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1. Comfort Recommendations memo Family Accomodate Recommendations memo Safety Recommendations memo How Service Recovery Completed int 0 3 Discharge Survey Note this discharge survey layout includes 3 nursing shifts and separate case management and social work fields If your facility is configured for two nursing shifts you will only download two If your facility is configured for combined case management social work fields you will only download one Orientation After Admit int 0 5 Courtesy Of Staff int 0 5 Dignity And Respect int 0 5 Encouragement From Staff int 0 5 Your Doctor int 0 5 Nursing Day Shift int 0 5 Nursing Evening Shift int 0 5 Nursing Night Shift int 0 5 Physical Therapy int 0 5 Occupational Therapy int 0 5 Speech Therapy int 0 5 Recreation Therapy int 0 5 Social Work int 0 5 Case Management int 0 5 Social Work Case Management int 0 5 Psychology int 0 5 Spiritual Care int 0 5 Staff Promptness int 0 5 Attention To Needs int 0 5 Goal Involvement int 0 5 Answer Ability int 0 5 Coordination Of Care int 0 5 Pain Controlled int 0 5 Expectations Vs Ability int 0 5 Family Included In Care int 0 5 Room Cleanliness int 0 5 Food Temperature int 0 5 Meal Variety int 0 5 Planning Assistance int 0 5 Medications Training int 0 5 Discharge I
2. Labs Albumin Date PAS date Labs Prealbumin PAS float Labs Prealbumin Date PAS date Labs Ferritin PAS float Labs Ferritin Date PAS date Labs Fe PAS float Labs Fe Date PAS date Labs TIBC PAS float Labs TIBC Date PAS date Labs Transferrin PAS float Labs Transferrin Date PAS date Labs AST PAS float Labs AST Date PAS date Labs ALT PAS float Labs ALT Date PAS date Labs LDH PAS float Labs LDH Date PAS date Labs GGT PAS float Labs GGT Date PAS date Labs Tot Prot PAS float Labs Tot Prot Date PAS date Labs Globulin PAS float Labs Globulin Date PAS date Labs Alk Phos PAS float Labs Alk Phos Date PAS date Labs Ammonia PAS float Labs Ammonia Date PAS date Labs Bilirubin Dir PAS float Labs Bilirubin Dir Date PAS date Labs Bilirubin Indir PAS float Labs Bilirubin Indir Date PAS date Labs TSH PAS float Labs TSH Date PAS date Labs Serum T3 PAS float Labs Serum T3 Date PAS date Labs Serum T4 PAS float Labs Serum T4 Date PAS date Labs Free T3 PAS float Labs Free T3 Date PAS date Labs Free T4 PAS float Labs Free T4 Date PAS date Labs Uric Acid PAS float Labs Uric Acid Date PAS date Labs PSA PAS float Labs PSA Date PAS date Labs CPK PAS float
3. Goal FIM Walk Wheelchair enum AD 39L Goal Goal FIM Stairs enum AD 39M Goal Goal FIM Comprehension enum AD 39N Goal Goal FIM Expression enum AD 390 Goal Goal FIM Social Interaction enum AD 39P Goal Goal FIM Problem Solving enum AD 39Q Goal Goal FIM Memory enum AD 39R Goal THERAPY I NFORMATION PT Ind Week 1 integer AD 00401A A PT Con Week 1 integer AD 00401A B PT Grp Week 1 integer AD 00401A C PT Co Week 1 integer AD 00401A D OT Ind Week 1 integer AD 00401B A OT Con Week 1 integer AD 00401B B OT Grp Week 1 integer AD 00401B C OT Co Week 1 integer AD 00401B D SLP Ind Week 1 integer AD 00401C A SLP Con Week 1 integer AD 00401C B SLP Grp Week 1 integer AD 00401C C SLP Co Week 1 integer AD 00401C D PT Ind Week 2 integer AD 00402A A PT Con Week 2 integer AD 00402A B PT Grp Week 2 integer AD 00402A C PT Co Week 2 integer AD 00402A D OT Ind Week 2 integer AD 00402B A OT Con Week 2 integer AD 00402B B OT Grp Week 2 integer AD 00402B C OT Co Week 2 integer AD 00402B D SLP Ind Week 2 integer AD 00402C A SLP Con Week 2 integer AD 00402C B SLP Grp Week 2 integer AD 00402C C SLP Co Week 2 integer AD 00402C D DI SCHARGE I NFORMATI ON Disch Date date D 40 Disch Against Advice boolean D 41 Program Interruptions boolean D 42 Transfer Date 1 date D 43A Return Date 1 date D 43B
4. Column Name DataType Notes 33 FIM Transfer Bed Chair enum Wheelchair 34 FIM Transfer Toilet enum 35 FIM Transfer Tub Shower enum 36 FIM Walk Wheelchair enum 37 FIM Locomotion Mode char W Walk C Wheelchair B Both 38 FIM Stairs enum 39 FIM Comprehension enum 40 FIM Comprehension Mode char A Auditory V Visual B Both 41 FIM Expression enum 42 FIM Expression Mode char V Vocal N Non Vocal B Both 43 FIM Social Interaction enum 44 FIM Problem Solving enum 45 FIM Memory enum 10 IRF PAI Import The IRF PAI Import allows you to upload text files or files in one of the CMS XML formats containing partial or complete patient assessment records including facility custom data fields into eRehabData This is useful for facilities that capture patient demographic and or I RF PAI data in another application that can export text or XML files and wish to avoid redundant data entry Starting 10 1 2014 the IRF PAI Import text file importer will only import fields that exist across ALL versions of the IRF PAI See the TEXT FILE UPLOADS and TEXT FILE STRUCTURE sections below for details You can use the applicable CMS specification XML file format to upload all IRF PAI fields for FY2013 and later discharges You can upload a file to the IRF PAI Import to create either admission or discharge RF PAI assessments directly from imported records Recor
5. erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field Re Screen Patient PAS boolean Re Screen Date PAS date Deny Admission PAS boolean Denial Referred To PAS string Rehab Disposition Notes PAS memo Sign 1 Title PAS string Sign 1 PAS string Sign 1 Date PAS date Sign 2 Title PAS string Sign 2 PAS string Sign 2 Date PAS date Sign 3 Title PAS string Sign 3 PAS string Sign 3 Date PAS date Sufficiently Stable PAS boolean Med Supervision Req PAS boolean Med Supervision Conditions PAS memo Nursing ADLs PAS boolean Nursing Bladder Mgmt PAS boolean Nursing Bowel Mgmt PAS boolean Nursing Cognition PAS boolean Nursing Communication PAS boolean Nursing Diabetes Mgmt PAS boolean Nursing Disease Mgmt PAS boolean Nursing Family Training Edu PAS boolean Nursing Medication Admin PAS boolean Nursing Nutritional Deficits PAS boolean Nursing Pain Mgmt PAS boolean Nursing Patient Edu PAS boolean Nursing Positioning PAS boolean Nursing Resp Airway Mgmt PAS boolean Nursing Safety PAS boolean Nursing Skin Integrity PAS boolean Nursing Swallowing PAS boolean Nursing Transfers
6. PRE ADMIT DENIAL Denial Date date The date on which the pre admission assessment was marked as Denied Denial Reason Unique ID int Denial Reason string See pre admission assessment denial screen for possible values FOLLOW UP ASSESSMENTS Follow Up Date date Information Source FU int 1 Patient 2 Family 3 Other 4 Unable to reach Assessment Method FU int 1 In Person 2 Telephone 3 Unable to Reach Setting FU enum See IRF PAI Item 44A for possible values Living With FU enum See IRF PAI Item 45 for possible values Vocational Category FU enum See IRF PAI Item 18 for possible values Vocational Effort FU enum See IRF PAI Item 19 for possible values Prim Health Maint FU int 1 Own Care 2 Unpaid Person or Family 3 Paid attendant 4 Paid skilled professional Sec Health Maint FU int 1 Own Care 2 Unpaid Person or Family 3 Paid attendant 4 Paid skilled professional erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field Therapy FU int 1 None 2 Outpatient 3 Home base professional 4 Outpatient Home based professional 5 Inpatient Hospital 6 Long Term Care 7 Other 8 Day Treatment Dx A FU string ICD code Dx B FU string ICD code Dx C FU string IC
7. Column Name Data Type Notes IRF PAI Field Special Weight Bearing Status PAS memo Special Other PAS memo Narrative Summary PAS memo PRE ADMIT LABS Labs Na PAS float Labs Na Date PAS date Labs K PAS float Labs K Date PAS date Labs Cl PAS float Labs Cl Date PAS date Labs CO2 PAS float Labs CO2 Date PAS date Labs BUN PAS float Labs BUN Date PAS date Labs Cr PAS float Labs Cr Date PAS date Labs Gluc PAS float Labs Gluc Date PAS date Labs Ca PAS float Labs Ca Date PAS date Labs WBC PAS float Labs WBC Date PAS date Labs RBC PAS float Labs RBC Date PAS date Labs Hgb PAS float Labs Hgb Date PAS date Labs Hct PAS float Labs Hct Date PAS date Labs Plat PAS float Labs Plat Date PAS date Labs PT PAS float Labs INR PAS float Labs PT Date PAS date Labs PTT PAS float Labs PTT Date PAS date Labs CRP PAS float Labs CRP Date PAS date Labs Phos PAS float Labs Phos Date PAS date Labs Mag PAS float Labs Mag Date PAS date Labs Chol PAS float Labs Chol Date PAS date Labs LDL PAS float Labs LDL Date PAS date Labs HDL PAS float Labs HDL Date PAS date Labs Trig PAS float Labs Trig Date PAS date Labs Albumin PAS float erehablata Assessment Data Download Custom Template Available Fields Continued
8. PRIVILEGES REFERENCE GUIDE Almost everything a user can do on eRehabData is controlled by a separate user privilege The purpose of this guide is to help you determine which privileges are appropriate for each user account based on the tasks each user has to perform These privileges should be combined as necessary to allow each user only the access they require Administrative Tasks Does the user need to Create other user accounts and manage user privileges Re set passwords for users who have forgotten them Configure a password expiration for all facility passwords Create custom data fields for the IRF PAI Configure facility pricer adjusters so eRehabData can calculate Medicare reimbursement eConfigure your facility bed count for the Dashboard Report Purchase assign and manage IRF PAI proficiency exams and view proficiency exam outcomes reports Manually override an assessment s status Incomplete Accepted by CMS and or correction number after a mistake was made during processing of the assessment on the CMS file transfer screen Revert a discharge assessment back into an admit assessment for example on interrupted stay assessments View assessment tracking and user login history erehablata If the user needs to do any combination of the above tasks they will need the privilege Facility administrator user can create manage all user accounts for their facility and configure facility informati
9. The redundant Survey IDs in each Discharge and Service Recovery Survey record are based on the scannable forms and structured as such to prevent import of mismatched survey pages If all Survey IDs in a record do not match the record will not be imported If an existing survey is found in eRehabData and the record in the upload file is different the new survey record will overwrite the existing survey If an identical survey is found the new survey record will not be imported If the facility ID in the survey record does not match the facility to which the assessment belongs the record will not be imported SSS UPLOADING YOUR FILE To upload your PSI Scan Upload file to eRehabData log in to eRehabData and click Uploads then click PSI Scan Upload NOTE If you do not see the Uploads or PSI Scan Upload options you will need to contact your facility s eRehabData administrator and ask them to grant you the privilege User can upload assessments to eRehabData From the PSI Scan Upload screen use the Browse button to browse to the location of the file you created for upload In your browse window make sure that under Files of Type you have selected All files or you may not see your upload file Double click on the filename and then click Upload You should see the following message appear on the screen File Upload successful The file lt filename gt was successfully uploaded It has been assigned ID lt
10. for Stage 1 2 3 or 4 respectively NOTE The sum of the individual stage counts for this measure may exceed the totals under the All Stages 1 4 and Total Stage 2 3 4 measures because these are counts of discharges not pressure ulcers For example a patient with a healed Stage 2 ulcer and a healed Stage 3 ulcer will be counted only once under All and Total but twice in the individual stages once under Stage 2 and once under Stage 3 Discharges with Pressure Ulcers Present at Admission For discharges between 10 1 2012 and 9 30 2014 the count and percentage of discharges that contained values greater than 0 for IRF PAI questions 48 A B or C at Admission Current Number of Unhealed non epithelialized Pressure Ulcers at Each Stage for Stage 2 3 or 4 respectively For discharges starting 10 1 2014 the count and percentage of discharges that contained values greater than O for IRF PAI questions M0300 A1 B1 C1 D1 El F1 or G1 at Admission Current Number of Unhealed Pressure Ulcers at Each Stage for Stage 1 2 3 or 4 or unstageable respectively NOTE The sum of the individual stage counts for this measure may exceed the totals under the All Stages 1 4 and Total Stage 2 3 4 measures because these are counts of discharges not pressure ulcers For example a patient with a Stage 2 ulcer and a Stage 3 ulcer will be counted only once under All and Total but twice in
11. 18 RIC int 19 CMG enum See PPS documentation for possible values 20 Tier int 0 3 21 HIPPS Code string x where x tier A B C or D and the CMG code 22 Short Stay boolean true if patient was short stay OR expired false if neither 23 Short Stay CMG enum blank if Short Stay false 24 Transfer Patient boolean true or false as defined in the Final Rule 25 Base Pay Weight float See PPS documentation for possible values 26 Adjusted Payment float adjusted for short stays and transfer patients 27 CMS Transmit Date date YYYYMMDD 4 Assessment Data Download Custom This download has been superseded by the Assessment Data Download Custom Template 5 HIPPS Data Download This download has been superseded by the HIPPS Data Download V2 6 Assessment Data Download V4 This download has been superseded by the 7 Assessment Data Download V3 This download has been superseded by the 8 Assessment Data Download V2 This download has been superseded by the Assessment Data Download Custom Template Assessment Data Download Custom Template Assessment Data Download Custom Template SMENT erehablata user manual Il USER FEATURES 9 Follow Up Data Download The Follow Up Data Download allows you to download your facility s follow up assessments with some patient identifier fields eRehabData IRFPAI ID Patient
12. CMG Report Clicking on the CMG Report link brings you to the CMG Report menu On the left side of the screen is a list of the CMGs On the right side of the screen is a list of all available measures Clicking on a CMG will give you a report of all available measures for the selected CMG Clicking on a measure will give you a report of that measure for each CMG From the individual measure for all CMGs screen you can click on a CMG to jump directly to the report of all measures for that CMG erehablata IGC Report Clicking on the IGC Report link brings you to the IGC Report menu On the left side of the screen is a list of the IGCs On the right side of the screen is a list of all available measures Clicking on an IGC will give you a report of all available measures for the selected IGC Clicking on a measure will give you a report of that measure for each IGC From the individual measure for all IGCs screen you can click on an IGC to jump directly to the report of all measures for that IGC For a crosswalk of IGCs to RICs please see this document available on the eRehabData website https web2 erehabdata com erehabdata help IGC_to_RIC pdf Patient Report The Patient Report is delivered over 11 different screens to show you a variety of measures at the individual assessment level A navigation sub menu on the left offers links to the patient report screens for CMG Tier Pay Wt 60Pct Age Disch Dest LOS
13. Flw Up Tab F Appeals Tab G Files Tab H P S I Tab 1 Metrics Tab 7 Assessment Warnings Errors And Completion Checking 8 Data Entry Tips 9 IRF PAI Tools 10 60 Rule Calculations eRD Tab 11 FIM Log a aS I ee eS SS i ACCESSING PATIENT ASSESSMENTS Access to the IRF PAI screens on eRehabData is controlled by a combination of user privileges All information about the IRF PAI screens in this section is provided assuming the highest level IRF PAI FEATURES V IRF PAl FEATURES 146 erehablata user manual V IRF PAI FEATURES of privileges If you don t see all of the buttons screens or functions described in the following text you most likely do not have the privileges necessary to view or do what is described If you believe you do not have the privileges you require in order to perform your assessment duties contact one of your eRehabData facility administrators and ask them to adjust your user permissions CREATING NEW ASSESSMENTS PRE ADMISSION ASSESSMENTS You can create pre admission assessments by clicking Pre Admit on your eRehabData home page or by uploading an Offline PAS Tool record ADMISSION ASSESSMENTS You can create admission assessments four ways by clicking New Admission on your eRehabData home page by clicking the Admit button on pre admit assessments by clicking Accept on waiting assessments uploaded to eReh
14. If the claim is not paid at the redetermination level the next step in the appeals process is to appeal to the QIC This is done through Maximus or First Coast regardless of who your FI is The FI will forward your case file to the QIC You should request a copy of what the FI forwards to the QIC from your FI If you have additional information that will help explain the situation you should include that as well This may be a statement from a physician or caseworker that details or explains the medical necessity for the case 170 IRF PAI FEATURES V H APPEALS erehablata user manual V IRF PAI FEATURES Many FIs have a standard form that they wish to have included with the reconsideration request It will likely be included or referenced in the correspondence from the Fl Be sure to check your FI s website for this Reconsideration must be requested within 180 days of the date that the redetermination letter was written by the FI or as otherwise indicated in the redetermination letter The fields filled out for this level are as follows Which QIC Select First Coast or Maximus Days to Appeal Enter the number of days your facility has to appeal the redetermination as indicated by the FI Date Appeal Submitted Enter the date that the facility sent the record It is recommended that you send the record via certified mail so the package can be tracked for confirmed delivery Decision Letter Date Enter the date on the decis
15. Warning messages are displayed at the top of the assessment screens with a gray header when any information triggering a warning has been entered Warning messages do not prevent the completion of an assessment and the display of these messages can be hidden by clicking the Hide link at the top of the assessment screens Hiding the warning messages on one assessment will hide them for all assessments until you click the here link at the top of the assessment screens to display the warnings again CMS has two sets of requirements for data the minimum data set that must be present in order for a record to be accepted into the QIES ASAP database and the data set required under the IRF Quality Reporting Program If any items belonging to the CMS minimum data set are missing from a record in eRehabData you will not be able to complete and send the record to CMS until the missing information has been entered eRehabData s requirements for completion of the IRF PAI follow the CMS submission specifications for IRF PAl data with these exceptions Discharge to Living Setting Item 44d CMS does not require that this field be completed However since this value can affect reimbursement eRehabData requires it in order for an assessment to be considered complete Facility Custom Data Fields optional Your eRehabData facility administrator can create custom fields to track information that is not collected as part of the IRF PAI itself These fields
16. boolean Conditional compliance without considering comorbidities based on 60 Rule methodology effective on assessment discharge date Presumptive 60 Pct Rule Pre 2016 ICD boolean Presumptive compliance 10 using ICD 10 codes and the CMS methodology for compliance review periods beginning prior to October 1 2015 Presumptive 60 Pct Rule Pre 2016 No boolean Presumptive compliance Comorb ICD 10 without considering comorbidities using ICD 10 codes and the CMS methodology for compliance review periods beginning prior to October 1 2015 Presumptive 60 Pct Rule 2016 ICD 10 boolean Presumptive compliance using ICD 10 codes and the CMS methodology for compliance review periods beginning on or after October 1 2015 Presumptive 60 Pct Rule 2016 No boolean Presumptive compliance Comorb ICD 10 without considering comorbidities using ICD 10 codes and the CMS methodology for compliance review periods beginning on or after October 1 2015 Presumptive 60 Pct Rule pre FY2016 boolean Presumptive compliance based on the CMS ICD 9 methodology last published in 2007 No Comorb Presumptive 60 boolean Presumptive compliance without considering comorbidities based on the CMS ICD 9 methodology last published in 2007 60 RULE QUESTIONS Question J boolean Does patient have active polyarticular rheumatoid arthritis psoriatic arthritis and seronegative arthropathies resulting in significant funct
17. that person However this is dependent upon each user maintaining their own unique signature and their own login information and it is the responsibility of the facility administrator s to verify the accuracy of each user s electronic signature information Users can configure their signature from the eRehabData home screen by clicking My Account then Functional Settings Facility administrators can view but not edit each user s configured signature from the eRehabData home screen by clicking My Facility then clicking on a username then clicking Edit User When a user has configured their signature a SIGN button will be displayed next to the physician signature fields which when clicked will populate the signature date and time fields based on their configured signature plus the date and time settings on their computer The user must then click CONFIRM to save the signature or CANCEL to cancel it If necessary the date and time can be adjusted before clicking CONFIRM Printed copies of PAS Tool assessments that were signed using the SIGN button i e digitally signed are identified as such with a notation that appears below the physician signature line on the PDF Additionally whenever the SIGN button is used a SIGN event is saved to the user tracking for that assessment Electronic signature enforcement is not retroactive meaning that each signed PAS Tool maintains whatever level of enforcement was in effect at the time it w
18. From your list of bed counts select the radio button to the left of the bed count you wish to edit and then click Edit Make your changes on the edit screen and click Save Changes NOTE If your facility s bed count changes do not edit the existing bed count value or you will affect the accuracy of your occupancy calculations on your dashboard report for assessments within its effective date range Instead edit the current bed count s end date and create a new bed count to appropriately reflect the date that the change takes effect To delete a bed count from your Manage Facility screen click Bed Count From your list of bed counts select the radio button to the left of the bed count you wish to delete and click Delete then click OK to confirm deletion erehablata 3 Custom Data Fields Custom data fields provide a way for facilities to expand the information collected during the assessment process through custom data fields included on the IRF PAI screens These fields can be used to store patient or other information that is not part of the IRF PAI itself such as patient contact information or physician name All custom data elements appear in assessments on a tab labeled CUSTOM If you have no custom data elements then the CUSTOM tab will not be shown Creation of these items is optional and the data stored in them are available only to your facility or organization They are not transmitted to CMS You can access your c
19. Once you have saved an admission IGC to the Medical Information screen a list labeled Diagnosis Distribution by Admit IGC appears at the bottom of the screen This list offers a breakdown of the frequency that an etiologic diagnosis code is selected given the Impairment Group Code you entered in decreasing order of frequency The list is drawn from all completed and filed or accepted by CMS assessments discharged on or after J anuary 1 2005 regardless of payer and where patient age at admit is 8 or greater IGC Distribution by Diagnosis Once you have saved an etiologic diagnosis to the Medical Information screen a list labeled IGC Distribution by Diagnosis appears at the bottom of the screen This list offers a breakdown of the frequency that an Impairment Group Code is selected given the etiologic diagnosis code you entered in decreasing order of frequency The list is drawn from all completed and filed or accepted by CMS assessments discharged on or after J anuary 1 2005 regardless of payer and where patient age at admit is 8 or greater Scoring Guidelines When using the combined IRF PAI screens at the bottom of each IRF PAI section you ll see a Scoring Guidelines link Clicking on that brings up a window which displays the definitions for the various measures and scores for the section you are working on IRF PAI Training Manual At the bottom of each of the IRF PAI screens are links to the IRF PAI training manual which tak
20. USER FEATURES II D ASSESSMENT ID DATA UPLOAD 59 erehablata user manual Il USER FEATURES WAITING ASSESSMENTS Uploaded records do not automatically become assessments they must be accepted into the system Between upload and acceptance they are locked and flagged as waiting assessments i e waiting for acceptance A list of any waiting assessments will appear on your eRehabData home page Only waiting assessments can be updated should new data arrive during an upload Once an assessment is accepted into the system as an admit assessment it can no longer be modified automatically with a new upload To accept a waiting assessment into the system select it from your eRehabData home screen and click Accept If a record is accidentally accepted you can cancel the resulting admit assessment and perform another upload to insert the record again VE FILE STRUCTURE Data types identified in the file format specification below are as follows D Date YYYYMMDD I Integer ICD ICD code all ICD codes must include a S String The file format is as follows Assessment ID Data Upload File Format Record IRF PAI Position Field Name Data Type Element 1 MEDICARE_NUM S 2 2 MEDI CAID_NUM S 3 3 FIRST_NAME S 4 4 LAST_NAME S 5a 5 FACILITY_PATIENT_ID S 5b 6 BIRTH_DATE D 6 7 SSN S 9 digits no dashes 7 8 GENDER I 1 male 2 female 8 9 ADMIT_DATE D 12 10
21. all others will be processed as text files A ZIP file must have the ZIP extension or it will not be processed For more information on the CMS XML file formats please see the IRF PAI Data Specifications files available for download in the Software section of the CMS IRF PPS website here http www cms gov Medicare Medicare Fee for Service Payment InpatientRehabFacPPS index html The specifications for version 1 10 1 apply to discharges between 10 1 2012 and 9 30 2014 The specifications for version 1 11 1 apply to discharges between 10 1 2014 and 9 30 2015 The specifications for version 1 12 0 apply to discharges on or after 10 1 2015 Exceptions to the CMS XML specification The CMS XML specification requires a number of tags in the Control Section of each XML file eRehabData requires only a few of these tags including lt ASSESSMENT gt lt ASMT_SYS_CD gt lt ASMT_SYS_CD gt lt TRANS_TYPE_CD gt lt TRANS_TYPE_CD gt lt SPEC_VRSN_CD gt lt SPEC_VRSN_CD gt lt ASSESSMENT gt Custom Tags The IRF PAl XML Import recognizes the XML tag lt R5B gt lt R5B gt as containing IRF PAl item 5B Patient ID Because this field is not transmitted to CMS the CMS specification does not include it Additionally starting 10 1 2014 the XML import will accept uploads of custom data when the custom data values are surrounded by tags in this format lt CUSTOM FIELDNUMBER gt lt CUSTOM FIELDNUMBER gt where FIELDNUM
22. input box to its right Searchable IRF PAI fields include e Last Name Select this to search for records by Patient Last Name IRF PAI field 5a e Patient ID Select this to search for records by Patient ID Number IRF PAI field 5b e Medicare Select this to search for records by Patient Medicare IRF PAI field 2 SSN Select this to search for records by Social Security Number IRF PAI field 7 Once you have selected your IRF PAI field type your search string into the starting with input box and click Enter Facility Specific If your facility has any facility specific custom fields that have been configured as drop downs you can display assessments based on the facility custom values Using the Facility Specific drop down select your facility custom field Another drop down containing all of the possible values for that field will appear and you can use that to filter by your custom data field Max assessments displayed per table Use this option to control the number of assessments displayed in each assessment list at any one time Enter a large number to display a lot of information or a smaller number to shrink the vertical size of your home screen This doesn t limit the number of assessments returned by your search filters and if the total number of records returned exceeds the number you enter in this box your assessments lists will display links that you can use to page through the records The
23. ss saxr hte ee Hr nenn eat evap ed em eae gt 60 13 1P Sl Scan Upload daa aaa pod ot a Go Se se eee Sh oe here 64 ll E Reports Outcomes HH HH nennen 68 1 Qutgtomes sornas Ba ee he aa re 69 2 Dashboard Report zu 2 au bok Boe and he eae ah ars 98 3 PSI OURGOMES ira Rasierer 101 4 Referrals Que Mes ihc cca wy Sig aa Go ede eek dg eh we aed 109 5 M lti Metrics sic ae che cae aka eRe RETR area 112 ll F Enhancement Requests eer e eee reece 113 ll G eRehabData User Forums 02222222 eee 113 lll Facility Administrator Features 115 erehalaiata com user manual III A Facility Administrator General Information 115 lll B Manage Facility Screen 115 T AUS Oi ac soa ve inde baton Sst cae ey Bee a et ae pe a ee Mn 116 2 BE COWIE ss gd is Gedo a od Al choke old Malin en dh ab doa Janine ew 123 3 Custom Data Fields ss ie ee 2 peared de Gum ar am Gade Goede eee ges 124 A Facility SELNgE teie abide yates ar checked he dake ack 127 5 Digital Signatures sa ss u es eked ER Edw Ea Rad arme 128 G Facility Pricer Adjusterssaass at adelGbdueeands baw ak osiat dz 129 7 VIEW LOGING una ds dae Rede aE RR ER Ree EO AE ew ne 131 8 Recently Modified Assessments 0 00 eee ee ee ees 131 9 Manage Proficieney EXams 4 0 08ac be es anna ar 132 1
24. unique Medicare provider number This level of access has been included for convenience to allow one user to manage user accounts for different facilities without needing to log out and log back in under each provider number An organization administrator has access to assign the organization level privileges for data downloading or outcomes reports viewing to any user under their organization All other access to data on eRehabData is done at the facility level For example an organization administrator with the privilege to view patient assessments can only see assessments belonging to the provider number the organization admin logged in with There is no limit to the number of organization and facility administrator accounts an organization can have IV B Manage Facility Screen The administration screen is the starting point for all administrator functions including managing user accounts To access the administration screen log in to eRehabData and click My Facility under the Manage header on the left side of your home page You will see a table displaying the names of all eRehabData users for your facility You can toggle between the facilities under your organization to display the users for each facility by selecting the facility name from the Facilities box at the bottom of the screen and clicking Switch Fac If you do not see the Facilities box you do not have organization administrator privileges Likewise if a facility has mo
25. you may see some or all of the following options for setting your download parameters Load Facility Template Choose Template Facility Data to Download Data Fields Assessment Type Primary Payer Completion Status Accepted Search Date Date Range Include Header Field Delimiter Share Template and Save Template Saved templates include all download parameters selected when the template was saved except for start and end dates if your date range selection is Between the dates erehablata I USER FEATURES NOTE If you do not see the Downloads or Assessment Data Download Custom Template options you will need to contact your facility s eRehabData administrator and ask them to grant you the privilege User can download assessments from their facility DOWNLOAD PARAMETERS Load Facility Template This option allows users to view a list of all shared templates at each facility in their organization Select a facility to display the list of shared templates for that facility NOTE The Load Facility Template option is only available to users belonging to an organization that has more than one subscriber facility on eRehabData and the privilege to download data from multiple facilities can only be assigned by an eRehabData organization administrator Choose Template This option allows you to load a previously saved template Users can see templates they have created plus all templates that have been sh
26. 166 LEAVE BLANK 167 LEAVE BLANK 168 LEAVE BLANK 169 LEAVE BLANK USER FEATURES II D IRF PAl IMPORT erehablata user manual Il USER FEATURES IRF PAI Import Text File Format Continued Record IRF PAI Position Field Name Data Type Element O 147 SHORTBREATH_EXERTION_ADMIT B 48 Admit 148 SHORTBREATH_EXERTION_DISCH B 48 Disch 149 SHORTBREATH_REST_ADMIT B 49 Admit 150 SHORTBREATH_REST_DISCH B 49 Disch 157 WEAKCOUGH_ADMIT B 50 Admit 152 WEAKCOUGH_DISCH B 50 Disch 153 PAIN_ ADMIT l 51 Admit 154 PAIN_DISCH l 51 Disch 155 HIGHEST_ULCER_STAGE_ADMIT l 52A Admit 156 HIGHEST_ULCER_STAGE_DISCH l 52A Disch 11377 NUMBER_ULCERS_ADMIT l 52B Admit 158 NUMBER_ULCERS_DISCH l 52B Disch 159 ULCER_AREA_ADMIT l 52C Admit 160 ULCER_AREA_DISCH l 52C Disch 161 EXUDATE_AMOUNT_ADMIT l 52D Admit 162 EXUDATE_AMOUNT_DISCH 52D Disch 163 TISSUE_TYPE_ADMIT l 52E Admit 164 TISSUE_TYPE_DISCH l 52E Disch 165 TOTAL_PUSH_SCORE_ADMIT l 52F Admit 166 TOTAL_PUSH_SCORE_DISCH l 52F Disch 167 BALANCE_PROB_ADMIT B 53 Admit 168 BALANCE_PROB_DISCH B 53 Disch 169 NUMBER_FALLS 54 MISCELLANEOUS 170 Correction_Num l N A 171 CMS_Transfer_OR_Filed_Status B 0 not sent to CMS N A 1 sent or Filed for non Medicare 172 CMS_Transmit_Date D N A CUSTOM DATA FI ELDS 173 Facility Custom Data var
27. 2010 second half of FY2010 The count and percentage of patients whose LOS was at least 1 7867 times the PPS ALOS for their CMG The 1 7867 multiplier is calculated from the Outlier Threshold and Base Payment as published in the Legislative Payment Rate Change to the FY2010 Final Rule FY2010 Outlier Threshold FY2010 April 1 Base Payment 1 0 or 10 721 13 627 1 0 For discharges starting 10 1 2010 through 9 30 2010 FY2011 The count and percentage of patients whose LOS was at least 1 8232 times the PPS ALOS for their CMG The 1 8232 multiplier is calculated from the Outlier Threshold and Base Payment as published in the FY2011 Final Rule FY2011 Outlier Threshold FY2011 Base Payment 1 0 or 11 410 13 860 1 0 For discharges starting 10 1 2011 through 9 30 2012 FY2012 The count and percentage of patients whose LOS was at least 1 7611 times the PPS ALOS for their CMG The 1 7611 multiplier is calculated from the Outlier Threshold and Base Payment as published in the FY2012 Final Rule and FY2012 Correction Notice FY2012 Outlier Threshold FY2012 Base Payment 1 0 or 10 713 14 076 1 0 For discharges starting 10 1 2012 through 9 30 2013 FY2013 The count and percentage of patients whose LOS was at least 1 7297 times the PPS ALOS for their CMG erehablata The 1 7297 multiplier is calculated from the Outlier Threshold and Base Payment as published in th
28. 2011 lt lt 02 08 2011 lt lt 02 07 2011 Transmission accepted dates on assessments that have already been transmitted and corrected will not be updated The original accepted date will remain For each assessment select the status that CMS assigned Accepted or Rejected If an assessment was accepted and you need to make some changes and re transmit you can mark it as Accepted and then correct and re transmit it for instructions on how to correct an Accepted assessment please refer to the IRF PAI Features Discharge Assessments section of the eRehabData User Manual Marking an assessment as Rejected automatically reverts that assessment back to an incomplete unlocked state so that the advised corrections can be made Once all assessments from a particular download file have been processed that download file will no longer appear in Step 4 You may select Leave if you do not wish to mark an assessment as Rejected or Accepted Leave can be used for rejected assessments that you do not wish to unlock yet CMS Transmission Date When you mark assessments as accepted by CMS you have the opportunity to modify the transmission date using the box to the right of the Update button to reflect when the assessments were transmitted to and accepted by CMS If the day that you mark the assessment as Accepted is not the date that CMS received and accepted the assessment you ca
29. Bowel Num Assist PAS int Goal Bowel PAS enum Pre Morbid Bed Mobility PAS enum Bed Mobility PAS enum Bed Mobility Num Assist PAS int Goal Bed Mobility PAS enum Pre Morbid Supine Sit PAS enum Supine Sit PAS enum Supine Sit Num Assist PAS int Goal Supine Sit PAS enum Pre Morbid Sit Stand PAS enum Sit Stand PAS enum Sit Stand Num Assist PAS int Goal Sit Stand PAS enum Pre Morbid Transfer PAS enum Transfer PAS enum Transfer Num Assist PAS int erehablata Assessment Data Download Custom Template Available Fields Continued Goal Transfer PAS enum Pre Morbid Toilet Transfer PAS enum Toilet Transfer PAS enum Toilet Transfer Num Assist PAS int Goal Toilet Transfer PAS enum Pre Morbid Ambulation PAS enum Ambulation PAS enum Ambulation Num Assist PAS int Goal Ambulation PAS enum Pre Morbid Expression PAS enum Expression PAS enum Expression Num Assist PAS int Goal Expression PAS enum Pre Morbid Memory PAS enum Memory PAS enum Memory Num Assist PAS int Goal Memory PAS enum FIM Pre Morbid Eating PAS enum FIM Eating PAS enum FIM Goal Eating PAS enum FIM Pre Morbid Grooming PAS enum FIM Grooming PAS
30. CMS offers a downloadable brochure explaining the Medicare appeals process which you can find on the CMS website here http www cms gov Outreach and Education Medicare Learning Network MLN MLNProducts downloads MedicareAppealsProcess pdf Appeals Report Filters Data Set This drop down lets you select whether you will view the report information for your Facility for your Organization as a whole if your organization has more than one facility and you have the org level reports privilege for the Nation or by selected FI RAC ALJ QIC or Federal District Court If you select Fl RAC ALJ QIC or Federal District Court an additional drop down will appear below the Data Set drop down to allow you to select an FI RAC ALJ QIC or Federal District Court By default the last Fl RAC ALJ QIC or Federal District Court option saved for your facility on the Appeals screen of an assessment will be selected but you can choose a different option NOTE When selecting the data set Facility users with organization level reports privileges will see an additional drop down appear which will allow them to select an individual facility from their organization Search Type To return results based on a discharge date range of your choosing select Discharge Date To find all appeals by discharge date starting with the earliest appeal that is still active select Make Start Date Earliest Active To find all appeals by
31. Comments B PSI Time Series Graphs 5 PSI Outcomes Reports Regions 6 PSI Outcomes Reports Measures 7 PSI Custom Facility Specific Outcomes Reports PSI OUTCOMES REPORTS GENERAL INFORMATION The core eRehabData PSI Outcomes Reports are delivered in a six tiered hierarchy under the Facility Drill Down header starting at the top with the overall Facility Report and then drilling down into the RIC Group RIC CMG IGC and Patient levels Additional reporting tools include the Service Recovery Discharge Follow Up and Historical View Graphs under the Dashboard Graphs header and the Comments and Time Series Graphs under the Other Views header The Facility Drill Down reports show you aggregate patient satisfaction survey results for your facility for each calendar month and quarter since the eRehabData Patient Satisfaction Survey System was introduced in October 2004 as well as for trailing 30 60 90 180 and 365 days year to date calendar year and fiscal year periods Surveys are included in drill USER FEATURES Il E PSI OUTCOMES 101 erehablata user Manual 11 USER FEATURES down time periods based on discharge date All patient satisfaction surveys where at least one survey response has been completed are included in the PSI outcomes Because the completion of patient satisfaction surveys is optional your individual measures totals may not match your total number of completed
32. D 6 digits Facility s Medicare provider number as printed in bar code upper left corner of survey page 1 SurveyID 6 7 digits Survey ID as printed in bar code upper right corner of survey DatePrinted mmddyyyy As printed in bar code lower right corner of survey page 1 Q1 0 5 Q2 0 5 Q3 0 5 Q4 0 5 Q5 0 5 Q6 0 5 Q7 0 5 Note This field is only present on D3C or D3D surveys When uploading D2C or D2D surveys omit this field entirely Q8 0 5 Q9 0 5 Q10 0 5 Q12 0 5 Q13 Q13a 0 5 Q13b 0 5 Note This field is only present on D2D or D3D surveys When uploading D2C or D3C surveys omit this field entirely Q14 0 5 Q15 0 5 Q16 0 5 Q17 0 5 SurveyI D 6 7 digits Survey ID as printed in bar code upper right corner of survey Q18 0 5 Q19 0 5 Q20 0 5 Q21 0 5 Q22 0 5 Q23 0 5 Q24 0 5 Q25 0 5 Q26 0 5 Q27 0 5 Q28 0 5 Q29 0 5 USER FEATURES II D PSI SCAN UPLOAD 67 erehablata user manual Il USER FEATURES Discharge Survey File Format Continued Name or Survey Question Number WETS Notes Q30 0 5 Q31 0 5 Q32 0 5 Q33 0 5 Q34 1 5 Survey D 6 7 digits Survey ID as printed in bar code upper right corner of survey DischargeSurveySafetyComments memo DischargeSurveySafetyComments memo DischargeCompleted 1 3 NoContact 1 Follow Up Survey File Format Name or Survey Question Number Value Notes SurveyVersion F F Follow Up
33. Delete record followed by an Add record will be necessary NOTE The only exception to this rule is Admit Date If a single assessment is found to have all matching fields with the exception of admit date then the admit date will be updated to the new value D Delete an existing unlocked unfiled record If a single assessment is matched it will be deleted For a delete action only the 7 matching fields listed below are used to identify an existing record so delete records do not actually have to contain the entire assessment s data Once again only unlocked unfiled assessments can be deleted The first non alphanumeric character following the Record_Type character is assumed to be your delimiter eee ERROR CHECKING The IRF PAI Import performs data validation checks as it imports records to ensure that uploaded records conform to CMS specifications For example if the importer finds any zeroes in any discharge FIM scores in a record the record will fail the data validation because zero is not a valid discharge FIM score value In most cases records containing data that do not pass the validation checks will not be imported The exception to this is facility custom data where custom data failing a simple data type check will not be imported but the rest of the record will Any such problems encountered during the import process will be detailed in the system message sent to you once the import has finished C a e a I D
34. Labs CPK Date PAS date Labs CKMB PAS float Labs CKMB Date PAS date Labs Trop I PAS float erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field Labs Trop Date PAS date Labs Notes PAS memo Urin SpGr PAS float Urin pH PAS float Urin Gluc PAS boolean Urin Ket PAS boolean Urin Bili PAS boolean Urin Blood PAS boolean Urin Nit PAS boolean Urin LE PAS boolean Urin Protein PAS boolean Urin Urobilinogen PAS float Urin Micro PAS float Studies MRI PAS boolean Studies MRA PAS boolean Studies CT PAS boolean Studies ECHO PAS boolean Studies XRay PAS boolean Studies Other PAS boolean Studies Other Desc PAS string Studies Notes PAS memo PRE ADMIT FUNCTION Pre Hosp Bladder Continent PAS boolean Bladder Continent PAS boolean Bladder Device PAS string Bladder Num Accidents PAS int Bladder Medication PAS boolean Bladder Medication Type PAS string Bowel Last BM PAS date Bowel Last BM Prior To Admit PAS boolean Pre Hosp Bowel Continent PAS boolean Bowel Continent PAS boolean Bowel Device PAS string Bowel Num Accidents PAS int Bowel Medication PAS
35. Medicaid Nursing Facility For more information on hospital transfer policies please see MLN Matters article SE0801 Short Stays The count and percentage of patients who meet the requirements for the 5001 short stay CMG length of stay lt 3 days discharged to a setting other than one of the transfer destinations noted above Long Stays For discharges prior to 10 1 2005 The count and percentage of patients whose LOS was at least twice the PPS Mean Average Length of Stay for their CMG For discharges from 10 1 2005 to 9 30 2006 FY2006 The count and percentage of patients whose LOS was at least 1 402 times the PPS ALOS for their CMG The 1 402 multiplier is calculated from the Outlier Threshold and Base Payment as published in CMS 1290 CN FY2006 Outlier Threshold FY2006 Base Payment 1 0 or 5 129 12 762 1 0 For discharges from 10 1 2006 to 9 30 2007 FY2007 The count and percentage of patients whose LOS was at least 1 4263 times the PPS ALOS for their CMG The 1 4263 multiplier is calculated from the Outlier Threshold and Base Payment as published in the FY2007 Final Rule FY2007 Outlier Threshold FY2007 Base Payment 1 0 or 5 534 12 981 1 0 For discharges starting 10 1 2007 through 3 31 2008 first half of FY2008 The count and percentage of patients whose LOS was at least 1 5473 times the PPS ALOS for their CMG The 1 5473 multiplier is calculated from the Outlie
36. SAVE Tab through all FIM item scores first then goals This option controls in what order you complete the admission FIM items If you are using the tab key on your keyboard to move from field to field and would like to tab through all of the FIM fields first then all of the goals check the Tab through all FIM item scores first then goals checkbox and click Save To tab from FIM score to its goal score to the next FIM score then to its goal and so on leave this unchecked Use single page I RF PAI Metrics pop up Two versions of the Metrics screens are available for printing The standard Metrics screen which looks like the Metrics screen available from an individual patient assessment includes national and regional comparisons and offers an optional graph of patient FIM scores When printed the standard Metrics screen may be as long as three pages The alternate single page Metrics screen is a more condensed version designed for use in team conferences and for inclusion in a patient s medical record This version excludes national and regional comparisons reimbursement information and graphs to give you a concise patient summary with facility comparisons that should print out on one page To use the single page Metrics screen check the Use single page RF PAI Metrics pop up checkbox and click Save This setting controls the printable version of the Metrics screen on both the MGMT tab of individual assessments and the Multi M
37. Survey as printed in bar code lower left corner of survey Facilityl D 6 digits Facility s Medicare provider number as printed in bar code upper left corner of survey SurveylD 6 7 digits Survey ID as printed in bar code upper right corner of survey DatePrinted mmddyyyy As printed in bar code lower right corner of survey Ql 0 1 Q2 0 5 Q3 0 1 Q4 0 5 Q5 0 1 Q6 0 5 Q7 0 5 Q8 0 5 FollowUpCompleted 1 3 II E Reports Outcomes eRehabData offers a variety of different outcomes reports If you have been granted access to view outcomes reports Patient Satisfaction Instrument PSI outcomes reports or patient assessments for your facility you will see the a Reports header on the left side of your eRehabData home page Depending on your user privileges under this header you may see any combination of the following options 1 Outcomes 2 Dashboard w PSI Outcomes gt Referrals Outcomes USER FEATURES Il E REPORTS OUTCOMES 68 erehablata 5 Multi Metrics The Outcomes Reports are generated nightly from Accepted or Filed IRF PAl discharge assessments The Dashboard Report is updated in real time and includes all assessments for which there is an admit date but no discharge date present If your facility is subscribed to the eRehabData Patient Satisfaction System your PSI Outcomes will give you an analysis of your patient satisfaction survey responses Multi Metrics gives users
38. Survey with two nursing shifts and combined social work case management questions D2D Discharge Survey with two nursing shifts and separate distinct social work and case management questions D3C Discharge Survey with three nursing shifts and combined social work case management questions D3D Discharge Survey with three nursing shifts and separate distinct social work and case management questions Your facility s discharge survey configuration will dictate which of the discharge survey file formats is right for you To check your facility s configuration on eRehabData log in and click My Facility then click Patient Satisfaction Instrument The link for the discharge survey template at the bottom of that page will indicate if you need 2C 2D 3C or 3D For more information on configuring your discharge surveys please see the Patient Satisfaction Instrument section of this manual NOTE If you do not see the My Facility or Patient Satisfaction Instrument option you will need to contact your facility s eRehabData administrator and ask them to grant you either the Facility administrator privilege OR the Non admin user can manage IRF PAI proficiency exams privilege Ranges of valid values are indicated in the Value column below The survey file formats are as follows Service Recovery Survey File Format Name or Survey Question Number
39. Total Claim Amount For each level of appeal this displays the total claim amount for all appeals at that level Total Under Dispute For each level of appeal this displays the total amount under dispute for all appeals at that level NOTE Total Under Dispute is carried forward from the previous level of appeal until the Amount Paid and Amount Denied have been entered for the current level The table also includes a line for Medicare Discharges Under Appeal This line displays totals for all the Active Appeals table columns except for Percentage of Active Appeals The percentage displayed on this line is the percentage of Medicare discharges under active appeal Closed Appeals The Closed Appeals table displays the following information for appeals that have terminated at each level of appeal for the filters you selected Discharges For each level of appeal this displays the number of discharges with appeals terminated at that level of appeal Appeals Upheld For each level of appeal this displays the number of appeals marked as Favorable and terminated at that level of appeal and the percentage of such appeals to the number of appeals closed at that level Appeals Denied For each level of appeal this displays the number of appeals marked as Unfavorable or Partially Favorable and terminated at that level of appeal and the percentage of such appeals to the total number of closed appeals Total Claim Amount For each level
40. Transfer Date 2 date D 43C Return Date 2 date D 43D Transfer Date 3 date D 43E Return Date 3 date D 43F Disch Alive boolean D 44C Disch Living Setting enum D 44A 44D Disch Living With enum D 45 Transfer Dx string D ICD code 46 Complic A string D ICD code 47A Complic B string D ICD code 47B Complic C string D ICD code 47C Complic D string D ICD code 47D erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field Complic E string D ICD code 47E Complic F string D ICD code 47F SIGNATURES Signature A string AD ZO400A A Signature A Title string AD Z0400A A Signature A Date date AD Z0400A A Signature A Time time AD ZO400A A Signature B string AD Z0400A B Signature B Title string AD Z0400A B Signature B Date date AD Z0400A B Signature B Time time AD Z0400A B Signature C string AD ZO400A C Signature C Title string AD ZO400A C Signature C Date date AD ZO400A C Signature C Time time AD ZO400A C Signature D string AD Z0400A D Signature D Title string AD Z0400A D Signature D Date date AD Z0400A D Signature D Time time AD Z0400A D Signature E string AD Z0400A E Signature E Title string AD Z0400A E Signature E Date date AD Z0400A E Sign
