Reminder: ACF Resident Roster Quarterly Report Due Nov. 15th

(Nov. 10, 2025) Adult home members (including assisted living providers with adult home base licensure) are reminded that the quarterly adult home roster submission is due Nov. 15, 2025. Members may recall that this was a new requirement last quarter.

The Department of Health (DOH) conducted a webinar to provide adult homes with assistance with the completion and submission of this report, at our request. If you missed the webinar, it is available on the State's Learning Management System (LMS). Search the course catalog for OALTC-572 – Adult Care Facility Roster Reporting Instructions.

In the mailing sent through DOH’s Integrated Health Alerting and Notification System (IHANS), it is explained that the Department has developed a process by which providers can update information based on what was submitted last quarter via the Health Commerce Distribution Management System (HCDMS); navigation path: My Content / All Applications / Health Commerce Distribution Management System / Quarterly ACF Roster Form / View Files / File Name. The HCDMS is new to adult care facilities (ACFs), though nursing home members will be familiar with the system. Members are encouraged to try to access the HCDMS files early in the process so that there is time to get assistance if needed.

Please note: the Health Commerce System (HCS) User must be assigned one of the following facility-level roles to access the HCDMS file: Administrator, Operator, Data Reporter, Health Provider Network (HPN) Coordinator, or Director of Resident Services. For role issues, please work with your HCS HPN Coordinator. The facility-level HPN Coordinator is the only role that can assign facility-level HCS roles.

The ACF Resident Roster Discharge file serves as a tool to identify residents who were discharged during the previous reporting time period. The DOH message directs you to look at columns W and X [roster_section and resident_number] to navigate to the correct resident to remove from the roster this quarter. DOH asks that you confirm that the resident's name, date of birth, and discharge date all match before deleting.

Any questions regarding the reporting requirement should be directed to DOH at acfqsir@health.ny.gov.

Contact: Diane Darbyshire, ddarbyshire@leadingageny.org, 518-867-8828