TULIP Training GuideTexas Unified Licensure Information Portal(TULIP)Training GuideAugust 20, 2018Version 3.0 Page 1 of 71
TULIP Training GuideTULIP PORTAL PROVIDER TRAINING GUIDE1. TRAINING GUIDE OVERVIEW: TULIP PORTALThis training guide is organized into the following major components: ▪ Portal Navigation: login & registration, user management, general navigation, and settings ▪ Applications: create, upload documents, review deficiencies, pay for, and submit an application ▪ Account Updates: submit a change that does not incur a fee ▪ Facility / Agency Management: manage a facility or agency account after application submission or license approval. This section details the following: - How to upload a document to your facility or agency account - How to renew existing licenses - How to submit and edit a monthly resident death report - How to access the Incident Self Reporting PortalPlease note that TULIP is optimized for Google Chrome and should be used in this browserwhenever possible. Page 2 of 71
TULIP Training GuideCONTENTSTULIP PORTAL PROVIDER TRAINING GUIDE ................................................................................... 21. TRAINING GUIDE OVERVIEW: TULIP PORTAL ............................................................................. 2 1.1 PROVIDER REGISTRATION AND LOGIN ......................................................................................................... 4 1.1.A. Overview ..................................................................................................................................... 4 1.1.B. Create a Provider Account .......................................................................................................... 4 1.1.C. Log in as a Provider ..................................................................................................................... 6 1.1.D. Granting Access to New Users.................................................................................................... 8 1.1.E. Manage Provider Access ........................................................................................................... 10 1.2. PORTAL NAVIGATION ............................................................................................................................ 12 1.2.A. Homepage................................................................................................................................. 12 1.2.B. Application Statuses ................................................................................................................. 13 1.2.C. Application Types ...................................................................................................................... 14 1.3. APPLICATIONS ...................................................................................................................................... 16 1.3.A. Overview ................................................................................................................................... 16 1.3.B. Submit an Agency Application .................................................................................................. 19 1.3.C. Submit a Facility Application..................................................................................................... 35 1.3.D. Renew an Existing License ........................................................................................................ 55 1.3.E. Address Deficiencies After Submission ..................................................................................... 57 1.3.F Account Updates ........................................................................................................................ 60 1.4. FACILITY / AGENCY MANAGEMENT .......................................................................................................... 63 1.4.A. Overview ................................................................................................................................... 63 1.4.B. Upload a Form .......................................................................................................................... 63 1.4.C. Submit a Resident Death Report .............................................................................................. 66 1.5. ADDITIONAL FUNCTIONALITY .................................................................................................................. 70 1.6. CONTACT HHS ..................................................................................................................................... 71 Page 3 of 71
TULIP Training Guide1.1 PROVIDER REGISTRATION AND LOGIN1.1.A. OVERVIEWFigure 1. Provider Registration and Login Process Overview1.1.B. CREATE A PROVIDER ACCOUNTOnce on the Registration page, providers can select from three paths:Figure 2. TULIP Registration Page 1. If they do not already have a TULIP account, users will first be prompted with the question “Have you or a representative of your business completed first time registration?” If “Yes”, search for your Business Entity. Enter the user-specific details below and select the “Submit” button when finished. Page 4 of 71
TULIP Training GuideFigure 3. TULIP Registration Page - Business Entity Search 2. If they do not already have a TULIP account, you will first be prompted with the question “Have you or a representative of your business completed first time registration?” If “No”, you will still the user-specific details below. In addition, the user will need to disclose the following four items:Figure 4. TULIP Registration Page - New User Registration and Disclosures a. Representation: Disclose whether you represent one or more facilities, one or more agencies, or both facilities and agencies. b. Consultancy: Check this box if you are a consultant. This will add minor restrictions to your account to ensure your employer is legally responding to attestations. Page 5 of 71
