FERAS-userguide, 20150320_2 (PDF-2 MB)
Contents
1. Front End Risk Adjustment System FERAS User Guide Qo ees ETTO GBA CELERIAN GROUP COMPANY Front End Risk Adjustment System User Guide TABLE OF CONTENTS Contents LIST OF FIGURES 4 LIST OF TABLES 4 TRADEMARK INFORMATION 5 INTRODUCTION 5 WHO TO CALL AND HOURS OF OPERATION 5 FERAS AVAILABILITY 5 PRODUCTION CYCLE 6 TESTING AND CERTIFICATION REQUIREMENTS 6 FERAS OVERVIEW 7 REQUIREMENTS FOR USING THE FERAS 7 CONNECTING TO THE FERAS 8 CONNECTIVITY 8 HOME PAGE 9 NEWS amp UPDATES 10 LOGGING INTO THE FERAS 11 UPLOAD FILE 12 IB ERE REStrictiOms isicscs ssetcaessapcdichontswaded jebecesss sdlaestansanessadecsduhanlenioes beleeveasssteyodgendragutgueneestiedenunessd 12 Upload Wap EE 12 Upload File Storage on Palmetto GBA System 12 MAILBOX 16 Downloading Files from Your Mailbox eseeseeseeeeeeeeeeeeeee eene en een ener nnne 16 Deleting Files from Your Mailbox cese iesenen eere et iae cheb then tena EER 18 Viewing Files in Your FERAS Mailbox 19 CREATING A RAPS FILE DIRECT DATA ENTRY 20 AAA Record Loo P Eaa 20 BBB Record Page e E 21 CCC Record EEN 22 Additonaltasks EE 23 Adding Additional CCC Recordieh esses eene enne eerie nene enne 23 Adding Additional BBB Recordteh eene enhn enne entere 23 ghe Odi B CUNT 23 The ZZ Z E 24 b rdimng the E 24 Igi sumvdm ucc SEN 24 Edit Rev2. NOTE The first Diagnosis Cluster is required if clusters 2 through 10 are used they must contain valid data Click the one of the following buttons depending on what you would like to do e Store CCC Submit the CCC record data and proceed to the next CCC Record e Suspend Cancel Suspend or Cancel the building of this file you will be asked to confirm this as shown in Figure 29 e Reset Resets the CCC record to blanks except for the system generated fields NOTE The Build File and Next BBB buttons will be enabled once you have created one CCC record 4 Once the Build File and Next BBB buttons are enabled you may choose to add another BBB record build the file or add additional CCC records These actions are covered next Additional tasks ADDING ADDITIONAL CCC RECORD S The Store CCC button allows you to add additional CCC records under the current BBB record All edits apply to each CCC record The Sequence Number will be incremented by the system for each new CCC record Please see the section titled Creating the CCC Record s for details ADDING ADDITIONAL BBB RECORD S The Next BBB button allows you to add additional BBB records under the current AAA record All edits apply to each BBB record The Sequence Number will be incremented by the system for each new BBB Please see the section titled Creating the BBB Record s for details THE YYY RECORD S A YYY Record will be created by the system for every BBB record th
3. DOB Date of Birth ED Encounter Data ET Eastern Time FAQ Frequently Asked Questions FERAS Front End Risk Adjustment System GBA Government Benefit Administrators HIC Health Insurance Claim ID Identification Data IP Internet Protocol LLC Limited Liability Company NSV Network Service Vendor PCN Patient Control Number RA Risk Adjustment RAPS Risk Adjustment Processing System SFTP Secure File Transfer Protocol URL Uniform Resource Locator Table 1 Acronyms February 2015 Page 34 of 35 Front End Risk Adjustment System User Guide Record of Change Version Author Owner Description of Change Number 1 0 2011 Ray Dailey Initial Creation Edmond Melkomian 2 2 0 2015 Revisions for TIBCO Brooke MooreGayle Robinson Table 2 Record of Change February 2015 Page 35 of 35
4. Adjustment System User Guide ERROR CODE LOOKUP PAGE The Error Codes menu option will take you to the window shown in Figure 12 where you may search for specific Risk Adjustment errors To perform an Error Code search key the Error Code into the text box and click Search F E R A S Contact Site Map Accessibility Statement Beare Dev Front End Risk Adjustment System Home Mailbox Upload File DDE Error Codes Help News amp Updates Error Code Search Welcome back SH9999 Logout Get Assistance e Get Help On This Section Site User Guide On line Help Error Code Search FAQs Documentation Code Accessibility Statement Search Contact Us Latest News amp Updates February 18 2014 DDE Update July 13 2011 DDE Update February 19 2010 Mailbox Update March 23 2009 Site Wide Update read more gt gt Figure 17 Error Code Search Page When a successful search is performed the results will appear as shown in Figure 18 February 2015 Page 28 of 35 Front End Risk Adjustment System User Guide F E R A S Contact Site Map Accessibility Statement Search 7 Ger Front End Risk Adjustment System Home Mailbox Upload File DDE Error Codes Help News amp Updates Error Code Search Results Welcome back SH9999 Logout Get Assistance Get Help On This Section Accessibility Statement Site User Guide On
5. DDE Update Plan Number July 13 2011 DDE Update February 19 2010 Mailbox Update Store BBB Cancel March 23 2009 Site Wide Update read more gt gt Figure 14 Storing the BBB record February 2015 Page 21 of 35 Front End Risk Adjustment System User Guide 1 Enter a Plan Number This is 5 characters in length example H9999 2 Click one of the following buttons depending on what you would like to do e Store BBB Submit the BBB record data and proceed to the CCC Record e Suspend Cancel Suspend or Cancel the building of this file you will be asked to confirm this as shown in Figure 29 e Reset Resets the BBB record to blanks except for the system generated fields NOTE The Record ID and Sequence Number are generated by the system You can click the Help button at the top of the page for help at any time CCC Record Page The CCC Record Page shown in the following figure is where you enter the data that will appear in your file s CCC record Follow the steps below to create your BBB record F E R S Contad Site Map Accessibility Statement X A Co to Front End Risk Adjustment System Home Mailbox Upload File DDE Error Codes Help News amp Updates Welcome back SH9999 Risk Adjustment Submission Record CCC Information Get Assistance EE Get Help On This Section Site User Guide On line Help FAQs CCC Record Information KH K H Documentation Record ID ccc CCC S
