Front End Risk Adjustment System [ FERAS ] User
Contents
1. To delete files from your FERAS mailbox follow these instructions 1 Place the mouse pointer over the file you wish to delete use the down arrow to display the list if your file does not appear in the box Click the left mouse button once to select the file 2 3 Click the Delete button to bring up the confirmation page in Figure 10 4 Select Delete File s to delete the file or Cancel to cancel the delete NOTE If you click the Delete File s button the file will be permanently deleted from your FERAS mailbox File Delete Confirmation Box Click Delete File s button to delete the file or Cancel to cancel the deletion Delete File Confirmation Get Help On This Section How to delete the file s Click on the Delete File s link to delete the file from your mailbox You will be returned to your mailbox listing after the file s are deleted How to cancel the delete Click on the Cancel link to cancel the delete process and return to your mailbox listing File Name RSP02191 RSP FERAS RESP RSP02192 RSP FERAS RESP RSP02195 RSP FERAS RESP RSP02196 RSP FERAS RESP RSP02202 RSP FERAS RESP Dated Time Created Size in Bytes Jul 29 02 19 Jul 29 02 29 Jul 29 02 42 Jul 29 02 42 Jul 29 02 43 820 820 820 820 820 Figure 10 Mailbox File Delete Confirmation Front End Risk Adjustment System User Guide 12 Centers for Medicare amp Medicaid Services 2 16 2010 Viewing Files in Your FERAS Mail2. Files From Your Mailbox To download files from your FERAS mailbox to your computer follow these instructions 1 Select up to 5 files from the list of available files 2 Click the left mouse button once to select the file use the CTRL and SHIFT keys to select multiple files 3 Click the Download button Once your selected files are ready for downloading you will receive the page shown in Figure 9 You can save the file with the same name as the file you are downloading or if you wish you can rename the file to something else when downloading it to your computer simply type the file name you want in the File name text box Front End Risk Adjustment System User Guide 10 Centers for Medicare amp Medicaid Services 2 16 2010 Download Files Get Help On This Section Notes The latest set of files downloaded will be removed from the system at midnight Compressed files will have a zip extension so that your zip program will recognize the file How to download the file s Right click on the link and choose to save the file on your computer File Name Downloaded On Size in Bytes RSP02191 RSP FERAS RESP txt July 29 2008 820 RSP02192 RSP FERAS RESP txt July 29 2008 820 RSP02195 RSP FERAS RESP txt July 29 2008 820 RSP02196 RSP FERAS RESP txt July 29 2008 820 RSP02202 RSP FERAS RESP txt July 29 2008 820 You can return to this list by clicking the Latest Downloads link on the mailbox directory page If you
3. Guide 30 Centers for Medicare amp Medicaid Services 2 16 2010 Downloading the 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 that you have a copy of the file if an error occurs during the upload process Submitting the 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 as shown in Figure 27 Risk Adjustment Submission File Submitted Get Help On This Section Your file has been submitted to the FERAS File Statistics AAA Records 1 BBB Records 1 CCC Records 1 YYY Records 1 222 Records 1 File Size 2570 bytes Counts reflect the total number of each record type in your file You can check for your response in your Mailbox If you do not receive a response within an hour from your completed transmission please contact the CSSC Figure 27 File Statistics Page Front End Risk Adjustment System User Guide 31 Centers for Medicare amp Medicaid Services 2 16 2010 Continuing a Suspended File and File Recovery
4. Logging so you will not be asked for individual file confirmation when transferring multiple files use the i option Example ftp i 3 At this point you must open the server connection Type the following at the ftp prompt and press ENTER ftp open 32 77 242 3 2021 4 Aconnection message will display along with a prompt to enter your User Name and Password Type your User Name and press ENTER Type your password and press ENTER This is the Submitter Id and password assigned to you when you enrolled for electronic claims submission with the CSSC You may change your password NOTE This user name and password are both case sensitive You must enter the user name and password exactly as they were assigned to you by the CSSC After you enter the password at least once you may change the password If you do change the password be sure to remember it because the CSSC will not have a record of it c windows gt ftp ftp gt open 32 77 242 3 2021 Connected to 32 77 242 3 220 A70Atedi2 FXF FTP server ready User ftp 32 77 242 3 none SH9999 User name okay need password Password Figure 41 Login Command Sequence Front End Risk Adjustment System User Guide 44 Centers for Medicare amp Medicaid Services 02 16 10 Once you have successfully entered the required user name and password a welcome message will display You now need to set your mode to binary to allow for zipped files
5. SEARCH RESULTS sei ette crie e e eie Medo vrec n ate tef Ld eee ee enia d 36 HELP CCo M 37 FREQUENTLY ASKED QUESTIONS PAGE ee ee eee eee ee essere estan seta sese ans e tasa etta eese seta aee 38 DOCUMENTATION PA GE 55e eo co toronto ooh eoa eee neve eo tenue eden ee ooa eon rosi stis qu na o eaa Fo See nasus ooreo eren s eaa aS 39 SITE ACCESSIBILITY INFORMATION e eere eee eee ee ees etos to sesto setae eee eee renee resne 40 LE 8 OH CO I TUAM PAGE D 41 SITE MAP PA GE OE 42 SEARCHING THE FERAS SITE di ccssctcccesvescosccesessssquescbieceossessacescoescsostscnnssotdeconsssssesnst cuslssscsessecddecesssees 43 PERFORMING A SEARCH c cccesssscecssssecesssscecsessececssneececsnsecsesuececsensececsssecsesaeeecsenaececeeseecsesaeeecsesaeeesneaaeeess 43 SEARCH RESULTS EAA E PI Pem 43 FILE TRANSFER USING MICROSOFT FTP SOFTWARE sss eese ee ee eene etta seen sesta setae seen see 44 PASSWOBDS assassins ait etant a nete ead ME 44 LOGGING ON TO THEETP SERVER iiti entire po ene te cie e bees 44 Front End Risk Adjustment System User Guide ii Centers for Medicare amp Medicaid Services Table of Contents RISK ADJUSTMENT DATA UPLOAD USING MICROSOFT FTP 45 RISK ADJUSTMENT DATA DOWNLOAD USING MICROSOFT FTP 45 DOWNLOADING A SINGLE FEIEE teret slencout ones bade vectes tege aeleduouounsieeg
6. Services 2 16 2010 Edit Review Page Clicking the Build File button from the CCC Record Page will display the page in Figure 20 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 Risk Adjustment Submission Edit Review and Build File Get Help On This Section Use the functions to ensure your file is correct before uploading it to the FERAS system To continue building your file click the Continue button CreateFile View File Continue Cancel Edit and Review AAA Record To edit review the AAA record click the Edit Review button Edit Review AAA Edit and Review BBB Record To edit review a BBB record enter the sequence number then click the Edit Review button BBB Seq No Edit Review BBB Edit and Review CCC Record To edit review a CCC record enter the BBB and CCC sequence numbers then click the Edit Review button BBB Seq No CCC Seq No Edit Review CCC Figure 20 Edit Review Page Front End Risk Adjustment System User Guide 24 Centers for Medicare amp Medicaid Services 02 16 10 Editing Reviewing the AAA Record By clicking the Edit Review button be
