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Health Commerce System

The Health Commerce System (HCS) is the secure website for web-based interactions with the New York State Department of Health which includes eCLEP and the Electronic Proficiency Testing Reporting System (EPTRS). Every user accessing the Health Commerce System must have their own HCS account. Sharing of an account user id and password is a violation of the security user agreement, which will result in the temporary suspension of your account privileges until required remedial action is taken by executives at your facility.

eCLEP is the application tool for laboratories to submit changes to the laboratory's operations as well as the laboratory permit reapplication and designation of required proficiency testing enrollment.

The Electronic Proficiency Testing Reporting System (EPTRS) can be used to access evaluation reports from the past 5 years for proficiency testing events offered by New York State prior to 2017.

Who is considered a Director?

This is the individual who can bind the organization with the Department in the Health Commerce System. Please note: electronic request for a change in director through the HCS portal does not constitute notification of a change in director to the department for purposes of the New York State clinical laboratory permit.

Who is considered a Coordinator?

The HCS Coordinator is the individual who has the responsibility and authority to request and manage HCS accounts for additional staff in the laboratory and manage roles in the Communications Directory.

What if a new laboratory needs Health Commerce System accounts for the Laboratory Director and Coordinator?

Laboratory directors are required to obtain an HCS account, or affiliate their HCS ID with the laboratory if they have an existing HCS account, as part of the requirements for a clinical laboratory permit. It is  strongly recommended that the laboratory director also designate an HCS Coordinator for the laboratory.  To begin this process, the laboratory director and a laboratory-designated HCS coordinator must:

  1. Complete and submit the Laboratory/HCS Affiliation Request Form to clep@health.ny.gov or fax to 518-485-5414.
  2. Wait for the email from camu@its.ny.gov with three pdf document attachments.
  3. Read the attachments.
  4. Keep a copy of all the documents as they contain a temporary password that is used to activate your accounts, once processed.
  5. Complete and notarize the Participant Organization Agreement forms. (Document 1 Schedule 2A for laboratory directors; Document 1 Schedule 2B for HCS Coordinators)
  6. Mail the original completed Participant Organization Agreement forms to the Commerce Account Management Unit (CAMU) (address on the form).
  7. Wait for a letter from CAMU with instructions for activating the HCS account.

How do I get access to eCLEP?

There are 3 steps to this process:

  1. Request an Health Commerce System (HCS) account.
  2. Affiliate the HCS account with the laboratory.
  3. Submit a Delegated Submitter form for access to eCLEP.

Requesting an HCS Account:

Laboratory Directors and HCS Coordinators must follow the pathway described above to obtain HCS accounts.

If you are a Licensed Professional with the NYS Education Department, Log into the Department of Health Website and follow the instructions in the Quick Reference Guide.  

If you are an Individual with a valid photo id (Driver’s License, passport, etc.), Log into the Department of Health Website to request the account.

If you are a HCS Coordinator, you can electronically request an account for a user via the HCS Coordinator Tools Page. This process requires a notarized document to be returned to the Commerce Account Management Unit, similar to the process for obtaining account for laboratory directors and HCS Coordinators described above.

 

Affiliating an HCS Account:

This process is completed by either the HCS Coordinator at the laboratory or the Laboratory Director.

The HCS Coordinator must enroll/affiliate the your HCS account with the laboratory using the Coord Account Tools – HCS under My Applications in the HCS. 

 

eCLEP Delegated Submitter status:

Once your account has been created and affiliated, the Laboratory Director must complete a Delegated Submitter Form to clep@health.ny.gov or fax to 518-485-5414.

You will receive a confirmation email from camu@its.ny.gov when your account has been given eCLEP permissions.

 

What if an existing Laboratory has a change in Laboratory Director?

Laboratory directors are required to obtain, and affiliate, an HCS account as part of the requirements for a clinical laboratory permit.  All new directors must follow the process below, even if he/she already holds an HCS account. It is important to link the HSC account to the new laboratory to obtain access to that laboratory’s information.

  • Submit the director change via eCLEP.
    • Article 5, Title V of the New York State Public Health Law specifies that a laboratory permit is void upon a change in laboratory director, owner, or location. All changes in laboratory name, owner name, director, assistant director, ownership, or location must be submitted to the Clinical Laboratory Evaluation Program via eCLEP before the change occurs.
      If eCLEP is in Read-Only Mode, please contact CLEP at (518) 485-5378 to request eCLEP be placed back in OPEN mode for your facility.
  • Complete and submit the Laboratory/HCS Affiliation Request Form to clep@health.ny.gov or 518-485-5414.
  • Wait for the email from camu@its.ny.gov with three pdf document attachments.
  • Read the attachments.
  • Keep a copy of all the documents as they contain a temporary password that is used to activate your accounts, once processed.
  • Complete and notarize the Participant Organization Agreement, Document 1 Schedule 2A form.
  • Mail the original completed Participant Organization Agreement form to the Commerce Account Management Unit (CAMU) (address on the form).
  • Wait for a letter from CAMU with instructions for activating the HCS account.
  • If an HCS account is already held, CAMU will send an email indicating the account has been affiliated with the laboratory.

What if an existing Laboratory is adding, deleting, or replacing its HCS Coordinator?

  • Complete and submit the first and third box on the Laboratory/HCS Affiliation Request Form to clep@health.ny.gov or 518-485-5414.
    • Indicate if the new Coordinator is an addition or a replacement to the existing Coordinator.
    • Be sure to indicate the name of the individual being replaced and whether their account should be changed to a user level account or deleted.

New HCS Coordinators:

  • Wait for the email from camu@its.ny.gov with three pdf document attachments.
  • Read the attachments.
  • Keep a copy of all the documents as they contain a temporary password that is used to activate your accounts, once processed.
  • Complete and notarize the Participant Organization Agreement, Document 1 Schedule 2B form.
  • Mail the original completed Participant Organization Agreement form to the Commerce Account Management Unit (CAMU) (address on the form).
  • Wait for a letter from CAMU with instructions for activating the HCS account.