MDS Long Term Care Facility User`s Guide
Contents
1. Welcome to the CMS MDS System Use the links below to receive the latest information on MDS and to process your current reporta Frequently A sked Questions FAQ Process MDS Data Receive Validation Reports Retum to the CMS MDS Welcome Page E 2 e Inlernet Figure A 6 CMS MDS Main Window The primary functions of processing MDS data and receiving Final Validation Reports are on this menu There is a link to Frequently Asked Questions FAQ that contains common questions and answers to issues or problems encountered while using the MDS System The option Receive Validation Reports will be described after completing the submission process Select Process MDS Data to continue NOTE Ensure that the MDS data file you wish to submit has been encoded in accordance with CMS s standard record layout specifications for version 2 0 of the MDS Contact your encoding software vendor if you have any questions 01 2006 Minimum Data Set MDS APPENDIX A 8 Long Term Care Facility User s Guide The MDS File Submission window Figure A 7 will appear z MDS File Submissiun Miciusult Internet Explorer File Edit View Farcrites Tools Help sa Back gt D 2 A BSearch Gy Favorites f Histoy ENE feile 2Go Addiess MDS File Submission Select the MDS file 10 submit by pressing the Browse button and choosing file from your computer to send Once you have selected a file pres2. 01 2006 Minimum Data Set MDS APPENDIX A 9 Long Term Care Facility User s Guide Select the Browse button to access the File Upload window Figure A 8 where you can select the file you wish to submit from your computer s hard drive or from a diskette inserted into the computer disk drive File Upload Look in EJ Subfiles fe Fie name Files of type Cancel Figure A 8 File Upload Window Ensure that the Files of type field indicates All Files and the correct drive is selected in the Look in field c for the computer hard drive and a or b for a floppy disk drive A list of available file names will appear in the area above the File name field To select a file for submission select a file name and then select Open or point and double click on the name of the file you wish to send It will appear in the File name field You can select Cancel to exit the File Upload window and return to the MDS File Submission window without selecting a file If you have selected the file you wish to submit select Open or press Enter The name of the file you selected appears in the Name of the MDS File field on The MDS File Submission window 01 2006 Minimum Data Set MDS APPENDIX A 10 Long Term Care Facility User s Guide Select the Send button to upload i e submit the file A Send Confirmation window Figure A 9 will appear Fie Edt View Favoites Tools Heb n Back gt ga Seach Gi F
3. Report Date Time 07 10 2003 08 07 03 Edit Specs Version 1 20 Batch Status RECEIVED Submission Date Time 07 10 2003 08 06 56 Submission Batch ID 5338490 Batch Submission Type Production Facility ID ER1000 Facility Name ER1000 Records Processed 1 Records Rejected Duplicate Records 0_00 Records Records with Messages Total of Messages Record 1 Accepted ssmt Int ID 5996755 Nane Res Int ID 1479453 SSN 426 39 1501 AASa 00 AASb 1 Target Date 05 03 2002 Record Type OM Effective Date 05 04 2002 AT2 Original Attes Date AT6 Field or MDS Items R2b and Submission Date Invalid Data Submitted R2b 05 04 2002 Submission Date 07 10 2003 Message Number 377 Warning Figure A 12 Final Validation Report The top portion of the Final Validation report is essentially the same as the Initial Feedback Report Check the Batch Submission ID to ensure this is the report you wish to review For each record that is accepted with errors the report detail section includes the record type effective date resident ID resident name field name in error e g AA8a submitted data and description of the error If an accepted record has multiple errors all errors are listed The report also indicates if any of the assessments submitted were out of sequence NOTE Once your file passes the initial validation checks as indicated in the Initial Feedback Report your fi
4. MDS TUTORIAL PRP SEE 2 ESTABLISHING THE COMMUNICATION CONNECTION rrrrrrrrnnnnrrrvvnnnrrrrrrrrrnnnnnnn 3 DIAL IN INSTRUCTIONS ronnnnnenonnenrnrnnnnnnnnsnnrnrnnnnsnnnnssnnsnnnnnnnnansenennnnnnnnnnsnasnsnnrnrnnnnsnene 3 AGGESSING THE MDS SYSTEM seaman 5 01 2006 Minimum Data Set MDS APPENDIX A 1 Long Term Care Facility User s Guide PURPOSE This tutorial is intended to augment the user s manual as a training tool for the basic functions of the MDS System The tutorial contains basically the same instructions as the manual and often refers you to the manual for more detailed information The tutorial also includes figures of the screens with specific fields or options annotated in the figure and corresponding text with numeric references i e 1 The tutorial also contains notes to users Prior to using the MDS System you should e Ensure you have received any necessary training in the use of the MDS encoding software It would also be helpful to acquire either through formal training or self study some familiarity with Windows and a browser prior to using the MDS System e Ensure all software and hardware listed in Section 2 hardware software requirements has been correctly installed Contact the appropriate vendor should problems occur We recommend that you use this tutorial as a guide when making your first MDS data file submission 01 2006 Minimum Data Set MDS APPENDIX A 2 Long Term Care Facility User s Gu
