CATEGORY 5 - HAVEN Q1. How can we obtain the Home
Contents
1. Can we use HAVEN to import and electronically submit assessment data entered in another software A5 The HAVEN import function can only import data from files that conform to the OASIS data specifications Q6 Can home health agencies integrate their text easily into HAVEN A6 HAVEN is not intended for use as a data collection tool It is a data entry tool Home health agencies using a comprehensive assessment data collection form or point of service software should do a side by side comparison of their current form software with the required OASIS data set posted on the website at http www cms hhs gov oasis oasisdat asp All assessment items on the required OASIS data set must be integrated into an agency s own form program exactly as written An agency should replace any items similar to ones in the OASIS data set with the exact wording of the OASIS item While it is not required we recommend that agencies integrate the OASIS assessment items in the same order as presented on the OASIS data set to make data entry and transmission as efficient as possible Agencies need to be mindful of the requirement to collect OASIS items at time points other than just Start of Care SOC In addition to the OASIS data items that should be represented Posted 08 2004 1 in an agency s own SOC assessment form OASIS data items must be collected at Resumption of Care after an inpatient stay Follow up including recertification or other follow up Tran2. CATEGORY 5 HAVEN Q1 How can we obtain the Home Assessment Validation Entry HAVEN software A1 HAVEN is currently available on the OASIS website under HAVEN Data Entry Software The website address is http www cms hhs gov oasis default asp scroll down and click on HAVEN Data Entry Software Alternatively HHAs may call the HAVEN helpdesk at 1 877 201 4721 to request the software on a CD ROM Once you ve requested a CD ROM from the helpdesk you will be placed on the mailing list to receive future releases Q2 Is there an HHA manual for HAVEN A2 Yes the HAVEN manual is Part III of the OASIS User s Manual available at http www cms hhs gov oasis usermanu asp The manual is also on the current HAVEN CD The manual is listed as hhahelp32 pdf as part of the HAVEN installation Q3 Are HHAs allowed to change the Reason For Assessment in HAVEN at OASIS data item M0100 if they have submitted the wrong type of assessment A3 No However a corrected assessment can be submitted HAVEN requires that the HHA inactivate the erroneous assessment submit the inactivated assessment and then submit a corrected assessment with the applicable Reason For Assessment M0100 Q4 Are ICD 9 CM codes updated in HAVEN to reflect the latest available codes A4 HAVEN is updated to include new ICD 9 CM codes either with a new release or via a patch which is available on the OASIS website at http www cms hhs gov oasis havensof asp Q5
3. ciled The software housed on the computer system in the State agency will review and validate OASIS files submitted via the Medicare Data Communications Network MDCN During transmission to the State the HHA is notified as to the status of its submission i e file structure and data content The State OASIS system generates two types of validation reports an Initial Feedback Report and a Final Validation Report The Initial Feedback Report is generated while the sender is online during submission This report indicates that the State OASIS system has performed basic validation checks of the file and whether the file has been accepted or rejected If rejected the report will include the rejection error The Final Validation Report is generated within 24 hours of file submission and details the type and number of errors encountered in the file The reports are accessed from the OASIS State System web page through the MDCN More detail on these system reports is available in Part II of the OASIS User s Manual posted at http www cms hhs gov oasis usermanu asp Note The HAVEN software includes tips for each OASIS data item A right click of your mouse anywhere within the variable frame will produce this help Q9 What other official software programs are there besides HAVEN A9 While acceptable software other than HAVEN does exist CMS does not approve software programs designed by outside vendors HHAs may use programs designed by other vendor
4. e by contacting the HAVEN helpdesk at 1 877 201 4721 or Haven_Help ifmc org Q16 When a patient is admitted to an inpatient facility we routinely discharge the patient from our agency We entered a start of care assessment RFA 1 and transfer to inpatient facility assessment RFA 7 into HAVEN In a week the patient returned home and was readmitted to home care We are unable to enter a new start of care assessment for this patient What can we do A16 The most likely cause of this problem is that assessments were entered into HAVEN out of sequence and the agency has selected the option to strongly enforce sequencing rules In this example the sequence of assessments is Start of Care Transfer to Inpatient Facility and a second Start of Care If the Transfer to Inpatient Facility assessment RFA 6 or 7 were entered before the first Start of Care assessment then HAVEN will not allow a second Start of Care to be entered because it would violate record sequencing rules Under the HAVEN Management Screen at Preferences the HHA may choose Sequencing Weak Enforcement This will provide a warning whenever an assessment is added or imported in an order that violates the normal sequencing rules but does not prohibit it The HHA would be able to enter the assessments into HAVEN in any order Q17 Will the State System accept assessments created using older versions of HAVEN once HAVEN has been updated A17 The acceptance of an assessment is bas
