IRF-PAI Vendor Call Questions and Answers
Contents
1. 3 Does this mean that a patient prior to 10 1 12 and discharged after 10 1 12 does not need to be assessed at admission for pressure ulcers Is it only the data specs that will be changing or will the IRF PAI form also change Page 7 of 11 Answer If the record was accepted by CMS and it is incorrect then they should send in a modification record 1 Please refer to the data specifications for when a dash is an acceptable response 2 The pressure ulcer quality items are active on assessments with a target discharge date on or after October 1 2012 When active the assessor must answer all the items 48A 50A If the assessor does not assess items 50A the assessor would enter a dash for 50A 50D If the assessor answers 50A with a 1 yes then the assessor must answer items 50B 50D with a non blank response If the assessor answers 50A with a 0 no then the software vendor usually protects removes items 50B 50D and the software vendor automatically inserts a caret in each item 50B 50D 3 Yes this is where policy said that if the patient was admitted prior to 10 01 12 and discharged on or after 10 01 12 the assessor should answer dash for the pressure ulcer questions The IRF PAI form has changed as well Please refer to the new form titled new IRF PAI form on the CMS website http www cms gov InpatientRehabFacPPS 04_ IRFPA asp TopOfPage Topic Question Answer ID 20120223 010 F Polic2. for the record to be considered complete for submission to CMS On August 3 CMS vendor QTSO released the jIRVEN VUT software posted here https www qtso com vendorirf html The software is designed to validate the new CMS Data Submission files essentially replacing the old test data submission website While testing the jIRVEN VUT software today found that is it not reporting any errors for invalid data for the new Quality Indicators fields was processing files containing data in these fields that was invalid according to the CMS Data Submission File Specification document but the jIRVEN VUT software did not report any errors for the bad data am wondering if the release of the IRVEN VUT software that was posted on August 3 on the QTSO website was meant to be the final version or if the software is still in development Will there be a way to test submission under the new QIES ASAP before Oct 1 Where can obtain step by step directions on printing Validation Reports after October 1st have been at the site but it is confusing fill in the transmission dates etc but the first box the top Submission ID Page 4 of 11 Answer All items must be submitted If you choose not to answer a quality item items 48A 50D a hyphen should be submitted The VUT software should provide the message errors for the quality indicator items for records with a ta
3. as IVANS is the tool you use for your claims system this may be a claims not an assessment issue Our QTSO HD refers questions about IVANS to the IVANS help line 800 548 2675 General 20121210 015 G would like to know when the Specification manual Information on the IRF PAI assessment and General will be available how to access and how the reporting submission is available on the following websites mechanism will be facilitated IRF Quality Reporting Program information is available by accessing the CMS website located at http cms gov Medicare Quality Initiatives Patient Assessment Instruments IRF Quality Reporting index html IRF Technical Information is available by accessing the CMS website located at http cms gov Medicare Medicare Fee for Service Payment InpatientRehabFacPPS TechInfo html IRF PAI Software information is available by accessing the CMS IRF software web page located at Vendor and provider information is available on the Quality Improvement and Evaluation System Technical Support Office QTSO website located at http cms gov Medicare Medicare Fee for Service Payment InpatientRehabFacPPS Software html Vendor registration website is located in the QTSO website located at https www qtso com vendorirf html Signup for listserv announcements and CMS Open Door Forums is available by accessing the CMS website located at http www cms gov Outreach and Education Outreach OpenDoorForums OD
4. the latest version of the VUT downloaded from here https www qtso com vendorltch html At this point we feel confident that the xml file is well formed Are you aware of any issues that other vendors or providers are having submitting zip files or any issues with ASAP reading well formed files How do obtain my old final validation reports present in the NACD system prior to October 1 2012 Page 5 of 11 Answer generated one has been deleted from your shared folder 60 days from your submission Directions for accessing the Final Validation Reports are located in Chapter 4 of the Inpatient Rehabilitation Facility Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System which is located on your Welcome page link to it Additional information on requesting viewing printing and saving reports in the CASPER Reporting application is located in the CASPER Reporting Provider User s Guide which is also on your Welcome page another link If after reading this you still need help accessing your Final Validation Reports please call the QTSO help desk and they will walk you through the process There are three main reasons for receiving error 901 1 The zip file contains folders subfolders The zip file should not contain any folders 2 The encoding used for the XML file is UTF 8 ANSI encoding should be used not UTF 8 3 An invalid tag that is longer than 30 characters was sent in th