7. Type the following command at the ftp prompt ftp binary A Type Set to I message will appear indicating that you may receive and send binary files You are now logged on to the FERAS FTP server and ready to perform data transfers Risk Adjustment data Upload Using Microsoft FTP Perform the following sample steps to place claim files in your upload directory 1 2 3 See the above section titled Logging On to the FTP Server to establish an FTP session At the ftp gt prompt type the put command to upload the file and press lt ENTER gt ftp gt put YOURFILENAME CUSTOMER_UPLD FTP lt enter gt Once you press lt ENTER gt the FTP software will transfer the file s A File transfer is complete message will appear indicating successful transfer of each file You will return to the ftp gt prompt when the transfer operation is complete The return to the ftp gt prompt does not mean that all files were successfully transferred Please verify the File transfer complete message for each file uploaded Risk Adjustment data Download Using Microsoft FTP To download remittances reports and other files follow these sample steps 1 2 See the above section titled Logging On to the FTP Server to establish an FTP session Type the following commands and press lt ENTER gt to change to the download directory on the server ftp cd enter ftp cd outbound enter You will see a CWD com
8. 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 30 you have created from the Welcome or AAA Record pages Once you have entered a File ID that you wish to continue you will receive the page shown in Figure 28 If the file was already submitted to the FERAS you will receive the page shown in Figure 29 in this case you will have to start a new file Why Would I Need 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 LM At What Point Does the Continuation Process Start in the File 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 is In Progress A status of In Progress indicates that this file has not bee
9. for Medicare amp Medicaid Services 2 16 2010 Menu and Home Page After you enter a valid username and password you will see the page in Figure 4 You can choose to go to any of the file actions from this menu You can go back and forth between these functions by using the menu bar or the links at the bottom of the site This page also serves as your Home page once you have logged into the FERAS By selecting the Home menu option or pressing ALT H then ENTER you will be returned to this page Welcome to the Front End Risk Adjustment System FERAS web site Some of the main features of the FERAS site are Upload RAPS files for processing Create RAPS files on line via the Direct Data Entry DDE function Download reports from your mailbox Search the Error Code database Retrieve FERAS and RAPS related information If you require assistance using this site try the following Access the FERAS online Help Read the FERAS User Guide Contact the Customer Service and Support Center CSSC Figure 4 Menu and Home Page Front End Risk Adjustment System User Guide 7 Centers for Medicare amp Medicaid Services 02 16 10 News amp Updates Page The News amp Updates page can be reached by clicking News amp Updates menu item or by clicking the read more gt gt link in the sidebar area under Latest News or by pressing ALT N then ENTER The News amp Updates page is shown in Figure 5 This page is used to post new in
10. have problems with the download please contact the CSSC Figure 9 Downloading Files Downloading Files to Your Computer The page in Figure 9 lists the files you chose to download To begin a download right click on the filename and choose Save as or whatever menu item that allows you to save the file onto your computer Also note that the size of the file is displayed next to each link and those large files will take a long time to download You can select to download one file at a time or you can select each file to download simultaneously You will notice that the file names you chose have been modified to replace all period separators with underscores and to add a file extension Compressed zipped files will receive a zip extension all other files will receive a txt extension This is done to eliminate the need to rename zipped files so they are recognized as such by your compression software NOTE Left clicking on the file may cause your browser to attempt to display the file This is why we recommend the right click method Returning to the Latest Downloads You can return to the latest list of downloads by clicking the Latest Downloads link from the My Mailbox page This will display the page in Figure 9 just as it appeared when you first chose this set of files to download Front End Risk Adjustment System User Guide 11 Centers for Medicare amp Medicaid Services 2 16 2010 Deleting Files From Your Mailbox
11. 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 your 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 13 File Upload Page Front End Risk Adjustment System User Guide 15 Centers for Medicare amp Medicaid Services 02 16 10 2 Use the File Upload window as shown in Figure 14 to navigate to the file you wish to upload You can click on the file you wish to upload press the Open button and close the File Upload window or double click the file and the file will be selected and the window will close automatically Choose file Look in IG ferasfiles 8 er E3 2 emm My Recent Documents Desktop My Documents My Network File name terastransactions txt m Places Files of type All Files v Cancel Figure 14 File Selection Dialog Box 3 Once you return to the window in Figure 13 the file you selected should appear in the text box next to the Brows
12. waiting for processing Try using sequential names i e FILE1 FILE2 etc Visit our News amp Updates page periodically to check for new features changes or updates Front End Risk Adjustment System User Guide 47 Centers for Medicare amp Medicaid Services 2 16 2010 Appendix A To automate the FTP transfer create a batch file to launch the FTP software with the following command line options Example Sample batch file c ftp ftpbatch bat ftp n i s c ftp ftpscript txt Command line reference n Suppress auto login i Suppress interactive prompting s lt lt Filename gt gt Specify what file contains commands to execute in ftp session This file calls ftpscript txt which contains the commands to be executed when the FTP program starts The file ftpscript txt should contain the following commands Sample FTP Command Script c ftp ftpscript txt open 32 77 242 3 2021 user lt lt username gt gt lt lt password gt gt binary cd upload mput c mco upload Icd c mco download cd download mget bye Front End Risk Adjustment System User Guide 48
13. 10 Contact Info Page The Contact Information menu option will take you to the window shown in Figure 37 From here you can access the contact information for the CSSC Help Desk Contact Information Phone Number CSSC Help Desk 877 534 CSSC 2772 FAX Number 803 935 0171 Mailing Address Palmetto GBA CSSC Operations AG 570 P O Box 100275 Columbia SC 29202 3275 Express Mailing Address Palmetto GBA CSSC Operations AG 570 2300 Springdale Drive Bldg One Camden SC 29020 Figure 37 Contact Info Page Front End Risk Adjustment System User Guide 41 Centers for Medicare amp Medicaid Services 02 16 10 Site Map Page The Site Map menu option will take you to the page shown in Figure 38 This page contains a list of links to all of the pages available on the FERAS web site You can use the menu at the top of the page to jump to the sections of the FERAS or simply scroll down to browse through all the pages of the FERAS Site Map e Help e Home Mailbox Upload File DDE Error Codes Help oo 0000 oo 00 Overview of the FERAS Requirements for Using the FERAS Connecting to the FERAS Testing Production Cycles File Transfer Help Netscape Navigator 3 0 or higher Microsft Internet Explorer 5 0 or higher Standard Microsoft FTP software Other FTP software Appendix 4 Helpful Hints and FAQs for Transferring Files File Building Help 444 Record He
14. 20080730 TEST Complete X v v v 5465165465 20080718 TEST In Progress q X 4 yw 5646516547 20080718 TEST In Progress v X X v 9999999999 20080717 TEST In Progress v X 3 yw star oe pE Home Figure 30 File Listing Page 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 Front End Risk Adjustment System User Guide 34 Centers for Medicare amp Medicaid Services 2 16 2010 Error Code Lookup Page The Error Codes menu option will take you to the window shown in Figure 31 Here searches can be performed to look up a description for a particular Error Code for Risk Adjustment Performing a Search To perform an Err