41. Value Notes SurveyVersion S S Service Recovery Survey as printed in bar code lower left corner of survey page 1 Facilityl D 6 digits Facility s Medicare provider number as printed in bar code upper left corner of survey page 1 SurveyI D 6 7 digits Survey ID as printed in bar code upper right corner of survey DatePrinted MMDDYYYY As printed in bar code lower right corner of survey page 1 Q1 0 4 Q2 0 4 Q3 0 4 Q4 0 4 Q5 0 4 Q6 0 4 Q7 0 4 Q8 0 3 Q9 0 3 Q10 0 3 Q12 0 3 Q13 0 3 SurveylD 6 7 digits Survey ID as printed in bar code upper right corner of survey ComfortableStayComments text BetterAccomodateComments text GeneralComments text ServiceRecoveryCompleted 1 3 USER FEATURES II D PSI SCAN UPLOAD 66 erehablata user manual Il USER FEATURES Discharge Survey File Format Name or Survey Question Number Value Notes SurveyVersion D2C or D2C Discharge Survey with two nursing shifts and D2D or combined social work case management questions D3C or D2D Discharge Survey with two nursing shifts and D3D separate distinct social work case management questions D3C Discharge Survey with three nursing shifts and combined social work case management questions D3D Discharge Survey with three nursing shifts and separate distinct social work case management questions Facilityl
42. Xfer Pressure Ulcers FIM Totals FIM Admit Motor FIM Admit Cog FIM Discharge Motor FIM Discharge Cog FIM Change Motor and FIM Change Cog In keeping with CMS practice wherever FIM scores are displayed scores with a value of 0 are displayed as 1 and Tub Shower Transfer is excluded from FIM calculations In addition to the Time Period and Payer drop downs available on the other reports screens the Patient Report screen also includes RIC and CMG drop downs so you can display patients filtered by RIC or CMG You can order the list of patients by patient last name patient ID social security number or discharge date by clicking on the respective headers at the tops of those columns Some reports display additional clickable headers by which you can sort the list The header for the column controlling the sort order appears underlined in black and is not an active link You can also view a report comparing a selected patient to facility regional and national numbers for other patients falling into the same CMG by clicking on the patient name You can also view a comparison of a selected patient against facility national and regional averages for other patients with the same CMG by clicking on a patient name For more information about the measures and calculations specific to the Patient Report please see the documentation available under the HELP icon a
43. admit or discharge date range and selected payer This report selects accepted by CMS and completed filed assessments for all patients regardless of age and is updated in real time rather than nightly so if you are viewing a time period that coincides with a nightly facility outcomes report time period the values displayed may not match your outcomes report This report also offers calculations by admit date as well as discharge date whereas other eRehabData outcomes reports include assessments by discharge date only which may also explain any discrepancies you may see between this report and your other outcomes reports In addition this report bases the calculations on the current final rule meaning that even for historic time periods covered by an earlier final rule for measures erehablata such as Case Mix Index and Average Reimbursement which may change from year to year the current PPS final rule is applied To access the Custom Date Report click Custom Date Report from any outcomes report screen You will see a group of filters at the top of the screen that you can use to generate your report for the date range and payer you need Custom Date Report Filters Facility This drop down is only available to organization level reports users from organizations that have more than one facility account on eRehabData Use this drop down to display a custom date report for the selected facility Date To return results based on admi
44. and outcomes instruments and includes tools to meet all the requirements of the Medicare Inpatient Rehabilitation Facilities Prospective Payment System IRF PPS The Joint Commission formerly JCAHO and the Commission on Accreditation of Rehabilitation Facilities CARF eRehabData accepts IRF PAI Inpatient Rehabilitation Facility Patient Assessment Instruments assessments for both Medicare and non Medicare patients and provides additional capacities for pre admission and follow up assessments eRehabData is owned by the rehabilitation industry through the American Medical Rehabilitation Providers Association AMRPA http www amrpa org INTRODUCTION eRehabData has a two part mandate to fulfill 1 To assist facilities through the provision of timely inexpensive accurate and responsive analysis of clinical and financial patient data 2 To assist the industry by empowering the national association with access to the most comprehensive patient dataset in the country that will include generation of industry wide clinical and financial outcomes and benchmarks You may subscribe to eRehabData by completing and submitting the Service Agreement which is located on the front page login screen of the eRehabData com website I A About This User Manual The eRehabData User Manual is a comprehensive but not wholly inclusive document In some sections of this manual you will be directed to help documents on the eRehabData site itself fo
45. any of the outcomes reports screens by using the links labeled Facility Report RIC Group Report RIC Report CMG Report IGC Report Patient Report Time Series Graphs FIM Scoring Comparison Graph PercentileReport Custom Date Report 60 Rule Compliance Report Top Comorbidities by RIC CMG Matrix and Appeals Report Users belonging to organizations with more than one facility on eRehabData may also see a Facility Ranking report link which allows you to compare outcomes measure by measure across all facilities in the organization Organization level reports privileges are required in order to view this report Users from facilities subscribed to eRehabData s J oint Commission ORYX data service will also see a link to the ORYX Report Below is a table of contents for the Outcomes section of this user manual with links to the respective subsections This section is structured as follows 1 Outcomes Reports General Information 2 Outcomes Reports Drill Down Levels A Facility Ranking B Facility Report C RIC Group Report D RIC Report m CMG Report IGC Report G Patient Report mn 3 Outcomes Reports Regions erehablata user Manual Il USER FEATURES 4 5 Weighted vs Unweighted Numbers Outcomes Repor
46. appears which allows you to control which sections from the previous screening will copy forward to the new one Users with organization level administrator privileges can also use this functionality to copy a PAS Tool assessment from one facility to another Note that in these cases the original PAS Tool assessment will need to be manually deleted from the originating facility Admit On a pre admit assessment click Admit to create an admission assessment from the pre admit record On a discharge assessment click Admit to edit information entered on the admission assessment erehablata Discharge On an admission assessment click Discharge to create the discharge record move the assessment from the Admission Assessments table to the Discharge Assessments table and begin entering discharge data On a discharge assessment click Discharge to return to entering discharge data after you have been editing previously entered admit data see Admit below for more information Forward The Forward button allows you to forward the assessment as an attachment to another eRehabData user at your facility through the secure eRehabData internal messaging system This is a HIPAA compliant means by which you can draw someone s attention to the record as opposed to regular email which is not secure and could potentially be intercepted in transit For more information on the eRehabData messaging system please see the eRehabData Messaging System Se
47. apply a date filter select All Assessments USER FEATURES I1 D HIPPS DATA DOWNLOAD V2 44 erehablata user manual Il USER FEATURES Include Admission assessments Select Yes to include assessments currently in an admission assessment state NOTE In order to download in progress admission assessments you must apply your date range to Admit Date Include non Medicare assessments Select Yes to download records for all payers No to download only records for primary payer 2 Medicare non MCO or No but include Payer 51 Medicare MCO to download records for primary payers 2 and 51 only Assessment Status If you want to download ONLY assessments that have either been Accepted by CMS or completed locked and filed select Accepted Filed Each successive radio button includes the options above it so selecting Completed and Locked will retrieve both Accepted Filed assessments and Completed and Locked assessments Selecting Completed assessments will retrieve Accepted Filed assessments Completed and Locked assessments and Completed assessments You can retrieve all assessments including Accepted Filed Complete Locked and Incomplete by selecting All NOTE You will only see Filed assessments included your download if in the Assessment Status option you select Yes for Include non Medicare Assessments Include headers in
48. are performed as described in the Individual User Scoring section above Individual Scenario Scoring To view a user s exam outcomes at the individual scenario level from the Individual Exam Scoring screen click on the scenario names on an exam The national averages displayed on this screen only take into account the individual scenario as does the percentile rank so you can see how each user compares to the national average on an individual scenario level 10 Patient Satisfaction Instrument PATIENT SATISFACTION SYSTEM GENERAL INFORMATION The eRehabData Patient Satisfaction System integrates patient satisfaction surveys into eRehabData s existing assessments and outcomes reports structure The Patient Satisfaction Instrument PSI includes three patient satisfaction surveys for each patient stay the Service Recovery Survey completed during the first few days of the rehabilitation stay the Discharge Survey given to the patient the day before or day of discharge and the Follow Up Survey which can be completed in conjunction with a follow up assessment or separately Facilities can elect to use all three surveys or concentrate on one or two PSI Outcomes Reports for each type of survey are generated nightly The annual subscription fee for the Patient Satisfaction System is 4500 The design document on which the Patient Satisfaction System is based is available on the eRehabData website here https web2 erehabdata com erehabdata
49. assessments are transmitted to CMS and marked as Accepted the report is instantly updated to reflect these changes For more information on assessment scheduling transmission deadlines and late transmission penalties please see the IRF PAI Training Manual and the IRF PPS Final Rules available from the CMS IRF PPS website Transmittal Report Filters Facility This drop down is only available to organization level reports users from organizations that have more than one facility account on eRehabData Use this drop down to view transmission scheduling information for the selected facility Time Period The report includes assessments based on discharge dates Enter start and end dates for the discharge date range you wish to see Fiscal year links to the right of the Refresh button offer a shortcut to view the report based on Federal Fiscal Year date ranges October 1 September 30 for the selected year If you use one of these links the report will refresh automatically and you will not need to click the Refresh button Assessment Status Select Accepted by CMS Assessments only to view transmittal information for assessments that have been marked as accepted by CMS Select In Progress Assessments only to view scheduling information for in progress discharge assessments Select Both to include both in progress and accepted by CMS assessments NOTE In progress discharge assessments must have discharge dates in orde
50. be assigned as well as a comparison of your facility s average scoring to national averages plus and minus one standard deviation All completed exam scenarios from your facility and in the nation are used to calculate the averages The values displayed are calculated as follows Average Absolute Score The percentage of correct answers out of the total required answers in the exam including skipped answers Average Completed Score The percentage of correct answers out of questions answered It excludes skipped answers from the total Average Skipped The percentage of total skipped answers out of the total required answers This does not include measures excluded from the test requirements For example if a user was assigned an exam with Skip Identification Info selected the missing patient information will not be included in the total skipped erehablata Individual User Scoring To view your exam outcomes by user from the facility nation comparison screen click Individual Exams Each user from your facility who has completed at least one exam scenario will be listed The user s most recent exam scores are shown as either averages of two completed scenarios or scores from one completed scenario if both scenarios haven t yet been completed For the national comparison numbers each component scenario s national average is calculated and then the two scenario averages are averaged together to create the exam
51. boolean Skin Dry Skin PAS boolean Skin Other PAS boolean Skin Notes PAS memo Neuro Notes PAS memo Psych Negative PAS boolean Psych Depression PAS boolean Psych Crying PAS boolean Psych Severe Anxiety PAS boolean Psych Other PAS boolean Psych Notes PAS memo Renal Function Notes PAS memo Endocrine Negative PAS boolean Endocrine Diabetes PAS boolean Endocrine Hypothyroid PAS boolean Endocrine Hyperthyroid PAS boolean Endocrine Hot Flashes PAS boolean Endocrine Hair Loss PAS boolean Endocrine Hirsutism PAS boolean Endocrine Heat Cold Intolerance PAS boolean Endocrine Other PAS boolean Endocrine Notes PAS memo Precaution Aspiration PAS boolean Precaution Contact Isolation PAS boolean Precaution Droplet Precautions PAS boolean Precaution Falls PAS boolean Precaution Negative Pressure PAS boolean Precaution Neutropenic PAS boolean Precaution Seizures PAS boolean Precaution Other PAS boolean Precaution Other Desc PAS string Special Bariatric Needs PAS memo Special Dialysis PAS memo Special Isolation Precautions PAS memo Special Oxygen PAS memo Special Equipment PAS memo erehablata Assessment Data Download Custom Template Available Fields Continued
52. clear the physician signature fields and the assessment will need to be signed again Strong Signature Locking This option requires that a user have a signature configured in their account in order to be able to complete the physician signature fields on the PAS Tool and locks the PAS Tool against any edits after it is signed Signed and locked PAS Tools can only be unlocked for further edits by either the user who signed the document or by a facility administrator using the Unlock button on the MGMT tab but doing so will clear the physician signature fields and the assessment will need to be signed again 6 Facility Pricer Adjuster Your facility s pricer adjusters allow eRehabData to calculate Medicare reimbursement values for all of your facility s assessments in the eRehabData database These reimbursement values are displayed on the Metrics screens for all assessments averaged in the eRehabData outcomes reports displayed for each assessment on the outcomes patient report and available for download in the HIPPS Data Download V2 and the Assessment Data Download Custom Each facility adjuster is valid for a limited period of time such as calendar year facility fiscal year or even partial year periods if any of your facility s data elements which make up the facility adjuster change during the year In order to ensure that all reimbursement values calculated on eRehabData are correct and accurate you will need to configure a facili
53. default value is 50 To change that type in your desired maximum number and click Enter SESE ES CONFIGURING LIST OPTIONS The List Options feature allows you to specify which IRF PAI values or calculations are displayed in your assessments tables on the home screen and on the Multi Metrics screen and allows you to customize three additional home screen display settings To access the list options settings from the bottom of the eRehabData home screen click List Options On the left side of the List Options screen is a table listing all available display columns The right side of the list options screen offers several options that control how the home screen assessments tables display and how the home screen refreshes when a change is made to any of the display options IRF PAI FEATURES V B DI SPI erehablata DISPLAY COLUMNS CONFIGURATION The column selection and ordering section includes two controls for each column you want to display in your assessments lists The first is a simple checkbox that determines whether or not the column will appear on your eRehabData home page If the box next to a column is not checked that column will not appear on your home page The second is an input box to the right of the column name that allows you to specify in what order the columns are displayed If a column is added but no order number is entered it will be appended to the list when the Save button is clicked e If a col
54. displayed on the FIM screen but because your session timed out when you next click your mouse you will be redirected to the login screen and the scores you entered will be lost mm IRF PAI SECTION LAYOUT AND COLOR CODING Each user can configure the IRF PAI screen display to either show each section of the IRF PAl on a separate screen or use the combined screens setting to display multiple sections at a glance The combined screen setting combines the Identification Admission and Payer Information sections onto one screen the Medical Information and Needs sections onto one screen and the Function Modifiers and FIM sections onto one screen For more information on configuring this setting please see Functional Settings under the User Features section of this user manual The colored flags next to the tabs for each section indicate the completion status of each section with green indicating that nothing more is required for that section and yellow indicating that some required information is missing Red flags are displayed after you click the Complete button on the MGMT screen to highlight sections that still need attention ZZ zz zz ZZ IRF PAI TABS NAVIGATION The IRF PAI screens on eRehabData have a unique navigation scheme as compared to the rest of the eRehabData site While in an IRF PAI record you ll see a list of tabs on the left side of the screen displayed next to colored flags Each tab corresponds to a s
55. download file f you want column names in your file select Yes If you are importing this file into another software application and do not require column names select No Field Delimiter Depending upon the requirements of the software you are importing the file into select TAB Comma or Vertical Bar Tab delimited is recommended since the tab character cannot be embedded as data in any field Once you have selected your parameters click Retrieve You will see a list of the parameters you chose along with a preview of the assessments that will be included in the file However at this point the file has not yet been created To create and download the file click Create HIPPS File You will see a link with the name of the file Click on the link to save your HIPPS file to your computer NOTE For assessments without a discharge date the reimbursement calculator Facility Adjusted Payment assumes the discharge date is today but does not account for short stays or transfers FILE STRUCTURE If you specified that your file should include a header record the first record in the file is the header record containing column names each separated by your selected delimiter The first value in each record is the unique ID assigned to the assessment by eRehabData This value is numeric and can be used by a facility as a unique assessment ID If the system that imports these data instead assigns its own ID this va
56. eRehabData based on the CMS Final Validation report received through the CMS website after each successful transmission to CMS Day Sent This column displays the difference between the Discharge Date and either the File Created or the Transmit Date whichever is greater If neither of these two dates has been entered for example on in progress assessments the difference is calculated using today s date If the Transmit Date is before the File Created Date usually an indication that a correction was sent the difference between Transmit Date and Discharge Date is shown in parentheses after the value representing the difference between the File Created and Discharge dates erehabllata user manual O DENE IERR Values for in progress assessments are shown in italics Additionally for in progress assessments with Day Sent values less than 17 the background is shown in blue A yellow background identifies all assessments with Day Sent values between 17 and 27 days A red background identifies all assessments with Day Sent values of 28 days or greater NOTE Assessments transmitted to CMS more than 27 days after discharge may be subject to a 25 reduction in reimbursement penalty Top Comorbidities by RIC The data for the Top Comorbidity reports is drawn from the same assessments used in the nightly Outcomes Reports calculations i e Complete Transmitted or Filed discharge assessments for patients whose age at admit is greater tha
57. entering any information on the Medical Needs section of the IRF PAI No Function Modifiers or FIM scores Check this to exempt the user from entering any information on the Function Modifiers and FIM sections of the IRF PAI No Quality Indicators Check this to exempt the user from entering any information on the Quality Indicators section of the IRF PAI Function Modifiers and FIM only Check this to exempt the user from entering anything other than Function Modifier and FIM scores NOTE This option cannot be combined with any other options ICD Coding only Diagnosis Comorbidities Complications Check this to exempt the user from entering anything other than ICD 9 codes on the Medical Information and Discharge screens NOTE This option cannot be combined with any other options Once you have made your selections click Next to review your scenarios and assigned options To confirm the exam assignment click Save The next time the selected user logs into eRehabData a link to their assigned proficiency exam will appear on their home screen MANAGING EXAMS Your Proficiency Exam Manager screen displays a list of all of the exams you have assigned Depending upon the state the exams are in you will be able to cancel or correct them or view the corrected scenarios The Proficiency Exam Management screen is available from your Manage Facility screen by clicking on Manage Proficiency Exams In your list of assigned exams under th
58. enum FIM Goal Grooming PAS enum FIM Pre Morbid Bathing PAS enum FIM Bathing PAS enum FIM Goal Bathing PAS enum FIM Pre Morbid Dressing Upper PAS enum FIM Dressing Upper PAS enum FIM Goal Dressing Upper PAS enum FIM Pre Morbid Dressing Lower PAS enum FIM Dressing Lower PAS enum FIM Goal Dressing Lower PAS enum FIM Pre Morbid Toileting PAS enum FIM Toileting PAS enum FIM Goal Toileting PAS enum FIM Pre Morbid Bladder Ctrl PAS enum FIM Bladder Ctrl PAS enum FIM Goal Bladder Ctrl PAS enum FIM Pre Morbid Bowel Ctrl PAS enum FIM Bowel Ctrl PAS enum FIM Goal Bowel Ctrl PAS enum FIM Pre Morbid Bed Transfer PAS enum FIM Bed Transfer PAS enum FIM Goal Bed Transfer PAS enum FIM Pre Morbid Toilet Transfer PAS enum FIM Toilet Transfer PAS enum FIM Goal Toilet Transfer PAS enum FIM Pre Morbid Tub Transfer PAS enum FIM Tub Transfer PAS enum FIM Goal Tub Transfer PAS enum erehablata Assessment Data Download Custom Template Available Fields Continued FIM Walk Wheelchair Measured PAS FIM Pre Morbid Walk Wheelchair PAS FIM Walk Wheelchair PAS FIM Goal Walk Wheelchair PAS FIM Pre Morbid Stairs PAS FIM Stairs PAS FIM Goal Stairs PAS FIM Comprehension Measured PAS FIM Pre Morbid Comprehension PAS FIM Comprehension PAS FIM Goal Comprehension PAS FIM Expression Measured PAS FI
59. flagged tab on the left to begin entering required exam answers on the admission portion of the exam As you complete each yellow flagged screen the flag will turn green indicating that you have entered all the information required for that section Questions that are not required are marked skip Once you have completed the admission assessment portion of the scenario check that no required answers are missing To do this click the MGMT tab then click the Check button to list any missing answers on screen You can click on the tab for any section missing data to enter the missing information If the admission assessment is complete the Check button will disappear and the assessment status displayed on screen will change to Complete DISCHARGE ASSESSMENT To create the discharge assessment from the management MGMT screen on your admission assessment scenario click the Discharge button Click any yellow flagged tab on the left to begin entering required exam answers on the discharge portion of the exam As you complete each yellow flagged screen the flag will turn green indicating that you have entered all the information required for that section Questions that are not required are marked skip Once you have completed the discharge assessment portion of the scenario check that no required answers are missing To do this click the MGMT tab then click the Check button to list any missing answers on screen You can clic
60. following codes FIM This indicates that some of the Admit FIM scores entered may be questionable IGC This indicates that the combination of Admit IGC and Etiologic Diagnosis entered is either uncommon or extremely rare AppB This indicates that the pairing of Admit IGC and Etiologic Diagnosis does not appear in the IRF PAI Training Manual Appendix B Assessments can be sorted by the warnings using the Sort assessments by drop down at the bottom of the eRehabData home screen If you order assessments by the warnings in ascending order the warnings will be sorted primarily by FIM then IGC then AppB Within that sorting assessments will be sorted secondarily by erehablata user manuz assessments with three warnings followed by assessments with two warnings then one warning For more information on the warnings please refer to these help documents available from the warnings messages on your assessments on eRehabData https web2 erehabdata com erehabdata help IGC_diagnosis_warning htm https web2 erehabdata com erehabdata help FIMProgressionHelp htm Final Rule ALOS This displays the average length of stay for the assessment s CMG and tier from the Final Rule CMG Base Pay Weight This displays the payment weight for the assessment s CMG and tier from the Final Rule This value is used to calculate Case Mix Index for a selected patient population ASSESSMENT LISTS SETTINGS Screen Refr
61. for today s date which is the default selection for the Dashboard Report In order to calculate your occupancy rate an eRehabData facility administrator must first configure your facility s Bed Count For more information on configuring your Bed Count please refer to the Bed Count section of this User Manual The snapshot table and graphs display the following measures for your facility SNAPSHOT TABLE DATA Occupancy Rate The percentage of total facility beds occupied on the selected day Total Patients The number of patients in the facility on the selected day Bed Count The total number of patient beds at your facility on the selected day as indicated by an eRehabData facility administrator for your facility Medicare Utilization The percentage of total patients in the facility on the selected day who are Medicare patients All Patients CMI The case mix index for all of your facility s patients on the selected day Medicare non Medicare and unknown case mix combined Medicare CMI The case mix index for your facility s Medicare patients on the selected day Non Medicare CMI The case mix index for your facility s non Medicare patients on the selected day Unknown Payer CMI The case mix index for any patients whose payers have not been indicated Average Estimated Medicare Per Diem This uses ALOS values to calculate the average daily payment per patient for all Medicare patients on the selected day NOTE Aver
62. help IRFPatientSatisfaction pdf PATIENT SATISFACTION SYSTEM SIGNUP To subscribe your facility to the eRehabData Patient Satisfaction System from your Manage Facility screen click Patient Satisfaction Instrument then check the checkbox labeled I request the subscription to eRehabData s PSI service on behalf of my facility and also acknowledge the 4500 00 fee PATIENT SATISFACTION SURVEY CONFIGURATION The patient satisfaction surveys themselves can be configured to match your facility s structure regarding number of daily nursing shifts 2 or 3 and whether your facility s case management and social work duties are combined or separate The patient satisfaction discharge survey forms and screens will change to adjust to the configuration To configure the surveys for your facility on the PSI Signup screen under Survey Options select the number of daily nursing shifts 2 or 3 at your facility Next if your facility has separate social work and case management duties set Distinct Social Work and Case Management Questions to Yes If social work and case management are combined select No Additionally your facility also has the option of using scannable patient satisfaction forms so that the completed forms can be scanned in and then uploaded in a data file rather than hand entered by an eRehabData user at your facility If your facility will be scanning and uploading the responses set Use scannable ver
63. if from the forums index you clicked on the I RF PAI forum the breadcrumbs at the top of the screen would look like this eRehabData Forums gt IRF PAI Each time you click to a deeper level in the forums the breadcrumbs will expand to illustrate where you are and offer you links to climb back up the hierarchy so you re never more than a click or two away from any of the other forums or threads You can also use the links on the left side of the screen to jump to the forums index the threads index if you have selected a thread or your eRehabData home screen i USER FEATURES Il G EREHABDATA USER FORUMS erehablata user manual 111 FACILITY ADMINISTRATOR FEATURES Ill FACILITY ADMINISTRATOR FEATURES III A Facility Administrator General Information Users with eRehabData facility administrator privileges are responsible for managing their facility s information settings and user accounts on eRehabData This includes creating and updating user account profiles and privileges configuring CMS transmit file information setting password expiration requirements for all eRehabData user accounts at the facility creating and updating optional custom data fields configuring facility adjusters for reimbursement calculations configuring facility bed count data for the Dashboard Report and signing the facility up for optional services such as ORYX data submission to The Joint Commission the IRF PAI Proficiency Exam syst
64. includes two drop downs which are used together The first Show drop down controls the assessments displayed by status Assessment status options include e In Progress Incomplete only Select this to display only assessments that haven t passed the eRehabData completion check In Progress Complete only Select this to display only assessments that have passed the eRehabData completion check e In Progress Select this to display Incomplete AND Complete In Progress assessments Accepted by CMS Medicare Select this to display assessments that have been transmitted to CMS and marked as Accepted Filed non Medicare Select this to display non Medicare assessments that have been filed Either Accepted or Filed Select this to display both Accepted by CMS Medicare assessments and Filed non Medicare assessments e Denied Pre Admission Select this to display Pre Admission assessments that have been denied admission The second Show drop down controls the assessments displayed by owner These options include Only assessments have created Select this to display only the assessments that you began All assessments for my site Select this to display assessments created by any eRehabData user at your site This is only applicable if your facility has more than one site sharing the same Medicare provider number Site assignment at this level is controlled by user login not any custom data fields
65. item 44C Was patient discharged alive was No Inpatient Institutional Discharges For discharges prior to 10 1 2014 the count and percentage of patients whose discharge destination was either 5 Skilled Nursing Facility 6 Acute unit of own facility 7 Acute unit of another facility 8 Chronic Hospital 9 Rehabilitation Facility or 13 Subacute Setting For discharges starting 10 1 2014 the count and percentage of patients whose discharge destination was either 02 Short term General Hospital 03 Skilled Nursing Facility SNF 51 Hospice Institutional Facility 61 Within institution to swing bed 62 Another Inpatient Rehabilitation Facility 63 Long Term Care Hospital LTCH 64 Medicaid Nursing Facility 65 Inpatient Psychiatric Facility or 66 Critical Access Hospital Community Discharges For discharges prior to 10 1 2014 the count and percentage of patients whose discharge destination was either 1 Home 2 Board and Care 3 Transitional Living 4 Intermediate Care or 14 Assisted Living Residence erehablata For discharges starting 10 1 2014 the count and percentage of patients whose discharge destination was either 01 Home 04 Intermediate Care 06 Home under care of organized home health service organization or 50 Hospice Home SNF Subacute Discharges For discharges prior to 10 1 2014 the count and percentage of patients whose discharge destination was eith
66. letters it must be alphanumeric Additionally it cannot include any part of your name or your facility s name and it cannot include the word password If an administrator sets a password for a user the user will be required to set a new password on their first login required Confirm Password Type in the password again exactly as you entered it the first time required First Name The user s first name required Last Name The user s last name required MI The user s middle initial Suffix The user s suffix Ph D Esq Il etc FACILITY ADMINISTRATOR FEATURES IIl B ADD USER 116 erehablata Email Address The user s email address This is not required but it is recommended Users can edit their own email address Phone Number The user s phone number This is not required but it is recommended in case eRehabData staff needs to contact a user Users can edit their own phone number Extension Any applicable extension to the user s phone number Active This is the on off switch for a user account The default setting is Yes A user with an Active setting of Yes will be able to log on to their account on eRehabData To de activate a user account and prevent that user from logging on select No Privileges When creating a user account consider the user s requirements Will the user need to be able to create other user accounts Will they be creating IRF PAl assessments Will th
67. manual I1 USER FEATURES survey questions for the survey type you last selected Clicking on a RIC Group will give you a report of all available measures and survey questions for the selected group Clicking on a measure or question will give you a report of that measure or question for each RIC Group From the individual measure or question for all RIC Groups screen you can click on a RIC Group to jump directly to the report of all measures and questions for that RIC Group PSI RIC Report Clicking on the RIC Report link brings you to the RIC Report menu On the left side of the screen is a list of the RICs On the right side of the screen is a list of all available measures and survey questions for the survey type you last selected Clicking on a RIC will give you a report of all available measures and survey questions for the selected RIC Clicking on a measure or question will give you a report of that measure or question for each RIC From the individual measure or question for all RICs screen you can click on a RIC to jump directly to the report of all measures and questions for that RIC PSI CMG Report Clicking on the CMG Report link brings you to the CMG Report menu On the left side of the screen is a list of the CMGs On the right side of the screen is a list of all available measures and survey questions for the survey type you last selected Clicking on a CMG will give you a report of all available measures and survey questions fo
68. minus one standard deviation if you selected erehablata user manual Il USER FEATURES measures calculated as averages If you selected to display the numeric data your numeric data table appears below your graph To print a wide graph either change your print layout to landscape using your printer s built in properties or use the Rotate Graph 90 Degrees for printing checkbox to rotate the graph on screen You can also control the width of the lines on your graph with the Chart Line Width drop down To save your graph as an image position your mouse pointer over the graph and right click Select Save Picture As browse to the location on your computer where you want to save your graph and click Save The graph should save with a png file extension To import your numeric data into Excel or similar spreadsheet program click and drag your mouse pointer over the numeric data table to highlight all of the data Hold down the Ctrl key and press C to copy the data to your clipboard Open Excel or a similar spreadsheet program click in the first cell and press Ctrl V to paste the data into the spreadsheet PSI OUTCOMES REPORTS REGIONS Regions are defined as the nine U S Census Regions as follows PSI Outcomes Reports Regions Region State New England Connecticut Maine New Hampshire Rhode Island Vermont Middle Atlantic New Jersey New York Pennsylvania South Atlantic Delaware Florida Georgia Ma
69. must be specifically assigned This was done because CMS only allows two people per facility to transmit files while eRehabData supports an unlimited number of administrators NOTE This procedure only creates the file you will be sending To actually transmit the files you must use the CMSNet software to connect to the CMS private network and then use a web browser to perform the upload For help with the CMSNet software or for questions about your transmissions please contact QIES Technical Support at 800 339 9313 For instructions please refer to the data submission user s guide available on the CMS website here http www cms gov Medicare Medicare Fee for Service Payment InpatientRehabFacPPS IRFPAI html The submission instructions portion of this user s guide is available on the eRehabData site on the CMS Data Transmission page under the Transmission nstructions link on the left side of the screen Creating the file in eRehabData is a multi step process with the first step being the selection of assessments to download and the final step being the actual download of the file containing the assessments to your computer s hard drive To begin click the CMS Transmit File link on the left side of the eRehabData home screen USER FEATURES II D CMS TRANSMIT FILE 9 erehablata user manual Il USER FEATURES NOTE If you do not see the CMS Transmit File link you will need to contact your facility s eRehabData a
70. national average as a percentage of the national score For example if an exam score was 80 and the national average was 70 then the variance would be 14 29 because the difference 10 is 14 29 of the national average Percentile Rank User Unweighted This calculation shows the percent of exams facility wide that had a lower score for both absolute and answered only scores than the user s most recent exam It is calculated by dividing the number of exams that had a lower score by the total number of exams taken The higher an exam s score is the higher the percentile will be This is calculated as an overall percentage regardless of the individual scenarios that make up the exam Percentile Rank Nation Weighted This calculation shows the percent of exams nationwide that had a lower score for both absolute and answered only scores than the user s most recent exam It is calculated first at the scenario level by dividing the number of the same scenarios that had a lower score by the total number of those scenarios completed The two scenario results are then averaged to come up with the national weighted number Individual Exam Scoring From the Individual Exams screen click on a user s name to view outcomes for each exam completed by the user This screen displays all exams or individual erehabllata use scenarios the user has completed compared to national averages for those same scenarios The calculations
71. number gt It now awaits processing in the upload queue Once it has been processed the results will be sent to you via the eRehabData messaging system accessible from the Launch Screen Uploaded files are processed at regular intervals Once the surveys in your upload file have been processed you will receive a message via the eRehabData messaging system confirming your survey import The message will list the surveys imported state the number of successfully processed surveys and detail any problems found with specific surveys You can access your messages from your eRehabData home page For more information on viewing your messages please see View Messages under the eRehabData Messaging System Send Message section of this manual You can print out the entire message so you can refer to it when reviewing your imported data The easiest way to do this is to pull up your message and press Ctrl A to select everything on the page then copy Ctrl C and paste Ctrl V into Notepad if you paste into Word you will want to delete the images before printing Then print out the document LSS ee FILE STRUCTURE The first field in each record is the SurveyVersion field where you indicate what kind of survey the record corresponds to Valid SurveyVersion values are USER FEATURES II D PSI SCAN UPLOAD 65 erehablata user manual Il USER FEATURES S Service Recovery Survey F Follow Up Survey D2C Discharge
72. of appeal this displays the total claim amount for all appeals terminated at that level Total Amount Denied For each level of appeal this displays the total amount denied for all appeals terminated at that level Total Amount Paid For each level of appeal this displays the total amount paid for all appeals terminated at that level Details In order to display the details list you must select Show Details in the Details filter To change the sort order of the details list click on the headers for Patient Name ADR MR Date IGC Diagnosis CMG Tier or Admit FIM Total Clicking on a header once will sort the list in ascending order by that value Clicking on the header a second time will sort the list in descending order Users with the privilege to view assessments can jump to the Appeals screen for an individual assessment by clicking on the patient name Along with the line number Patient Name where appropriate ADR MR Date IGC Etiologic Diagnosis Code CMG Tier Admit FIM Total Level of Appeal Response Date Hearing Date where applicable Decision Date and erehablata user manua 11 USER FEATURES Outcome for the indicated level of appeal the Details table also includes the following columns Active This column displays a Y on the ADR MR line to indicate a currently active appeal Presump Cond columns Y s in the Presump or Cond columns indicate the assessment is presumptively or con
73. primary payer specified in IRF PAl Item 20 Payment Source A Primary Source on the pre admit assessment Percentage values for denials and admissions are calculated against the total number of denials and admissions while the referrals conversion percentages are based on the total number of referrals from each payer The accompanying pie chart shows referrals by payer percentages calculated against the total number of referrals RIC Group Report Denied pre admit assessments with an Impairment Group Code will be included in the RIC Group Report Clicking on RIC Group Report will give you a list of the eRehabData RIC groups and the number of denials your facility has logged for each group To collapse the list of RIC groups to only display groups with denials at your facility check the box labeled Hide codes with zero denied pre admission assessments Clicking on an individual RIC group will give you a report structured like the Facility Report but only for the selected RIC group The same filters available on the Facility Report are available on the RIC Group Report RIC Report Denied pre admit assessments with an Impairment Group Code will be included in the RIC Report Clicking on RIC Report will give you a list of all RICs and the number of denials your facility has logged for each RIC To collapse the list of RICs to only display RICs with denials at your facility check the box labeled Hide codes with zero denied pre admission a
74. refresh with the selected user s account information displayed at the top Click Edit User to make any changes to the user s account See the Add User instructions below for an explanation of user account requirements and privileges You will also see the option Delete User If the user has ever logged on to eRehabData even once you will not be able to delete them from the system This option is included only to allow you to correct mistakes in account assignments If you need to deactivate a user s account you can remove all of their privileges and then select No under Active on the edit screen See the Add User instructions below for more information MANAGE FACILITY SCREEN OPTIONS On the left side of your Manage Facility screen you will see the following links grouped under the headers Facility Admin Recent Activity and Systems 1 Add User 2 Bed Count FACILITY ADMINISTRATOR FEATURES III FACILITY ADMINISTRATOR FEATURES 115 erehablata user manual III FACILITY ADMINISTRATOR FEATURES 3 Custom Data Fields 4 Facility Settings 5 Digital Signatures 6 Facility Pricer Adjuster 7 View Logins 8 Recently Modified Assessments 9 Manage Proficiency Exams 10 Patient Satisfaction Instrument 11 ORYX Signup An explanation of the functions of each link follows If you have a My Facility link on your home page and you do not see all of these links on your Manage Facility screen you are eit
75. scores with a value of 0 are treated as a 1 for the purpose of these statistics FIM Total Admission The combined average score of the admission FIM items These items include Eating Grooming Bathing Dressing Upper Dressing Lower Toileting Bladder Bowel Bed Chair Wheelchair Transfer Toilet Transfer Walk Wheelchair Stairs Comprehension Expression Social Interaction Problem Solving and Memory FIM Total Discharge The combined average score of the discharge FIM items These items include Eating Grooming Bathing Dressing Upper Dressing Lower Toileting Bladder Bowel Bed Chair Wheelchair Transfer Toilet Transfer Walk Wheelchair Stairs Comprehension Expression Social Interaction Problem Solving and Memory FIM Change Admission to Discharge The average change in total FIM scores from admission to discharge for the selected patient population These items include Eating Grooming Bathing Dressing Upper Dressing Lower Toileting Bladder Bowel Bed Chair Wheelchair Transfer Toilet Transfer Walk Wheelchair Stairs Comprehension Expression Social Interaction Problem Solving and Memory FIM Change per Day The average of the change in FIM total from admission to discharge divided by the LOS This is calculated by first subtracting total admission FIM from total discharge FIM for each individual assessment in the selected patient population The resulting FIM change is then divided by the LOS for each assess
76. sites if your facility has more than one site This does not include the ability to create or edit assessments User can view only assessments for their site This limits the user to seeing only assessments at their site This does not include the ability to create or edit assessments NOTE This privilege is not necessary if the user has the privilege User can view all assessments for their facility includes all sites It is also unnecessary if your facility has only one site User can create edit IRF PAl assessments This gives a user the ability to create pre admit admit and discharge assessments and edit existing assessments including patient satisfaction surveys where enabled User can add follow up data to accepted filed discharge assessments This allows the user to append follow up information to assessments that have erehablata either been accepted by CMS or filed Users do not require any other IRF PAl privileges in order to add follow up data to assessments User can lock assessments in preparation for transmission to CMS This gives the user the ability to lock assessments against any edits either in preparation for transmission to CMS or to prevent any changes NOTE If the user will be transmitting assessments to CMS they should be given this privilege User can unlock assessments This gives the user the ability to re open locked assessments for further edits NOTE If the user will be transmit
77. that your facility s Medicare claims are being processed in a fair and consistent manner The data for the report comes from information entered into the APPEALS screen on assessments that have been marked as Accepted by CMS on eRehabData The report includes a number of filters which you can use to view reports for different discharge date ranges for your facility or the nation or by individual FI RAC ALJ QIC or Federal District Court Viewing the report by a selected FI RAC ALJ QIC or Federal District Court will give you appeals records for your selection for the nation not just your facility The report outputs a general summary table an active appeals summary table a closed appeals summary table and an optional details table listing each appeal based on your filters The filters and output tables are detailed below The appeals report also includes an anonymous cross facility messaging feature which allows you to get in touch with the contact person for appeals at other facilities This feature was added in order to give facilities a means by which to share information about aspects of the appeals process including how appeals specific to a particular Fl or IGC can be handled successfully This feature ties into the eRehabData internal messaging system and is available when viewing the appeals details table For more information on this feature see Cross Facility Messaging in the Details section under Appeals Report Output below
78. the applicable IRF PPS Final Rule Expected Reimb Facility Adjusted Once a CMG has been calculated this displays the facility adjusted reimbursement If no facility adjuster has been configured for the time period covering a particular assessment the reimbursement will be calculated using an adjuster of 1 Assessment Status This displays the status of the record itself Possible assessment status values are Incomplete This indicates that the Complete button was clicked on the assessment but there is information missing Complete This indicates that the Complete button was clicked on the assessment and all required fields have been completed Notified On Pre Admission Screening PAS Tool assessments this indicates that a physician notification has been sent alerting users with the physician notification privilege that the record awaits physician review erehablata Signed On PAS Tool assessments this indicates that a physician signature is present on the Justification tab Locked The record has been locked It is available for viewing but no changes can be made unless it is first unlocked Locked xmit Validated The record has been validated in Step 1 on the CMS Data Transmission screen It is locked and cannot be edited without first being processed on the CMS File Transfer screen Locked Xmit Confirmed The record has been confirmed in Step 3 on the CMS Data Transmission screen and has been placed into
79. the individual stages once under Stage 2 and once under Stage 3 Discharges with Pressure Ulcers Present at Discharge For discharges between 10 1 2012 and 9 30 2014 the count and percentage of discharges that contained values greater than 0 for IRF PAI questions 48 A B or C at Discharge Current Number of Unhealed non epithelialized Pressure Ulcers at Each Stage for Stage 2 3 or 4 respectively For discharges starting 10 1 2014 the count and percentage of discharges that contained values greater than O for IRF PAI questions M0300 A1 B1 C1 D1 El F1 or G1 at Discharge Current Number of Unhealed Pressure Ulcers at Each Stage for Stage 1 2 3 or 4 or unstageable respectively NOTE The sum of the individual stage counts for this measure may exceed the totals under the All Stages 1 4 and Total Stage 2 3 4 measures because these are counts of discharges not pressure ulcers For example a patient with a Stage 2 ulcer and a Stage 3 ulcer will be counted only once under All and Total but twice in the individual stages once under Stage 2 and once under Stage 3 FIM MEASURES There are two sets of FIM aggregate measures One set does not include the Tub Shower transfer FIM scores in the calculations the other set does The latter set of measures are identified in the measure name as w Tub Xfer For both sets of measures in keeping with erehablata CMG calculation methodology
