Submitting MDS 3.0
Contents
1. Recreate the Zip file You should to do this if you changed some data in the assessments after you created the zip file ReCreate the zip file e Recreate a zip file after correcting the assessments listed NU UF IVL UNIT BED NAME ISC A2300 A1600 A2000 A0310A A0310B A0310C A0310D A0310F Z0100A Z0150A RUGHIER ADL KEY NT 10 11 2010 5 Ee o 01 2032 lf you created a batch in error you can delete it by clicking on the white on blue WW This deletes the batch but does not delete the MDS records Reliable Health Systems LLC e 2610 Nostrand Avenue e Brooklyn NY 11210 e www ReliableHealth com Page 33 r Visual Software MDS 3 0 his User Manual Step 3 Copy the submission file to your local disk drive Copy the Zip file to your local disk drive by clicking on The following prompt appears File Download Do you want to open or saye this file Name 20100921141807 zip Type WinRAR ZIP archive 5 24KB From 192 100 100 194 Always ask before opening this type of file While files from the Internet can be useful some files can potentially 2 harm your computer If you do not trust the source do not open or save this file What s the risk Notice that the file name is comprised of the date and time in YYYYMMDDHHMMSS format Click on Save to save the file to a local disk Drive You should save the ZIP file to a folder that is accessible to the computer you will use to su2. Assessments can also be put on Hold while either Incomplete or Complete and can also be changed to Rejected Reliable Health Systems LLC e 2610 Nostrand Avenue e Brooklyn NY 11210 e www ReliableHealth com Page 37
3. Press Update Confirm that you wish to update the batch by clicking Yes as shown below MDS 3 0 SUBMISSION Update the batch Date 10 25 2010 TIME 06 38PM The Zip file is now marked as submitted as shown below You may have to click another tab and then return to the Submission Files tab to see your checkmark Batch Number 20101025182949 File Name 20101025182949 7Z1P From A To ZZ Date Transmitted 10 25 2010 Size 3023KB From 1 1 2010 To 12 31 2010 Display Time Transmitted 06 46PM Creation date 10 25 2010 6 29 49 PM Content Submission ID 1234 Created by Zelcer Harry Reliable Health Systems LLC e 2610 Nostrand Avenue e Brooklyn NY 11210 e www ReliableHealth com Page 35 r Visual Software MDS 3 0 his User Manual Step 6 Mark the Batch after receiving the CMS Final Validation Report Click the Validation Report tab as show below Submission Files Validation report XML files BRXML Refresh CHARTS After you receive the Final Validation Report from CMS type your Submission Id into the box as shown below This is the same Id you entered in Step 5 to mark your file as Submitted Once you enter your Id here you will be able to click on the button to the left of the number to pick from your list of batches as shown on the second screen below Click on Refresh after you enter the number the first time Refresh olen Include Medicare yf Exclude Medica
4. when the assessment passes the validity checks and will be accepted by the CMS database However you can and should change the status of assessments in certain circumstances That s part of what we ll cover in the following pages ASSESSMENTS READY TO BE SUBMITTED Select the assessments you want to submit Create a Zip file format containing all the assessments listed ready to be submitted Submit the file 1 A2300 A0310 ID UNIT BED NAME ISC DATE 2 A1600 x0100 Z0100A ZO150A RUGHIER ADL Status Change Statuses 3 A2000 A B C D F 1 9234 Andercole Lillian NC 09 29 2010 ae 01 01 0 99 New RVB10 HC110 RVB 7 Ready 2 219 Bobson Bob ND 08 19 2010 01 01 2009 99 99 0 10 Modify PAL PA1X PAL 0 Confirm that you wish to create the Zip file by clicking Yes as shown below The Zip file is created and is now in the Submission Files tab Click the Submission Files tab to view the zip files you ve created The Zip file appears as shown below Batch Number 20101025182949 File Name 20101025182949 ZIP From A To ZZ TE Date Transmitted Size 3023KB From 1 1 2010 To 12 31 2010 Display Submit 4 Time Transmitted Creation date 10 25 2010 6 29 49 PM Content Submission ID Created by Zelcer Harry To display the records in the Zip file click on Display Content as shown above The following screen appears Click the Print button to print this report to your local printer You can choose to