5. F _SpecialO Page 10 of 11 ID Topic Question Answer DF html IRF PAI Data Set is available by accessing the CMS website located at http cms gov Medicare Medicare Fee for Service Payment InpatientRehabFacPPS IRFPAI html IRF PAI Submission User s Guide is located at https www qtso com irfpai html The CASPER Reporting User s Manual is located on the CMS IRF PAI System Welcome Page Page 11 of 11
6. IRF PAI Vendor Call Questions amp Answers December 10 2012 ID Topic Question 20121210 001 A Specs have a couple of question regarding the new IRF PAI 1 10 1 XML file format 1 Inthe new specification for Inactivating an existing record where TRANS_TYPE_CD 3 one of the required fields in the specification is CORRECTION NUM This is not required in the current flat file format so am wondering what its value should be am assuming that the value should match what is currently in the CMS database So for example if a patient record was submitted and accepted three times the last Correction Number would be 2 If the record needs to be inactivated should the inactivation file also contain a correction number of 2 for this record 2 According to the specification all XML submission files must be bundled into a single archive file The specification states the file must have the extension zip Please confirm that this means the archive must be a standard ZIP file format the format developed by PKWARE and used by programs such as WinZIP Answer 1 The CORRECTION_NUM for the new system is the same as the CORRECTION NUM located in the control section of the current body record specifications The original version of the assessment is correction number 0 not a correction record The first correction would be CORRECTION_NUM 1 the second correction is CORRECTION_NM 2 the third correction is an inact
7. d in users will be allowed to access the old FVRs but the NACD upload functionality will not be available All IRF PAI assessments submitted on or later than October 1 2012 will be submitted to the new ASAP system If users don t access and print or save the NACD FVRs before the end of 60 days they will be able to request the IRF PAI Facility Final Validation Report in CASPER for the older submissions Report selection criteria for this report are Submission from and thru date range OR Submission ID They will not however be able to request the IRF PAI Submitter Final Validation Report for submissions prior to October 1 2012 ID 20121210 009 20121210 010 20120223 009 Topic F Policy Question A file was accidently submitted with unstageable pressure ulcers listed in the QI section of the IRF PAI It was caught only after transmission to CMS Please instruct how to correct this information 1 Is the user allowed to enter a dash A1a Most software vendors require the user enter the dash if the item 2 During the call on 8 16 it was stated that the only time to use a dash would be for an unexpected discharge OR for a patient that is admitted prior to 10 1 12 and is not using the new IRF PAI form Is a clinician able to insert a dash or should it just be automatically populated if the field is left blank Can you please inform us of the correct process so that our programmers can program this field correctly
8. e IRF Vendor Call Notes e IRF PAI Vendor Call Questions and Answers The submission system requires all records submitted on or after October 1 2012 to be in the new Data Submission Specifications v1 10 format For assessments with a discharge date on or after October 1 2012 the new quality items 48 50 must be submitted could be dashes as well as the other items 1 47 If the assessment has been data entered please contact your vendor to determine if the assessment was converted with the software upgrade or if something else is needed If the assessment has not been data entered please data enter under the 1 10 version of the data specifications Please contact your vendor if you need assistance with this If your software vendor is jIRVIN please contact the QTSO Help Desk There is no logic change for the grouper so the current grouper should be used The current string documented in Appendix A of the CMG documentation is still used with the current grouper CMS will provide CMG XML test records that vendors can use for testing their system Yes The data specifications do not contain this type of edit at this time Refer to the manual for coding direction 20120223 004 A Specs 20121210 005 C VUT 20120223 005 C VUT 20121210 006 E ASAP Question Regarding the new Quality Indicators section of the IRF PAI Form What fields are required to be filled in