6. Notification of changes in requirements will be detailed here as the information becomes available On line Help FAQs February 18 2014 DDE Update Documentation B Accessibility Statement The Risk Assessment code fields have been added to the DDE this field is not required for 2013 Dates Of Servce and is required for 2014 Dates of Service Contact Us Latest News amp Updates PI DUC URS February 18 2014 DDE Updat The DDE has been updated to add the ICD 9 diagnosis file type indicator to the AAA record for testing By choosing the ICD 9 pdate option your file will default to a TEST file Check back here for updates as to when the ICD 9 option will allow for PROD files July 13 2011 DDE Update February 19 2010 Mailbox Update February 19 2010 Mailbox Update The Mailbox listing has been modified to sort the contents of the directory list by the File Type File Name and File Date This will produce a file listing grouped by the File Type and within the File Type the File Names will be in order from oldest to March 23 2009 newest Site Wide Update read more gt gt March 23 2009 Site Wide Update Welcome to the new version of the FERAS The old FERAS will be operational until May 6th 2009 Figure 2 News amp Updates Page February 2015 Page 10 of 35 Front End Risk Adjustment System User Guide LOGGING INTO THE FERAS Users must log into the FERAS system as shown in Figure 3 in order to utilize th
7. Page 11 of 35 Front End Risk Adjustment System User Guide UPLOAD FILE Clicking Upload File from the main menu will display the page as shown in Figure 4 on the next page UPLOAD RESTRICTIONS a File size is limited to 60 megabytes via the website It is highly recommended that the Secure File Transfer Protocol SFTP command line be used to upload large files b One file at a time should be uploaded UPLOAD TIPS a Compress Zip large files prior to uploading b Large files can take an extended length of time to upload this time is dependent on your connection speed Large files are defined as files containing between 5 and 60 megabytes 1 million records 51 2 megabytes uncompressed UPLOAD FILE STORAGE ON PALMETTO GBA SYSTEM An uploaded file is not stored in a user directory The file is retained in the system queue directory for approximately 3 days then moved to the archive directory where it is retained for approximately 14 days Files are retained in the Palmetto GBA system for a total of 17 days The number of files retained depends on the number of files uploaded within a 17 day window On the 18 day the file is permanently archived The steps on the following pages will explain how to select a file on your system to upload to the FERAS February 2015 Page 12 of 35 Front End Risk Adjustment System User Guide 1 The file selection window of the Upload File tab will appear as shown in Figure 4 Click the B
8. and you will be returned to the Edit Review page NOTE Changes cannot be undone once they are submitted you will have to edit the record again to make further changes EDIT REVIEW THE BBB RECORD To edit the BBB record s you must know the sequence number for the record you wish to edit you can find this out by viewing the file to see which BBB record sequence numbers are available By clicking the Edit Review button you will be able to change any piece of information that you previously entered How TO EDIT REVIEW THE BBB RECORD To edit the BBB Record s make any changes to the fields that you entered and press the Update BBB button If you do not wish to make any changes or are simply reviewing this record just click the Back button and you will be returned to the Edit Review page NOTE Changes cannot be undone once they are submitted you will have to edit the record again to make further changes EDIT REVIEW THE CCC RECORD To edit the CCC record s you must know both the CCC and BBB sequence numbers for the record you wish to edit you can find this out by viewing the file to see which CCC record sequence numbers are available and to which BBB record sequence number they belong By clicking the Edit Review button section you will be able to change any piece of information that you previously entered How TO EDIT REVIEW THE CCC RECORD To edit the CCC Record s make any changes to the fields that you entered and press the Upda
9. be used However the FERAS technicians currently only support Internet Explorer WHO TO CALL AND HOURS OF OPERATION Questions regarding the FERAS or the submission of ED data should be directed to the Customer Service and Support Center CSSC Help Line at 877 534 CSSC 2772 or you may consult the Help menu option from the FERAS web site FERAS AVAILABILITY The FERAS is available for use 24 hours a day 7 days a week The CSSC Help Line is unavailable on the following holidays New Year s Day Martin Luther King Day Memorial Day Independence Day Labor Day Thanksgiving Day and the day after Christmas Eve and Christmas Day February 2015 Page 5 of 35 Front End Risk Adjustment System User Guide PRODUCTION CYCLE Production Cycles run at 5 00 p m EST on Monday through Friday RAPS data submitted via the FERAS must be completely transmitted prior to the start of each cycle TESTING AND CERTIFICATION REQUIREMENTS Submitter testing and validation is required to ensure there are no data flow issues between the Submitter and the FERAS Testing and validation also ensures the data submitted is valid and formatted correctly When ready to send test data please notify CSSC Operations through the CSSC Help Line at 877 534 CSSC Centers for Medicare amp Medicaid Services CMS will process this data and return reports the next day CSSC Operations is available to offer guidance on the submission of test validation data February 2
10. line Help Code 100 B FAQs Description Invalid Record Type Documentation KI KI Contact Us Latest News amp Updates February 18 2014 Suggestions All files must begin with an AAA Record The 100 Series DDE Update errors indicates file level errors on the AAA or ZZZ records July 13 2011 DDE Update February 19 2010 Mailbox Update March 23 2009 read more gt gt Figure 18 Successful Error Code Search February 2015 Page 29 of 35 Front End Risk Adjustment System User Guide GET ASSISTANCE There are several types of assistance available in the HELP area of the FERAS home page as shown in Figure 19 FERAS Front End Risk Welcome back SH9999 Logout Get Assistance Site User Guide On line Help FAQs Documentation Accessibility Statement Contact Us Latest News amp Updates February 18 2014 DDE Update July 13 2011 DDE Update February 19 2010 Mailbox Update March 23 2009 Contact Site Map Accessibility Statement Adjustment System Home Mailbox Upload File DDE Error Codes Help Help Please Choose a Help Topic Overview of the FERAS Requirements for Using the FERAS D Connecting to the FERAS Testing Production Cycles D Mailbox Transferring Files Direct Data Enti Seaching for an Error Code Description News amp Updates Site Wide Update D Exiting the FERAS read more gt gt For more