TULIP Training Guide c. Outside Ownership: Select “Yes” if your business is owned by another legal entity. If you select “Yes”, additional fields will display. If you have been provided with a registration code(s), enter those here. If you do not have a registration code, select “No” and proceed.Figure 5. TULIP Registration Page - Outside Ownership d. Security Authority: Identify whether you are the single individual that will approve / reject access requests on behalf of your business. If you select “No”, you will be prompted to enter the user-specific details for the designated Security Authority.When you have completed the Registration page, click “Submit”. An email will be sent confirming yourregistration and prompting you to log in with credentials. Please note this email may take up to 30 minutes toarrive. 3. If you are a returning TULIP user, select the “Already have an account?” link under the Texas Health and Human Services logo to log into TULIP with your existing provider credentials. Skip to section 1.1.C. below.1.1.C. LOG IN AS A PROVIDERIt is highly recommended that providers bookmark the login screen for easy access to their TULIP accountportal. To log in, enter your username and password.From this initial login page, you may navigate back to the initial registration page (Section 2.1.2.B., “Create aProvider Account”) by selecting the “Not a member?” link. Page 6 of 71
TULIP Training GuideFigure 6. TULIP Login ScreenResetting your passwordIf you have forgotten your password, select the “Forgot your password?” link from the screen above, justunder the login fields. You will be prompted to enter your username (the email address used to register). Thefollowing screen will display, allowing you to return to the login screen or resend the password reset email.Figure 7. TULIP Login Screen - Forgotten Password Page 7 of 71
TULIP Training GuideAdditional TULIP InformationHHSC maintains a webpage to host the most updated information regarding TULIP. Access this webpage byclicking the link at the bottom of the login screen that reads, “Click here for additional information aboutTULIP”.Figure 8. TULIP HHSC Webpage Link1.1.D. GRANTING ACCESS TO NEW USERSTo grant portal access to new users or remove old users, the Security Authority must first log into theirSalesforce TULIP account. Once logged in, the Security Authority will navigate to Manage Users in theirprovider portal. If someone other than the Security Authority logs into TULIP, they will not see a ManagerUsers option. Page 8 of 71
TULIP Training GuideFigure 9. TULIP User ManagementA list of recently viewed contacts will be displayed. Use the dropdown list on the left side of the page tochange views. • The Pending Approval list will display users waiting for approval to the user group they wish to join. To take action on a pending user, click on the user. You will see three buttons on the record: Approve, Reject, and Deactivate.Figure 10. TULIP User Management - Pending Approval • The Active Users list allows Security Authorities to deactivate and manage users. • The Deactivated Users list allows Security Authorities to reactivate and manage users. Page 9 of 71
TULIP Training GuideFigure 11. TULIP User Management - Deactivated Users1.1.E. MANAGE PROVIDER ACCESSTo manage access, the Security Authority must first log into their Salesforce TULIP account.Figure 12. TULIP Facility/Agency ManagementA list of Entity Access records will be displayed. An Entity Access record describes the relationship betweena user and an entity. Use the dropdown list on the left to change views. Page 10 of 71
TULIP Training GuideFigure 13. TULIP Facility/Agency Mangement - Entity Access RecordsEdit and delete access records using the dropdown arrows to the right of each line item record.Note: Selecting “Delete” for an entity access record will remove access for that particular entity. Selecting this button does notdelete the entity from existence.Link an existing entity to an existing user in TULIPTo tie an existing entity to an existing user, follow the steps outlined below. If the user or entity you wish tolink is not yet created, please reference Section 1.1.B. Create a Provider Account to register a new account. 1. Select the “New” button from the Entity Access page above. A New Entity Access Record box will open.Figure 14. TULIP Facility/Agency Management – New Entity Access Record 2. Search and select the account and the contact you wish to link. Use the checkboxes provided to designate whether a user is also a Security Authority and whether they have permissions to submit applications on the entity’s behalf. Click “Save” when you are finished. Page 11 of 71
TULIP Training GuideNote: There is no limit on how many Security Authorities can be designated for a given entity; the number of SecurityAuthorities allowed for a given provider entity is up to the discretion of the provider entity.1.2. PORTAL NAVIGATION1.2.A. HOMEPAGEThe image below is an example of a provider homepage, the screen you will see when you first log into theTULIP portal. From here you can submit applications, update resident death reports, upload forms, viewaccount details, and address deficiencies. To return to this page from anywhere in the portal, simply select theHome icon on the leftmost side of the page banner.Figure 15. TULIP Provider HomepageThe following sections can be found on a provider homepage: • Pending Provider Action The Pending Provider Action list displays either incomplete or pending payment applications. This list also displays applications marked with the status “Response Required” (used to denote items that must be completed by a provider as soon as possible). • Previously Submitted Applications All submitted applications will be added to this list. Users can see the date submitted and status of the submitted application. For more information on application statuses, see Section 1.2.A. Application Statuses directly below. • Facility / Agency Details Page 12 of 71
TULIP Training Guide If you manage multiple or a blend of facilities and agencies, you can toggle between the various providers to quickly reference their details by selecting the provider name from the dropdown list. If you would like to change the details you see listed, clicking the “Update” button will direct the user to the application list to submit a Change of Information. It is imperative that providers ensure the accuracy of the contact information on file with HHSC for each of their licensed entities. • Other Actions The Other Actions section features links on the righthand righthand side of the homepage. From these links, providers can submit and manage resident death reports, upload a form, or access the external Self Reporting Incident Portal. Security Authorities will also see links to Manage Users and Manage Facility/Agency Access. For details on these links, see Section 1.5. Facility / Agency Management.1.2.B. APPLICATION STATUSESAll applications will feature a status to communicate the stage at which an application sits in processing. Thefollowing statuses will help providers track the progress of their TULIP applications: Status Description NEW An application has been created and is in data entry progress. READY TO SUBMIT All required fields have been completed on the application and it is ready for payment and submission. SUBMITTED PAYMENT PENDING Payment has been submitted or mailed. The application will not be processed until payment is sent and cleared. SUBMITTED An application has been submitted and is under initial review. This application has not completed deficiency review. COMPLETE A Licensing Specialist has requested all necessary information through the deficiency review period and has moved onto the next stage of processing. RESPONSE REQUIRED The application requires a response or action from the provider as soon as possible to proceed with processing. DENIED The submitted application has been denied by HHS. WITHDRAWN Marks an application that has been withdrawn by the provider. EXPIRED A renewal application was automatically generated but not submitted before license expiration. See Section 1.3.D. Renew an Existing License for more information. Page 13 of 71
