(book) symbol. These glossary definitions may be viewed
at any time by clicking on a highlighted term.SGAT Instructions (Web Version)
The instructions have been written from the perspective of a user that has purchased the Standards, Guidelines and Assessment Tool (SGAT). Therefore, many of the sections that are reviewed below are not applicable to the Standards and Guidelines (SG). The sections that are not applicable to the SG are noted as such.
To log in to the SG or the SGAT, you must have a User ID and Password. If you are the Administrative User for your organization, your User ID and Password was provided in an email from NCQA when the publication was purchased. If you are not an Administrative User, you should receive a User ID and Password from your organization's Administrative User.
To log in to the SGAT:
If the log in information is correct, you will be transferred to the ASP Software License Agreement.
If you did not log out of the system during your previous session, or if someone else with whom you shared your User ID and Password is logged in, you will see the following message: "The User ID you have entered is currently in use. If you continue with the log in, the session in use will be cancelled and any unsaved data will be lost. To continue with the log in, select 'Continue Log in'. To cancel your log in, click 'Cancel'." Note: If you select Continue Log in and are sharing a User ID and Password with someone else in your organization, you will discontinue their session and they will lose any unsaved date. View the User Session Log Out section of these instructions for more details.
Be sure to use the Log Out button when you wish to discontinue using your SGAT.
If your log in information is incorrect, you will see a message on the screen notifying you of an invalid log in.
Press the Back button on your browser or click the BACK BUTTON link on the page. You will return to the Log In screen.
Review your User ID and Password and re-enter the information . If you have entered the correct information and still cannot successfully log in contact your Administrative User or NCQA Customer Support at customersupport@ncqa.org for assistance.
When you log in to the SGAT, the Web tool registers that you have entered the system. This is called starting a session. As you use the SGAT, the system recognizes your presence because of activity during the session, such as moving from page to page or entering data.
If you wish to stop using the SGAT, even for a short break, click on the Log Out button located on the Top Navigation Bar. This will properly notify the system that you are done with your session.
IMPORTANT: If you quit using the SGAT without clicking the Log Out button, by just closing your browser window, the system will not register that you left. Your session will still be active and the SGAT knows that you are there. The SGAT does not permit simultaneous log ins of the same User. If you close your browser with an active session, the system cannot tell that the browser has closed. If this occurs, you will receive a message indicating the User ID is currently in use, and you will be allowed to continue the session by clicking on Continue Log in.
Note: If you select Continue Log In and are sharing a User ID and Password with someone else in your organization, you will discontinue their session and they will lose any unsaved data. Be sure to use the Log Out button when you wish to discontinue using your SGAT.
The SGAT continuously monitors a session for activity. If the browser shows no activity (such as moving to another screen or entering data) for 30 minutes, your session is considered inactive; though as a safety feature the SGAT monitors for 30 minutes of continuous inactivity before it automatically logs you out. To re-enter the SGAT after your session has timed-out due to inactivity, click on the LOG IN link.
To enter the SGAT, you must accept the License Agreement. If you do not accept the agreement, you will not be allowed to access the SGAT and will be returned to the LOG IN screen. To accept the License Agreement click the "Accept" button.
The Welcome screen displays an index of the publication available to you Choose a publication by clicking on its link. The number of publications listed on this screen may vary depending on the privileges assigned to you and the number of publications purchased by your organization.
If you have Administrative User rights, the Administrative Functions link is available on this screen.
If your organization has submitted an SGAT for review and you have the appropriate user privileges the Welcome screen will display the active NCQA Accreditation or Certification review.
The Web Tools area of the Welcome screen lists all publications currently available to you. A publication will not appear in this list unless you have been assigned a user license.
Note: An organization may purchase multiple publications but permit or deny user access to specific (or all) publications via the User Management area. Each publication is purchased with a set number of user licenses that are individually assigned to users via the User Management area.