11. note that when you continue your file it will start at the next record after the last saved record If you have no BBB records then you will start at BBB record 1 if you have BBB records then you will start with the next CCC record under the last BBB record saved CANCELING A FILE By choosing the Cancel button from the Suspend Cancel page you will be returned to the Welcome page and your file will be permanently deleted from the system You can then reuse that same File ID to create another file Download Submit page By clicking the Create File button on the Edit Review Page you can download the file you created to your computer then upload the file to the FERAS If you wish to cancel the build process at this point click the Cancel button You will be prompted to confirm the cancellation process You can also choose to continue building the file if you have more information to add The build process will continue at the next CCC record under the last BBB record you entered DOWNLOAD A FILE To download the file you created click on the Download File button and then choose a location on your computer to store the file from the Save As dialog box You may also choose to return to the previous page using the Back button continue to build this file using the Continue button or to suspend and or cancel this file using the Suspend Cancel button NOTE You must download your file prior to performing the upload This is done to ensure th
12. of In Progress indicates that this file has not been submitted and can be continued at the next CCC record under the last BBB record you submitted FILE STATUS COMPLETE A status of Complete indicates that the file was already submitted to the FERAS In this case you will have to start a new file with a different File ID Choosing from the list of files By clicking the list of files link from either the Welcome or AAA Record Page you will receive a list of files This page lists all of the files you have created since January 21 2003 COMPLETED FILES Completed files can be viewed downloaded and deleted from this page When deleting a file you will be asked for a confirmation as this will permanently delete all records associated to the file from our database on the web site Since these files have already been completed and submitted to the FERAS they are not available for continuation INCOMPLETE FILES Incomplete files are marked as In Progress These files can be continued for completion and submission to the FERAS and deleted These files are not available for viewing or downloading from this page however these features are available from the Edit Review Page when you reach that point in the building process for that file When deleting a file you will be asked for a confirmation as this will permanently delete all records associated to the file from our database on the web site February 2015 Page 27 of 35 Front End Risk
13. to 5 files from the list of available files use the CTRL and SHIFT keys to select multiple files 3 Click the Download button FERAS UU END T eor ens r E Risk A H Ipdates Wetome bore SE vor Malfbox L Get Assistance Y Gast teste On Ibia Sestien site Uver Guide Onine mar maa boc c pie me eri o finn y ges voten m to the FORAS Yoe can downiced the files e yow FAQS Dosanmenft ation O Latest Cewntveds ies the tast bat of files you dominates Accessibilty statement o Letest gieren retrieves toe ost Contact Us o Latest News amp Updates Fite Cirecor Ust reruny A 200 Syoss Mio v Dpf eType ms sr Apy Fee COL Unless 1 11 Maldor Oreaory Lint Marh Figure 7 Mailbox Page February 2015 Page 16 of 35 The selected files will be returned once they are retreived After the downloads are prepared you will receive the page shown in Figure 8 This page will list the files you chose to download to your computer To begin a download left click on the filename and choose Save as The files may be downloaded one file at a time or simultaneously The file names chosen will be modified to replace all period separators with underscores and a file extension will be added Compressed zipped files will receive a zip extension all other files will receive a txt extension The added extension eliminates the need to rename zipped files so they are recognized as such by you
14. 015 Page 6 of 35 Front End Risk Adjustment System User Guide FERAS OVERVIEW The FERAS contains the following menu options e Home Returns the registered user to the FERAS Home Page e Mailbox Allows the registered user to download view and delete responses and reports from their mailbox e Upload File Allows the registered user to upload Risk Adjustment RA data files e DDE Creating a RA data file using Direct Data Entry e Error Codes Allows the registered user to look up descriptions for Error Codes e Help Allows the registered user to view and download documents pertaining to the FERAS e News amp Updates Provides information on newly added features and information REQUIREMENTS FOR USING THE FERAS File upload and retrieval are the main components of the FERAS To access the FERAS web site users must have a web browser Internet Explorer version 8 0 or higher is recommended and supported Other browsers may be used However the FERAS technicians currently only support Internet Explorer February 2015 Page 7 of 35 Front End Risk Adjustment System User Guide CONNECTING TO THE FERAS A connection with an approved Network Service Vendor NSV must be in place prior to the establishment of an Internet Protocol IP connection with the FERAS All submitters with existing network access have been authorized by Palmetto GBA to connect to the FERAS In order to submit Risk Adjustment files to the FERAS you must be e
