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Home Care Registry (HCR)Chapter 594 of the Laws of2008 establishes the HCR, aweb-based registry of allpersonal care and homehealth aides who havesuccessfully completed apersonal care aide or homehealth aide training programapproved by either the NewYork State Department ofHealth (DOH) or the NewYork State EducationDepartment (SED). The following abbreviations appear throughoutthis User Manual:NYSDOH/DOH – New York State Department ofHealthNYSOLTC/OLTC – New York State Office ofLong Term CareNYSED/SED – New York State EducationDepartmentHCR – Home Care RegistryHCS– Health Commerce SystemHCSA – home care services agencyPCA/HHA – personal care aide/home health aidePCATP – personal care aide training programHHATP – home health aide training programNurse InstructorPCATPs and HHATPs mayhave more than one Nurse Instructor. For PCATPs, the Nurse Instructor is theregistered nurse who teaches personal care skills. She/he must be currently licensedand approved by the Home Care Registry program. For HHATPs, the Nurse Instructoris any registered nurse who teaches a portion of the HHATP curriculum, other than theSupervising Nurse. The minimum qualifications of an HHATP Nurse Instructor are twoyears' experience as a registered professional nurse, one of which is in the provision ofhome health care services in an Article 36 or 40 approved agency or its equivalent forout-of-state home care agencies. HHATP Nurse Instructors must be approved by theRegional Office.Official Agency DesigneeOnly HHATPs have an Official Agency Designee, whose signature appears on allHHATP certificates. HHATPs may have more than one Official Agency Designee.Senior OfficialBoth HHATPs and PCATPs must designate at least one Senior Official. This personmust be authorized to execute a legally binding instrument on behalf of the operator ofthe home care agency or owner of the training entity. The Senior Official is required tosign a written sworn statement, made under penalty of perjury and notarized, certifyingthat each person listed on the Certification Form has successfully completed thetraining. The Certification Form identifies each aide by name, address, date of birthand date on which such training was successfully completed. It also indicates whetherthe training was PCA or HHA. Training programs are required to keep the signedCertification Forms on file and provide them when requested by the DOH or SED.Home Care Registry User Manual 3.79

Supervising NurseThe Supervising Nurse is the registered nurse responsible for the supervised practicalportion of home health aide training. HHATPs may have more than one SupervisingNurse. The minimum qualifications of a Supervising Nurse are 2 years’ experience asa registered professional nurse, of which one year is in the provision of home healthcare services in an Article 36 or 40 approved agency or its equivalent for out-of-statehome care agencies. Supervising Nurses must be approved by the Regional Office.Home Care Registry User Manual 3.710

Section 1: Home Care Registry Data EntryGroup1. Trained in a classstarting on or after9/25/09 and notlisted in HCR.What DataMust Be Entered?Class information;trainee’s name and dateof birth.By When?Within ten (10) businessdays of start of class. Dayone (1) is first day of class.By Whom?Only the trainingprogram can entertraining informationfor this group oftrainees.2. Trained in a classstarting on or after9/25/09 and notlisted in HCR.Rest of personalinformation on aide otherthan name and date ofbirth.Within ten (10) businessdays of successfulcompletion of the trainingprogram. Day one (1) isthe day the aidesuccessfully completes thetraining program.Only the trainingprogram can entertraining informationfor this group ofaides.3. Trained in a classstarting on or after9/25/09 and listed inHCR.Only employmentinformation. Aides in thisgroup are already listedin the HCR. If the aide isnot listed in the HCR, thetraining program must betold to enter the aide’spersonal and traininginformation. Theemployer cannot do it.Personal, training andemployment information.Within ten (10) businessdays of employment. Dayone (1) is any day betweenthe day that the employer isreasonably sure it is goingto hire the aide, and the firstday that the aide works forpay for the employer.Employer.By 9/25/10.Employer of recordon 9/25/09.Personal, training andemployment information.Prior to providing homecare services.First employer onor after 9/26/09.Current employmentinformation.Within ten (10) businessdays of employment. SeeGroup 3 for definition of dayone (1).Current employer.4. Trained in a classthat started before9/25/09, employed on9/25/09, and notlisted in the HCR.5. Trained in a classthat started before9/25/09, notemployed on 9/25/09,and not listed in theHCR.6. Trained in a classthat started before9/25/09, not employedon 9/25/09, and listedin the HCR.Home Care Registry User Manual 3.711