5. The first time you connect to AT amp T Global Services and periodically in the future your password will expire Enter your new password and confirm it in the appropriate boxes Password rules A password must begin with an alphabetic character Passwords can contain alpha or numeric characters no special characters You may not reuse a password for six months Passwords are a minimum of 5 characters and a maximum of 8 characters Passwords are not case sensitive 3 The AT amp T Global Network Dialer Network View window will open It will take a few moments for this window to appear This window will depict a connection between your computer the IGS and a private intranet Figure A 2 Private Intranet Figure A 2 Network View NOTE If you have not configured your system to go directly to the MDS System you will need to double click the browser icon in Windows 01 2006 Minimum Data Set MDS APPENDIX A 4 Long Term Care Facility User s Guide ACCESSING THE MDS SYSTEM You are now ready to begin using the Medicare Data Communication Network Open your browser and select MDS Figure A 3 Fie Edi Vow Fwuta Took Help Ka Bek DAG rh arw hier Ea ml Welcome ta the CMS MDS OASIS system Browser Download alom feiitire to download Netscaps Navigate 4 08 Browser Install peovides insractione Foc broveer inutallstion Certificate Acceptance provider detailed instructions regarding t
6. avoiites JHistory Eh ga a Address x 260 CATS CENTERS for MEDICARE amp MEDICAID SERVICES MDS File Submission Select the MDS file to submit by pressing the Browse bution and choosing a file from your computer to send Once you have selected a file press the Send button to upload the file k Some initial validation checks will be pesformed on the MDS file and an Initial Validation Report will be displayed Microsoft Internet Cxploret The full validation pracess may Lak AT Receive Validation Reports from tl 9 Tha time lo receive the Initial Feedback Report may varp depending on the MDS File siza and modam epeed Prees the OK bulton ta continue sending the file or press Ihe Cancel button to quit sending the file After pressing the OK bulton ur Validation report select please wait to receive the Initial Feedback Report before doing anything else in Netscape Name of tha MDS File VAQIESJ Send Return ta the CMS MDS main mema B pe EJ Done 18 rene Figure A 9 Send Confirmation Window The Confirmation window serves as a reminder that the time required to generate the Initial Feedback Report will vary depending on file size modem speed and system activity It also indicates that you should wait for the Initial Feedback Report which will indicate whether the submission was accepted or rejected prior to continuing with any other MDS or browser functions If for some reason you do not wish
7. d 1 BE SURE TO RETRIEVE YOUR FINAL VALIDATION REPORT FOR WARNING AND OR REJECTIONS Record Header Record Trailer E Done I Aa Intent Figure A 10 Initial Feedback Report NOTE You should note both the Submission Date Time and the Submission Batch ID number for use when troubleshooting any problems with the State System Administrator You will need the Submission Batch ID number when retrieving the corresponding Final Validation Report If your submission was rejected this indicates the initial validation check discovered a fatal error See the Validation Report Messages and Description Guide for a list of possible fatal errors Contact your MDS encoding software vendor for assistance in correcting the error s o After reviewing saving or printing the Initial Feedback Report you may choose to return to the CMS MDS data submission window or main menu by selecting either underlined option Given the time required to generate the Final Validation Report may vary depending on the file size and system activity you may choose to exit the MDS System completely You should be able to access the Final Validation Report within 24 hours of submission of the file To exit the system exit the browser To end the communication connection to the State 01 2006 Minimum Data Set MDS APPENDIX A 12 Long Term Care Facility User s Guide agency you must also select the Disconnect option in the window at the upper right corner of
