Hurricane Debby Resources

Health Facility Reporting System

As of August 9, 2024, AHCA has discontinued the required reporting into HFRS for Hurricane Debby.

Health Facility Reporting System (HFRS)

HFRS is used to update information regarding census, available beds, utilities, evacuation, generators, damages (related to the storm) and all other reportable event-related information. Facilities in the impact area are encouraged to identify a point of contact for HFRS reporting who would not be affected by power/internet outages.

• Long Term Care Unit: (850) 412-4303 / ltcstaff@ahca.myflorida.com
• Assisted Living Unit: (850) 412-4304 / assistedliving@ahca.myflorida.com
• AHCA Consumer Information Hotline (after hours HFRS assistance):1-888-419-3456
• AHCA HFRS Website

Assistance with Reporting

• Instructional guide for entering information
• Speak to an AHCA staff member during business hours (8:00 a.m. - 5:00 p.m. EST)
• Email: AHCAEOC@ahca.myflorida.com

FHCA Communications

Daily Email Alerts

• Hurricane Debby Resources (8/5/24)
• Stay Alert Regarding Invest 97L/Tropical Storm Debby - HFRS Reporting Requirements (8/4/24)

State of Emergency

• Executive Order 24-157

Alachua, Baker, Bay, Bradford, Brevard, Calhoun, Charlotte, Citrus, Clay, Collier, Columbia, DeSoto, Dixie, Duval, Escambia, Flagler, Franklin, Gadsden, Gilchrist, Glades, Gulf, Hamilton, Hardee, Hendry, Hernando, Highlands, Hillsborough, Holmes, Jackson, Jefferson, Lafayette, Lake, Lee, Leon, Levy, Liberty, Madison, Manatee, Marion, Monroe, Nassau, Okaloosa, Okeechobee, Orange, Osceola, Pasco, Pinellas, Polk, Putnam, Santa Rosa, Sarasota, Seminole, St. Johns, Sumter, Suwannee, Taylor, Union, Volusia, Wakulla, Walton, and Washington.

Generator Fuel Requirement Reminder

Remember that nursing centers and assisted living facilities, within 24 hours, must ensure there is sufficient fuel maintained onsite to power critical life safety equipment and ensure a safe indoor temperature for 96 hours, in accordance with the requirements of the Nursing Home and ALF Emergency Power Rules.

Regulatory Updates

• Agency for Health Care Administration (AHCA) Hurricane Debby Webpage

Staff Curfew Travel Letter
Authorizes health care personnel to travel outside of established curfews

• Florida Department of Health, Healthcare Worker Curfew Letter (8/4/24)

Florida Department of Health Emergency Information

• Click here for resources and emergency orders

Billing During Emergencies
Pursuant to the Medicaid Nursing Facility Services Handbook, if you evacuate your facility without discharging the resident, the originating facility may continue to bill Medicaid for reimbursement and then pay the receiving facility at a contracted rate for its services.

Overcapacity 408.821(2) Florida Statutes
Centers that are serving as receiving sites for facilities that evacuate are reminded that under 408.821(2) Florida Statutes, Providers who plan to exceed their licensed capacity in accordance with their comprehensive emergency management plan for more than 15 days must request approval from AHCA as noted in s. 408.821(2), Florida Statutes. Requests for approval must be submitted to AHCA’s applicable licensing unit to continue at overcapacity. The request should include:

• The name and license number of the overcapacity facility;
• If applicable, the name of the evacuating facility and reason the evacuated facility cannot be occupied;
• Where the residents over licensed capacity are living in the facility (private room converted to semi-private; dining room; other locations in the building);
• A description of how staffing and supplies are maintained for residents over licensed capacity; and
• The total number of residents that the facility will be caring for over its licensed capacity.

Facility Re-entry
Nursing centers and ALFs that evacuate and want to re-occupy must ensure the facility is undamaged and all critical systems (e.g. electrical, medical gas, ventilation) are functional and staffing is sufficient. If power is not fully restored, even if generators are operational, facilities must receive approval from their county Emergency Management Offices (EMO) prior to re-entry. This ensures local EMOs are aware of your return should resources need to be diverted to support your center.

Facilities should also report to your county EMO all structural damage, no matter how small or large, for determining cost estimates for emergency management and funds distribution. If the nursing center is damaged, contact the AHCA Office of Plans and Construction (AHCA OPC) at 850-412-4477 to discuss damage and impact prior to re-occupancy. Visit the Office of Plans and Construction’s webpage for additional instructions. ALFs with damage should contact their County EMO.

Centers for Medicaid and Medicaid Services (CMS)

• 2024 Hurricane Debby Available Waivers for Affected Counties in the State of Florida Health Care Providers
• All Hazards Exercise Planning & After Action Report (PDF version)
• All Hazards Exercise Planning & After Action Report (MS Word version)
• Medicaid Provider Toolkit

Key Medicaid Information for Fee-for-Service and Managed Care Providers

Florida Medicaid recipients maintaining access to critical Medicaid services (e.g., durable medical equipment and supplies, home health services, hospital services, nursing facility services, chemotherapy, dialysis services, etc.) is imperative during the State of Emergency related to Tropical Storm Debby. To this end, the Agency for Health Care Administration (Agency) will ensure reimbursement for critical Medicaid services provided in good faith to eligible recipients who reside in the counties impacted by the storm. In a Florida Medicaid Alert, AHCA indicated that providers should continue providing services:

• The Agency will waive all prior authorization requirements for critical Medicaid services beginning August 4, 2024, until further notice.
• Early prescription refill edits have been lifted for all maintenance medications (Note: This does not apply to controlled substances).
• If a recipient requires critical Medicaid services beyond the limits stated in policy to maintain safety and health, providers can furnish the service.
• Preadmission Screening and Resident Review (PASRR) processes are postponed until further notice by the Agency.
• Retroactively performed screenings or resident reviews must document the reason for delay in the completion of PASRR requirements.
• The Agency is waiving the PASRR process for recipients who evacuated due to an evacuation order or power outage and are admitted and discharged during the storm.
• Transportation vendors should continue providing services to all Medicaid enrollees as long as they are able.

Utility Partners/Power Updates

Communicating with Florida’s utility providers during an emergency or during construction projects can be facilitated through online portals.

Emergency Response Vendors

• BELFR Property Restoration
• BlueTeam
• Cotton GDS
• LTC Power Solutions
• SERVPro (800-737-8776)
• Unified Power

Resource Links

• ESRD Network: 800-826-3773
• Dialysis Patient Assistance Hotlines
• Kidney Community Emergency Response (KCER)
• Accentra Health (formerly KEPRO) Hurricane Info for Medicare beneficiaries and providers
• FHCA Tools & Resources
• FHCA Emergency Planning Tips
• LTC Facility Hurricane Planning Checklist
• Plant Operations Hurricane Planning Checklist
• All Hazards Exercise Planning & After Action Report (PDF version)
• All Hazards Exercise Planning & After Action Report (MS Word version)

Transportation

• Road Monitoring (FL511)
• Traffic Updates from FloridaDisaster.org
• Waze - Real-time traffic help from other drivers 
• Gas Buddy - Find local stations with gas

Consumer Resources

• American Red Cross - Find Open Shelters
• Information for People with Disabilities/Special Needs and Their Families