80. the left side of the screen or the Next buttons at the bottom of each screen you can navigate to different sections of the assessment For more information about the screens and functions on admission assessments please see the IRF PAI Tabs Navigation section of this user manual For instructions on to how to complete the IRF PAI please refer to the CMS IRF PAI training manual which can be downloaded from the CMS website here erehablata user manua Rep For discharges on or after October 1 2004 and before October 1 2012 http www cms gov Medicare Medicare Fee for Service Payment InpatientRehabFacPPS Downloads irfpai manual040 104 pdf For discharges on or after October 1 2012 http www cms gov Medicare Medicare Fee for Service Payment InpatientRehabFacPPS Downloads IRFPAI manual 2012 pdf To create a discharge assessment from an admission assessment from the MGMT tab on the admission assessment click the Discharge button not the DISCH tab V F Discharge Assessments You can create discharge assessments two ways by clicking the Discharge button not the DISCH tab on an admission assessment or by uploading assessments to eRehabData using the IRF PAI Import or Full Assessment Upload The discharge assessment allows you to enter all discharge IRF PAl measures Using the tabs on the left side of the screen or the Next buttons at the bottom of each screen you can navigate to different
81. to purchase assign and correct proficiency exams for their facility and view the exam outcomes reports NOTE This privilege is not necessary if the user has facility administrator privileges Non admin user can copy assessments from their facility to other facilities in their organization This privilege allows a user who is not an eRehabData organization administrator to copy PAS Tool assessments from one facility to another in their organization This is intended for use by sister facilities sharing liaisons who may not know to which facility a patient will be admitted when they begin the pre admission screening NOTE This privilege can only be assigned by an eRehabData organization administrator but is not necessary if the user already has organization administrator privileges IRF PAI Privileges User can view assessments belonging to ANY facility in their organization This privilege gives the user the ability to see patient assessments at any facility in their organization This does not include the ability to create or edit assessments Users with this privilege will be able to select from a drop down list of their organization s facilities at the bottom of the eRehabData home screen in order to display that facility s assessments User can view all assessments for their facility includes all sites This privilege gives the user the ability to see all patient assessments at their facility including assessments from multiple
82. under subpart P of this part and that cannot be appropriately performed in another care setting covered under this title ASSESSMENT I NFO Creating User Username string ESSMENT erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field Creating User Last Name First Name string Last Modifying User Username string Last Modifying User Last Name First string Name PAS To IRF PAI date Indicates when a PAS Tool was converted to an admission RF PAI QRP Override boolean T if the QRP override checkbox was checked indicating that fields required for the IRF Quality Reporting Program were not completed and the QRP data requirements were manually overridden QRP Notes string ASSESSMENT WARNINGS Warnings string AppB Appendix B GC IGC Diagnosis pairing FIM FIM progression PRE ADMIT DEMOGRAPHICS First Name PAS string Last Name PAS string Birth Date PAS string Gender PAS char F Female M Male SSN PAS string Patient ID Num PAS string Medicare Num PAS string Medicaid Num PAS string Address PAS string City PAS string State PAS string Pre Hosp ZIP PAS string Marital Status PAS enum See IRF PAI Item 10 for possible values PreHosp Living Setting PAS enum See IRF PAI Item 16 fo
83. unique ID assigned to the follow up assessment by eRehabData This value is numeric and can be used by a facility as a unique follow up assessment ID The second value in each record is the unique ID assigned to the associated USER FEATURES II D FOLLOW UP DATA DOWNLOAD 47 erehablata IRF PAl by eRehabData This value corresponds to the AssessUniquelD field found in the other assessment data downloads and can be used to link the follow up assessment records to their respective IRF PAls Char values are a single 8 bit ANSI character Boolean values appear as T or f Integers and Floats are 32 bit Date values are in YYYYMMDD format Strings may be of any length There are also many enumerated values present In general these are integers used to represent a value selected from a set of options for example a FIM score which may be from 0 to 7 or null For descriptions and explanations of the possible values please see the follow up assessment specification Here are the columns in the order in which they appear in the download Follow Up Data Download File Format Column Name DataType Notes 1 FollowUp UniquelD int 2 AssessUniquel D int eRehabData assessment ID 3 First Name string 4 Last Name string 5 Pat ID Number string 6 SSN string 7 Admit Date date YYYYMMDD 8 Discharge Date date YYYYMMDD 9 Follow Up As
84. with IRF PAI view privileges the ability to print assessment metrics screens for multiple in progress assessments without opening each individual record A more detailed description of each kind of outcomes report follows NOTE In order to access any of the reports screens you must have reports viewing privileges If you cannot access the outcomes reports contact your facility s eRehabData administrator and ask them to grant you either the User can view all outcomes reports for their facility privilege the User can view all outcomes reports for all facilities in their organization includes all facilities privilege OR for patient satisfaction outcomes reports only User can ONLY view Patient Satisfaction outcomes reports for their facility 1 Outcomes To get to the outcomes report menu from your eRehabData home screen click Outcomes The core eRehabData outcomes reports are delivered in a six tiered hierarchy under the Facility Drill Down header starting at the top with the overall Facility report and then drilling down into the RIC Group RIC CMG IGC and patient levels Additional reports tools include the Time Series Graphs and FIM Scoring Comparison Graph under the Graphing header and the Percentile Report Custom Date Report 60 Rule Compliance Report Top Comorbidities by RIC report CMG Matrix Appeals Report and optional ORYX Report under the Other Views header You can jump to each level of the report from
85. you attempt to open multiple patient records in separate browser windows or tabs you will see a Multiple Windows Warning message that will prevent you from opening more than one record simultaneously or visiting the CMS Transmit File screen while you have a record open in another tab or window If you get a Multiple Windows Warning message you should locate all windows or tabs open to eRehabData click the HOME button on each ofthose and then close all but one If that does not clear the Multiple Windows Warning message you will need to click the LOG OUT button in the top navigation bar and then login again I C Explanation of the Organization Facility Site Hierarchy The eRehabData system was designed to accommodate different kinds of rehabilitation providers This was accomplished by including a three tiered hierarchy of Organization Facility Site A facility is defined by a unique Medicare provider number One organization can own or manage several facilities If your facility belongs to a larger organization that includes other facilities under its umbrella you can apply the Organization Facility hierarchy to those facilities This allows you to manage user accounts download data and view outcomes reports for all facilities from one or more Organization Administrator account and or manage them from Facility Administrator accounts assigned to each facility erehablata user manuail NTRODUCTION If your facility includes different si
86. your mouse pointer over the graph and right click Select Save Picture As browse to the location on your computer where you want to save your graph and click Save The graph should save with a png file extension OTHER OUTCOMES REPORTS VIEWS Percentile Report The eRehabData Percentile Report is a sophisticated case mix adjusted report designed to give useful and accessible information related to the relative position of an IRF compared to the rest of the IRFs in eRehabData Outcomes measures are a tool for developing strategies for improving quality and are not an end to themselves Therefore a facility that is in higher or lower percentiles for various measures is not definitively good or bad Variance from national norms for FIM scoring for instance could indicate scoring problems more than pointing to exemplary or substandard clinical outcomes Long lengths of stay are often a good thing for clinical outcomes but are perceived as a bad thing for financial outcomes All of these factors must be considered when using this report In addition to the Time Period Region and Payer drop downs that appear at the top of many of the eRehabData outcomes reports the Percentile report includes a Detail Level drop down that allows you to view the report for your facility as a whole or by selected RIC Group RIC CMG or IGC Percentile Report Measures The percentile report includes a number of measures availa
87. 0 Patient Satisfaction Instrument oa cerae aoda sa nn 136 11 ORYX SIGNUP oda wg 4 aaa ae net ee BRR Me Ge ee ee oe 138 IV Organization Administrator Features 139 IV A Organization Administrator General Information 139 IV B Manage Facility Screen 139 1 CO ISO vasa ea tia dak Bed anak al a ede ahs ao ks ee Bayete Gdn ee A 140 2 Custom Data WSIS sg tras oh pe act kn are oh raed we een 145 W IRF PAl Features gt a e bee a ee wa ee eS STAG V A The IRF PAI on eRehabData General Information 146 V B Displaying Patient Assessments on the eRehabData Home Screen 158 V C Waiting Assessments HH Hu 164 V D Pre Admission Screening PAS Tool Assessments 165 V E Admission Assessments nun n un eter e eee eens 166 V F Discharge Assessments 2222 c etter eter eee eeeee 167 V G Follow Up Assessments 2 22 cette une 167 V H Appeals Tracking HH rete renee erences 168 Wi Optom Addohis a s gt e eee ee GS SH SS Oe VI A eRehabData Patient Satisfaction System 174 VI B IRF PAI Proficiency Exams 177 erehablata u I INTRODUCTION eRehabData is a full service acute rehabilitation outcomes system that provides real time access to patient assessment
88. 39 Goal 98 FIM_TUBSHOWER_XFER_ADMIT FIM 39K Admit 99 FIM_TUBSHOWER_XFER_DISCH FIM 39K Disch 100 FIM_TUBSHOWER_XFER_GOAL FIM 39K Goal 101 FIM_WALKWHEEL_ADMIT FIM 39L Admit 102 FIM_WALKWHEEL_MEASURE_ADMIT C W C B 39L Admit 103 FIM_WALKWHEEL_DISCH FIM 39L Disch 104 FIM_WALKWHEEL_MEASURE_DISCH C W C B 39L Disch 105 FIM_WALKWHEEL_GOAL FIM 39L Goal 106 FIM_STAIRS_ADMIT FIM 39M Admit 107 FIM_STAIRS_DISCH FIM 39M Disch 108 FIM_STAIRS_GOAL FIM 39M Goal 109 FIM_COMP_ADMIT FIM 39N Admit 110 FIM_COMP_MEASURE_ADMIT CIA V B 39N Admit 111 FIM_COMP_DISCH FIM 39N Disch 112 FIM_COMP_ MEASURE_DISCH CIA V B 39N Disch 113 FIM_COMP_GOAL FIM 39N Goal 114 FIM_EXPRESS_ADMIT FIM 390 Admit 115 FIM_EXPRESS__MEASURE_ADMIT CIV N B 390 Admit 116 FIM_EXPRESS_DISCH FIM 390 Disch 117 FIM_EXPRESS_MEASURE_DISCH CIV N B 390 Disch 118 FIM_EXPRESS_GOAL FIM 390 Goal 119 FIM_SOCIAL_ADMIT FIM 39P Admit 120 FIM_SOCIAL_DISCH FIM 39P Disch 121 FIM_SOCIAL_GOAL FIM 39P Goal 122 FIM_PROBSOLVE_ADMIT FIM 39Q Admit USER FEATURES II D IRF PAl IMPORT 56 erehablata user manual Il USER FEATURES IRF PAI Import Text File Format Continued Record IRF PAI Position Field Name Data Type E
89. All assessments for my facility Select this to display assessments created by any eRehabData user at your facility This option is only available to users who have the privilege User can view all assessments for their facility includes all sites Sort assessments by This option also includes two drop downs which are used together The first Sort drop down specifies what value the assessments lists should be sorted by Sort options include e CMG Sorts the assessments by CMG Date Admitted Sorts the assessments lists by admission date IRF PAI field 12 Date Created Sorts the assessments by the date the record was first created in eRehabData e Date Denied Sorts the assessment by the date the pre admission screening was marked as denied Only applicable to pre admission assessments Date Discharged Sorts the assessments by discharge date IRF PAI field 40 IRF PAI FEATURES V B DISPLAY erehablata Date Transmitted Sorts the assessments by the date they were marked as Accepted by CMS e Impairment Group Sorts the assessments by IGC IRF PAI field 21 Medicare Number Sorts the assessments by Patient Medicare Number IRF PAI field 2 Patient ID Number Sorts the assessments by Patient ID Number IRF PAI field 5b e Patient Name Sorts the assessments by patient last name IRF PAI field 5a e Payer Sorts the assessments by primary payer IRF PAl field 20A RIC Sorts th
90. Allergies Anti Infect PAS boolean Allergies Anesthetic PAS boolean Allergies Narcotic PAS boolean Allergies Analgesic PAS boolean Allergies Vaccine PAS boolean Allergies Drug NEC PAS boolean Allergies Drug NOS PAS boolean Allergies Other Drug PAS boolean Allergies Notes PAS memo Eyes Negative PAS boolean Eyes Vision Change PAS boolean Eyes Glasses Contacts PAS boolean Eyes Cataracts PAS boolean Eyes Glaucoma PAS boolean Eyes Other PAS boolean Eyes Notes PAS memo Hearing Notes PAS memo Cardio Negative PAS boolean Cardio Orthopnea PAS boolean Cardio Chest Pain PAS boolean Cardio Dyspnea On Exertion PAS boolean Cardio Edema PAS boolean erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field Cardio Palpitation PAS boolean Cardio Other PAS boolean Cardio Notes PAS memo Pulmonary Notes PAS memo GI Nausea PAS boolean GI Vomiting PAS boolean GI Colostomy PAS boolean GI Ileostomy PAS boolean GI Notes PAS memo Genitourinary Notes PAS memo Musculoskeletal Notes PAS memo Skin Negative PAS boolean Skin Wound PAS boolean Skin Rash PAS boolean Skin Ulcers PAS
91. BER is the unique ID for the field assigned by eRehabData This unique ID is displayed with your existing custom data fields on the custom data field administration screen which can be viewed by eRehabData facility administrators by logging into eRehabData and clicking My Facility then Custom Data Fields Incomplete Records the IRF PAl Import XML format will accept incomplete records You can upload incomplete records by either omitting the tags corresponding to the fields that have no data or by uploading blanks for those tags However keep in mind that unless you have checked the Do not overwrite existing data with blanks checkbox on the IRF PAI Import screen tags uploaded with blank values will overwrite any existing values in the corresponding fields in the RF PAI TEXT FILE UPLOADS An IRF PAI Import text file should be an ASCII text file with each record contained on a single line and separated from the next by a carriage return line feed Each field in each record is separated by a delimiter of your choosing Acceptable extensions for your uploaded text file include txt csv dat tab and any other extension commonly used to denote a text file During the file import the system will automatically identify the first non alphanumeric character found on the first line of the file as the field delimiter for the entire file Your delimiter can be anything except a letter a digit or an underscore dash or space as these charact
92. Better 50 3 About the Same 0 2 Somewhat Worse 50 1 Much Worse 100 COUNTS The Counts table shows the total number of responses to each question on the selected survey and the count and percentage of each response compared to your region and the nation a ee PSI CUSTOM FACILITY SPECIFIC OUTCOMES REPORTS Facility specific outcomes reports are available for facilities that are tracking custom data configured as drop downs Facility specific reports give you the eRehabData outcomes reports filtered by your facility s custom data items Users with eRehabData facility administrator privileges can configure up to three facility specific drop downs on which these outcomes can be based such as referring hospital attending physician etc After your drop downs have been configured you will need to contact the eRehabData support staff directly to set up generation of your facility specific reports Once custom outcomes are being calculated the custom report display is controlled by a checkbox labeled View Facility Specific outcomes at the top of each of the outcomes reports drill down screens Check that box to display a drop down containing your facility specific data values and make a selection to filter your report by that value For more information on configuring custom drop downs please see Custom Data Fields under the Facility Administrator Features section of this User Manual 4 Referrals Outcomes
93. C Request you will not be able to enter anything into this field RAC Rebuttal Date If you received notification of denial from a RAC they may allow you 15 days to respond before they notify the FI of the denial Enter the date you submitted your rebuttal into this field If your ADR was issued by your FI and you selected FI under FI or RAC Request you will not be able to enter anything into this field Decision Letter Date Enter the date on the decision letter you received from the FI The Fl should make a determination within 60 days of receiving the record Outcome From the correspondence you received from the FI or RAC indicate whether the claim was paid in full Favorable denied in full Unfavorable or partially denied Partially Favorable Reason s for Decision From the correspondence you received from the FI or RAC select the option s that most closely matches the reason s for their decision You can select more than one option Technical denials are not appealable so if you select that option you will not be able to navigate to the other levels of appeal but the other reasons for denial are appealable Claim Amount This value defaults to the eRehabData estimated reimbursement for the claim If the default value does not match the amount calculated by your FI enter your Fl s calculation Amount Paid plus Amount Denied must equal the Claim Amount Amount Paid Enter the amount paid on the claim If no paymen
94. City State Zip Code and Phone NOTE Your CMS Facility ID is not the same as your Medicare Provider ID The Medicare Provider ID that you submit to CMS uniquely identifies your facility to CMS Some facility s provider numbers include a T others do not Because the provider number used for eRehabData logins is numeric only eRehabData facility administrators can edit the provider ID that is included with the data transmission to CMS Changing this value will not affect your login or the provider ID as it is referenced or displayed anywhere else in the eRehabData system This change simply allows you to match the provider ID submitted with your assessments to the number on file with CMS You ll receive warnings or rejections on your transmission status report if the provider ID on file doesn t match what was submitted with your assessments To verify your information from your Manage Facility screen click Facility Settings If you need to edit anything on this screen type in your changes click Save and then log out of eRehabData by clicking LOG OUT in the green toolbar Then log back in Logging out and logging back in allows you to apply the changes to your current user session Any CMS assessment files created before the changes were made will still include the old values so be sure to create new files to apply any changes before transmitting them to CMS erehabiata use BILLING CONTACT INFORMATION The billing contac
95. D code Dx D FU string ICD code Dx E FU string ICD code Dx F FU string ICD code FIM Eating FU enum FIM Grooming FU enum FIM Bathing FU enum FIM Dressing Upper FU enum FIM Dressing Lower FU enum FIM Toileting FU enum FIM Bladder Mgmt FU enum FIM Bowel Mgmt FU enum FIM Bed Transfer FU enum FIM Toilet Transfer FU enum FIM Tub Transfer FU enum FIM Walk Wheelchair FU enum FIM Locomotion Mode FU char W Walk C Wheelchair B Both FIM Stairs FU enum FIM Comprehension FU enum FIM Comprehension Mode FU char A Auditory V Visual B Both FIM Expression FU enum FIM Expression Mode FU char V Vocal N Non Vocal B Both FIM Social Interaction FU enum FIM Problem Solving FU enum FIM Memory FU enum PATIENT SATISFACTION SURVEYS Service Recovery Survey Bathroom Clean int Equipment Working int Rest Frequency int Food Order CorrectF requency int Bathroom Help Frequency int 0 5 Question Concern Promptness int 0 5 Pain Control Frequency int 0 5 int int int int int int 0 5 0 5 0 5 0 5 Stay Info Given 0 3 Treatment Plan Understandable 0 3 Goal Knowledge 0 3 Feel Safe Secure 0 3 Considerate Of Privacy 0 3 Respectful Treatment 0 3 erehablata Assessment Data Download Custom Template Available Fields Continued
96. DIAGNOSIS ICD 22 1L Follow Up Data Upload The Follow Up Data Upload allows you to upload follow up assessment records to eRehabData where they are imported and stored with their associated discharge assessments This is especially useful for facilities who contract with an outside source for follow up data collection in that by providing a contractor with the follow up file format they can assemble collected follow up records into a text file for one easy upload into eRehabData USER FEATURES II D FOLLOW UP DATA UPLOAD 60 erehablata user manual Il USER FEATURES FILE REQUIREMENTS Your Follow Up Data Upload file is an ASCII text file with each record contained on a single line and separated from the next by a carriage return line feed Each field in each record is separated by a delimiter of your choosing During the file import the system will automatically identify the first non alphanumeric character found on the first line of the file as the field delimiter for the entire file Your delimiter can be anything except a letter a digit or an underscore dash or space as these characters often appear in actual data We highly recommend the TAB character as the TAB cannot be embedded in any data fields The fields Operation ADMIT_DATE and FOLLOW_UP_DATE are required All other fields are optional but if a value is present in a field it must be a valid value If you do not have data in some of the fields in
97. Day Last x Days includes today Previous x Days excludes today and a specified date range Select the radio button next to your desired option before typing in any additional parameters like number of days or dates If you do not wish to apply a date filter select All Assessments Include Header This option controls whether your download file will contain a header record with all of the column names If you want column names in your file select Yes Field Delimiter This option allows you to specify what character will separate each individual data element in each record with the recommended TAB character being the default Share Template f you are saving your download options as a template and would like other users at your facility to be able to use your template select Yes If you want exclusive use of your template select No NOTE For organization level downloaders If your template includes facility custom data fields from one facility and you select to use that template to download assessment data at a different facility the facility custom data fields will be removed from the list of available fields and replaced by any facility custom fields exist for the facility whose data you are downloading A window will pop up alerting you of this fact Save Template f you wish to save your download options as a template enter a name for the template into the Save template as box and
98. ENTI FYI NG MATCHI NG RECORDS In order to update or delete an existing record it must be found If not blank normally the following key fields will be used to match an existing record Field Name IRF PAI Element 1 Medicare Number 2 3 First Name 4 4 Last Name 5a 5 Patient ID Number 5b 6 Birth Date 6 7 SSN 7 18 Admit Date 12 see note under Update section above USER FEATURES II D IRF PAl IMPORT 52 erehablata user manual Il USER FEATURES If a key field is blank in the uploaded record that field will not be used to identify a match If a key field other than Admit Date has a value in the uploaded record but is blank in the existing assessment no match will be made If multiple matches occur for example searching only on Last Name Smith matching John Smith and Jane Smith then the record will be ignored Alternative Matching Algorithm Alternatively you can choose to match only on Admit Date and either Medicare Number Patient ID Number or SSN This option is available on the IRF PAI Import screen below the browse window To enable this option for an individual upload before you upload your file check the box labeled Use single field for patient matching and select the field that will be used with Admit Date from the drop down provided UPLOADING YOUR FILE To upload your IRF PAI Import file to eRehabData log in to eRehabData and click Uploads the
99. GC Report Patient Report Service Recovery Discharge Follow Up Historical View Comments and Time Series Graphs Some reports are available as PDF documents On reports where this is available near the top of the report screen is a El PRINT PDF button that you can click to open a new window displaying a PDF version of the report You can then click the print icon in the new window to print your report NOTE This requires Adobe Reader software If you don t already have Reader installed on your computer you can get the latest version from the Adobe website here http get adobe com reader Some reports are also available as an Excel spreadsheet On reports where this is available near the top of the report screen is an EJ OPEN EXCEL button that you can click to either open the comma separated csv file as an Excel spreadsheet or save the csv file to your computer EF PSI OUTCOMES REPORTS DRILL DOWN LEVELS PSI Facility Report Your Facility Report displays all available measures and survey questions for all patients in your facility for your selected survey time period and payer compared to national and regional benchmarks PSI RIC Group Report Clicking on the RI C Group Report link brings you to the RIC Group Report menu On the left side of the screen is a list of the RIC Groups along with their component RICs and IGCs On the right side of the screen is a list of all available measures and erehablata user
100. G_DISCH FIM 39A Disch 70 FIM_EATING_GOAL FIM 39A Goal 71 FIM_GROOMING_ADMIT FIM 39B Admit 72 FIM_GROOMING_DISCH FIM 39B Disch 73 FIM_GROOMING_GOAL FIM 39B Goal USER FEATURES II D IRF PAl IMPORT 55 erehablata user manual Il USER FEATURES IRF PAI Import Text File Format Continued Record IRF PAI Position Field Name Data Type Element 75 FIM_BATHING_DISCH FIM 39C Disch 76 FIM_BATHING_GOAL FIM 39C Goal 77 FIM_DRESS_UPPER_ADMIT FIM 39D Admit 78 FIM_DRESS_UPPER_DISCH FIM 39D Disch 79 FIM_DRESS_UPPER_GOAL FIM 39D Goal 80 FIM_DRESS_LOWER_ADMIT FIM 39E Admit 8 FIM_DRESS_LOWER_DISCH FIM 39E Disch 82 FIM_DRESS_LOWER_GOAL FIM 39E Goal 83 FIM_TOILETING_ADMIT FIM 39F Admit 84 FIM_TOILETING_DISCH FIM 39F Disch 85 FIM_TOILETING_GOAL FIM 39F Goal 86 FIM_BLADDER_ADMIT FIM 39G Admit 87 FIM_BLADDER_DISCH FIM 39G Disch 88 FIM_BLADDER_GOAL FIM 39G Goal 89 FIM_BOWEL_ADMIT FIM 39H Admit 90 FIM_BOWEL_DISCH FIM 39H Disch 91 FIM_BOWEL_GOAL FIM 39H Goal 92 FIM_BEDCHAIRWHEEL_XFER_ADMIT FIM 391 Admit 93 FIM_BEDCHAIRWHEEL_XFER_DISCH FIM 391 Disch 94 FIM_BEDCHAIRWHEEL_XFER_GOAL FIM 391 Goal 95 FIM_TOILET_XFER_ADMIT FIM 39 Admit 96 FIM_TOILET_XFER_DISCH FIM 39 Disch 97 FIM_TOILET_XFER_GOAL FIM
101. IM Log will appear on all of your assessments on eRehabData To use the FIM Log check the Use the FIM Log checkbox and click Save For more information on the FIM Log please see the IRF PAI Features section of this manual Use the Combined I RF PAI screens The combined screens setting allows you to configure the display of your IRF PAl data entry screens Originally each section of the IRF PAl on eRehabData appeared as a separate screen Later the combined screen configuration setting was added so you can display several IRF PAl sections on one screen to reduce the number of screen changes and the amount of scrolling on each screen These screens combine the Identification Admission and Payer Information sections onto one screen the Medical Information and Needs sections onto one screen and the Function Modifiers and FIM sections onto one screen The combined screens were designed for a screen resolution of 600x800 or greater and a font setting of Verdana 9 point which is also the default font setting on eRehabData If you have selected a different font type and or size the screens will still display but may display slightly differently than our target setup To use the Combined IRF PAI screens check the Use the Combined IRF PAI screens checkbox and click Save If you are not satisfied with the new display screens within the IRFPAI you can always return to the individual screens display by unchecking the box and clicking
102. M Pre Morbid Expression PAS FIM Expression PAS FIM Goal Expression PAS FIM Pre Morbid Social Interaction PAS FIM Social Interaction PAS enum FIM Goal Social Interaction PAS FIM Pre Morbid Problem Solving PAS FIM Problem Solving PAS FIM Goal Problem Solving PAS FIM Pre Morbid Memory PAS FIM Memory PAS FIM Goal Memory PAS FIM Other Measure Desc PAS FIM Pre Morbid Other Measure PAS FIM Other Measure PAS FIM Goal Other Measure PAS FIM Notes PAS Therapy Eval PT PAS Therapy Eval OT PAS Therapy Eval SLP PAS Therapy Eval Other PAS Therapy Eval Other Desc PAS PRE ADMIT J USTI FI CATI ON Screening Date PAS Evaluator PAS Screen In Person PAS Screen Record Review PAS Screen Other Desc PAS Recommend Rehab Admission PAS boolean Patient Tolerate Rehab PAS boolean Rehab Prognosis PAS string boolean boolean boolean boolean string date string boolean boolean string Patient Willing to Participate PAS boolean Est LOS 95 Pct PAS float Est LOS Std Dev PAS float Disch Living Setting PAS enum Post Disch Treatments PAS memo Accept Admission PAS boolean Anticipated Admit Date PAS date
103. MS Exams are available for purchase in blocks and priced on a sliding scale The pricing structure is displayed on the Manage Proficiency Exams screen To purchase a block of proficiency exams from your Manage Facility screen click Manage Proficiency Exams then click Purchase Exams This screen displays exam blocks your facility has already purchased Click the Purchase button then use the radio buttons to select the number of exams you wish to purchase Enter billing instructions pertinent notes or other information into the Notes box Then click Purchase again and click OK to confirm You will be redirected to the purchase display screen updated with your new purchase and your exams will be immediately available for assignment To delete an exam block purchase from your Manage Facility screen click Manage Proficiency Exams then click Purchase Exams then click Delete Select the radio button next to the purchase you wish to delete click Delete then click OK to confirm NOTE If you see an X instead of a radio button you cannot delete the associated purchase as the number of exams you would be deleting exceeds the number of exams assigned to users ASSIGNING EXAMS In order to take proficiency exams a user needs only a username and password on eRehabData No user privileges are required To assign a proficiency exam to a user from your Manage Facility screen click Manage Proficiency Exams then click Assign Exam
104. N string AD 7 Gender char AD F Female M 8 Male Race Amerlnd boolean AD 9 Race Asian boolean AD 9 Race AfrAmer boolean AD 9 Race HispLatino boolean AD 9 Race Paclsland boolean AD 9 Race White boolean AD 9 Marital Status enum AD 10 Pre Hospital ZIP string AD 11 ADMISSION INFORMATION Admit Date date AD 12 Assess Ref Date date AD 13 Admit Class enum AD 14 Admit From enum AD 15 Pre Hosp Living Setting enum AD 16 Pre Hosp Living With enum AD 17 PAYER INFORMATION Payer Primary enum AD 20A Payer Secondary enum AD 20B MEDI CAL INFORMATION ADM IGC string AD Impairment Group 21 Admit Code DIS IGC string D Impairment Group 21 Disch Code Diagnosis string AD ICDICD code 22 22A Diagnosis B string AD ICDICD code 22B Diagnosis B string AD ICDICD code 22C Onset Of Dx date AD 23 Comorb A string AD ICD code 24A Comorb B string AD ICD code 24B Comorb C string AD ICD code 24C Comorb D string AD ICD code 24D Comorb E string AD ICD code 24E erehablata Assessment Data Download Custom Template Available Fields Continued Comorb F string AD ICD code 24F Comorb G string D ICD code 24G Comorb H string D ICD code 24H Comorb string D ICD code 24l Comorb J string D ICD code 24j C
105. NLOAD PARAMETERS Search By This option determines how your date filter will be applied if you specify a date range You can filter for assessments by follow up assessment date or discharge date Date Range This option allows you to filter assessments by the search date type you specified above Ranges include All Today Last x Days including today Previous x Days excluding today and a specified date range Select the radio button next to your desired option before typing in any additional parameters like number of days or dates If you do not wish to apply a date filter select All Assessments Include headers in download file This option controls whether your download file will contain a header record with all of the column names If you want column names in your file select Yes Once you have selected your parameters click Retrieve You will see a list of the parameters you chose along with a list of the assessments that will be included in the file However at this point the file has not yet been created this is just a preview To create and download the file click Create Follow Up File You will see a link with the name of the file Click on the link to save the file to your computer aT FILE STRUCTURE If you specified that your file should include a header record the first record in the file is the header record containing column names each separated by a tab ASCII 9 The first value in each record is the
106. NOTE ABOUT SAVING YOUR EXAM ANSWERS The answers you enter into your scenario assessment screens are saved only when you go to another screen or refresh the current screen by clicking the tab corresponding to the RF PAI section you are on For example if you are on the FIM screen entering FIM scores you can save your entries by clicking the FIM tab to refresh that screen or by clicking another tab the Next button at the bottom of the screen HOME or even LOG OUT to leave the screen NOTE It is important to remember that the information isn t saved as you type into each field but only once you click a tab or button on eRehabData To illustrate let s say you are entering FIM scores onto the FIM screen and you are called away from your desk You leave without logging out of eRehabData You are gone long enough approximately 2hours that the system automatically logs you out ending your user session In this case if before you left your desk you clicked the FIM tab to save your data to the FIM screen your scores will be saved even though your user session timed out If you didn t click the FI M tab or another tab or button to save your data when you return you will still see the scores you entered displayed on the FIM screen but because your session timed out when you next click your mouse you will be redirected to the login screen and the scores you entered will be lost TFT EE STARTING YOUR EXAM To start your exam click on the ex
107. Name Admit Date Discharge Date Patient ID and SSN The file downloads as a tab delimited text file Each line contains one record and each record is separated by a carriage return ASCII 10 with each element in the record separated by a tab character ASCII 9 The individual elements are not delimited by any additional characters i e they are not surrounded by quotes etc Furthermore no characters are escaped since users cannot enter the tab delimiter into data fields You may wish to link follow up data with downloaded IRFPAI data in order to do custom analysis The AssessUniquelD field described below is the unique eRehabData integer assigned to each IRFPAI assessment and can be found in all assessment downloads NOTE The Assessment Data Download Custom Template allows you to download IRF PAI records with their associated follow up assessments so you may prefer to use that download for purposes of comparing IRF PAls to follow ups To download your follow up data log onto eRehabData and click Downloads then click Follow Up Data Download You will see a list of file options broken down into three sections Search By Date Range and Include Headers in download file NOTE If you do not see the Downloads or Follow Up Data Download options you will need to contact your facility s eRehabData administrator and ask them to grant you the privilege User can download assessments from their facility Bae ee OO a x DOW
108. Next select your time period Quarter Month Year or 60 Rule Year from the Period drop down NOTE Quarter and year refer to calendar quarter and year not fiscal Then select your start and end dates using the Start Date and End Date drop downs and indicate whether you want the comparisons to display national or regional data using the Compare to and Regions drop downs NOTE The Regions drop down only appears if you select Region in the Compare to drop down Using the Weight FIM Calcs option you can specify whether your comparison values should be volume adjusted for your facility s case mix weighted or unweighted To display your measure s and time period for a particular RIC Group RIC CMG or IGC or combination thereof select a RIC Group RIC CMG or IGC from the select box You can select multiple options for comparison by holding down the Ctrl key as you click on each option If you do not make a selection data for all patients will be displayed You can also select one or more tiers by using the View by Tier select box To select more than one tier at a time hold down the Ctrl key while clicking on each tier If you do not select one or more tiers data for all tiers will be displayed NOTE Tiers only apply when viewing measures by CMG Use the Payer drop down to display your selections for All Payers or Medicare or Non Medicare only If you would l
109. OUP_ADMIT 1 Admit 29 IMPAIR_GROUP_DISCH S 21 Disch 30 DIAGNOSIS ICD 22 31 ONSET_DATE D 23 32 COMORB_A ICD 24A 33 COMORB_B ICD 24B 34 COMORB_C ICD 24C 35 COMORB_D ICD 24D 36 COMORB_E ICD 24E 37 COMORB_F ICD 24F 38 COMORB_G ICD 24G 39 COMORB_H ICD 24H 40 COMORB_ ICD 24l 41 COMORB ICD 24 MEDICAL NEEDS SWALLOWING_ADMIT 27 Admit SWALLOWING_DISCH 27 Disch FUNCTION MODIFIERS 48 FMOD_BLADDER_ASSIST_ADMIT FIM 29 Admit 49 FMOD_BLADDER ASSIST_DISCH FIM 29 Disch 50 FMOD_BLADDER ACCIDENT _ADMIT FIM 30 Admit 51 FMOD_BLADDER ACCIDENT_DISCH FIM 30 Disch 52 FMOD_BOWEL_ASSIST_ADMIT FIM 31 Admit 53 FMOD_BOWEL_ASSIST_DISCH FIM 31 Disch 54 FMOD_BOWEL_ACCIDENT_ADMIT FIM 32 Admit 55 FMOD_BOWEL_ACCIDENT_DISCH FIM 32 Disch 56 FMOD_TUB_XFER_ADMIT FIM 33 Admit 57 FMOD_TUB_XFER_DISCH FIM 33 Disch 58 FMOD_SHOWER_XFER_ADMIT FIM 34 Admit 59 FMOD_SHOWER_XFER_DISCH FIM 34 Disch 60 FMOD_DIST_WALKED_ADMIT 0 3 35 Admit 61 FMOD_DIST_WALKED_DISCH 0 3 35 Disch 62 FMOD_DIST_WHEEL_ADMIT 0 3 36 Admit 63 FMOD_DIST_WHEEL_DISCH 0 3 36 Disch 64 FMOD_WALK ADMIT FIM 37 Admit 65 FMOD_WALK_DISCH FIM 37 Disch 66 FMOD_WHEELCHAIR_ADMIT FIM 38 Admit 67 FMOD_WHEELCHAIR_DISCH FIM 38 Disch FIM INSTRUMENT 68 FIM_EATING_ADMIT FIM 39A Admit 69 FIM_EATIN
110. PAS boolean Nursing Wound Care PAS boolean Therapy Needs PT PAS boolean Therapy Needs OT PAS boolean Therapy Needs SLP PAS boolean Therapy Needs Prosthetics PAS boolean Req Intensive Therapy PAS boolean Therapy Min Day PAS int Therapy Days Week PAS int Team Ataxia Motor Planning PAS boolean Team Balance PAS boolean Team Cognition PAS boolean Team Disease Mgmt PAS boolean Team Elimination PAS boolean Team Endurance PAS boolean Team Family Train Edu PAS boolean erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field Team Independent ADLs PAS boolean Team Mod Indep PAS boolean Team Pain Mgmt PAS boolean Team Precautions PAS boolean Team ROM PAS boolean Team Safety PAS boolean Team Wound Mgmt PAS boolean Team Speech PAS boolean Team Strength PAS boolean Team Swallowing PAS boolean Team Transfers PAS boolean Team Vision PAS boolean Team Other PAS boolean Team Other Desc PAS string Justification Notes PAS memo Physician Signed PAS boolean Physician Signature PAS string Physician Signed Date PAS date Physician Signed Time PAS time PRE ADMIT NOTES Notes PAS memo Multiple notes should be separated by semicolons
111. PUSHScore int D 52F Disch ADM Balance Problem boolean AD 53 Admit DIS Balance Problem boolean D 53 Disch DIS Number Falls int D 54 3 HIPPS Data Download V2 Created primarily for import into hospital billing software programs the HIPPS Data Download V2 collects various values calculated from assessments into a delimited ASCII text file which can then be imported into any system that accepts tab comma or vertical bar delimited text files Tab delimited is recommended since the tab character cannot be embedded as data in any field The file downloads as a delimited text file using the delimiter you specify Each line contains one record and each record is separated by a carriage return ASCII 10 with each element in the record separated by your selected delimiter To download your HIPPS Data V2 file log in to eRehabData and click Downloads then click HIPPS Data Download V2 You will see a list of options that you can use to specify which assessments you will download NOTE If you do not see the Downloads or HIPPS Data Download V2 options you will need to contact your facility s eRehabData administrator and ask them to grant you the privilege User can download assessments from their facility Ra aa F DOWNLOAD PARAMETERS Facility Data to Download This option allows you to download data for either any single facility in your organization or for all facilities in your organization combined How
112. Physicians staff and other administrative employees should not be allowed to see the completed survey You can find a sample cover letter that you can customize and include when you give patients their Service Recovery Surveys here https web2 erehabdata com erehabdata help ServiceRecoverySampleLetter doc OPTIONAL ADD ONS VI OPTIONAL ADD ONS 174 erehablata user Manual VI OPTIONAL ADD ONS Discharge Survey The purpose of the discharge survey is to gather information about a patient s total experience in the rehab facility The survey should be distributed to the patient the day before or the day of discharge A designated person at your facility will give the patient and or their family a printed copy of the survey to complete Once completed the survey should be returned in a sealed envelope or by other such discreet means to the person or department responsible for data entry Physicians staff and other administrative employees should not be allowed to see the completed survey You can find a sample cover letter that you can customize and include when you give patients their Discharge Surveys here https web2 erehabdata com erehabdata help DischargeSurveySampleLetter doc Follow Up Surve The purpose of the follow up survey is to gather information about a patient s level of satisfaction with any services and equipment that were ordered at discharge and to compare functioning at follow up as compared to d
113. SS_LOWER FIM 32 FIM_TOILETING FIM 33 FIM_BLADDER FIMB 34 FIM_BOWEL FIM 35 FIM_BEDCHAIRWHEEL FIM USER FEATURES II D FOLLOW UP DATA UPLOAD 63 erehablata user manual Il USER FEATURES Follow Up Data Upload File Format Continued Record IRF PAI Position Field Name Data Type Element 6 TO 37 FIM_TUBSHOWER FIM 38 FIM_WALKWHEEL FIM 39 FIM_WALKWHEEL_MODE C W C B 40 FIM_STAIRS FIM 41 FIM_COMP FIM 42 FIM_COMP_MODE C A V B 43 FIM_EXPRESS FIM 44 FIM_EXPRESS_MODE CIV N B 45 FIM_SOCIAL FIM 46 FIM_PROBSOLVE FIM 47 FIM_MEMORY FIM E aaa 12 PSI Scan Upload Facilities enrolled in the eRehabData Patient Satisfaction System have two ways to enter completed survey results into eRehabData by typing results directly into the eRehabData interface or by creating a text file of collected survey results either by hand or with the use of scanning software and uploading the file to eRehabData LL N FILE REQUI REMENTS Your PSI Scan Upload file is an ASCII text file with each record contained on a single line and separated from the next by a carriage return line feed Each field in each record is separated by a delimiter of your choosing During the file import the system will automatically identify the first non alphanumeric character found on the first line of the file as the field delimiter for the entire file Your delimit
114. Select a user by clicking in the radio button to the left of the user s name and then click Next A confirmation box will appear with the user s name and brief descriptions of the test scenarios to be assigned Scenarios are selected at random by the eRehabData system from a pool of 25 possible scenarios NOTE A user cannot be assigned the same scenario more than once By default all IRF PAI fields are required on an exam It is possible to complete an exam with empty fields but skipped answers will be counted against the overall exam score f ADMINISTRATOR FEATURES III B MANAGE PROFICIENCY EXAMS 32 erehablata Rather than requiring users to complete the entire IRF PAl for each scenario you can modify the exam requirements to focus on specific areas of the IRF PAI using the following exam options No ICDs Check this to exempt the user from entering any ICD 9 codes including Diagnosis Comorbidities and Complications No optional fields Check this to exempt the user from entering any information on the Medical Needs and Quality Indicators sections as well as any other fields not normally required for assessment completion NOTE This includes comorbidities so if you select this option the user will not be able to score comorbidities No Patient Information Check this to exempt the user from entering any information on the Identification Information section of the IRF PAl No Medical Needs Check this to exempt the user from
115. Street for a particular assessment you would append the following to the record TAB ohn Doe TAB TAB 123 Maple St The importer will only process as many appended fields as there are facility specific data elements for your facility Extra fields will be ignored NOTE Beginning 10 1 2014 it will no longer be possible to upload complete IRF PAI records using the text file upload From that day forward only fields that exist across all versions of the IRF PAI can be imported with a text file The fields that will no longer be imported are highlighted in pink in the text file format below Any data present in those fields in an uploaded text file will be ignored The remaining fields will maintain their position in the import file so their location in each record will not change Please refer to the IRF PAI Import Text File Format section below for more details nu ___ ______ ___ TEXT FILE IMPORT COMMANDS The first field in each record is the Record_Type field where you indicate with a single character what action you want to perform with that record Valid values are A Add a new assessment record The assessment does not have to be complete If you have any incomplete records make sure you use your delimiter as a placeholder for any blank fields that appear between fields with data If a duplicate assessment is found in the eRehabData system while trying to add a new assessment the new record will not be imported Also if any data
116. TR OR FEATURES I11 B VIEW LOGINS 131 erehabi ata user manua Ill FACILITY ADMINISTRATOR FEATURES 9 Manage Proficiency Exams The eRehabData Proficiency Exam system is an optional add on to the standard eRehabData subscription The system consists of IRF PAI proficiency exams and proficiency exam outcomes reports and is managed entirely by your facility s eRehabData facility administrators or non admin users who have been granted the privilege to manage proficiency exams for their facility Through the admin screen users with those privileges can purchase proficiency exams assign them to users at the facility correct completed exams review the corrected exams and view outcomes reports which include comparisons between users at the facility and national comparisons NOTE Non facility administrators with the privilege Non admin user can manage IRF PAI proficiency exams will enter this area through a Proficiency Exams link under the Manage header on the left side of their home screen Each proficiency exam includes two patient scenarios for which patient assessments must be completed By default all IRF PAl fields are required for each scenario but the exam requirements can be tailored to focus on specific areas of the IRF PAI such as the FIM or to exclude certain areas like Medical Needs or Quality Indicators The exams are designed to be distributed and completed online through the eRehabData system PURCHASING EXA
117. The eRehabData Referrals Outcomes reports allow users with outcomes reports privileges to view outcomes on their patient referrals and admission denials The data for the reports come from denied pre admission assessments and IRF PAI assessments that began as pre admission assessments The reports are generated from live data meaning that as pre admits are converted to admission assessments or denied this information is immediately reflected in the reports To get to the reports from your eRehabData home screen click Referrals Outcomes The reports include a number of filters which you can apply to view the data for your date range by selected referral source referring physician internal or external source and or denial reason Because none of the fields on a pre admission assessment are required for each calculation the reports only include assessments where a value is present The reports output tables of numeric data with associated pie charts and are available at the Facility RIC CMG and Patient levels The filters and output are detailed below REPORT FILTERS Referral Source This drop down lets you select from your facility custom list of referral sources If your facility has not configured a custom data field drop down called Referral Source this filter will not be available on your reports Custom data fields are configured by an eRehabData facility administrator for your facility FEATURES II E REFERRALS OUTCOMES 109 ere
118. Upload or Assessment ID Data Upload These records are not yet assessments they are staged after upload awaiting final acceptance into the system By clicking on the tabs on the left side of a waiting assessment you can view the information uploaded for an assessment but waiting assessments cannot be edited other than with subsequent uploads To create an admit assessment from a waiting assessment click the MGMT tab on the waiting assessment and then click the Accept button This will move the record from the Waiting Assessments table into one of the assessments tables and open it up for edits If the record was uploaded using the Assessment ID Data Upload it becomes an admission assessment when it is accepted If the Full Assessment Upload was used the record becomes a discharge assessment when it is accepted If the record was uploaded in error you can delete it from the MGMT tab by clicking on the Cancel button erehablata user manua ea V D Pre Admission Screening PAS Tool Assessments With the 2010 IRF PPS Final Rule CMS mandated that rehabilitation facilities complete a pre admission screening on all of their patients The Rule requires that specific information be collected on each patient prior to admission in order to fully establish the medical necessity and appropriateness of the rehab admission The eRehabData Pre Admission Screening PAS Tool satisfies those requirements while offering Referrals Outcomes reports which a
119. _blank pdf V H Appeals Tracking On the Management MGMT screen on all of your assessments marked as Accepted by CMS in eRehabData is a button labeled Activate Appeals which you can click to log an Additional Documentation Request and create a trail of payment denials and appeals for the assessment Once created your denials appeals tracking screens will be available under a new tab labeled APPEALS The appeals screen allows you to track claim denials and appeals on individual assessments throughout the entire appeal process starting with the Additional Documentation Medical Records Request and going all the way to where your appeal terminates up to the Federal District Court level The information entered into this screen is used to generate reports that can be referred to for future claim denials to help ensure that your facility s claims are being processed in a fair and consistent manner All fields on the appeals screens are required in order to proceed to the next appeal level Once you have completed and saved all the fields for one level of an appeal if another level is indicated the next level will appear in the Level drop down at the top of the screen and you can proceed You can save your data by clicking on the Appeals tab or any of the IRF PAl tabs the Next button at the bottom of the screen or even the HOME or LOGOUT buttons Appeals created accidentally can be deleted from the Management MGMT screen of an asses
