LTCH CARE Submission User`s Guide
Contents
1. 24 hours The Final Validation Report which contains detailed information about your submission may be accessed in the CASPER Reporting application It is recommended that you print and retain the Final Validation Reports Locate the LTCH CARE file to submit by selecting the Browse button and choosing a file from your computer File Name Browse Select the Print link from the right hand side of the page to print and retain this information for future reference NOTE Once a file is successfully submitted please note that it may take up to 24 hours for processing to complete When processing is complete return to the LTCH CARE File Submission system to verify the status of the file and then proceed with locating the LTCH Provider Final Validation report in the CASPER Reporting application Records in the submitted LTCH CARE file are sorted processed and presented on the system generated Final Validation Report in the following order e State Code if applicable e Facility ID if applicable 07 2014 Long Term Care Hospital LTCH APPENDIX A 3 Continuity Assessment Record amp Evaluation CARE Data Set Submission User s Guide for the QIES ASAP System e Target Date e Type of Record e Correction Number FILE SUBMISSION STATUS To determine if your submission file was processed successfully query the status of your submission in the following manner Log in to the LTCH CARE File Submission2. A QUICK REFERENCE TO LTCH CARE FILE SUBMISSIONS SUBMISSION STATUS AND VALIDATION REPORTS PILE SUBMIS A E E T A E A T ueaattdeages 2 FILE SUBMISSION SATUS a a e a aeaa A EAE EAA E AA AA Ee AEE Eata AA ERNA 4 SYSTEM GENERATED LTCH PROVIDER FINAL VALIDATION REPORT 6 LTCH SUBMITTER FINAL VALIDATION REPORT oseere 10 07 2014 Long Term Care Hospital LTCH APPENDIX A 1 Continuity Assessment Record amp Evaluation CARE Data Set Submission User s Guide for the QIES ASAP System FILE SUBMISSION 1 Log in to the LTCH CARE File Submission system using your individual user ID Upon successful login to the LTCH CARE File Submission system the File Upload page Figure A 1 is presented Figure A 1 LTCH CARE File Submission File Upload Page CATS LTCH CARE File Submission CENTERS bor MEDICARE amp MEDICAID SERVICES n Skip Navigation Links File Upload Submission Status Help Logout Welcome Page Locate the LTCH CARE file to submit by selecting the Browse button and choosing a file from your computer File Name Browse Select the Browse button to locate the LTCH CARE file you wish to submit Select highlight the zipped submission file and then select the Upload button to upload the file Once the QIES ASAP LTCH CARE File Submission system successfully receives the submission file a pop up dialog box Figure A 2 opens notifying you that the upload was completed Figure A 2 Upload Completed Pop Up D
3. P system successfully unzipped and extracted one or more records from the file You must review the system generated LTCH Provider Final Validation report to verify that all records processed without error The LTCH Provider Final Validation report is placed in your VR folder If you cannot locate the LTCH Provider Final Validation report in your VR folder the user who originally submitted the file can run an LTCH 07 2014 Long Term Care Hospital LTCH APPENDIX A 5 Continuity Assessment Record amp Evaluation CARE Data Set Submission User s Guide for the QIES ASAP System Submitter Final Validation Report with which you may verify the records of the submission file Likewise if one or more records of the submission file are missing from the LTCH Provider Final Validation Report the user who originally submitted the file can run an LTCH Submitter Final Validation Report with which you may identify the errors that were encountered with those records When records are missing from the system generated LTCH Provider Final Validation Report it is because the QIES ASAP system was unable determine to which provider the records belonged and could not include them on the LTCH Provider Final Validation Report SYSTEM GENERATED LTCH PROVIDER FINAL VALIDATION REPORT The following steps detail how to view the system generated LTCH Provider Final Validation report in the CASPER Reporting application NOTE When the Submission Status