TULIP Training Guide Status Description APPROVED / LICENSE ISSUED A license has been issued and mailed to the provider based on an approved application. CERTIFICATION GRANTED A certification has been granted and mailed to the provider based on an approved application.1.2.C. APPLICATION TYPESThe following application types are offered through TULIP. Agency or Facility Application Number Application Type Facility 3720 Account Update Capacity Increase/Decrease Change – Management Company Change – Relocation Change – Shares Transfer Change of ICF/IID Administrator Change of Ownership (CHOW) Initial Initial – New Construction Provisional Reactivate (Bed Suspension) Real Estate Change Facility 3720-N Account Update Capacity Increase/Decrease Change – Management Company Change – Relocation Change – Shares Transfer Change of ICF/IID Administrator Change of Ownership (CHOW) Initial Initial – New Construction Provisional Reactivate (Bed Suspension) Real Estate Change Page 14 of 71
TULIP Training GuideAgency or Facility Application Number Application TypeFacility 3720-P Account Update Capacity Increase/Decrease Change – Admin/CFO Change – Operating Hours Change – Relocation Change of Ownership (CHOW) Initial Management Company Real Estate Change Transfer of Ownership InterestFacility 3720-G InitialFacility 3721 Capacity Increase/Decrease Change – Relocation Change of Ownership (CHOW) InitialFacility 3736 Renewals onlyAgency 2021 Change – Accreditation Status Change – Admin/CFO Change – Alternate Administrator Change – Update Cateogry of Service Change – Controlling Person Change – DBA (not CHOW) Change – Mailing Address Change – Name of Owner (not CHOW) Change – Phone/Fax/Email/Operating Hours Change – Relocation Change – Service Area Expansion Change – Service Area Reduction Change – Stock Transfer Change of Ownership (CHOW) Initial Page 15 of 71
TULIP Training Guide Agency or Facility Application Number Application Type Agency 2023 Adding Licensed & Certified Category Change of Ownership (CHOW) Initial Agency 2024 Initial Change – Update Category of Service Change – Relocation Change – Phone/Fax/Email/Operating Hours Change – Service Area Expansion Change – Service Area Reduction Change of Ownership (CHOW) Agency 2025 Initial Change of Ownership (CHOW) Change – Relocation Change – Update Category of Service Change – Phone/Fax/Email/Operating Hours Change – Service Area Expansion Change – Service Area Reduction1.3. APPLICATIONS1.3.A. OVERVIEWTULIP online applications will enable both agencies and facilities to submit license and certificationapplications from start to finish. The following flow lays out the steps to complete an application:Figure 16. Applications Process OverviewQuick Reference: TULIP Online Application Features Page 16 of 71
TULIP Training GuideThe applications as represented in TULIP are made to reflect the previous HHS paper applications as muchas possible. Depending on each question, data entry fields will vary between free text fields, date calendars,numerically restricted, or picklists. The following features are unique to TULIP and of note: • Progress Bar: This bar is featured at the top of each application and will help providers track progress during data entry. Each step within the bar maybe be clicked to jump to different application pages.Figure 17. TULIP Application Progress Bar • Date Calendars: Throughout applications, providers will find date fields with three options for entry: a “mm/dd/yyyy” manual keyboard option, up/down selection arrows, or a dropdown calendar at the far right of the field box.Figure 18. Date Calendar • Instructions: Instructions can be accessed both from the initial Application List page and within the footer at the bottom of all applications. When selected, this link will open in a new tab so as to not disrupt application progress.Figure 19. TULIP Application Instructions Button • Saving: Moving to a new step or selecting the “Next” or “Save” buttons in the footer at the bottom of the application will automatically save application progress. After saving, you may navigate away from TULIP or close your browser entirely to resume the application at a later date. The saved application will be stored in the Pending Provider Action section of the homepage.Figure 20. Back, Next, and Save buttons • Required Fields: TULIP applications include required fields and documents, marked both in red and with an asterisk (*). Providers will not be blocked from moving between steps or saving/closing/exiting the application if required fields are left blank. Missing required fields will be displayed in the “Deficiencies” step and will, however, prevent access to the final stages of payment and application submission. Page 17 of 71
TULIP Training GuideFigure 21. Example of TULIP Required Field • Exemptions: Applications will vary by type. On some applications, providers may notice checkboxes or Yes/No fields that could exempt them from certain pieces of the application. TULIP applications will use the concept of required fields (explained above) to enforce fields that apply to all users. If you complete a field that exempts you from another non-required field, continue through the application. The following examples will help illustrate exemptions: o Example, Address entry fields: A provider enters their Physical Address. Instead of entering a Mailing Address, they select a checkbox that reads “Same as Physical Address” and continue through the application. The information entered into the physical address fields will also populate the mailing address fields upon application approval. o Example, Yes/No selection fields: A provider selects “Yes” in a Yes/No selection field. Oftentimes, if the selection is No the provider may simply move onto the next question. TULIP applications include all necessary instructions around Yes/No fields. If you need further help, please access the Instructions document using the button at the bottom left of the screen. • Attestations: Secured by Salesforce’s logins, TULIP applications ask for an attestation in place of prior notarized affidavits. Please note that most applications will still require a separate fire marshal approval upload.Figure 22. TULIP Attestation Example Page 18 of 71
