A
NSC Site B
NSC Site C
Average NSC

Facility Data
Submitted by
PCO
Site C
geolocation
(when service
area is CTs)
Site A Primary
Care NSC
Site B Primary
Care NSC
Site C Primary
Care NSC
Site A Mental
Health NSC
Site B Mental
Health NSC
Site C Mental
Health NSC
Site A Dental
Health NSC
Site B Dental
Health NSC
Site C Dental
Health NSC

CORRESPONDING SUBSCORES THAT GET UPDATED

Pop:Provider Ratio
%Population at 100%
IMR or LBWR
NSC Site A
NSC Site B
NSC Site C
Average NSC

PCO
Data
Fields

X X X

X X

X X X

X X
X

X X

X X

X X

X
X

X
X X
X

X
X

X
X X
X

X
X

X
X X

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The following table indicates which disciplines, and which sub-scores within each discipline, will get updated during
a Supplemental Data Rescore of an organization using UDS data depending on the data points added or updated
by POCs:

MENTAL HEALTH SUBSCORES

DENTAL HEALTH
SUBSCORES
Pop:Provider Ratio
%Population at 100%
Fluoridated Water
NSC Site A
NSC Site B
NSC Site C
Average NSC

PRIMARY CARE
SUBSCORES

Pop:Provider Ratio
%Population at 100%
Substance Misuse
Alcohol Misuse Prev.
Elderly Ratio
Youth Ratio
NSC Site A
NSC Site B
NSC Site C
Average NSC

Facility Data
Submitted by
PCO/POC
Substance
misuse
prevalence
Alcohol misuse
prevalence
Fluoridated
water

CORRESPONDING SUBSCORES THAT GET UPDATED

Pop:Provider Ratio
%Population at 100%
IMR or LBWR
NSC Site A
NSC Site B
NSC Site C
Average NSC

Organiza
tion
using
UDS
data

X
X
X

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The following table indicates which disciplines, and which sub-scores within each discipline, will get updated during
a Supplemental Data Rescore of an organization not using UDS data depending on the data points added or
updated by POCs:

X X X
*

MENTAL HEALTH
SUBSCORES

X X
*

X X
* *

DENTAL HEALTH
SUBSCORES
Pop:Provider Ratio
%Population at 100%
Fluoridated Water
NSC Site A
NSC Site B
NSC Site C
Average NSC

PRIMARY CARE
SUBSCORES

Pop:Provider Ratio
%Population at 100%
Substance Misuse
Alcohol Misuse Prev.
Elderly Ratio
Youth Ratio
NSC Site A
NSC Site B
NSC Site C
Average NSC

Facility Data
Submitted by
PCO/POC
Service Areas
(Patients Served
by Zip code)
Substance misuse
prevalence
Alcohol misuse
prevalence
Fluoridated
water
% of Patients
Served With
Known Income At
Or Below 100%
FPL
Patients <18
Patients 18-64
Patients 65+

CORRESPONDING SUBSCORES THAT GET UPDATED

Pop:Provider Ratio
%Population at 100%
IMR or LBWR
NSC Site A
NSC Site B
NSC Site C
Average NSC

Organizati
on using
non-UDS
data

X X
*

X
X
X
X

X

X

X
X X
X

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APPENDIX D – AUTO-HPSA EMAIL NOTIFICATIONS
The table below indicates when email notifications will be sent and to whom:

EMAIL RECIPIENTS
Trigger

Rescore
Initiator

All POCs
associated to org

All PCOs associated
to org state

All POs

POC

Yes

Yes

Yes

PCO

Yes

Yes

Yes

POC
POC
PCO
POC
POC
PCO
POC
PCO

Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes

Yes
Yes
Yes
No
Yes
Yes
Yes
Yes

No
Yes
Yes
No
No
No
No
No

System Data Rescore
POC submits full rescore request and system successfully
rescores
PCO submits full rescore request and system successfully
rescores
Supplemental Data Rescore
POC submits POC-initiated partial rescore request to PCO
PCO submits POC-initiated partial rescore request to PO
PCO submits PCO-initiated partial rescore request to PO
PCO returns POC-initiated partial rescore request to POC
PO approves POC-initiated partial rescore request
PO approves PCO-initiated partial rescore request
PO returns POC-initiated partial rescore request to PCO
PO returns PCO-initiated partial rescore request to PCO

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APPENDIX E – AUTO-HPSA RESCORE SUMMARY PAGE (“REVIEW DATA UPDATES”)

Summary of Updates Submitted for Review
Service Areas
This organization’s service area has been updated. The user entered zip codes and patients served data.