15. CENTERS For MEDICARE d MEDICAID SERVICES Front End Risk Adjustment System FERAS User Guide HE ramen cea Centers for Medicare amp Medicaid Services Table of Contents Table of Contents TRADEMARK INFORMATIONN sss ee ee ee en eee seson ossa assos seen Pee seen ee ette e seen sese en osons 1 INTRODUCTION Tr S 2 FERAS OVERVIEW erm 2 WHO TO CALL AND HOURS OF OPERATION eessececssecesssecssoocessoceesseceessecscseessoceesseceesoecsssseesseceese 2 FERAS AVAILABILITY i sssccccessnscssscssesseesscdaosbscsesvcosessonssbssesstsdsesbassossbeassedvssessusesestacdboaessseepucesdsessoncsbeseess 2 REQUIREMENTS FOR USING THE FER ASR sss ss sss ss sss sss ss ss sss sss sss esasan osons saos a osons 3 PRODUCTION CY 9l nor 3 TESTING REQUIREMNBNUTS e deees ec teat no eo to see a bear ooo ec pe Sv eo we Dep se suae Fest ve e pee ea va EEEN Eae EEEN 3 CONNECTING TO THE FERAS sss ss ss sss ss ceres esee eren ee eate eee tnos etta assos asees aoao Pese seen eese a aoaea 4 CONNECTING TO THE MDYN et ccoa eee sao seva rose et veta daivainas Puno eoo raa aoo Tee E CU deoi ERE Feet ase OE eS eere N EES 4 LOCATING THE FERAS si 4 SITE LAV OUD wisisssssisssccscsssecsssssescssovscessoesecessoestsosdvasices sbeccisssbadeesscdecssesbesiscssbesssassscssesecseosstbeesdvasseossbesbiessons 5 SITE HEADER cheer cedecececteeterte eaten erede cedente tert teteecee ede dece dece ee os ette ee
16. Hh Mateus T ECHTE EER 5 SITE MENU encender ied puerile eder ciet cec erece tet ta e ped exdesvendestecens 5 EBEELSIDEBAR unused nee nee eru es vee Dap ua aaa dR ede e bap d ed ede ode bp g ede S SETS RESET 5 SITE EOOTEB ence hehehe cecus ea eec eae Da ba sein ced eae upd ta eer eene dece ere cete Geb own e Dap honda e e Sedasencees 5 LOGIN M LIU D IA 6 LOGGING INTO THE FERAS ess ecos eoo eoo rna ean nra roa een eoe e Ea rh reos Ia oe e rao o o eY ES ee ee erro so aeo er eaae pn 6 MENU AND gt 18 I 1 OR XOU o teisi 7 NEWS amp UPDATES PAGE oM 8 MAILBOX dec 9 FILTERING YOUR MAILBOX LISTING sss see ee eee 9 DOWNLOADING FILES FROM YOUR MAILBOX sscsssesssssesesssssesssesssesesesesesessscsesesesessseseseseseseseseseeeeeeees 10 DOWNLOADING FILES TO YOUR COMPUTER 11 Returning to the Latest Downloads eese eene etre enne ener entente tenerent nennen 11 DELETING FILES FROM YOUR MAILBOX sse 12 File Delete Confirmation Box s Aged aptae teet tnter 12 VIEWING FILES IN YOUR FERAS MAILBOX ceeeeeeeeeeeeee eene hehehe retener nene n ennt nennen nnn nnn 13 Viewing The Selected Files 5 oie nU Rete tta otorga tee pp D 13 Viewing a Fileze e dI D dba eae EUR netu tede rte 14 Returning to the Latest List of Files Viewed sss esse eee 14 WPLOA 453 OLLI EET EE 14 UPEOAD RESETRICTIONS tret beet reete test ee tese et ee
17. RAS technicians will only be equipped to support Windows 9x and Windows NT environments In addition the FERAS technicians will only be able to support Netscape Navigator version 3 0 or higher and Internet Explorer version 3 02 or higher browsers Production Cycle Production Cycles run at 5 00 p m EST Claims submitted via the FERAS must be completely transmitted in order to process in the 5 00 p m production cycle CMS Reports will be available the following morning Testing Requirements Submitter testing is required to ensure the flow of data from the Submitter to the FERAS works properly Testing also ensures the data submitted is valid and formatted correctly If you would like to send data in a test format please contact the CSSC Help Line at 877 534 2772 534 CSSC to notify them of your test submission Test data will be processed at CMS and reports will be available the next morning By calling the CSSC Help Line prior to transmission of your first production or test file a CSSC representative will be able to give you information on how to properly submit a test and or production file Front End Risk Adjustment System User Guide 3 Centers for Medicare amp Medicaid Services 02 16 10 Connecting to the FERAS To establish an IP connection with the FERAS you must be connected to the Medicare Data Communications Network MDCN which is provided by AT amp T Global Network Services The MDCN is the secure network linking
18. abytes it is recommended that large files are zipped and uploaded using the command line method What constitutes a large file This can be anywhere from 5 to 75 megabytes If you have trouble uploading a large file or your connection times out then you should use command line FTP As stated Front End Risk Adjustment System User Guide 14 Centers for Medicare amp Medicaid Services 2 16 2010 before the file upload time is dependent on your connection speed low connection speed long upload time with possible time outs Upload File Storage on Our System Your file is kept on our system for approximately 17 days How many files are kept depends on how many files are uploaded within a 17 day window after 17 days an uploaded file will be removed from our system permanently The file is not stored in your directory when uploaded The file is kept in the system queue directory for approximately 3 days then it is moved to the archive directory where it is kept for approximately 14 days Follow the steps on the next few pages to select your file on your system and upload it to the FERAS 1 Click the Browse button to select a file to transfer Risk Adjustment Submission Upload File Get Help On This Section If you experience problems transmitting a file using this web site please try to transmit your file using command line FTP Instructions are found in the FERAS User Guide TIP FOR LARGE FILES We recommend that large files be
19. amp Medicaid Services 02 16 10 Frequently Asked Questions Page The FAQs menu option will take you to the window in the Figure 34 From this page you can access the frequently asked questions pertaining to the FERAS Frequently Asked Questions Please Choose a FAQ Section General FAQs File Transfer FAQs Direct Data Entry FAQs General RAPS Related FAQs For more detailed information please check out the User Guide HTML MS Word Figure 34 Frequently Asked Questions Page Front End Risk Adjustment System User Guide 38 Centers for Medicare amp Medicaid Services 02 16 10 Documentation Page The Documentation menu option will take you to the window shown in Figure 35 This page is for documents pertaining to the FERAS such as an user guide There will be updates to this page from time to time and will be documented on the News amp Updates page Documentation RAPS AND FERAS DOCUMENTATION Click HTML next to the document to view it in HTML format Some documents are also available in Microsoft Word and PDF formats If you do not have Microsoft Word and or a PDF viewer available you can download the free ones below FREE VIEWERS Microsoft Word Reader 3 9 Mb Adobe PDF Reader 1 2 Mb RAPS and FERAS Reports and Documents Report Document Available Format FERAS User Guide HTML MS Word 1 1 Mb FERAS Response Reports HTML FERAS Response Copybook Layout HTML RAPS Record Layout HTML RAPS Error Co
20. ascading style sheets for visual layout This site uses only relative font sizes compatible with the user specified text size option in visual browsers 3 If your browser or browsing device does not support stylesheets at all the content of each page is still readable Navigation aids 1 All pages on this site include a consistent set of global navigation links 2 All pages on this site include a search box access key 4 Links 1 Many links have title attributes which describe the link in greater detail unless the text of the link already fully describes the target 2 Wherever possible links are written to make sense out of context Many browsers such as JAWS Home Page Reader Lynx and Opera can extract the list of links on a page and allow the user to browse the list separately from the page 3 Link text is never duplicated two links with the same link text always point to the same address There are no javascript pseudo links All links can be followed in any browser even if scripting is turned off 5 There are no links that open new windows without warning Images 1 All content images used on this site include descriptive ALT attributes Purely decorative graphics include empty ALT attributes For more information please check out the User Guide HTML MS Word Figure 36 Accessibility Statement Front End Risk Adjustment System User Guide 40 Centers for Medicare amp Medicaid Services 2 16 20