TULIP Training Guide1.3.B. SUBMIT AN AGENCY APPLICATIONCreate and Select Your ApplicationTo create a new application for your agency, follow the steps below. 1. Select the “Submit a New Application” button next to the “Pending Provider Action” heading.Figure 23. TULIP "Submit a New Application" Button A list of either agency, facility, or both application types will be displayed (this varies based on who an entity manages). Select the “Start Application” button next to the correct application type. You may also open accompanying instructions in a new tab by selecting the "Instructions” button. For training purposes, we will select Application 2021, the initial application for agencies.Figure 24. TULIP Application Selection List 2. Select an Application Type. If you are not submitting an initial application, you may select multiple Changes to update your information. Note than Change types will prompt you to enter both a License Number and an Effective Date. Fees associated with all applications can be found in the Instructions. Page 19 of 71
TULIP Training GuideFigure 25. TULIP License Number and Effective Date Entry For training purposes, we will select the “Initial” checkbox. Note that because the agency has not yet been licensed, a License Number is not required, and the field will disappear from view. Select the “Save” button at the bottom to continue. 3. The application should open and a success message should display upon saving. At the top of the screen, you will see the Application Type reflected. You will not be able to change the application type once information is saved to an application; if you save data and need to change your application type, you will need to delete this record and create a new application.Enter Application DataThe following screenshots will show the layout of an online application in TULIP. The fields within eachapplication will vary in type:• Free text• Numerically-restricted• Email-restricted• Picklists (both single- and multiple-selection)• Checkboxes)• Popup entry boxesFamiliar help text that matches previous HHS paper applications will still be used within TULIP applicationsto guide the user. Page 20 of 71
TULIP Training GuideFigure 26. TULIP Application - Step 1Figure 27. TULIP - Application Step 2 Page 21 of 71
TULIP Training GuideFigure 28. TULIP Application - Step 3Figure 29. TULIP Application - Step 4 Page 22 of 71
TULIP Training GuideFigure 30. TULIP Application - Step 5Ownership Control and DisclosureCertain application types request ownership information. To enter the ownership hierarchy, navigate to theOwnership and Control Interest Disclosure section in the application. Here providers can enter the Type ofOwnership, Disclosure checkboxes, and build a Hierarchy.To enter an Ownership Hierarchy, select the “Add Owner” button, shown below.Figure 31. TULIP Application – Ownership and Disclosure Section Page 23 of 71
TULIP Training GuideA detail box will appear. Enter the details for this owner, including the ownership percentage, TaxpayerIdentification Number (TIN), and start date of association. The ownership percentage will be default to100% for the first entry. Select the “Save” button to return to the application and see the saved record.Figure 32. TULIP Application – Ownership Entity Record EditThe user will see the saved record listed until the Ownership Hierarchy section, and will notice that therecord offers the option to add an owner of that record.Figure 33. TULIP Application – Ownership Record DisplayRepeat this process with each owner in the hierarchy until you have represented the agency’s ownershipstructure. Levels of the hierarchy and each ownership percentage will indent to accurately show relationships,and businesses and individuals will be represented with different icons for easy reference. An example isshown below: Page 24 of 71
TULIP Training GuideFigure 34. TULIP Application – Ownership Hierarchy ExampleUpload DocumentsAfter the final data entry screen, the “Next” button will take the user to the “Documents” step of theprogress tracker. On this screen, each application will display the various documents associated with thatapplication type. Required documents are denoted with the phrase “This document is required” in red.Users may either select the “Upload Files” button to select a local file or drag and drop a file onto thecorresponding document row. Once the document upload is complete, the user can click “Done” and seetheir document name reflected in the document row with the ability to delete the document if desired, asshown above.Figure 35. TULIP Application - Documents Page 25 of 71
TULIP Training GuideTo upload a document that is not on the list (or upload an additional page of a document), scroll to the top ofthe page and select “Add Additional Attachment” button. Enter a Name and Description for the document,and Save the document.Figure 36. TULIP Application - New AttachmentA placeholder will be created for your document. Again, either select the “Upload Files” button to select alocal file or drag and drop a file onto your custom document row. You may delete both the uploadeddocument and the overall document placeholder using the delete buttons, marked below.Figure 37. TULIP Application - Delete DocumentWhen you are finished uploading documents, click the “Next” button to continue.Review Application DeficienciesThe “Deficiencies” step ensures a complete application before the Provider is able to proceed to applicationpayment and submission. The Provider is required to select the “Review” button; otherwise, the “Payment”step will not display any information and instead direct the Provider back to the “Review” button. Page 26 of 71
TULIP Training GuideFigure 38. TULIP Application - DeficienciesThe “Review” button will capture incorrect values entered into required fields (including blanks or improperformats) and missing attachments on required documents and list the deficiencies. Deficiencies will be listedin the order in which they appear in the application.In all cases, the deficiency will be delineated by a light gray box and will display the Item (section) in whichthe deficiency appears; each section can have one or more deficiencies. In some cases, the deficiency willfurther display the specific field that is deficient within the Item through the deficiency’s Description.To quickly navigate through the application to the deficiency, select the “Go to Step” button associated withthe deficiency; the hyperlink will direct the Provider to the specific step on which the deficiency appears. Page 27 of 71
