Virginia Health Care Association | Virginia Center for Assisted Living

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The VHCA Survey Management Analysis & Resource Tool (SMART), is provided to VHCA members as a resource tool. Members may use this tool to view and analyze current trends and patterns in the nursing facility survey process. Detailed information about survey results for facilities and regions is available in statewide and custom comparison reports for a range of metrics and across user specified date ranges.

To assist you in using the application please consult the list of Frequently Asked Questions (FAQ) below. If you are unable to find an answer to your question on this page, please contact VHCA.


How can I request access to SMART?
You can request access to SMART electronically through the Request Access page. If you provide your e-mail address and a reason for desiring access a VHCA administrator will contact you to create an account.
What do I do if I lost my SMART password?
If you happen to lose your SMART password you can retrieve it by accessing the Forgot Password page. The page will send an automated e-mail to you with a secure link from which you can reset your password to a new value.
How do I view information about my facilities?
Information about facilities can be viewed on the My Facilities page. The application left-side menu lists the organizations and facilities you have access to. To view information about a facility within an organization, please click on the ownership organization from the side menu.
What do I do when my facility or organization is not listed on the My Facilities page?
If a facility or organization you are associated with is not listed on the side menu this is likely they can easily be added to your account. Please contact VHCA to have an administrator add the facility or organization to your application account.
Who do I contact to discuss discrepancies in survey data?
Contact VHCA with any potential discrepancies in the survey data you identify. VHCA is committed to the accuracy, relevancy, and timeliness of the data contained in this application.
How do I execute a report for a year, or year and quarter?
The Reports page provides the ability to execute reports for any date range. Most commonly, reports are run on an annual or quarterly basis. To run a report based on these common ranges select a year and/or quarter from the Report Year/Quarter dropdowns and the application will automatically populate the Report Start Date and Report Stop Date.
Is it possible to sort information in a report?
Yes, to sort information in a report click on any of the report column headers. Your first mouse click will sort the report data by the column in ascending order; the next mouse click will sort the report data by the column in descending order.
How can I change my default SMART password?
You can change your default SMART password supplied by VHCA on the My Profile page accessible via the application toolbar. Note that passwords must be at least 6 characters in length.
How can I view a facility's information outside of my organization?
Currently you cannot. To ensure the security and confidentiality of facility survey information you can only view survey detail information for facilities and organizations that you have access to. Summary survey information for all facilities is provided in the online reports and quarterly written reports.
Who do I send my 2567 report to?
VHCA has contracted with Chiles Healthcare Consulting to gather and analyze surveys and questionnaires. Please e-mail 2567 reports with a copy of the OLC letter to mary@chileshealthcare.com or mail hard copies to Chiles Healthcare Consulting LLC, 1908 Maple Shade Lane Richmond, VA 23227.
Who do I send my survey questionnaire to?
VHCA has contracted with Chiles Healthcare Consulting to gather and analyze surveys and questionnaires. Please e-mail 2567 reports with a copy of the OLC letter to mary@chileshealthcare.com or mail hard copies to Chiles Healthcare Consulting LLC, 1908 Maple Shade Lane Richmond, VA 23227.
How can I obtain information from the survey questionnaire analysis?
Additional information on the survey questionnaire analysis is available in the quarterly and annual written reports provided by VHCA. Hyperlinks to these reports are available on this Reports page.
Who do I contact for additional information or reports?
Please contact VHCA.
If I leave my current employer will I still be able to access this information?
This information is intended for use by VHCA members and VHCA respects the confidentiality of all information. If you change employers you will need to contact VHCA for a new application account and password.