15. 2 3 Select up to 5 files from the available list Click View A dialog box will appear to inform you that the download is being prepared as shown in Figure 10 FERAS Front End Risk Adjustment System E Welcome back 5119999 Logout Get Assistance Site User Gulde On line Help FAQs Documentation Accessibility Statement Contact Us Latest News amp Updates February 18 2014 DDE Update July 13 2011 DDE Update February 19 2010 Mailbox Update March 23 2009 Site Wide Update read more gt gt Upload File DDE Error Codes Mailbox Listing 7 get Help On This Section Your mailbox contains responses and reports for files you have submitted to the FERAS You can downlcad the files to your machine view the files on line and delete files that you no longer necd Latest Downloads retrieves the last list of files you downloaded D Latest Views retrieves the last list of filas you viewed Filter Directory List Help Contact Site Map Accessibility Statement News amp Updates By Date 211 Y Dy File Type FERAS RESP v Apply Filtor Mailbox Directory List Select multiple files by holding the Ctrl key while selecting Select a range hy helding the Shift key while selecting RSP24738 FERAS_RESF RSP24741 RSP FERAS RESF RSP24743 RSP FERAS RESF RSP24744 RSP FERAS RESF RSP24 46 RSP FERAS RESE Size Size Size s Sif
16. Ra Leu NEEN 32 Figure 22 SFTP Sending File Screen Shot 32 Figure 23 SFTP Receiving File Screen Shot 32 List of Tables Table 1 cA UC DUCERE 34 Table 2 Record of Change eene Wee gue me Leser tete ed tacere ts evt aer so seduansadectasensceedabavateases AEN 35 February 2015 Page 4 of 35 Front End Risk Adjustment System User Guide TRADEMARK INFORMATION PK ZIP Software version 14 is a licensed product of PKWARE Inc This user manual references materials from the PK Zip Read Me File Microsoft Internet Explorer is a licensed product of Microsoft Corporation Any other software referenced within this manual or any other publication of Palmetto Government Benefit Administrators GBA Limited Liability Company LLC is licensed or copyrighted by their respective companies and is for informational purposes only INTRODUCTION Web services such as file upload and mailbox maintenance are the main functions of the Encounter Data Front End Risk Adjustment System FERAS Using a browser registered users may browse the FERAS site for Encounter Data ED related documentation and other useful information The file transfer function allows registered users to transfer and create electronic data using any type of platform i e Windows 7 UNIX Macintosh etc Connection to the FERAS to upload and download files is possible using a web browser Internet Explorer version 8 0 or higher is recommended and supported Other browsers may
17. a the Direct Data Entry DDE function Contact Us Download reports from your mailbox Latest News amp Updates Search the Error Code database February 18 2014 DDE Update 2 Retrieve FERAS and RAPS related information July 13 2011 DDE Update February 19 2010 Mailbox Update March 23 2009 If you require assistance using this site try the following Access the FERAS online Help Read the FERAS User Guide Site Wide Update Contact the Customer Service and Support Center CSSC read more gt gt Home Mailbox Upload File DDE Error Codes Help News amp Updates Copyright 2000 2015 CMS amp Palmetto GBA LLC Contact Site Map Accessibility Statement CENTERS FOR MEDICARE amp MEDICAID SERVICES amp H PALMETTO GBA Figure 1 FERAS Home Page February 2015 Page 9 of 35 Front End Risk Adjustment System User Guide NEWS amp UPDATES New information pertaining to the FERAS is available in the News amp Updates tab shown in Figure 2 F E R A S Contact Site Map Accessibility Statement Search elo Front End Risk Adjustment System Home Mailbox Upload File DDE Error Codes Help News amp Updates Welcome back SH9999 Logout News amp Updates Get Assistance Site User Guide Please look here periodically for important information regarding submission of Front End Risk Adjustment System data
18. at you have a copy of the file if an error occurs during the upload process SUBMITTING A FILE To submit your file to the FERAS click on the Upload File button You will receive a confirmation page with some statistics on your file Continuing a suspend file File Recovery You can choose to continue a file that has not been submitted to the FERAS You can stop building a file at any point in the build process by clicking the Suspend Cancel button when available and continue that file at a later time or another day Just make note of the File ID and enter that same File ID on the AAA Record page or choose from the list of files see Figure 35 you have created from the Welcome or AAA Record pages February 2015 Page 26 of 35 Front End Risk Adjustment System User Guide WHY TO CONTINUE A FILE There are many reasons why this feature has been implemented some of which are listed below Mainly this feature is available for recovery purposes You do not have time to complete the file at one sitting You lose connection to the FERAS web site The web server experiences problems or crashes You need more information to complete the file PAS CONTINUATION PROCESS If you have no BBB records in your file the continuation process will begin with the first BBB record If you have BBB records in your file the continue process will always start at the next CCC record under the last BBB record you entered FILE STATUS IN PROGRESS A status
19. at you create You do not need to create the YY Y Record s when building your file via the FERAS web site February 2015 Page 23 of 35 Front End Risk Adjustment System User Guide THE ZZZ RECORD A ZZZ Record will be created by the system and added to your file when you have completed the file building process You do not need to create the ZZZ Record when building your file via the FERAS web site BUILDING THE FILE The Build File button allows you to build your file with the data that you have entered see the section titled Edit Review Page The Edit Review Page in Figure 24 will allow you to edit the data you have entered view your file as it will be submitted to the FERAS and review each record you have created EDIT REVIEW PAGE Clicking the Build File button from the CCC Record Page will display the page in Figure 24 This page allows you to edit and review the file you just built before the actual file creation and submission to the FERAS You can also choose to continue building the file if you have more information to add The build process will continue at the next CCC record under the last BBB record you entered You may also choose to suspend or cancel this file F R S Contact Site Map Accessibility Statement A Beare ous Front End Risk Adjustment System Home Mailbox Upload File DDE Error Codes Help News amp Updates Welcome back SH9999 eres Risk Adjustment Submission Edit Review and Build Fil
