IRF-PAI Submission User`s Guide
Contents
1. A QUICK REFERENCE TO IRF PAI FILE SUBMISSIONS SUBMISSION STATUS AND VALIDATION REPORTS FLEE SUBMISSION sansa EA ET 2 PILE SUBMIS SION SAG Sorini a a 4 SYSTEM GENERATED IRF PAI FACILITY FINAL VALIDATION REPORT 6 IRF PAl SUBMITTER FINAL VALIDATION REPORT cccsccceeeeeeeeeteeeeeeneees 11 10 2015 v1 01 Inpatient Rehabilitation Facility APPENDIX A 1 Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System FILE SUBMISSION 1 Log in to the IRF PAI File Submission system using your individual user ID and password Upon successful log in to the IRF PAI File Submission system the File Upload page Figure A 1 is presented Figure A 1 IRF PAI File Submission File Upload Page CATS IRF PAI File Submission CENTERS for MEDICARE amp MEDICAID SERVICES File Upload Submission Status Help Logout Welcome Page Locate the IRF PAI file to submit by selecting the Browse button and choosing a file from your computer File Name l Browse Select the Browse button to locate the IRF PAI file you wish to submit Select highlight the zipped submission file and then select the Upload button to upload the file Once the QIES ASAP System successfully receives the submission file a pop up dialog box Figure A 2 opens notifying you that the upload was completed Figure A 2 Upload Completed Pop Up Dialog Box Microsoft Internet Explorer x a The upload has bee2. 10 2015 v1 01 Inpatient Rehabilitation Facility APPENDIX A 13 Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System
3. Submission File Name value OCT2015 zip gt lt property name Submission File Status value Completed gt lt property name Submitter User ID value I gt lt property name Facility ID FAC_ID value 1052694 gt lt property name Facility CCN value 07T033 gt lt property name Facility Name value DANBURY MEDICAL CENTER gt lt property name State Code value CT gt lt submission gt lt processing gt lt property name Records Processed value 1 gt lt property name Records Accepted value 0 gt lt property name Records Rejected value 1 gt lt property name Duplicate Records value 1 gt lt property name Records Submitted Without Facility Authority value 0 gt lt property name Total of Messages value 1 gt lt processing gt lt header gt lt records gt lt record number 1 gt lt property name Record Status value Rejected gt lt property name Asmt_ID value 6584068 gt lt property name Name 5A 4 value gt lt property name Res_Int_ID value 17847722 gt lt property name SSN 7 value T gt lt property name Type of Transaction value NEW RECORD gt lt property name Medicare Number 2 value gt lt property name Admission Date 12 value 10 02 2015 gt lt property name Discharge Date 40 value 10 08 2015 gt lt property name XML File Name value OCT2015 xml gt lt errors gt lt error numbe
4. RF PAI Facility Final Validation Report is placed in your facility s VR folder lf you cannot locate the system generated IRF PAI Facility Final Validation Report in your facility s VR folder the user who originally submitted the file can run an IRF PAI Submitter Validation Report with which you may verify the records of the submission file Likewise if one or more records of the submission file are missing from the system generated IRF PAI Facility Final Validation Report the user who originally submitted the file can run an IRF PAI Submitter Validation Report with which you may identify the errors that were encountered with those records When records are missing from the system generated IRF PAI Facility Final Validation Report it is because the QIES ASAP system was unable determine to which provider the records belonged and could not include them on the provider s IRF PAI Facility Final Validation Report 10 2015 v1 01 Inpatient Rehabilitation Facility APPENDIX A 5 Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System SYSTEM GENERATED IRF PAI FACILITY FINAL VALIDATION REPORT 2 The system generated IRF PAI Facility Final Validation Report is created in two formats Text and XML Both report formats are delivered automatically to your facility s CASPER validation report folder NOTE The XML formatted report is intended for software developers Providers may ignore the XML formatted report and ac
5. bmitted the file can request an IRF PAI Submitter Final Validation Report in order to determine why the QIES ASAP system could not process these records The following steps identify how to request and view the IRF PAI Submitter Final Validation Report 1 Log into the CASPER Reporting application with your user ID and password Figure A 5 above This is the same user ID and password that you use for IRF PAI File Submissions 2 Select the Reports button The CASPER Reports page Figure A 9 is presented Figure A 9 CASPER Reports Page Report Categories IRF PAI Provider e Assessment Print fo IRF PAI Assessment Print Aj IRF PAI Assessments with e Assessments with Error Number XXXX Error Number XXXX Aj IRF PAI Discharges e Discharges asj IRF PAI Error Detail by Facility MY Detall by Facility 4j IRF PAI Error Number Summary e Error Number Summary by Facility by Vendor by Facility by Vendor ani IRF PAI Errors by Field by e Errors by Field by Facility Facility Pages 1 2 Enter Criteria To Search For A Report o Hint Leave blank to list all reports Search The IRF PAI Provider report category is displayed by default Links to the IRF PAI Provider reports available to you are listed in the right hand frame NOTE Only those report categories to which you specifically have access are listed in the Report Categories trame 3 select the IRF PAI Submitter Final Validation link from the right
