How to Use the HCCS LRMS

Health Care Compliance Strategies, Inc. 30 Jericho Executive Plaza • Suite 400C • Jericho, New York • 11753-1098 Phone: (516) 478-4100 • Toll Free: (877) 933-4227 www.hccs.com

Last Updated: August 21, 2013

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What does the HCCS Learner Reporting and Management System (LRMS) do? The HCCS Learner Reporting and Management System (LRMS) enables HCCS clients to view and monitor the status of their courseware users. It allows you to search for a specific user by First Name, Last Name, HCCS User ID, Institution Assigned Unique ID, and/or Department name, or any combination of the above search fields. The LRMS displays a myriad of data about the user(s) including Last Session Date, Completed (Yes/No), User-Selected Curriculum Track, Date of Courseware Completion, and Electronic Signature Date. How to Log in:  Go to the HCCS homepage at http://www.hccs.com and scroll down to the bottom of the screen. Click “Client Access” at the right hand corner.

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From the drop down box, choose your desired type of connection: “Secure” or “Standard”. "Secure" uses HTTPS 128-bit encryption for added security.

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A login prompt appears:

Enter the login information for your institution. User Name: Password:

Login information has been provided to you by HCCS under separate cover.

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Tips & Tricks For Using The Learner Reporting and Management System

A video tutorial for the LRMS is available once you have logged in to the LRMS. Simply click on the "TUTORIAL" link on the top of the page.

On the following pages is a list of Frequently Asked Questions for the LRMS.

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How do I perform custom searches and sorts? Searching for individual learners and groups of learners: The HCCS Learner Reporting and Management System (LRMS) allows you to search for a specific learner by First Name, Last Name, HCCS User ID, Institution Assigned Unique ID, and/or Department name. You can also use combinations of the above search fields. Start by selecting the "User Status" tab on the top of the browser window:

1. Select the Course (If you have more than one HCCS course, you can limit the search to a single course or keep the default selection “all courses” by selecting or de-selecting the course identified on the LRMS.):

2. Check or uncheck the search filters:

For example: uncheck “Include Previous Year Data” if you wish to not include the previous year’s data in the search results or if you cannot find a learner, please check the “Include Terminated Users” and then search again. 3. Enter the search criteria: Example 1: To find all learners with the last name "Smith", just type "Smith" into the Last Name field and hit the button labeled "Search".

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Example 2: To find all learners with the first name "John" AND last name "Smith", type "John" in the First Name field and "Smith" into the Last Name field and hit the button labeled "Search".

Example 3: If you have a learner's HCCS User ID, simply type the ID number into the "HCCS User ID" field and hit the button labeled "Search". Information on that specific learner will be returned. There is no need to type their First and Last name into the interface.

Example 4: To find all learners in the department "SM-Pediatrics-General", just type " SM-Pediatrics-General" into Department field and hit the button labeled "Search". The entire department listing will be returned.

Wildcard character (*): There may be times when you do not know the full spelling of a learner's name or ID. You can use the "*" character as a wildcard. Example 1: If your want to search for learner John Smith, but you are not sure how to spell the first or last name: You can type in First Name box: J* or *hn You can type in Last Name box: Smi* Note: that you can also use the "*" character in the beginning or middle of a search string: "*hn" would find matches like "John" and "Vaughn". "*mit*" would match names like "Smith", "Mitman", and "Schmitt".

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Navigating the Search Results: Basic demographic information about the learner is displayed as part of the results returned by any search; for example, the learners HCCS User ID, Institution Assigned Unique ID and First and Last Name.

In the example above, we can see that the first three learners have completed this course for 2010, and we see their completion date under the “Completion Process Date” heading. The last learner in the example above has not completed since there is a “No” under “Completed for 2010”. We also see the learners last session date under the “Last Session Date”. Sorting the Results: By default, your search results are ordered by Last Name. The LRMS enables you to change the sort order of the results of a search by: First Name, Last Name, HCCS User ID, Institution Assigned Unique ID, Department name, and/or by Recently Registered. Note: The sort is ordered Alpha-Numerically, which means that "1" comes before "A", so the department "12345" would come before the department "Anesthesia" in a sorted listing. Example 1: If you choose "Sort by Department", search results will be ordered by the department names Example 2: If you choose "Sort by Recently Registered", search results will be ordered by the learners that have been recently registered.

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Course-Level Filters: The LRMS also enables you to filter the results of a course-level search by: “Recent Activity”, “Completed/Not Completed – All required Modules”; “All Core Required Modules”; “Annual Update Module” in addition to “Other/Marked for Offline Completion”, “Logged In but Not Complete”, and “Not Logged In”. 1. First, select the course by clicking on its radio button, then select the desired filter.

2. Next Select the Course-level filter:

Example 1: If you choose "Sort by Recent Activity", only learners who have started or completed the selected courseware (i.e. logged in at least once) will show up. Also, Learners who have been credited for "Other" completion credit will NOT show up in the sort. Example 2: If you choose "Completed – Core Required Modules", only learners who have completed the core modules, but not the annual update will show up in the sort. Example 3: If you choose "Completed – All Required Modules", Learners that have completed both their Core and Annual Update Modules will show up in the sort.