21. ation is complete The return to the ftp prompt does not mean that all files were successfully transferred Please verify the 226 File transfer complete message for each file downloaded Logging Off the FTP Server To log off and exit the FTP software type the following command at the ftp prompt and press ENTER ftp bye Front End Risk Adjustment System User Guide 46 Centers for Medicare amp Medicaid Services 02 16 10 File Transfer Using Other FTP Software If you will be using FTP software other than Microsoft FTP for Windows 95 you will need to follow these basic steps Consult your FTP software documentation for detailed instructions for completing each step l 25 3 4 5 Refer to your MDCN dial in instructions Log On to the FTP server 32 77 242 3 on port 2021 using your FERAS Submitter Id User Id and password as assigned to you by the CSSC Upload your claims Download your claims from the 32 77 242 3 outbound directory Log Off the FTP server NOTE The upload and download directories are specific to your FERAS Submitter Id User Id Each Submitter has a specific upload and download location on the server Helpful Hints Zip your upload files in a PK ZIP 2 0 compatible format This can diminish your upload time by as much as 90 With Risk Adjustment data files do not use the same filename This may cause problems with uploading as you may potentially overwrite files that may be
22. aus luvv E 46 DOWNLOADING MULTIPLE EILES ee root tertie eie teet ieve nete lys see irse etit a eaan EES 46 LOGGING OFF THE FTP SERVER cc0cvensseccosnscecsbensnestesnssessrenvnectnerscucubensscceseduvsrendnsctesrscecubersseccssrsdevarenss 46 FILE TRANSFER USING OTHER FTP SOFTWARE ee eee ee ee ee sss en nose ense eee te sese eaae teen oenn 47 IBI iaes 47 Vulg 48 Front End Risk Adjustment System User Guide iii Centers for Medicare amp Medicaid Services 02 16 10 Trademark Information PK ZIP Software version 2 04G is a licensed product of PKWARE Inc This user manual references material from the PK Zip Read Me File Microsoft Internet Explorer is a licensed product of Microsoft Corporation Netscape Communicator Navigator 9 is a licensed product of Netscape Communication Corporation Any other software referenced within this manual or any other publication of Palmetto GBA LLC is licensed or copyrighted by their respective companies and is for informational purposes only Front End Risk Adjustment System User Guide 1 Centers for Medicare amp Medicaid Services 2 16 2010 Introduction Web services such as file transfers and file building are the main functions of the Front End Risk Adjustment System FERAS Using a browser registered users may browse the FERAS site for Risk Adjustment related documentation an
23. box To view files in your FERAS mailbox follow these instructions 1 Selectup to 5 files from the list of available files 2 Click the left mouse button once to select the file use the CTRL and SHIFT keys to select multiple files 3 Click the View button NOTE Large files will take a short while to display Viewing The Selected Files The page in Figure 11 lists the files you chose to view To view a file click on the View File link next to the filename Once the file is retrieved for viewing you will receive the page shown in Figure 12 Also note that the size of the file is displayed next to filename and large files will take a long time to display View Files Get Help On This Section Notes The latest set of files downloaded will be removed from the system at midnight How to view the file s Left click on the file name File Name Downloaded On Size in Bytes RSPO 2201 RSP FERAS RESP July 29 2008 820 RSPO2199 RSP FERAS RESP July 29 2008 820 RSP02198 RSP FERAS RESP July 29 2008 820 You can return to this list by clicking the Latest Views link on the mailbox directory page If you have problems with the viewing the file please contact the CSSC Figure 11 Mailbox View File List Front End Risk Adjustment System User Guide 13 Centers for Medicare amp Medicaid Services 2 16 2010 Viewing a File This page will display the contents of the file selected Click the back button to go back to your f
24. cords 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 AII 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 that you create You do not need to create the YYY Record s when building your file via the FERAS web site Front End Risk Adjustment System User Guide 22 Centers for Medicare amp Medicaid Services 2 16 2010 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 20 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 Front End Risk Adjustment System User Guide 23 Centers for Medicare amp Medicaid
25. d other useful information The file transfer and building functions allow registered users to transfer and build electronic data using any type of platform i e Windows 95 UNIX Macintosh etc Using a web browser or FTP Client software you can connect to the FERAS upload files build files and download reports FERAS Overview The FERAS contains the following menu options s Home Returns you to the FERAS Home Page e Mailbox Allows registered users to download view delete Risk Adjustment data files reports and responses from their outbound mailbox e Upload File Allows registered users to upload Risk Adjustment data files for processing e DDE Allows registered users to create a RAPS formatted file on line and submit it for processing e Error Codes Allows the user to look up descriptions for Error Codes s Help Lists the help available on line for the FERAS e News amp Updates Displays a list of the latest news and updates for RAPS and the FERAS Who to Call and Hours of Operation If you have questions regarding the FERAS or the submission of Risk Adjustment data you may access the Help menu option from the FERAS web site or call the CSSC Help Line at 877 534 2772 534 CSSC This information is also available by accessing the Contact Information 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 Yea
26. data that will appear in your file s AAA record Follow the steps below to create your AAA record Risk Adjustment Submission Record AAA Information Get Help On This Section Instructions New File Enter a new File ID Suspended File File Recovery Files created on or after January 21st 2003 You can continue a file that was suspend or recover from a system crash Enter the File ID for the file you wish to continue or recover Check your DDE File List The continuation point will be the next record in the file after the last saved record AAA Record Information Record ID AAA Submitter Number SH9999 PENI 0000000001 Transfer Date 20080730 PROD TEST Indicator TEST v Sure AAA cancel Reset Figure 17 AAA Record Page Creating the AAA Record 1 Enter a File ID This can be up to 11 characters in length 2 Choose either TEST or PROD This will determine how your file is processed as either a test file or a production file 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 25 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 g
27. de Listing PDF RAPS FERAS Error Code Lookup Search Page Risk Adjustment System Reports HTML RAPS FERAS Naming Conventions HTML Figure 35 Documents Page Front End Risk Adjustment System User Guide 39 Centers for Medicare amp Medicaid Services 2 16 2010 Site Accessibility Information The Accessibility Statement menu option will take you to the window shown in Figure 36 From here you can access information on how this site conforms to Section 508 Accessibility Guidelines Accessibility Statement If you have any questions or comments about the accessibility of this site feel free to contact the Customer Service and Support Center CSSC Access keys Most browsers support jumping to specific links by typing keys defined on the web site On Windows you can press ALT an access key on Macintosh you can press Control an access key The home page and all other pages define the following access keys Access key 0 Accessibility statement Access key 1 or H Home page Access key 2 Skip to page content Access key 3 Site Map page Access key 4 Search box Access key 9 Contact Us page Access key F Frequently Asked Questions FAQ page Access key L Login and Logout pages Access key M Mailbox page Access key U File Upload page Access key D Direct Data Entry DDE page Access key E Error Code Lookup page Access key N News page Access key Y Documentation Visual design 1 This site uses c