If you want to access a publication that was purchased by your organization but is not on the publication list , contact your Administrative User. Only the Administrative User within an organization may assign user licenses for the organization.
NCQA Review & Results (NA for SG publication)
The NCQA Review & Results area of the Welcome screen lists the review(s) NCQA has conducted, or is conducting, for your organization. This area will appear once an NCQA review commences; it is not visible before that.
Before undergoing a review, an organization must submit an application for review (available at www.ncqa.org.) The review process begins when the organization submits a completed SGAT self-assessment to NCQA. NCQA starts a review only after processing the required information.
The Administration area of the Welcome screen contains the Administrative Functions link, which allows an Administrator to access the Administrative functions outlined below. Not all users have Administrator rights, but rights must be assigned to at least one user in an organization . If this link is not listed on your Welcome screen, you do not have Administrator rights.
The Administration area of the Welcome screen contains the Administrative Functions link, which allows the Administrative User to enter the organization's administrative area. It allows the Administrator to view a list of potential users and edit information on current users (View/Edit User List screen), add new users (Add New User screen) and assign users to Web publications. This screen is available only to those users with Administrator rights.
Add New User, View/Edit User List
Administrators may add to the user list all staff in their organization who need to access Web publications; however, only staff who are actively assigned to a Web publication will be able to access a publication (see Assign/Manage Users by Publication). Administrators may also delete users who are no longer eligible to access the Web publications.
Assign/Manage Users by Publication
Only users assigned to a Web publication have access to it. Administrators may give themselves or new users access to purchased Web publications. The number of users is limited to the number of licenses purchased by your organization. If you get a message stating there are no remaining licenses when you attempt to assign a user to a Web publication, you can purchase additional licenses by contacting NCQA Customer Support via e-mail at customersupport@ NCQA.org or by phone at 888-275-7585.
You may also reassign a currently assigned user for this product or change a currently assigned user to "inactive" (see View/Edit User List).
To assign users, you must identify them as "active" in the Add New User screen or update them to "active" in the View / Edit User List.
The Add New User screen also allows you to reassign different users to the license, as needed. For example, under a 2-4-user license you might have 4 active users, but also have additional users who need access. In this situation, you may change an active user to inactive, and activate a different user. The inactivated user no longer has access; the newly activated user may access the Web publication.
To select from the list of active users, either enter the User ID and e-mail address or use the drop-down list of existing active User IDs and click on the user name. This will not cause the fields to populate, but will select this user to assign to the license.
The first row of black navigation buttons located below the NCQA banner is called the Top Navigation Bar. It provides the following navigation links: Home, What's New, Search, Help, Log Out. The Print navigation button is to the left of the other navigation buttons.
Once you select the Standards, Guidelines & Assessment Tool tab on the blue navigation bar, the screen changes to provide these additional navigation links: SGAT Setup, Document Library, Submit SGAT, Completeness Check.
Navigates to the Welcome screen.
This screen provides information regarding changes made to the SGAT including system notices, policy updates, and future publications. This screen also provides specific information about updates to NCQA's accreditation and certification publications. All entries are dated so you can see when the changes were made. The What's New pop-up window automatically appears the first time you log in whenever NCQA has updated the SG or SGAT since your last log in.
Navigates to the Search screen, where you can enter a word or phrase for which to search the SGAT Web publication.
This screen provides helpful links and contact information for assistance with the Web-based publication. You will find instructions for the SG and SGAT under this screen, as well as links to access NCQA customer support and FAQs, and to submit standards and policy clarification questions.
This screen logs you out of the SGAT and closes your user session. If you click on the Log Out link, you are transferred to the Log Out screen.
To re-enter the SGAT, you must log in again through the Log In screen (located at http://ReviewTools.ncqa.org)
This screen provides links to print downloadable Portable Document Files (PDF) of the publication, versions of the SGAT at various stages, and results score sheet. Depending on whether you purchased the SG or SGAT, the print screen will display different information. (Opening a PDF file requires Abode Acrobat Reader, which is available free of charge at www.adobe.com).