4. and time that you submitted the report request 07 2014 Long Term Care Hospital LTCH APPENDIX A 11 Continuity Assessment Record amp Evaluation CARE Data Set Submission User s Guide for the QIES ASAP System Figure A 9 CASPER Folders Page My Inbox Folder CASPER Folders Logout Folders MyLibrary Reports Queue Options Maint Home a Com My Inbox Info Click Link to View Reports Date Requested Selects LTCH Submitter Final Validation 06 15 2012 10 53 54 L IA LTCH 1185034 VR Pages 1 SelectAll Print PSRs Zip MergePDFs Move Delete 7 Find and select the LTCH Submitter Final Validation report you wish to view Open the desired report by selecting the report name link NOTE When you hover your mouse pointer over the icon to the left of a report name the submission ID for which that report was run displays briefly Listed below are several of the severe errors for which the QIES ASAP system cannot produce a system generated LTCH Provider Final Validation report These errors are reported only on the LTCH Submitter Final Validation report e 901 Invalid Zip File e 902 Invalid XML File e 904 Invalid XML File Format e 1021 Invalid Fac_ID NOTE While the severe errors listed above are common it is not a comprehensive listing To view a complete listing of errors please refer to Section 5 of the LTCH CARE Submission User s Guide available on the CMS QIES Systems fo
5. cord amp Evaluation CARE Data Set Submission User s Guide for the QIES ASAP System Figure A 8 CASPER Reports Submit Page LTCH Submitter Final Validation Report Report LTCH Submitter Final Validation Submission ID EEG O eam Vy Favorite Reports v Submit Back snerice eicmmm gt TCH Submitter Final Validation v Save amp Submit Save 4 Enter the desired submission ID in the Submission ID field and select the Submit button NOTE You may only request the LTCH Submitter Final Validation report for files submitted with your user ID You cannot request the LTCH Submitter Final Validation report for a file you did not submit If you request a report for a file you did not submit you receive a User must enter a valid Submission ID message and the request is not processed 5 When completed the LTCH Submitter Final Validation report is placed in your My Inbox folder in the CASPER Reporting Application To access this folder select the Folders button The CASPER Folders page Figure A 6 above is presented The folders available to you including the My Inbox folder are listed along the left hand side of the page 6 Select the My Inbox link The main body of the CASPER Folders page Figure A 10 lists the reports that are available in your My Inbox folder Each report name is a link with which you may open and view the contents of that report The Date Requested listed for each report is the date
6. ialog Box Microsoft Internet Explorer x A The upload has been completed NOTE The Upload Completed message merely indicates the QIES ASAP system received the uploaded file It does NOT indicate the file was processed or the records were edited and accepted by the QIES ASAP system Refer to the Submission Status page of the LTCH CARE File Submission system to determine if the file processing completed 07 2014 Long Term Care Hospital LTCH APPENDIX A 2 Continuity Assessment Record amp Evaluation CARE Data Set Submission User s Guide for the QIES ASAP System Select the OK button The pop up dialog box closes You are returned to the File Upload page Figure A 3 that now displays a Your submission has been received message and identifies the system assigned Submission ID the date and time of the submission and the name of the file you submitted NOTE It is important that you know the Submission ID and Submission Date Time associated with the file you just submitted You must use this information in subsequent steps of the submission file validation process Figure A 3 Your Submission Has Been Received Message CATS LTCH CARE File Submission CENTERS for MEDKARE b MEDEA SERVICES R s Skip Navigation Links File Upload Submission Status Help Logout Welcome Page Your submission has been received File Name submission1 zip Your submission file will be processed for errors within
7. is Completed and the Total Record Count is greater than zero 0 review the system generated LTCH Provider Final Validation report to verify that all records processed without error 1 Log in to the CASPER Reporting application Figure A 5 with your individual user ID and password This is the same user ID and password with which you access the LTCH CARE File Submission system Figure A 5 CASPER Reporting Login Page QIES National System Login Welcome to CASPER Reporting Please enter your User ID and Password User ID LTCHxxxxxxx Password Unable to login Click here to reset your User ID Password 07 2014 Long Term Care Hospital LTCH APPENDIX A 6 Continuity Assessment Record amp Evaluation CARE Data Set Submission User s Guide for the QIES ASAP System Select the Folders button located on the tool bar at the top of the page The CASPER Folders page Figure A 6 is presented The folders available to you are along the left hand side of the page Figure A 6 CASPER Folders Page Validation Report Folder CASPER Folders Logout Folders MyLibrary Reports Queue Options Maint Home a Tene Info Click Link to View Reports Date Requested Selects IA LTCH 1185034 VR 12122012095129 1573 06 15 2012 09 55 27 L 09272012150616 5531 09 27 2012 15 11 10 r 09272012150616 5541 09 27 2012 15 07 36 L r 09272012150616 5550 09 27 2012 15 07 36 Pages 1 This Folder is Read Onl