28. e and to which BBB record sequence number they belong By clicking the Edit Review button below the Edit Review CCC record section you will be able to change any piece of information that you previously entered using the page in Figure 23 below Risk Adjustment Submission Record CCC Information Get Help On This Section CCC Record Information Record ID ccc CCC Seq No 0000001 BBB Seq No 0000001 Patient Information Patient Control Number 99999999999999999999999999999999 HIC Number 999999999999999999 DOB 19501210 05 YYYYMMDD Diagnosis Cluster Information Cluster Provider From Date Thru Date Delete Diagnosis Number Type YYYYMMDD YYYYMMDD Ind Code 1 10 20080721 73 20080723 5 v 12345 2 Es Es d 3 Es Es k 4 Es Eg K 5 Es Es K 6 E E x 7 Es Es M 8 Es E x 9 Es Es bs 10 Es Es x Figure 23 Edit Review CCC Record Page Front End Risk Adjustment System User Guide 27 Centers for Medicare amp Medicaid Services 2 16 2010 How to Edit Review the CCC Record s To edit the CCC Record s make any changes to the fields that you entered and press the Update CCC button If you do not
29. e button If the file is correct press the Upload File button to transmit the file The window shown in Figure 15 will appear after a successful upload If the upload is not successful you will receive a window which will display a short reason for the error and some information on why the error may have occurred Front End Risk Adjustment System User Guide 16 Centers for Medicare amp Medicaid Services 2 16 2010 Risk Adjustment Submission File Upload Complete Get Help On This Section File ferastransactions txt transmission completed Bytes transferred 14356 Time to transfer 00 00 01 Your response file will be available shortly You can check for your response in your Mailbox If you do not receive a response within an hour from your completed transmission please contact the CSSC Figure 15 Successful File Transfer Front End Risk Adjustment System User Guide 17 Centers for Medicare amp Medicaid Services 02 16 10 Creating a RAPS File Direct Data Entry Clicking the DDE menu item on the main menu or from the bottom of any page where the menu appears will display the page shown in Figure 16 Welcome Page Click the Start button to begin creating your file or click the Cancel button to return to the main menu Follow the steps below to create your file and upload it to the FERAS Suspened Files File Recovery From Welcome Page To display you list of completed suspended files click the list
30. e reso etti ee tete eoe o reete en ee edet seve 14 UPEOAD TIPS 52r etre E A ete ee etes e etit ta eset eee dote e ne tete e eee eed 14 UPLOAD FILE STORAGE ON OUR SYSTEM 15 Front End Risk Adjustment System User Guide i Centers for Medicare amp Medicaid Services Table of Contents CREATING A RAPS FILE DIRECT DATA ENTRY eee ee ee eee ee essen setas etse setas ette seen aea 18 WELCOME PAGE n manam eue EH n Aris Ha en Aaa Rv Hawa en evn aii 18 Suspened Files File Recovery From Welcome Page seen eene 18 AAA RECORD PAGE nate RARE on aun an on e E ER rdi n idi 19 Creating the AAA Record x aep eie dede pad i e p e De RI estere 19 BBB RECORD PAGE rentre etre e eA re Du rev eve iei e idee noter mete dee aate deed 20 Creating the BBBRecord s s eec petet et pe e ea bel dee ce espe eue rie eens dt 20 CEE RECORD PAGE ete recette eee ee dte e e tueri b eem C iie deve e de attended 21 Creating the C C Record s o e Up ree t pe e peces beer tesdce e e as ds 22 ADDING ADDITIONAL CCC RECORD S ccsssscesesssecessescecessnececsnsaecececcecessaeeecsesaececseseeseesaeeecseaueeecseaaeeess 22 ADDING ADDITIONAL BBB RECORDS 22 THEY Y YARECORDY S 4 iieeectesi tee eetetete b EE e RE be cies ance RE PEE YU EE ote Reais ee ee beeen wae esis 22 THEZZZRECORD i eccecettettecrtte pe re an end ei exe xs cut ere de ier Ade tti re tete de eed 23 B IEDING THE FILE crece ict eee etr A HL he a E He r
31. enerated Front End Risk Adjustment System User Guide 19 Centers for Medicare amp Medicaid Services 2 16 2010 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 Figure 18 is where you enter the data that will appear in your file s BBB record Follow the steps below to create your BBB record Risk Adjustment Submission Record BBB Information Get Help On This Section Instructions Enter the plan number associated with this BBB record BBB Record Information Record ID BBB BBB Sequence Number 0000001 Plan Number H9999 Figure 18 BBB Record Page Creating the BBB Record s 1 Enter a Plan Number This field 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 25 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 Front End Risk Adjustment System User Guide 20 Centers for Medicare amp Medicaid Services 02 16 10 CCC Record Page The CCC Record Page shown in Figure 19 is whe
32. formation that pertains to the FERAS News tt Updates Please look here periodically for important information regarding submission of Front End Risk Adjustment System data Notification of changes in requirements will be detailed here as the information becomes available 07 23 08 The site has gone through an extensive update some of the updates are highlighted below For more information and instructions please check out the updated User Guide Figure 5 News and Updates page Front End Risk Adjustment System User Guide 8 Centers for Medicare amp Medicaid Services 02 16 10 Mailbox Clicking the Mailbox menu button from the main menu will display the page shown in Figure 6 The files available are those contained in your mailbox directory on our system The Size is the size of the file in bytes the Date is the date the file was placed in your mailbox Mailbox Listing Get Help On This Section Your mailbox contains responses and reports for files you have submitted to the FERAS You can download the files to your machine view the files on line and delete files that you no longer need Latest Downloads retrieves the last list of files you downloaded Latest Views retrieves the last list of files you viewed Filter Directory List By Date All v By File Type All v Apply Filter Mailbox Directory List Select multiple files by holding the Ctrl key while selecting Select a range by holding the Shift key while
33. ile list Back To Mailbox o Back To Viewed Files Contents of file RSP02201 RSP FERAS RESP REPORT FERAS RESP FRONT END RISK ADJUSTMENT SYSTEM RUN DATE 20080729 FERAS RESPONSE REPORT SUBMITTER ID SH9999 FILE ID RAPSCONNOI REJECTED TEST RECORD SEQ ERROR TYPE NO CODE ERROR DESCRIPTION AAA 0000001 113 DUPLICATE FILE ID ACCEPTED WITHIN 12 MONTHS END OF REPORT Top Figure 12 Viewing a File Returning to the Latest List of Files Viewed You can return to the latest list of files you chose to view by clicking the Latest Views link from the My Mailbox page This will display the page in Figure 11 just as it appeared when you first chose this set of files to view Upload File Clicking the Upload File menu item from the main menu by clicking ALT U then ENTER or from the bottom of any page will display the page shown in Figure 13 Upload Restrictions e The file size limit is 75 megabytes via the web site it is unlimited via command line FTP This is considered a very large file and all files transmitted via the web site should be zipped If you have problems transmitting the file try using the command line method e You can only upload one physical file at a time Upload Tips e tis recommended that you compress zip all files prior to uploading via the web site e Large files can take a long time to upload and this time is dependent on your connection speed e Although the site can handle files up to 75 meg