8. he arceptmre af the ste certificate CMS Links Long Term Care Facilities please click an MDS Home Health Agencies please click on OASIS Internet Explorer 5 x users Enns mem Airmhe onma rmbeer to MTI ae NA STR weer OTTAR ARR ca ae i Figure A 3 CMS Links Page NOTE If you have set the optional preference within the browser to default to the CMS MDS Welcome window it will be the first to appear upon startup of the browser If you have established a browser bookmark for the MDS System you would select that bookmark in order to access the MDS System NOTE If you have not set any preferences or bookmarks you must enter the IP address in the Location or Go Tofield Select the field and then enter in the IP address of the State Agency that was provided to you by IBM Global Services If this IP address does not result in the MDS Welcome Page contact IBM Global Services If you are on a network follow the directions established with your network administrator in order to access the CMS MDS Welcome window 01 2006 Minimum Data Set MDS APPENDIX A 5 Long Term Care Facility User s Guide You are connected you to your State s Welcome page Figure A 4 Z CMS MDS Welcome Page Microsoft Internet Explorer File Edit View Favorites Tools Help Back v amp Al QSearch Favorites AHistory E 5 Ei 3 lades EI Go a CENTERS for MEDICARE amp MEDICAID SERVICES Welc
9. ide ESTABLISHING THE COMMUNICATION CONNECTION The communications part of the MDS System supports the transfer of MDS data between LTC facilities and their respective State agencies In order to connect to the State agency you must first ensure that the software and hardware are correctly installed Installation instructions should have been provided by the AT amp T Global Network All your equipment to include the modem should be turned on before you access the browser Dial in Instructions Once your AT amp T software is installed and configured you will be able to connect to the Medicare Data Communication Network MDCN for your file transfer needs For Windows 95 98 and Windows NT Users 1 Activate the shortcut entitled AT amp T Global The AT amp T Global Network Login window will appear Figure A 1 AT amp T Global Network Login Figure A 1 Dialer Window 2 Enter the password same as your User ID assigned to you by AT amp T Global and select Connect at the bottom of the window DO NOT select the Save password box as this is a security violation Your modem will dial and connect to MDCN NOTE Periodically the IGS will make updates to your software by downloading updated files at the time of connection When this occurs do not be alarmed Allow the download to be completed select OK then go to the next step 01 2006 Minimum Data Set MDS APPENDIX A 3 Long Term Care Facility User s Guide
10. le will be processed and accepted even with errors or exceptions to specifications in the data See Section 3 of the manual for details on interpreting the Final Validation Report If your computer is connected to a printer you can select Print from the File menu to print the Final Validation Report You may also select Save As from the File menu to save the report to a floppy disk or your hard drive To exit the MDS System select Exit from the File menu Also select Disconnect in the upper right corner of the window to end the communications connection to the State agency 01 2006 Minimum Data Set MDS APPENDIX A 14 Long Term Care Facility User s Guide
11. ome to the CMS MDS System _ Reminder The State QIES System may be down for maintenance the third Sunday of each month beginning October 20 2002 If you experience any problems submitting or retrieving reports please try again on Monday J MDS Submissions Analytic Reports CASPER Reporting Online Reports Download CASPER reporting access manual Quality Measures for National Public Reporting Nursing Home Resident Information Figure A 4 CMS MDS Welcome Page The CMS MDS Welcome Page provides several options to you that may include the following o MDS Submissions o Analytic Reports o CASPER Reporting Online Reports o Bulletins NOTE The Bulletins option may initially contain little or no information until the system has been in use for a period of time in your State o Points of Contact Select MDS Submissions to access the main MDS system menu Select Analytic Reports to view previously requested Quality Indicator Reports 01 2006 Minimum Data Set MDS APPENDIX A 6 Long Term Care Facility User s Guide Select CASPER Reporting to access the CASPER Reporting System to request and view facility reports now including QI QM Reports Select Bulletins to view any information that may have been posted by the State Select Points of Contact for a list of your State agency points of contact Select MDS Submissions You must enter a valid user name and password in the U