20. detailed information please check out the User Guide HTML MS Word Figure 19 Documents Page e The Documentation menu item as shown in Figure 19 located beneath Get Assistance provides FERAS support documents such as the FERAS Record Layout Updates to this page are captured on the News amp Updates page e The Frequently Asked Questions FAQs menu option provides a list of frequently asked questions pertaining to the FERAS e The On line Help menu option provides various help topics for the FERAS e The Contact Us menu option provides contact information for the CSSC Help Desk February 2015 Page 30 of 35 CONNECT USING SFTP SFTP Application Software SFTP is a program in UNIX shell interface For demonstration purposes the figures in this section are examples of a UNIX client with a user ID SH9999 Please reference UNIX client documentation Connect to Palmetto GBA using SFTP The PORT ID must equal 22 and the HOST ID has not changed For information regarding the HOST ID please contact CSSC Operations at 877 534 CSSC Consult with your Network Service Provider when utilizing SFTP Customers will be required to enter the submitter id and password issued to them by Palmetto GBA The CSSC will assign a Submitter ID and an original password If your password is misplaced or becomes compromised you must contact the CSSC Help Line at 877 534 CSSC The userid userid format should be used when entering the submitt
21. dju a bud Ss S Kata Welcome back SH99991 Logout Risk Adjustment Submission Welcome Get Assistance 2 Get Help On This Section Site User Guide 8 On line Help Welcome to the Risk Adjustment DDE Page FAQs The next few pages will walk you through the data entry downloading end uploading of your file Each session consists of Documentation building one file from creation to submission Accessibility Statement Suspended Files File Recover 9 Contact Us x m You can continue a file you suspended or recover from a system crash by entering the File ID on the AAA Record page or by checking your list of DOE Files Latest News amp Updates February 18 2014 DDE Update DDE File List July 13 2011 ODE Update You will be stepped through the following process February 19 2010 AAA Page enter data for the AAA record Mailbox Update BBB Page enter data for the BBB record s CCC Page enter data for the CCC record s Edit Review View Build Page March 23 2009 Site Wide Update edit review view and perform the final build of your file Download Upload Page dowr DEET ad your file to your computer and upload your file to the FERAS read more gt gt Click the Help link at the top of each page to access the help section Click the Start button to begin building your file or the Cancel button to go back to the main menu Les vest If you have any problems contact the CSSC Figu
22. e Get Help On This Section Site User Guide On line Help File ferasData txt transmission completed FAQs Bytes transferred 1 Documentation Accessibility Statement Time to transfer 00 00 01 Contact Us Your response file will be available shortly Latest News amp Updates You can check for your response in your Mailbox February 18 2014 DDE Update July 13 2011 DDE Update February 19 2010 Mailbox Update If you do not receive a response within 24 hours from your completed transmission please contact the CSSC March 23 2009 Site Wide Update read more gt gt Home Mailbox Upload File DDE Error Codes Help News amp Updates Copyright 2000 2015 CMS amp Palmetto GBA LLC Contact Site Map Accessibility Statement CMS CENTERS POR MEDICARE amp MEDICAID SERVICES amp PALMETTO GBA Figure 6 Successful File Transfer February 2015 Page 15 of 35 Front End Risk Adjustment System User Guide MAILBOX Clicking the Mailbox tab from the main menu will display the page shown in Figure 7 The files available are those contained in your mailbox directory on the Palmetto GBA system The file Size is indicated in bytes and the Date indicates the date the file was placed in your mailbox DOWNLOADING FILES FROM YOUR MAILBOX To download files from the FERAS mailbox to your computer follow these instructions 1 Click to open the MAILBOX tab 2 Select up
23. e Get Assistance Get Help On This Section Site User Guide Use the functions to ensure your file is correct before uploading it to the FERAS system To continue building your file click the On line Hel lt 3 Continue button B FAQs Documentation E Create File View File Continue Cancel Accessibility Statement Contact Us Edit and Review AAA Record Latest News amp Updates To edit review the AAA record click the Edit Review button February 18 2014 DDE Update Edit Review AAA July 13 2011 DDE Update Edit and Review BBB Record February 19 2010 To edit review a BBB record select the BBBB record then click the Edit Review button Mailbox Update March 23 2009 GEES Site Wide Update w read more gt gt Edit Review BBB Edit and Review CCC Record To edit review a CCC record select the CCC record then click the Edit Review button CCC Seq No T Figure 16 Edit Review page EDIT REVIEW THE AAA RECORD By clicking the Edit Review AAA button you will be able to change any piece of information that you previously entered February 2015 Page 24 of 35 Front End Risk Adjustment System User Guide How TO EDIT REVIEW THE AAA RECORD To edit the AAA Record make any changes to the fields that you entered and press the Update AAA button If you do not wish to make any changes or are simply reviewing this record just click the Back button
24. e file upload and retrieval functions Users may click the Login link in the upper left corner of the home page and supply the Palmetto GBA assigned User Name and Password FERAS One Front End Risk Adjustment System Keel Home Mailbox Upload File DDE Error Codes Help News amp Updates Welcome Guest Login Get Assistance Welcome to the Front End Risk Adjustment System FERAS web site Site User Guide You must be a registered user to use this site On line Hel P If you require access to this site please contact the Customer Service and Support Center CSSC FAQs Documentation Accessibility Statement Registered Users Please Log In Latest News amp Updates Password February 18 2014 Login DDE Update July 13 2011 DDE Update February 19 2010 As a registered user you can Mailbox Update Forgot your password Contact the CSSC D Retrieve reports from your mailbox e March 29 2009 D Upload RAPS files for processing Site Wide Update Create RAPS files on line via the Direct Data Entry DDE function j Search the Error Code database Retrieve FERAS and RAPS related information Home Mailbox Upload File DDE Error Codes Help News amp Updates Copyright 2000 2015 CMS amp Palmetto GBA LLC Contact Site Map Accessibility Statement CMS CENTERS FOR MEDICARE amp MEDICAID SERVICES amp PALMETTO GBA Figure 3 Login Page February 2015