Section 2: Training Entity ProceduresInstructions for HHATPs and PCATPsSearch for a RegistrantAdd a ClassAdd a Student to a ClassApprove a StudentEnter the Successful Completion Date for CertificationReprint Certification FormsEdit Certification FormChange the Methodology of a ClassUpdate Class Start Date and TimeUpdate Class InstructorUpdate the Class LocationClose a ClassReopen a Closed ClassUn-approve a StudentUn-certify a StudentReprint the Certification Form after Un-certifying a StudentPrint a CertificateReprint CertificatesRemove or Add a CertificateData Corrections for Training ProgramsAdd a Senior Official or Official Agency DesigneeEdit a Senior Official or Official Agency DesigneeHome Care Registry User Manual 3

Instructions for HHA and PCATraining ProgramsWhat you need to use the HCR: Computer HCS access and account Roles assigned by HCS Coordinator Written policies and procedures regarding the HCR Important Reminders for Setting up a ClassOnly for classes that begin on or after September 25, 2009, enter class start date,time and methodology, and choose the corresponding instructor from the drop-downmenu in the HCR.Then enter name and date of birth for each person in the class within 10 businessdays of class start date. Day one is class start date.Print and execute the Certification Form within 10 business days of the day that thestudent successfully completes the training program. Day one is the day the studentsuccessfully completes training. The Certification Form is a list of students whohave successfully completed training.Print, sign and present certificates to each aide listed on the Certification Form within10 business days of the date the Certification Form is executed (i.e., printed, signedand notarized.) Day one is the date the Certification Form is executed. Print andsign a second set of certificates to keep on file.Retain the Certification Form and all original signed certificates, as well asdocumentation that each trainee’s identity has been verified.Home Care Registry User Manual 3.714

Search for a RegistrantSearch for a Registrant Search View Selected ResultsFrom the home page, click “Search for a Registrant.”To search for a Registrant, enter the information you have, such as RegistryNumber, DOB, Last Name, etc., and click “Search.”Home Care Registry User Manual 3.715

If you wish to search by the training entity or the home care services entity, click“Show Advanced Search” to bring up those search options. Choose the trainingentity or home care services entity by finding the desired entity in the list andclicking on it. Then click the “Search” button.Click on the top box to remove the checks from all the search results. Then clickon the check box next to the registrant you wish to view. Click on “View SelectedResult(s)” to bring up the registrant’s profile.Home Care Registry User Manual 3.716

Add a Training SiteJump to My Training Entity General Add Training Site AddTraining Site Details SaveClick on “Jump to my Training Entity(s)”The approved training programs for your agency are listed below. Click on “AddTraining Site”Home Care Registry User Manual 3.717

Add Training Program Details Double check your data before hitting “save”. As of now, there is no optionto “edit”, so please be accurate!Training Program Created Successfully Now you can add classes and students If you have just received approval and this is your first training program site,you will now need to contact DOH Staff to input your Training Program Personnel(Nurse Instructors, Supervising Nurse, Director/Coordinator).Home Care Registry User Manual 3.718

Add a ClassJump to my Training Entity Programs Show Add ClassClick “Jump to my Training Entity(s).”Click the “Programs” tab. Incorrect information here? Contact your Regional Office or SED contact.Home Care Registry User Manual 3.719

Click “Show” next to the program to which you want to add a class. These fields are pre-populated.NotesHome Care Registry User Manual 3.720

Add info in the boxes highlighted and click “Add Class” button. Verify your TrainingProgram from the ToolBar on the right.The Training Class has been added successfully.Home Care Registry User Manual 3.721

Add a Student to a ClassJump to My Training Entity General Programs Show ProgramClasses Show Class Roster Add Student No Match Student RosterFrom the landing page, click “Jump to my Training Entity(s).”From the Training Entity General Information page, click the “Programs” tab.Home Care Registry User Manual 3.722

From the Training Programs page, click “Show” next to the program to which astudent is to be added.Click “Show” next to the class to which a student is to be added.Home Care Registry User Manual 3.723

Enter the student last name, first name, date of birth and click the “Add Student”button.If aide is not found, click “No Match.”Home Care Registry User Manual 3.724

On the Training Programs Student page, click “Save.”Home Care Registry User Manual 3.725