5. P Visual Software MDS 3 0 his User Manual Submitting Your MDS Records The terms Submission File and Zip File are used interchangeably in this document There are 6 steps to the submission process Specify the MDSs you wish to submit Create a Zip file Copy the Zip file to your local drive Log on to CMS and send the Zip file After you submit the Zip file to CMS mark the records as Submitted After you receive the Final Validation Report from CMS mark the records appropriately ee le Step 1 Specify the MDSs you wish to submit As shown below click on Data Submission and then on Ready ASSESSMENT SUBMISSION AND PROCESSING j Validation report From A To ZZ pins MM Submission ID O Exclude Medicare Medicare Only ymplete i cce POM OESE e se SSMENTS READY TO BE SUBMITTED Print Create Submit Select the assessments you want to submit Create a Zip file format containing all the assessments listed ready to be submitted E Submit the file a On the screen shown above specify which MDSs you wish to submit as follows Specify a resident alphabetical range Specify whether or not to include Medicare Assessments Specify the Assessment Reference Date Range Specify a single nursing unit or all Click on NF to also view assessment without a unit Specify a single Assessment Type or all Specify a single CAT type or all OJA WNI To
6. bmit to CMS i e the PC that has the ATT Dialer software installed Save the Zip files in a folder called MDS30 Submissions and place all your MDS 3 0 submission files there This is the directory you will access when you submit your Zip files to the state You re actually saving a copy of the Zip file to your computer when you do this step The Zip files will remain on the server as well Step 4 Log on to CMS and submit your file As per QIES Technical Support Office www gtso com Transport Layer Security TLS 1 0 must be active in your web browser in order to access the QIES National Systems including the new MDS 3 0 Submission System Follow the steps below to activate TLS 1 0 Note You must have administrative rights to your workstation in order to update this value If you do not have administrative rights contact your IT support 1 Open the Internet Explorer browser 2 Select Tools from the Menu bar 3 Click on Internet Options 4 Select the Advanced tab 5 Underneath Security ensure that the box next to Use TLS 1 0 is checked this should be located near the bottom of the list 6 Click Apply 7 Click Ok If you have any questions concerning this information please contact the QTSO Help Desk at helop qtso com or 1 800 339 9313 Reliable Health Systems LLC e 2610 Nostrand Avenue e Brooklyn NY 11210 e www ReliableHealth com Page 34 r Visual Software MDS 3 0 his User Manua
7. d or Rejected as shown below For example if you have 50 assessments and 2 of them were rejected You could Set all to Accepted and then manually change the 2 to rejected by clicking R as shown on a following screen The blue outline indicates the current status of the assessment You can also mark each record individually by clicking on the appropriate button as shown below Ready to Submit Accepted Hold Rejected Once you mark assessments as Rejected you can view just those assesments on the list by putting a check in the Show rejected only box as shown below XML files ML Refresh Show rejected only om x0100 ZO100A Z0150A RUGHIER ADL a Status New RVB10 HC110 RVB 7 Any changes in an assessment status made on the Data Submission menu will be reflected on the Selector You can also change the status of an individual assessment by clicking the tools icon as shown below choosing Change Status then selecting a status te 10 29 2010 Type of Record X0100 New Submission status Not ready to submit Edit status Incomplete A0310 A Annual assessment A0310B Nota PPS assessment A0310C No A0310F Not entry discharge record HIPPS code Z0100A PA160 Medicare Part A non therapy HIPPS code Z0150A PA160 ADL Rug III ID 3060 Every assessment s Submission status goes through four stages Not ready to submit Ready to Submit Submitted Accepted