8. port may contain the public 12 12 2012 13 41 06 1561 R submissioni zip Completed 12 12 2012 13 45 1185034 SELECT SPECIALTY HOSPITAL QUAD CITIES 162001 IA Rejected Type of Record A0050 NEW RECORD RFA A0250 01 asmt_orig_id 2_new xml 2A0600B ara 1005 FATAL Incorrect Format If the first character is alphabetic then there must be 1 2 or 3 alphabetic characters followed by 6 or 9 numbers up to the length of the Accepted Type of Record A0050 NEW RECORD RFA A0250 01 asmt_orig_id_1_new xml A0050 Z0500B Submission Date 1 10 20 2012 12 12 2012 3810 WARNING Record Submitted Late The submission date is more than 7 days after Z0500B for this new A0050 equals 1 record NOTE For more information about the LTCH Provider Final Validation reports that are available to long term care hospitals refer to the LTCH CARE Provider Reports Section 3 of the CASPER Reporting User s Manual for LTCH Providers This manual is available on the LTCH CARE System Welcome page 07 2014 APPENDIX A 9 Long Term Care Hospital LTCH Continuity Assessment Record amp Evaluation CARE Data Set Submission User s Guide for the QIES ASAP System LTCH SUBMITTER FINAL VALIDATION REPORT 3 For the instances when the QIES ASAP system cannot produce the system generated LTCH Provider Final Validation report or include all records on the system generated LTCH Provider Final Validation
9. r Providers page 07 2014 Long Term Care Hospital LTCH APPENDIX A 12 Continuity Assessment Record amp Evaluation CARE Data Set Submission User s Guide for the QIES ASAP System
10. report you can request an LTCH Submitter Final Validation Report in order to determine why the QIES ASAP system could not process these records The following steps identify how to request and view the LTCH Submitter Final Validation report Log into the CASPER Reporting application with your user ID and password Figure A 5 above This is the same user ID and password that you use for LTCH CARE File Submissions Select the Reports button The CASPER Reports page Figure A 8 is presented Figure A 7 CASPER Reports Page CASPER Reports Logout Folders MyLibrary Reports Queue Options Maint Home Report Categories ea LTCH Provider LTCH Provider aj LTCH Assessment Print e Assessment Print aj LTCH Provider Final e Provider Final Validation Validation LICH Submitter Final e Submitter Final Validation lt a Validation Pages 1 Enter Criteria To Search For A o Hint Leave blank to list all reports Search The LTCH Provider report category is displayed by default Links to the LTCH Provider reports available to you are listed in the right hand frame NOTE Only those report categories to which you specifically have access are listed in the Report Categories frame Select the LTCH Submitter Final Validation link from the right hand frame The CASPER Reports Submit page Figure A 9 is presented 07 2014 Long Term Care Hospital LTCH APPENDIX A 10 Continuity Assessment Re
11. ssing The following status values may display o Waiting the submission file is waiting to be processed o Processing the submission file is processing o Error an error occurred during processing of the submission file o Completed file submission processing is complete Locate your submission file by the Submission ID assigned to it and verify that the Status is Completed For submission files with a Completed status note the number in the Total Record Count column e When the Status is Completed and the Total Record Count is zero 0 a system generated LTCH Provider Final Validation report is NOT generated The QIES ASAP system cannot produce a system generated LTCH Provider Final Validation report No LTCH Provider Final Validation report is available in your CASPER validation reports VR folder for this submission Request the LTCH Submitter Final Validation Report to identify the severe error encountered NOTE Subsequent sections of this document provide instructions for locating and or running validation reports in the CASPER Reporting application When the Total Record Count is zero 0 the system was unable to unzip and extract records from the submitted file NOTE If your hospital uses vendor software to create its submission files you must notify the software vendor of these errors e When the Status is Completed and the Total Record Count is greater than zero 0 the QIES ASA