34. low the Edit Review AAA record section you will be able to change any piece of information that you previously entered using the page in Figure 21 below Risk Adjustment Submission Record AAA Information Get Help On This Section Instructions New File Enter a new File ID Suspended File File Recovery Files created on or after January 21st 2003 You can continue a file that was suspend or recover from a system crash Enter the File ID for the file you wish to continue or recover Check your DDE File List The continuation point will be the next record in the file after the last saved record 444 Record Information Record ID AAA Submitter Number SH9999 File ID hoooooo001 Transfer Date 20080730 PROD TEST Indicator TEST v Figure 21 Edit Review AAA Record Page 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 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 Front End Risk Adjustment System User Guide 25 Centers for Medicare amp Medicaid Services 02 16 10 Editing Reviewing the BBB Record s To edit the BBB record s you must know the sequence number for
35. lp BBB Record Help CCC Record Help Edit Review Hel Download Upload Help Seaching for an Error Code Description Exiting the FERAS General Web Site Related FAQs FAQs for Transferring Files FAQs for Direct Data Entry General RAPS Related FAQs Figure 38 Site Map Page Front End Risk Adjustment System User Guide 42 Centers for Medicare amp Medicaid Services 02 16 10 Searching The FERAS Site The Search page allows you to search the FERAS using keywords Performing a Search To search the FERAS type a keyword s in the search box as shown in Figure 39 and press the Search button If the search is successful a page will be returned with links to the pages that contain the keyword s you typed in as shown in Figure 40 Otherwise a page will be returned informing you that no pages were found matching your search criteria te search a Figure 39 Searching the Site Search Results This is the window that will appear for a successful search click on the link to go to any of the pages that match your search criteria Search Results Get Help On This Section 10 page s found using keywords ftp 1 FTP Appendix A Appendix 4 for help on FTP 2 FTP Using MS Explorer Performing file transactions using Microsoft Internet Explorer 3 FTP Using MS Explorer Performing file transactions using Microsoft Internet Explorer 4 FTP Helpful Hints Helpful hints for performing file transactions 5 Micro
36. mand successful message which indicates that your current directory has changed To display all files available for download type the following command press ENTER ftp Is Front End Risk Adjustment System User Guide 45 Centers for Medicare amp Medicaid Services 02 16 10 Downloading a Single File 1 Type the following command and press ENTER ftp get FILENAME 2 The FILENAME you wish to receive must match the file name in the outbound directory exactly wild cards will be accepted only if glob is on If you do not delete the files after successfully downloading them they will remain in the outbound directory for 14 days at which time they will be automatically purged Downloading Multiple Files 1 To download all of your remote files type mget at the ftp prompt and pres ENTER see Figure 42 ftp cd outbound 250 CWD command successful ftp ls 200 PORT command successful 150 Opening data connection for filel filezZ 226 File transfer complete ftp mget 100 PORT command successful 150 Opening BINARY mode data connection for 226 File transfer complete Figure 42 Downloading Multiple Files 2 Once you press ENTER the FTP software will transfer the file s 3 A transfer is complete message will appear indicating successful transfer of each file You will be asked to confirm each file by pressing ENTER You will return to the ftp prompt when the transfer oper
37. n submitted and can be continued at the next CCC record under the last BBB record you submitted Risk Adjustment Submission Get Help On This Section The File ID 9999999999 has been used before Status In Progress Figure 28 Continuing a File Front End Risk Adjustment System User Guide 32 Centers for Medicare amp Medicaid Services 2 16 2010 File Status is 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 Figure 29 shows the page you will receive in this situation Risk Adjustment Submission Get Help On This Section The File ID 0000000001 has been used before Status Complete Figure 29 File Status Complete Front End Risk Adjustment System User Guide 33 Centers for Medicare amp Medicaid Services 2 16 2010 Choosing From Your List of Files By clicking the list of files link from either the Welcome or AAA Record Page you will receive the page shown in Figure 30 This page lists all of the files you have created since January 21 2003 Risk Adjustment Submission File Listing Get Help On This Section Below is a listing of files you entered using the Direct Data Entry process v indicates an available feature Click the check mark to use the feature indicates an unavailable feature File ID Trans Date Prod Test Status Continue View Download Delete ooooo000001
38. ndar to choose the date or enter it using the required date format 2 Enter the Diagnosis Cluster information e Provider Type the two character provider type e From Date must be in the format Y YYYMMDD You can use the calendar to choose the date or enter it using the required date format e Thru Date must be in the format YYYYMMDD and cannot be prior to the From Date You can use the calendar to choose the date or enter it using the required date format e Delete Indicator choose this from the drop down box either blank or D e Diagnosis Code this can be up to 5 characters in length Omit the decimal NOTE The first Diagnosis Cluster is required if clusters 2 through 10 are used they must contain valid data 3 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 25 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 Adding Additional CCC Record s The Store CCC button allows you to add additional CCC re
39. o cancel the building of a file 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 Risk Adjustment Submission Suspend Cancel Confirmation Get Help On This Section To suspend the building of this file press the Suspend button Note Please make note of your File ID 0000000001 to continue this suspend To permanently delete the file you are building press the Cancel button Note All records related to the File ID 0000000001 will be deleted You can then reuse this File ID To return and continue building this file press the Back button Note You will continue at the next record after the last stored record Figure 25 Suspend Cancel Page Suspending a File By choosing the Suspend button from the Suspend Cancel Page shown in Figure 25 you will be returned to the Welcome page and your file will be available for continuation Please 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 Cancelling a File By choosing the Cancel button from the Suspend Cancel page shown in Figure 25 you will be returned to the Welcome page and your file will be permanently deleted from the system You can then re
40. of files link under the Suspended Files File Recovery section of the Welcome page See the section entitled Continuing a File for more information Risk Adjustment Submission Welcome Get Help On This Section Welcome to the Risk Adjustment DDE Page The next few pages will walk you through the data entry downloading and uploading of your file Each session consists of building one file from creation to submission Suspended Files File Recovery 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 DDE Files DDE File List You wil be stepped through the following process AAA Page enter data for the AAA record BBB Page enter data for the BBB record s CCC Page enter data for the CCC record s Edit Review View Build Page edit review view and perform the final build of your file Download Upload Page download your file to your computer and upload your file to the FERAS Er e Is 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 If you have any problems contact the CSSC Figure 16 DDE Welcome Page Front End Risk Adjustment System User Guide 18 Centers for Medicare amp Medicaid Services 02 16 10 AAA Record Page The AAA Record Page shown in Figure 17 is where you enter the
