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This module has been made available as of August 2nd, 2019. 

Introduction

HCCN PHC Management Module

The Health Center Controlled Network (HCCN) Participating Health Center (PHC) Management module is a post-award functionality within the HRSA Electronic Handbooks (EHBs) that allows HCCN grantees to view real-time details and statistics of their PHC network and submit changes in their network to HRSA for review.

HCCNs awarded as part of the Competing Funding Opportunity HRSA-19-011 and HRSA-22-009 can view their network details, modify in-network PHC details, or request modifications (by adding new and/or rescinding existing PHCs) via the HCCN PHC Management module in EHBs.

If the network modification request is approved, the changes requested by the awardee will be reflected in the system immediately. Approved requests will also result in a notice of award (NoA) with condition(s) if any or all of the following funding requirements are not satisfied:

  • HCCN maintains minimum of 10 PHCs in network;
  • 51% of PHCs must be Health Center Program award recipients;
  • HCCN maintains its application approved funding tier.

Notes:

  • If an HCCN maintains fewer than 10 PHCs for a period of longer than 90 days, HRSA may discontinue HCCN funding.
  • HCCN award amounts will not be adjusted for additional PHCs added during the project period.
  • If an HCCN maintains fewer PHCs than its application approved funding tier for a period of longer than 90 days, HRSA may reduce HCCN funding.

Prerequisites

The HCCN PHC Management functionality, by default, is available to the Project/Program Director (PD) associated to the HCCN. You must ensure that the PD is registered and active within EHBs.

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The below User Guide provides step by step instructions for HCCN grantees on how to submit changes (add and/or rescind PHCs) in their network to HRSA for review. 

HCCN PHC Management - Grantee User Guide



Navigating the HCCN PHC Management Module

This section shows you how to access real-time details of the networks, initiate, and submit the Update HCCN PHC's Request to HRSA.

Accessing the PHC Management Module

1.From the EHBs homepage, click the Grants tab to view a list of all grants in your portfolio. 

Screenshot of Grant tab on navigation bar

2.

Click Grant Folder under the Options column for the HCCN (H2Q or U86) grant that you want to review. 

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If you do not see an HCCN (H2Q or U86) grant, you will need to add the grant to your EHBs profile. The following video provides instructions on adding grants: Video - How to Add a Grant to the EHBs Portfolio. 

Screenshot of My Grant Portfolio page and Grant Folder link

3.You can also click the drop-down arrow next to Grant Folder to quickly take an action or view supporting documents that are attached to the specific grant.

Screenshot of Grant Folder drop down menu selections

4.

Under the Requests section click View More to view all items. 

Screenshot of Grant Folder navigation page

5.Click Manage HCCN PHCs to navigate to the Manage HCCN PHCs page.

Screenshot of Grant Folder Requests list showing Manage HCCN PHCs

PHC Management Sections Overview

1.Select Award to View PHCs Details: Provides the convenience of switching between PHC networks under different HCCN awards directly from this page, when you are concurrently managing PHCs under different HCCN awards.
2.Header: Lists all important attributes related to the HCCN grant.
3.

Resources: Lists applicable links related to the funding opportunity for the HCCN grant . You can view all Update HCCN PHCs Request(s) through the History tab. 

4.HCCN Statistics and PHCs Details: Displays the key network statistics and the list of PHCs associated to the network real-time. 
5.Update HCCN PHC(s) Request: Allows the authorized user to initiate modifications to the network via the Add PHC and Rescind PHC actions. 

Screenshot of Manage HCCN PHC page sectionsImage Modified

HCCN Statistics Section

Displays key network statistics in real-time.

Screenshot of HCCN Statistics bar

1.Total PHCs: Number of active PHCs currently in your network.
2.Total Health Center Awardees: Number of Health Center awardees in your network (percentage of total PHCs).
3.Total Look-Alikes: Number of Look-Alike (LAL) designees in your network (percentage of the Total PHCs).
4.Application Approved Funding Tier: Funding Tier for which the HCCN was approved as part of the Competing Funding Application (determined by the Total PHCs in your network as part of the application). This tier will not change, as it will always show the initial tier at which the HCCN was approved. 
5.Current Tier: Current Tier of network (determined by the Total PHCs in your network as of access date). This tier may change if PHCs are added or rescinded, causing the tier to increase or decrease.
6.Average Days in Network: Average of the total number of days of all the PHCs currently in your network.

PHCs Details Section

Displays a list of all PHCs currently in your network. You can modify attributes of a PHC by clicking Modify under the Options column for a specific PHC and completing the details in the pop-up window.  Don't forget to click Save and Continue once you complete all changes. 

Screenshot of PHCs Details section

You can also click the drop-down arrow next to Modify to quickly take an action or view supporting documents that are attached to the specific PHC.

Screenshot of PHCs Details - Modify link drop-down menu
1.

Effective Start Date: This is required and must be between HCCN project period start date and present day.


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If you change the Effective Start Date, the Average Days in Network on the HCCN Statistics page will automatically update. 