8. hold a record and not submit it click on the H alongside the record as shown below As soon as you click H it will disappear from the Ready tab and now be in the Hold tab Note that the tab that you are currently in shows in red Note also that when you leave Data Submissions and then return it will bring you back to your last location ID UNIT BED NAME ISC DATE x0100 Z0100A Z0150A RUGHIER ADL Status Change Statuses A B C D F Andercole Lillian NC 09 29 2010 tn ODODE New RVB10O HC110 RVB 7 Ready Bobson Bob ND 08 19 2010 01 01 2009 99 99 0 10 Modify PA1 PAIX PA1 0 Ready To submit records that were previously on Hold click on the Hold tab to get a list of all records on hold and then click on the R alongside the record you wish to submit It will disappear and immediately show in the Ready tab Reliable Health Systems LLC e 2610 Nostrand Avenue e Brooklyn NY 11210 e www ReliableHealth com Page 32 r Visual Software MDS 3 0 his User Manual Step 2 Create a ZIP file Click the Create icon as shown below to create a ZIP file This will create a Zip file with all of the assessments that are Ready to Submit and that show under the Ready tab Only the software can place an assessment in the Ready tab of the Data Submission menu The software will automatically turn the assessment from Not ready to Submit to Ready to Submit
9. l Step 5 Mark your file as Submitted After you submit the file to CMS and receive a Submission Id click on Submit as shown below Batch Number 20101025182949 File Name 20101025182949 ZIP From A To ZZ 7 Date Transmitted Size 3023KB From 1 1 2010 To 12 31 2010 Display Submit 3 Time Transmitted Creation date 10 25 2010 6 29 49 PM Content Submission ID Created by Zelcer Harry The following screen appears e Enter the Transimission date and Submission ID you received and update the batch CMS Transmission Submission Conimaton dae 10 Mfes 2010 o6_ 38_ I gt Batch 20101025182949 e The following assessments will be marked as submitted ReCreate the zip file e Recreate a zip file after correcting the assessments listed NO OF ASSESSMENTS 1 UNIT BED NAME ISC A2300 A1600 A2000 A0310A A0310B A0310C A0310D A0310F Z0100A Z0150A RUGHIER ADL KEY 1 Andercole Lillian NC 09 29 2010 09 20 2010 TA 01 o1 o EA RVB10 HC110 RVB 7 3234 Type the Submission Id into the box shown above The submission Id will be used later to track the submission files as we will see shortly You can retroactively fill in the Submission Id by clicking on the Submit button next to the zip file and entering it The Submission Id can be found on the first page of the Submission Report you receive from CMS The date is initialized to today s date You may change it to accurately reflect when the file was sent
10. re Medicare Only Include Medicare Exclude Medicare Medicare Only SubmissionID 10 29 2010 10 28 2010 10 28 2010 10 27 2010 Validation report XML files XML Refresh CHA 10 22 2010 Enter your Submission ID or click from the list to see the assessments in that batch and their status If you enter the number in the box manually click Refresh If you choose from the list you will automatically see the assessments in that batch You will now see the following screen listing all the assessments in the batch you ve chosen t Submission Files TEn UES ETE Production processed 43 Show rejected only __ all te Production Records Accepted 0 tins Production Records Rejected 6 ccepte rejecte A0310 2aie00 x0100 Z0100A Z0150A RUGHIER A B C D F 10 6 2010 onsr90 03 98 0 99 Pci ase 10 2 2010 myer 02 99 0 99 LEI 10 1 2010 ozpemor CICIO 09 a 10 11 2010 nta en 09090 99 Here you can see and do a number of things You can see status of the assessments in the batch as show below how many assessments there are and how many were rejected or accepted as marked by you Submission Files Production processed 41 Production Records Accepted 0 Production Records Rejected 0 Reliable Health Systems LLC e 2610 Nostrand Avenue e Brooklyn NY 11210 e www ReliableHealth com Page 36 P Visual Software MDS 3 0 his User Manual You can now mark the entire batch as either Accepte
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