12. s the Jend button to upload the file Some initial validation checks wil be performed on the MDS file and an Initial Falidation Report wil be displayed The full validation process may take some time so it is suggested that you log off the system and check back for your full Validation Report later To get pour validation report select Receive Valifation Reperts from the CMS MDS main menu Name of the MDS File Browse Send k Retum to the CMS MDS main menu E TB l nend Figure A 7 MDS File Submission Window The MDS File Submission window provides instructions and information about the submission process It contains one data entry field for the Name of the MDS File The Browse button allows you to select the file you wish to submit from a list of files After selecting a file for submission using Browse the file name should appear in the Name of the MDS File field Once a file name is in the Name of the MDS File field you may select the Send button to submit the file The screen also allows you to return to the CMS MDS main menu by selecting the underlined link NOTE Although you may choose to simply type the file name into the Name of the MDS File field we recommend that you use the Browse File Upload method of selecting the file you wish to send This ensures that the correct path for the file is indicated Should you decide to type in the file name you must type in the entire path e g C mds myfile xxx
13. sername and Password Required window Figure A 5 that appears on your screen Username and Password Required Ea Enter username for unknown prompt at 411 111 111 100 User Name I us Password Cancel Figure A 5 Username and Password Required Window Note Contact the State agency if you do not have a designated user name and password To enter your User Name select the field and enter your user name You may press the Tab key or select the Password field to enter your password This window includes two buttons Cancel allows you to discontinue the login process Otherwise you may select OK or press the Enter key to continue the login process NOTE Be sure to use your Caps Lock and or Shift key where needed Do not press Enter until you have typed in BOTH your user name and password Select OK to continue after you have entered the user name and password If you receive a message indicating you have entered an invalid user name and password enter the data again If you repeatedly receive an error message contact your State agency system administrator 01 2006 Minimum Data Set MDS APPENDIX A 7 Long Term Care Facility User s Guide The CMS MDS Main Figure A 6 will appear a a e p JOY x File Edi View Favoiter Tools Help EI Na Back v 3 2 Ar Qsearch G Favorites Brisiery Er 3a ja Addess j z 7 FE Go CATS CENTERS for MEDICARE amp MEDICAID SERVICES
14. to wait for the Initial Feedback you may choose Cancel to discontinue the submission process Select OK or press Enter to confirm the Send command You will return to the MDS File Submission window to await the Initial Feedback Report NOTE Do not execute any other MDS or browser functions until the Initial Feedback Report appears on your screen You risk losing your connection and interrupting the file submission process if you do so 01 2006 Minimum Data Set MDS APPENDIX A 11 Long Term Care Facility User s Guide When the Initial Feedback Report Figure A 10 appears the first Report Field you should check is the Status of the submission which will be either received or rejected Refer to Section 3 of the manual for details on interpreting the Initial Feedback Report It is recommended that you save and or print the report 3 Feedback Keport Microsott Internet Explorer Address Fie Edk View Faveriles Tools Help Sa Back v GQ A 28 BSearch GyFavortes CBHictoy Er 5 MM n 5 v Go Retum to CMS MDS data submission or main meny CMS State Report MDS Initial Feedback Report Report Date Tine 07 10 2003 08 06 57 Submission Method Tpload Edit Specs Version 1 20 Batch Status EIVED Submission Date Tine 07710 2003 06 06 56 Submission Batch ID 5356490 Batch Submission Type Production Facility ID ERLODO Facility Nane ERLODO Data Recocds Processe
15. your screen that opened when you initiated the Dial in connection To view the Final Validation report select Receive Validation Reports from the CMS MDS Main window Figure A 6 above The Validation Report Listing window Figure A 11 will appear J Validation Report Listing Microsoft Internet Explorer File Edt View Favoriles Took Heb Ea I Back v gt v G A GJ Reach GgFavaites Ahit Er Sh Sf Addess 2 Go Validation Reports Click on the number of the validation report you wish to view or print 54338490 07 10 2003 04 07 03 AM 5338490 i 07 10 2003 03 06 57 AM 5338489 07 10 2003 03 04 13 AN 5338489 i 07 10 2003 04 03 52 AM S337941 06 27 2003 07 50 34 AM 5337941 1 06 27 2003 07 50 30 AM 5337940 06 27 2003 07 49 35 AM 5337940 i 06 27 2003 07 49 25 AM 5337939 06 27 2003 07 43 17 AN sad de i 18 f Internet Figure A 11 Validation Report Listing Window The reports are identified by Submission Batch ID number If you do not see a Final Validation report title that corresponds to your file submission you may go back to the_Main menu by selecting the main menu link underlined text To access a report on the Validation Reports window select the underlined file name 01 2006 Minimum Data Set MDS APPENDIX A 13 Long Term Care Facility User s Guide The Final Validation report Figure A 12 is displayed CMS State Report MDS Final Validation Report
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