25. eq No 0000001 BBB Seq No 0000001 Accessibility Statement D Contact Us Patient Information Latest News amp Updates Patient Control Number February 18 2014 DDE Update HIC Number July 13 2011 por Te vvvymmpp DDE Update February 19 2010 Mailbux Update Diagnosis Cluster Information March 23 2009 Cluster Provider From Date Thru Date Delete Diagnosis Risk Assessment Site Wide Update Number Type YYYYMMDD YYYYMMDD Ind Code Code fead more gt gt ke D 2 v Es Ls d zs bad E fF v v l a v S s v v Figure 15 Storing the CCC record February 2015 Page 22 of 35 Front End Risk Adjustment System User Guide 1 Enter the following data e Patient Control Number PCN this can be up to 40 characters in length The PCN is optional Health Insurance Claim HIC Number this can be up to 25 characters in length Patient Date of Birth DOB is optional if submitted must be in the format CCY YMMDD Enter the Diagnosis Cluster information Provider Type the two character provider type From Date must be in the format CCYYMMDD Thru Date must be in the format CCYYMMDD and cannot be prior to the From Date Delete Indicator if applicable choose this from the drop down box either blank or D Diagnosis Code this can be up to 5 characters in length Omit the decimal Risk Assessment Code Se e e e e HA
26. er ID Once connected via SFTP the customer will be prompted for a password Current passwords will be transferred to the new application Figure 20 SFTP Screen Shot 1 t The Is command will list the inbox and outbox The inbox will house reports such as the FERAS Response Report and the RAPS Return File The outbox is used for the submission of Risk Adjustment files Follow the steps outlined below for data submissions and report retrievals February 2015 Page 31 of 35 Front End Risk Adjustment System User Guide Sending Files At the sftp gt command prompt type cd outbox EZComm BC 1 0 Notify To display the current working directory type the command pwd as shown in Figure 21 below Figure 21 SFTP Screen Shot 2 Once in the outbox EZComm BC 1 0 Notify directory using the put command enter the file name to upload For example put SH9999 The file upload will display and the sftp gt prompt will appear once the upload is complete See Figure 22 sftp Iis sftp gt put SHS9S99 Uploading SH9999 jun25 T114054408 0010871 to f outbox B2B XLI2 EDI inbound interchange SH9Y999 _jJun25 7T114054408 00103871 SH9999 Jun 25 T114055440 83 0010871 10026 1096 NE S c 00 03 Uploading SH9999 Jun25 T114119776 005844 to outbox B2B XI2 EDI inbound interchagne SH9Y999 _jJun25 7T114119776 0052344 SH9S999 3unN25 7T114119776 005s344 10026 1310 1 3KB s 00 00 sftp gt Figure 22 SFTP Sending File Scree
27. iew The AAA Record nece ete eceese etae co ptores gedet ae eaa Decr EEN 24 How to Edit Review The AAA Record 25 Edit Review The BBB Record 25 How to Edit Review The BBB Record 25 February 2015 Page 2 of 35 Front End Risk Adjustment System User Guide Edit Review The COC Record oec te poa eh eti rt ere Ee EENEG 25 How to Edit Review The CCC Recon 25 Editing files from the View File page 25 S spending Canceling lesioei assein eii Vk emi E eE A E a E Ea EE ERE 26 Suspending ET 26 CamCe lino a Tile C 26 ien ehn 26 Download 2 H 26 Submitting a Tile ert e E E eS EE ER IET Do eve HIE d EE EE der rei DERE CER dea 26 Continuing a suspend file File Recovery aio testetur rtetu eegen EZE geg 26 Why to contimue Tile noa bee er co e a epe EE EE 27 Continuation prOCESS ern e oot EE hte nete HE nepoti b EE ee teens 27 Pile status 1n DrOgTesSS i t eet recedet e Ds geesde Leti een adeb tob pado use eR ADR ox 27 Igi uh 27 Choosing from the list E 2 Completed E 27 Incomplete e EE 27 ERROR CODE LOOKUP PAGE 28 GET ASSISTANCE 30 CONNECT USING SFTP 31 SFTP Application E 31 Connect to Palmetto GBA using SFTP sesssseesseesssssesssresssesseersssessseessressenssererseessseesseesseenseee 31 Sending ETC T 32 Receiving PLCS cigs asst heat nga HP 32 HELPFUL HINTS 33 Febr
28. n Shot Receiving Files If the connection remains intact following a file upload you may switch to the inbox directory by typing cd inbox EZComm BC 1 0 Notify as shown in Figure 23 Figure 23 SFTP Receiving File Screen Shot Once in the inbox EZComm BC 1 0 Notify directory using the get command enter the file name to download For example get The screen will display the file being downloaded and the sftp gt prompt will appear once the download is complete February 2015 Page 32 of 35 HELPFUL HINTS e By zipping upload files in a PK ZIP 14 compatible format the upload time can be decreased by as much as 90 e Donot use the same filename for Risk Adjustment files as this may potentially overwrite files that are waiting for processing Try using sequential names i e FILE1 FILE2 etc e Visit our News amp Updates page periodically to check for new features changes or updates e g Updates to documentation e Watch for the red alert box on the FERAS web site informing you of any system and or report distribution problems e Visit www csscoperations com for system status and report distribution messages and alerts February 2015 Page 33 of 35 Front End Risk Adjustment System User Guide Acronyms Acronym Literal Translation CMS Centers for Medicare amp Medicaid Services CSSC Customer Service and Support Center DDE Direct Data Entry