To print the PDF publication:
To print a completed SGAT before submitting to NCQA (NA for SG publication):
To print a copy of the Results Score Sheet (NA for SG publication):
To print data from the SGAT stage other than the current one (NA for SG publication):
Top Navigation Bar (SGAT specific links)
After selecting the Standards, Guidelines & Assessment Tool tab on the blue navigation bar, the top navigation bar changes and provides these additional navigation links:
SGAT Setup (NA for SG publication)
The SGAT Setup screen consists of three sections: Disease Programs ("Program"), Accreditation and Certification Evaluation Options, and Submit SGAT. You must complete the Programs and Evaluation Options sections to self-assess and undergo review. This button is only available in the SGAT version of the publication. It appears in the navigation bar after entering the Standards, Guidelines and Assessment Tool section of the SGAT.
To select a Program:
To select a Accreditation or Certification Evaluation Option:
To submit the SGAT to NCQA:
Document Library (NA for SG publication)
The Document Library screen includes a list of all the documents attached to your SGAT. Documents populate the Document Library from either being added at the element level using the Document button, or by directly adding documents via the Document Library screen. From here, you may attach, delete or modify documents for any element.
The Document Library has two views: Sort by Document and Sort by Standard.
You may also add documents to the library without attaching them to a specific element. This feature allows you to "load" your documents so that they are available in a list of "previously attached" documents that you can access when you need to add a document to an element.
Note that the document file path is for identification. Until submission for review, documents are not attached to the SGAT or transferred or copied to NCQA; they remain on your drive or server. You may modify, move or rename referenced documents since they remain yours during self-assessment. When you submit the SGAT, you are prompted to update all document file paths. Copies of documents attach to the tool and transfer to NCQA at that point.
Specific information regarding how to attach documents is described in more detail in the section below under Documents.
Submit SGAT (NA for SG publication)
Once your organization formally begins the NCQA Accreditation or Certification review process and submits an application, NCQA works with you to set a mutually agreeable review start-date. The review start-date is the date on which the organization agrees to submit the completed SGAT, and all supporting documentation, to NCQA for review. Note: To submit an SGAT to NCQA for review as part of the accreditation or certification process, you must have a completed application on file with NCQA that includes the SGAT license number and a scheduled review date. The Administrative Policies and Procedures provide complete details of the application and review processes.
Submitting the SGAT involves several steps. The time needed to copy and send documents varies, depending on the number and size of documents and your Internet connection. NCQA strongly encourages you to print the Submission Instructions from the link under the Submit SGAT navigation tab, which describe the process and provide suggestions on how to send documents in the most efficient manner.
Select the Program and Accreditation or Certification Option you want to submit to NCQAGo into the SGAT SetUp tab to verify that the program(s) and Accreditation or Certification Option you want to submit to NCQA has been checked under the "Select to Submit for NCQA Review" column.
Verification that SGAT is Complete
During the first step of the submission process, the SGAT verifies that your data is complete, that you have an application for review on file with NCQA and a scheduled review date, and that the options you have selected in SGAT Setup match the review for which you have applied. You may check if the SGAT is complete by clicking on "Completeness Check" on the top menu.
Overview of Verification and Document Upload
Before your organization submits the SGAT, you must attach any supporting documentation referenced in the elements. File paths referenced for specific elements are for identification only. Documents do not attach to the SGAT during the self-assessment process. They remain on your drive or server and are not transferred or copied to NCQA until you copy and upload them.
For confidentiality, documents remain fully in your organization's control until you submit the SGAT to NCQA and begin the NCQA review process. In addition, during self-assessment, you may update or revise documents, which could change the file path of the documents. Verification and upload at submission ensures that the correct versions of your documents are sent to NCQA.
Document Verification and Upload Process
There are three methods to verify the document file path.