6. cess the user friendly plain text version of the IRF PAI Facility Final Validation Report The following steps detail how to view the system generated IRF PAI Facility Final Validation Report in the CASPER Reporting application NOTE When the Submission Status is Completed and the Total Record Count is greater than zero 0 review the system generated IRF PAI Facility Final Validation Report to verify that all records processed without error Log in to the CASPER Reporting application Figure A 5 with your individual user ID and password This is the same user ID and password with which you access the IRF PAI File Submission system Figure A 5 CASPER Reporting Login Page CMS QIES National System Login Welcome to CASPER Reporting Please enter your User ID and Password User ID Password Unable to login Go to the QIES User Maintenance application to reset your User ID Password Select the Folders button located on the tool bar at the top of the page The CASPER Folders page Figure A 6 is presented The folders available to you are along the left hand side of the page 10 2015 v1 01 Inpatient Rehabilitation Facility APPENDIX A 6 Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System 3 D Figure A 6 CASPER Folders Page Validation Report Folder Skip navigation links Skip to Content Infos Click Link to View Report Date Requested Select NewFold
7. ect the Submission Status link located on the menu bar on the IRF PAI File Submission File Upload page The List of My Submissions page Figure A 4 is presented Figure A 4 List of My Submissions Page CATS IRF PAI File Submission CENTERS for MEDICARE amp MEDICAID SERVICIS B p n ye Skip Navigation Links File Upload Submission Status Help Logout Welcome Page List of My Submissions r Query Criteria To Date mm dd yyyy 12 26 2012 Prior Days i Refresh Submission ID Submission Date Submission File Name Total Record Count Completion Date 4 Status 1325339 2 26 2012 11 38 38 IRF_03292012 zip tL 41226 2012 11 41 22 Completed The List of My Submissions page provides the following information e Submission ID the unique ID assigned to the submission file e Submission Date the date and time that the submission file was received by the system e Submission File Name the name of the submission file e Total Record Count the count of records contained in the submission file e Completion Date the date and time that the file processing was complete e Status the status of the file processing The following status values may display Waiting the submission file is waiting to be processed Processing the submission file is processing Error an error occurred during processing of the submission file Completed file submission processing is complete 10 2015 v1 01 Inpa
8. er CT IRF 1052694 VR xm 02112017140132 1723847 06 29 2015 14 05 37 O EA 7412017140132 1723847 06 29 2015 14 05 37 02112017135429 1723846 06 29 2015 13 55 42 02112017135429 1723846 06 29 2015 13 55 42 AA 06062015134116 1308483 04 07 2014 13 45 02 This Folder is Read Only SelectAll Print PSRs Zip MergePDFs Locate and select the facility folder with the naming structure of State Code IRF Facility ID VR Where State Code your 2 character state code IRF Inpatient Rehabilitation Facility Facility ID State assigned facility ID used for submitting IRF PAI records VR Validation Report With the VR folder selected the main body of the CASPER Folders page lists the Final Validation Reports that were system generated and are available for you to view The report names are formatted as follows Submission Date amp Time Submission ID NOTE IRF PAI reports are automatically purged after 60 days select the report that corresponds to the submission file you wish to verify Figure A 7 depicts a fictional system generated IRF PAI Facility Final Validation Report in text format and Figure A 8 depicts a fictional system generated IRF PAI Facility Final Validation Report in XML format 10 2015 v1 01 Inpatient Rehabilitation Facility APPENDIX A 7 Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System NOTE When a submitted file cannot be unzipped or contains no record