The student has been saved successfully.Home Care Registry User Manual 3.726

Important Reminders for Approving a StudentOnly the designated Senior Official can approve a student’s successful completion ofa class, and this must be done within 10 business days of completing the class.All approved students’ names will be printed on the Certification Form.The Certification Form must be signed and notarized by the Senior Official within 10business days of the day that the student successfully completes the trainingprogram.The Certification Form must be kept on file along with documentation that the aide’sidentity was verified.Approve a StudentJump to My Training Entity General Programs Program Classes Class Roster Edit Student Approve SaveFrom the “Class Roster” page, click “Edit” next to the student who is to beapproved.Home Care Registry User Manual 3.727

On the “Training Programs Student” page, fill in all required fields, select theappropriate name from the drop down menu next to “Course completed andapproved by” and then click “Save.”Home Care Registry User Manual 3.728

The student status now shows “Approved.”Home Care Registry User Manual 3.729

Enter the Successful Completion Date forCertificationCertification Senior Official Successful Completion Date PrintCertification SheetTo certify to a student’s successful completion, the Home Care Registry TrainingProgram Updater clicks on “Certification:”The next steps are to select the Senior Official, enter the date the student successfullycompleted the training program and then click “Print Certification Sheet.”Click “Certification.”Select a Senior Official.Enter the successful completion date. Check the spelling of all namesbefore printing the CertificationForm! Names on certificates willbe spelled the way they arespelled on the Certification Form.Home Care Registry User Manual 3.7Click “Print Certification Sheet.”30

From the Certification page, click the “Download Certification” button.“Save” the file and then “Open” to verify the name(s) on the Certification Form andprint; this form must be signed by the Senior Official and notarized.Home Care Registry User Manual 3.731

This Certification Form is signed by the Senior Official under penalty of perjuryand must be notarized. Don’t forget! The Certification Form must be executed within 10 business daysof the day the student successfully completes the training program. Certificatesmust be printed, signed and given to aides within 10 business days of execution ofthe Certification Form. What does successfully complete mean? For purposes of executing theCertification Form and giving signed certificates to aides, successfully completed orsuccessful completion means, in connection with personal care aide training, thetrainee has completed the forty hour home care curriculum and passed the homecare curriculum evaluations or, alternatively, the trainee has passed the alternativecompetency demonstration administered by a DOH approved PCATP. Inconnection with home health aide training, it means the trainee has completed theforty hour home care curriculum and thirty-five hour home care health related taskscurriculum and passed the home care curriculum and home care health relatedtasks curriculum evaluations or, alternatively, that the trainee has passed acompetency evaluation program administered by a DOH approved HHATP.Notes:Home Care Registry User Manual 3.732

Reprint Certification FormsCertification Reprint Certification Form Print Certification Open PrintFrom the Training Class Certification Queue page, click “Reprint Certification Form”from the Tool Bar on the right.Click “Certification.”Click “Reprint Certification Form.”On the left, locate the date of the certification that needs to be reprinted and click“Print Certification” on the right.Home Care Registry User Manual 3.733

Click “Open.”Click the printer icon to print the Certification Form.Home Care Registry User Manual 3.734

Edit Certification FormJump to my Training Entity(s) Certification Reprint Certification Form Edit Print Certification Sheet Download Certification Open/Save PrintJump to my Training Entity(s)Click the Certification tab and then click the “Reprint Certification Form” link fromthe Tool Bar on the right.Home Care Registry User Manual 3.735

On the Reprint Certifications page, click the Edit button across from the date oforiginal certification.Make the changes needed and then click “Print Certification Sheet.”Home Care Registry User Manual 3.736

Click the “Download Certification” button.Click “Open” or “Save.”Click the printer icon at the top left of the screen.Home Care Registry User Manual 3.737

Change the Methodology of a ClassJump to my Training Entity(s) Programs Show Edit Select SaveJump to my Training Entity(s).Click “Programs.”Home Care Registry User Manual 3.738

Click “Show.”Click the Edit button next to the class needing the methodologychange.Home Care Registry User Manual 3.739

Select the methodology from the dr

Introduction to the New York State Home Care Registry The Law Chapter 594 of the Laws of 2008 establishes the HCR, a web -based registry of all . care or home health aide training program to access the HCR and view all of the training program information that it contains. This person can add classes and students