OnlineRME Reporting Pierce County User Guide

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1 Getting Started Contact OnlineRME Go to to set up your account. You will receive an ID number for your company. If you have questions about how to use OnlineRME call (888) or Contact the Health Department Call (253) or to give the Health Department your OnlineRME company ID number so we can activate your company for Pierce County. Activities to be Reported OSS Inspection Report Complete O&M Evaluation o For property sales with Report of System Status o For O&M annual or triennial when Health Department notification letters sent o Extended Maintenance & Minor Repairs Partial O&M Evaluation o Evaluation of proprietary device first two years: see Fee Waiver. o Alarm calls: no fee charged Pump Report Called to pump tanks only o No HD application or notification OSS Inspection/Pump done by more than one company O&M Firm does inspection but has a different Firm pump tanks o O&M Firm completes OSS Inspection Report, shows gallons pumped in appropriate field, and includes name of pumping firm in Comments field. Pumping firm does not report transaction in OnlineRME. O&M Firm does inspection but has a different Firm inspect proprietary device o o O&M Firm completes OSS Inspection Report, enters ATU information from other Firm, and includes name of Specialist and other Firm in Comments field. Other Firm does not report transaction in OnlineRME. Recommend that both Firms keep copy of Specialist s inspection notes.

2 Finding Pierce County Records in OnlineRME Property Address Enter the street number and/or street name. Use part of the street name if the spelling is unknown. Site Name Single Property Enter name or part of name for Business and Mobile Home Park records, or use where owner name is known.

3 Tax ID This is the parcel number from the Pierce County Assessor and is always ten digits in size. Use this where parcel number is known or use to locate both records for parcels with more than one residence. Site Name LOSS/MultiParcel Community Systems enter all or part of subdivision name.

4 Owner Last Name Use this option if owner name is known. Jurisdiction ID This is the ON number which identifies a single record. It is always ON followed by seven digits, and is printed on Inspection Due notification letters sent to property owners.

5 Record Organization Most parcels have one record in OnlineRME. The following are exceptions. Community Systems Site Information System Detail Community system records vs. individual site records (connections) Evaluations and pumping of shared community components should be entered in the system/drainfield record: see illustration at left showing Cedar Hollow CS A and Cedar Hollow CS B in the site name field. These are community system records. Tank evaluations and pumping at individual homes should be entered in the individual record for each address. The site name field is blank; you may wish to enter the owner name for easy reference.

6 Primary Residence There are two records in OnlineRME for parcels with two houses. This is a primary residence record. Note the house number is but the parcel number is the same as the ADU. ADU/Accessory Dwelling Unit This is the corresponding ADU record. Note the house number is but the parcel number is the same as the primary residence. Also note that the property type is accessory dwelling. Many of these primary residence/adu sites have two systems, which can be reported in the appropriate records. If both systems require inspections, then request a fee waiver on one of them. One system is often an older gravity system which may not require an inspection unless the parcel is being sold. If both houses share one system, then enter the report in the record for the primary residence.

7 Mobile Home Parks (MHP) Each Mobile Home Park has at least one record with owner in the Site Name Single Property field. Most MHP s have an additional record for each pad or unit, and some have extra records for shared systems. Our records are incomplete for systems shared among mobiles and you may need to request additional records. If this is the case for the park you are working in please leave a message at (253) or send an to ehsepticsystems@tpchd.org with the name of the park and the new information so that we can add that system to the record. The owner record is the top record and each unit (pad) has the space # after the address. This may vary slightly from park to park depending on how they are addressed.