120. a file for transmission to CMS It is locked and cannot be edited without first being processed on the CMS File Transfer screen Accepted by CMS The record has been marked as Accepted by CMS Filed The non Medicare Medicare MCO or Medicare secondary payer record has been Filed Denied On PAS Tool assessments the record has been denied PAS Decision This displays the result of the PAS review as indicated by the Rehabilitation Disposition field on the J ustification tab and indicates what action should be taken with the record Possible values are Accept When the Rehabilitation Disposition is Accepted this indicates that the PAS awaits conversion to an admission IRF PAl record Re screen When the Rehabilitation Disposition is Re screen this indicates that a re screening needs to be performed Deny When the Rehabilitation Disposition is Denied this indicates that the PAS should be denied 60 Rule Compliant This displays a Y for assessments that are conditionally compliant and an N for assessments that are not conditionally compliant Line Number If you choose to display line number each row in your assessments lists will begin with a number representing the row number FIM and IGC vs Diagnosis warnings This option allows you to display coding and scoring warnings If an assessment has a warning associated with it depending upon the warning or warnings you will see any combination of the
121. a record your delimiter must still be used as a placeholder for empty fields where there are gaps in the data OE IMPORT COMMANDS The first field in each record is the Operation field where you indicate with a single character what action you want to perform with that record Valid values are A Add a new follow up assessment record The assessment does not have to be complete If you have any incomplete records make sure you use your delimiter as a placeholder for any blank fields that appear between fields with data If the matched discharge assessment already has follow up data the new follow up record will not be added U Update an existing follow up assessment record All fields in the existing follow up assessment are changed to the values in the new record This means that when updating it is possible to overwrite existing values with blanks if there are values in fields in the existing assessment that are not present in the uploaded record D Delete an existing follow up assessment record If a single follow up assessment is matched it will be deleted The first non alphanumeric character following the Operation character is assumed to be your delimiter aaa ERROR CHECKING The Follow Up Data Upload performs data validation checks as it imports records Records including any data that do not pass the validation checks will not be imported Any such problems encountered during th
122. a to ensure that your facility specific outcomes reports include all applicable assessments FACILITY SPECIFIC OUTCOMES REPORTS The standardization of data entry offered by custom drop downs gives facilities the opportunity to generate outcomes reports based on drop down values For example if you are recording primary caregiver information in patient assessments it is possible to generate outcomes at the Facility RIC Group RIC CMG IGC and patient levels based on primary caregiver eRehabData can generate facility specific outcomes based on up to three facility custom fields which must be configured as drop downs To set up facility specific outcomes reports please contact eRehabData support staff directly at 202 588 1766 As with the other outcomes reports the reports will be recalculated nightly NOTE Once your custom outcomes reports have been set up if you make any edits to the available options in a drop down custom data field you will need to contact the eRehabData support staff to make sure your custom outcomes reports are updated to match 4 Facility Settings CMS TRANSMIT FILE INFORMATION Before creating any files for transmit to CMS you must confirm that your facility information in the eRehabData system matches the information on file with CMS Unless your facility information on file with CMS changes this is a one time only requirement CMS requires your Medicare Provider ID CMS Facility ID Address one line
123. abData using the Assessment ID Data Upload or by uploading partial or complete admission assessment records to eRehabData using the IRF PAI Import DISCHARGE ASSESSMENTS You can create discharge assessments two ways by clicking the Discharge button on the MGMT screen of an admission assessment or by uploading partial or complete discharge assessment records to eRehabData using the IRF PAI Import EDITING EXISTING ASSESSMENTS To view or edit existing assessments click on the patient name in your in progress assessments lists on your eRehabData home screen For more information on locating assessments on your home screen please see the Displaying Patient Assessments on the eRehabData Home Screen section of this manual WORKING IN MULTIPLE BROWSER WINDOWS OR TABS Your web browser can only track one patient record at a time If you attempt to open multiple patient records in separate browser windows or tabs you will see a Multiple Windows Warning message that will prevent you from opening more than one record simultaneously or visiting the CMS Transmit File screen while you have a record open in another tab or window If you get a Multiple Windows Warning message you should locate all windows or tabs open to eRehabData click the HOME button on each of those and then close all but one If that does not clear the Multiple Windows Warning message you will need to click the LOG OUT button in the top navigatio
124. ablata user manual Il USER FEATURES STEP 2 Review Any Problems This step alerts you to any problems that were found during validation The following is an example of what you might see Step 2 Review any problems 1 assessments were filed 1 assessments are valid No problems were encountered Next Any problems found with individual assessments will be listed on screen and problematic assessments will be left with the status Locked Complete so that you may fix the problem and try again These assessments cannot be included in a CMS transmit file until the stated problems are fixed Assessments which were validated are flagged as Locked xmit Validated and will appear in step 3 Click Next to acknowledge and proceed to step 3 STEP 3 Confirm Valid Assessments This step shows all of the validated assessments The following is similar to what you might see Step 3 Confirm valid assessments Confirm assessments you wish to include in your transmission file You can include multiple assessments i one CMS transmission file Select Confirm to include an assessment in the download file Select Revert to change an assessment s state back to Locked Select Leave to keep an assessment in Step 3 with Valid status Choose the action you wish to perform on each assessment and click Next Action Name Medicare Medicare Admit Cleave CRevert Confirm Sample Patient Yes Primary N
125. action survey screens For more information on the Patient Satisfaction System and instructions on entering patient satisfaction survey data please see the eRehabData Patient Satisfaction System section of this manual Metrics Tab Once you have entered enough information into an assessment for a CMG calculation the Metrics screen displays clinical and reimbursement information as well as clinical comparisons for the assessment in a series of tables In general order those tables are described as follows RIC CMG Table This table lists the assessment s IGC RIC CMG tier HIPPS code 60 rule conditional and presumptive compliance status and FIM totals erehablata user manua E EATON Assessment Dates Table This table displays DOB admit and discharge dates and patient age at admit Length Of Stay Table The patient s LOS is displayed in the highlighted tier row of the Patient column If no discharge date has been entered the LOS is followed by an asterisk indicating that the number displayed is a running LOS Facility Region and Nation columns display average LOS for each tier calculated from the eRehabData database The Final Rule column displays the average LOS for each CMG and tier from the final rule Medicare Pricer Table Federal Rate Facility Adjusted Payment Transfer per Diem on admit assessments Transfer Payment on discharge transfers and Payment Weight are displayed for each tier Your facility ad
126. adjuster to appropriately reflect the date that the changes take effect erehabllata user manual Ill FACILITY ADMINISTRATOR FEATURES To delete an adjuster from your Manage Facility screen click Facility Pricer Adjuster From your list of facility adjusters select the radio button to the left ofthe adjuster you wish to delete and click Delete then click OK to confirm deletion FACILITY ADJUSTER CALCULATIONS Reimbursement calculations based on your facility adjusters are displayed in the Medicare Pricer table on the Metrics screen for all Pre Admit Admission and Discharge assessments For Pre Admit and Admission assessments the Medicare Pricer table includes e The applicable Facility Adjuster The Federal Rate for the CMG and Tier highlighted e The Federal Rate for the other Tiers within that CMG e The Facility Adjusted Payment Federal Rate x Facility Adjuster e Transfer per Diem used for calculating transfer payments e High Cost Outlier Threshold This is the amount that would need to be exceeded in cost before additional reimbursement would be granted to the facility For Discharge assessments the Medicare Pricer section includes e The applicable Facility Adjuster The Federal Rate for the CMG and Tier highlighted e The Federal Rate for the other Tiers within that CMG e The Facility Adjusted Payment Federal Rate x Facility Adjuster e Transfer per Diem or Transfer Payment if the patient is a transfe
127. age Length of Stay ALOS values used for this calculation are not those specified in the Final Rule The ALOS used is as follows your facility s ALOS for the last 180 days for each CMG represented in your census is used as the basis for the average If your facility had fewer than 5 patients for any particular CMG in the last 180 days then the National ALOS as found in the eRehabData database is used for that CMG for the average Total Estimated Medicare Per Diem The estimated total Medicare reimbursement for the selected day based on Medicare patient count and the average per diem 60 Rule Conditional Presumptive Compliance Rate The percentage of patients who meet 60 rule compliance guidelines NOTE This calculation excludes assessments for which 60 rule compliance cannot be calculated i e assessments with insufficient data For information on how presumptive and conditional compliance values are calculated please review these documents on the eRehabData website https web2 erehabdata com erehabdata help 75percentConditionalPresumptive htm https web2 erehabdata com erehabdata help 75percentmethodology htm erehablata 60 Rule Conditional Presumptive Compliant Patients The number of patients who meet 60 rule compliance guidelines 60 Rule Conditional Presumptive Non Compliant Patients The number of patients who are not 60 rule compliant 60 Rule Unknown Compliance The number of patients
128. ainst the total number of denials and admissions while the referrals conversion percentages are based on the total number of referrals from each source The accompanying pie chart shows erehablata referrals by referral source percentages calculated against the total number of referrals You can click on a referral source to filter the report by the selected source along with your other filters Distribution by Denial Reason This table displays counts and percentages by denial reason for your facility your region and the nation Percentages are calculated against the total number of denials for each geographic category The accompanying pie chart shows facility denials You can click on a denial reason to filter the report by the selected reason along with your other filters Referrals by Zip Code This table displays counts and percentages of denials admissions and referrals by zip code specified in IRF PAl Item 11 Zip Code of Patient s Pre Hospital Residence on the pre admit assessment Percentage values for denials and admissions are calculated against the total number of denials and admissions while the referrals conversion percentages are based on the total number of referrals from each zip code The accompanying pie chart shows referrals by zip code percentages calculated against the total number of referrals Referrals by Primary Payer This table displays counts and percentages of denials admissions and referrals by
129. aluation basis for all facilities until December 31 2004 you will still have access to surveys completed then even if your facility has not subscribed to the system E PATI ENT SATI SFACTI ON SYSTEM SI GNUP Any eRehabData facility administrator can sign up your facility for the Patient Satisfaction System To sign up from your eRehabData home screen click My Facility then click Patient Satisfaction Instrument and check the checkbox labeled I request the subscription to eRehabData s PSI service on behalf of my facility and also acknowledge the 4500 00 fee For information on the other configuration options available on the PSI Signup screen please refer to the Patient Satisfaction Instrument section of this manual a ee PATIENT SATISFACTION SYSTEM SURVEYS Service Recovery Survey The purpose of the Service Recovery Survey is to gather information about a patient s experience in the rehab facility while they are still in your facility in order to give you an opportunity to address areas of improvement early in the patient s stay The survey should be completed by the patient and or family on the third fourth or fifth day of the rehabilitation stay A designated person at your facility will give the patient and or their family a printed copy of the survey to complete Once completed the survey should be returned in a sealed envelope or by other discreet means to the person or department responsible for data entry
130. am link in the Proficiency Exams table on your eRehabData home screen Two patient scenarios will be listed To start a scenario click the Start link to the right of a scenario name The management MGMT screen for that scenario will appear and a OPTIONAL ADD ONS VI B IRF PAl PROFICIENCY EXAMS 177 erehabi ata user manual VI OPTIONAL ADD ONS pop up window will display the patient scenario To print the scenario in the menubar of the pop up window click File then Print SCENARIO SCREENS While in a scenario assessment you ll see a list of tabs on the left side of the screen displayed next to colored flags Each tab corresponds to a section or sections of the IRF PAI with the exception of the MGMT tab The colored flags next to the tabs for each section indicate the completion status of each section with green indicating that nothing more is required for that section and yellow indicating that some required information is missing Red flags are displayed after you click the Complete button on the MGMT screen to highlight sections that still need attention Click on a tab for an IRF PAI screen to go directly to that section of the IRF PAI A description of each tab follows Mgmt Tab The scenario management screen is the starting point for the functions you can perform on the scenario The top of the management screen displays some general information about the scenario including any exam options that have been set for you
131. ant and vice versa To identify assessments made compliant based on a comorbidity you can filter for Presumptive By Comorbidity or Conditional By Comorbidity You can also filter assessments for Presumptive FY2016 Presumptive By Comorbidity FY2016 Presumptive Pre FY2016 Presumptive By Comorbidity Pre FY2016 or Presumptive Pre FY2016 Not Presumptive FY2016 Details Select No Details to only display the summary Select Show Assessment Details to also display the list of assessments returned by your filters These filters only apply to the Details table that lists individual patients The Details table can be viewed when the Details option is set to Show Assessment Details 60 Rule Compliance Report Output Summary by Date Your summary shows Conditional Conditional Without Comorbidity Presumptive FY2016 Presumptive Without Comorbidity FY2016 Presumptive Pre FY2016 Presumptive Without Comorbidity Pre FY2016 Presumptive Not Conditional Conditional Not Presumptive and Presumptive Pre FY2016 Not Presumptive FY2016 patient counts and percentages for All Payers Medicare and Non Medicare assessments and Medicare primary plus secondary payer assessments NOTE The summary is dependent only upon the dates you enter in the date filters The other filter options do not apply to the summary list so your Pa
132. appear under the CUSTOM tab on each assessment and can be made required so an assessment won t be considered complete until the required custom fields have been filled out CMS has two sets of requirements for data the minimum data set that must be present in order for a record to be accepted into the QIES ASAP database and the data set required under the IRF Quality Reporting Program If any items belonging to the CMS minimum data set are missing from a record in eRehabData you will not be able to complete and send the record to CMS until the missing information has been entered Items belonging to the QRP dataset can be omitted However failure to submit QRP items may result in a 2 across the board reimbursement penalty for your facility for the applicable QRP year For records that must be transmitted with incomplete QRP items eRehabData offers an override checkbox that appears on the MGMT tab when you click Complete If any QRP items have not been completed you will see a warning message like this CMS IRF Quality Reporting Program data are missing Warning This may result in Medicare payment reductions for your facility missing QRP items listed here erehablata r manual V IRF PAl FEATURES Check this box to override eRehabData completion checking for incomplete fields that CMS has identified as required to preserve full Medicare reimbursement in the CMS IRF Quality Reporting Program This may result in M
133. ared by other users at their facility To load a template select the radio button next to the template name and click Load Additionally users can delete templates they have created by selecting the radio button next to the template name and clicking Delete Facility Data to Download This option allows you to download data for an individual facility or multiple facilities in your organization or for all facilities in your organization combined However if you select more than one facility or the All Facilities in Organization option your file will contain an additional data field identifying each record s facility Medicare provider number and it will not contain facility custom fields NOTE The Facility Data to Download option is only available to users belonging to an organization that has more than one subscriber facility on eRehabData and the privilege to download data from multiple facilities can only be assigned by an eRehabData organization administrator Select Available Fields This box displays all fields available for download grouped by section You can select individual fields or entire sections for download To select an individual field click on it To select multiple fields hold down the Ctrl key while you click on each field name To select an entire section click the section name For example to grab all of the IRF PAI identification information fields select the section header labeled Identification Infor
134. as signed by the physician There are four different levels of enforcement as detailed below NOTE Requiring electronic signatures only controls the way the physician signature boxes can be filled out on the PAS Tool It does not affect the ability to admit or deny pre admission screenings and does not require that a signature be present before a screening can be admitted It also does not affect signatures on the IRF PAI Electronic Signature Enforcement Levels No Restrictions This option allows users to type freely into the physician signature date and time fields on the PAS Tool Users have the option of configuring a signature in their erehablata user account to effectively use as a shortcut for signing PAS Tool assessments but this is not required Signature Required This option requires that a user have a signature configured in their account in order to be able to complete the physician signature fields on the PAS Tool When this level of enforcement is selected the PAS Tool may still be modified after it is signed Signature Locking This option requires that a user have a signature configured in their account in order to be able to complete the physician signature fields on the PAS Tool and locks the PAS Tool against any edits after it is signed Signed and locked PAS Tools can be unlocked if necessary by anyone with the ability to edit PAS Tool assessments using the Unlock button on the MGMT tab but doing so will
135. ata From the Follow Up Data Upload screen use the Browse button to browse to the location of the file you created for upload In your browse window make sure that under Files of Type you have selected All files or you may not see your upload file Double click on the filename and then click Upload You should see the following message appear on the screen File Upload successful The file lt filename gt was successfully uploaded It has been assigned ID lt number gt It now awaits processing in the upload queue Once it has been processed the results will be sent to you via the eRehabData messaging system accessible from the Launch Screen Uploaded files are processed at regular intervals Once the assessments in your upload file have been processed you will receive a message via the eRehabData messaging system confirming your assessment import The message will list the assessments imported state the number of successfully processed assessments and detail any problems found with specific assessments You can access your messages from your eRehabData home page For more information on viewing your messages please see View Messages under the eRehabData Messaging System Send Message section of this manual You can print out the entire message so you can refer to it when reviewing your imported data The easiest way to do this is to pull up your message and press Ctrl A to select everything
136. ata user manual VI OPTIONAL ADD ONS facility Completed scannable surveys can also still be hand entered Foreign language surveys are not available in scannable form at this time NOTE Scanning of the patient satisfaction forms requires third party hardware and software Please review this document available under the HELP icon on the Admin PSI Signup screen for more information on scanning and uploading PSI forms https web2 erehabdata com erehabdata help PSI PSI AdminHelp htm VI B IRF PAI Proficiency Exams Your eRehabData IRF PAI Proficiency Exam is assigned to you by an eRehabData facility administrator for your facility The exam consists of two patient scenarios for which you will complete two patient assessments To access your exam you will need to log in to eRehabData using the login information provided to you by your eRehabData Facility Administrator nun SS SST LOGGING IN TO eREHABDATA To log in to eRehabData open a web browser and go to http www eRehabData com Next type your facility s 6 digit Medicare provider number your username and your user password into the appropriate boxes and then click Enter Once logged in you will see a link to your exam near the top of your eRehabData home screen in a table labeled Proficiency Exams If you see a checkbox labeled Proficiency Exams but the box is not checked check the box to display the link to your exam ess sess See AN IMPORTANT
137. ating about eRehabData system work related subjects View Messages If you have received any messages through the internal messaging system a list of those messages appears on your home page in a table titled Messages The date the message was sent the name of the sender the subject of the message whether it contains an attachment an asterisk indicates that the message includes an attachment which is usually a patient assessment and the status read or unread all appear in the table To read the message click on any one of those text fields erehabi ata user manual Il USER FEATURES If your message includes a patient assessment as an attachment you can view and edit the assessment from the Read Message screen by clicking on either the patient name or Edit Assessment on the left side of your screen You can reply to a message by clicking Reply from the Read Message screen Once you have typed your reply click Send Message to send the message You can delete a message from either the Read Message screen by clicking Delete or from your eRehabData home screen by checking the box next to the message s you wish to delete and clicking DELETE SELECTED Send Message To send a message to another user from your organization click Send Message on your eRehabData home page A box labeled Recipients that contains the names of all eRehabData users for your organization will appear Select the name of the person to whom you are sendin
138. ation and region Average values are then volume adjusted to the actual case mix volumes at your facility For example we calculate weighted national Average Length of Stay ALOS by first calculating the ALOS for each CMG and tier for all discharges in the eRehabData system We then multiply the resulting ALOS by the number of discharges at your facility in each corresponding CMG and tier category Then we sum the resulting days and divide by your total number of discharges to arrive at a weighted national ALOS The same methodology is used for the other weighted measures For regional calculations we limit the sample to all discharges for all facilities in your region For the RIC Group and IGC reports weighted numbers are calculated the same except the weighting is done using CMG only not tier Unweighted numbers are the raw calculations of the indicated measures E OUTCOMES REPORTS MEASURES Discharges in Sample Displays the number of discharges in the selected time period and payer Case Mix Index CMI The average Medicare payment weight for the selected population including short stay payment weights when present Higher numbers indicate increased average acuity Payment weights for each CMG and tier are published in the final rule Average Expected Medicare Reimbursement The average amount of expected Medicare reimbursement for the selected population This information is displayed for all assessments regardless of
139. ature E Time time AD Z0400A E Signature F string AD Z0400A F Signature F Title string AD Z0400A F Signature F Date date AD ZO400A F Signature F Time time AD Z0400A F Signature G string AD Z0400A G Signature G Title string AD Z0400A G Signature G Date date AD Z0400A G Signature G Time time AD Z0400A G Signature H string AD Z0400A H Signature H Title string AD Z0400A H Signature H Date date AD Z0400A H Signature H Time time AD Z0400A H Signature string AD ZO400A I Signature Title string AD ZO400A I Signature Date date AD ZO400A I Signature Time time AD ZO400A Signature J string AD ZO400A J Signature J Title string AD ZO400A J Signature J Date date AD ZO400A J Signature J Time time AD ZO400A J Signature K string AD ZO400A K Signature K Title string AD ZO400A K Signature K Date date AD Z0400A K Signature K Time time AD Z0400A K Signature L string AD ZO400A L Signature LTitle string AD Z0400A L Signature L Date date AD Z0400A L erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field Signature L Time time AD Z0400A L CALCULATIONS Age at Admit int LOS int ADM FIM Total Motor int does not include tub shower transfer ADM FIM Total Cog int ADM FIM Motor Weighted float does not includ
140. bData and click Enhancement Requests on your home page You ll see a list of all reports on file including when each request was posted the severity of any bugs the name of the screen in question the subject which is a brief description of the request or bug and its current status fixed in progress etc You can read a detailed description of each report by clicking on the subject line We recommend perusing the existing list before logging a report so the list doesn t grow unnecessarily long with duplicates You can sort the list by Date Created Date Modified Severity Status or Screen Name using the Sort By drop down at the top of the screen You can also filter the list to view only new reports only reports that you have posted or all reports not marked as Fixed Closed or Not a Bug POST NEW REPORT If the bug or suggestion you want to log isn t already in the bug reports click Post New Request You ll see a drop down list at the top of the screen with five options for severity of problem Enhancement Request Low Doesn t interfere with work Medium Mildly interferes High Bad incorrect functioning Critical Major problem of system prevents work data loss Choose the severity option that best describes your report If you are making a suggestion or request use Enhancement Request Type in a short description of the bug and select the screen on which it appears In the full d
141. bData system and end your user session TION INTRODUCTION 1 erehablata use The left side of your screen displays a set of links that change depending on what part of the site you are on When you are working on an assessment the links will appear as tabs with names representing individual sections of the IRF PAI In other areas of the site the links are grouped under descriptive headers If you have the privilege to view patient assessments you will see tables of assessments on your eRehabData home screen Below those tables you will see a List Options link which takes you to the Launch Screen Options screen Use the Launch Screen Options screen to configure the information displayed in your assessments tables on your home page and the order of the information For more information on configuring the assessments display options please refer to Configuring List Options under the IRF PAI Features section of this manual Do not use your web browser s Back button Most of the pages on this site are dynamic meaning that every time you click on a link a fresh set of data is retrieved from the server to create the page Due to the nature of a database driven website such as eRehabData com the data used to create each page may change at any time Subsequently each page is set to expire as soon as you move onto the next page This also enhances security as expired pages and therefore sensitive data are not ca
142. be made regarding order Null values are not specified directly by any specific sequence of characters other than having no characters between two delimiters The first value in each record is the unique ID assigned to the assessment by eRehabData This value is numeric and can be used by a facility as a unique assessment ID If the system that imports these data instead assigns its own ID this value should nonetheless be kept so that after future downloads duplicate or updated records can be easily identified The second value in each record indicates the current state of the assessment P for Pre Admit A for Admit D for Discharge and X for Deleted Data Types Char values are a single 8 bit ANSI character Boolean values appear as T true or f false or blank Integers and Floats are 32 bit Date and date time values are in YYYY MM DD hh mm ss format Strings may be of any length There are also many enumerated values present In general these are integers used to represent a value selected from a set of options for example a FIM score which may be from 0 to 7 or null For descriptions and explanations of the possible values please see the IRF PAl specification In the Notes column below for the IRF PAI fields letters from PAD indicate which assessment types may contain values for this field For example A indicates that a value will be present only for an admit assessment while AD stands for admit and discharge a
143. ble on the eRehabData facility drill down reports Measures are case mix adjusted weighted where appropriate and case mix adjusted measures are identified with an asterisk For more information on how the measures are calculated please refer to the Outcomes Reports Measures section of the eRehabData Outcomes Reports documentation For information on how the percentile rankings are calculated please see the Percentile Ranking Calculations section below Inverted Scale In most cases the percentile ranking is based on a straightforward scale where a positive Facility National Variance may be perceived as a desirable trait However in certain cases we have inverted the percentile scale to reflect what would ordinarily be considered desirable practice For example a facility has a higher than average percentage of transfer discharges that under the straightforward scale would place the facility in the 80th percentile However since transfer discharges are not desirable in this case the ranking scale would be inverted to place this facility in the 20th percentile These inverted scale measures are identified with a Percentile Reports Columns erehablata Facility Value The facility s actual value for the measure National Value Either the case mix adjusted comparison value identified by an or the unadjusted national value Facility National Variance The difference between the facility value and the na
144. boolean Bowel Medication Type PAS string Bladder Bowel Notes PAS memo Funct Issues Balance PAS memo Funct Issues Strength PAS memo Funct Issues ROM PAS memo erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field Pre Morbid Eating PAS enum The following values apply to all of the non FIM Functional Assistance Assessment items 7 Independent 6 Modified Independence 5 Supervision 4 Min Assist Contact Guard Assist 3 Moderate Assistance 2 Maximal Assistance 1 Total Assistance 0 Not Evaluated Eating PAS enum Eating Num Assist PAS int Goal Eating PAS enum Pre Morbid Grooming Hygiene PAS enum Grooming Hygiene PAS enum Grooming Hygiene Num Assist PAS int Goal Grooming Hygiene PAS enum Pre Morbid Upper Ext Dressing PAS enum Upper Ext Dressing PAS enum Upper Ext Dressing Num Assist PAS int Goal Upper Ext Dressing PAS enum Pre Morbid Lower Ext Dressing PAS enum Lower Ext Dressing PAS enum Lower Ext Dressing Num Assist PAS int Goal Lower Ext Dressing PAS enum Pre Morbid Bladder PAS enum Bladder PAS enum Bladder Num Assist PAS int Goal Bladder PAS enum Pre Morbid Bowel PAS enum Bowel PAS enum
145. ch for a user account The default setting is Yes A user with an Active setting of Yes will be able to log on to their account on eRehabData To de activate a user account and prevent that user from logging on select No Privileges When creating a user account consider the user s requirements Will the user need to be able to create other user accounts Will they be creating IRF PAl assessments Will they be uploading data to or downloading data from eRehabData Will they be transmitting assessments to CMS The answers to these questions will determine what combination of privileges the user needs You can refer to the Privileges Reference Guide in the facility administrator features section for help in determining what privileges to assign each user account We offer Roles you can select from in order to assign a user a pre determined group of privileges or you can customize a user s privileges using the list of available privileges For more information on which privileges are assigned using the Roles please refer to the link in the Roles section on the Add User screen The individual privileges are grouped by general tasks as follows Administrator Privileges Organization administrator user can create manage all user accounts for their organization This privilege allows the user to create and manage all user accounts for all facilities and sites in their organization and enables the user to grant organ
146. checkboxes admission or discharge was checked For discharges starting 10 1 2014 the count and percentage of discharges where both questions M0210 Does the patient have one or more unhealed pressure ulcers admit and discharge were EITHER Yes or No and all of the subsequently required items were completed This count excludes incomplete pressure ulcer assessments i e any assessment for which M0210 was Yes but the QRP override checkbox was checked for any pressure ulcer items in order to complete the assessment NOTE This count is used as the denominator for all pressure ulcer measure percentage calculations except Discharges with Ulcer Assessments Discharges with Incomplete Ulcer Assessments and Unable to Assess Not Assessed Admit and Discharge Discharges with incomplete pressure ulcer assessments are excluded from all of the pressure ulcer measures except Discharges with Incomplete Ulcer Assessments Unable to Assess Not Assessed Admit Discharge For discharges between 10 1 2012 and 9 30 2014 the count and percentage of discharges where Unable to Assess was checked at admission or discharge respectively For discharges starting 10 1 2014 the count and percentage of discharges where M0210 Does the patient have one or more unhealed pressure ulcers was left Not assessed at admission or discharge respectively Discharges with New Worsened Ulcers Since Admissio
147. ched saved on your computer If you use your browser s Back button to revisit a page instead of seeing the last page you visited you may see a warning Message telling you that the page has expired To avoid encountering this message always use the navigation provided on the left side of each page You can always return to your home page where you see your lists of assessments by clicking HOME below the eRehabData logo Always log out when you are through For security reasons it is important to log out of eRehabData com when you are finished working on the system or if you are taking a break If you don t log out of the system it is still possible to return to the site from your computer and bypass the login screen for up to 2 hours after the last time you accessed an eRehabData com page This applies even if you browse to another website Essentially this means that if you leave the site without logging out and then leave your computer unattended anyone with access to your computer can potentially access eRehabData using your account If you log out first there is no way for anyone else to access the system using your account unless they know your username and password So for security s sake make sure you click the LOG OUT button in the top navigation bar at the conclusion of every visit or if you step away from your computer Only work in one browser window or tab at a time Your web browser can only track one patient record at a time If
148. cility 8 Chronic Hospital 9 Rehabilitation Facility and 13 Subacute Setting Short Stay Patients The count and percentage of surveyed patients who meet the requirements for the 5001 short stay CMG Deceased Patients The count and percentage of surveyed patients whose discharge destination was 11 Died Inpatient Institutional Discharges The count and percentage of surveyed patients whose discharge destination was either 5 Skilled Nursing Facility 6 Acute unit of own facility 7 Acute unit of USER FEATURES II E PSI OUTCOMES 107 erehablata another facility 8 Chronic Hospital 9 Rehabilitation Facility or 13 Subacute Setting Community Discharges The count and percentage of surveyed patients whose discharge destination was either 1 Home 2 Board and Care 3 Transitional Living 4 Intermediate Care or 14 Assisted Living Residence AVERAGES TABLE The Averages table displays facility national and regional average values for each question on the selected survey In order to normalize the averages displayed and make the information in the report more useful the responses for each question are assigned a value ranging from O to 100 or in two cases 100 to 100 Each assigned value is then multiplied by the frequency of the corresponding response and the results are summed and then divided by the number of total responses to that question to give the average value For example the first ques
149. click OK to confirm that you are finished This will lock the scenario against any further edits and you will not be able to add or change any answers It is possible to finish an exam with empty fields but skipped answers will be counted against the overall exam score NOTE Until your scenario is corrected by your eRehabData facility administrator it can be unlocked by an administrator if you need to get back in to edit your scenario However once the scenario has been corrected by an administrator it cannot be edited ee OPTI ONAL ADD ONS VI B IRF PAl PROFICIENCY EXAMS erehabil ata user manual VI OPTIONAL ADD ONS Screens corresponding to the following tabs will include editable fields only if your exam options require you to complete them Ident Tab Click I DENT to enter Identification Information Admit Tab Click ADMIT to enter Admission Information Payer Tab Click PAYER to enter Identification Information Med Inf Tab Click MED INF to enter Medical Information Med Nds Tab Click MED NDS to enter Medical Needs answers Fnc Mod Tab Click FNC MOD to enter Function Modifiers answers FIM Tab Click FIM to enter FIM scores Qlty Ind Tab Click QLTY IND to enter Quality Indicators answers Disch Tab Click DISCH to enter Discharge Information HOW TO COMPLETE YOUR EXAM SCENARIO ADMISSION ASSESSMENT Once you have clicked the Start link see Starting Your Exam above and opened a scenario click any yellow
150. click Save You can overwrite an existing template that you have created by saving a template with the same name You cannot overwrite a template created by a different user You do not need to save a template in order to download a file with the download options you have selected Make your selections and click Download You will see a list of the parameters you chose and a link that says Click here to download Click the link and you should be prompted to save the file to your disk computer You can change the filename if you wish when you save it to your computer erehablata user manual II USER FEATURES FILE STRUCTURE If you specified that your file should include a header record the first record in the file is the header record containing column names each separated by your selected delimiter The fields are included in the order you specified using the Arrange Selected Fields box NOTE For assessments without a discharge date the reimbursement calculator FacilityAdjPayment assumes the discharge date is today but does not account for short stays or transfers The facility custom symbolic names listed in the file header are those defined in the Element Name box on the facility custom data fields management screen by an eRehabData facility administrator While the individual records themselves generally appear in the order in which they were initially created this is not guaranteed so no assumptions should
151. com erehabdata help 75percentmethodology htm More information on the differences between presumptive and conditional compliance can be found in this help document https web2 erehabdata com erehabdata help 75percentConditionalPresumptive htm Links to both of these documents also appear on the eRD screen on each assessment FIM LOG The eRehabData FIM Log allows you to record multiple FIM assessments for any or all FIM measures for up to 3 shifts per day for the 3 days during the admission and discharge FIM assessment periods The FIM Log automatically identifies the appropriate lowest score for each FIM measure on admit and discharge and allows you to copy over those scores to the FIM section with the click of a button When you enable the FIM Log a Copy FIM Log button will appear on your FIM screen and you can use that button to transfer the appropriate scores from the FIM Log to the FIM screen Use of the FIM Log is optional and is specific to each user meaning that if one user chooses to use the FIM Log that won t automatically make the FIM Log appear for all other users at a facility None of the fields on the FIM Log is required However if all scores for all shifts are not filled in the flag next to the FIM Log tab will remain yellow This will not prevent you from completing the assessment For instructions on enabling the FIM Log please see Functional Settings under the User Features section of this use
152. contact the eRehabData support staff directly to set up generation of your facility specific reports Once they are in place display of your facility specific outcomes is controlled by a checkbox labeled View Facility Specific outcomes at the top of each of the outcomes reports screens Check that box to display a drop down filter containing your facility custom data values and filter your report by those values For more information on configuring custom drop downs please see Custom Data Fields under the Facility Administrator Features section of this manual ey OUTCOMES REPORTS GRAPHS Time Series Graphs The Time Series Graphs allow users with outcomes reports privileges to graph selected measures for any or all RIC Groups RICs CMGs and or IGCs over time against national or regional comparisons Your selections will be graphed and you have the option to view the underlying statistics including standard deviations for some measures numerically at the bottom of the screen To access the time series graphs click Time Series Graphs from any of the Outcomes Reports screens To create your graph first select a measure from the Measures select box You can select more than one measure at a time for comparison by holding the Ctrl key down as you click on each measure 0 UJ USER FEATURES Il E OUTCOMES erehablata
153. create edit IRF PAl assessments OR User can create edit patient satisfaction surveys only If you do not have one of these privileges contact your eRehabData facility administrator and ask them to adjust your user privileges To enter a patient s survey responses into eRehabData scroll to the bottom of your eRehabData home page Below your assessments display options is a box labeled Patient Satisfaction Survey ID Enter the number from the upper right corner of the survey form into the box and click Load Near the top of the screen under the Patient Satisfaction Instrument header is the title of the survey you are viewing It will say either Service Recovery Survey Discharge Survey or Follow Up Survey If you are not on the survey screen you want use the links to the right or left of the survey title to open the survey you wish to complete Referring to the patient s answers on the completed survey printout fill out the patient s survey on eRehabData If the patient skipped any questions on the survey select Not Answered On the Service Recovery Survey for number 7 if the patient answered Not applicable No pain select I have no pain If your eRehabData facility administrator has configured any subjects or topics for the free text comments fields questions 14 15 and 16 on the Service Recovery Survey questions 35 and 36 on the Discharge Survey they will be displayed in drop down
154. creen allows users with IRF PAl view privileges to print Metrics screens for multiple in progress assessments from one screen To get to the Multi Metrics screen from your eRehabData home screen click Multi Metrics The screen displays a list of all in progress assessments at your facility i e assessments that haven t been marked as Accepted by CMS or Filed To view Metrics screens for up to 10 assessments check the checkboxes next to the assessments and then click Display at the bottom of the screen A pop up window will appear displaying the metrics information for your selected assessments To print the information in the window menu bar select File then select Print Two versions of the Metrics screens are available for printing The standard Metrics screen which looks like the Metrics screen available from an individual patient assessment includes national and regional comparisons and offers an optional graph of patient FIM scores When printed the standard Metrics screen may be as long as three pages The alternate single page Metrics screen is a more condensed version designed for use in team conferences and for inclusion in a patient s medical record This version excludes national and regional comparisons reimbursement information and graphs to give you a concise patient summary with facility comparisons that should print out on one page You can control the printable Metrics version by either checking the Use t
155. d erehablata Special Limited Privileges User can create edit pre admission assessments only This allows users who do not have the privilege User can create edit IRF PAl assessments to create pre admission assessments NOTE This privilege is not necessary if the user has the privilege User can create edit IRF PAl assessments and cannot be combined with other special IRF PAI privileges such as User can create edit patient satisfaction surveys only User can create edit patient satisfaction surveys only This allows users who do not have the privilege User can create edit IRF PAl assessments to enter patient satisfaction survey results Such users will be able to view assessment data only for the surveys they are entering but they will not be able to change any assessment data other than the patient satisfaction survey responses If the user needs to print surveys for distribution to patients they will also need the privilege User can view all assessments for their facility includes all sites NOTE This privilege is not necessary if the user has the privilege User can create edit IRF PAl assessments and cannot be combined with other special IRF PAI privileges such as User can create edit pre admission assessments only Once you have entered all of the user account information and made your privilege selections click Save to create the account and return to the Manage Facility screen
156. d identifies the sort column To jump to the complete Facility Report for any facility displayed in the Ranking Report for your selected time period and payer click on the facility name Facility Report Your Facility Report displays all available measures for all patients in your facility for your selected time period and payer against national and regional benchmarks RIC Group Report Clicking on the RIC Group Report link brings you to the RIC Group Report menu On the left side of the screen is a list of the RIC Groups along with their component RICs and IGCs On the right side of the screen is a list of all available measures Clicking on a RIC Group will give you a report of all available measures for the selected group Clicking on a measure will give you a report of that measure for each RIC Group From the individual measure for all RIC Groups screen you can click on a RIC Group to jump directly to the report of all measures for that RIC Group RIC Report Clicking on the RIC Report link brings you to the RIC Report menu On the left side of the screen is a list of the RICs On the right side of the screen is a list of all available measures Clicking on a RIC will give you a report of all available measures for the selected RIC Clicking on a measure will give you a report of that measure for each RIC From the individual measure for all RICs screen you can click on a RIC to jump directly to the report of all measures for that RIC
157. discharge date starting with the earliest appeal recorded in eRehabData select Make Start Date Earliest Appeal erehablata NOTE If you select an option other than Discharge Date you will not be able to enter the start date The system will instead find the discharge date on the earliest active appeal or the earliest appeal for the data set you are viewing and use that as the start date Start Date End Date Enter the start and end discharge dates for your report If you select a search type other than discharge date in the Search Type drop down above you will not be able to enter the start date Compliance Select All Assessments to include all assessments regardless of compliance status You can also filter to display assessments that are presumptively compliant or conditionally compliant or assessments that are presumptively compliant but not conditionally compliant and vice versa Details Select Hide Details to only display the summary tables Select Show Details to also display the list of assessments returned by your filters Appeals Report Output General Summary The general summary table displays the following measures for the filters you selected Total Discharges The total number of discharges NOTE When viewing the report by selected FI RAC ALJ QIC or District Court using one of the dynamic search types Make Start Date Earliest Active or Earliest Appeal you will see N A values