For each document referenced:
When you have complete the verification process and the file paths of all documents you want to submit to NCQA are listed in the "Verify Document File Path" column, upload the documents by clicking on the "Upload Documents" button.
The SGAT sends a copy of each document to NCQA. When a document has been successfully sent, "Yes" will appear in the "Upload Complete" column. The file path will clear from the "Verify Document Path File" column.
Uploading Documents in Batches before Final Submission
Because you may have many documents to send, and Internet connection speed varies, you may choose to upload documents in batches, even before you are ready for your final submission. Make sure that the document is final and that it will be submitted to NCQA. Verify the file paths for a batch of documents (two to four is best) and click on the "Upload Document" button. Once you receive confirmation of successful upload for these documents (a "Yes" in the "Upload Complete" column for that document), you can continue with another batch.
You can return to the SGAT by clicking the "Return to SGAT" button. Once a document is uploaded and confirmed, you do not have to reverify and upload it again if you submit the SGAT at a later date.
When all documents have been successfully uploaded and the SGAT is complete and ready to submit, click on the "Submit Final SGAT" button on the Document Verification and Upload page. You will be prompted to confirm that you are ready to submit your final SGAT. This prompt is the last option you have to cancel your submission.
Return to SGAT Without Submitting
You may return to the SGAT any time to make changes prior to the final submission step. Any documents you sent previously will not need to be re-sent. However, if you verified documents but did not send them, you must re-verify and upload them before submission.
Once you have successfully submitted a copy of your organization's SGAT to NCQA, you will have access to a copy of your submitted SGAT in a "read only" mode. When you next log in to the SGAT, a section titled NCQA Review and Results will appear on the SGAT Welcome page just below the Web Publications section. Under this section, you will see a copy of the submitted SGAT listed under the organization name and referencing this project number. You will also be able to determine which stage of the review process NCQA is currently on. The Administrative Policies and Procedures section of the SGAT describe details on the review process and the stages through which the SGAT progresses. You can also still access the SGAT Web publication under your license at any time after submission.
Completeness Check (NA for SG publication)
The Completeness Check can be used at any point during the self-assessment process to identify elements that are incomplete for the evaluation product selected in the SGAT. The incomplete elements will be listed on this screen and need to be completed in order to review your organization's self-assessment results and prior to submitting your SGAT to NCQA for review.
The Blue Navigation Bar will appear below the Top Navigation Bar after you enter a publication. The buttons on this bar navigate to the individual sections of the SGAT: Administrative Policies & Procedures, Standards & Guidelines (or Standards, Guidelines & Assessment Tool), Self-Assessment Results (NA for SG), Appendices, Glossary and Index. The list of navigation buttons within this bar will change depending on whether you purchased the SG or the SGAT.
To enter a section, click on the navigation button listed in the Blue Navigation Bar.
As you navigate within the SGAT the buttons on the Blue Navigation Bar are highlighted to designate your current location.
The Blue Navigation Bar provides the navigation buttons listed below.
Administrative Policies & Procedures
Navigates to the Administrative Policies & Procedures section of the SGAT, which provides an overview of the selected Accreditation or Certification program. The introductory Administrative Policies and Procedures screen provides the table of contents (TOC) for this section. The TOC provides navigational links to specific areas. To enter an area, click on the link. The "NEXT PAGE" navigation link located at the top and bottom of each page provides a "page leafing" method of navigating through each page of the Administrative Policies & Procedures.
This button is available in the Standards & Guidelines version of the publication.
It navigates to the Standards & Guidelines section of the SGAT, which provides the standards NCQA uses to evaluate organizations. Standards and Guidelines are organized into categories of functions an organization performs.
Standards, Guidelines & Assessment Tool
This button is available in the Standards, Guidelines & Assessment Tool version of the publication and navigates to the Standards, Guidelines and Assessment Tool section of the SGAT. The Standards & Guidelines provide the standards NCQA uses to evaluate organizations. The Assessment Tool feature allows an organization to evaluate themselves as NCQA will evaluate them, but at their own pace. Organizations score themselves, attach the necessary documentation and make comments. Following self-assessment, if an organization elects to apply for NCQA Accreditation or Certification during the time period in which the standards are current, it can submit the SGAT to NCQA and begin the formal review process.