8 Mobile Home Parks (MHP) Fees Per calendar year only one inspection fee is collected for each park. If multiple inspections are done on the parcel number a fee waiver will be granted. You must make reference to the first inspection that was paid when requesting the waiver. Routine Inspection on space 1 paid 1/11/10 Pumping fees are collected for each pumping occurrence. The only time a fee is waived with a pump report is when it is done for an inspection. Because many O&M firms do not have pump trucks you can enter the gallons pumped on the inspection form when it is turned in stating: Pumping was done by Brand X Pumping. Another option is to enter a separate pump report asking for a fee waiver stating: Pumping was done in relation to Brand X inspection on this date. If you pump multiple spaces at one time a fee must be charged for each pumping. The pumping report then should be entered on the individual space (pad) record. If the entire MHP is for sale, then one RSS with fee is required for the park. All systems must be inspected and pumped; report pumping on the inspection form and charge one $53 fee and ask for a fee waiver for all other. Refer to the Space # that was paid for the MHP. This is only done for the sale of the Mobile Home Park. Commercial Sites with more than one system Commercial sites have a record for each system. Put part of the business name in the Site Name Single Property field to bring up all of the records for sites with more than one system. Commercial systems with design flows of more than 1500 gpd require inspections every year. Systems with design flows of 1500 gpd or less require inspections every three years. The notification letter to the property owner/manager will list the systems that need inspections for the current notification cycle.

9 Inspection Types Property Sale An inspection to support the application of a Report of System Status performed for a property sale. All system components must be fully inspected. Routine Inspection An inspection of all system components performed: 1. To meet the requirements of the Operation and Maintenance provisions of the OSS regulations. 2. An inspection to support a remodel or repair application. All system components must be fully inspected. EMMR (Extended Maintenance Minor Repair) An inspection of an on-site sewage system performed following Health Department notification of an Extended Maintenance and Minor Repair project as defined in Section 33 of the On-site Sewage Regulation. All system components must be fully inspected. Service Any inspection performed that does not conform to any of the other inspection types. This is usually in response to a complaint from a customer of system malfunction. This would include inspections performed to document minor repair work NOT defined as EMMR or requiring a repair permit. This inspection does not trigger a next inspection date to the Health Department s database. Follow-up An inspection that provides new information, or documents corrections of deficiencies found in a previous OnlineRME inspection and/or pump report. All system components that were worked on or affected by components that were worked on must be fully inspected. If the corrections fall within the description of EMMR activities then an EMMR inspection must be submitted, even if this report is a follow-up to a previous report. Intermittent Prescheduled inspections performed between the required Routine inspections, such as an ATU inspection 6 months from a Routine inspection. Partial inspections are acceptable if appropriate (e.g., Warranty inspections of ATU s at 6 month intervals). Startup The initial inspection of an on-site sewage system performed immediately after the system is fully installed. All system components must be fully inspected.

10 Data Entry Notes Can t find a record in RME? Leave a message at (253) or send an to ehsepticsystems@tpchd.org. Provide your name and contact information, and then provide as much information as you have: owner name, property address, parcel number, and business name are all useful. If you use , please include RME in the subject line. Either a record will appear in RME within a couple of days or we will get back to you for more information. Components Get a copy of the record drawing before your site visit if possible. Data enter all components before the first inspection is entered so that all pertinent questions appear on the inspection report. A typical gravity system will have at least one septic tank and one drainfield; a pressure system will usually have a septic tank, pump tank, pump, panel, and drainfield. Pumping needed? If a tank was pumped as part of an OSS Inspection, enter the quantity in approximate gallons pumped during visit and answer No to the question asking if pumping is needed. Or use the correction status of All Corrections Made. Correction Status/Deficiency Follow-up If the correction status indicates that corrections are made, or not needed, then the Health Department will not contact the property owner. If the correction status is Other see comments and critical components are compromised, then the Health Department will send a letter to the property owner requiring correction within 30 days. If surfacing sewage or in progress is noted, then our compliance section will be notified for investigation. Fee Waivers Fee waivers should be requested in some situations LOSS (Large On-Site System) records these systems are larger than 3500 gpd and regulated by the state. Enter LOSS in Reason field fee waiver always granted for OSS Inspections but not for OSS Pumpout Reports. Partial O&M evaluations, including Intermittent six-month inspections for proprietary devices. Include date of the last Routine inspection ($53 fee charged) in your fee waiver request for these intermittent inspections. Systems requiring regular inspections should generate one fee per year or three year interval. Follow-up or multiple inspections at same site within a short period of time. Enter Followup inspection and date of the original Routine or Property Sale inspection in Reason field. Fee waiver will be based on inspection information and time frame.