158. ditionally compliant respectively Cross Facility Messaging When viewing details for data sets other than your facility the patient name column for appeals from other facilities will have a request details link Click on that link to tap into the eRehabData internal messaging system and send a message to the contact person for the selected appeal Your message along with your name and the name of your facility will be sent to the contact person who can reply anonymously or choose to reveal their name and facility name This system was added to facilitate information sharing among facilities seeking to resolve issues with their appeals and is completely voluntary No PHI is shared unless specifically typed into the messages exchanged by the contact people ORYX Report If your facility has designated eRehabData as your ORYX data service provider you will be able to access your ORYX report from the Outcomes Reports screens These reports are updated every month All accepted by CMS and filed discharge assessments for patients over the age of seven are included in the ORYX analysis regardless of payer The analysis requires a monthly population greater than one in order to make valid comparisons To view your ORYX Report click ORYX Report from any of the Outcomes Reports screens To display the report select a measure start date and end date To view the report statistics in the Display drop down select Data To vie
159. dministrator and ask them to grant you the privilege User can download assessments from their facility After clicking on CMS Transmit File you will see the following NOTE The images below have been cropped Also note that all images in this section were captured from a session using the Firefox web browser If you are using a different browser or browser version the appearance may be slightly different from what you see here Functionality however is the same aa mw EZ STEP 1 Validate Locked Assessments This initial step allows you to choose the assessments you want to send to CMS The following is an example of what you might see CMS Data Transmission neve Retrieving assessments in a download file for transmission to CMS is a 5 step process Step 1 Validate locked assessments Select the action to perform on each locked assessment and click Next For Medicare non MCO 2 and Medicare MCO 51 assessments select Validate For non Medicare assessments which should not be sent to CMS select File Medicare secondary payer assessments can either be Validated or Filed Select Leave to keep assessments in their current state Action Name Medicare Medicare Admit Leave U File Validate Lastname First Yes Secondary MCO 987654321x 01 17 2011 C Leave Validate Sample Patient Yes Primary Non MCO 023456789X 01 05 2011 Validate Only Completed and Locked Discharge assessments wi
160. do not have the privilege User can create edit IRF PAl assessments to create pre admission assessments NOTE This privilege is not necessary if the user has the privilege User can create edit IRF PAl assessments and cannot be combined with other special IRF PAI privileges such as User can create edit patient satisfaction surveys only User can create edit patient satisfaction surveys only This allows users who do not have the privilege User can create edit IRF PAl assessments to enter patient satisfaction survey results Such users will be able to view assessment data only for the surveys they are entering but they will not be able to change any assessment data other than the patient satisfaction survey responses If the user needs to print surveys for distribution to patients they will also need the privilege User can view all assessments for their facility includes all sites NOTE This privilege is not necessary if the user has the privilege User can create edit IRF PAl assessments and cannot be combined with other special IRF PAI privileges such as User can create edit pre admission assessments only Once you have entered all of the user account information and made your privilege selections click Save to create the account and return to the Manage Facility screen erehablata user manual IV ORGANIZATION ADMINISTRATOR FEATURES 2 Custom Data Fields Organization administrators can cr
161. ds with no discharge information present are imported as in progress admission assessments If any discharge information is found including discharge FIM scores discharge impairment group codes interruption dates etc the imported records become in progress discharge assessments The text file importer attempts to identify records that have been filed or accepted by CMS based on a flag on each record in the file Completed assessments with this flag set to 1 are imported into the accepted filed assessments areas Both IRF PAI Import file formats also allow you to update or delete existing in progress assessments See the specifications below for more information on the accepted filed flag and record matching algorithms nn EET _ FILE REQUIREMENTS XML FILE UPLOADS The IRF PAI Import XML file format follows the published CMS specifications for the appropriate year based on admission and or discharge date with a few exceptions noted below This format can be used to upload new partial or complete IRF PAl records and update or delete existing assessments in eRehabData for discharges on or after 10 1 2012 Only unlocked in progress records can be updated or deleted The Import accepts uploads of single XML records as well as uploads of ZIP files containing multiple XML records Any files uploaded with the extension XML or ZIP will be USER FEATURES I1 D IRF PAI IMP erehablata processed according to the XML specification
162. e Action column you will see some or all of the following options View Scenario You can view and or print the patient scenarios for each assigned exam by clicking View Scenario Cancel You can cancel an exam at any time until the user has finished at least one ofthe exam scenarios and submitted it for review Canceling an exam cancels both scenarios Correct Scenario After a user has finished a scenario and submitted it for review and submitted it for review by clicking the Finish button click Correct Scenario to score the scenario Click OK to confirm The screen will refresh and display a summary of the scenario results correct incorrect skipped below the erehablata user manual 111 FACILITY ADMINISTRATOR FEATURES scenario name with links to Scoresheet and Review Answers in the Action column Once a scenario has been corrected no further changes can be made to it Unlock Scenario Once a user has finished a scenario and submitted it for review by clicking the Finish button that scenario is locked and they can no longer make changes to it However if they discover they need to make a change before you have corrected the scenario you can unlock the scenario to let the user edit their answers Click Unlock Scenario then click OK to confirm Review Answers Once a scenario has been corrected you can view the corrected assessment by clicking Review Answers This lets you into the scenario assessment
163. e appealable Claim Amount This is carried over from the ADR level and displayed on screen for your information Amount Paid plus Amount Denied must equal the Claim Amount Amount Paid Enter the amount paid on the claim If no payment was received enter 0 For partially favorable claims there are restrictions as to what can be further appealed and what has no further appeal rights Amount Denied Enter the amount denied on the claim If no payment was denied enter 0 Elect to end the appeals process checkbox Check this box if your facility will not appeal an unfavorable or partially favorable decision a a cr zu _ cc lt lt F LEVEL 5 MEDICARE APPEALS COUNCIL MAC REQUEST This is a rarely used step in the appeals process that is used if a large number of claims are unpaid You can submit all claims together or you can submit them individually but all are argued and decided as individual claims No additional information may be submitted at this level of appeal This must be requested within 60 days of the date on the ALJ decision The fields filled out for this level are as follows Days to Appeal Enter the number of days your facility has to appeal the ALJ decision Date Appeal Submitted Enter the date that the facility sent the claim to the MAC Hearing Date Enter the date of the hearing scheduled with the MAC Case Number Enter the case number representing the bundled claims Decision Letter Date Enter the da
164. e tub shower transfer DIS FIM Total Motor int does not include tub shower transfer DIS FIM Total Cog int FIM Gain Motor int does not include tub shower transfer FIM Gain Cog int FIM Gain Total int does not include tub shower transfer FIM Chg Per Day float does not include tub shower transfer RIC int CMG enum Tier int 0 3 HIPPS Code string x where x tier A B C or D and the CMG code Short Stay Expired boolean T if patient was short stay OR expired f if neither Short Stay CMG enum empty if Short Stay Expired f Transfer Patient boolean T or f as defined in the Final Rule Long Stay boolean see explanation in Download Parameters above Base Pay Weight float from Final Rule Fac Adj Pay Weight float adjusted for facility Facility Adj Payment float adjusted for short stays and transfer patients CMS Transmit Date date Final Rule ALOS int FACILITY CUSTOM DATA Facility Custom of occurrences and types dependent upon facility definition Note facility custom fields are not included in multi facility downloads NOTES Notes memo 60 RULE COMPLIANCE Compliant 60 Pct Rule boolean Conditional compliance based on 60 Rule methodology effective on assessment discharge date erehablata user manual II USER FEATURES Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field No Comorb Compliant 60
165. e FY2013 Notice FY2013 Outlier Threshold FY2013 Base Payment 1 0 or 10 466 14 343 1 0 For discharges starting 10 1 2013 through 9 30 2014 FY2014 The count and percentage of patients whose LOS was at least 1 6245 times the PPS ALOS for their CMG The 1 6245 multiplier is calculated from the Outlier Threshold and Base Payment as published in the FY2014 Final Rule FY2014 Outlier Threshold FY2014 Base Payment 1 0 or 9 272 14 846 1 0 For discharges starting 10 1 2014 through 9 30 2015 FY2015 The count and percentage of patients whose LOS was at least 1 5822 times the PPS ALOS for their CMG The 1 5822 multiplier is calculated from the Outlier Threshold and Base Payment as published in the FY2015 Final Rule FY2015 Outlier Threshold FY2015 Base Payment 1 0 or 8 848 15 198 1 0 For discharges starting 10 1 2015 through 9 30 2016 FY2016 The count and percentage of patients whose LOS was at least 1 5594 times the PPS ALOS for their CMG The 1 5594 multiplier is calculated from the Outlier Threshold and Base Payment as published in the FY2016 Final Rule FY2016 Outlier Threshold FY2016 Base Payment 1 0 or 8 658 15 478 1 0 Deceased Patients For discharges prior to 10 1 2014 the count and percentage of patients whose discharge destination was 11 Died For discharges starting 10 1 2014 the count and percentage of patients for whom
166. e assessments by RIC e SSN Sorts the assessments by Social Security Number IRF PAI field 7 Warnings Sorts the assessments by the presence of eRehabData FIM progression or IGC Etiologic Diagnosis combination warnings The second Sort drop down controls whether your sort value is listed in ascending or descending order e Ascending Select this to sort your assessments in ascending order For example if you are sorting your assessments by CMG the assessments with no CMG will appear first followed by CMG 0101 then all the way up to CMG 2101 e Descending Select this to sort your assessments in descending order For example if you are sorting your assessments by Discharge Date the most recent discharges will appear first NOTE The sort options above work as a master sort control over all of your assessments lists Alternatively you can click on a column header at the top of an assessments list to sort that list of assessments by the selected column Click the header once to sort the list based on the selected column in ascending order click the header a second time to sort the list in descending order Restrict to Depending upon your selections in this section this option includes three drop downs and up to three input boxes The first Restrict to drop down allows you to display assessments from a date range by selected assessment date Assessment date options include e Admitted Select this to apply your date
167. e import process will be detailed in the system message sent to you once the import has finished D E E I DENTI FYI NG MATCHI NG RECORDS In order to update or delete an existing record it must be found At least one of the key fields below marked with a AND one of the key fields marked with a are required for USER FEATURES II D FOLLOW UP DATA UPLOAD 61 erehablata user manual Il USER FEATURES matching ADMIT_DATE is required in all cases If not blank the following key fields will be used to match an existing record Field Name IRF PAI Element 1 MEDICARE_NUM 2 2 MEDICAID_NUM 3 3 4 LAST_NAME FIRST_NAME 5a 4 5 PAT_ID_NUM 5b 6 BIRTH_DATE 6 7 SSN 7 8 ADMIT_DATE req 12 9 DISCHARGE_DATE 40 If a key field is blank in the uploaded record that field will not be used to identify a match If a key field has a value in the uploaded record but is blank in the existing assessment no match will be made If multiple matches occur which should not be possible then none of them will be updated 1 UPLOADING YOUR FILE To upload your Follow Up Data file to eRehabData log in to eRehabData and click Uploads then click Follow Up Data Upload NOTE If you do not see the Uploads or Follow Up Data Upload options you will need to contact your facility s eRehabData administrator and ask them to grant you the privilege User can upload assessments to eRehabD
168. e survey PDF in the main browser window instead This only affects facilities who have subscribed to the eRehabData Patient Satisfaction System Signature To enable the use of an electronic signature enter your signature into the Signature box as you would like it to appear wherever electronic signatures are allowed then click Save Currently only the physician signature field on the PAS Tool is configured to allow electronic signature PAS Tool PDF Margins This setting allows you to control the size of the margins on the PAS Tool PDF to allow enough space to affix labels to printed PAS Tool assessments The default values allow for 5 in all four margins but you can selectively modify the size of any of the margins To change a margin type your desired margin size in inches into the appropriate box and click Save Use the Internet Connection Monitor The PAS Tool now includes an optional Internet connection monitor which checks the status of your Internet connection at regular intervals and pops up an alert message if your connection is disrupted offering you an opportunity to re establish a good connection before trying to save or leave the screen and potentially lose data To enable the monitor check the Use the Internet Connection Monitor checkbox and click Save Copy FIM scores from pre admissions If you are entering functional independence measures into your pre admission assessments you can choose whether or not those
169. e video conference or in person If you have a preference for an in person hearing this should be stated in the ALJ Hearing Request that you submit There must be at least 110 left in dispute in order to appeal a claim at this level The request must be sent in within 60 days of the date on which the reconsideration decision was written The fields filled out for this level are as follows Which ALJ Select the ALJ from the drop down Days to Appeal Enter the number of days your facility has to appeal the reconsideration decision erehablata user manual V IRF PAI FEATURES Date Appeal Submitted Enter the date that the facility sent the hearing request to the ALJ Hearing Date Enter the date of the hearing scheduled with the ALJ Decision Letter Date Enter the date on the decision letter received from the ALJ The ALJ should forward their determination to the FI within 90 days of the hearing Outcome From the correspondence you received from the FI indicate whether the claim was paid in full Favorable denied in full Unfavorable or partially denied Partially Favorable Reason s for Decision From the correspondence you received from the FI select the option s that most closely matches the reason s for the decision You can select more than one option Technical denials are not appealable so if you select that option you will not be able to navigate to the other levels of appeal but the other reasons for denial ar
170. e you directly to the section of the manual corresponding to the section you are on Tiered Comorbidities List On the Medical Information screen below the link to the RF PAI training manual is the List of Comorbidities link which when clicked pops up a pdf document that lists all of the tiered comorbidities from the current Final Rule a x es zz zz zz z UGVE GG nm 60 RULE CALCULATIONS ERD TAB eRehabData calculates two kinds of 60 Rule compliance Presumptive and Conditional Presumptive compliance just looks at the IGCs Diagnoses and comorbidities entered on the Medical Information screen to determine compliance erehablata user manual V IRF PAI FEATURES Conditional compliance uses a more strict interpretation of the Final Rule that relies upon both the codes entered in Medical Information and collection of additional information for certain codes that is not part of the IRF PAI itself The eRD screen on each assessment displays information about that assessment s 60 rule compliance status When additional information is required in order to determine conditional compliance status for an assessment the flag next to the eRD tab will turn yellow and questions for collecting the relevant additional information will appear on the eRD screen More information on the methodology used to determine compliance on eRehabData can be found in this help document https web2 erehabdata
171. eate and manage custom data fields for all of the facilities in their organization These fields can be used to store patient or other information that is not part of the IRF PAI itself such as patient contact information or physician name For instructions on creating and managing custom data fields please refer to the Custom Data Fields section of this manual under Facility Administrator Features ORGANIZATION ADMINISTRATOR FEATURES IV B CUSTOM DATA FIELDS 145 r manual V IRF PAI FEATURES erehablata V IRF PAI FEATURES V A The IRF PAI on eRehabData General Information Following is some general information about the IRF PAl on eRehabData If you will be working on patient assessments on eRehabData it is recommended that you review both this section and the sections on individual assessment types that follow Below is a table of contents for the IRF PAl Features section of this user manual with links to the respective subsections This section is structured as follows 1 Accessing Patient Assessments 2 Creating New Assessments 3 Editing Existing Assessments gt Working In Multiple Browser Windows Or Tabs 5 An Important Note About Saving Assessment Data 6 IRF PAI Section Layout And Color Coding 7 IRF PAI Tabs Navigation A Mgmt Management Tab B Pre Adm Tab C Custom Tab D eRD Tab E
172. eceive a final validation report detailing which assessments were accepted and which ones were rejected and why Use the CMS validation report to manually mark each assessment from the file you transmitted as Accepted or Rejected At the top of the CMS Transmit File page click Skip to Step 5 The following is similar to what you might see USER FEATURES II D CMS TRANSMIT FILE 13 erehablata user manual Il USER FEATURES Before skipping to Step 5 log in to the CMS network and transmit your downloaded file Step 5 Accept Reject Assessments Mark each assessment to accurately reflect the CMS validation report If an assessment was Accepted mark it Accepted if it was Rejected mark it Rejected Corrections can be made to either Rejected assessments will be automatically set back to an incomplete unlocked state for editing and re transmittal Accepted assessments can be corrected and re transmitted if necessary For information correcting accepted assessments please refer to the eRehabData com User Manual Section V 4 6 a Section V IRF PAI Features 4 The IRF PAI on eRehabData General Information 6 IRF PAI Tabs Navigation a Mgmt Management Tab Correct File 99 _ 210830_104920_0626 cms created by Brinson Liz on 08 30 11 10 49 AM EDT Action Name Gender Medicare SSN Accepted Leave CRejected Accepted Sample Patient Male 023456789 Update Set Transmission date to 02 10 2011 lt lt 02 09
173. ection or sections of the IRF PAI with the exception of the Mgmt FIM Log Facility eRD Flw Up Appeals Files RPF and Metrics tabs Click on a tab for an IRF PAI screen to go directly to that section of the IRF PAI The non IRF PAI section screens allow you to collect additional information and perform various functions on the assessment records These tabs and their functions are as follows Mgmt Management Tab The assessment management screen is the starting point for all functions you can perform on an assessment Clicking on an existing assessment from your eRehabData home screen brings up the management screen for that assessment or you can use the MGMT tab from within an assessment to get to the management screen The top of the management screen displays some general information about the record you are viewing including Medicare Birth Date and the record Status e g Incomplete Complete etc Below that is a list of buttons you can use to do such things as print the assessment or check for errors among other things The list of function buttons changes depending on the kind of assessment the assessment status and your user permissions The complete list of all possible buttons on the management screen and their functions is as follows Print On the PAS Tool click Print to pop up a window from which you can print a PDF version of all of the PAS Tool data entered On an IRF PAI click Print to pop up a window from which
174. ed and the CUSTOM tab clicked the drop down would display a temporary value of Other because the value of Other is no longer a valid drop down option and the assessment is in edit mode This assessment would then be excluded entirely from any facility specific outcomes reports generated on eRehabData This same scenario would be true if the choice were just completely removed It is therefore recommended that great care be taken when editing facility custom items once assessments have been saved using those options Values are not case sensitive meaning that if you change x Dr Xavier to X Dr Xavier on the admin screen and then load an assessment where x Dr Xavier had been selected the drop down will identify that as X Dr Xavier and will save the uppercase X to the database if the Attending Physician field is in edit mode CONVERTING FREE TEXT ENTRY FIELDS TO DROP DOWN FIELDS An existing free text entry field can be switched to a drop down simply by making the choice on the admin screen For more information see the Configuring Custom Drop Downs section of this user manual erehablata use NOTE There is a high probability that typographic errors have been made within previous free text data entries If you convert a free text entry field to a drop down contact the eRehabData support staff to perform an audit on your existing data so you can correct existing typos and standardize dat
175. ed in error on the CMS File Transfer screen or when the Correct button was clicked in error Decrement Increment If the Correct button was clicked in error on an Accepted by CMS assessment click the Decrement button to subtract one from the correction number If you need to increase the correction number click Increment Revert On a discharge that became an interrupted stay use the Revert button to move the assessment record from the discharge assessments table back into the admit assessments table NOTE When you revert a discharge assessment back into an admission assessment any discharge information entered into the assessment will be lost Pre Adm Tab On a pre admission assessment the PRE ADM tab allows you to access the pre admission data entry screen When present on an IRF PAl the PRE ADM tab allows you to view the information that was entered on the pre admission screening FIM Log Tab erehablata user manua ER For information on the FIM Log screen please see the FIM Log section of this user manual Custom Tab If your eRehabData facility administrator has created any custom data fields to track information not entered as part of the IRF PAI itself your assessments will include a CUSTOM tab which you can click on to enter your custom data eRD Tab The eRD eRehabData screen tracks 60 rule compliance information and also displays the CMS Transmission Date on assessments that have been marked Acc
176. edicare payment reductions for your facility Notes To complete an assessment with missing QRP data check the override box in the warning message and use the Notes field to record the reason the QRP data are missing The notes entered here will be available for review on the upcoming QRP Override Report An additional set of checks compares the combination of etiologic diagnosis and impairment group code entered on an assessment to combinations appearing in Appendix B of the RF PAI training manual and combinations in the eRehabData assessments database looking for inconsistencies or anomalies These checks are explained in detail in the help documentation available on the eRehabData website here https web2 erehabdata com erehabdata help IGC_diagnosis_warning htm eRehabData also performs an analysis of admission FIM scores entered to help identify potential FIM data entry errors or unusual groups of FIM scores This analysis is explained in detail in the help documentation available on the eRehabData website here https web2 erehabdata com erehabdata help FIMProgressionHelp htm Bez oeobe e z i IEE DATA ENTRY TIPS Here are some tips for entering data into the IRF PAI screens on eRehabData While entering data on assessment screens you can use the Tab key on your keyboard to tab to each input field eIn numeric drop down lists such as FIM scores you can use the number keypad on your keyboard to s
177. eir eRehabData account will need a valid email address and ONE of these privileges e User can receive physician notification emails appropriate if the user is a physician who will only need to review the screening indicate a rehabilitation disposition Accepted Denied Re screen and sign the screening e User can receive admissions office notification emails appropriate if the user works in the admissions office and collects information relevant to the potential admission erehablata AND also one of the following options e User can view all assessments for their facility includes all sites plus User can create edit IRF PAl assessments OR e User can create edit pre admission assessments only Does the user need to Create follow up assessments If yes they will need the privilege User can add follow up data to accepted filed discharge assessments Does the user need to Enter pre admission assessments only If the user only enters pre admission assessments without entering any IRF PAI assessments they will only need the special limited privilege User can create edit pre admission assessments only Does the user need to Complete IRF PAI proficiency exams If yes the user will only need an eRehabData user account username and password No privileges are necessary in order for a user to complete RF PAI proficiency exams Patient Satisfaction Surveys Do
178. elect the number or use the up and down arrows to scroll up and down through the drop down list When you arrive at your desired selection hit Tab to move on to the next field elf you tab to radio buttons or check boxes you can use the Space bar on your keyboard to select the radio button or check the checkbox When you tab to a button for example the Next button at the bottom of an RF PAI screen you can hit Enter on your keyboard to effectively click the button e es IRF PAI TOOLS The IRF PAI screens on eRehabData have a variety of built in tools to assist you with data entry These tools include IGC list Under IRF PAl item 21 Impairment Group on the Medical Information screen is the Valid Codes link which when clicked pops up a window that lists all Impairment Group Codes You can then click on a code to move that code into your IGC box and close the pop up window IGCs by RIC Under the Valid Codes link on the Medical Information screen is the I GCs by RIC link which when clicked pops up a pdf document that lists all Impairment Group Codes grouped by the RICs they belong to ICD Search Under IRF PAI Items 22 Etiologic Diagnosis and 24 Comorbid Conditions is the ICD Search link which when clicked pops up a window that allows you to search for u Ul IRF PAI FEATURES V A THE IRF PAl ON EREHABDATA GENERAL INFORMATION 155 ere
179. em or the Patient Satisfaction Instrument system Once a facility has at least one facility administrator account configured on eRehabData that user is encouraged to set up any other required user accounts and manage them directly This includes re setting user passwords when lost or forgotten In order to avoid conflicts in case an eRehabData facility administrator is unavailable to adjust user account or other information we recommend that each facility have at least two users with eRehabData facility administrator privileges There is no limit to the number of facility administrator accounts a facility can have II B Manage Facility Screen The Manage Facility screen is the starting point for all administrator functions including managing user accounts facility custom data and the information that is included in your facility s CMS transmission files To access the administration screen log in to eRehabData and click My Facility under the Manage header on the left side of your home page You will see a table displaying the names of all eRehabData users for your facility including your own If your facility has more than one site you can toggle between the sites to display the users for each site by selecting the site name from the Sites box at the bottom of the screen and clicking Switch Site E EDI TI NG USER ACCOUNTS You can edit an existing user account from the Manage Facility screen by clicking on a username The screen will
180. epted by CMS For more information on the eRD screen please see the 60 Rule Calculations eRD Tab section below Flw Up Tab If you have added a follow up assessment to an assessment using the Follow Up button on the MGMT tab click the FLW UP tab to view or edit the follow up assessment information To create multiple follow up assessments click the FLW UP tab and then click New Follow Up Report in the Available follow up reports table at the top of the screen To delete an existing follow up assessment click the FLW UP tab click the Assess Date for the record you want to delete in the Available follow up reports table at the top of the screen click Delete Current Follow Up then click OK Appeals Tab If you have created a payment denials appeals record on an assessment using the Activate Appeals button on the MGMT tab click the APPEALS tab to view or edit the information entered For more information on creating and editing payment denials and appeals records please see the Appeals Tracking section of this user manual Files Tab If you have uploaded any files to an assessment using the Attach Files button on the MGMT tab click the FILES tab to review your uploaded files or upload new files P S I Tab If your facility has subscribed to the eRehabData Patient Satisfaction System your assessments will include a P S I Patient Satisfaction Instrument tab Click P S I to access the patient satisf
181. er 5 Skilled Nursing Facility or 13 Subacute Setting For discharges starting 10 1 2014 the count and percentage of patients whose discharge destination was either 03 Skilled Nursing Facility SNF 61 Within institution to swing bed or 64 Medicaid Nursing Facility Acute Unit Discharges For discharges prior to 10 1 2014 the count and percentage of patients whose discharge destination was either 6 Acute unit of own facility or 7 Acute unit of another facility For discharges starting 10 1 2014 the count and percentage of patients whose discharge destination was either 02 Short term General Hospital or 66 Critical Access Hospital 60 Rule Compliant Discharges Conditional Presumptive The counts and percentages of patients who meet the criteria for conditional or presumptive 60 rule compliance based on the latest available guidelines from CMS For more information on how conditional and presumptive compliance values are calculated please review these documents on the eRehabData website https web2 erehabdata com erehabdata help 75percentConditionalPresumptive htm https web2 erehabdata com erehabdata help 75percentmethodology htm Discharge Destination The counts and percentages of the various discharge destinations identified on the IRF PAI Average Onset Days The average number of days between Date of Onset IRF PAl 23 and Admit Date Currently excluded from the Average Onset Day
182. er can be anything except a letter a digit or an underscore dash or space as these characters often appear in actual data We highly recommend the TAB character as the TAB cannot be embedded in any data fields If you do not have data in some of the fields your delimiter must still be used as a placeholder for empty fields where there are gaps in the data If you are uploading partial records you do not need to pad the empty fields after the existing data in a record with your delimiter The first non alphanumeric character following the SurveyVersion field is assumed to be your delimiter D ERROR CHECKI NG The PSI Scan Upload performs data validation checks as it imports records Records including any data that do not pass the validation checks will not be imported Any such problems encountered during the import process will be detailed in the system message sent to you once the import has finished USER FEATURES II D PSI SCAN UPLOAD 64 erehablata user manual Il USER FEATURES IDENTIFYING MATCHING RECORDS Patient Satisfaction Survey records are linked to assessments using the Survey ID that appears in the upper right corner of each survey page This ID is also the eRehabData IRF PAI UniquelD and is included in the record once for each survey page so Discharge Survey records will include three survey IDs Service Recovery Survey records will include two survey IDs and Follow Up Survey records will have one Survey ID
183. erehablata user manual erehablata User Manual updated 11 20 2015 Table of Contents Introduction 1 l A About This User Manual 1 I B General Guidelines to Follow when Navigating the eRehabData Website 1 I C Explanation of the Organization Facility Site Hierarchy 2 I D eRehabData Support eee eee eee eee eee 3 Il User Features 5 I A Logging In Hmm 5 I1 B My Account HH nn nn nn 5 ll C eRehabData Messaging System Send Message 7 ll D File Transfer CMS Transmission Downloads Uploads 8 1 CMS Transit FIG asdi 5 44 matali Seok ab oot aad a eR aw ae en s 9 2 Assessment Data Download Custom Template 15 3 HIPPS Data Download VZ a a iye ed eae wenn ae Ba RY Oe a 44 4 Assessment Data Download Custom 2 222m nn 46 5 HL PPS Data Download s aisa so male aba ann Mad a ei aes 46 6 Assessment Data Download V4 000200 es 46 7 Assessment Data Download V3 00000 ee eee 46 8 Assessment Data Download V2 625400500 we ann nn 46 9 FONOWw Up Date DOWNI rti ak ee 2 ohh dheera WS OR 47 10 IRF PAl Import 3 24 o cde ne deades Hae eee ee woe eb ee ek ld 49 11 Assessment ID Data Upad isase adm an nn een nee 58 12 Follow Up Data Upload
184. ers often appear in actual data We highly recommend the TAB character as the TAB cannot be embedded in any data fields erehablata user manual unser Ferne If you do not have data in some of the fields your delimiter must still be used as a placeholder for empty fields where there are gaps in the data Referring to the file format below for an example if you are adding a new record that has a Medicare number no Medicaid number or patient first name and then patient last name your delimiter must be used to hold the place of the Medicaid number and first name or else you risk having patient last name imported into the Medicaid number or first name field For example A TAB MedicareNum TAB TAB TAB LastName TAB If you are uploading partial records you do not need to pad the empty fields after the existing data in a record with your delimiter Uploading Facility Specific custom data You can upload facility specific data for any assessment by appending the custom data values to the end of the assessment record starting after record position 172 Append the fields in the same order in which they appear as elements on the Custom Data Fields screen in the Manage Facility section of eRehabData You can upload some or all facility specific fields but be sure to use a delimiter placeholder for any blank fields For example if your facility uses Contact Name Phone and Street as custom data elements and you wish to upload Contact Name and
185. es the user need to Print and or enter Patient Satisfaction Instrument surveys only If the user only enters patient satisfaction survey data without editing any IRF PAI assessments they will only need the special limited privilege User can create edit patient satisfaction surveys only Data Uploading Downloading Does the user need to Download data from eRehabData to their computer or local network for local storage import into another software system generating custom reports or transmission to CMS If yes the user will need the privilege User can download assessments from their facility Does the user need to Upload files to eRehabData for import into the eRehabData system such as follow up assessments full or partial assessments patient demographics files or patient satisfaction surveys If yes the user will need the privilege User can upload assessments to eRehabData erehablata Outcomes Reports Does the user need to View facility reports RIC reports CMG reports IGC reports patient reports top comorbidities reports ORYX reports time series graphs FIM scoring comparison graphs dashboard reports 60 rule compliance reports or Patient Satisfaction Instrument outcomes reports If yes the user will need the privilege User can view all outcomes reports for their facility 2 Bed Count Your facility bed count is used to calculate occupancy data on your faci
186. escription box enter a detailed description of the bug Be as specific as possible the more information you give the better the chance we can find a solution or incorporate your suggestion When you have entered in all of the information on the bug click Post Report Your bug will appear in the list of bugs with a status of New NOTE If you encounter a problem that requires immediate attention please send a message to the Support account through the Send Message link on your eRehabData home screen or call eRehabData at 202 588 1766 rather than posting a bug report II G eRehabData User Forums In response to requests from many of our users who have asked for a way to communicate with eRehabData users at other facilities and in order to provide an easy way to gather feedback on planned eRehabData improvements and reports we created the eRehabData Forums Bulletin Board the Internet version of a message corkboard It works much the same as a community message board Any eRehabData user can browse through all the messages in the forums post a new message or reply to another user s message so that eRehabData users can share thoughts tips questions and experiences with other eRehabData users Since the eRehabData forums are only available from within the eRehabData application only active eRehabData users can access the forums To access the forums log in to eRehabData and click User Forums The forums home page displays links to each fo
187. esh To require a Refresh button click to refresh the home screen after you ve made changes to the display options select the first radio button To have the screen automatically refresh each time you change a drop down selection select the second radio button Codes To display the numeric code with a text description of the code for IGC Payer RIC and Discharge Setting in your assessments lists select the first radio button To display just the numeric code select the second radio button This is useful for minimizing the width of your home screen especially if you are displaying a large number of columns Line Separator To display a distinct line in between each column that visually separates one column from the next in each row select the first radio button To display the rows with no lines demarcating the columns select the second radio button When you have made all of your selections on the List Options screen click Save to save your settings The screen will refresh with a Changes saved message at the top Then click HOME to return to the home screen and review your settings NOTE The options you select will not be permanently saved for future eRehabData logins until you log out so if you allow your session to expire without logging out your changes will be lost V C Waiting Assessments Waiting assessments are records created from a patient data file uploaded to the eRehabData system using either the Full Assessment
188. etrics screen Disable Appendix B warning eRehabData analyzes the pairing of Impairment Group codes with etiologic diagnoses that are entered on assessments and displays a warning messages if anything unusual is found These warnings include checking whether the code pairing on an assessment appears in the list of suggested pairings in Appendix B of the IRF PAI Training Manual Due to the fact that the list in Appendix B is not a wholly comprehensive list you may see warnings on legitimate or good code pairings If you find the Appendix B warning to not be very useful because of false positives you can check the Disable Appendix B warning checkbox and click Save to turn off those warnings Show SSN in Patient Report The eRehabData Outcomes Patient Report displays a patient identification number for each patient By default the Patient ID IRF PAI field 5b is shown but if you prefer to see each patient s Social Security number instead check the Show SSN in Patient Report checkbox and click Save erehablata Disable Patient Satisfaction PDF pop up This option offers a workaround for an extremely unusual problem caused by a unique combination of web browser version and security settings If you are trying to print a patient satisfaction survey and are seeing a Cannot download error check the Disable Patient Satisfaction PDF pop up check box and click Save to disable the new window pop up and display th
189. evel outcomes reports your outcomes reports screens will display checkboxes below the drop downs to control the display of those reports Many of the reports are available as pdf documents On the Facility RIC Group RIC CMG IGC Patient Custom Date 60 Rule CMG Matrix and Appeals report screens is a E pr nt PDF button appearing just above the first row of each report Click that button to bring up a pdf version of the report you are viewing in a new window then click the print icon in the new window to print your report NOTE This requires Adobe Reader software If you don t already have Reader installed on your computer you can get the latest version from the Adobe website here http get adobe com reader You can also view many of the reports as Excel spreadsheets On the Facility Ranking Facility RIC Group RIC CMG IGC Patient Percentile Custom Date 60 Rule CMG Matrix and Appeals report screens is an EJ OPEN EXCEL button appearing just above the first row of each report Click that button and then select whether you want to open the comma separated csv file as an Excel spreadsheet or save the csv file to your computer NOTE The HX OPEN EXCEL button on the Patient Report gives you all rows and all columns for the time period payer and RIC CMG you select For example if you are viewing the Disch Dest LOS Xfer Patient Report for all patients in FY2006 on screen you will see those columns displayed fo
190. ever if you select All Facilities in Organization each record in your file will begin with an additional data field identifying the record s facility Medicare provider number NOTE The Facility Data to Download option is only available to users belonging to an organization that has more than one subscriber facility on eRehabData and this privilege can only be assigned by an eRehabData organization administrator Search By This option determines how your date filter will be applied if you specify a date range You can filter for assessments by Admit Date Discharge Date Date Created Last Modified or CMS Transmission Date NOTE If filtering by Discharge Date your file will only include assessments for which a discharge date is present and in the specified date range This means that admission assessments and discharge assessments for which discharge dates have not yet been entered will not be included in your file If filtering by CMS Transmission Date your file will only include assessments that have been marked as Accepted by CMS within the specified date range Date Range Date Range allows you to apply a date filter to your specified Search By date Ranges include All Today Last x Days including today Previous x Days excluding today and a specified date range Select the radio button next to the option you want and then type in your desired day or date range if appropriate for your choice If you do not wish to
191. ey be uploading data to or downloading data from eRehabData Will they be transmitting assessments to CMS The answers to these questions will determine what combination of privileges the user needs You can refer to the Privileges Reference Guide below for help in determining which privileges to assign each user account We offer Roles you can select from in order to assign a user a pre determined group of privileges or you can customize a user s privileges using the list of available privileges For more information on which privileges are assigned using the Roles please refer to the link in the Roles section on the Add User screen The individual privileges are grouped by general tasks as follows Administrator Privileges Facility administrator user can create manage all user accounts for their facility and configure facility information includes all sites This privilege allows the user to create and manage all user accounts for the facility including multiple sites associated with that facility site administrator privileges inclusive The facility administrator can also create facility custom data fields edit facility settings such as password expirations access assessment tracking information configure facility pricer adjusters perform advanced IRF PAI functions on individual assessments sign the facility up for additional services such as IRF PAI proficiency exams or the Patient Satisfaction System and monitor user acces
192. f the eRehabData users who have accessed the assessment along with the screens they visited when the screens were visited and whether any data were saved to a screen Tracking is only available to users with facility administrator privileges Advanced The Advanced button gives you access to four specific functions and is generally only used when a mistake was made in processing an assessment using normal workflow channels Advanced is only available to users with either facility administrator privileges or non fac admin users who have been specifically granted permission to perform advanced maintenance functions The advanced functions are as follows Include Exclude On admission or discharge assessments that did not begin as pre admission assessments in eRehabData click Include to include them in the Referrals Outcomes reports To exclude individual assessments from the Referrals Outcomes click Exclude Incomplete On assessments that have been marked as Accepted by CMS click Incomplete to move the assessment back into the In Progress assessments list and change the assessment s status back to Incomplete This button should only be used when an assessment was marked as Accepted by CMS in error on the CMS File Transfer screen Accept On Medicare assessments that have been marked Completed and Locked click Accept to manually mark the assessment as Accepted by CMS This button should only be used when an assessment was marked as Reject
193. file so their location in each record does not change Complete IRF PAI records for discharges on or after 10 1 2012 can be uploaded using the appropriate version of the CMS XML format based on discharge date The text file format is as follows IRF PAI Import Text File Format Record IRF PAI Position Field Name Data Type Element T Record_Type CIA U D N A I DENTI FI CATI ON I NFORMATI ON 2 MEDICARE_ NUM S 2 3 MEDI CAI D_NUM S 3 4 FIRST_NAME S 4 5 LAST_NAME 5 5A 6 PATIENT_ID S 5B 7 BIRTH_DATE D 6 8 SSN S 9 digits no dashes 7 9 GENDER 1 male 2 female 8 10 RACE_AMERIND B 9A 11 RACE_ASIAN B 9B 12 RACE_BLACK B 9C 13 RACE_HISPANIC B 9D 14 RACE_HAWAII B 9E 15 RACE_WHITE B 9F 16 MARITAL_STATUS l 10 17 ZIPCODE_PREHOSP S 11 ADMI SSI ON I NFORMATI ON 18 ADMIT_DATE D 12 19 ASSESS_REF_DATE D 13 20 ADMIT_CLASS l 14 21 ADMIT_FROM l 15 22 PREHOSP_SETTING l 16 23 PREHOSP_LIVINGWITH l 17 24 PREHOSP_VOCCAT l 18 25 PREHOSP_VOCEFFORT l 19 PAYER INFORMATION 26 PAYSOURCE_PRI MARY l 20A 27 PAYSOURCE_SECONDARY l 20B MEDI CAL I NFORMATI ON USER FEATURES II D IRF PAl IMPORT 54 erehablata co Muser manual II USER FEATURES IRF PAI Import Text File Format Continued Record IRF PAI Position Field Name Data Type Element 8 IMPAIR_GR
194. for Total Discharges and Medicare Discharges Medicare Discharges This displays the number of Medicare discharges and the percentage of Medicare Discharges to Total Discharges Medicare Discharges Denied This displays the total number of denied Medicare discharges the percentage of denied Medicare discharges to total Medicare discharges and the total claim amount for all appealed claims NOTE Total Claim Amount is the sum of the claim amounts entered into the Appeals screen on all assessments returned by your report filters It is not adjusted for payments or partial payments made on any appeals included in the data sample Active Appeals An active appeal is an appeal with either some fields not completed on a level of the appeal an appeal that has not been marked as a Technical Denial an appeal that has not been electively terminated with the elect to end the appeals process checkbox or an appeal that has reached the Federal District Court level but where all fields have not been completed for that level The Active Appeals table displays the following information for ongoing appeals at each level of appeal for the filters you selected Discharges For each level of appeal this displays the number of discharges currently at that level of appeal erehablata Percentage of Active Appeals For each level of appeal this displays the percentage of the active appeals at that level to the total of active appeals
195. for whom 60 rule compliance has not yet been determined due to insufficient data GRAPHS Patient Count for 30 day period ending lt selected day gt The first graph below the snapshot table is a bar graph displaying your facility s occupancy for the trailing 30 days prior to your selected day This graph displays Medicare non Medicare unknown payer and empty bed values Estimated Patient Count for 14 days following lt selected day gt This graph uses national historical discharge data by CMG for patients in house on the selected day to project the daily patient count at your facility as those patients are discharged The percent probability that any given patient will still be present on a given day is calculated based on the frequency curve of historical discharges The percent probability that a patient will still be present is equal to the sum of the discharge frequencies for lengths of stay longer than the day for which we want a projection divided by the sum of the discharge frequencies for lengths of stay longer than the patient has currently stayed All of the percentages for each day are added together rounded up and displayed as a patient count Patients for which no CMG has been calculated will assume the national frequency curve of historical discharges for the projection CMI for month ending lt selected day gt This graph shows Case Mix Index for the month ending on the selected day for Medicare non Medicare unknown and a
196. g the message To select more than one person hold down the Ctrl key while clicking on the names Enter the message subject in the Subject box and the text of the message in the Message box The text you type into the subject box will appear as the message subject on the recipient s home page when they log in to the system To send the message to the selected recipients click Send Message at the bottom of the screen To cancel click HOME You can also send a message to eRehabData tech support by clicking Send Message on your eRehabData home screen and selecting eRehabData Tech Support as the recipient These messages are checked regularly by the eRehabData staff II D File Transfer CMS Transmission Downloads Uploads If you have been granted permission to transfer files from your facility to eRehabData and or vice versa you can download your assessment data from eRehabData and or upload assessment data to the eRehabData system in several formats Each format is intended for a specific use For example the Assessment Data Download Custom can be used to create custom reports while the HIPPS Data Download V2 can be imported into a billing software application and the CMS Transmit File is designed to be submitted to CMS through the AT amp T Global Dialer Some file formats have been superseded over time by more efficient or more comprehensive formats Recommended and superseded formats are identified as such on the downloads and upload