TULIP Training GuideFigure 39. TULIP Application - Deficiencies ListIn many cases, deficient fields will be outlined in red boxes to flag the fields for the Provider and may beaccompanied by help text. To resolve deficiencies, click into the deficient fields and fill appropriate values, orattach a correct required document if resolving a document deficiency.Figure 40. TULIP Application - Deficiencies ExampleYou must continue to select the “Review” button on the “Deficiencies” tab to ensure that all deficiencies areresolved. Once all deficiencies have been resolved, the application will display a success message indicatingthat there are no deficiencies to address and the Provider will be able to proceed to the following tabs. Page 28 of 71
TULIP Training GuideFigure 41. TULIP Application - Successful ReviewReview Application Summary and Print ApplicationThe “Summary” tab of the application submission process displays a read-only concatenation of all Steps inthe application to allow the user to quickly review all entered information. From the “Summary” tab,Providers can print the application for their own records before application submission.Figure 42. TULIP Application - Summary and Print Screen Page 29 of 71
TULIP Training GuideProviders can similarly print their applications after application submission also from the “Summary” tab.Navigate to the “Previously Submitted Applications” section of the Provider Portal homepage to find andselect a previously submitted application to be printed; use the “See More” action if the application is notimmediately displayed in the list.Figure 43. Previously Submitted Applications List PreviewThe Provider will be directed to the “Summary” tab of the previously submitted application; from here, theProvider can review and print the application by again using the “Print” button located above the progressbar.Important Note: Because TULIP applications are modified to display online, the traditional paper sections1-4 are rolled up into a common process before the application opens. It may be handy to note theapplication number and entity name if you choose to file anything personally as a paper copy.Generate and Print a Payment CouponOn the Payment step of the application, the user will see an overview of basic application details such asApplication ID, Application Type, Application Status, and Application Date. Underneath these details theuser will select a Payment Type from the dropdown picklist field containing three payment options: 1. ACH 2. Credit Card 3. Paper Check / Money OrderIf the third option is selected, the page will display a checkbox alongside the price asking you to confirm “Iunderstand that in order to complete this application, I must mail in the coupon”. When checked, the buttonbelow this statement is activated. This button generates a populated payment coupon in a new browser tab.The payment coupon must be printed and mailed to the provided address along with their paper check ormoney order for the full amount before the application will be processed by HHS. Providers can print thegenerated payment coupon PDF as their computer normally allows.Select the “Next” button to continue to the submission step. Page 30 of 71
TULIP Training GuideFigure 44. TULIP Application - Paper Check / Money Order PaymentPay Online Through Texas.govTexas.gov is the statewide government website and also the official payment processor for Texas agencies.Payments made online with TULIP will be made through the Texas.gov checkout process.If either the ACH or Credit Card option is chosen as the Payment Type, this payment option will display aTexas.gov price and a link to pay through Texas.gov in a separate tab. Please note that the link is valid for 30minutes. If the 30 minutes elapse and the link expires, you will need to close the application and refresh thepage to re-enter. Page 31 of 71
TULIP Training GuideFigure 45. TULIP Application - ACH or Credit Card PaymentFigure 46. TULIP Application - Payment Address Information Page 32 of 71
TULIP Training GuideFigure 47. TULIP Application - Payment Credit Card InformationOnce you complete the online payment, you will receive a confirmation email from Texas.gov. Press the“Continue” button to return to the application and submit the application.Figure 48. TULIP Application - Payment Receipt Confirmation Page 33 of 71
TULIP Training GuideSubmit a Completed ApplicationYour application is not considered completed or eligible for processing unless both your payment issubmitted and the application itself is submitted.The Submit step is the final step in the progress tracker and displays a single “Submit Application” button.Press this button to submit your application.Figure 49. TULIP Application - Submit ApplicationOnce submitted, TULIP will display text that reads “Application submitted”. In addition, you will receive anemail confirmation notifying you of your application’s receipt at HHS for review after payment processing.Figure 50. TULIP Application - Application Submitted Confirmation Page 34 of 71
TULIP Training GuideOnce you navigate back to your Provider Homepage, your application will reflect a status of “Submitted”under the Previously Submitted Applications section.Figure 51. TULIP Provider Homepage - Submitted Application1.3.C. SUBMIT A FACILITY APPLICATIONCreate and Select Your ApplicationTo create a new application for your facility, follow the steps below. 1. Select the “Submit a New Application” button near the top of the page.Figure 52. TULIP Provider Homepage - Submit a New Application 2. A list of Applications will be displayed. Find the application you would like to submit and select the “Start Application” button. You may also open accompanying instructions in a new tab by selecting the "Instructions” button. For training purposes, we will select Application 3720-N, the initial application for Nursing and Title XIX facilities. Page 35 of 71
