Facility User Guide

1. Activate your account from the welcome email. The link expires after 7 days; if it has expired, use Forgot Password with the same email.
2. Set a strong password. At minimum 12 characters with a mix of letters and numbers.
3. Open Account → Notifications and choose how you want to be reached (email is on by default; SMS opt-in is coming).
4. Confirm your facility profile is accurate: NPI, address, primary contact, after-hours phone. The NPI lookup will pre-populate name and address from the federal NPPES registry.
5. Invite teammates from Team → Invite. Each user gets their own login; shared logins are not supported.

Status reports tell HRA, partners, and coordinators whether your site is open and what is constraining operations. Submit a new status whenever conditions change, and always re-report at the start of each operational period.

Steps

1. From the dashboard, click Report Status.
2. Pick your current operational state. The options are Fully Open, Open with Limitations, Closed, or Unknown / Awaiting Assessment.
3. Check each limitation that applies: power, water, communications, staffing, supply chain, physical damage, access blocked.
4. Free-text Immediate needs is read by HRA staff within 1 hour during an active response. Be specific: "Need 200 N95 masks by 5pm today" is far more actionable than "Need supplies".
5. Submit. A timestamped record appears on your dashboard and feeds the situational summary.

Requests describe an unmet operational need. Vetted partners claim them; HRA verifies fulfillment.

Steps

1. Click Submit Request. Choose one of the ten categories. Each category exposes category-specific fields (for example, "Medical Supplies" prompts for item, quantity, and packaging; "Transportation" prompts for cargo type, origin, and destination).
2. Be specific. State quantity, packaging, delivery window, and access constraints. If you accept substitutes, say so in the notes - it speeds matching.
3. Indicate priority. Use Life Safety only for situations where delay risks harm to patients or staff. Misuse undermines triage.
4. Submit. HRA reviews, may add context, and publishes so vetted partners can claim. Average time from submission to publication is under 30 minutes during active response.
5. Track every request on My Requests. The status pill shows whether it is open, partly matched, fully matched, fulfilled, or closed.

How matching works

A partner claims with the quantity they can deliver. Multiple partners can claim portions of the same request. The request stays "open" until quantities claimed equal quantities needed, then becomes "fully matched". After delivery is verified, HRA marks it "fulfilled".

Run once on first login and again after any event that meaningfully alters your facility. The assessment captures fixed attributes (square footage, generator capacity, refrigeration, oxygen, beds) so coordinators can match supplies and surge support without asking each time.

1. Open Facility → Infrastructure Assessment.
2. Answer each question. Estimates are fine; use "Unknown" where you genuinely do not know.
3. Submit. The assessment becomes part of your facility profile and is visible to HRA staff and vetted coordinators.

If your NPI record is wrong

During the assessment, you can submit an NPI correction. HRA reviews and forwards verified corrections to CMS. Track the status on Facility → My NPI Corrections.

The Document Library is a shared filespace for situational reports, declarations, permits, maps, training material, and policies.

Access levels for facility users

• Public - visible to anyone with a login. SITREPs and most general guidance live here.
• Facilities - visible to all facility users only.
• Own org - visible only to users in your facility.

You can upload documents at Facilities or Own org level. HRA staff can elevate to Public on review.

Allowed file types: PDF, Word, Excel, PowerPoint, PNG, JPEG, plain text, CSV. Max file size 25 MB.

1. Open Facility → Team.
2. Click Invite User. Enter name, email, and role within your facility.
3. The invitee gets an activation email. Activation links expire after 7 days.
4. To remove access, click the user row and select Deactivate. Deactivation preserves the audit history of what that user submitted; you can reactivate any time.

My request is stuck on "open" and no one has claimed it.

Confirm quantity and packaging are realistic. Email [email protected] to ask HRA to surface it in the next partner call.

The ZIP autofill is wrong for my address.

ZIP-to-city mapping uses zippopotam.us, which lists the most common city for each ZIP. Type your real address into the address line; the geocoder will overwrite lat/lng correctly. Submit anyway - HRA reviews.

I cannot find my facility when searching during registration.

Try the NPI number instead of the name. NPI is the most reliable match. If neither finds your facility, register a new one and HRA will resolve duplicates on review.

I see another user from my facility but they have a typo.

Open Facility → Team, click the user, and use Edit Profile to fix the typo. If you cannot edit (because they registered themselves), email HRA to merge.

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