Screenshot of Modify PHC page when adding or editing a PHC

2.Signed Memorandum of Agreement (MOA) Letter: This is optional for current PHCs, but is required when adding new PHCs.
3.Signed Cover Letter: This is optional for current PHCs, but is required when adding new PHCs.
4.Other Attachments: This is for any other relevant documentation you want to provide.

Update HCCN PHCs Request Section

You can request modifications (Add new PHCs or Rescind existing PHCs) through the Update HCCN PHCs Request section. Once created, the tracking number will be displayed here as well. 

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Once a request is submitted, you are not able to submit a new request until HRSA has either approved or disapproved the initial request. Therefore you will not see the Add or Rescind PHC buttons while the initial request is under review.

Adding a new PHC

1.Click the Add PHC button.


Screenshot of Update HCCN PHC Request section showing Add PHC button

2.

The Add Participating Health Centers (PHCs) page will display all of the PHCs and Look-Alike PHCs that are active (project period has not ended). Click Add under the Action column for the specific PHC you are interested in adding to your network. 

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You can only add a PHC if the PHC Status is Available. This means the PHC is active, not currently in another network, and not already added to your request or any other submitted request.

Screenshot of Add PHC page with the list of PHCs
3.

Close the pop-up window after you receive the banner confirming the PHC has been moved to your request tracking list.


Screenshot of Success page after selecting a PHC to add

4.

In the Request Tracking section, click Update under the Options column to complete the details for the new PHC. The Modify Participating Health Centers (PHCs) pop-up will then be available for you to complete the details for the PHC. The detail areas you need to complete are explained in the PHCs Details section above. Don't forget to click Save and Continue once you have made all changes. 


Screenshot of Request - Tracking Number page to see PHCs in process

5.

You can also click the drop-down arrow next to Update to quickly take an action or view documents. 

Screenshot of Update drop-down menu options from Request Tracking page

Rescinding a PHC

1.Click the Rescind PHC button.

Screenshot of Update HCCN PHC Request section with Rescind PHC button

2.

The Rescind Existing Participating Health Centers (PHCs) page will display a list of your PHCs and Look-Alike PHCs. Click Rescind under the Action column for the PHC you would like to rescind.


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If you accidentally select the wrong PHC, you can delete the item from the Request Tracking list before submitting it to HRSA for review. 

Screenshot of Rescind existing PHCs page with list of PHCs that can be rescinded

3.Close the pop-up window after you receive the banner confirming the PHC has been moved to your request tracking list.

Screenshot of Rescind PHC Success message

4.

Click Update under the the Options column to complete the details for the PHC you are rescinding. 

Screenshot of Request - Tracking Number page to see PHCs in process

5.You can also click the drop-down arrow next to Update to quickly take an action or view documents. 

Screenshot of Update drop-down menu options from Request Tracking page

6.

The Modify Participating Health Centers (PHCs) pop-up will then be available for you to complete the details for the PHC. Don't forget to click Save and Continue once you have made all changes. 


Screenshot of Modify PHCs page when rescinding a PHCImage Modified

7.Effective End Date: This field only populates when you Rescind a PHC, and is required.
6.Signed Rescind Letter: This field only populates when you Rescind a PHC, and is required.

Reviewing and Submitting the Update HCCN PHCs Request Section

Once the PHC Details Status column shows Complete for all PHCs you are working on, you are able to review and submit the request to HRSA. 

Screeshot of Request - Tracking Number page showing details complete

Click the Review button on the bottom of the screen to view the PHC details. 

This will bring you to the Update HCCN PHCs - Confirm page.

Screenshot of Update HCCN PHCs Confirmation page

1.Header: Lists important attributes related to the HCCN grant.
2.Resources: Lists the applicable links related to the funding opportunity for the HCCN grant and the prior Update HCCN PHCs Request(s).
3.Request-Tracking #: Lists all the PHCs added to the request in a read-only mode.
4.Health Center Controlled Nework (HCCN) Details: Displays the Current (As-Is) statistics of the network and the Proposed (To-Be) statistics if the request is approved by HRSA.
5.Grantee Comments: This is an optional text field (maximum of 5,000 characters) used to provide additional details regarding the request, if any.
6.

Cancel Button: This will take you back to the Manage Health Center Controlled Network (HCCN) - Participating Health Centers (PHCs) page.

7.Confirm Button: This submits the ‘Update HCCN PHC(s) Request’ to HRSA.
After reviewing the information, click the Confirm button to submit the request to HRSA. Once submitted, you are not able to make any changes. 
You will receive a confirmation message alerting you that the submission is in process.

Screenshot of Submission confirmation success messageImage Modified

Once HRSA has approved or disapproved the submission, you will receive an email notification. 
To access and resubmit the request after a change has been requested by HRSA, navigate back to the Manage Health Center Controlled Network (HCCN) - Participating Health Centers (PHCs) page (by following the steps in the Accessing the Module section above).