5. ed on several variables If an agency is using an older version of HAVEN the data specifications required are based on the assessment completion date M0090 and may not be available resulting in a fatal record error upon submission Q18 Will HAVEN 6 2 allow correction of assessments that were created using HAVEN 4 0 A18 HAVEN 6 2 does not support the correction of assessments using Data Specifications 1 04 The agency is able to view the assessments created using the 1 04 Data Specifications If a correction is needed to an assessment created using the 1 04 data specifications M0090 date is prior to 10 1 2000 please contact the HAVEN Help Desk for assistance at 877 201 4721 Q19 Must I do a back up of my OASIS data at the HHA A19 Yes it is recommended all HHAs create a back up file which is stored in a secure place In order to back up the HAVEN data the System Administrator must establish a backup path after the installation of HAVEN If the path is not established the backup option is disabled HAVEN also offers three compression options to maximize the storage and retrieval of backup data The compression options include No compression zip compression and self extracting compression Posted 08 2004 5 Once the backup path has been established and HAVEN is exited normally the backup process will write the HHA MDB EXPORT MDS and current active archive database to the drive and media specified It is recommended that t
6. he backup of data be created to a drive and media external to the PC on which data is stored Backing up to an external drive prevents data loss due to a PC crash virus corruption etc i e The backup path should not be to the hard drive usually known as the C drive The backup process should be to a network drive or an alternative drive with removable storage media such as a R W CD zip disk floppy disk or tape HAVEN does support backup across multiple floppies When using CD s tape floppies etc it is recommended that the media is changed or rotated so that the current backup does not overwrite the previous backup In case of media corruption this would allow the System Administrator to copy the backup databases into the installation directory and fewer HAVEN session will be lost Note The removable media should be stored in a secure place i e locked safe locked file cabinet etc Posted 08 2004 6
7. mmended guidelines to follow when updating M0020_PAT_ID or other data found on the Maintain Patient Database screen Make sure all records for the first episode are entered locked and exported prior to entering any assessments for a second episode Prior to entering the second episode SOC assessment use the Maintain Patient Database tool to change the Patient ID to the appropriate value for the second episode of care After updating the Patient ID enter the second episode SOC assessment If it becomes necessary to make a correction to an assessment from the first episode of care for which the patient ID is different than the second episode of care make sure you answer no when prompted to update the assessment to reflect changes in patient information Q14 Can HAVEN be interfaced with billing systems or accept scanned forms as input A14 No HAVEN software is available at no cost to the agency It is a tool for entering maintaining and submitting OASIS information to the State agency HAVEN is a tool that ensures data integrity and file format via rigorous edit checks in order to facilitate the OASIS reporting requirements However HAVEN is not the only option Agencies can use vendor products or develop their own software that meets their own unique needs in addition to meeting regulatory requirements HAVEN is not intended to compete with commercial products It is just one alternative but one that CMS felt compelled to provide to ens
8. pdate all agency information on non exported assessments The user should respond to this prompt by clicking on NO to maintain the correct agency data for each assessment In a future release of HAVEN we will consider providing an option that allows branch assessments to be imported without clicking NO on each assessment For now in order to maintain the correct agency data for each assessment you will need to click NO for each assessment being imported from a branch Another option is for the parent HHA to data enter all assessments for each of their branches The Branch ID field M0016 would be an active field during data entry which would allow the user to enter the appropriate value for each branch Q12 We tried to enter a recertification assessment in HAVEN for a patient on service prior to PPS HAVEN displayed the following error message WARNING Inconsistent M0090 date RFA 04 M0090 does not meet CMS timing guidelines RFA 04 must be done on an every 60 day cycle M0090 must be no earlier than day 56 and no later than day 60 of that follow up cycle A12 The Final Rule for PPS published in the Federal Register on July 3 2000 65 FR 41128 revised the assessment timing requirements for the scheduling of OASIS follow up assessments Specifically on page 41221 the OASIS schedule was changed from an interval requiring a follow up assessment every two months to a 60 day assessment schedule This revised assessment interval will cause wa