9. ers page Figure A 11 lists the reports that are available in your My Inbox folder Each report name is a link with which you may open and view the contents of that report The Date Requested listed for each report is the date and time that you submitted the report request 10 2015 v1 01 Inpatient Rehabilitation Facility APPENDIX A 12 Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System Figure A 11 CASPER Folders Page My Inbox Folder Sros My Inbox Click Link to View Report Date Requested Select CT IRF 1052694 VR ae IRF PAI Submitter Final Validation 12 15 2012 12 07 27 i SelectAll Print PSRs Zip MergePDFs Move Delete T Find and select the IRF PAI Submitter Final Validation Report you wish to view Open the desired report by selecting the report name Listed below are several of the severe errors for which the QIES ASAP system cannot produce a system generated IRF PAI Facility Final Validation Report These errors are reported only on the IRF PAI Submitter Validation Report e 901 Invalid Zip file e 902 Invalid XML file format e 1001 Invalid Fac_ID e 1002 Invalid Transaction Type code NOTE While the severe errors listed above are common it is not a comprehensive listing To view a complete listing of errors please refer to Section 5 of the IRF PAI Submission User s Guide available on the Welcome to the CMS QIES Systems for Providers page
10. hand frame The CASPER Reports Submit criteria page Figure A 10 is presented 10 2015 v1 01 Inpatient Rehabilitation Facility APPENDIX A 11 Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System NOTE You may need to navigate to the second or subsequent page of the CASPER Reports Submit page to find the IRF PAI Submitter Final Validation Report link Figure A 10 CASPER Reports Submit Page IRF PAI Submitter Final Validation Report EEGI O em viv Favorite Reports v Submit Back tonal ame RF PAI Submitter Final Validation v Save amp Submit Save Enter the desired submission ID in the Submission ID field and select the Submit button NOTE You may only request the IRF PAI Submitter Validation Report for files submitted with your user ID You cannot request the IRF PAI Submitter Final Validation Report for a file you did not submit If you request a report for a file you did not submit you get a User must enter a valid Submission ID message and the request is not processed When completed the IRF PAI Submitter Validation Report is placed in your My Inbox folder in the CASPER Reporting application To access this folder select the Folders button The CASPER Folders page Figure A 6 above is presented The folders available to you including the My Inbox folder are listed along the left hand side of the page Select the My Inbox link The main body of the CASPER Fold
11. ity CCN O7TOSS Facility Name DANBURY MEDICAL CENTER State Code Records Processed Records Accepted Records Rejected Duplicate Records Records Submitted Without Facility Authority Total of Messages Rejected Asmt ID 6584068 Name 5A 4 Res Int ID 17847722 SSN 7 Type of Transaction NEW RECORD Medicare Number 2 Admission Date 12 10 02 2015 Discharge Date 40 10 08 2015 AML File Name OCT2Z015 xm1 IRF Item s 1 existing record s Subm ID Asmt ID Adm dt 12 Dschrg dt 40 Data Submitted 1 1723846 6584067 10 02 2015 10 08 2015 Message Number Severity 507 FATAL Duplicate Assessment The submitted record i a duplicate of a previously accepted record This report May contain privacy protected data and should not be released to the public Fictitious sample data are depicted 10 2015 v1 01 Inpatient Rehabilitation Facility APPENDIX A 9 Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System Figure A 8 IRF PAI Facility Final Validation Report XML Format lt xml version 1 0 gt lt report type IRF PAI Facility Final Validation Report name CMS Submission Report gt lt header gt lt submission gt lt property name Submission Date Time value 02 11 2017 14 01 32 gt lt property name Processing Completion Date Time value 06 29 2015 14 05 37 gt lt property name Submission ID value 1723847 gt lt property name
12. n 24 hours The Final Validation Report which contains detailed information about your submission may be accessed in the CASPER Reporting application It is recommended that you print and retain the Final Validation Reports Locate the IRF PAI file to submit by selecting the Browse button and choosing a file from your computer File Name Browse Upload NOTE Once a file is successfully submitted please note that it may take up to 24 hours for processing to complete When processing is complete return to the IRF PAI File Submission system to verify the status of the file and then proceed with locating the system generated IRF PAI Facility Final Validation Report in the CASPER Reporting application Records in the submitted assessment file are sorted and processed in the following order e State Code e Facility ID e Type of Transaction 3 Inactivation 1 New 2 Modification e Target Date e Correction Number 10 2015 v1 01 Inpatient Rehabilitation Facility APPENDIX A 3 Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System FILE SUBMISSION STATUS To determine if your submission file was processed successfully query the status of your submission in the following manner 1 Log in to the IRF PAI File Submission System using your individual user ID and password Upon successful log in to the IRF PAI File Submission system the File Upload page Figure A 1 above is presented 2 Sel