Self-Assessment Results (NA for SG publication)
This button is available in the Standards, Guidelines & Assessment Tool version of the publication.
It navigates to the Self-Assessment Results section of the SGAT, which provides summary and detailed scoring of the data entered into the assessment tool. NCQA results are final only after determination by NCQA's Decision-Making committee, as described in the Administrative Policies and Procedures.
Note: If an organization decides to begin the review process and submit its self-assessment results to NCQA, the "Self-Assessment Results" button will be replaced with a button labeled "Results," as a notification that the scoring of this section is no longer in the self-assessment mode.
Navigates to the Appendices section of the SGAT, which provides additional information about accreditation and certification options; relationships between various accreditation and certification options; and the scoring value (points) of each standard and element.
Navigates to the Glossary section of the SGAT, which provides a complete list of glossary terms.
Throughout this publication, selected terms from the glossary are highlighted
and identified with the (book) symbol. These glossary definitions may be viewed
at any time by clicking on a highlighted term.
Navigates to the Disease Management Main Page (the SGAT index with summary descriptions.)
To provide quick navigation to and between subsections of the SGAT, a Tab Navigation System is used-the gray tabs located below the Blue Navigation Bar.
As well as providing sub-navigation within a specific section, these tabs also provide an index of the subsections. By scanning the labels of the tabs you can quickly identify the subsections of the current area and better understand the hierarchy of the information being presented. Learning to reference and use these tabs will help you to use the SGAT.
Standards, Guidelines & Assessment Tool (Standards & Guidelines in SG)
This section includes the standards against which NCQA evaluates an organization. The categories organize the standards by specific functions an organization performs. Each category includes information about the standards necessary to understand the NCQA evaluation process.
This information includes:
The navigational tabs located at the top of the folder within the Standards & Guidelines section provide quick access to the SGAT Assessment Tool categories.
To enter a category in the SGAT:
To enter a standard within a category, click on the standard's link. You may also go directly to a specific element within a standard by clicking on its link (labeled A, B, C...) located below the standard's link.
Standards are organized in categories under the Standards and Guidelines (or Standards, Guidelines & Assessment Tool) button located on the Blue Navigation Bar.
To enter a standard in the SGAT:
The top of the standard screen provides the name of the standard, its point value and the standard text. The Intent statement and a Summary of Changes link also appear at the top of the standard screen, above the element information. The Summary of Changes link will only display when there has been a change to the standard from the previous standards year.
Each element within a standard is listed on the Standard and Elements screen. You must scroll down the screen length in order to view each element.
Listed below each element's blue header bar is the information pertaining to the element such as the following:
To view the explanations or examples for an element, click on the red link . This will launch a pop-up window providing detailed information in each of these areas for that element. The explanations pop-up window provides detailed information explaining the element. The examples pop-up window provides detailed information and examples of how to comply with the element.
Blue Element Score Button (NA for SG publication)
The Blue Element Score Button is located below an element's text. To view your score for the selected element based on your data, click on the Blue Element Score Button. This will launch a pop-up window providing the self-assessment, element score.
Blue Documents Button (NA for SG publication)
The Blue Documents Button is located below an element's text. To view the Documents screen, click on the button. Be sure to save your element data before clicking on this button. The Documents screen is used to attach a supporting document for each element in order for NCQA to validate the organization's score selected during self-assessment.
Blue Support Text/Notes Button (NA for SG publication)
The Blue Support Text/Notes button is located below an element's text. To view the Support Text/Notes screen, click on the button. The Support Text/Notes screen is used to add assessment text about the scoring of an element, comments, and private notes. This screen also provides the link to view notes from previous stages, depending on the rights assigned to the user.