Additional Data
The following data have been updated:
Data Point

Current Designation Value

Rescore Form User-Entered
Value

Alcohol misuse prevalence rate is in
worst quartile for nation/region/state?

Either Yes or No

Either Yes or No

Substance misuse prevalence rate is in
worst quartile for nation/region/state?

Either Yes or No

Either Yes or No

Fluoridated water is available for < 50%
of patient's served?

Either Yes or No

Either Yes or No

% Patients Served Known Income at
100% FPL

Old value (from parent
record)

New value (from rescore
form)

Patients Served Under 18 Years Old

Old value (from parent
record)

New value (from rescore
form)

Patients Served Age 18-64

Old value (from parent
record)

New value (from rescore
form)

Patients Served Age 65 and Over

Old value (from parent
record)

New value (from rescore
form)

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Sites and NSCs
The following site(s) have been updated:
Site 1 Name Site 1 Address
Data Point

Current
Designation Value

Rescore Default
Value

Rescore User-Entered Value

Site Latitude (NOTE: this
only displays if USER
adjusted lat, not if site
regeocode results in new
lat)

[Old Value (parent
record)]

Unavailable

[New User-Entered Value
(from rescore form)]

Site Longitude (NOTE: this
only displays if USER
adjusted long, not if site
regeocode results in new
long)

[Old Value (parent
record)]

Unavailable

[New User-Entered Value
(from rescore form)]

[Discipline Type] NSC

[Old Value (parent
record)]

[New system
default] or N/A

[New User-Entered Value
(from rescore form)] or N/A

NOTE: if user
regeocoded site,
then there would be
new default values,
but if they just
directly modify the
NSC, there wouldn’t
be
[Discipline Type] NSC
Travel Time

[Old Value (parent
record)]

[New system
default] or N/A
NOTE: if user
regeocoded site,
then there would be
new default values,
but if they just
directly modify the
NSC, there wouldn’t
be

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[New User-Entered Value
(from rescore form)] or N/A

Bureau of Health Workforce
SDMS PCO Designation Management User Guide

Data Point

Current
Designation Value

Rescore Default
Value

Rescore User-Entered Value

[Discipline Type] NSC
Travel Distance

[Old Value (parent
record)]

[New system
default] or N/A

[New User-Entered Value
(from rescore form)] or N/A

NOTE: if user
regeocoded site,
then there would be
new default values,
but if they just
directly modify the
NSC, there wouldn’t
be

Site 2 Name Site 2 Address
Data Point

Current Designation
Value

Rescore Default
Value

Rescore User-Entered Value

Site Latitude (NOTE: this
only displays if USER
adjusted lat, not if site
regeocode results in new
lat)

[Old Value (parent
record)]

Unavailable

[New User-Entered Value
(from rescore form)]

Site Longitude (NOTE: this
only displays if USER
adjusted long, not if site
regeocode results in new
long)

[Old Value (parent
record)]

Unavailable

[New User-Entered Value
(from rescore form)]

[Discipline Type] NSC

[Old Value (parent
record)]

[New system
default] or N/A

[New User-Entered Value
(from rescore form)] or N/A

NOTE: if user
regeocoded site,
then there would be
new default values,
but if they just
directly modify the

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Data Point

Current Designation
Value

Rescore Default
Value

Rescore User-Entered Value

NSC, there wouldn’t
be
[Discipline Type] NSC
Travel Time

[Old Value (parent
record)]

[New system
default] or N/A

[New User-Entered Value
(from rescore form)] or N/A

NOTE: if user
regeocoded site,
then there would be
new default values,
but if they just
directly modify the
NSC, there wouldn’t
be
[Discipline Type] NSC
Travel Distance

[Old Value (parent
record)]

[New system
default] or N/A
NOTE: if user
regeocoded site,
then there would be
new default values,
but if they just
directly modify the
NSC, there wouldn’t
be

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[New User-Entered Value
(from rescore form)] or N/A

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APPENDIX F – RESCORING AUTO-HPSA ORGANIZATIONS LOCATED IN A U.S. TERRITORY
SDMS offers an alternative rescore workflow to accommodate Auto-HPSA Organizations that are located in a US
Territory without ACS (American Community Survey) and CDC (Centers for Disease Control) data. While the
workflow follows the same rules and scoring criteria, the system allows for users to enter data during the rescore
process that SDMS would usually source from the standardized data within the system. This workflow applies to
Organizations within the following Territories:
•
•
•
•
•
•
•

American Samoa
Federated States of Micronesia
Guam
Marshall Islands
Northern Mariana Islands
Palau
United States Virgin Islands

PCOs and POCs will have the ability to initiate a System or Supplemental Data Rescore. Please refer to section 7.1.1
System Data Rescores and 7.1.2 Supplemental Data Rescores for detailed instructions on how to initiate each
rescore type.