29. nrolled at CSSC Operations If you are not enrolled please contact the CSSC Help Line at 877 534 CSSC Once enrolled you will receive a Submitter Identification Data ID and password NOTE This password is case sensitive You must enter your original password exactly as it was assigned to you by CSSC Operations CONNECTIVITY 1 Refer to the documention provided to you by the NSV for accessing the network 2 Once you have connected start your browser 3 Enter the following into the Uniform Resource Locator URL or address field http HOST NAME feras 4 Press ENTER February 2015 Page 8 of 35 Front End Risk Adjustment System User Guide HOME PAGE Once connected the user will see the FERAS Home page as shown below in Figure 1 The tabs across the top of the Home page allow the user to access the various functions The left hand panel provides the user with several help references Contact Site Map Accessibility Statement Beara Drev FERAS Front End Risk Adjustment System Home Mailbox Upload File DDE Error Codes Help News amp Updates Welcome back SH9999 Logout Get Assistance Welcome to the Front End Risk Adjustment System FERAS web site Site User Guide KH Get Help On This Section On line Help 8 Some of the main features of the FERAS site are FAQs Documentation Upload RAPS files for processing Accessibility Statement D create RAPS files on line vi
30. om the list of files see Figure 7 2 Click the Delete button to bring up the confirmation page in Figure 9 3 Select Delete File s to delete the file s NOTE When Delete File s is selected the file will be permanently deleted from your FERAS mailbox as shown in Figure 9 F E R S Contact Site Map Accessibility Statement A EE Pret Front End Risk Adjustment System Home Mailbox Upload File DDE Error Codes Help News amp Updates Welcome back SH9999 Logout Delete File Confirmation Get Assistance 2 Get Help On This Section Site User Guide On line Help How to delete the file s FAQs Q Click on the Delete File s link to delete the file from your mailbox Documentation You will be returned to your mailbox listing after the file s are deleted Accessibility Statement Contact Us How to cancel the delete Click on the Cancel link to cancel the delete process and return to your mailbox listing Latest News amp Updates February 18 2014 File Name Dated Time Created Size in Bytes DDE Update RSP24738 RSP FERAS RESP Feb 16 23 08 820 July 13 2011 February 19 2010 Mailbox Update March 23 2009 Site Wide Update read more gt gt Figure 9 File Delete Confirmation Page February 2015 Page 18 of 35 Front End Risk Adjustment System User Guide VIEWING FILES IN YOUR FERAS MAILBOX To view files in your FERAS mailbox follow these instructions 1
31. r compression software F E R S Contact Site Map Accessibility Statement A E Ore Front End Risk Adjustment System Home Mailbox Upload File DDE Error Codes Help News amp Updates Welcome back SH9999 Logout View Files Get Assistance I Get Help On This Section Site User Guide On line Help n a The latest set of files downloaded will be removed from the system at midnight FAQs Documentation How to view the file s Accessibility Statement Left click on the file name Contact Us x TX File Name File Date File Size bytes Latest News amp Updates RSP24738 RSP FERAS RESP Feb 16 23 08 820 February 18 2014 DDE Update You can return to this list by clicking the Latest Views link on the mailbox directory page July 13 2011 veas SN February 19 2010 Mailbox Update March 23 2009 If you have problems with the viewing the file please contact the CSSC Site Wide Update read more gt gt Figure 8 Preparing Downloads NOTE Left clicking on the file may cause some browsers to attempt to display the file In such a case you can right click on the file and choose Save as option To return to the most current list of downloads click the Back To My Mailbox button from the Mailbox page Front End Risk Adjustment System User Guide DELETING FILES FROM YOUR MAILBOX To delete a file s from your FERAS mailbox follow these instructions 1 Select the file s fr
32. r file is named mytransfer txt in the directory myfiles on the C drive enter c myfiles mytransfer txt Browse Step 2 Upload your file Click the Upload File button to upload your file Figure 4 File Upload Page Page 13 of 35 Front End Risk Adjustment System User Guide 2 Use the File Upload window as shown in Figure 5 to navigate to the file you wish to upload You can click on the file and choose Open or double click the filename Lk Computer DATA D ferasfiles v 4 I Search ferasfiles La Se Se B i Date modified RE Desktop 2 17 2015 3 49 PM n Downloads S Recent Places Libraries B Documents di Music El Pictures B Videos jE Computer amp SYSTEM C cx DATA D 3 CD Drive E Figure 5 File Selection Dialog Box February 2015 Page 14 of 35 Front End Risk Adjustment System User Guide nnn Once you return to the window shown in Figure 4 the file selected should appear in the text box next to the Browse button Click Upload File to transmit the file The window shown in Figure 6 will then appear after a successful upload If the upload is unsuccessful a pop up window will appear containing the reason for the error FERAS Front End Risk Adjustment System Home Mailbox Upload File DDE Error Codes Help News amp Updates Welcome back SH9999 Logout Get Assistance Risk Adjustment Submission File Upload Complet
33. re 12 Creating a RAPS File DDE File AAA Record Page The AAA Record Page shown in the following figure is where you enter the data that will appear in your file s AAA record Follow the steps below to create your AAA record FERAS L L earch Pusi nd Risk Adjustment System Home Mailbox Upload File DDE Error Codes Help News amp Updates Welcome back 5H9999 Logout Risk Adjustment Submission Record AAA Information Get Help On This Section Get Assistance Site User Guide On line Help Instructions FAQs New File Documentation Enter a new File ID Accessibility Statement Suspended File File Recovery Files created on or after January 21st 2003 Contact Us You can continue a file that was suspended or recover from a system crash Enter the File ID for the file you wish to continue or recover Latest News amp Updates Check your DDE File List The continuation point will be the next record in the file after the last saved record February 18 2014 ODE Update July 12 2011 AAA Record Information ROE Update Record 1D AAA February 19 2010 mailbox Update Submitter Number 9999 March 23 2009 Seng l 1 Site Wide Update read more gt gt Transfer Date 20150217 PROD TEST Indicator TEST V Diagnosis File Type pa emm ot Figure 13 Storing the AAA record February 2015 Page 20 of 35 Front End Risk Adjustment System User Guide 1 Enter a File ID This can be