Red Supplemental Worksheet Button (NA for SG publication)
The Red Supplemental Worksheet Button is located below an element's text. The Red Supplemental Worksheet button will be available only on those elements that require a file review or use of the worksheet, which is determined by the evaluation option selected for self-assessment. To open the worksheet, click on the button. This worksheet will help you provide NCQA with required information for that particular element. To use a worksheet, you must download it and save it to a drive, directory or diskette. Completed worksheets are reattached to the element via the Documents screen.
Navigation Between Standards and Categories
The top and bottom of the Standard and Elements screen provides the following navigation:
NEXT STANDARD arrow button - navigates to the next standard.
PREVIOUS STANDARD arrow button - navigates to the previous standard.
If you reach the last standard within a category, the NEXT STANDARD button will transfer you to the first standard within the next category. If you click on the PREVIOUS STANDARD button while on the first standard within a category, you will be transferred to the last standard within the previous category. In other words, as you navigate from standard to standard, once you reach the end of a category, the NEXT STANDARD button will transfer you to the first standard in the next category.
To navigate to the Standard and Elements screen, do the following:
The Standard and Elements screen will contain one or more elements belonging to the standard.
The Standard and Element screen contains the following:
The Blue and Red Element Buttons within each element area provide critical information and functions. Each button launches a pop-up window containing information as noted.
NCQA uses supplemental worksheets to provide:
NCQA surveyors will use the supplemental worksheet(s) to perform the file review, as applicable, during the on-site component of the review.
Supplemental worksheets are usually Microsoft(r) Word or Excel documents; the first page of the document contains instructions on how to use the worksheet. To use a worksheet, you must download it and save it to a drive, directory or diskette. Different standards require different instructions for the supplemental worksheets, and several elements do not require you to attach the worksheet as part of the review process.
For those elements that do require you to complete the worksheet, attach it to the element via the Document Library. Refer to the instructions in the worksheet to determine if you need to attach the worksheet for that element.
When submitting the SGAT to NCQA at the start of a file review element, enter "NA". NCQA will complete this element after reviewing a sample of files. You can also use the supplemental worksheet to perform a sample file review by following the worksheet instructions on how NCQA will perform the review, which you can replicate for your sample review. You can save your sample review to your local hard drive or elsewhere on your network if you so choose. Do not attach your sample worksheet to the file review element(s).
To operate a button, click on it. To close the pop-up window, either click on the "close this window" button or close it as you would normally close a browser window, by clicking on the "x" box located at the top right of the window's frame.
Completing an Element (NA for SG publication)
To complete an element, read the element text and fill in the appropriate information. You will also need to provide supporting documentation for each element scored in order to complete the element. You will have the opportunity to provide information to support your assessment as well. To do this, click on the blue Documents button.
After you have completed entering, changing/editing, or deleting any information, scroll to the top or bottom of the screen and click on the Save button to ensure that your information is saved. Data can be saved in one of four ways:
Your data will not be saved if you leave the page without saving; this includes going to a different standards category tab while on the Element page. You will continue this process for each element.
You may navigate to the next standard or previous standard via the navigation link at the top or bottom of the page. Or you may use the gray tabs at the top of the folder. Navigation is covered in the Standards & Guidelines section of this manual.
Remember to always click on the Save button at the top or bottom of the screen each time you enter, change/edit, or delete any information on the screen.
Elements Scored by Program (NA for SG publication)
Some elements require individual scoring for each program listed on the Select Program screen. The element on the screen will notify you that it requires multiple scoring. It will also display the current program being scored on the screen (e.g., The program currently being scored is: ARTHRITIS).
To score this type of element, do the following:
Elements Scored by Sample (NA for SG publication)
Some elements require a sample of programs in order to score. Each program within the sample is scored separately. The element on the screen will notify you by requesting a specific number of programs to create a sample. The request will list how many programs are being requested by displaying a ratio such as the following: 1 of 3 programs. In this case, the display is stating that you are currently on the first of three programs within this sample.