41. or Code search enter the Error Code into the text box then click the search button Error Code Search Get Help On This Section Error Code Search Code 100 Figure 31 Error Code Search Page Front End Risk Adjustment System User Guide 35 Centers for Medicare amp Medicaid Services 02 16 10 Search Results When a successful search is performed the window shown in Figure 32 will appear showing a table with the code you searched on and the description that was found Error Code Search Results Get Help On This Section Code 100 Description Invalid AAA record type Suggestions 4 files must begin with an AAA Record The 100 Series errors indicates file level errors on the AAA or ZZZ records Figure 32 Successful Error Code Search Front End Risk Adjustment System User Guide 36 Centers for Medicare amp Medicaid Services 2 16 2010 Help Page The Help menu option will take you to the window shown in Figure 33 From here you can access various help topics for the FERAS Help Please Choose a Help Topic Overview of the FERAS Requirements for Using the FERAS O Connecting to the FERAS Testing Production Cycles O Transferring Files D Direct Data Entry O Seaching for an Error Code Description Exiting the FERAS For more detailed information please check out the User Guide HTML MS Word Figure 33 Help Page Front End Risk Adjustment System User Guide 37 Centers for Medicare
42. r PE e ene RAD tere Let e qe tede 23 BDIT REVIEW PAGE ttt meer E re ge tuii dee uere e Re Ete ree eb de dn 24 Editing Reviewing the AAA Record e t ra te Peeters 29 Editing Reviewing the BBB Record s eese esee eene nennen ener tenente 26 Editing Reviewing the CCC Record s eese entente eene trennen trennt nnne 27 EDITING FILES FROM THE VIEW FILE PAGE sees eee 28 SUSPENDINGNCANCELING A FILE 5 atero Bonet anta ain d EE 29 Suspending a File stesura e P b dea e aeq dec thes 29 Cancelling a File aae dn aco qac e PP deo ug 29 DOWNLOAD SUBMIT PAGE DDBD 5 3 rotae nai eoe Ane en ao b cit ite dig 30 Downloading the File e e s aec b erre e eerte tree dg 31 Submitting the File aac aar te DR e E n re re RR re repe dede ai oai 31 CONTINUING A SUSPENDED FILE AND FILE RECOVERY sese eee 32 Why Would I Need to Continue a File essent nennen nennen eene eene enne 32 At What Point Does the Continuation Process Start in the File 32 Pile Status is In Progress ee doeet UR testet qe e ib RR EUE Re ener EO E ERR EISE 32 File Status As Complete ui e lads ee e geste eU REO Ue RR Ies ir ERR REDDE 33 Choosing From Your List of Files esee ener nest nenne ener nete enne 34 ERROR CODE LOOKUP PAQGE eoo roots et oo cus esse o oa aoo ene phos erae en a eee oe oeeo enso 35 PERFORMING A SEARCH 2 ectetuer e eere i e nter e ete die ce t idee titer ne deste oed 35
43. r s Day Martin Luther King Day Memorial Day Independence Day Labor Day Thanksgiving Day and the day after Christmas Eve Day and Christmas Day Front End Risk Adjustment System User Guide 2 Centers for Medicare amp Medicaid Services 2 16 2010 Requirements for Using the FERAS File transfers and file building are two main components of the FERAS To access the FERAS menu options such as File Submissions or Help users must have a browser Netscape Navigator version 3 0 or higher and Internet Explorer version 3 02 or higher are recommended and supported Other browsers may be used however the FERAS technicians do not currently support browsers other than Netscape Navigator and Internet Explorer File transfers and file building via the FERAS can be performed by use of a browser You can also use other FTP software to upload your files Before you can perform file transfers on the FERAS you must have one of the following components available on your system e Browser Netscape Navigator version 3 0 or Internet Explorer 3 02 Other browsers may work but will not be supported by the FERAS technicians at this time e FTP Client Software Windows 95 includes Microsoft FTP software If you are using FTP software other than Microsoft you must refer to your FTP software documentation for correct FTP procedures See the section titled Using Other FTP Software NOTE Although the FERAS is designed to be multi platform the FE
44. re you enter the data that will appear in your file s CCC record s Follow the steps below to create your CCC record s Risk Adjustment Submission Record CCC Information Get Help On This Section CCC Record Information Record ID ccc CCC Seq No 0000001 BBB Seq No 0000001 Patient Information Patient Control Number 99999999999999999999999999999999 HIC Number 999999999999999999 DOB 19501210 0 YYYYMMDD Diagnosis Cluster Information Cluster Provider From Date Thru Date Delete Diagnosis Number Type YYYYMMDD YYYYMMDD Ind Code D 10 20080721 20080723 v 12345 2 Es Es X 3 Eg Eg x 4 Es Fs b 5 E Eg Mi 6 E E x 7 Es Eg Mi 8 Eg Eg Mi 9 Es Eg x 10 Es Es M Figure 19 CCC Record Page Front End Risk Adjustment System User Guide 21 Centers for Medicare amp Medicaid Services 2 16 2010 Creating the CCC Record s 1 Enter the following data e Patient Control Number this can be up to 40 characters in length The PCN is optional e HIC Number this can be up to 25 characters in length e Patient Date of Birth DOB is optional if submitted must be in the format Y Y Y YMMDD You can use the cale
45. ror Codes Help Copyright 2008 CMS amp Palmetto GBA LLC L Contact Site Map Accessibility Statement S aa GBA Site Footer Area Figure 2 Site Layout Front End Risk Adjustment System User Guide 5 Centers for Medicare amp Medicaid Services 2 16 2010 Login Page Once you establish an IP connection you will see the Login Page for the FERAS shown in Figure 3 This will server as your Home page if you are not logged into the system Welcome to the Front End Risk Adjustment System FERAS web site You must be a registered user to use this site If you require access to this site please contact the Customer Service and Support Center CSSC Registered Users Please Log In User Name Password Forgot your password Contact the CSSC As a registered user you can B Retrieve reports from your mailbox Upload RAPS files for processing B Create RAPS files on line via the Direct Data Entry DDE function Search the Error Code database B Retrieve FERAS and RAPS related information Figure 3 Login Page Logging into the FERAS To access most of the pages on the FERAS you must log in using the user name and password assigned to you You will be prompted for your User Name and Password as shown in Figure 3 This is the Submitter ID and password assigned to you when you enrolled for electronic claims submission with the CSSC Front End Risk Adjustment System User Guide 6 Centers
46. selecting RSP02189 RSP REJECTED ID Size 22 116 Dated Jul 28 12 31 RSP02191 RSP FERAS RESP E i4 820 Dated Jul 29 02 19 gt RSP02192 RSP FERAS RESP Bize 820 Dated Jul 29 02 29 RSP02195 RSP FERAS RESP SIZE sede ket 820 Dated Jul 29 02 42 RSP02196 RSP FERAS RESP E 21563 820 Dated Jul 29 02 42 RSP02202 RSP FERAS RESP Size nia ee 820 Dated Jul 29 02 43 RSP02198 RSP FERAS RESP SIZE 21 54 820 Dated Jul 29 02 43 RSP02201 RSP FERAS RESP Size nena bas 820 Dated Jul 29 02 43 RSP02199 RSP FERAS RESP Size 820 Dated Jul 29 02 43 RSP02204 RSP FERAS RESP Size 2 820 Dated Jul 29 02 44 wv Figure 6 Mailbox Page The files in your directory list ordered by the date from oldest to newest with the oldest files being on top of the list Filtering Your Mailbox Listing You can filter your directory list by choosing either the Date File Type or both using the Filter Directory List function on the Mailbox page In the example below shown in Figure 7 a filter was applied to show only the FERAS Response Files dated July 29 Front End Risk Adjustment System User Guide 9 Centers for Medicare amp Medicaid Services 2 16 2010 Filter Directory List By Date Jul 29 v By File Type FERAS RESP v Apply Filter Mailbox Directory List Selec