USER NOTES
This section only highlights the unique aspects of the Auto-HPSA Rescore functionality for Organizations referred
to above. For additional information on initiating, submitting, and reviewing an Auto-HPSA Rescore, see section 7.
Rescoring Automatic Facility HPSAs (Auto-HPSAs).

Appendix F.1: Supplemental Data Rescores
Supplemental Data Rescores offer PCOs and POCs to enter or modify specific data points. For Organizations being
rescored using the Auto-HPSA Territory Interface, PCOs will be able to enter and modify all data points, including
those that would typically be restricted to POCs (such as Service Areas). This is to allow PCOs to act on behalf of
POCs if necessary.
Once a Supplemental Data Rescore is initiated, the user will be faced with the following tabs:

Figure 373 Auto-HPSA Territory Tabs Available to PCO during a Rescore

Appendix F.1.1 Service Areas
Auto-HPSA Organizations located in a Territory without ACS or CDC data have service areas created out of County
geo-components, rather than ZCTA (Zip codes) or Census Tracts. SDMS will automatically populate a list of
Counties within the given territory. A Service Area must be created using Counties regardless if the Organization is
reporting UDS data.

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Figure 374 Service Area Selection - List of Counties within the Territory

The “Save Progress” and “Clear” buttons will become enabled when at least one County has been added or
removed from the Service Area by selecting/deselecting the checkbox. When the “Save Progress” button is
engaged, the Service Area changes will be saved, and both the “Save Progress” and “Clear” buttons will become
disabled again. The “Clear” button will cancel any unsaved changes and display the Counties included the Service
Area the last time the progress was changed
Reviewing a POC Initaited Supplemental Data Rescore – Service ArEas
When reviewing the Service Area of a POC initiated Supplemental Data Rescore, the tab will be read-only for the
PCO to review. The boxes are presented with a gray shading to indicate that they are not editable, and selecting a
checkbox will not result in any action.

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Figure 375 Read-Only Service Area Tab for POC Submitted Rescore

Appendix F.1.2 Additional Data
Additional Data allows PCOs to enter information on the Dental and Mental Health Data, Population Data, and
Population and Organization Specific Data.

DENTAL AND MENTAL HEALTH DATA

Figure 376 Dental and Mental Health Data Indicators

In this sub-section, the PCO may update the following Dental and Mental Health Data indicators:
•
•
•

Fluoridated water available for <50% of patients served?
Alcohol misuse prevalence rate is in worst quartile for nation/region/state?
Substance misuse prevalence rate is in worst quartile for nation/region/state?

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The system will display the current designation value (yes or no). If no changes are required, the user may proceed
to another tab. If the user makes any changes to these data points, supporting documentation is required (see
7.1.2C Supporting Documents).

INSTRUCTIONS
To update Dental and Mental Health Data:
1.
2.
3.
4.

Click on the “Additional Data” tab in the Supplemental Data Rescore Form.
Click “Yes” or “No” for any indicators that have changed.
Click “Save Progress”.
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.

POPULATION DATA – NON-UDS ORGANIZATIONS
For a UDS reporting Auto-HPSA Organization, the sub-section directly below Dental and Mental Health Data is the
Population Data section. Here, users will be prompted to provide Population and Demographic data that would
normally be sourced from SDMS, however is not available due to the location of the Organization.

Figure 377 Population Data Section for a Territory Auto-HPSA

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In this sub-section, the PCO will be prompted to provide the following Data Points for the Service Area of the
Organization:
•
•
•
•
•
•
•

Population for whom Poverty is Determined
Population at 200% FPL (FQHC, FQHC LAL, RHC Organizations only)
Population AI/AN Alone (ITU Organizations only)
Number of Infant Deaths
Number of Infant Births
Low Birth Weight Births
Female 15-44 Years

All fields with a red asterisk (*) are required and the user will not be able to proceed until each field is populated.

INSTRUCTIONS
1.
2.

3.
4.

Navigate down to the “Population Data” section
Each field is populated with the data that was used during the last Auto-HPSA Rescore. For the data that
has changed, enter the new value. The value entered must be an integer.
Click “Save Progress”
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.