9. e file No tag for an item submitted in the IRF submission file is longer than 30 characters Your particular files are using UTF 8 encoding Please refer to Section 5 of the Inpatient Rehabilitation Facility Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System for a complete explanation of error 901 and all other ASAP errors The IRF PAI Facility Final Validation Reports present in the NACD system prior to October 1 2012 will be ID Topic Question Page 6 of 11 Answer available to facilities for 60 days following the implementation of the new ASAP system Users will be allowed to access those reports using a link that will be available on the new IRF PAI System Welcome page This new page will be deployed to production during this weekend s downtime IRF users wishing to access the IRF PAI Facility Final Validation Reports from the NACD should select the Final Validation Reports from the NACD System for Assessments Submitted Prior to 10 01 2012 link available on the Welcome page I ve attached a screen shot of the new Welcome page so that you may view the new link Once users select the link they should log in with the same User ID and password that they have been using for IRF PAI submissions The User ID password used to submit assessments to the NACD will be the same User ID password used to submit assessments to the new IRF PAI ASAP system Once successfully logge
10. ge will display e Select the link from the Recorded Training Sessions box to view the desired training Important notes The file format for this recording is Windows Media Video WMV Windows Media Player is recommended for viewing e This training session contains audio and visual information Ensure that the computer s speakers are turned on to hear the audio This recorded training session contains closed captioning Select the Closed Captioning Instructions link in the Recorded Training Sessions box to access instructions for enabling the closed captioning feature if needed Please contact the QTSO Help Desk by phone at 877 201 4721 or by email at help qtso com if you have questions regarding this training session For IRFs that already have a CMSNet User ID and a QIES IRF User ID it is unnecessary for them to re register for these IDs We believe this may be a question about entering data and the vendor tool If jIRVEN is be utilized please contact the QTSO Help Desk at Help QTSO com If another data entry tool not jIRVEN is being utilized please contact the software vendor Question Answer something else need to do please let me know 20121210 014 Had a complete and total computer crash Need to download IRF validation system complete with software system to send claims for validation We use lvens It would be best for you to contact your software vendor Also
11. gn up to attend the Sept 3rd WebEx The IRF submission and CASPER training sessions General training IRF Assessment Submission Process How are posted on QTSO These are recorded training to submit the IRF PAI to CMS ASAP and the training sessions not a live webinar that must be pre on CASPER Reports registered for Steps to access to these WebExes are listed below Access the QTSO e University page at https www qtso com webex qiesclasses php Select the Other link located in the Recorded Page 8 of 11 20121210 012 20121210 013 Topic G General G General Question Please clarify if IRF hospitals who do submit IRF PAI s to CMS need to complete the CMSNet Verizon Access Request form to request a Create New Access or Update Access for our existing IRF ID number The CMS web training session for the IRF PAI Submission states this CMSNet Access Request filing is only for a NEW IRF When I am entering data on an IRF PAI there is not a section to enter Pressure Ulcer information But when I print it out those Quality Indicators are there My understanding is that the new information would automatically be added on October 1 but if there is Page 9 of 11 Answer Training Sessions Categories box and the QTSO e University login page will display Enter your first and last name and Email address in the Name and Email fields e Select the Go button and the Recorded Training Sessions pa
12. ins detailed information about this topic The Overview document must be read prior to reading the data submission specifications All records submitted to the new IRF PAI ASAP system on or after October 1 2012 MUST be submitted in an XML format No other record format will be processed or accepted by Topic ID 20121210 004 A Specs 20120223 001 20120223 002 A Specs 20120223 003 A Specs Question If a patient was admitted in August was supposed to leave in Sept but now leaving on October 5 will the system automatically changed her information onto the new form or will have to do that All information was put into the old format Since the format of the CMS submission file is changing to XML all previous groupers have previously used the flat file when you interface with grouper dlls Will the future grouper dll the one coming out this October use flat files or XML format Will the current grouper Version 2 60 continue to be in effect after October 1 2012 Assuming both the 48A Admission and 50B fields are filled in is it a requirement that the value in field 50B be less than or equal the value in 48A Admission The same question applies for fields 48B Admission and 50C as well as 48C Admission and 50D Page 3 of 11 Answer the QIES ASAP system Two more referencing documents are available on the Vendor IRF Information page of QTSO https www qtso com vendorirf html