197. hablata ICD codes by either part of the code or by description A HELP icon on the search window includes some instructions for various ways you can search for codes or descriptions BMI Calculator Under IRF PAl item 24 Comorbid Conditions is the BMI Calculator link which when clicked pops up a window where you can enter a patient s height and weight and calculate their BMI This is useful for determining whether a patient qualifies as morbidly obese or in certain cases conditionally compliant with the 60 rule Disable ICD Checking Under IRF PAl item 24 Comorbid Conditions is the Disable ICD Checking checkbox The list of ICD codes that eRehabData refers to when checking for valid codes may not be a fully comprehensive list If you believe a code you have entered is valid but the eRehabData system disagrees with you you can disable the ICD code validation for an individual assessment by checking the Disable ICD Checking checkbox This will allow you to enter codes that eRehabData does not recognize Top Comorbidities by RIC Once you have saved an IGC to the Medical Information screen two lists labeled Top Comorbidities by RIC appear at the bottom of the screen The first list displays the most commonly scored comorbidities at your facility for patients belonging to the same RIC as the assessment being viewed Below that is a list that displays the same information for RICs in the nation Diagnosis Distribution by Admit I GC
198. hablata NOTE In order for this filter to be available on the reports the custom data field must be called Referral Source must be spelled correctly and must be configured as a drop down Referring Physician This drop down lets you select from your facility custom list of referring physicians If your facility has not configured a custom data field drop down called Referring Physician this filter will not be available on your reports Custom data fields are configured by an eRehabData facility administrator for your facility NOTE In order for this filter to be available on the reports the custom data field must be called Referring Physician must be spelled correctly and must be configured as a drop down Internal or External Source This drop down separates referrals from an acute unit at your own facility i e internal source from all external sources based on what is selected on IRF PAI Item 15 Admit From on the pre admit assessment Denial Reason This drop down lets you filter the report by denial reason which can be selected from a list on the pre admit assessment at the time of denial Primary Payer This drop down lets you filter the report based on the primary payer categories of either All Medicare primary payer 2 only or Non Medicare all payers other than 2 Between These boxes let you enter start and end dates for a date range to view the report by The date range for denied a
199. he PAS Tool erehablata user manua ane You can then click the NOTIFY button at the top or bottom of the Simple PAS to save your input generate an automatic email containing the rehabilitation disposition decision to all users who have been notified regarding the PAS Tool and return to your My Notifications list for mobile devices Offline PAS An offline version of the PAS Tool is available for users with chronic Internet connectivity problems The offline PAS Tool enables users to create PAS Tool records on a computer that is not connected to the Internet and upload those records to eRehabData when a reliable Internet connection can be established After an offline PAS Tool has been uploaded to eRehabData it is immediately available online for any required additional data collection physician admissions office notification review and or signatures For more information about the offline PAS Tool please see Functional Settings under the User Features section of this user manual NOTE Use of the eRehabData PAS Tool Offline Form requires the Safari web browser Patient Referrals Denials Tracking The pre admission assessments also include a patient referrals denials tracking feature which is used to generate the eRehabData Referrals Outcomes This feature is voluntary but it allows you to run reports on admission referrals and denials at your facility This feature incorporates the standard IRF PAI fields Admit Fro
200. he alternate single page Metrics format checkbox at the top of the Multi Metrics screen or by editing your user account settings To edit your user account settings from your eRehabData home screen click My Account then click Functional Settings Check the box labeled Use single page RF PAI Metrics pop up and click Save Settings configured using either of these methods will also be applied to the Print Metrics feature on the MGMT screen of individual assessments The standard Metrics screen can display a graph of patient FIM scores compared to national and or facility averages You can use the Graph Display Options link at the bottom of the Multi Metrics screen to configure enable or disable the graph Settings configured using the Graph Display Options link on the Multi Metrics screen will also be applied to individual assessment Metrics screens II F Enhancement Requests eRehabData is continually enhanced and refined in response to user input to better serve the needs of all users If you have a suggestion or recommendation for how you think the system might be improved or if you find a problem a bug in the system you can log your suggestions or problems in Enhancement Requests The Enhancement Requests screen is available to all users through the Enhancement Requests link on the eRehabData home page erehabi ata user manua Il USER FEATURES VIEW BUG REPORTS To access the Bug Reports screen log in to eReha
201. he amount paid on the claim If no payment was received enter 0 Amount Denied Enter the amount denied on the claim If no payment was denied enter 0 erehablata U manual VI OPTIONAL ADD ONS gt r i VI OPTIONAL ADD ONS VI A eRehabData Patient Satisfaction System The eRehabData Patient Satisfaction System integrates patient satisfaction surveys into eRehabData s existing assessments and outcomes reports structure The Patient Satisfaction Instrument PSI includes three patient satisfaction surveys for each patient stay the Service Recovery Survey completed during the first few days of the rehabilitation stay the Discharge Survey given to the patient the day before or day of discharge and the Follow Up Survey which can be completed in conjunction with a follow up assessment or separately Facilities can elect to use all three surveys or concentrate on one or two PSI Outcomes Reports for each type of survey are generated nightly The annual subscription fee for the Patient Satisfaction System is 4 500 The design document on which the surveys are based is available here https web2 erehabdata com erehabdata help IRFPatientSatisfaction pdf Surveys are available on all admission and discharge assessments under the PSI tab If you do not see the PSI tab when you pull up a patient assessment your facility is not subscribed to the system NOTE Because patient satisfaction surveys were available on an ev
202. her a Site Administrator or an Organization Administrator not a Facility Administrator 1 Add User Facility administrators are responsible for managing all user accounts for their facility This includes multiple sites if your facility has more than one location operating under a single Medicare provider number Each user should be given their own user account with a unique username and password but all users from your facility will use the facility s Medicare provider number as part of their login Each user should also be given a set of user privileges that corresponds to their duties on the eRehabData system Privileges can be combined to ensure that each user has the unique combination of user privileges they require in order to perform their job There is no limit to the number of user accounts a facility can have To add a new user from your Manage Facility screen click Add User You will see the following fields Site If your facility has more than one site select the site this user will be associated with from the drop down list User Name This is the name the user will log in with A standard format username is first initial of the first name followed by the entire last name with no spaces for example jdoe for John Doe but you may choose whatever format you wish The username is not case sensitive required Password An eRehabData password must be at least 8 characters long and must include at least 2 numbers along with
203. his field on the CUSTOM tab Two methods are available Text Box hand entry and Drop Down select list Text Box allows the user to type in values Drop Down allows the element to be configured with a list of values from which the user can choose This method is useful in preventing data entry errors due to typos It is also necessary if outcomes analysis will be performed on the field See Configuring Drop Downs below for more information on drop down fields The next set of options refers to the list of checkboxes that control when during the assessment process the element can or must be completed You can select more than one of the following options Required Check this box to require that the field be filled out before an assessment can be marked Complete As with the other tabs the CUSTOM tab uses the green yellow red color coding to indicate completeness state Allow entry after CMS acceptance Check this box to allow the field to be edited on an assessment that has either been Accepted by CMS or Filed Normally erehablata such assessments are locked and read only but this setting allows the facility custom value to be edited directly without requiring the assessment to be unlocked Pre Admit Admit Discharge Follow Up Use these checkboxes to specify during which stages of the assessment process the field can be edited Items not allowed before a given stage will not appear on the CUSTOM tab until that stage
204. ies N A 11 Assessment ID Data Upload The Assessment ID Data Upload allows you to upload patient demographic data based on up to ten identification elements into a Waiting Assessments staging area on eRehabData where the uploaded records can be reviewed individually before being accepted into the system as in progress admission assessments This is useful for facilities that capture patient demographic data in another software application that can export that data in a text file OES FILE REQUI REMENTS Your Assessment ID Data Upload file is an ASCII text file with each record contained on a single line and separated from the next by a carriage return line feed Each field in each record is separated by a TAB character The fields Facility Patient ID and Last Name are required All other fields are optional but if a value is present in a field it must be a valid value If you do not have data in some of the fields the TAB character must still be used as a placeholder for empty fields USER FEATURES Il D ASSESSMENT ID DATA UPLOAD 58 erehablata user manual Il USER FEATURES You can update records still in the Waiting Assessments area with subsequent uploads However if a duplicate admit or discharge assessment is found in the eRehabData system while trying to add a new record the new record will not be imported Also if any data type violations are encountered during the import process the new rec
205. ike to see your data displayed numerically below your graph check the box labeled Display Numeric Data When you have made all of your selections click Show to create your graph Your graph displays your selected measure s for each time increment and diagnostic group you selected and plus and minus one standard deviation if you selected measures calculated as averages If you selected to display the numeric data your numeric data table appears below your graph To print a wide graph either change your print layout to landscape using your printer s built in properties or use the Rotate Graph 90 Degrees for printing checkbox to rotate the graph on screen You can also control the width of the lines on your graph with the Chart Line Width drop down To save your graph as an image position your mouse pointer over the graph and right click Select Save Picture As browse to the location on your computer where you want to save your graph and click Save The graph should save with a png file extension To import your numeric data into Excel or similar spreadsheet program click and drag your mouse pointer over the numeric data table to highlight all of the data Hold down the Ctrl key and press C to copy the data to your clipboard Open Excel or a similar spreadsheet program click in the first cell and press Ctrl V to paste the data into the spreadsheet FIM Scoring Comparison Graph The FIM Scoring Compari
206. il Level drop down a second drop down appears for you to select your detail category For each measure except Discharges in Sample you will see Organization Variance and National Variance percentages Variances are calculated by COMES erehablata subtracting the organization or nation measure value from the facility number and then dividing by the organization or nation measure value Additionally average measures display weighted organization and weighted national calculations Weighted numbers are case mix adjusted by calculating the average value for each CMG and tier category for the organization and nation Average values are then volume adjusted to the actual case mix volumes at each facility For more information on weighted vs unweighted calculations please see Weighted vs Unweighted Numbers below If any facility in your organization has subscribed to the eRehabData site level reports add on you can view a site ranking report by using the Facility drop down to select the facility then check the View site level outcomes checkbox that appears after you have selected the facility To change the sort order of the report table click on the column header for the column you want to sort the report by Clicking on the header once will sort the report in ascending order by the values in that column Clicking on the header a second time will sort the report in descending order A lightly shaded backgroun
207. il notifications when Pre Admission Screening PAS Tool assessments are ready for their review and signature When users with this privilege are notified about a pending referral the email they receive will contain a special link which when clicked directs them to the Simple PAS a simplified version of the PAS Tool The Simple PAS displays all of the information entered into the PAS Tool as read only and allows the user to indicate a rehabilitation disposition Accepted Re screen or Denied type in notes and sign the PAS Tool The Simple PAS was designed specifically for use on small mobile devices User can receive admissions office notification emails This privilege allows a user to receive email notifications when Pre Admission Screening PAS Tool assessments require their input or review When users with this privilege are notified about a pending referral the email they receive will contain a special link which when clicked directs them to the fully functional PAS Tool NOTE No patient data is sent in the emails Instead a special link is provided which directs the user to the correct record in eRehabData when clicked A valid email address AND either facility level IRF PAl view create edit privileges OR create edit pre admission assessments only privileges are required in order for a notification privilege to be assigned Special Limited Privileges User can create edit pre admission assessments only This allows users who
208. ilename when you save the file you won t accidentally overwrite your other downloaded CMS files Enter name of file to save to 21x Save in Om Documents teg My Recent Documents Desktop My Documents VIER File name s3T123_110210_104320_0626 cms Places Save as type Cancel YA Once you have saved the file you must access the CMS website using the CMSNet connection to perform the actual transmission For help with CMSNet and the CMS website refer to the data submission user s guide available on the CMS website here http www cms gov Medicare Medicare Fee for Service Payment InpatientRehabFacPPS IRFPAI html The submission instructions portion of this user s guide is available on the eRehabData site on the CMS Data Transmission page under the Transmission Instructions link on the left side of the screen You can also reach QIES Technical Support at 1 800 339 9313 At this point each assessment that has been included in your download file displays the status Locked xmit Confirmed on the home screen This marker identifies those assessments that have been downloaded from eRehabData and should be in transmission to CMS Such assessments are locked and cannot be modified until they have been marked as either Accepted by CMS or Rejected by CMS in Step 5 S STEP 5 Accept Reject Assessments After you have transmitted your assessments file to CMS you should r
209. ime the reports were generated Outcomes reports only include assessments for patients 8 years of age and older that have been marked as Accepted by CMS or have been Completed Locked and Filed with three exceptions 1 the 60 Rule Compliance Report which includes all assessments regardless of completion status or age 2 the Custom Date Report which includes all accepted by CMS and completed filed assessments regardless of age and 3 the Appeals Report which includes payment denials appeals information entered into accepted by CMS assessments These three reports are also updated in real time rather than overnight Drop downs at the top of the drill down reports screens allow you to select different time periods regions and payers The Medicare payer selection only includes assessments where the primary payer is 2 Medicare non MCO The region drop down displays your facility s region by default Users from organizations with more than one facility on eRehabData can also select their organization as a region so that they can compare their outcomes to only other facilities in their organization If you select a region other than your own your report will not display regional weighted outcomes measures The report screens automatically refresh each time you make a change in one of the drop downs Il E OUTCOMES erehabi ata user manua Il USER FEATURES If your facility is running custom facility specific outcomes reports or site l
210. imes the PPS ALOS for the CMG For discharges starting 10 1 2015 through 9 30 2016 FY2016 T if the LOS was at least 1 5594 times the PPS ALOS for the CMG Arrange Selected Fields This box allows you to arrange the fields in the order in which you want them to appear in your download file To move a field up or down in the list click on the field name then click the up or down arrow to the right of the box To remove a field from the list click on the field name and click the X button to the right of the box Assessment Type This option refers to the assessment s current state For example if you select Discharge you will retrieve all available assessment data admit and discharge for assessments currently in a discharge assessment state and which meet your other search criteria If you select Admit you will retrieve all available assessment data for current admission assessments However if you select only Admit and you are looking for past time periods your search will probably not return any assessments since presumably those patients would have since been discharged and their assessments would be in a discharge state Primary Payer This option controls whether your file will include Medicare non MCO assessments non Medicare assessments or both You can select one or both of these options by checking the appropriate boxes erehablata NOTE When downloading Medicare assessments only assessments with a pri
211. inistrator for assistance with logging in II B My Account The My Account screen allows you to manage your personal contact information on your user account as well as customize certain aspects of eRehabData to suit your preference The My Account screen is available when you log onto eRehabData and click the My Account link that appears on the left side of your screen Change Password Your password must be at least 8 characters long and must include at least 2 numbers along with letters it must be alphanumeric Additionally it cannot include any part of your name or your facility s name and it cannot contain the word password To change your password click Change Password type your new password into both the password and password confirmation boxes and click Update Password If your password doesn t match the password confirmation or the password is not in the required format you will receive an error message in red at the top of the screen If you have entered everything correctly you will be automatically redirected to a page confirming that your password has been updated Contact Data You can edit the contact information on your account to ensure that you can receive eRehabData emails and be contacted by phone if necessary To update your contact information click Contact Data enter or edit your email address and or your phone number with extension if applicable and click Save Font Settings Due to variances in the
212. inistrator or a facility administrator in addition to an organization administrator Please refer to the Facility Administrator Features section for how to manage the facility level information If you are an organization administrator with facility administrator privileges you will be able to manage facility information for only the one facility at a time corresponding to the Medicare provider number you log on with To edit facility information for other facilities in your organization you will need to create a facility administrator user account for yourself under each of those facilities 1 Add User Organization administrators are responsible for managing all user accounts for all facilities under their organization Each user should be given their own user account with a unique username and password and each user from a particular facility will use their facility s Medicare provider number as part of their login Each user should also be given a set of user privileges that corresponds to their duties on the eRehabData system Privileges can be combined to ensure that each user has the unique combination of user privileges they require in order to perform their job There is no limit to the number of user accounts a facility or organization can have To add a new user from your Manage Facility screen click Add User You will see the following fields Facility Site Select the facility site this user will be associated with fro
213. ion letter you received from the QIC The QIC should make a determination within 60 days of receiving the record Outcome From the correspondence you received from the QIC indicate whether the claim was paid in full Favorable denied in full Unfavorable or partially denied Partially Favorable Reason s for Decision From the correspondence you received from the QIC select the option s that most closely matches the reason s for their decision You can select more than one option Technical denials are not appealable so if you select that option you will not be able to navigate to the other levels of appeal but the other reasons for denial are appealable Claim Amount This is carried over from the ADR level and displayed on screen for your information Amount Paid plus Amount Denied must equal the Claim Amount Amount Paid Enter the amount paid on the claim If no payment was received enter 0 Amount Denied Enter the amount denied on the claim If no payment was denied enter 0 Elect to end the appeals process checkbox Check this box if your facility will not appeal an unfavorable or partially favorable decision nn a a a za og r Z LEVEL 4 ADMINISTRATIVE LAW JUDGE ALJ HEARING REQUEST If the QIC denies payment the next level of appeal available is the ALJ This is a hearing with a judge who will hear your case to determine whether payment should be made The hearing may take place via phon
214. ional Document Medical Records Request Letter Enter the date on the letter of Additional Documentation Request FI or RAC Request Indicate whether the request was issued by an Fl or a RAC Which FI RAC Select the FI or RAC that issued the request Once you indicate whether this is an Fl or RAC request this drop down will default to the last Fl or RAC selected on an ADR for your facility Type of Audit Use this drop down to indicate whether the audit is an LCD Audit Review a Probe Audit Review a Pre Payment Audit Review or a Post Payment Audit Review If none of these options applies select Other This information may be found on the correspondence from the FI or RAC Facility Contact Select the name of the person managing the denial at your facility who may be available to answer questions Days to Respond Enter the number of days your facility has to respond to the request for documentation as indicated the correspondence from the FI or RAC Date Response Submitted Enter the date that the facility sent the record to the FI or RAC It is recommended that you send the record via certified mail so the package can be tracked for confirmed delivery RAC Notification Date f your ADR was issued by a RAC the RAC may notify you of a denial before notifying the Fl and allow you 15 days to submit a rebuttal Enter the notification date into this field If your ADR was issued by your FI and you selected FI under Fl or RA
215. ional impairment of ambulation and other activities of daily living that have not improved after an appropriate aggressive and sustained course of outpatient therapy services or services in other less intensive rehabilitation settings immediately preceding the inpatient rehabilitation admission or that result from a systemic disease activation immediately before admission but have the potential to improve with more intensive rehabilitation erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Question K Data Type boolean Notes IRF PAI Field Does patient have systemic vasculidities with joint inflammation resulting in significant functional impairment of ambulation and other activities of daily living that have not improved after an appropriate aggressive and sustained course of outpatient therapy services or services in other less intensive rehabilitation settings immediately preceding the inpatient rehabilitation admission or that result from a systemic disease activation immediately before admission but have the potential to improve with more intensive rehabilitation Question L boolean Does patient have severe or advanced osteoarthritis osteoarthrosis or degenerative joint disease involving two or more major weight bearing joints elbow shoulders hips or knees but not counting a joint with a prosthesis with joint deformity and subs
216. is reached For example a field flagged for entry only at Discharge will not appear during Pre Admit or Admit but will appear on Discharge and Follow Up assessments Data entered early is shown at later assessment stages either as editable or as read only depending on how the field was configured in the previous example the field edited at Discharge would be readable during Follow Up NOTE There is a difference between Allow entry after CMS acceptance and Follow Up In the former case a field can be modified for any Accepted discharge assessment but the latter is only available when a Follow Up assessment has been created EDITING CUSTOM FIELDS To edit a custom data field from your Manage Facility screen click Custom Data Fields From your list of existing facility custom data elements select the radio button to the left of the element you wish to edit and then click Edit Element Make your changes on the edit screen and click Save Changes REORDERING CUSTOM FIELDS By default your facility custom fields appear on the CUSTOM tab in the order in which they are created You can reorder the fields using the Order input boxes on your Custom Data Fields admin screen To change the order of your facility custom elements from your Manage Facility screen click Custom Data Fields Use the input boxes in the Order column next to your existing elements to type in numbers representing the order you want those fields to a
217. ischarge The survey can be administered in conjunction with the follow up FIM survey typically 3 4 months after discharge or separately especially if your facility either does not collect perform follow up assessments or contracts with an outside resource for follow up assessments The survey can be conducted either by phone or mail whichever is the preferred method for your facility If mailed the completed survey should be returned in a sealed envelope or by other such discreet means to the person or department responsible for data entry Physicians staff and other administrative employees should not be allowed to see the completed survey E PRI NTI NG SURVEYS In order to print patient satisfaction surveys you will need the privilege User can view all assessments for their facility includes all sites If you do not have this privilege contact your eRehabData facility administrator and ask them to adjust your user privileges The survey forms print out as pdf documents which requires Adobe Reader software If you don t already have Reader installed on your computer you can get the latest version from the Adobe website here http get adobe com reader To print out a patient satisfaction survey from your eRehabData home screen select the patient s assessment from the list of admit or discharge assessments and then click the P S I tab on the left side of your screen Near the top of the screen under the Patient Sa
218. ission date from the IRF PAI IRF PAl item number 12 Discharged The patient s discharge date from the IRF PAl IRF PAl item number 40 Correction If a correction was made to an assessment and transmitted to CMS you may see more than one record for the same discharge This column displays the correction number found in the CMS transmit file containing the correction record If an inactivation record was transmitted Inactivation is displayed Inactivation records may be sent as part of corrections to key IRF PAI fields or to retract completely assessments that were transmitted to CMS accidentally File Created This column displays the creation date for each CMS transmit file Blank values in this column indicate that the CMS transmit files for those records were not created using eRehabData Transmit Date The date that the assessment was marked in eRehabData as having been accepted by CMS This value is set when an assessment is marked as Accepted by CMS on the CMS Transmit File screen and it can be viewed and edited on individual accepted by CMS assessments on the eRD tab on those assessments In cases where this date is before the file creation date for example on corrected and re transmitted assessments where the original transmission date was retained it is italicized NOTE This does not necessarily represent the exact date an assessment was received by CMS It is up to each facility to accurately record these dates in
219. it FIM items increases Medicare reimbursement but could lead to problems with FI audits and charges of fraud Consistent under or over scoring of discharge items will affect outcomes monitoring including CARF and Joint Commission reviews This analysis defaults to a comparison of the last 180 days for all payers all RICs and a comparison to weighted national data You may select other combinations for a more detailed review Be advised that the analysis will grow less reliable with smaller numbers of facility discharges shown at the top of the numeric data and that discharge counts smaller than 25 will yield unreliable results You can increase the sample size by choosing longer time periods and or larger groups of patients This analysis is descriptive of the data entered into eRehabData and it can be used to help guide and monitor an internal auditing process It is possible that all scoring erehablata user manual I1 USER FEATURES and coding variances even those indicated in red are within acceptable coding and scoring guidelines To import your numeric data into Excel or similar spreadsheet program click and drag your mouse pointer over the numeric data tables to highlight all of the data Hold down the Ctrl key and press C to copy the data to your clipboard Open Excel or a similar spreadsheet program click in the first cell and press Ctrl V to paste the data into the spreadsheet To save your graph as an image position
220. itself and you can see which answers the user scored correctly which answers they missed alongside the correct answers and which measures they skipped if any To view the correct answers click on the tabs for the sections the user completed to go to each section Questions answered correctly are marked Correct Questions answered incorrectly are marked with a red X followed by the correct score in parentheses Questions that could have been answered but weren t are marked Skipped Questions that were not part of the test are marked skip To return to the proficiency exam management screen from inside the corrected scenario click on the MGMT tab on the assessment then click Menu Scoresheet The scoresheet is a summary of the corrected scenario It lists which measures were scored correctly which ones were missed and which ones were skipped if any It does not display the actual answers from the scenario or the answer key EXAM OUTCOMES REPORTS Proficiency exam outcomes reports are generated nightly and offer analysis of your facility as a whole compared to the nation as well as a comparison of individual users to each other and to users nationwide To view your exam outcomes from your Manage Facility screen click Manage Proficiency Exams then click Exam Scoring Facility Nation Comparison The first Proficiency Exam Scores screen displays the number of users tested exams assigned and exams left to
221. ity from your Manage Facility screen click ORYX Signup and check the box on the ORYX Signup screen requesting that eRehabData transmit ORYX data to The J oint Commission for your facility and acknowledging the ORYX data service fee You will also need to inform The J oint Commission that eRehabData will be submitting data on behalf of your facility Click ORYX FAQ on the ORYX Signup screen for the link to the form you must fill out and fax to The Joint Commission Once The Joint Commission receives the form they will send us your facility s Joint Commission HCO ID so that we can send them your facility data NOTE For discharges beginning January 1 2013 The Joint Commission will no longer require or accept data submissions of non core measures For more information see the article on The Joint Commission website here http www jointcommission org issues article aspx Article iHfF8gSm 2BRbZYOZ Jn6KRjr20x33F3yWvPHxpTwEEgCk 3D FACILITY ADMINISTRATOR FEATURES I11 B O erehabllata user manual IV ORGANIZATION ADMINISTRATOR FEATURES IV ORGANIZATION ADMINISTRATOR FEATURES IV A Organization Administrator General Information Users with eRehabData organization administrator privileges are responsible for managing user accounts for all eRehabData subscribed facilities belonging to their organization This type of account is only necessary if an organization has more than one facility facility being defined by a
222. ization level access to data downloads and reports to any user This level of privileges is only applicable to users belonging to an organization that has more than one subscriber facility on eRehabData NOTE Organization administrator privileges do not give a user full control over each facility in their organization To access facility level settings and functionality such as custom data fields pricer information etc an organization administrator also requires facility administrator accounts at each facility Facility administrator user can create manage all user accounts for their facility and configure facility information includes all sites This privilege allows the user to create and manage all user accounts for the facility including multiple sites associated with that facility site administrator privileges inclusive The facility administrator can also create facility custom data fields edit facility settings such as password expirations access assessment tracking information configure facility pricer adjusters perform advanced IRF PAI functions on individual assessments sign the facility up for additional services such as IRF PAI proficiency exams or the Patient Satisfaction System and monitor user access of eRehabData Facilities can have more than one facility administrator In fact this is recommended as it distributes responsibility in case an administrator is ill on vacation or otherwise unavailable Site administ
223. ject 1 Select the survey question using the drop down 2 Click the Edit Subject button next to the subject you are editing 3 Your subject text will appear in the Subject box Type in your changes and then click the Edit Subject button below the Subject box 4 Your edited subject will appear below the survey question drop down Deleting an existing subject 1 Select the survey question using the drop down 2 Click the Delete Subject button next to the subject you are editing 3 Click OK to confirm delete NOTE Any subject which has been selected on existing surveys cannot be deleted Viewing PSI Subjects Once you have configured PSI comment field subjects you will see your configured subjects appear in the drop downs above the comments fields on the Patient Satisfaction Discharge and Follow Up Survey screens Browsing PSI Subjects Users with Outcomes Reports privileges or PSI outcomes reports privileges can browse patient comments by logging in to eRehabData and clicking on PSI Outcomes then Comments Your configured subjects will appear in drop downs next to their respective survey questions You can use the drop downs individually FEATURES FACILITY ADMINIS erehablata user manual or combine them with other drop downs or free text search strings to return your desired results 11 ORYX Signup If you would like eRehabData to submit ORYX data to The Joint Commission for your facil
224. juster for the assessment time period is displayed on the left side of the table and the assessment s High Cost Outlier Threshold amount is displayed at the bottom NOTE If no facility adjuster is configured for this assessment time period the facility adjuster column will display an adjuster of 1 000 not configured and no facility adjusted payment will be displayed For more information on configuring facility adjusters please see Configuring Facility Adjusters in the Facility Administrator Features section of this manual Comorbidities Table This table displays all comorbidities entered along with their tier assignments and RIC exclusion status CMG Tiers Table This table displays the tier distribution percentages for the patient s CMG in your facility your region and the nation Discharge Setting Table This table displays discharge destination distribution percentages by tier for your facility and region and for the nation Transfer Patients Table This table displays transfer patient percentages by tier for your facility and region and for the nation Current Assessment FI M Scores Table This table displays FIM subtotals FIM Totals Admit and Discharge FIM scores FIM Goals and FIM Gain for the assessment record alongside FIM averages for your facility and the nation FI M Graph At the bottom of the Metrics screen the FIM Graph displays a line graph of FIM scores The graph can be configured to incl
225. k on the tab for any section missing data to enter the missing information If the discharge assessment is complete the Check button will disappear and the assessment status displayed on screen will change to Complete If at any time during the discharge assessment you realize you need to make a change to any information you entered on admit go to the MGMT screen and click the Admit button This will allow you to modify your admission assessment answers Once you have made your corrections return to the MGMT screen and click Discharge so you can complete your discharge assessment OPTIONAL ADD ONS VI B IRF PAl PROFICIENCY EXAMS 179 erehablata use When the assessment scenario is complete on the MGMT screen click Finish then click OK to confirm If your scenario is not complete i e if you have skipped any possible answers a second confirmation window will appear alerting you that your scenario is missing some answers and is not complete You can click Cancel to enter the missing answers or click OK to confirm that you are finished NOTE This will lock the scenario against any further edits and you will not be able to add or change any answers It is possible to finish an exam with empty fields but skipped answers will be counted against the overall exam score You can then click the Menu button to return to your Proficiency Exams menu so you can start your second scenario If you are unable to finish the exam in one sitting
226. k the box Follow Up The Follow Up Survey Dashboard Graph report displays graphs and numeric data for all patients discharged during the selected time period A time period drop down at the top of the report screen allow you to select one of the standard outcomes reports time periods and radio buttons below the drop down allow you to indicate whether you want to view your numeric data as counts or percentages Below the numeric data table a checkbox labeled Display Patient List enables you to view the list of patients included in the reporting period The patient list includes patient name patient ID admit date age discharge date where present motor and cognitive FIM gain values where all FIM scores have been entered RIC CMG Tier and length of stay LOS The screen will automatically refresh to display the patient names when you check the box Historical View The Historical View Dashboard Graph report displays graphs for all patients in house at any time during the 30 day trailing period ending on the selected day Month day and year drop downs at the top of the report screen allow you to select any day erehablata user manual Il USER FEATURES OTHER VIEWS Comments The PSI Comments report allows you to view and search through patient comments that have been entered into the free text areas on the Service Recovery and Discharge Surveys The search filters include subject drop downs for each of the free
227. l also be used in the description Values and Descriptions may not contain the characters double quotes lt or gt If there are multiple colons on one line the first colon is treated as the Value Description separator and the rest are kept as part of the Description The values are also type checked against the DataType specified so for example if an element is configured as a Date then each choice configured must be a valid date erehablata For example An element called Attending Physician is configured as a text drop down with the following allowable values X Dr Xavier N Dr Nelson Other Line 1 Dr Xavier is what the user selects in the drop down on the CUSTOM tab and X is what is actually stored to the database and downloaded in your facility custom data files Line 2 Dr Nelson appears in the drop down N is stored in the database Line 3 Other is displayed in the drop down and stored in the database Values automatically appear in the drop downs in the order in which you enter them in the Allowable Values box EDITING CUSTOM DROP DOWNS Editing the list of options available for a drop down will not automatically alter any data in existing assessments For instance in the above example if Dr Xavier is removed from the list any assessments that already have that value will retain that value HOWEVER in this example if an assessment containing Dr Xavier i
228. lcers int D 48C Disch Worsening Stage 2 Pressure Ulcers int D 49A Worsening Stage 3 Pressure Ulcers int D 49B Worsening Stage 4 Pressure Ulcers int D 49C Pressure Ulcers Present on Admit boolean D 50A Closed Stage 2 Pressure Ulcers int D 50B Closed Stage 3 Pressure Ulcers int D 50C Closed Stage 4 Pressure Ulcers int D 50D Unable to Assess at Admit boolean A N A Unable to Assess at Discharge boolean AD N A HISTORIC QUALITY INDICATORS Pre FY2013 ADM Short Breath Exert boolean AD 8 Admit DIS Short Breath Exert boolean D 8 Disch ADM Short Breath Rest boolean AD 9 Admit DIS Short Breath Rest boolean D 9 Disch ADM Cough Difficulty boolean AD 0 Admit DIS Cough Difficulty boolean D 0 Disch ADM Highest Pain enum AD 1 Admit DIS Highest Pain enum D 1 Disch ADM Highest Ulcer Stage enum AD Er Admit DIS Highest Ulcer Stage enum D 52A Disch ADM Number Ulcers int AD 52B Admit DIS Number Ulcers int D 52B Disch ADM Largest Ulcer Area enum AD 52C Admit DIS Largest UlcerArea enum D 52C Disch ADM Exudate Amount enum AD 52D Admit DIS Exudate Amount enum D 52D Disch ADM Tissue Type enum AD 52E Admit erehabil ata user manual Il USER FEATURES Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field DIS Tissue Type enum D 52E Disch ADM Total PUSHScore int AD 52F Admit DIS Total
229. lean Diet Special Other PAS boolean Diet Special Other Desc PAS string Diet Special Notes PAS memo Diet Modified Supervision PAS boolean Diet Modified Supervision Notes PAS memo Diet Tube Parenteral PAS boolean erehablata Assessment Data Download Custom Template Available Fields Continued Diet Tube Parenteral Notes PAS memo Therapy Physical PAS boolean Therapy Occupational PAS boolean Therapy Respiratory PAS boolean Therapy Speech PAS boolean Therapy Nutritional PAS boolean Therapy WoundCare PAS boolean Therapy Prosthetics PAS boolean Therapy Orthotics PAS boolean Therapy Other PAS boolean Therapy Other Desc PAS string Fall History PAS memo Other Safety Issues PAS memo PRE ADMIT ROS Allergies No Known PAS boolean Allergies Unspecified PAS boolean Allergies Desensitization PAS boolean Allergies Peanut PAS boolean Allergies Milk Prod PAS boolean Allergies Eggs PAS boolean Allergies Seafood PAS boolean Allergies Insects PAS boolean Allergies Latex PAS boolean Allergies Allergy NEC PAS boolean Allergies Other Non Drug PAS boolean Allergies Penicillin PAS boolean Allergies Antibiot NEC PAS boolean Allergies Sulfonamides PAS boolean
230. lement Q 124 FIM_PROBSOLVE_GOAL FIM 39Q Goal 125 FIM_MEMORY_ADMIT FIM 39R Admit 126 FIM_MEMORY_DISCH FIM 39R Disch 127 FIM_MEMORY_GOAL FIM 39R Goal DISCHARGE I NFORMATION 128 DISCHARGE_ DATE D 40 129 AGAINST_ADVICE B 41 130 INTERRUPTIONS B 42 131 INT_DATE_1 D 43A 132 RETURN_DATE_1 D 43B 133 INT_DATE_2 D 43C 134 RETURN_DATE_2 D 43D 135 INT_DATE_3 D 43E 136 RETURN_DATE_3 D 43F 137 DISCH_SETTING I 44A 138 DISCH_HOMEHEALTH B 44B 139 DISCH_LIVE_WITH I 45 140 DISCH_DIAGNOSIS ICD 46 141 COMPLICATION_A ICD ATA 142 COMPLICATION_B ICD 47B 143 COMPLICATION_C ICD 47C 144 COMPLICATION_D ICD 47D 145 COMPLICATION_E ICD 47E 146 COMPLICATION_F ICD 47F QUALITY I NDI CATORS FOR DI SCHARGES 10 1 2012 9 30 2014 147 NUM_STAGE2_ULCERS_ADMIT I 0 9 48A Admit 148 NUM_STAGE2_ULCERS_DISCH I 0 9 48A Disch 149 NUM_STAGE3_ULCERS_ADMIT I 0 9 48B Admit 150 NUM_STAGE3_ULCERS_DISCH I 0 9 48B Disch 151 NUM_STAGE4_ULCERS_ADMIT I 0 9 48C Admit 152 NUM_STAGE4_ULCERS_DISCH I 0 9 48C Disch 153 NUM_STAGE2_ULCERS_WORSENED 0 9 49A 154 NUM_STAGE3_ULCERS_WORSENED 0 9 49B 155 NUM_STAGE4_ULCERS_WORSENED 0 9 49C 156 ULCERS_PRESENT_ON_ADMISSION B 50A 1572 NUM_STAGE2_ULCERS_HEALED I 0 9 50B 158 NUM_STAGE3_ULCERS_HEALED I 0 9 50C 159 NUM_STAGE4_ULCERS_HEALED I 0 9 50D 160 LEAVE BLANK 161 LEAVE BLANK 162 LEAVE BLANK 163 LEAVE BLANK 164 LEAVE BLANK 165 LEAVE BLANK
231. lity s Dashboard Report If your facility maintains the same number of patient beds over time you only need to configure one bed count value If your facility gains or loses patient beds you will need to create new bed count values to reflect those changes and ensure accurate occupancy rate calculations over time on the dashboard report CONFIGURING YOUR BED COUNT To set your bed count value from your Manage Facility screen click Bed Count then click Add New You will see the following input boxes Description of effective date range e g FY2003 Enter a description of the time period covered for instance Current or 2002 2004 Effective Date Start Enter the date when your facility acquired this number of beds MM DD YYYY If your bed count has remained the same since the start of the IRF PPS you can use 01 01 2002 as your start date Effective Date End Enter the last date your facility had or will have this number of beds MM DD YYYY If this bed count is current and is not expected to change use a date far in the future Facility Beds Enter the number of patient beds covered by this date range When you have entered in all of your bed count data click Save You will see your new bed count value appear on the Bed Count screen NOTE Completion of all fields is required for configuration of your bed count EDITING A BED COUNT To edit a bed count from your Manage Facility screen click Bed Count
232. ll appear in Step 1 Ifthere are no assessments to choose from you may be redirected to a later step All assessments being transmitted to CMS must first pass an initial validation stage To select assessments for validation make sure that the radio buttons are set to Validate and click the Validate button This checks the assessments to make sure that they will be acceptable by CMS standards In most cases if an assessment was completed checked for completion from the individual assessment s management screen then it will pass the validation stage All assessments with Medicare as the primary payer must be validated and transmitted to CMS Assessments with Medicare as the secondary payer may either be validated or filed NOTE While transmission of Medicare secondary payer assessments is optional it is recommended As of 10 1 2009 CMS requires that all Medicare MCO payer 51 assessments be transmitted Completed non Medicare assessments can be filed either from an individual assessment s management screen or here in Step 1 For these assessments select File to indicate that they need no more processing Medicare as secondary payer assessments can be filed at this time as well Finally selecting Leave on an assessment will leave it as Locked Complete and it will remain in Step 1 Click Validate to perform any actions you ve marked and proceed to step 2 USER FEATURES II D CMS TRANSMIT FILE 10 ereh
233. ll in house patients combined 60 Rule Compliance for 30 day period ending lt selected day gt This graph shows 60 rule compliance distribution as percentages Unlike the value displayed in the snapshot table these percentages are calculated against the total patient count not just the patients for whom compliance could be determined NOTE This graph should not be relied upon for indicators of the overall compliance level at your facility since it does not take into account the number of discharges over time For a more accurate calculation of 60 rule compliance please refer to the 60 Rule Compliance Report or your Facility Report RIC Distribution The RIC pie chart shows RIC distribution among all patients in house on the selected day Payer Distribution The Payers pie chart shows payer distribution among all patients in house on the selected day To save your graphs or pie chart images to your computer position your mouse pointer over the graph and right click Select Save Picture As browse to the location on your computer where you want to save your graph and click Save The graph should save with a png file extension To import your numeric data into Excel or similar spreadsheet program click and drag your mouse pointer over the snapshot table to highlight all of the data Hold down the Ctrl key and press C to copy the data to your clipboard Open Excel or a similar spreadsheet program click in the first cell and p
234. llow you to track referrals admissions and denials It also includes all of the information captured on the original eRehabData pre admit assessment For more information about the PAS Tool please see the documentation located under the HELP icon on the PAS Tool screens To create a pre admission assessment on the left side of your eRehabData home screen click Pre Admit or upload an Offline PAS Tool You can use the tabs across the top of the screen that are shown when you re on the PRE ADM tab or the Next buttons at the bottom of each screen to navigate to the different sections of the assessment Saving PAS Tool Data Data Entry Tips Saving data to the PAS Tool screens works the same as it does for the IRF PAI For more information on how to save data and for some data entry tips please see An Important Note About Saving Assessment Data and Data Entry Tips in the IRF PAI section above Physician Admissions Office Notification System The PAS Tool on eRehabData includes a notification feature that enables users to notify each other via email when a pre admission screening requires their attention The ability to receive notifications is controlled by specific user privileges which identify a user as either a physician responsible for reviewing and or signing PAS Tools or an admissions office user responsible for collecting and or reviewing patient information relevant to a potential admission No patient data is