POPULATION DATA – UDS REPORTING ORGANIZATIONS

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Figure 378 Population Data for a UDS Reporting Territory Auto-HPSA Organization

Auto-HPSA Organizations reporting UDS data will have an expanded Population Data section. This expanded
section includes the following required fields:
•
•
•
•
•
•

Population for whom Poverty is Determined
Population at 200% FPL
Number of Infant Deaths
Number of Infant Births
Low Birth Weight Births
Female 15-44 Years

The below field is optional for UDS Organizations. They will not be used for scoring if they are provided, however
PCOs can provide for display or traceability purposes
•

Population at 100% FPL

The following three age demographic fields must either all be provided or all empty. If all 3 data points are not
either empty or populated, the “Save Progress” button will be disabled until corrected. UDS organizations will not
use these data points for scoring if they are provided, however PCOs can provide for display or traceability
purposes.

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•
•
•

Population Under 18 Years Old
Population 18-64 Years
Population 65 Years and Older

All fields with a red asterisk (*) are required and the user will not be able to proceed until each field is populated.

INSTRUCTIONS
1.
2.

3.
4.
5.

Navigate down to the “Population Data” section
Each field is populated with the data that was used during the last Auto-HPSA Rescore. For the data that
has changed, enter the new value. The value entered must be an integer.
Determine if the age demographic data will be provided. If so, ensure all three fields are populated.
Click “Save Progress”
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.

POPULATION AND ORGANIZATION SPECIFIC DATA – NON-UDS REPORTING
ORGANIZAITON
For Organizations that are not Reporting UDS data, a 3rd section will appear under the Population Data section:
Population and Organization-Specific Data.
The first set of Radio Buttons displayed are associated with what data will be used for Known Income at 100% FPL.

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Figure 379 Population and Organization-Specific Data Section

Feature
1. Population Known Income
at 100% FPL

Description
The user should enter an integer in this field that reflects the number of
individuals within the indicated Service Area with a known income at or
below 100% FPL
This field will only display if the Known Income at 100% FPL “Population
Data” or “Both” radio buttons are selected.

2. % Patients Served with
Known Income at 100% FPL

The user should enter a value between 0 – 100 in this field that reflects the
percentage of patients served whose income is at or below 100% FPL
This field will only display if the Known Income at 100% FPL “Patients Served
Data” or “Both” radio buttons are selected.

3. Population
• Under 18 Years
• 18 to 64 Years
• 65 Years and Older

The user should enter an integer in these fields that reflects the number of
individuals in each age demographic range in the indicated Service Area.
This field will only display if the Age Demographic “Population Data” or
“Both” radio buttons are selected.

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Feature
4. Patients Served
• Under 18 Years
• 18 to 64 Years
• 65 Years and Older

Description
The user should enter an integer in these fields that reflects the number of
individuals in each age demographic range in the indicated Service Area.
This field will only display if the Age Demographic “Population Data” or
“Both” radio buttons are selected.

INSTRUCTIONS
1.

2.
3.
4.
5.
6.

Using the Radio buttons, indicate if the Known Income at 100% FPL data will be provided using
Population, Patients Served Data, or Both.
Fill out the data fields that are displayed under the selected radio button. All fields displayed are required.
Once complete, proceed to the next set of radio buttons for the Age Demographic Data. Using the radio
buttons, indicate if you wish to provide Population, Patients Served Data, or Both.
Fill out the data fields that are displayed under the selected radio button. All fields displayed are required.
Click “Save Progress”
Navigate to the “Supporting Documents” tab to upload any supporting documentation justifying your data
updates.

USER NOTES
•

•
•
•

The “Save Progress” button will remain disabled until there are unsaved changes on the page that need to
be saved. If the button is enabled, it indicates that the user has unsaved changes.
Supporting documentation is required for any updates you make to the data.
If the user attempts to navigate away from the page with unsaved changes, a system warning will pop up
indicating that there are unsaved changes.
If “Both” is selected for either Known Income at 100% FPL or Age Demographic Data, Patients Served data
will be used for scoring.

Reviewing a POC Initiated Supplemental Data Rescore – Additional Data
When reviewing a POC Initiated Supplemental Data rescore, PCOs will only have the ability to modify the Dental
and Mental Health Data. All other data will be displayed as read-only. These fields will not be editable and will be
grayed out to indicate their ‘read-only’ state. For in-depth instructions on reviewing POC Initiated Supplemental
Data Rescores, see section 7.2 Managing and Reviewing Supplemental Data Rescores. If changes are needed,
please refer to section 7.2.8B Returning POC-Initiated Rescores to POCs.

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Figure 380 Read-Only Additional Data Tab for POC Submitted Rescore

Figure 381 Read-Only Population and Organization Specific Data for POC Submitted Rescore

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