12. system using your individual user ID Upon successful login to the LTCH CARE File Submission system the File Upload page Figure A 1 above is presented Select the Submission Status link located on the menu bar on the LTCH CARE File Submission File Upload page The List of My Submissions page Figure A 4 is presented Figure A 4 List of My Submissions Page LTCH CARE File Submission Skip Navigation Links File Upload Submission Status Help Logout Welcome Page List of My Submissions i Criteria To Date mm dd yyyy 12 12 2012 Prior Days E z Refresh List of My Submissions Submission ID Submission Date Submission File Name Total Record Count Completion Date Status gt E 1573 12 12 2012 09 51 29 submission1 zip 12 12 2012 09 55 27 Completed The List of My Submissions page provides the following information e Submission ID the unique ID assigned to the submission file e Submission Date the date and time that the submission file was received by the system e Submission File Name the name of the submission file e Total Record Count the count of records contained in the submission file e Completion Date the date and time that the file processing was complete 07 2014 Long Term Care Hospital LTCH APPENDIX A 4 Continuity Assessment Record amp Evaluation CARE Data Set Submission User s Guide for the QIES ASAP System e Status the status of the file proce
13. uest the LTCH Submitter Final Validation report in order to identify the issues with the records that were not processed Records in the submitted LTCH CARE file are sorted processed and presented on the system generated Final Validation Report in the following order e State Code if applicable e Facility ID if applicable e Target Date e Type of Record e Correction Number 07 2014 Long Term Care Hospital LTCH APPENDIX A 8 Continuity Assessment Record amp Evaluation CARE Data Set Submission User s Guide for the QIES ASAP System System Generated LTCH Provider Final Validation report CMS Submission Report LICH Provider Final Validation Report Submission Date Time Submission ID Submitter User ID Submission File Name Submission File Status Processing Completion Date Time Facility ID FAC_ID Provider Name Provider CCN State Code Records Processed Records Accepted Records Rejected Duplicate Records Records Submitted Without Provider Authority Total of Messages Record 1 Name AOSOOC A DOE JANE SSN AO6OOA ay Res_Int_ID 0 Target Date 10 20 2012 Asmt_ID 19497 XML File Name LICH Item s Data Submitted Message Number Severity Message Name AQ500C A DOE JOHN SSN AQ600A Res_Int_ID 20324604 Target Date 10 20 2012 Asmt_ID 19496 XML File Name LICH Item s Data Submitted Message Number Severity Messace This re
14. y SelectAll Print PSRs Zip MergePDFs Locate and select the folder with the naming structure of State Code LTCH Facility ID VR Where State Code your 2 character state code LTCH Long Term Care Hospital Facility ID State assigned facility ID used for submitting LTCH CARE records VR Validation Report With the VR folder selected the main body of the CASPER Folders page lists the LTCH Provider Final Validation reports that were system generated and are available for you to view The report links are formatted as follows Submission Date amp Time Submission ID NOTE LTCH CARE reports are automatically purged after 60 days 07 2014 Long Term Care Hospital LTCH APPENDIX A 7 Continuity Assessment Record amp Evaluation CARE Data Set Submission User s Guide for the QIES ASAP System Select the report that corresponds to the submission file you wish to verify Figure A 7 depicts a fictional system generated LTCH Provider Final Validation report NOTE When a submitted file cannot be unzipped or contains no records the QIES ASAP system cannot generate an LTCH Provider Final Validation report and place it in your VR folder If an LTCH Provider Final Validation report was created but the number of records displayed is less than the number of records you submitted in the file there were one or more records that could not be processed by the QIES ASAP system In either case you must req
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