TULIP Training GuideFigure 53. TULIP Application Type Selection List 3. Select an Application Type. If you are not submitting an initial application, you may select multiple Changes to update your information. Change types will prompt you to enter both a License Number and an Effective Date. Note: ICF Initial applications in TULIP were previously referenced as “ICF reactivations”. Please use the application type “Initial” if looking for ICF reactivations and select “ICF/IID” as the facility type as you normally would.Figure 54. TULIP Application - License Number and Effective Date Entry Screen For training purposes, we will select the “Initial” checkbox. Note that because the facility has not yet been licensed, a Facility ID is not required. Select the “Save” button. Page 36 of 71
TULIP Training GuideFigure 55. TULIP Application - Initial 4. The application should open and a success message should display when the “Save” button is selected. At the top of the screen, you will see the Application Type reflected. You will not be able to change the application type once information is saved to an application; if you save data and need to change your application type, you will need to delete this record and create a new application.Enter Application DataThe following screenshots will show the layout of an online application in TULIP. The fields within eachapplication will vary in type:• Free text• Numerically-restricted• Email-restricted• Picklists• Checkboxes• Popup entry boxesFamiliar help text that matches previous HHS paper applications will still be used within TULIP applicationsto guide the user. Page 37 of 71
TULIP Training GuideFigure 56. TULIP Application - Step 1 Page 38 of 71
TULIP Training GuideFigure 57. TULIP Application - Step 2 Page 39 of 71
TULIP Training GuideFigure 58. TULIP Application - Step 3 Page 40 of 71
TULIP Training GuideFigure 59. TULIP Application - Step 4 Page 41 of 71
TULIP Training GuideFigure 60. TULIP Application - Step 5Ownership Control and DisclosureCertain application types request ownership information. To enter the ownership hierarchy, navigate to theApplicant Information section in the application. Here providers can enter the Type of Ownership,Disclosure checkboxes, and build a Hierarchy.To enter an Ownership Hierarchy, select the “Add Owner” button, shown below. Page 42 of 71
TULIP Training GuideFigure 61. TULIP Application – Facility Ownership SectionA detail box will appear. Enter the details for this owner, including the ownership percentage, TaxpayerIdentification Number (TIN), and start date of association. The ownership percentage will be default to100% for the first entry. Select the “Save” button to return to the application and see the saved record.Figure 62. TULIP Application – Ownership Entity Record Page 43 of 71
TULIP Training GuideThe user will see the saved record listed until the Ownership Hierarchy section, and will notice that therecord offers the option to add an owner of that record.Figure 63. TULIP Application – Ownership Record DisplayRepeat this process with each owner in the hierarchy until you have represented the agency’s ownershipstructure. Levels of the hierarchy and each ownership percentage will indent to accurately show relationships,and businesses and individuals will be represented with different icons for easy reference. An example isshown below:Figure 64. TULIP Application – Ownership Hierarchy ExampleUpload DocumentsAfter the final data entry screen, the “Next” button will take the user to the “Documents” step of theprogress tracker. On this screen, each application will display the various documents associated with thatapplication type. Required documents are denoted with the phrase “This document is required” in red.Users may either select the “Upload Files” button to select a local file or drag and drop a file onto thecorresponding document row. Once the document upload is complete, the user can click “Done” and seetheir document name reflected in the document row with the ability to delete the document if desired, asshown above. Page 44 of 71
TULIP Training GuideFigure 65. TULIP Application - DocumentsTo upload a document that is not on the list (or upload an additional page of a document), scroll to the top ofthe page and select “Add Additional Attachment” button. Enter a Name and Description for the document,and Save the document. Again, either select the “Upload Files” button to select a local file or drag and drop afile onto your custom document row.When you are finished uploading documents, click the “Next” button to move on.Figure 66. TULIP Application - New Attachment Page 45 of 71
TULIP Training GuideFigure 67. TULIP Application - Custom DocumentReview Application DeficienciesThe “Deficiencies” step ensures a complete application before the provider is able to proceed to applicationpayment and submission. Without reviewing the application, the “Payment” step will not display anyinformation and instead direct the provider back to the “Review” button. Page 46 of 71
TULIP Training GuideFigure 68. TULIP Application - DeficienciesThe “Review” button will capture incorrect values entered into required fields (including blanks or improperformats) and missing attachments on required documents and list the deficiencies. Deficiencies will be listedin the order in which they appear in the application.In all cases, the deficiency will be delineated by a light gray box and will display the Item (section) in whichthe deficiency appears; each section can have one or more deficiencies. In some cases, the deficiency willfurther display the specific field that is deficient within the Item through the deficiency’s Description.To quickly navigate through the application to the deficiency, select the “Go to Step” button associated withthe deficiency; the hyperlink will direct the Provider to the specific step on which the deficiency appears. Seethe image below: Page 47 of 71
TULIP Training GuideFigure 69. TULIP Application - Deficiencies ListIn many cases, deficient fields will be outlined in red boxes to flag the fields for the Provider and may beaccompanied by help text. To resolve the deficiency, click into the deficient fields and fill appropriate values,or attach a correct required document if resolving a document deficiency.Figure 70. TULIP Application - Deficiencies ExampleYou must continue to select the “Review” button on the “Deficiencies” tab to ensure that all deficiencies areresolved. Once all deficiencies have been resolved, the application will display a success message indicatingthat there are no deficiencies to address and the provider will be able to proceed to the following tabs. Page 48 of 71
TULIP Training GuideFigure 71. TULIP Application - No Deficiencies MessageFigure 72. TULIP Application - Successful ReviewReview Application Summary and Print ApplicationThe “Summary” tab of the application submission process displays a read-only concatenation of all Steps inthe application to allow the user to quickly review all entered information. From the “Summary” tab,Providers can print the application for their own records before application submission. Page 49 of 71
