Are you a healthcare provider in California struggling to keep up with compliance requirements?
Regulatory mandates like the ALIRTS reporting process can seem overwhelming. But they are crucial for maintaining licensure and staying aligned with state guidelines.
At the Home Health Consultant we have over 20 years of experience guiding agencies like yours through regulatory red tape.
In this article, we’ll explore what ALIRTS is, why it matters, and how your agency can complete its reporting obligations effectively—whether independently or with professional support.
What is ALIRTS and Why Is It Important?
The Automated Licensing Information and Report Tracking System (ALIRTS) is an online platform managed by the HCAI. HCAI is the California Department of Health Care Access and Information (HCAI). The primary purpose of the HCAI is to collect and organize annual utilization data from healthcare facilities. This includes Home Health Agencies (HHAs) and Hospices.
This annual utilization data helps:
- monitor healthcare trends
- inform policy decisions
- ensure providers adhere to state regulations
By submitting accurate data to ALIRTS, agencies comply with the law. They also contribute to a more transparent and well-regulated healthcare system in California.
Who Has to Submit ALIRTS Reports? And When?
All licensed Home Health Agencies and Hospices operating in California are required to submit an Annual Utilization Report through ALIRTS. The reporting deadline is March 17th in 2025 and covers data from the previous calendar year.
These requirements are codified in:
- Section 74729, Division 5, Title 22 of the California Code of Regulations for Home Health Agencies.
- Section 1750(c) of the Health and Safety Code for Hospices.
The agency staff member responsible for submitting your ALIRTS report is your administrator. So, you want to make sure they are knowledgeable about relevant deadlines and data.
Generally, agencies should plan on report submission from the end of February to early March. This ensures that all relevant data has been entered into your software.
Since ALIRTS is a California licensing requirement, all licensed agencies must submit reports, even if they have not accepted any patients. Agencies that are licensed but do not participate in the Medicare program are still required to comply. Submission is mandatory for all home health and hospice agencies in California, regardless of Medicare involvement.
Failure to submit a report on time can lead to consequences, such as:
- Revocation of the provider’s license
- Denial of license renewal applications
However, in the past 20 years, we at The Home Health Consultant have not seen enforcement for ALIRTS as a priority. This doesn’t mean you should ignore ALIRTS entirely. With rapid advancements in technology, it may become easier to track this data and enforce consequences down the line.
Tips for Completing Your ALIRTS Report
Submitting your ALIRTS report involves gathering and organizing detailed operational data, which includes:
- Patient Demographics: Information such as age, gender, race, and diagnostic categories.
- Service Utilization: Number and types of visits or services provided.
- Financial Information: Gross revenues and expenditures.
This data must be manually entered through the System for Integrated Electronic Reporting and Auditing (SIERA) platform. SIERA is an online system that streamlines the reporting process.
Software & ALIRTS Data Submission Tips
Almost every established software has a download option for this report submission. If you are considering signing up to a new software, make sure you ask if they have ALIRTS downloads before making your decision.
For home health agencies, the software download is enough. But for hospice agencies, you need the information in 1099s from every payor. ALIRTS requires reporting on all payors, not just Medicare.
This is in addition to expense information. If you're a hospice agency, having your completed taxes before submitting will simplify the process.
Both home health and hospice agencies should ensure all visit information is entered into your software before submitting the report. While visit information should be submitted to the agency within seven days, we understand that it can sometimes take longer to get vital information from clinicians. So, it’s always good to double check to make sure nothing fell through the cracks.
Sample ALIRTS Reminder Letter
Below, you will find a sample ALIRTS reminder letter sent to an agency in California. This letter is typically addressed to your agency’s administrator.
It’s important to store this letter in a safe place as soon as you receive it. The letter includes your agency’s facility identification number. If you wish to hire a consultant to complete your ALIRTS report, you must be able to provide this letter.
How Can You Ensure Accuracy in ALIRTS Reporting?
Agencies can independently complete their ALIRTS reports. However, the process requires careful attention to detail. Here are two most commonly used approaches:
Self Guided Independent Reporting
HCAI offers resources to help agencies navigate the reporting process, including:
- Online instructions and guides.
- Access to support via the ALIRTS Support Line at (916) 326-3854 or email at utilization@hcai.ca.gov.
If you are a detailed oriented owner or administrator with enough time and experience, then going through reporting on your own may make sense for you.
Work With A Consultant
Agencies without internal expertise or resources may choose to hire consultants. These professionals can:
- Ensure accuracy in data collection.
- Prepare and review reports for compliance.
- Submit reports on time, minimizing the risk of penalties.
If you are a more inexperienced owner or administrator with very little time on your hands, then using a consultant may make sense for you.
Avoiding Penalties: Resources for Accurate Reporting
Staying compliant with reporting requirements is crucial for avoiding penalties. It also ensures your agency supports the larger goals of transparency and accountability in healthcare.
With the right resources, you can navigate these requirements with confidence and accuracy. To stay compliant and avoid penalties:
- Gather your operational data early, and ensure it is entered into your software
- Familiarize yourself with HCAI’s instructions and guides. Use their resources to guide your reporting
- Use the ALIRTS Support Line for assistance by calling (916) 326-3854 or emailing utilization@hcai.ca.gov
- Consider hiring a consultant if your agency needs additional expertise. Our partner company, Smart Business Solutions, will submit ALIRTS reports for $350
Remember, compliance isn’t just about avoiding penalties. It’s about contributing to California’s healthcare transparency.
How Agencies Can Succeed with ALIRTS Reporting
For decades, regulatory compliance has been a cornerstone of healthcare operations. Today, tools like ALIRTS simplify this process. But they require timely and accurate submissions to remain effective.
ALIRTS Reporting is just one of the many things to consider when running a profitable and compliant Home Health business. Another compliance concern to make yourself familiar with is Medicare Payment Reductions. This article guides you through the governing bodies you need to report certain data to, and how to remain profitable and compliant.
*This article was written in consultation with Mariam Treystman.
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