235. lue should nonetheless be kept so that after future downloads duplicate or updated records can be easily identified Char values are a single 8 bit ANSI character Boolean values appear as true or false Integers and Floats are 32 bit Date values are in YYYYMMDD format Strings may be of any length There are also enumerated values present These can be any datatype used to represent a value selected from a set of options for example a CMG code For descriptions and explanations of the possible values please see the IRF PAI specification erehablata usel Here are the columns in the order in which they appear in the download HIPPS Data Download V2 File Format Column Name DataType Notes 1 Provider ID char This column is only present in multi facility downloads 2 eRehabData Unique ID int 3 Medicare Number string 4 First Name string 5 Last Name string 6 Pat ID Number string 7 SSN string 8 Admit Date date YYYYMMDD 9 Primary Payment Source enum See IRFPAI Item 20A for possible values 10 Secondary Payment Source enum See IRFPAI Item 20B for possible values 11 Discharge Date date YYYYMMDD 12 Discharged To int See IRFPAI Item 44A for possible values 13 Completed boolean true or false 14 Locked boolean true or false 15 Status string accepted filed or blank 16 Age at Admit int 17 LOS int
236. m Primary Payment Source Zip Code of Patient s Pre Hospital Residence and Impairment Group Code plus two facility custom fields you can configure Referral Source and Referring Physician In order for these custom fields to be incorporated into the referrals outcomes they must be configured for drop down data entry and must be named exactly as stated For more information on configuring facility custom fields please see the Custom Data Fields section of this user manual under Facility Administrator Features For more information on referrals outcomes reports please see the Referrals Outcomes section of this user manual For more information about the screens and functions on pre admission assessments please see the IRF PAI Tabs Navigation section of this user manual To create an admission assessment from a pre admission assessment from the MGMT tab on the pre admission assessment click the Admit button V E Admission Assessments You can create admission assessments four ways by clicking New Admission on your eRehabData home page by clicking the Admit button on pre admit assessments by clicking Accept on waiting assessments uploaded to eRehabData using the Assessment ID Data Upload or by uploading partial or complete admission assessment records to eRehabData using the IRF PAI Import The admission assessment allows you to enter all admission IRF PAl measures Using the tabs on
237. m the drop down list User Name This is the name the user will login with A standard format username is first initial of the first name followed by the entire last name with no spaces for example jdoe for John Doe but you may choose whatever format you wish The username is not case sensitive required Password An eRehabData password must be at least 8 characters long and must include at least 2 numbers along with letters it must be alphanumeric Additionally it cannot include any part of your name or your facility s name and it cannot include the word password When an administrator sets a password for a user the user will be required to set a new password on their first login required Confirm Password Type in the password again exactly as you entered it the first time required First Name The user s first name required Last Name The user s last name required MI The user s middle initial Suffix The user s suffix Ph D Esq Il etc Email Address The user s email address This is not required but it is recommended Users can edit their own email address Phone Number The user s phone number This is not required but it is recommended in case eRehabData staff needs to contact a user Users can edit their own phone number Extension Any applicable extension to the user s phone number ATOR FEATURES IV B ADD USER 140 ZATION AD erehablata Active This is the on off swit
238. mary payer of 2 Medicare non MCO are included Completion Status This option controls whether you will pull Complete or Incomplete assessments or both You can select one or both of these options by checking the appropriate boxes NOTE There is currently no standard group of fields defining completion of pre admission assessments so if you are downloading pre admits make sure you check Incomplete or you will not return any records Accepted This option controls whether you will pull assessments that have been Accepted by CMS or Filed Not Accepted by CMS or Not Filed or both You can select one or both of these options by checking the appropriate boxes Search Date This option determines how your date filter will be applied if you specify a date range You can filter for assessments by date Created Last Modified Admitted Discharged Denied for denied pre admits Transmitted to CMS for Medicare assessments that have been marked as Accepted by CMS Referred or Screened NOTE Make sure that when use the Search Date filter you filter on a date that will be present in the records you are downloading For example if filtering by Discharge Date you should not expect to download any pre admit or admission assessments because those records do not contain discharge dates Date Range This option allows you to filter assessments by the search date type you selected above Ranges include All Current
239. mation all fields Use the gt gt button to move selected fields or sections from the Select Available Fields box into the Arrange Selected Fields box NOTE All records downloaded will include the eight fields listed at the beginning of the field descriptions below beginning with AssessUniquelD If you select to include Follow Up Assessments in your download and you have multiple follow up assessments for any single patient discharge you will see any downloaded RF PAI information duplicated for each follow up assessment This was done to better facilitate sorting and or grouping of the assessments A note about the calculations For the most part calculations fields are self explanatory Calculations are based on the final rule in effect at the time of the discharge date on any given assessment 60 Compliant Without Comorbidity is T if the assessment is conditionally or presumptively compliant respectively with the 60 rule without factoring in comorbidities Long Stay is calculated as follows For discharges prior to 10 1 2005 T if the LOS was at least twice the PPS Mean Average Length Of Stay for the CMG SER FEATURES ll D A I gt Ti gt l i erehablata For discharges on or after 10 1 2005 T ifthe LOS was at least 1 402 times the PPS Mean Average Length Of Stay for the CMG For discharges starting 10 1 2005 through 9 30 2006 FY2006 T if the LOS was a
240. mber on an assessment eRehabData automatically generates an invalidation record to accompany a correction when one is required NOTE Correct is intended for use only on assessments Accepted by CMS but requiring correction and retransmission to CMS If an assessment was accidentally marked as Accepted but was in fact Rejected by CMS you will need to use the Advanced button to change the assessment status from Accepted to Incomplete In Progress See Incomplete under Advanced below for more information Do not use Correct to edit facility custom information or 60 rule compliance questions Activate Appeals On an assessment that has been sent to CMS and marked as Accepted by CMS click Activate Appeals to log an Additional Documentation Request and create a record of payment denials and appeals on an individual assessment Delete Appeal On an assessment with an existing appeal record click Delete Appeal to delete all denial appeal information entered erehablata Follow Up On either Completed and Filed or Accepted by CMS assessments click Follow Up to create a follow up assessment Delete Click Delete to delete an unlocked assessment Delete deletes all information entered for an assessment and should not be used to try to delete just a discharge record for example in cases where a discharge becomes an interrupted stay See Revert under Advanced below for more information Tracking Click Tracking to display a list of all o
241. me period For example if you select Last 90 days you will probably not see any follow up outcomes data since the outcomes only include follow up assessments performed 80 150 days post discharge The follow up outcomes reports only include one follow up assessment per discharge If multiple follow up assessments are found for a discharge the follow up assessment occurring closest to and after 90 days post discharge is included in the report For example if one follow up is performed 85 days post discharge and another occurs 110 days post discharge the 110 day follow up assessment is used Because follow up assessments are voluntary no fields are required in order for a follow up to be considered complete This may result in follow up setting breakdowns not adding up to the total number of discharges in sample Where averages are displayed only completed measures are included in calculating the averages e a l a Fy CUSTOM FACI LI TY SPECIFI C OUTCOMES REPORTS Facility specific outcomes reports are available for facilities that are tracking custom data configured as drop downs Facility specific reports give you the eRehabData outcomes reports suite filtered by your facility s custom data items Users with eRehabData facility administrator privileges can configure up to three facility custom drop downs on which these outcomes can be based such as referring hospital physician etc After your drop downs have been configured you can
242. ment The calculated FIM changes per day for each assessment are then averaged over the selected time period FIM Motor Subscale Admit The combined average score of the admission FIM motor items These items include Eating Grooming Bathing Dressing Upper Dressing Lower Toileting Bladder Bowel Bed Chair Wheelchair Transfer Toilet Transfer Walk Wheelchair and Stairs FIM Motor Subscale Discharge The combined average score of the admission FIM motor items These items include Eating Grooming Bathing Dressing Upper Dressing Lower Toileting Bladder Bowel Bed Chair Wheelchair Transfer Toilet Transfer Walk Wheelchair and Stairs Admission FIM Elements The average admission FIM scores item by item for the selected patient population Discharge FIM Elements The average discharge FIM scores item by item for the selected patient population erehablata user manual II USER FEATURES FOLLOW UP ASSESSMENT OUTCOMES REPORTS If your facility is entering follow up assessments into eRehabData you will find follow up outcomes reports at the bottom of the Facility RIC and CMG reports screens To display the reports check the box at the bottom of the reports screens labeled Follow Up Calculations Follow up outcomes time period selections are based on the assessment s discharge date not the date the follow up assessment was performed so when selecting a time period make sure to choose a meaningful ti
243. ming enum D 39B Disch DIS FIM Bathing enum D 39C Disch DIS FIM Dressing Upper enum D 39D Disch DIS FIM Dressing Lower enum D 39E Disch DIS FIM Toileting enum D 39F Disch DIS FIM Bladder Ctrl enum D 39G Disch DIS FIM Bowel Ctrl enum D 39H Disch DIS FIM Bed Transfer enum D 391 Disch DIS FIM Toilet Transfer enum D 39 Disch DIS FIM Tub Transfer enum D 39K Disch DIS FIM Walk Wheelchair enum D 39L Disch DIS FIM Walk Wheelchair Measured char D 39L Disch DIS FIM Stairs enum D 39M Disch DIS FIM Comprehension enum D 39N Disch DIS FIM Comprehension Measured char D 39N Disch DIS FIM Expression enum D 390 Disch DIS FIM Expression Measured char D 390 Disch DIS FIM Social Interaction enum D 39P Disch DIS FIM Problem Solving enum D 39Q Disch DIS FIM Memory enum D 39R Disch Goal FIM Eating enum AD 39A Goal Goal FIM Grooming enum AD 39B Goal Goal FIM Bathing enum AD 39C Goal Goal FIM Dressing Upper enum AD 39D Goal Goal FIM Dressing Lower enum AD 39E Goal Goal FIM Toileting enum AD 39F Goal Goal FIM Bladder Ctrl enum AD 39G Goal Goal FIM Bowel Ctrl enum AD 39H Goal Goal FIM Bed Transfer enum AD 391 Goal Goal FIM Toilet Transfer enum AD 39 Goal Goal FIM Tub Transfer enum AD 39K Goal erehablata Assessment Data Download Custom Template Available Fields Continued
244. n NOTE This privilege is not necessary if the user has facility administrator privileges Non admin user can manage IRF PAI proficiency exams This privilege allows a user who is not an eRehabData facility administrator to purchase assign and correct proficiency exams for their facility and view the exam outcomes reports NOTE This privilege is not necessary if the user has facility administrator privileges Non admin user can manage IRF PAI proficiency exams This privilege allows a user who is not an eRehabData facility administrator to purchase assign and correct proficiency exams for their facility and view the exam outcomes reports NOTE This privilege is not necessary if the user has facility administrator privileges IRF PAI Privileges User can view all assessments for their facility includes all sites This privilege gives the user the ability to see all patient assessments at their facility including assessments from multiple sites if your facility has more than one site This does not include the ability to create or edit assessments User can view only assessments for their site This limits the user to seeing only assessments at their site This does not include the ability to create or edit assessments NOTE This privilege is not necessary if the user has the privilege User can view all assessments for their facility includes all sites It is also unnecessary if your facility has only one site U
245. n was labeled Discharges with Ulcers Worsening in Status Since Admission prior to FY2015 For discharges between 10 1 2012 and 9 30 2014 the count and percentage of discharges that contained values greater than 0 for IRF PAI questions 49 A B or C Not present lesser stage at admission for Stage 2 3 or 4 respectively For discharges starting 10 1 2014 the count and percentage of discharges that contained values greater than 0 for IRF PAI questions M0300 A3 B4 C4 or D4 Not present at admission worsened for Stage 1 2 3 or 4 respectively NOTE The sum of the individual stage counts for this measure may exceed the totals under the All Stages 1 4 and Total Stage 2 3 4 measures because these are counts of discharges not pressure ulcers For example a patient with a worsened Stage 2 ulcer and a worsened Stage 3 ulcer will be counted only once under All and Total but twice in the individual stages once under Stage 2 and once under Stage 3 erehablata Discharges with Healed Pressure Ulcers For discharges between 10 1 2012 and 9 30 2014 the count and percentage of discharges that contained values greater than 0 for IRF PAl questions 50 B C or D Healed Pressure Ulcers for Stage 2 3 or 4 respectively For discharges starting 10 1 2014 the count and percentage of discharges that contained values greater than 0 for IRF PAl questions M0900 A B C or D Healed Pressure Ulcers
246. n also edit this date manually on the ERD tab on the assessment itself NOTE If you need to edit and re submit any assessments you must create a new download file containing the edited assessments after you have processed those assessments in Step 5 and corrected the errors Once you have selected the appropriate status for each assessment click Update Then click HOME to return to the launch screen USER FEATURES II D CMS TRANSMIT FILE 14 erehablata use QUICK REVIEW FOR CREATING CMS TRANSMIT FILES Step 1 Validate Locked Assessments Select the Validate radio button only for those assessments that you are going to transmit to CMS All others should be marked Leave or File File can be used for non Medicare or Medicare secondary payer assessments that are not being transmitted to CMS Click Validate Step 2 Review Any Problems Review the results and fix any problems that would prevent CMS from accepting an assessment Step 3 Confirm Valid Assessments Select the Confirm radio button only for those assessments you are transmitting at this time To un validate an assessment select Revert To do nothing select Leave Click Confirm Step 4 Download CMS Assessments File Download the file to your computer s hard drive in order to transmit it to CMS using the CMSNet software Refer to the CMS documentation for how to transmit your files Step 5 Accept Reject Assessment
247. n bar and then login again To avoid these problems only work in one browser window or tab at a time AN IMPORTANT NOTE ABOUT SAVING ASSESSMENT DATA The data you enter into your assessment screens is saved only when you go to another screen or refresh the current screen by clicking the tab corresponding to the IRF PAI or PAS Tool section you are on For example if you are on the FIM screen entering FIM scores you can save your entries by clicking the FIM tab to refresh that screen or by clicking another tab the NEXT button at the bottom of the screen HOME or even LOG OUT to leave the screen NOTE It is important to remember that the information isn t saved as you type into each field but only once you click a tab or button on eRehabData To illustrate let s say you are entering FIM scores onto the FIM screen and you are called away from IRF PAI FEATURES V A THE IRF PAl ON EREHABDATA GENERAL INFORMATION 147 erehablata user manual V IRF PAI FEATURES your desk You leave without logging out of eRehabData You are gone long enough approximately 2 hours that the system automatically logs you out ending your user session In this case if before you left your desk you clicked the FIM tab to save your data to the FIM screen your scores will be saved even though your user session timed out If you didn t click the FIM tab or another tab or button to save your data when you return you will still see the scores you entered
248. n click IRF PAI Import NOTE If you do not see the Uploads or IRF PAI Import options you will need to contact your facility s eRehabData administrator and ask them to grant you the privilege User can upload assessments to eRehabData From the IRF PAI Import screen use the Browse button to browse to the location of the file you created for upload In your browse window make sure that under Files of Type you have selected All files or you may not see your upload file Double click on the filename and then click Upload You should see the following message appear on the screen File Upload successful The file lt filename gt was successfully uploaded It has been assigned ID lt number gt It now awaits processing in the upload queue Once it has been processed the results will be sent to you via the eRehabData messaging system accessible from the Launch Screen Uploaded files are processed at regular intervals Once the assessments in your upload file have been processed you will receive a message via the eRehabData messaging system confirming your assessment import The message will list the assessments imported state the number of successfully processed assessments and detail any problems found with specific assessments You can access your messages from your eRehabData home page For more information on viewing your messages please see View Messages under the eRehabData Messaging System Send Me
249. n or equal to 8 years Unlike other outcomes reports top comorbidity data is presented for all payers Determination of tier is based on the current Final Rule For example a comorbidity that places an assessment in Tier 2 using the current rule but placed the assessment in Tier 1 in the past will show as Tier 2 An asterisk next to the tier indicates that the tier for that comorbidity changed during or after the time period selected in the Time Period drop down To access the Top Comorbidities report click Top Comorbidities by RIC from any outcomes report screen The main Top Comorbidities by RIC screen displays a list of RICs on the left side and a link to view tiered comorbidities for all RICs on the right Select any RIC from the list of RICs to view a report of the most common comorbidities found on assessments at your facility and in the nation belonging to that RIC You can view the most common comorbidities for a selected RIC for all tiers or select a tier using the Tier drop down to view only comorbidities for tiered assessments where the comorbidity assigned the selected tier for the selected time period and RIC When viewing Top Comorbidities by RIC and choosing Show All Tiers for the tier only those comorbidities appearing in 3 or more of the assessments for the selected RIC are displayed For the tier reports only comorbidities which determine the tier for any individual assessment are included For example if an assessme
250. n to eRehabData and clicking CMS Transmit File then Transmission I nstructions 2 If your problem isn t addressed in the user s guide please contact the QIES Technical Support desk at phone 1 800 339 9313 email help qtso com If you have a question about how to score a patient using the IRF PAI 1 Please refer to the IRF PAl user manual available from the CMS website here http www cms gov Medicare Medicare Fee for Service Payment InpatientRehabFacPPS IRFPAI html If all else fails Call eRehabData at 202 588 1766 erehabi ata user manua II USER FEATURES II USER FEATURES II A Logging In To log in to eRehabData you must use a computer that is connected to the Internet After confirming that you have an Internet connection open a web browser Internet Explorer version 7 0 or higher Firefox version 3 or higher or something similar and point it to www eRehabData com Your browser will be directed to a secure website and the login screen will appear Enter your facility s Medicare provider number and the username and password that were created for you by either your facility s eRehabData administrator or an eRehabData support representative If you have forgotten your username and or password type in your facility s Medicare provider number and then click Forgot your password The contact information for your facility s eRehabData administrator s will appear and you can contact your facility adm
251. national averages For example if an assigned exam has two completed scenarios A and B then the average national scores for A and B are averaged and displayed If the user only completed one scenario then only that scenario s national average scores are shown for the comparison The column headers in the report table are clickable links which you can use to sort the report by the selected column The values displayed are calculated as follows Correct Absolute The percentage of correct answers out of the total required answers in the exam including skipped answers Correct Answered Only The percentage of correct answers out of questions answered It excludes skipped answers from the total Skipped The percentage of total skipped answers out of the total required answers This does not include measures excluded from the test requirements For example if a user was assigned an exam with Skip Identification Info selected the missing patient information will not be included in the total skipped Variance User scores This calculation shows how much an exam differs from the national average This is done by taking the difference between the exam score which is first averaged between the exam s component scenarios and the national average for those two scenarios and then dividing by the national average e n n The idea is to show the magnitude of the difference between a user s score and the
252. nd Message section of this manual Attach Files Click Attach Files to access a screen that will allow you to upload files to eRehabData for storage with an assessment record The eRehabData document repository allows you to store files such as Word documents pdfs scanned images of other documents or any other file or document in electronic format that you want to store with the assessment record on eRehabData Uploaded files are not subject to any processing or importing like the other eRehabData uploads Deny On pre admit assessments click Deny to access the reason for denial screen This screen checks the pre admit assessment for values present in the fields included in the eRehabData referrals outcomes reports Any missing or incorrectly configured fields will be listed You can either input data into those fields or select a reason for denial and click Deny or you can delete the pre admit by clicking Delete Edit Denial On denied pre admission assessments click Edit Denial to modify the denial date and or reason for denial then click Update to save your changes Undeny To revert a denied pre admission assessment back into an active pre admission assessment first click Edit Denial then click Undeny Correct On an assessment that has been sent to CMS and marked as Accepted by CMS click Correct to open up the record for edits that you will re transmit to CMS Clicking Correct automatically increments the correction nu
253. nstructions int 0 5 Privacy Consideration int 0 5 Patient Safety Security int 0 5 Extent Goals Met int 0 5 Overall Satisfaction int 0 5 Recommend Facility memo How Improve Safety memo Other Improvement Suggestions memo How Discharge Completed int 0 3 No Followup Contact boolean Follow Up Survey erehablata Assessment Data Download Custom Template Available Fields Continued Equipment Ordered int 0 1 Equipment Satisfaction int 0 5 Home Health Received int 0 1 Home Health Satisfaction int 0 5 Outpatient Therapy Received int 0 1 Outpatient Therapy Satisfaction int 0 5 Discharge Instructions int 0 5 Functioning int 0 5 How Follow Up Completed int 0 3 HISTORIC IRF PAI DATA FY2013 14 Pre Hosp Vocation Cat enum AD 18 Pre Hosp Vocation Effort enum AD 19 Comatose at Admit boolean AD 25 Delerious at Admit boolean AD 26 Admit Dehydration boolean AD 28 Admit Disch Dehydration boolean D 28 Disch Disch Home Health Svc enum D 44B Admit Stage 2 Pressure Ulcers int AD 48A Admit Discharge Stage 2 Pressure Ulcers int D 48A Disch Admit Stage 3 Pressure Ulcers int AD 48B Admit Discharge Stage 3 Pressure Ulcers int D 48B Disch Admit Stage 4 Pressure Ulcers int AD 48C Admit Discharge Stage 4 Pressure U
254. nt includes both a Tier 3 comorbidity and a Tier 1 comorbidity because the assessment would be assigned Tier 1 only the Tier 1 comorbidity will be included in the report You can also see a list of all tier assigning comorbidities in the eRehabData database regardless of RIC by clicking on View Top I CD Codes for Selected Tier and All RI Cs on the main Top Comorbidities by RIC screen Then select a tier from the View Tier drop down CMG Matrix The CMG Matrix report is a grid displaying PPS payment weights PPS average lengths of stay and facility adjusted reimbursement for all CMGs and tiers for the 2006 and 2007 Final Rules The reimbursement values use the applicable standard payment conversion factor from each rule and your facility s pricer adjusters as configured on eRehabData to calculate your facility s reimbursement for each CMG and tier assuming discharge to community erehablata NOTE The reimbursement values are only as accurate as your facility s pricer adjusters For more information on configuring your facility pricer adjusters please refer to the Facility Pricer Adjuster section of this user manual Appeals Report The eRehabData Appeals Tracking Report allows users with outcomes reports privileges to generate a summary of Medicare payment denials and appeals for their facility and view a list of appeals at their facility and de identified appeals in the nation This report is intended to help ensure
255. omorb K string D ICD code 24K Comorb L string D ICD code 24L Comorb M string D ICD code 24M Comorb N string D ICD code 24N Comorb O string D ICD code 240 Comorb P string D ICD code 24P Comorb Q string D ICD code 24Q Comorb R string D ICD code 24R Comorb S string D ICD code 24S Comorb T string D ICD code 24T Comorb U string D ICD code 24U Comorb V string D ICD code 24V Comorb W string D ICD code 24W Comorb X string D ICD code 24X Comorb Y string D ICD code 24Y Compliant Arthritis boolean AD 24A1 Admit Height Inches integer AD 27 Admit Weight Pounds integer AD Disch Admit Swallowing Stat enum AD 27 Admit Disch Swallowing Stat enum D Disch FUNCTION MODIFIERS ADM Fn Mod Bladder Lvl Assist enum AD 9 Admit ADM Fn Mod Bladder Freq Accidents enum AD 0 Admit ADM Fn Mod Bowel Lvl Assist enum AD 1 Admit ADM Fn Mod Bowel Freq Accidents enum AD 2 Admit ADM Fn Mod Tub Transfer enum AD 3 Admit ADM Fn Mod Shower Transfer enum AD 4 Admit ADM Fn Mod Dist Walked enum AD 5 Admit ADM Fn Mod Dist Wheelchair enum AD 6 Admit ADM Fn Mod Walk enum AD 7 Admit ADM Fn Mod Wheelchair enum AD 8 Admit DIS Fn Mod Bladder Lvl Assist enum D 9 Disch DIS Fn Mod Bladder Freq Accidents enum D 0 Disch DIS Fn Mod Bowel Lvl Assist enum D 1 Disch DIS Fn Mod Bowel Freq Accidents enum D 2 Disch DIS Fn Mod Tub Transfer enum D 3 Disch DIS Fn Mod Sh
256. on includes all sites Does the user need to Manually override an assessment s status Incomplete Accepted by CMS and or correction number after a mistake was made during processing of the assessment on the CMS file transfer screen Revert a discharge assessment back into an admit assessment for example on interrupted stay assessments If the user needs to do these two tasks WITHOUT the rest of the administrator tasks listed above they will need the privilege Non admin user can perform IRF PAl advanced maintenance functions Does the user need to Purchase assign and manage IRF PAI proficiency exams and view proficiency exam outcomes reports WITHOUT all of the other facility administrator privileges If yes they will need the privilege Non admin user can manage RF PAI proficiency exams Assessment Tasks Does the user need to Create patient assessments including pre admit admit and discharge Transmit assessments to CMS If yes they will need the privileges e User can view all assessments for their facility includes all sites e User can create edit IRF PAl assessments User can lock assessments in preparation for transmittal to CMS e User can unlock assessments AND e User can download assessments from their facility Does the user need to Receive notification emails when a Pre Admission Screening PAS Tool requires their review input or signature If yes th
257. on MCO 023456789 01 05 21 Confirm Assessments marked as Valid remain in this state until you confirm or revert them On your eRehabData home screen they will appear with status Locked xmit Validated At this point you may 1 Return to the home screen to fix any assessments that reported problems in Step 2 When you are done return to Step 1 and validate them If you do not have assessment entry edit privileges a user with those privileges will need to make the necessary edits before the problem assessments can be transmitted 2 Select individual assessments to revert by selecting the Revert option Reverting allows you to undo a validation so that the assessment may be edited Generally this is necessary only when an assessment was mistakenly validated 3 Select the assessments to place into your CMS file by selecting the Confirm option 4 Select individual assessments to leave in the validated state by selecting the Leave option USER FEATURES II D CMS TRANSMIT FILE 11 erehablata user manual Il USER FEATURES Click the Confirm button to process your selected actions and create a download file on the eRehabData server NOTE Once you create your CMS file you cannot make any changes to the assessments contained in this file until you process them in Step 5 STEP 4 Download CMS Assessments file At this point the CMS file has been created However it is stored on the eRehabData se
258. on the page then copy Ctrl C and paste Ctrl V into Notepad if you paste into Word you will want to delete the images before printing Then print out the document USER FEATURES II D FOLLOW UP DATA UPLOAD 62 erehablata user manual Il USER FEATURES FILE STRUCTURE Data types identified in the file format specification below are as follows C Character D Date YYYYMMDD FIM FIM score 1 7 I Integer ICD ICD code all ICD codes must include a S String If specified valid values are listed between the brackets and The complete file format is as follows Follow Up Data Upload File Format Record IRF PAI Position Field Name Data Type Element 1 Operation CIA U D 2 MEDICARE_NUM S 2 3 MEDI CAID_NUM S 3 4 LAST_NAME S 5a 5 FIRST_NAME S 4 6 PATIENT_ID S 5b Ts BIRTH_DATE D 6 8 SSN S 9 digits no dashes 7 9 ADMIT_DATE D 12 10 DISCHARGE_DATE D 40 11 FOLLOW_UP_DATE D 12 INFO_SOURCE I 1 4 13 ASSESS_ METHOD I 1 3 14 LIVING_SETTING I 1 14 15 LIVING_WITH I 1 5 16 VOCATIONAL_CAT I 1 7 17 VOCATIONAL_EFFORT I 1 3 18 MAINT_PRIMARY I 1 4 19 MAINT_SECONDARY I 1 4 20 THERAPY I 1 8 21 DIAG_A ICD 22 DIAG_B ICD 23 DIAG_C ICD 24 DIAG_D ICD 25 DIAG_E ICD 26 DIAG_F ICD 27 FIM_EATING FIM 28 FIM_GROOMING FIM 29 FIM_BATHING FIM 30 FIM_DRESS_UPPER FIM 31 FIM_DRE
259. ord will not be imported See below for the record matching algorithm ERROR CHECKING The Assessment ID Data Upload performs simple data type validation checks as it imports records Records including any data that do not pass the validation checks will not be imported Any such problems encountered during the import process will be detailed in the system message printed on screen once the import has finished IDENTIFYING MATCHING RECORDS In order to update an existing record it must be found Facility Patient ID is the key matching field and all matches are done based solely on this value If an uploaded record is matched to an existing waiting assessment all values in the waiting assessment will be overwritten with the values in the new record If an uploaded record is matched to an existing admit or discharge assessment the new record will not be imported UPLOADING YOUR FILE To upload your IRF PAI Import file to eRehabData log in to eRehabData and click Uploads then click Assessment ID Data Upload NOTE If you do not see the Uploads or Assessment ID Data Upload options you will need to contact your facility s eRehabData administrator and ask them to grant you the privilege User can upload assessments to eRehabData From the Assessment ID Data Upload screen use the Browse button to browse to the location of the file you created for upload In your browse window make sure that under Files of Type you have selec
260. ower or 1 FTE ADC 0 9012 The FTE ADC ratio is also known as the Teaching Status and is shown in the IME indirect medical education field in the PC PRICER software you can download from CMS here http www cms gov Medicare Medicare Fee for Service Payment PCPricer IRF html You should confirm all pricer values with your reimbursement department or Fiscal Intermediary as the PC PRICER may not reflect current values If your facility does not have a medical education program please enter 1 0 as the Teaching Status Adjuster When you have entered in all of your facility adjuster data click Save Your new facility adjuster will appear on the Facility Adjusters screen NOTE Completion of all fields is required for calculation of your facility adjuster EDITING FACILITY ADJ USTERS To edit a facility adjuster from your Manage Facility screen click Facility Pricer Adjuster From your list of facility adjusters select the radio button to the left of the adjuster you wish to edit and click Edit Make your changes on the edit screen and click Save Changes NOTE If any of your facility s data elements change during an effective time period do not edit a facility adjuster to include new values or you will force a recalculation of prior assessments within its effective date range which may impact the accuracy of your reimbursement calculations Instead edit the current facility adjuster s end date and create a new facility
261. ower Transfer enum D 4 Disch DIS Fn Mod Dist Walked enum D 5 Disch DIS Fn Mod Dist Wheelchair enum D 6 Disch DIS Fn Mod Walk enum D 7 Disch DIS Fn Mod Wheelchair enum D 8 Disch FIM INSTRUMENT ADM FIM Eating enum AD 39A Admit ADM FIM Grooming enum AD 39B Admit ADM FIM Bathing enum AD 39C Admit erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field ADM FIM Dressing Upper enum AD 39D Admit ADM FIM Dressing Lower enum AD 39E Admit ADM FIM Toileting enum AD 39F Admit ADM FIM Bladder Ctrl enum AD 39G Admit ADM FIM Bowel Ctrl enum AD 39H Admit ADM FIM Bed Transfer enum AD 391 Admit ADM FIM Toilet Transfer enum AD 39 Admit ADM FIM Tub Transfer enum AD 39K Admit ADM FIM Walk Wheelchair enum AD 39L Admit ADM FIM Walk Wheelchair Measured char AD 39L Admit ADM FIM Stairs enum AD 39M Admit ADM FIM Comprehension enum AD 39N Admit ADM FIM Comprehension Measured char AD 39N Admit ADM FIM Expression enum AD 390 Admit ADM FIM Expression Measured char AD 390 Admit ADM FIM Social Interaction enum AD 39P Admit ADM FIM Problem Solving enum AD 39Q Admit ADM FIM Memory enum AD 39R Admit DIS FIM Eating enum D 39A Disch DIS FIM Groo
262. payer for reference purposes only NOTE If your facility adjuster is not properly configured this value will not accurately reflect your facility s expected reimbursement Co morbidity Distribution in tiers The number of patients with co morbidity scoring that placed the patients into one of the three tiers or no tier Tier 1 is the most acute Tier 3 is the least acute Tier 0 denotes that there were no tier assigning comorbidities scored Average Age The average age at admission for the selected patient population Ul USER FEATURES Il E OUTCOMES 7 erehablata Gender Split The counts and percentages of male and female patients for the selected patient population Transfer Patients The count and percentage of patients who were discharged to a qualifying institution before their length of stay LOS exceeded the PPS Mean Average Length of Stay ALOS for their CMG Qualifying institutions for discharges prior to 10 1 2014 include discharge destinations 5 Skilled Nursing Facility 6 Acute unit of own facility 7 Acute unit of another facility 8 Chronic Hospital 9 Rehabilitation Facility and 13 Subacute Setting Qualifying institutions for discharges starting 10 1 2014 include discharge destinations 02 Short term General Hospital 03 Skilled Nursing Facility SNF 61 Within institution to swing bed 62 Another Inpatient Rehabilitation Facility 63 Long Term Care Hospital LTCH and 64
263. plete If the assessment is NOT complete flags next to the tabs representing the sections with missing or incomplete data turn red and a list of all missing information is displayed Lock Click Lock to prevent users from making any changes to the record All assessments being transmitted to CMS must be completed and locked Unlock On a locked assessment click Unlock to open the record up for edits again File On completed and locked assessments that are either non Medicare or Medicare secondary payer assessments that are not being transmitted to CMS click File to file the record and remove it from your In Progress assessments list Unfile On filed assessments click Unfile to bring the record back into your In Progress assessments list Re Screen On PAS Tool assessments click ReScreen to create another PAS Tool assessment attached to the originating PAS Tool assessment to be used to capture updates or changes in the patient s condition in subsequent screenings prior to admission Duplicate PAS Tool Assessment On PAS Tool assessments or IRF PAls that began as PAS Tool assessments click Duplicate PAS to create a completely separate PAS Tool assessment for a new admission This is especially useful in cases where a patient is initially denied but then rescreened later for admission or when a patient leaves the facility and doesn t return within the 3 day interrupted stay window When you click Duplicate PAS a list of checkboxes
264. pliance information in eRehabData can be downloaded using the Assessment Data Download Custom Template viewed on the Metrics and eRD screens on individual assessments and viewed in the outcomes reports eRehabData calculates presumptive and conditional compliance on each assessment based on CMS published methodologies the codes present on the assessment and the answers to any conditional questions that may appear on the eRD screen of an assessment when appropriate erehablata The 60 Rule Compliance Report allows users with outcomes reports privileges to generate a summary of 60 rule compliance information for their facility by user entered admit or discharge date range The report also offers additional filters for use in producing a patient details list based on those filters This report includes all patients regardless of age and all assessments regardless of completion status and is updated in real time rather than nightly so the summary and details lists may not match your Facility Report for the same time period The report offers 60 rule calculations by Admit Date as well as Discharge Date whereas other eRehabData outcomes reports include assessments by discharge date only which may also explain any discrepancies you may see between this report and your Facility Report To generate a report make your filter selections and click Refresh In addition to viewing the report on screen you can get the report as a PDF or Excel s
265. ppear in Then click Reorder Elements and review the new order NOTE If your facility uploads facility custom data to eRehabData using the IRF PAl Import you will need to verify that the order of elements in your upload file matches the new order before you do another upload CONFIGURING CUSTOM DROP DOWNS Drop downs are intended as a means to help avoid data entry errors make facility custom data entry faster and easier and also standardize data values for accuracy Custom data fields configured as drop downs will appear on your eRehabData home screen as drop downs that you can filter your assessments lists by in addition to the other filters available You can also have your eRehabData Outcomes Reports generated based on your custom drop downs To configure a drop down field first set the Entry Method to Drop down select list as specified above An input box labeled Allowable Values will appear You will use this box to specify both the values that will appear in the drop down itself and the corresponding values that are saved to the database when a selection is made using the drop down Enter the valid values in the edit box by typing only one item per line in the form Value Description where Value is what is stored in the database and Description is what is displayed in the drop down on the CUSTOM tab during assessment data entry with the two separated by a colon If a line only contains only a value then that wil
266. preadsheet by clicking the El PRINTPDF or GJOPEN EXCEL buttons that appear below the Refresh button after you have generated the report The IGC and ICD color coding explained below is not available in the PDF or Excel versions NOTE Where Pre FY2016 and FY2016 presumptive compliance is mentioned this refers to the CMS compliance methodology for compliance review periods that began prior to 10 1 2015 and the more restrictive methodology applied to compliance review periods starting on or after 10 1 2015 respectively This does not refer to assessment discharge dates To access the 60 Rule Compliance Report click 60 Rule Compliance Report from any outcomes report screen 60 Rule Compliance Report Filters Facility This drop down is only available to organization level reports users from organizations with more than one facility account on eRehabData Use this drop down to display a 60 rule report summary and patient list for the selected facility Date To return results based on admit dates select Admit Date To return results based on discharge dates select Discharge Date Start Date End Date Enter the start and end dates for your report These dates will be applied to either assessment admit or discharge dates depending upon what you selected in the Date drop down above Assessment Status Select All Assessments to see 60 rule compliance information for assessments regardless of status Fo
267. privilege User can add follow up data to accepted filed discharge assessments You can also create follow up assessments by uploading a file of follow up assessment records to eRehabData using the Follow Up Data Upload Follow up assessments are voluntary but eRehabData does generate outcomes reports based on them NOTE Only follow up assessments performed 80 150 days post discharge are included in the follow up outcomes reports For more information on follow up outcomes reports please see the Follow Up Assessment Outcomes Reports section of this user manual erehablata us You can add follow up information to an existing follow up assessment by clicking on the FLW UP tab of any accepted or filed assessment for which follow up information has already been entered You can also create multiple follow up assessments directly from the Follow Up Assessment screen by clicking New Follow Up Report on an existing follow up assessment then use the assessment date links in the Available follow up reports table at the top of the follow up screen to view each individual follow up assessment You can delete a follow up assessment by clicking Delete Current Follow Up on an existing follow up assessment V IRF PAI FEATURES If you will be performing a follow up assessment away from Internet access you can download a blank follow up form to fill out here https web2 erehabdata com erehabdata help irfpai_followup
268. ptive compliance for compliance review periods beginning on or after 10 1 2015 are outlined in red IGCs that are excluded from compliance because of a diagnosis removed from compliance or a diagnosis exclusion added for compliance review periods beginning on or after 10 1 2015 are identified with a blue outline and red strike through Additional Compliance Resources For additional documentation and resources regarding 60 Rule compliance please see the links in the help document available under the HELP icon at the top of the 60 Rule Compliance Report screen in eRehabData erehablata Transmittal Report The Transmittal Report is a live Medicare assessment transmission scheduling report that includes assessments with a primary payer of either 2 Medicare non MCO or 51 Medicare MCO a k a Medicare replacement Medicare advantage For assessments that have been marked as Accepted by CMS the report displays information on the time elapsed between assessment discharge dates and when those assessments were placed into CMS transmission files and marked as Accepted by CMS with color coding to identify late assessments and assessments that may qualify for late transmission penalties For in progress assessments the report shows the number of days between the discharge date and today s date with color coding to indicate approaching transmission deadlines The report is updated in real time so as discharge dates are added and
269. r content not included in this manual but for the most part the documentation available under the HELP icons on the eRehabData system is included in this manual This manual may also include information not found in the help documents available under the HELP icons on the system Wherever you see colored text referencing a link or button the colors indicate the following Orange text refers to text links on the screen such as the site navigation links on the left side of the home screen LIGHT GREEN text in all caps refers to buttons on the screen that are images such as the IRF PAI navigation tabs or the HOME and LOG OUT buttons Dark yellow text in upper and lower case refers to submit buttons such as the Enter buttons that appear in the display options below the assessments tables on the home screen I B General Guidelines to Follow when Navigating the eRehabData Website After you have logged in to eRehabData you ll see a green HOME button on the left side of screen below the eRehabData logo and a green toolbar in the upper right corner of your screen This toolbar contains the following buttons USER MANUAL AMRPA CONTACT and LOG OUT HOME takes you to the eRehabData home page also known as the launch screen USER MANUAL takes you to this user manual online AMRPA opens a new browser window pointed at the AMRPA website CONTACT displays contact information for the eRehabData offices LOG OUT will log you out of the eReha
270. r possible values PreHosp Living Setting Notes PAS memo PreHosp Living With PAS enum See IRF PAI Item 17 for possible values PreHosp Activity Working PAS PreHosp Activity Disabled PAS PreHosp Activity Driving PAS PreHosp Activity Comments PAS memo Support Spouse PAS boolean boolean Support Children PAS boolean boolean boolean Support Relatives PAS boolean Support Community PAS boolean Support Church PAS boolean Support Friends PAS boolean Caregiver Contact PAS string erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field Caregiver Relationship PAS string Caregiver Phone Num PAS string Caregiver Type of Support PAS memo Caregiver Support Limitations PAS memo Patient Family Rehab Goal PAS memo PRE ADMIT REFERRAL PAYER Referral Date PAS date Admit From PAS enum Internal Referral PAS boolean T if internal f if external blank if not completed Referral Source PAS Facility Admit Date PAS Facility Contact Name PAS string Facility Contact Num PAS string Referring Physician PAS string Physician Home PAS string string date Medicare Num PAS string Medicaid Num PAS string Paye
271. r Prim PAS enum See IRF PAI Item 20A for possible values Insurer Name Prim PAS Insurer Contact Prim PAS string Insurer Phone Num Prim PAS string string Insureds Employer Prim PAS string Insurer Policy Num Prim PAS string Insurer Auth Num Prim PAS string Payer Sec PAS See IRF PAI Item 20B for possible values Insurer Name Sec PAS string Insurer Contact Sec PAS string Insurer Phone Num Sec PAS string Insureds Employer Sec PAS string Insurer Policy Num Sec PAS string Insurer Auth Num Sec PAS string PRE ADMIT STATUS IGC PAS string RIC PAS enum Diagnosis PAS string ICD code Diagnosis Descrip PAS string Diagnosis B PAS string ICD code Diagnosis B Descrip PAS string Diagnosis C PAS string ICD code Diagnosis C Descrip PAS string Onset Date PAS date Comorb A PAS string ICD code Comorb A Descrip PAS string Comorb B PAS string ICD code Comorb B Descrip PAS string Comorb C PAS string ICD code Comorb C Descrip PAS string Comorb D PAS string ICD code erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Data T
272. r Threshold and Base Payment as published in the FY2008 Final Rule FY2008 Outlier Threshold FY2008 pre April 1 Base Payment 1 0 or 7 362 13 451 1 0 erehablata For discharges starting 4 1 2008 through 9 30 2008 second half of FY2008 The count and percentage of patients whose LOS was at least 1 5648 times the PPS ALOS for their CMG The 1 5648 multiplier is calculated from the Outlier Threshold and Base Payment as published in the Legislative Payment Rate Change to the FY2008 Final Rule FY2008 Outlier Threshold FY2008 April 1 Base Payment 1 0 or 7 362 13 034 1 0 For discharges starting 10 1 2008 through 9 30 2009 FY2009 The count and percentage of patients whose LOS was at least 1 7910 times the PPS ALOS for their CMG The 1 7910 multiplier is calculated from the Outlier Threshold and Base Payment as published in the FY2009 Final Rule FY2009 Outlier Threshold FY2009 Base Payment 1 0 or 10 250 12 958 1 0 For discharges starting 10 1 2009 through 3 31 2009 first half of FY2010 The count and percentage of patients whose LOS was at least 1 7797 times the PPS ALOS for their CMG The 1 7797 multiplier is calculated from the Outlier Threshold and Base Payment as published in the FY2010 Final Rule FY2010 Outlier Threshold FY2010 pre April 1 Base Payment 1 0 or 10 652 13 661 1 0 For discharges starting 4 1 2010 through 9 30
273. r assessments that haven t yet been sent to CMS or Filed select In Progress Assessments For assessments that have been accepted by CMS or Filed select Accepted Filed Assessments NOTE Your report may include incomplete filed assessments if any exist at your facility Payer Select All Payers to view assessments regardless of payer Medicare includes only assessments for which the primary payer is 2 Medicare non MCO Medicare MCO includes all assessments with a primary payer of either 2 Medicare non MCO or 51 Medicare MCO Medicare w secondary includes assessments with a primary or secondary payer of 2 Medicare non MCO Medicare MCO w secondary includes all assessments where either the primary or secondary payer is 2 Medicare non MCO or 51 Medicare MCO Non Medicare only includes assessments where neither the primary nor secondary payer is 2 Medicare non MCO or 51 Medicare MCO erehablata NOTE This definition of non Medicare is unique to the 60 Rule Report The other eRehabData outcomes reports define non Medicare as any assessment where the primary payer is not 2 Medicare non MCO Compliance Select All Assessments to include all assessments regardless of compliance status You can also filter to display assessments that are presumptively compliant or conditionally compliant or assessments that are presumptively compliant but not conditionally compli