TULIP Training GuideFigure 73. TULIP Application - Summary and Print ScreenProviders can similarly print their applications after application submission also from the “Summary” tab.Navigate to the “Previously Submitted Applications” section of the Provider Portal homepage to find andselect a previously submitted application to be printed; use the “See More” action if the application is notimmediately displayed in the list. Page 50 of 71
TULIP Training GuideFigure 74. Previously Submitted Applications List PreviewThe Provider will be directed to the “Summary” tab of the previously submitted application; from here, theProvider can review and print the application by again using the “Print” button located above the progressbar.Generate and Print a Payment CouponOn the Payment step of the application, the user will see an overview of basic application details such asApplication ID, Application Type, Application Status, and Application Date. Underneath these details theuser will select a Payment Type from the dropdown picklist field containing three payment options: 1. ACH 2. Credit Card 3. Paper Check / Money OrderIf the third option is selected, the page will display a checkbox alongside the price asking you to confirm “Iunderstand that in order to complete this application, I must mail in the coupon”. When checked, the buttonbelow this statement is activated. This button generates a populated payment coupon in a new browser tab.The payment coupon must be printed and mailed to the provided address along with their paper check ormoney order for the full amount before the application will be processed by HHS. Providers can print thegenerated payment coupon PDF as their computer normally allows. Page 51 of 71
TULIP Training GuideFigure 75. TULIP Application - Paper Check / Money Order PaymentSelect the “Next” button to continue to the submission step.Pay Online Through Texas.govTexas.gov is the statewide government website and also the official payment processor for Texas facilities.Payments made online with TULIP will be made through the Texas.gov checkout process.If either the ACH or Credit Card option is chosen as the Payment Type, this payment option will display aTexas.gov price and a link to pay through Texas.gov in a separate tab. Please note that the link is valid for 30minutes. If the 30 minutes elapse and the link expires, you will need to close the application and refresh thepage to re-enter. Page 52 of 71
TULIP Training GuideFigure 76. TULIP Application - ACH or Credit Card PaymentFigure 77. TULIP Application - Payment Address Information Page 53 of 71
TULIP Training GuideFigure 78. TULIP Application - Payment Credit Card InformationOnce you complete the online payment, you will receive a confirmation email from Texas.gov. Press the“Continue” button to return to the application and submit the application.Figure 79. TULIP Application - Payment Receipt Confirmation Page 54 of 71
TULIP Training GuideSubmit a Completed ApplicationYour application is not considered completed or eligible for processing unless both your payment issubmitted and the application itself is submitted.The “Submit” step is the final step in the progress tracker and displays a single “Submit Application” button.TULIP will display a green success banner that reads, “Application was submitted”. In addition, you willreceive an email confirmation notifying you of your application’s receipt at HHS for review after paymentprocessing.Figure 80. TULIP Application - Submit ApplicationOnce you navigate back to your Provider Homepage, your application will reflect a status of “Submitted”.Figure 81. TULIP Provider Homepage - Submitted Application Example1.3.D. RENEW AN EXISTING LICENSEUsers will have the ability to renew an existing license beginning 120 days before their license expires. Thisrenewal application will generate automatically through TULIP. You can access the renewal application fromthe Pending Provider Action list on your homepage. You will also see the due date for this applicationdisplayed to help you plan your time.Continue with the data entry, document upload, payment, and submission steps as detailed above in sections1.3.B. Submit an Agency Application or 1.3.C. Submit a Facility Application. Page 55 of 71
TULIP Training GuideRenewals will appear in the Pending Provider Action section of the homepage with a Type of “Renewal” anda Status of “New”.Figure 82. TULIP Provider Homepage – Renewal Homepage NotificationWhen selected, the generated renewal application will open, fully populated, for review. Edit any fieldsneeded, ensuring all required fields are complete. Proceed with deficiency review, document upload, andpayment as normal. See sections 1.3.C. and 1.3.D for submission instructions.Figure 83. TULIP Provider Homepage – Populated Renewal ApplicationGenerated renewal applications are valid (with a late fee applied) until close of the day of license expiration.After that, providers must begin a new initial application to file for a license. If you try to access a renewalapplication after your license has expired, you will see the following message displayed when you open theapplication:“Our records indicate that the license you are attempting to renew has expired and, therefore, you cannot submit an application torenew the license through this portal. If you believe that you have received this message in error or you would like to request anexception, which will allow you to submit a renewal application after a license has expired, please send relevant information to theProvider Licensure and Certification Manager at bobby.schmidt@hhsc.state.tx.us. HHSC will review the information yousubmit, notify you of its determination, and provide you with additional instructions, if necessary. Please note that HHSC will Page 56 of 71
TULIP Training Guidegrant an exception to file a renewal application only under limited circ*mstances, such as when a waiver has been granted by theGovernor after a hurricane.”1.3.E. ADDRESS DEFICIENCIES AFTER SUBMISSIONAfter application submission, an HHS Licensing Specialist will review your application in full and mark anyinformation that needs to be corrected or added. Once sent back to providers, these deficiencies must becorrected as soon as possible; if HHS does not receive a corrected response within 30 days, the submittedapplication will be proposed for denial.Providers will receive an email to their designated applicant contact when deficiencies are noted on anapplication and the 30-day correction period has begun.To find an application marked with deficiencies, navigate to the provider home page. The Pending ProviderAction section should be the first section on the page, and any applications waiting for provider response willbe listed here with a Status of “Response Required”.Figure 84. Pending Provider Action SectionProviders will immediately see deficiencies when the application link is opened. To view a list of alldeficiencies marked by an HHS Licensing Specialist, select the “Deficiencies” tab. Page 57 of 71