47. soft FTP Performing file transactions using Microsoft FTP 6 FTP Using Netscape Navigator Performing file transactions using Netscape Mavigator 7 Other FTP Software Performing file transactions using other types of FTP software 8 File Transfer FAQs File Transfer Frequently Asked Questions 9 File Transfer Help File Transfer Help 10 File Upload Page FERAS file upload page requires login Figure 40 Search Found Page Front End Risk Adjustment System User Guide 43 Centers for Medicare amp Medicaid Services 02 16 10 File Transfer Using Microsoft FTP Software The following instructions apply to the FTP client software available in Windows 95 and Windows NT Refer to Appendix A for a sample script to automate file transfers using Microsoft FTP software Passwords The CSSC assigns you a Submitter ID and an original password If you forget your original CSSC assigned password or if your password becomes compromised you must call the CSSC Help Line at 877 534 CSSC NOTE If you change your password and then forget your new password there will be a delay while the CSSC resets or reassigns your password Logging On to the FTP Server To connect to the FERAS using Microsoft FTP follow these instructions see Figure 41 1 Refer to your MDCN dial in instructions 2 At the DOS prompt you need to launch the FTP software Type lt FTP gt at the DOS prompt and press ENTER If you want to turn off Interactive
48. t multiple files by holding the Ctrl key while selecting Select a range by holding the Shift key while selecting RSP02191 RSP FERAS RESP Size i224 820 Dated Jul 29 02 19 RSP02192 RSP FERAS RESP Size 820 Dated Jul 29 02 29 RSP02196 RSP FERAS RESP Size 820 Dated Jul 29 02 42 RSP02195 RSP FERAS RESP Size cies cee 820 Dated Jul 29 02 42 TT AAA TOT PENIS nen mc n T i 1 T 1 ana n 4 Figure 7 Applying a Mailbox Filter In the example below shown in Figure 8 the mailbox listing was reset to show all of the files by setting both the Date and File Type drop down lists to All and clicking the Apply Filter button Filter Directory List By Date All v By File Type All v Apply Filter FERAS RESP REJECTED ID All Mailbox Directory List Select multiple files by holding the Ctrl key while selecting Select a range by holding the Shift key while selecting RSPU2189 RSP REJECTED ID Size cosia 116 Dated Jul 28 12 3la RSP02191 RSP FERAS RESP Siz8 820 Dated Jul 29 02 19 RSP02192 RSP FER S RESP Size 820 Dated Jul 29 02 29 RSP02195 RSP FERAS RESP Size 820 Dated Jul 29 02 42 RSPU2196 RSP FER S RESP Siz oa sier 820 Dated Jul 29 02 42 RSPN 2N RSP FERAS RESP Size R2f Dated Tul 29 n2 43 Figure 8 Removing the Mailbox Filter Downloading
49. the Risk Adjustment data processing entities If you are not connected to the MDCN please contact AT amp T at 1 800 905 2069 All submitters with IP network access have been authorized to connect to the FERAS In order to submit claims to the FERAS via the MDCN you must be enrolled with the CSSC If you are not enrolled please contact the CSSC Help Line at 877 534 CSSC Once enrolled with the CSSC to submit and retrieve data electronically you will receive a Submitter ID and a password NOTE This password is case sensitive You must enter your original password exactly as it was assigned to you by the CSSC See the Changing Passwords section for information on how to change your password Connecting to the MDCN Refer to your MDCN instructions for dialing into the MDCN 2 Once you have dialed in to the MDCN start your browser At the Uniform Resource Locator URL or address field type http 32 77 242 4 as shown in Figure 1 and press ENTER See the figure below for locating the FERAS site using Netscape Navigator Locating the FERAS Enter the address of the FERAS into the browsers location or address bar and press the Enter key File Edit view Favorites Tools Hel Q Back x a 2 se Address http 32 77 242 4 Figure 1 Entering the FERAS IP Address Front End Risk Adjustment System User Guide 4 Centers for Medicare amp Medicaid Services 02 16 10 Site Layout The FERAS site is cons
50. 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 below the Edit Review BBB record section you will be able to change any piece of information that you previously entered using the page in Figure 22 below Risk Adjustment Submission Record BBB Information Get Help On This Section Instructions Enter the plan number associated with this BBB record BBB Record Information Record ID BBB BBB Sequence Number 0000001 Plan Number H9999 Note Please use the Back button provided instead of the browser s back button Figure 22 Edit Review BBB Record Page How to Edit Review the BBB Record s 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 Front End Risk Adjustment System User Guide 26 Centers for Medicare amp Medicaid Services 02 16 10 Editing Reviewing the CCC Record s 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 availabl
51. tructed so that there is a common Site Header Site Menu Left Sidebar and Footer shared by each page of the site The Login Page shown in Figure 2 shows the entire site with the header menu left column and footer the remaining screen shots will not include these common items please refer back to this section for information on the shared portions of the FERAS site Site Header The site Header contains the site logo search and links to the contact site map and accessibility sections of the site Site Menu The site Menu contains links to all of the major sections for the FERAS Left Sidebar The left Sidebar contains your welcome message along with a link to log in or out of the FERAS Also contained within this section is the Get Assistance menu where you can find help documentation contact information etc that will assist you has you use the FERAS Site Footer The site Footer contains the same links as the Site Header and Site Menu along with logos for CMS and Palmetto GBA Site Header and Site Menu Area Contact Site Map Accessibility Statement Seareh Ouen Mailbox Upload File DDE Error Codes Help News amp Updates Logout Get Assistance Site User Guide On line Help FAQs Documentation File Crosswalks Page Content Area Accessibility Statement Contact Us Sidebar Area Latest News amp Updates Qul 23 2008 Site wide update read more gt gt Home Mailbox Upload File DDE Er
52. use that same File ID to create another file Front End Risk Adjustment System User Guide 29 Centers for Medicare amp Medicaid Services 2 16 2010 Download Submit Page DDE By clicking the Create File button on the Edit Review Page show in Figure 20 you will receive the page shown in Figure 26 This allows you to download the file you created to your computer and 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 Risk Adjustment Submission Submit DDE File Get Help On This Section To upload your file to the FERAS system 1 Click the Download File button to download your file to your computer 2 After the download completes press the Upload File button to upload your file to the FERAS You will receive an upload confirmation and file statistics page To continue editing your file Click the Back button to return to the Edit Review page To continue building your file Click the Continue button to start at the next record in your file To cancel building your file Click the Cancel button to cancel suspend this DDE session Figure 26 Download Submit File Page Front End Risk Adjustment System User
53. 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 shown in Figure 24 by clicking the Edit links next to the AAA BBB and CCC records You cannot edit the Y Y Y and ZZZ records these records are generated by the system using the information you entered for the AAA BBB and CCC records 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 Back Contents of DDE File 0000000001 Edit AAASH9999000000000120080730TEST Edit BBBOO00001H9599 Edit CCCOOO00001 99999999999999999999999999999999 999999999999999999 19501210 YYY0000001H99990000001 ZZZSH999900000000010000001 E Figure 24 Editing From the View File Page Front End Risk Adjustment System User Guide 28 Centers for Medicare amp Medicaid Services 2 16 2010 Suspending Canceling a File Choosing the Suspend Cancel button when available will return the page shown in Figure 25 You can choose to suspend the building of a file for continuation at a later time or date or t
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