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How do I export the results of my search to an EXCEL spreadsheet? If you wanted to export these search results into Excel, for reporting purposes, you would do so by simply clicking the Excel spreadsheet link (see example below):

This opens a popup showing the Excel file being generated with “Click here to open the Excel file.” You may click on the option “Save” to save the report.

HCCS User ID

Institution Assigned Unique ID

First Name

Last Name

Department

Login Creation Date

User Status

The first group of the report’s column headers shows the learner demographic information

The second group of the report’s column headers shows the course completion details: HIPAA Compliance

Track

Completed?

Completion Date

Total Sessions

Last Session Date

Total Time

Electronic Signature Date

Trained Offline

Offline Training Remark/Details

Completed Previous Yrs? (Online or Offline)

From here, you can do anything that you would normally do in Excel. You can sort the report on any of the column headers. For example you can sort the “Trained Offline” column header to show learners that have completed through offline training. Important Note: This excel download reflects the results of your current search. If you need to download the entire learner database, you can do so by clicking on either the Access or Excel links located at the top of the user status page. See Below:

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How do I modify information for a learner and/or give learners credit for "offline training"? This functionality is available to accounts with “Full Access” and can be done via the Pencil Icon feature. Logins that are set up for “View and Reporting Only” will not have access to this feature. 

Locate the learner’s record, click on the “Pencil Icon” next to the HCCS User ID.

“Modify Single Learner Form” pop-up window appears. Under “Contact Person Information”, fill in your First Name, Last Name and Email (as the person making the changes).

From here you can choose to either Modify the learner’s demographics or Credit learner for Off-line training.

Modify Learner Details Under “Action”, choose Modify this learner” you can:  Mark a learner “Inactive”, which includes them as line items on reports but removes them from completion percentage calculations on reports.  Terminate a learner, which removes the learner from reports and completion percentage calculations, but does not remove their record from the system.  Change the learner’s department.  Change a learner’s Job Function and Curriculum Track.  Further instructions will be provided based on your selection. Click “Confirm” then “Submit” the request.

Give Learner Credit for Offline-Training For learners who have completed the course in a classroom type setting:  Under “Action”, choose “Credit for Off-line/”Other training”, select course and enter the Offline Training Date. Click “Confirm” then “Submit” the request. Important Note: These changes, “Modify” and “Give Credit for Offline Training” are instant updates to the database, except when a comment is added, thereby forcing manual processing.

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How do I download Completion Status Reports? (Adobe PDF Format)

To download completion reports, select “All Records” from the Reports menu. A Report pop-up window will appear where there are several types of reports available.

Job Function/Overall Completion Status - for clients licensed for multiple courses For clients licensed for multiple HCCS courses, we recommend running a "Job Function / Overall Completion Status Report". This is a high-level report detailing if a person has completed all of the material for all of their required courses. This report is only available to clients who have licensed more than one HCCS course title. If a new learner has not yet logged into any HCCS course, the report will return that the learner is incomplete, but will list no further detail.

Click on the link to generate the report in PDF format. Note that this report takes several minutes to compile.

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Completion Status Reports – for clients licensed for either single or multiple courses The "Completion Status Report" is a detailed course-level-specific report detailing a learner's completion status for a given course. The report also details last session date, time spent in course, modules completed / left to complete, and other elements.

1. In the “Run Report For:” menu, select a course. 2. Next, select the Department for which you want to run the report. 3. Choose the format of the report: “Year-Over-Year” or “Cumulative”. 4. Click “Run Completion Status Report” to generate the report in PDF format.

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How do I download learner completion certificates?

Individual Learner Certificates:

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Search for a learner by filling out the text field(s) in the search area.

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For an individual certificate, look under the “Completed?” column of the learner’s record.

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Click on the “certificate” icon to generate a certificate (PDF format) for that learner.

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This opens a popup window with options to “Click here to open PDF.” Click the “here” link to view the certificate or “Save a Copy”.

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Certificates by Department:

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To download certificates by department, select “Certificates” from the Reports menu. A Certificates pop-up window will appear.

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From the drop down box, choose the desired department. Enter the completion date range (optional), certificates and check the course name. Click “Run Certificates Report” to generate a batch of certificates for the selected department.

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How do I download learner transcripts?

Individual Learner Transcripts:

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Search for a learner by filling out the text field(s) in the search area.

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For an individual transcript, look under the “HCCS User ID” column of the learner’s record.

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Click on the “transcript” icon to generate a transcript for that learner.

This opens a popup window with options to “Print Transcript”.

Transcripts by Department:

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To download transcripts by department, select “All Transcripts” from the Reports menu. A Certificates pop-up window will appear.

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Choose the desired department from the drop down box. Click “Generate Transcripts” to generate a batch of transcripts for the selected department.

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You may choose to either print the transcripts or download to PDF formats by clicking on the “Print” or “Download” icons.

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