9. rning messages related to timing on OASIS follow up assessment records to appear on the validation report produced by the State when the assessment is submitted for patients with a start of care prior to October 1 2000 The warning message results from the fact that the software will calculate due dates for follow up assessments according to the new 60 day follow up schedule regardless of whether the start of care date is before or after October 1 2000 In this situation the warnings can be ignored with no consequence to the home health agency The specific warning message generated by the State system message number 262 cautions that the follow up assessment completion date M0090 does not meet the CMS 60 day timing guidelines The system edit that determines whether to generate this warning message considers the 60 day follow up assessment schedule only It is unable to consider the two month schedule in effect prior to October 1 2000 Posted 08 2004 3 For that reason the message can be ignored See the OASIS PPS web page at http www cms hhs gov oasis oasispps asp under OASIS considerations for Medicare PPS patients and OASIS considerations for non Medicare PPS patients for additional information related to timing issues Q13 How do I handle a situation where a patient s ID number M0020_PAT_ID changes between episodes of care A13 This may occur when an HHA assigns a new patient ID for its own purposes The following are reco
10. s as long as these programs meet the current CMS approved data specifications posted on the OASIS website at http www cms hhs gov oasis datasubm asp HHAs wanting to use other than HAVEN software can test the software by submitting a test rather than a production record Posted 08 2004 2 Once the HHA is satisfied with the results of the test submission it should not continue to use the test mode to submit OASIS data Q10 How long must keep final validation reports A10 Final Validation reports are not part of the patient s clinical record however it is recommended that the agency retain Final Validation reports for a period of 12 months until the next OBQI report is generated Q11 Cana parent HHA import or enter OASIS data into one HAVEN database for all of their branches and then do submissions for these branches A11 HAVEN was designed for the stand alone home health agency as a data entry tool to encode and edit the OASIS data However a parent can import the assessments from all of their branches into one database and then submit as a group Caution should be taken when importing the assessment s as the agency information has the potential of being inadvertently changed Currently during the import process the agency data is compared to the agency data already in the database When a discrepancy is found between the imported agency data and the current database agency data a dialog box appears allowing the user to u
11. sfer to an Inpatient Facility with or without discharge Discharge and Death at Home The data transmitted to the State agency via the agency s communication software should only be the required OASIS assessment items You can find more detailed guidance regarding forms development in Chapters 4 and 7 of the OASIS User s Manual available at http www cms hhs gov oasis usermanu asp Q7 How does HAVEN interface with other public health applications a home health agency may already be running A7 HAVEN is a stand alone software program designed solely for the purpose of creating files of OASIS data to transmit to the State agency This involves establishing connectivity to the State using the Medicare Data Communications Network as described in survey and certification memorandum 2 dated October 16 2001 available at http www cms hhs gov medicaid Itcsp Ittcmemos asp The system that the State agency uses to receive the OASIS data may involve the same hardware system used to house other public health applications like the Minimum Data Set used in long term care facilities however the software will be different and the two applications do not interface Q8 Does HAVEN perform error checking during data entry or during file generation and submission A8 HAVEN performs basic validation checks on completion of data entry At the end of data entry HAVEN alerts the user to data that are missing or inconsistent so that the data can be recon
12. ure that automation capabilities would be available to everyone HAVEN is a basic tool that will not include add on modules to support scanning care planning billing or accounting Q15 How should home health agencies deal with the incompatibilities of HAVEN 5 1 and HAVEN 6 0 It is our understanding that records may need to be manipulated that were created in earlier versions of HAVEN Since these are not compatible to install together on the same PC can you give any tips to help agencies deal with this A15 HAVEN 5 1 and 6 0 are not compatible when installed to separate directories on the same computer This refers to the version of the HAVEN program rather than the records stored within the program Once you have upgraded to HAVEN 6 2 the most current version and log into HAVEN for the first time a patch is applied to the database Using HAVEN version 6 2 allows flexibility for selecting the OASIS Specification version for which you need to add an assessment 1 40 1 30 or 1 20 depending on the date of your assessment HAVEN version 6 2 allows for the correction of an assessment which was completed and submitted under earlier versions However for assessments entered using data specs version 1 04 HAVEN 5 1 will need to be utilized It is recommended that HAVEN 5 1 be installed on a PC that does not contain any other version of HAVEN When installing HAVEN 5 1 on another PC isn t an option a work Posted 08 2004 4 around is availabl
Download Pdf Manuals
Related Search