IHANS Notification for Adult Care Facility Resident Roster SMART Survey Updated 04-07-2026  

The Adult Care Facility Resident Roster SMART Survey is used to capture data necessary to inform the Department for policy decisions. This survey has been converted from HERDS to SMART. All data previously submitted through HERDS has been migrated to SMART, and providers are not required to re-enter existing data.  

DO NOT CLICK 'Empty Form'. IF YOU CLICK Empty Form' AND CLICK SUBMIT, YOUR DATA FROM THE PREVIOUS QUARTER WILL DISAPPEAR AND CONNOT BE RETRIEVED  

Upon opening the survey link or accessing via the Health Commerce System landing page, you will see a prompt titled 'Load Previous Data.' To ensure your information from the previous quarter is uploaded correctly, PLEASE CLICK 'Load Previous Data'.  

Companies or organizations with multiple license numbers are required to complete a survey for each license number. All Adult Homes are required to submit the survey. Providers that wish for a copy of the day's report should print a copy prior to submission.  

Admission and discharge location response options have also been updated in SMART. These fields now display descriptive response text instead of numeric values used in previous survey versions.  

Survey instructions have also been updated to include the following: If a resident is readmitted in the same quarter, they will have two records; the latest record will contain the most recent admission details.  

Direct links to the survey:  

Adult Care Facility Resident Roster  

A new Adult Care Facility Resident Roster SMART Survey will be available at 8:00 am on the 1ST of every month for a new Quarter (January 1, April 1, July 1, October 1) and must be submitted to the Department by 2:00 pm on the 15th of the following month (i.e., February 15th, May 15th, August 15th, and November 15th).  

Agencies that wish for a copy of the day's report should print a copy prior to submission.  

The training for the Adult Care Facility Resident Roster survey conversion to SMART has been posted online as training #OALTC-590 Adult Care Facility Resident Roster SMART Training at the Learning Management System  

For inquiries related to the Health Commerce System such as obtaining an account, adding new users, issues logging in or issues with your username or password, contact: Commerce Account Management Unit (CAMU) Help Desk: 1-866-529-1890 or camu@health.ny.gov