TULIP Training GuideFigure 85. Marked DeficienciesEach marked deficiency will be delineated with a light gray box. The deficiencies will display the Item(section) in which the deficiency occurs and a description of the deficiency entered by the HHS LicensingSpecialist. The Provider can add a comment to the deficiency with the “Add Comment” button; the commentwill appear in the “Provider Comments” field of the deficiency. Comments cannot be added after a deficiencyis marked as addressed. To quickly navigate to the Step on which the deficiency occurs, select the “Go toStep” button.Once the Provider has navigated to the deficient Item (section), the Provider will see a red banner across thetop of the section containing a list of deficiency descriptions for deficiencies occurring within the section. Ifthere are multiple deficiencies within the section, they will all be listed in the banner on separate lines. Page 58 of 71
TULIP Training GuideFigure 86. Deficient ItemTo resolve a deficiency, click into the deficient field and update the information. Once a specific deficiency iscorrected, select the “Mark as Addressed” action next to the deficiency description in the banner. When alldeficiencies in the section are marked as addressed, the deficiency banner will disappear. The Provider canalso mark deficiencies as addressed with the “Mark as Addressed” buttons in the “Deficiencies” tab, but it isrecommended that the Providers correct the deficiencies within the sections first before marking a deficiencyas addressed.The Provider can return to the “Deficiencies” tab after resolving a deficiency. The red crossout icon will bereplaced with an orange crossout icon, and the “Addressed by Provider” field will display “Yes”. The“Resolved” field will still display “No”, as this field is used by the HHS Licensing Specialist when reviewingaddressed deficiencies. Once the Provider has addressed all deficiencies, be sure to select the “Save” buttonto send the corrections back to HHS. Page 59 of 71
TULIP Training GuideFigure 87. Addressed Deficiency1.3.F ACCOUNT UPDATESAccount updates will be available on Applications 3720, 3720-N, and 3720-P for facility providers who wishto update fields on their application that do not incur a fee and are not covered by a Change of Informationapplication type. Note: Facilities that use a 3720-G application form type will simply use a 3720.To make a Account update: 1. Navigate to the Details section of your provider homepage and select the correct facility from the dropdown field. 2. Click the “Update” button. Page 60 of 71
TULIP Training GuideFigure 88. Facility Details and Update ButtonThe user will see the usual application list. Select the proper application as it applies to your facility, and thenselect the “Start Application” button.Figure 89. Application ListOnce inside the application, select “Account Update” as the application type and enter both the effective dateand the Facility ID. Enter the application to begin updating your information. Page 61 of 71
TULIP Training GuideFigure 90. Select Update Application TypeTULIP will generate the most recently submitted application—fully populated—for the user to update. Notethat only application sections that do not incur a fee will be displayed. If you need to update information in asection that is hidden, you will need to submit a new Change application and pay the associated fee.Figure 91. Generated Update ApplicationUse the “Next” and “Save” buttons to navigate the application as you normally would. When you have madeall necessary field updates, select the “Submit” button to submit the update application to a LicensingSpecialist for review. You will not be charged a fee on the Payment tab when submitting. Page 62 of 71
TULIP Training Guide1.4. FACILITY / AGENCY MANAGEMENTFigure 92. Facility / Agency Management Overview1.4.A. OVERVIEWThrough your account, you can utilize additional links and shortcuts to upload documents to your accountsubmit and manage Resident Death Reports, and access external links.1.4.B. UPLOAD A FORMProviders may upload documents in both the Uploads tab at the top banner of the page or from the “Uploada Form” link on the righthand side of their home page.Figure 93. Upload a FormOnce selected, the Uploads tab will display a list of recent uploads to your account. To submit a new one,select the “New” button on the righthand side of the screen. The “Upload a Form” will automatically open anew record.Create the Document Shell Page 63 of 71
TULIP Training GuideWhen selected, this link will open a New Provider Upload popup box in the same window. The user will: • Enter a name for the document • Add a description for the document. This helps HHS quickly identify the upload • Searched for and select the associated provider • Click “Save” to move to the upload portion. The user will see a green success ribbon that reads “Document _____ was created”.Figure 94. Upload a Form - New UploadUpload a FileOnce created and saved, the user will see the document details displayed. On this screen, the user can eitherdrag and drop a file into the designated box or select the “Upload Files” button to manually select a file.More than one file may be uploaded to the same named document (in the event that a document is multi-page but saved separately), but should be uploaded one at a time. A small, secondary popup box will show theupload progress; when the document is fully uploaded, the user will be prompted to acknowledge the uploadby clicking the “Done” button. Page 64 of 71
TULIP Training GuideFigure 95. Upload a FileTo manage files within a document, select the “View All” link in the bottom right corner of the “Notes &Attachments” section. From here, users can see the upload date and size of the files. To upload a newversion, delete, or download the file added, click the arrow box on the far right of the file row.Figure 96. Notes and AttachmentsTo manage created document uploads, select the Uploads tab in the banner at the top of the screen at anytime. Records can be created by clicking the “New” button and edited / deleted at a row level using the arrowbox on the far right of each file row. Page 65 of 71