13. n completed NOTE The Upload Completed message merely indicates the QIES ASAP system received the uploaded file It does NOT indicate the file was processed or the records were edited and accepted by the QIES ASAP System Refer to the Submission Status page of the IRF PAI File Submission system to determine if the file processing completed 10 2015 v1 01 Inpatient Rehabilitation Facility APPENDIX A 2 Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System 4 Select the OK button The pop up dialog box closes You are returned to the File Upload page Figure A 3 that now displays a Your submission has been received message and identifies the system assigned Submission ID the date and time of the submission and the name of the file you submitted Select the Print link from the right hand side of the page to print and retain this information for future reference NOTE Itis important that you know the Submission ID and Submission Date Time associated with the file you just submitted You must use this information in subsequent steps of the submission file validation process Figure A 3 Your Submission Has Been Received Message CATS IRF PAI File Submission CENTERS for MEDICARE amp MEDICAID SERVICES i Bp Skip Navigation Links File Upload Submission Status Help Logout Welcome Page Your submission has been received Your submission file will be processed for errors withi
14. r 1 gt lt property name IRF Item s value 1 existing record s Subm ID Asmt ID Adm dt 12 Dschrg dt 40 gt lt property name Data Submitted value 1 1723846 6584067 10 02 2015 10 08 2015 gt lt property name Message Number Severity value 907 FATAL gt lt property name Message value Duplicate Assessment The submitted record is a duplicate of a previously accepted record gt lt error gt lt errors gt lt record gt lt records gt lt privacy gt lt property name message value This report may contain privacy protected data and should not be released to the public gt lt privacy gt lt report gt Fictitious sample data are depicted NOTE For more information about the IRF PAI Final Validation Reports that are available to inpatient rehabilitation facilities refer to the RF PAI Provider Reports Section 3 of the CASPER Reporting User s Manual for IRF Providers This manual is available on the Welcome to the CMS QIES Systems for Providers page 10 2015 v1 01 Inpatient Rehabilitation Facility APPENDIX A 10 Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System IRF PAIl SUBMITTER FINAL VALIDATION REPORT For the instances when the QIES ASAP system cannot produce the system generated IRF PAI Facility Final Validation Report or include all records on the system generated IRF PAI Facility Final Validation Report the user who Originally su
15. s the QIES ASAP system cannot generate an IRF PAI Facility Final Validation Report and place it in your facility s shared VR folder lf a system generated IRF PAI Facility Final Validation Report was created but the number of records displayed is less than the number of records you submitted in the file there were one or more records that could not be processed by the QIES ASAP system In either case the user who originally submitted the file must request the IRF PAI Submitter Final Validation Report in order to identify the issues with the records that were not processed Records in the submitted assessment file are presented on the system generated IRF PAI Facility Final Validation Report in the following order e State Code e Facility ID e Submission ID e Patient Last Name e Patient First Name e Submission Processing Order Number e Error Type Description e ltemin Error Text e Value in Error Text 10 2015 v1 01 Inpatient Rehabilitation Facility APPENDIX A 8 Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System Figure A 7 IRF PAI Facility Final Validation Report Text Format CMS Submission Report IRF PAT Facility Final Validation Report Submission Date Time 10 11 2015 14 01 32 Processing Completion Date Time 10 11 2015 14 05 37 Submission ID 1723847 submission File Name OCT2Z015 zip Submission File Status Completed Submitter User ID Facility ID FAC ID 1052654 Facil
16. tient Rehabilitation Facility APPENDIX A 4 Patient Assessment Instrument IRF PAI Submission User s Guide for the QIES ASAP System O O O 0 3 Locate your submission file by the Submission ID assigned to it and verify that the Status is Completed 4 For submission files with a Completed status note the number in the Total Record Count column e When the Status is Completed and the Total Record Count is zero 0 a system generated IRF PAI Facility Final Validation Report is NOT generated The QIES ASAP system cannot produce a system generated IRF PAI Facility Final Validation Report No system generated IRF PAI Facility Final Validation Report is available in your facility s CASPER validation reports VR folder for this submission Request the IRF PAI Submitter Final Validation Report to identify the severe error encountered NOTE Subsequent sections of this document provide instructions for locating and or running validation reports in the CASPER Reporting application When the Total Record Count is zero 0 the system was unable to unzip and extract records from the submitted file e When the Status is Completed and the Total Record Count is greater than zero 0 the QIES ASAP system successfully unzipped and extracted one or more records from the file You must review the system generated IRF PAI Facility Final Validation Report to verify that all records processed without error The system generated I
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