34. rowse button to select a file to transfer FERAS Contact Site Map Accessibility Statement Sese rat Front End Risk Adjustment System Welcome back SH9999 Logout Get Assistance Site User Guide On line Help FAQs Documentation Accessibility Statement Contact Us Latest News amp Updates February 18 2014 DDE Update July 13 2011 DDE Update February 19 2010 Mailbox Update March 23 2009 Site Wide Update read more gt gt February 2015 Home Mailbox Upload File DDE Error Codes Help News amp Updates Risk Adjustment Submission Upload File 7 Get Help On This Section NOTE TO ENCOUNTER DATA SUBMITTERS Please use the Encounter Data Front end System EDFS by logging in with your Encounter Data account credentials If you experience problems transmitting a file using this web site please try to transmit your file using command line ETP Instructions are found in the FERAS User Guide TIP FOR LARGE FILES We recommend that large files be transferred using command line FTP Please Note Transfer times are dependent on your connection speed and the size of your file You may time out if you have a very slow connection and or your file is very large To submit a Risk Adjustment File Step 1 Select your file Choose your file by pressing the Browse button or typing in the full path to your file NOTE Please enter the entire path and file name example if you
35. t e ewe UZD RSP24748 RSP FERAS RESF EE 820 RSP24749 RSP FERAS RESET se Size 820 RSP24751 RSP FERAS RESE Selecta ile Bize 820 RSP24753 RSP FERAS RESE VE size 820 RSP24756 RSP FERAS RESE Size 820 Download View Delele Figure 10 Lists of Selected Files Dated Dated Dated Dated Dated Daled Dated Dated Dated Dated Feb Feb Feb Feb Feb Feb Feb Feb This window below in Figure 11 displays the contents of the file selected EE Back To Mailbox o Back To Viewed Files Contents of file RSP24738 RSP FERAS RESP FRONT END RISK ADJUSTMENT SYSTEM FERAS RESPONSE REPORT REPORT RUN DATE FERAS RESP 20150216 SUBMITTER ID SH9999 FILE ID RAPSBLRECL RECORD SEQ ERROR TYPE NO CODE ERROR DESCRIPTION AAA 0000001 106 MISSING INVALID FILE DIAG TYPE ON AAA RECORD REJECTED TEST END OF REPORT Top Figure 11 Viewing a File To return to the most current list of files click the Back To Mailbox link from the Mailbox page February 2015 Page 19 of 35 Front End Risk Adjustment System User Guide CREATING A RAPS FILE DIRECT DATA ENTRY To create a Risk Adjustment Processing System RAPS file using Direct Data Entry DDE click on the DDE screen of the interface and click on Start DDE to start the creation of the file FERAS reent Search Pueis Front End Risk A
36. te CCC button If you do not wish to make any changes or are simply reviewing this record just click the Back button and you will be returned to the Edit Review page NOTE Changes cannot be undone once they are submitted you will have to edit the record again to make further changes EDITING FILES FROM THE VIEW FILE PAGE You can edit your records from the View File Page by clicking the Edit links next to the AAA BBB and CCC records You cannot edit the YYY and ZZZ records as these are generated by the system using the information you previously entered Once you have edited your records see sections entitled Edit Reviewing AAA Records Edit Reviewing BBB Records and Edit Reviewing CCC Records for more detail You will be returned to this page to check that your updates were successfully applied February 2015 Page 25 of 35 Front End Risk Adjustment System User Guide Suspending Canceling a file Choosing the Suspend Cancel button when available you can choose to suspend the building of a file for continuation at a later time or date or to cancel the building of a file all together Canceling a file will permanently delete all records that relate to that file and will make the File ID available for reuse Use the Back button to return to the previous page SUSPENDING A FILE By choosing the Suspend button from the Suspend Cancel page you will be returned to the Welcome page and your file will be available for continuation Please
37. uary 2015 Page 3 of 35 Front End Risk Adjustment System User Guide igure 1 FERAS Te 9 Figure 2 News amp Updates Page EE 10 Ifi 3 LO pit EE 11 Pigure 4 File Upload E 13 Figure 5 File Selection Dialog Bon 14 Figure 6 Successful File Transfer ccssscssccesseceescoescoeecscesseessseesecessecsssessseesscseestecsteceteceesocesseesseetes 15 Ligure 7 Mailbox Page icti gen HEU re RL e Fete E EE vU ELE EE HER ee gl eese pL edet ee EEN Eta pio do 16 Figure 8 Preparing Downloads ettet Lotte nate eE eno a SEE CEE Erea EENET ENEE EN 17 Figure 9 File Delete Confirmation Page 18 Figure 10 Lists of Selected Files iiio ier Deere etae reto e HE ERE EE PE eS Een aS 19 Ligure L T EEN tite mie recedit aree PR ineo dr DU emt eia 19 Figure 12 Creating a RAPS File DDE File seen nee rennen rennen 20 Figure 13 Storing the AAA record 20 Figure 14 Storing the BBB record eeeeeieeeeeeeeseeee nin sisi ette tne tn E trennen trennen nn 21 Figure 15 Storing th CCC EE 22 Figure EE 24 Figure 17 Error Code Search Page tor ees E E E eR RR ENDE Nee donde ttn 28 Figure 18 Successful Error Code Search AA 20 Figure 19 Documents Page ipte enu dep eset Dette tage ii Lega ege Eege Ino eer 30 Figure 20 SETP Screen bert eerste sete ie itd i eda o tige d SEN NUR epu EE ERENCE 31 Figure 21 SEIP Screen Shot 42 addet net Re la edic eid eie eo eek Loro ege
38. up to 11 characters in length 2 Choose TEST PROD or OPMT This will determine how your file is processed 3 Click one of the following buttons depending on what you would like to do e Store AAA Submit the AAA record data and proceed to the BBB Record e Suspend Cancel Suspend or Cancel the building of this file you will be asked to confirm this as shown in Figure 29 e Reset Resets the AAA record to blanks except for the system generated fields NOTE The Submitter Number is your log in submitter ID the Record ID and Transfer Date are generated by the system You can click the Help button at the top of the page for help at any time BBB Record Page The BBB Record Page shown in the following figure is where you enter the data that will appear in your file s BBB record Follow the steps below to create your BBB record F E R S Contact Site Map Accessibility Statement A Beara ian Front End Risk Adjustment System Home Mailbox Upload File DDE Error Codes Help News amp Updates Welcome back SH9999 a Risk Adjustment Submission Record BBB Information Get Assistance 7 Get Help On This Section Site User Guide On line Help Instructions FAQs Enter the plan number associated with this BBB record Documentation Accessibility Statement BBB Record Information Contact Us Record ID BBB Latest News amp Updates BBB Sequence Number 0000001 February 18 2014
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