To score this type of element, do the following:
If you are only bringing forward one program for review, enter the name of the program in the first input box and for the other input boxes, type in Not Applicable.
Documents Button (NA for SG publication)
The Documents screen is used to attach a supporting document for each element in order for NCQA to validate the organization's score selected during self-assessment To access the Documents screen for a specific element, click on the blue Documents button for that element.
NCQA's review process requires an organization to submit materials to support its self-assessment and NCQA's review electronically through the Web. The document screen provides a form allowing you to attach supporting documentation to the element. All elements require documentation in order to demonstrate compliance to NCQA and substantiate the organization's self-assessment score. The following information should help you prepare, attach and send your documents to NCQA for review:
Attaching Documents to the SGAT: When you reference the document file path on a specific element, it is for identification purposes only. Documents are not attached to the SGAT during the self-assessment process. They remain on your drive or server and are not transferred or copied to NCQA. To facilitate the assessment process, you may find it helpful to keep documents that you reference in the SGAT in a shared directory. This will facilitate multiple users working on the SGAT. You may modify, move or rename a referenced document since it remains yours during self-assessment.
When you submit the SGAT to NCQA, the SGAT prompts you to update and verify all document file paths, to be sure they are correct. At that time, copies of documents will attach to the tool and be transferred to NCQA.
Format and Tips for Electronic Documents: You may attach any electronically formatted document for submission; however, to ensure that NCQA will be able to read your document, we suggest that you contact us if you submit documents in less-common electronic formats. Common formats include portable document format (PDF) files, word processor files, spreadsheets, presentation, flowcharts and scanned files.
NCQA encourages organizations to highlight key passages in their documents to help us locate pertinent information. Most word processing and spreadsheet programs, as well as Adobe(r) Acrobat(r), have this capability.
Document Size and Volume: We encourage you to limit the size and number of your documents by submitting only those documents, pages or sections necessary to demonstrate how the organization meets the standards, as well as any cover page that identifies the document and, if applicable, provide its date. For example, if a document is 50 pages long but only pages 35 and 36 are necessary to show compliance with the elements, an organization may submit the cover page and pages 35 and 36.
In addition, please limit the submission to those documents necessary to show compliance. Unless the scoring specifically states that multiple examples are necessary, NCQA does not require an organization to provide them. Submission of one document that demonstrates compliance is sufficient.
Scanning: NCQA does accept scanned documents. Remember that most scanners can scan at varying resolutions; the higher the resolution and the more color variation, the larger the file will be. Large files take longer to send electronically than small files. To minimize file size while retaining readable quality, we encourage you to use the following guidelines when scanning:
| Color images: | 80dpi and 8bit (256 color) settings |
| Text pages: | 80dpi and 2bit (b/w or line art)settings |
| Black/white image: | 80 dpi and 8bit (256 color) settings or 80dpi and 8bit gray scale (256 shades) settings |
Please save scanned documents in .GIF, .TIF or .JPG format.
Paper Copy Documentation
NCQA recognizes that occasionally an organization's supporting documents may not be available or convertible to electronic format. If you are unable to submit documents electronically, please inform NCQA of this on the application for survey and we will work with you to make arrangements for paper copy submission. It should note in the assessment box of the element which documents will be submitted on paper and note the document name and page numbers on the Documents page.
Because NCQA bases review fees on the presumption of an organization's electronic process, we reserve the right to adjust the review fee if submission of paper copy documentation increases review cost or staffing.
To attach a document using the Documents button, you must complete a document attachment form displayed on the Documents screen by doing the following:
Once a document has been attached to the SGAT for a particular element, the document is available in the Document Library to use as supporting information for other elements. To attach a document to an element that has already been attached to a different element, you can do either of the following:
You may also add documents to the document library without attaching them to a specific element. This feature allows you to "load" your documents so that they are available in a list of "previously attached" documents that you can access when you need to add a document to an element. To do this, click on the Document Library tab and then on the Add Document to Library link. More specific information about the Document Library can be found in the Document Library section above.