13. ivation request so it would be CORRECTION NUM 3 Each new version of the assessment needs a CORRECTION NUM one greater than the prior accepted version 2 Yes that is correct 20121210 002 A Specs We noticed that there is no naming convention suggested for the xml file XML file naming convention The only naming convention requirement for the XML files is that the file name end with XML Vendors may determine the naming convention for the XML and zip files This is the same approach used for the MDS 3 0 XML files The requester may refer to the IRF PAI Data Is there an expected format e g IRF_PAI20121001001 xml Does there need to be a unique file name or sequence If the facility has several individual xml files that they are zipping e g Zipped file contains IRF_PAI20121001001 xml IRF_PAI20121001002 xml IRF_PAI20121001003 xml Submission Overview document for additional information about the XML and zip files The Overview document is available in the IRF PAI Data Submission Specifications v1 10 1 zip file available on the CMS website Page 1 of 11 mle 20121210 003 A Specs Question Zipped file is named IRF_PAI20121001001 zip Or is the naming of the file up to the discretion of the vendor 1 We have a vendor question on the Correction Number element it is a required in field in new submission correction and deactivation deletion We just want to confirm that we understand this fie
14. ld correctly E g For a New assessment this field will contain a value 00 For a deactivation it will contain this value 00 as well pertaining to the original assessment For a Correction the field will be 01 02 03 incremented based on sequence which correction Because this field is also part of the deactivation and the new assessment are there any other expectations for this element then mentioned above Page 2 of 11 Answer Correction Number Any new or original record submitted must have a Correction Number CORRECTION_NUM value 00 Any subsequent record submitted for that current record whether a modification or inactivation must have a Correction Number value that is one greater than the Correction Number of the current record in the QIES ASAP database Example 1 Original or NEW record Correction Number 00 First Modification record Correction Number 01 Second Modification record Correction Number 02 Inactivation Record Correction Number 03 Example 2 Original or NEW record Correction Number 00 Inactivation Record Correction Number 01 Failure to submit a record with a Correction Number one greater than the current record in the database that is to be modified or inactivated will result in error 1011 Invalid Correction Number 3 Correction of assessments completed prior to October 1 2012 but submitted after October 1 2012 The IRF PAI Data Specifications Overview document conta
15. rget date of 10 1 2012 and later Records with a target date of 9 30 2012 and earlier will not have error messages for the quality indicator items as they are not required items until 10 1 2012 Yes records may be tested using the IRF VUT CMS will have a Validation Utility Tool VUT which can be used to test XML files The VUT will be available in late summer prior to the October 1 2012 release IRF submission XML files passing the VUT edits will also pass the ASAP edits Only production records will be accepted in the Assessment Submission and Processing ASAP system Your Final Validation Reports are automatically generated and placed in your provider s shared folder in the CASPER reporting application You don t need to request the report unless the automatically ID Topic 20121210 007 E ASAP 20121210 008 E ASAP Question or something What do use for that In addition when it says Transmission File go to print it and it doesn t print Do have to be out of the website Our client is having trouble submitting records to the ASAP system Twice they have uploaded a zip file containing xml files generated by our software and twice all of the records contained in the zips have been rejected with an error of Invalid XML File Format The submitted file is not structured properly or contains tags longer than 30 characters and cannot be processed The individual xml files validate correctly against
16. y Is the IRF PAI Form in the document with OMB An earlier version of the proposed new IRF PAI control number 0938 0842 for the final specification inadvertently contained an OMB number which has for IRF PAI Version 1 10 0 been removed The final version of the IRF PAI form is posted on the CMS website http www cms gov InpatientRehabFacPPS 04 IRFPA asp TopOfPage Is there any plan on revising the IRF PAI form to meet We recognize the issues and will work on addressing the requirements of CMS standards The IRF PAI them in the future form is now mandated to be in the IRF patients records According to CMS standards they want any paperwork in the records to be date times and legibly signed by the person completing the form and must be labeled Also according to our Corporate Responsibility department we need to fill in the date time and sign for when the first 3 day admission assessment is completed and the same thing for the discharge FIM assessment was completed 20120223 011 20120223 012 Does the ASAP submission system and the VUT No Details related to the CMS Quality Reporting have anything to do with CAUTI reporting Program for IRFs and the reporting of CAUTI for IRFs can be found on the IRF Quality Reporting web page http www cms gov IRF Quality Reporting F Policy Will there be a signature line with time and date at end of the new form Nothing will be changed this year 20121210 011 G How do we si
Download Pdf Manuals
Related Search