11 Pumping tanks at short intervals for failing systems with repair application in process. Either combine multiple pumpings on one OSS Pumpout report per month, or request fee waiver after the first one in each month. Always refer back to the Pumpout or Complaint inspection report where the original fee ($23 or $53) was paid. Fee waivers will be denied in some instances Pumpout reports for tanks associated with sewered sites or LOSS systems, which may need periodic pumping. These must be reported as OSS Pumpouts with the corresponding $23 fee. Pumpout reports for septic tanks being pumped for relief at regular intervals if there is no repair application in process. If a designer or installer is assessing the situation, provide this information with their name in the Waiver Request Reason field. Also note that fees cannot be waived after you have paid them. A fee charged in April and paid on your credit card statement in May cannot be waived in June. Also it is not possible to waive part of a fee. If you did a Pumpout report and charged $23 and later did an Inspection report for $53, please note that we cannot waive part of the $53 fee. Late Fees Late reporting fees will be charged for reports of routine pumping and inspection received more than 30 days after completion of service. Late reporting fees will be charged for or reports of extended maintenance/minor repairs received more than 10 days after completion of service. Late fees will appear in your billing queue.

12 Requesting Report Unlocks To request a report be unlocked to fix a data entry error or to delete a duplicate report you must first go to the property inspection history. On the right hand side of the page is a picture of a lock. Click on this lock to request that the report be unlocked. If you have corrected a deficiency that was noted at a previous inspection, do not request for the report to be unlocked. You must enter this report as a follow-up or EMMR. Please refer to the section INSPECTION TYPES if you have questions about types. Extended Maintenance and Minor Repair Notification Before you go to a site to conduct a repair or maintenance activity that qualifies as an Extended Maintenance/Minor Repair (EMMR) you must notify the health department. There are two ways you can do this. You must provide the notification BEFORE you start work. Activities that are considered EMMR are found in Section 33 of the On-Site Sewage Regulation. You may also request a copy of the EMMR guidelines by calling (253) Call (253) and leave a message stating your name, company name, phone number, site identification information, and a very short description of the anticipated work including start and stop time. Site identification can be provided by address (please include whether it s a street or avenue), parcel number, or ON record number. Go to and submit the form for Extended Maintenance and Minor Repair Notification with the required information. The phone and website will be checked frequently and a list of these notifications will be provided to the field staff each morning. They will visit sites as time permits. A complete OSS Inspection- Inspection type EMMR must be submitted through within ten days of the notification. If you have not turned in a report within 10 days you will be charged a late fee for the report. *****All septage pumped and hauled in Pierce County must be reported electronically.*****

13 Reporting for Non-Standard Situations Please note that these reporting methods for holding tanks, vault privies, grease traps, and portable toilets as well as the regular Pumpout reports and the gallons pumped entered in an OSS Inspection replace the monthly reports you previously submitted to the Health Department on paper forms. Holding Tanks and Vault Privies For holding tanks, submit one pump report at the end of the month for each holding tank you pumped that month. If a property has more than one holding tank, list them separately in one report and use the comments space to tell us which tanks serve what structure or business. If you have pumped the tank(s) on a property more than once in the month, add the gallons together and state in the comments how many times you pumped in the month. Use the site address where the holding tank is located. For vault privies, submit one report for each vault pumped. If you pump the same vault more than once within the calendar year, request a fee waiver for the report(s) after the first one. Portable Toilet and Grease Traps Report your monthly grease trap and portable toilet pumping with no fees charged by onlinerme or the Health Department. This can also be used for pumping of tanks not associated with one property, like a sewer lift station. You are reporting total gallons pumped and transported only. Be sure to select the correct county for the disposal site. Grease Traps Only From Property Search select the appropriate county for your disposal site and Search for Site Name Single Property. Put in the disposal site name.

14 Next select Submit Work and Pump Truck Dumping. Insert the dump date, zone (this is the name of the dump site it should be automatically populated), the number of gallons, click Submit.

15 Portable Toilets From Property Search select the appropriate county for your disposal site and Search for Site Name Single Property. Put in the disposal site name. Next select Submit Work and Pump Truck Dumping.

16 Insert the dump date, zone (this is the name of the dump site it should be inserted automatically), the number of gallons, click Submit.