Support Text/Notes Button (NA for SG publication)
The Support Text/Notes button provides space for an organization to add assessment text, comments and private notes in the areas provided.
The Assessment Box area may be used by the organization to provide additional information that supports the element score during self-assessment. The organization is not required to provide additional information and may choose to leave this area blank. To enter additional information to support the element score click "Edit" under the Assessment Box blue tab and proceed to enter your note in the textbox. Click "Save" to save and return to "Support Text/Notes". Click "Cancel" to return without saving. After the organization submits the assessment tool, NCQA reviewers edit or add assessments as applicable to reflect the results of the review.
The Organization Comments on Preliminary Results text area is only accessible to the organization during the comment period following the initial NCQA review. NCQA will notify the organization by electronic mail regarding the start and end dates for the comment period. The organization has 14 days to provide information in the Comments area regarding any factual errors or omissions in NCQA's preliminary results. The organization may not introduce information that was not available at the time of the off-site or on-site reviews. Comments should be concise and directly related to the NCQA standard. After the comment period is over, NCQA analyzes the comments and makes relevant changes in the assessment.
The Organization Private Notes text area is for your organization's internal use only and not visible to NCQA. This section allows individuals working on the SGAT to communicate among themselves regarding various aspects of the self-assessment. This section provides you with information regarding when the note was entered and by whom. The edit and delete option is visible based on how you are set up as a user by your administrator. NCQA will not be able to view the organization's private notes, even after the SGAT is submitted. This space is for the organization's use only.
Self-Assessment Results (NA for SG publication)
The section describes the Self-Assessment Results section of the SGAT. This section of the SGAT is not available if you purchased the Standards and Guidelines publication only. To view the self-assessment results all data must be completed for the evaluation product and program (s) you selected.
Note: Whether you are viewing the results section in self-assessment mode or after an official NCQA review, the NCQA results are not final until determined by the appropriate NCQA Decision Making Committee.
To navigate to the Self-Assessment Results screen, do the following:
The Self-Assessment Results section provides summary and detailed results. Scoring results are available overall, and at the category, standard and element level.
Status Screen (NA for SG publication)
The Status screen provides the following general information:
Summarized & Detailed Results (NA for SG publication)
The Summarized & Detailed Results screen provides a quick view (via a bar graph) of your self-assessment results at the category level and a drill-down to standard and element results.
Note: Whether you are viewing the results section in self-assessment mode or after an official NCQA review, the NCQA results are not final until determined by the appropriate NCQA Decision Making Committee.
To navigate to the Summarized & Detailed Results screen, click on the gray tab labeled Summarized & Detailed Results.
The Summarized & Detailed Results screen provides the following information for each category:
To view the results by standard for a category, click on the category link.
To display a detailed view of each standard in a category, click on the category link from the Standards by Category screen. This will navigate you to the Elements by Standard screen.
To print a copy of the results score sheet click on the Print navigation button.
Must Pass Results (NA for SG publication)
To achieve a specific accreditation or certification status, organizations must achieve a minimum score l on certain "Must Pass elements." Note: Whether you are viewing the results section in self-assessment mode or after an official NCQA review, the NCQA results are not final until determined by the appropriate NCQA Decision Making Committee.
To navigate to the Must Pass Results screen, click on the gray tab labeled Must Pass Results. You must be in the Self-Assessment section of the SGAT to access this tab. The Must Pass Results screen provides a list of the "Must Pass Elements" within your SGAT and your self-assessment score for each.
The Must Pass Results screen displays a chart with the following information:
If any of these element scores fall below the minimum score identified for the evaluation product selected, the compliance score is highlighted in yellow.
To navigate back to the Summarized & Detailed Results screen, click on the Return to category-results link located at the top of the screen (or click on the gray tab.)