274. r exam The complete list of all possible buttons on the management screen and their functions is as follows Menu Clicking the Menu button brings you back to your list of both scenarios Scenario Clicking the Scenario button brings up the pop up window with the scenario text Check Clicking the Check button scans your scenario for missing information If any required information is missing a complete list of the missing fields is displayed and the colored flags next to the tabs for those sections turn red Discharge After completing the admission assessment portion of a scenario click Discharge to create the discharge record and begin entering discharge data Ona discharge scenario click Discharge to return to entering discharge data after you have been editing previously entered admit data see Admit below for more information Admit On a discharge scenario click Admit to edit information entered on the admission assessment portion of the scenario Finish Clicking the Finish button signals that you are done entering all information into the scenario and it is ready to be corrected by your eRehabData facility administrator After you click Finish you will need to click OK to confirm If your scenario is not complete i e if you have skipped any possible answers a second confirmation window will appear alerting you that your scenario is missing some answers and is not complete You can click Cancel to enter the missing answers or
275. r manual How the FIM Log selects which scores to copy over Admit Assessment The most dependent lowest score for each measure across all shifts scored will be highlighted in blue When you click the Copy FIM Log button on the FIM screen the highlighted scores are transferred to the FIM screen Discharge Assessment The most dependent lowest score for each measure for each day scored will be highlighted in blue When you click the Copy FIM Log button on the FIM screen the highlighted score for each measure from the day with the highest score total is transferred to the FIM screen Locomotion mode When comparing the Walk Wheelchair FIMs only the scores recorded for the most frequent mode are considered NOTE If all 9 shifts have not been recorded or there are an equal number of measurements made between the 2 most common modes then the mode of locomotion is ignored and the user will need to check that the Walk Wheelchair values copied to the FIM tab are correct erehablata user manua ETT Bladder bowel frequency of accidents These measures incorporate a 7 day assessment period and the FIM Log does not account for that so you may have to manually adjust these scores on the FIM screen NOTE If there are FIM scores already on the FIM screen clicking Copy FIM Log will overwrite those scores The FIM Log will not copy blank scores over to the FIM screen No data validation is performed between the FIM Log scores and the F
276. r patient e High Cost Outlier Threshold This is the amount that would need to be exceeded in cost before additional reimbursement would flow to the facility The reimbursement calculations are available for download in the HIPPS Data Download V2 and the HIPPS Data Download V2 You can also view reimbursement information on your eRehabData outcomes reports 7 View Logins View Logins allows eRehabData facility administrators to view user login history and activity for their facilities From your Manage Facility screen click View Logins to see a list of your facility s users who have logged in within the last specified number of days The default time period is the last 3 days you can see all logins for up to the last 99 days Clicking on the Browser Session ID link for a user will display a list of all pages the user visited during that session and when 8 Recently Modified Assessments Recently Modified Assessments allows eRehabData facility administrators to track assessment activity for their facilities From your Manage Facility screen click Recently Modified Assessments to view a list of your facility s assessments that have been modified within the last specified number of days Click on a patient name to list all the users who have accessed that patient s assessment and when Click on a Session ID Username link to list all of the screens that user visited during that particular session and when Y ADMINIS
277. r the first 50 records and you can page through the records using the Next 50 links However if you click Gi oPEN EXCEL you will get a file containing all the columns from the Patient Report sub menu e g CMG Tier Pay Wt 60Pct Age Disch Dest LOS Xfer FIM Totals etc for all patient records for FY2006 This could potentially result in a very large file which may take additional time to open We suggest that national and regional benchmarks not be heavily relied upon for periods of less than 90 days regardless of the time period you select OUTCOMES REPORTS DRILL DOWN LEVELS Facility Rankin For users belonging to organizations with more than one facility on eRehabData the Facility Ranking Report allows you to display any individual outcomes measure for comparison across all facilities in your organization A measures drop down at the top of the report table lets you select which measure to display The privilege User can download assessments from all facilities in their organization is required in order to view this report In addition to the Facility Region Org Time Period and Payer drop downs available on the other reports screens the Facility Ranking Report screen also includes a Detail Level drop down which lets you view the measures for all of your facilities at the facility level or at the RIC Group RIC CMG or IGC level If you select anything other than Facility in the Deta
278. r the selected CMG Clicking on a measure or question will give you a report of that measure or question for each CMG From the individual measure or question for all CMGs screen you can click on a CMG to jump directly to the report of all measures and questions for that CMG PSI IGC Report Clicking on the I GC Report link brings you to the IGC Report menu On the left side of the screen is a list of the IGCs On the right side of the screen is a list of all available measures and survey questions for the survey type you last selected Clicking on an IGC will give you a report of all available measures and survey questions for the selected IGC Clicking on a measure or question will give you a report of that measure or question for each IGC From the individual measure or question for all IGCs screen you can click on a IGC to jump directly to the report of all measures and questions for that IGC PSI Patient Report The Patient Report lists all patients with the selected survey type included in the selected report time period and payer You can order the list of patients by patient last name Medicare number admit date discharge date length of stay LOS etiologic diagnosis code impairment group code RIC or CMG by clicking on the respective headers at the tops of those columns The active selection appears surrounded by black brackets Click on a header once to sort the report by that column in ascending order Click on the header again to so
279. r to be included in the report Transmittal Report Output The report columns are clickable links that allow you to sort the output by a selected column Click a column header once to re order the report by that column in ascending alphabetical chronological or numeric order Click the same column header again to display the report in descending order The header for the column determining the order of the report is surrounded by brackets For example if the report is ordered by discharge date the discharge date column header will be displayed like this Discharged You may see more than one record per discharge Usually this is because a correction to a previously transmitted assessment was sent to CMS For this reason the record count displayed at the bottom of the report screen may not match the number of Medicare discharges for your facility for the same time period erehablata For your selected discharge date range and assessment group the report displays the following information Last Name First Name The patient s last and first names from the IRF PAl IRF PAl item numbers 5A and 4 Birth Date The patient s birth date from the RF PAI IRF PAl item number 6 Pat ID The patient ID number from the RF PAI IRF PAl item number 5B Medicare The Medicare number from the IRF PAl IRF PAl item number 2 Payer The primary payer from the IRF PAl IRF PAl item number 20A Admitted The patient s adm
280. range to assessments admitted during the date range e Discharged Select this to apply your date range to assessments discharged during the date range e Created Select this to apply your date range to assessments created during the date range e Transmitted Select this to apply your date range to assessments marked as Accepted by CMS during the date range e Denied Select this to apply your date range to pre admission assessments marked as Denied during the date range The second Restrict to drop down controls the date range filter applied to your selected assessment date Date ranges include erehablata u e None blank Select this if you do not want to restrict your assessments lists to any date type e g admit date or range r Manual V IRF PAl FEATURES e Custom Select this to enter your own date range If you select this option two additional input boxes will appear for you to enter your start and end dates Enter your start and end dates and then click Enter The remaining options allow you to list assessments that have either been admitted discharged created or transmitted marked as Accepted by CMS within a specified time period Those periods include e Last 90 days e Last 365 days e Cal Yr 2002 Present The third Restrict to drop down lets you search for assessments by hand entered values applied to one of four IRF PAI fields and is used in conjunction with the starting with
281. rator user can create manage user accounts only for their site This privilege restricts a user s administrative capacity to their site only This is only applicable if a facility has more than one site and the site administrator should not have access to user accounts at other sites A site administrator creates and manages user accounts for their site only and does not have the ability to grant user privileges associated with a facility for instance a site administrator cannot authorize a user to upload data to CMS or to view reports Site administrators also cannot create custom data fields or sign the facility up for additional services such as IRF PAI proficiency exams or the Patient Satisfaction System NOTE If you are designating the user as a facility administrator this privilege is unnecessary and redundant erehablata Sub Administrator Privileges Non admin user can perform I RF PAI advanced maintenance functions This privilege allows a user who is not an eRehabData facility administrator to manually change an assessment s status Accepted by CMS to In Progress and vice versa and correction number in cases where a mistake was made while processing the assessment in Step 5 on the CMS file transfer screen NOTE This privilege is not necessary if the user has facility administrator privileges Non admin user can manage IRF PAI proficiency exams This privilege allows a user who is not an eRehabData facility administrator
282. re than one site you can toggle between sites by selecting the site name and clicking Switch Site EE EDI TI NG USER ACCOUNTS You can edit an existing user account from the Manage Facility screen by clicking on a username The screen will refresh with the selected user s account information displayed at the top Click Edit User to make any changes to the user s account See the Add User instructions below for an explanation of user account requirements and privileges You will also see the option Delete User If the user has ever logged on to eRehabData even once you will not be able to delete them from the system This option is included only to allow you to correct mistakes in account assignments If you need to deactivate a user s account you can remove all of their privileges and then select No under Active on the edit screen See the Add User instructions below for more information E MANAGE FACILITY SCREEN OPTIONS On the left side of your Manage Facility screen you will see the following link 1 Add User 2 Custom Data Fields ORGANI ZATION ADMINISTRATOR FEATURES IV ORGANI ZATION ADMINISTRATOR FEATURES 139 erehablata GANI ZATI ON ADMI NI STRATOR FEATURES If you see links for Bed Count Facility Settings Facility Pricer Adjuster Logins Recently Modified Assessments Manage Proficiency Exams Patient Satisfaction Instrument and ORYX Signup you are either solely a facility adm
283. reen for an individual assessment by clicking on the patient name Details Columns MC column A Y in this column indicates that the assessment is a Medicare primary payer assessment A Y S in the MC column indicates an assessment where Medicare is the secondary payer MC MCO column A Y in this column indicates that the assessment is a Medicare MCO Medicare Advantage primary payer assessment A Y S in the MC MCO column indicates an assessment where Medicare MCO is the secondary payer Presump Cond columns Y s in the Presump or Cond columns indicate the assessment is presumptively or conditionally compliant respectively Pres By Como Cond By Como columns Y s in the Pres By Como or Cond By Como columns indicate the assessment is presumptively or conditionally compliant based on a comorbidity Checked column A Y in this column indicates that at least one of the questions on the eRD tab for the assessment was answered Yes Comorbidities This column lists all comorbidities coded on each assessment Color Coding The codes displayed in the IGC Diagnosis and Comorbidities columns are color coded where appropriate to convey compliance information using the following key Compliant IGCs from the CMS published 60 Rule methodologies are outlined in dark blue GCs that are excluded from compliance because of the diagnosis are indicated by a strikethreugh Codes removed from presum
284. ress Ctrl V to paste the data into the spreadsheet To select a different date to display the dashboard report for scroll to the bottom of the screen and use the month day and year drop downs to indicate your desired date Then click Update erehabllata user manual Il USER FEATURES to update the report If you select a date for which there is no data the graphs will not be displayed and an error message will appear at the top of the screen explaining the problem 3 PSI Outcomes If your facility has subscribed to the eRehabData Patient Satisfaction System your eRehabData Patient Satisfaction Instrument Outcomes Reports are available to eRehabData users who have been granted the privilege to view outcomes reports or PSI outcomes reports for their facility or for their organization To get to the PSI Outcomes Reports menu from your eRehabData home screen click PSI Outcomes The information in this documentation is presented as outlined in this table of contents 1 PSI Outcomes Reports General Information 2 PSI Outcomes Reports Drill Down Levels A PSI Facility Report B PSI RIC Group Report C PSI RIC Report D PSI CMG Report m PSI IGC Report PSI Patient Report n 3 PSI Dashboard Graphs A Service Recovery B Discharge C Follow Up D Historical View 4 Other Views A
285. rison by holding the Ctrl key down as you click on each measure Next select your time period Quarter Month or Year from the Period drop down Then select your start and end dates using the Start Date and End Date drop downs and indicate whether you want the comparisons to display national or regional data using the Compare to and Regions drop downs To display your measure s and time period for a particular RIC Group RIC CMG or IGC or combination thereof select a RIC Group RIC CMG or IGC from the select box You can select multiple options for comparison by holding down the Ctrl key as you click on each option If you do not make a selection data for all patients will be displayed You can also select one or more tiers by using the View by Tier select box To select more than one tier at a time hold down the Ctrl key while clicking on each tier If you do not select one or more tiers data for all tiers will be displayed NOTE Tiers only apply when viewing measures by CMG Use the Payer drop down to display your selections for All Payers or Medicare or Non Medicare only If you would like to see your data displayed numerically below your graph check the box labeled Display Numeric Data When you have made all of your selections click Show to create your graph Your graph displays your selected measure s for each time increment and diagnostic group you selected and plus and
286. rrectly are marked with a red X followed by the correct score in parentheses e Questions that required answers but were left blank are marked Skipped e Questions that were not part of the test are marked skip as they were during the exam For information on managing proficiency exams please review the Manage Proficiency Exams section of this user manual
287. rt in descending order en SE ne un nn Zn nn PSI DASHBOARD GRAPHS The PSI Dashboard Graphs for each survey type include all surveys for which there is at least one survey response present Unlike the eRehabData PSI Outcomes Reports which are generated each night your facility s PSI Dashboard Graphs refresh each time you visit the dashboard graphs screen As you enter survey responses the dashboard graphs instantly incorporate those new responses Graphs are available for all survey types Select any graph using the Service Recovery Discharge Follow Up and Historical View links on the left erehablata To save your graph as an image position your mouse pointer over the graph and right click Select Save Picture As browse to the location on your computer where you want to save your graph and click Save The graph should save with a png file extension To import your numeric data into Excel or similar spreadsheet program click and drag your mouse pointer over the numeric data table to highlight all of the data Hold down the Ctrl key and press C to copy the data to your clipboard Open Excel or a similar spreadsheet program click in the first cell and press Ctrl V to paste the data into the spreadsheet Service Recovery The Service Recovery Survey Dashboard Graph report displays graphs and numeric data for all patients in house on the selected day Month day and year drop downs at the top of the report screen allow
288. rum representing the following main topics General eRehabData Software IRF PAI Coding and Outcomes Under each forum or main topic are individual threads or sub topics which may correspond to a particular aspect of the main topic Users can 1U al Il USER FEATURES erehablata create their own new threads under a forum read and or reply to other users messages and edit or delete messages they have posted previously To browse the forums click one of the four forum names on the Forums home page You ll then see a list of all threads posted under that forum organized in chronological order with the thread containing the latest posted message appearing at the top You can choose to start a new thread by clicking Start New Thread on the left side of the screen or at the bottom of the threads index page To browse the messages posted under a thread click on the name of the thread You can reply to a message in a thread by clicking Reply on the left side of the screen or Reply to this thread at the bottom of the messages page You can send a private message to a user who has posted a message on the forums by clicking on their username You can also edit or delete messages you have posted by selecting the thread the message is posted under and clicking the Edit or Delete link in your message Above the threads list you ll see what are called breadcrumbs These links represent your location in the forums For instance
289. rver until you download it The following is similar to what you might see Step 4 Download File for CMS Transmission Click on the file name to download the file to your computer or local network for transmission to CMS File Name Date Created Created by 99_110830_104920_0626 cms 08 30 11 10 49 AM EDT User Transmit Click to download Before skipping to Step 5 log in to the CMS network and transmit your downloaded file This shows that one file awaits download By selecting the Click to download link you can save the file to your computer s hard drive The following is similar to what you might see Opening 99T123_110210_104920_0626 cms set You have chosen to open 99T123_110210_104920_0626 cms which is a CMS File from https web2 erehabdata com r what should Firefox do with this File Open with v I Do this automatically For Files like this From now on cme Choose Save File and click OK Next select a destination on your computer s hard drive using the Save in drop down change the suggested filename if you wish and click Save The default file name is comprised of your facility s Medicare provider number followed by the file creation date yymmdd then the file creation time hhmmss then the USER FEATURES II D CMS TRANSMIT FILE 12 erehablata com user manual II USER FEATURES milliseconds at which the file was created so if you do not change the f
290. ryland North Carolina South Carolina Virginia Washington DC West Virginia East North Central Illinois Indiana Michigan Ohio Wisconsin East South Central Alabama Kentucky Mississippi Tennessee West North Central lowa Kansas Minnesota Missouri Nebraska North Dakota South Dakota USER FEATURES Il E PSI OUTCOMES 106 erehablata user manual Il USER FEATURES PSI Outcomes Reports Regions Continued Region State West South Central Arkansas Louisiana Oklahoma Texas Mountain Arizona Colorado Idaho Montana Nevada New Mexico Utah Wyoming Pacific Alaska California Hawaii Oregon Washington PSI OUTCOMES REPORTS MEASURES TOP SUMMARY TABLE Completed Surveys This displays the number of surveys of the selected survey type that had at least one response Case Mix Index CMI The average Medicare payment weight for the selected survey population including short stay payment weights when present Higher numbers indicate increased average acuity Payment weights for each CMG and tier are published in the final rule Transfer Patients The count and percentage of surveyed patients who were discharged to a qualifying institution before their length of stay LOS exceeded the PPS Mean Average Length of Stay ALOS for their CMG Qualifying institutions include discharge destinations 5 Skilled Nursing Facility 6 Acute unit of own facility 7 Acute unit of another fa
291. s Referring to the CMS final validation report process your downloaded assessments by marking them either Accepted or Rejected Select Leave to not process an assessment Verify the transmission date and click Update 2 Assessment Data Download Custom Template The Assessment Data Download Custom Template allows you to select individual fields or groups of fields to include in a file you can download to your computer and control the order in which those fields are included in your file RF PAI data fields are grouped by sections of the IRF PAI and additional sections allow you to include calculations facility custom data notes 60 rule compliance information PAS Tool data denied pre admit information assessment warnings follow up assessments and or patient satisfaction survey fields in your download file giving you total control over the structure of your file File download parameters can be saved as templates for future downloads and these templates can be shared among users at a facility or organization The file downloads as a delimited text file using the delimiter you specify Each line contains one record and each record is separated by a carriage return ASCII 10 with each element in the record separated by your selected delimiter To download your custom template data file log into eRehabData and click Downloads then click Assessment Data Download Custom Template Depending on your user permissions
292. s Accepted by CMS as of 18 days past discharge all facility and organization administrators are automatically alerted as well Data Upload Download Privileges User can download assessments from their facility This gives the user the ability to download any or all of their facility s patient assessment data from the eRehabData system to their local computer This privilege is necessary if the user will be creating files to transmit to CMS or if they will be downloading assessment data to keep as a local back up or for import into another software application User can upload assessments to eRehabData This gives the user the ability to upload patient identification data full assessments follow up assessments and patient satisfaction surveys to the eRehabData system for use in creating or updating assessments on eRehabData without manually keying in assessment information Outcomes Reports Privileges User can view all outcomes reports for their facility This privilege allows a user to view eRehabData outcomes reports for their facility including patient satisfaction outcomes reports where enabled User can ONLY view Patient Satisfaction outcomes reports for their facility This privilege allows users without outcomes reports privileges to view their facility s patient satisfaction survey outcomes NOTE This privilege is not necessary if the user has the privilege User can view all outcomes reports for their facility Notifica
293. s above each comments field Select the subject or topic that best describes the comments entered or select None if no subject applies to the comments When you are finished entering all of the patient s answers click either the button at the bottom of the screen labeled Next Metrics any one of the tabs on the left side of your screen or the HOME button under the eRehabData logo at the top of your screen to save the information If there is no activity on eRehabData for 2 hours or so e g if you don t move to another screen or refresh the current screen for 2 hours the system will assume you are no longer working on eRehabData and will automatically end your session If you think you may stay on one P S I screen for over 2 hours save your data at regular intervals by clicking on the P S I tab to refresh the screen When you are finished entering survey results click the LOG OUT button in the green toolbar in the upper right corner of your screen SCANNABLE SURVEYS Your facility has the option of using scannable patient satisfaction survey forms so that completed forms can be scanned in and then uploaded in a data file rather than hand entered If your facility has configured this option your printed surveys will display bar codes for use by a scanner and third party software Scanning these surveys requires use of third party hardware and software which will require extensive set up and testing by someone at your erehabl
294. s calculations are onset days greater than 365 and any assessments where date of onset was omitted Average Length of Stay ALOS The average length of stay for the selected patient population LOS is calculated excluding the day of discharge in keeping with Medicare practice PRESSURE ULCER MEASURES Data for the following pressure ulcer measures are collected in the Quality Information section of the IRF PAI Data collection began 10 1 2012 with the FY2013 IRF PAI and expanded on 10 1 2014 with the FY2015 IRF PAI It is recommended that you not rely on pressure ulcer data for any time periods that cross over when the ulcer data collection began or changed to avoid the potential for misinterpreting the percentages erehablata For example for discharges with stage 1 pressure ulcers present at admission in Calendar Year 2014 the percent will look low because it is calculated against all discharges with complete ulcer assessments for the year even though information on stage 1 pressure ulcers was not collected for 3 of those quarters If you view the same measure for Q4 2014 you will see the percent calculated only from discharges where it was possible to collect that information so it will be higher Discharges with Complete Ulcer Assessments was labeled Discharges with Ulcer Assessments prior to FY2015 For discharges between 10 1 2012 and 9 30 2014 the count and percentage of discharges where NEITHER of the Unable to Assess
295. s is the Federal District Court appeal This request would be made with the court with notification made to the FI An attorney would likely lead this process and represent the facility in court Staff members former patients and other facility representatives may be encouraged to be witnesses There must be at least 1 130 left in dispute in order to appeal a claim at this level The fields filled out for this level are as follows Which Court Select the Federal District Court hearing your case Days to Appeal 60 days to appeal Date Appeal Submitted Enter the date that the facility sent the request for a hearing to the Federal District Court Hearing Date Enter the date of the Federal District Court appearance Case Number Enter the case number representing the claim Decision Letter Date Enter the date on the decision letter you received from the Federal District Court Outcome From the correspondence you received from the court indicate whether the claim was paid in full Favorable denied in full Unfavorable or partially denied Partially Favorable Reason s for Decision From the correspondence you received from the court select the option s that most closely matches the reason s for their decision You can select more than one option Claim Amount This is carried over from the ADR level and displayed on screen for your information Amount Paid plus Amount Denied must equal the Claim Amount Amount Paid Enter t
296. s of eRehabData Facilities can have more than one facility administrator In fact this is recommended as it distributes responsibility in case an administrator is ill on vacation or otherwise unavailable Site administrator user can create manage user accounts only for their site This privilege restricts a user s administrative capacity to their site only This is only applicable if a facility has more than one site and the site administrator should not have access to user accounts at other sites A site administrator creates and manages user accounts for their site only and does not have the ability to grant user privileges associated with a facility for instance a site administrator cannot authorize a user to upload data to CMS or to view reports Site administrators also cannot create custom data fields or sign the facility up for additional services such as IRF PAI proficiency exams or the Patient Satisfaction System NOTE If you are designating the user as a facility administrator this privilege is unnecessary and redundant Sub Administrator Privileges Non admin user can perform IRF PAI advanced maintenance functions This privilege allows a user who is not an eRehabData facility administrator to manually change an assessment s status Accepted by CMS to In Progress and erehablata vice versa and correction number in cases where a mistake was made while processing the assessment in Step 5 on the CMS file transfer scree
297. s screens To access the file transfer screens log in to eRehabData You will see a header on the left side of your home page labeled File Transfer Below that depending upon your user privileges you may see links for CMS Transmit File Downloads and or Uploads NOTE If you do not see the File Transfer header you will need to contact your facility s eRehabData administrator and ask them to adjust your user permissions You can determine who your eRehabData facility administrator is on the eRehabData login screen by entering your facility s Medicare provider number into the Provider ID box and then clicking on the Forgot your password link Click CMS Transmit File to prepare a file of assessments for transmission to CMS Click Downloads to access all available file download formats or click Uploads to access the uploads for use in importing data into eRehabData The uploads and downloads are grouped as follows 1 CMS Transmit File Downloads 2 Assessment Data Download Custom Template 3 Assessment Data Download Custom 4 T m w Tl m gt m Pe m Ww oO T m J m ie RANSFER CMS TRANSMISSION DOWNLOADS UPLOADS erehablata user manual 11 USER FEATURES HIPPS Data Download V2 HIPPS Data Download Assessment Data Download V4 Assessment Data Download V3 Assessment Data Download V2 Assessment Data Download 0 Follow Up Data Download HONDY P Uploads 11 IRF PAI Import 12 Full Asses
298. s selected from the eRehabData home screen and the user goes to the CUSTOM tab on that assessment Dr Xavier will appear as a temporary value in the drop down and a message displayed on screen will alert the user to the fact that the value no longer exists as a valid option If the user doesn t then select a different option from the drop down then the data will not be updated to reflect one of the available values This means that if your facility is running outcomes reports based on facility custom fields the assessments with values that don t match anything from the list of configured valid options will not be included in your facility specific outcomes It is important to recognize that a selection made in the drop down is identified in the database by the Value not the Description Here is another example Patient Smith s assessment had its Attending Physician value set to Other The next day the administrator edited the facility custom element and changed that option from Other to Other Other Attending If Smith s assessment is loaded and the user clicks on the CUSTOM tab it will appear as if the choice was changed from Other to Other Attending In this case because only the Description changed the database entry stays the same Other However if instead the line were changed to Other Attending no colon then both the Value and Description would change If the assessment were then load
299. s to check a few other websites Note Do not use internal websites such as your facility s home page for this test These sites may be visible to you from your local network and not the Internet If you can t see any websites on the Internet contact your IT department for assistance 2 If you can see other websites but can t see eRehabData com email assistance eRehabData com and describe your problem in as much detail as possible An eRehabData support representative will respond shortly If you can see the website but can t log on 1 Type your facility s Medicare provider number into the box provided on the login screen and click Forgot your password The contact information for your eRehabData facility administrator s will appear If you are the only eRehabData administrator for your facility email assistance eRehabData com and include your name and your facility s Medicare provider number in the message An eRehabData support representative will respond shortly If you have a question while using the website 1 See if your question is answered in the User Manual You can search for key words in the manual by holding down the Ctrl key while pressing the F key on your keyboard and typing your search word into the box that pops up Then click Find Next You can find all instances of your search word in the manual by continuing to click Find Next 2 If there is a help icon HELP on the page you are having trouble
300. scores cross over to the admission IRF PAI when a patient is admitted You can also control this behavior on individual assessments when you admit a pre admit To copy your FIM scores forward check the Copy FIM scores from pre admissions checkbox and click Save Use the Pre Admission Screening PAS Tool Offline Form The eRehabData Pre Admission Screening Tool Offline Form is intended for use ONLY by eRehabData users who are not able to work on PAS Tool assessments online in eRehabData due to limited internet connectivity This form stores patient pre admission screenings which may contain protected health information on the user s computer in the Chrome browser database until the user is able to establish a connection to the internet and upload their screenings to eRehabData Follow the instructions in this section of the Functional Settings screen to download and install the Chrome web browser and the offline PAS Tool form NOTE The eRehabData Pre Admission Screening Tool Offline Form can only be used with Google s Chrome web browser and only by users with the ability to create pre admission screenings and or IRF PAls II C eRehabData Messaging System Send Message You can communicate with other users at your facility and or organization through the eRehabData internal messaging system This system works independently of Internet email and was built in to give users a convenient centralized and secure means of communic
301. se kinds of updates or changes that are not specific to your facility CONFIGURING FACILITY ADJ USTERS Your facility s billing department or Fiscal Intermediary FI should be able to provide you with the information required in order to configure your facility adjusters To configure a erehablata Facility Pricer Adjuster from your Manage Facility screen click Facility Pricer Adjuster To add a new facility adjuster click Add New You will see the following input boxes Description of time period e g FY 2003 Enter a meaningful description of the time period this adjuster represents Effective Date Start Enter the start date of your facility s fiscal year or applicable date MM DD YYYY Effective Date End Enter the end date of your facility s fiscal year or applicable date MM DD YYYY SSI Ratio Enter your facility s SSI Ratio Wage Index Enter your facility s Wage Index Rural Adjuster Enter your facility s Rural Adjuster for example 1 0 Medicaid Days Ratio Enter your facility s Medicaid Days Ratio Teaching Status Adjuster Enter your facility s Teaching Status Adjuster The Teaching Status Adjuster only applies to time periods starting on or including October 1 2005 and later NOTE Your teaching status adjuster should be calculated according to this formula Teaching Status Adjuster 1plus the ratio of the number of FTE residents to the average daily census ADC all raised to the 0 9012 p
302. sections of the assessment For more information about the screens and functions on discharge assessments please see the IRF PAI Tabs Navigation section of this user manual For instructions on to how to complete the IRF PAI please refer to the CMS IRF PAI training manual which can be downloaded from the CMS website here http www cms gov Medicare Medicare Fee for Service Payment InpatientRehabFacPPS IRFPAI html In order to prepare a discharge assessment for transmission to CMS you must first check completion on the file by clicking Complete on the MGMT screen fix any errors that are displayed and then lock the assessment by clicking Lock on the MGMT screen As long as the assessment has Medicare or Medicare MCO listed as primary or secondary payer it will appear on the CMS Transmit File page for validation and transmission V G Follow Up Assessments Follow up assessments may be entered for patients who have been discharged These records are stored with their associated Completed and Filed or Accepted by CMS discharge assessments To create a follow up assessment from your eRehabData home screen select a discharge assessment that has either been Filed or Accepted by CMS From the MGMT tab click the Follow Up button to create a new follow up assessment NOTE If you do not see the Follow Up button on the MGMT tab you will need to contact your facility s eRehabData administrator and ask them to grant you the
303. sent in the email Instead a special link is provided which directs the user to the correct record in eRehabData when clicked My Notifications If you have been notified on a PAS Tool a checkbox labeled My Notifications appears on your eRehabData home screen To display the list of PAS Tools for which you received a notification check the checkbox To hide your notifications uncheck the box Users identified as receiving physician notifications are directed to the Simple PAS when they click on a patient name in their My Notifications list Users identified as receiving admissions office notifications are directed to the fully functional PAS Tool when they click on a patient name in their My Notifications list After you have been notified on a PAS Tool the screening remains in your My Notifications list until the record has been converted to an admission record re screened or denied Simple PAS The Simple PAS allows users to view an existing PAS Tool assessment in a simplified form that was designed specifically for easy reading on a mobile device It is viewable by users who have received a physician notification regarding a PAS Tool that is ready for physician review The Simple PAS displays all of the information entered into the PAS Tool as read only and allows a user with the physician notification privilege to indicate a rehabilitation disposition Accepted Re screen or Denied type in notes and sign t
304. ser can create edit IRF PAl assessments This gives a user the ability to create pre admit admit and discharge assessments and edit existing assessments including patient satisfaction surveys where enabled User can add follow up data to accepted filed discharge assessments This allows the user to append follow up information to assessments that have either been accepted by CMS or filed Users do not require any other RF PAI privileges in order to add follow up data to assessments User can lock assessments in preparation for transmission to CMS This gives the user the ability to lock assessments against any edits either in preparation for transmission to CMS or to prevent any changes NOTE If the user will be transmitting assessments to CMS they should be given this privilege User can unlock assessments This gives the user the ability to re open locked assessments for further edits NOTE If the user will be transmitting assessments to CMS they should be given this privilege erehablata User can receive late transmission warning messages This designates a user to receive warnings issued by the eRehabData system alerting the user about discharge assessments that are approaching their CMS transmission due date Messages are issued to all users with this privilege for assessments that haven t been marked as Accepted by CMS as of 16 days past the discharge date entered If any assessments have still not been marked a
305. sessment Date date YYYYMMDD 10 InfoSource int 1 Patient 2 Family 3 Other 4 Unable to reach 11 AssessMethod int 1 In Person 2 Telephone 3 Unable to Reach 12 FollowUp Setting enum See IRFPAI Item 44A for possible values 13 FollowUp Living With enum See IRFPAI Item 45 for possible values 14 FollowUp Vocational Category enum See IRFPAI Item 18 for possible values 15 FollowUp Vocational Effort enum See IRFPAI Item 19 for possible values 16 Health Maint Primary int 1 Own Care 2 Unpaid Person or Family 3 Paid attendant 4 Paid skilled professional 17 Health Maint Secondary int 1 Own Care 2 Unpaid Person or Family 3 Paid attendant 4 Paid skilled professional 18 FollowUp Therapy int 1 None 2 Outpatient 3 Home base professional 4 Outpatient Home based professional 5 Inpatient Hospital 6 Long Term Care 7 Other 8 Day Treatment 19 Diagnosis Code 1 string ICD Code 20 Diagnosis Code 2 string ICD Code 21 Diagnosis Code 3 string ICD Code 22 Diagnosis Code 4 string ICD Code 23 Diagnosis Code 5 string ICD Code 24 Diagnosis Code 6 string ICD Code 25 FIM Eating enum 26 FIM Grooming enum 27 FIM Bathing enum 28 FIM Dressing Upper enum 29 FIM Dressing Lower enum 30 FIM Toileting enum 31 FIM Bladder Mgmt enum 32 FIM Bowel Mgmt enum erehablata user manual Il USER FEATURES Follow Up Data Download File Format Continued
306. sions of the Survey PDFs to Yes Click Save to save your selections erehablata NOTE Scanning of the patient satisfaction forms requires third party hardware and software Please review this document available under the HELP icon on the PSI Signup screen for more information on scanning and uploading PSI forms https web2 erehabdata com erehabdata help PSI PSIAdminHelp htm ADMIN PSI SUBJECTS Configurable subject drop downs on the eRehabData Patient Satisfaction Service Recovery and Discharge Surveys facilitate more efficient patient comment field browsing and searching Subjects configured by an eRehabData facility administrator appear in drop downs above the associated comment fields on the survey entry screens and users entering survey results can select from the drop downs a general subject or topic that may describe or apply to the comments written on the survey These same drop downs appear on the PSI Outcomes Reports Comments screen for use in searching or grouping patients comments To configure PSI subject drop downs from the PSI Signup screen click PSI Subjects A drop down at the top of the screen lists all of the comments survey questions Creating a new subject 1 Select the survey question using the drop down 2 Type your subject or topic into the Subject box and click Add New Subject 3 Your new subject will appear below the survey question drop down Editing an existing sub
307. sment Upload 13 Assessment I D Data Upload 14 Follow Up Data Upload 15 PSI Scan Upload A brief description of each file is displayed on the Downloads and Uploads screens along with a HELP icon You can click the HELP icon next to each file description for online instructions These instructions are also included here for your reference L CMS Transmit File Transmitting assessments to CMS for Medicare reimbursement requires that they be uploaded in a specific format to the CMS system These guidelines cover how to use eRehabData to create one of these CMS Files Before creating any files for transmit to CMS you must first confirm that the Facility ID information on file with eRehabData matches the facility information on file with CMS This is a one time only process that must be performed by the eRehabData facility administrator for your facility If the information in the eRehabData system does not match that on file with CMS you will receive warnings in the transmission report returned by CMS after transmitting your file If you make any changes to your facility information AFTER creating a CMS transmit file you will need to re create the file in order to apply the changes Preparation of the CMS file can only be performed by users that have the privilege User can download assessments from their facility which is assigned by an eRehabData administrator Administrators themselves do not automatically have this privilege it
308. sment by clicking the Delete Appeal button NOTE Deleting an appeal using the Delete Appeal button deletes all appeal information entered for all levels To delete information entered at an individual level of an appeal erase the information from the input boxes uncheck any checkboxes and set drop downs back to select one instead Following is a level by level description of how to step through the appeals process on eRehabData CMS offers a downloadable brochure explaining the Medicare appeals process which you can find on the CMS website here http www cms gov Outreach and Education Medicare Learning Network MLN MLNProducts downloads MedicareAppealsProcess pdf LEE SS G SS ee LEVEL 1 ADDITIONAL DOCUMENTATION REQUEST ADR The ADR is a correspondence from an FI or RAC after the facility submits a claim Prior to or after paying a claim the FI or RAC will review the patient s record to make a decision of whether or not to pay the claim Each item requested by the FI or RAC as noted in their letter should be copied and sent It is recommended that a cover letter be included with each packet to explain the case details The record must be sent within 45 days from the date on the request or other time frame as stated in the FI s or RAC s correspondence or the claim is denied with no further appeal rights a technical denial The fields filled out for this level are as follows erehablata Date of Addit
309. son Graph allows users with outcomes reports privileges to compare FIM scoring practices in their facility to national or regional norms It is erehablata use a tool designed to help facilities identify potential FIM scoring anomalies or problems that could affect reimbursement To access the FIM comparison graphs click FIM Scoring Comparison Graph from any of the Outcomes Reports screens Use the drop downs at the top of the report screen to select your Time Period Payer RIC if any whether you want Weighted or Unweighted comparisons and National or Regional comparisons For more information on weighted vs unweighted calculations please see Weighted vs Unweighted Numbers above Each time you change a selection in a drop down the screen will automatically refresh to display a graph and three tables of variances Admit Variance Discharge Variance and Change Variance The FIM items have been reordered on this graph from the IRF PAI scoring order to the order of difficulty to perform each task In this order Stairs is the first item because it is the most difficult to perform while Eating is the easiest of the motor items and Expression is the easiest item overall The dark red dark green and dark blue lines represent national or regional data for average admit discharge and change scores The light red light green and light blue lines show the average facility values for each item Because the defa
310. splayed with no assessments appearing below it check the box to display the assessments The screen will automatically refresh if you check or uncheck a checkbox to show or hide a table NOTE You may not see all of the assessments tables if you do not have at least one of each type of assessment In addition to the checkboxes a number of other user selectable options control which assessments are displayed how many assessments are displayed per list and what information is displayed for each assessment These options appear as drop downs input boxes and a List Options link in the box below all displayed assessments The options you select are applied to all available assessments tables and can be used in any combination The options are also sticky meaning that the eRehabData system will remember which options you selected the last time you logged out and apply those selections the next time you log in NOTE The options you select will not be permanently saved for future eRehabData sessions until you log out so if your session expires before you click LOG OUT you will need to repeat your selections the next time you login If you have trouble finding the assessments you expect to see on the home screen review your display options to make sure the selections are correct for what you intend to display The options are as follows r manual V IRF PAI FEATURES erehablata DISPLAY OPTIONS Show The Show option
311. ssage section of this manual You can print out the entire message so you can refer to it when reviewing your imported data The easiest way to do this is to pull up your message and press Ctrl A to select everything on the page then copy Ctrl C and paste Ctrl V into Notepad if you paste into Word you will want to delete the images before printing Then print out the document a SEE Ver EEE EEE ri TEXT FILE STRUCTURE Data types identified in the file format specification below are as follows B Boolean 0 1 C Character D Date YYYYMMDD FIM FIM score 0 7 I Integer USER FEATURES I1 D IRF PAl IMPORT 53 erehablata user manual Il USER FEATURES ICD ICD code all ICD codes must include a S String If specified valid values are listed between the brackets and Line breaks with headers in the file format correspond to the different sections of the IRF PAI and other data groupings and are for legibility in this documentation only They do not represent anything in the records themselves NOTE Beginning 10 1 2014 it will no longer be possible to upload complete IRF PAI records using the text file upload From that day forward only fields that exist across all versions of the IRF PAl can be imported with a text file The fields that will no longer be imported are highlighted in pink in the text file format below The remaining fields will maintain their position in the import
312. ssessments Clicking on an individual RIC will give you a report structured like the Facility Report but only for the selected RIC The same filters available on the Facility Report are available on the RIC Report CMG Report Denied pre admit assessments with an Impairment Group Code patient birth date and all FIM scores and modes will be included in the CMG Report Clicking on CMG Report will give you a list of all CMGs and the number of denials your facility has logged for each CMG To collapse the list of RICs to only display CMGs with denials at your facility check the box labeled Hide codes with zero denied pre admission erehablata user manual 11 USER FEATURES assessments Clicking on an individual CMG will give you a report structured like the Facility Report but only for the selected CMG The same filters available on the Facility Report are available on the CMG Report Patient Report The patient report lists denied pre admission assessments returned by your search filters In addition to the filters available on the other reports the patient report includes a RIC drop down and a CMG drop down so you can filter your report by selected RIC or CMG For each denial the report will display where present the date the pre admit was marked denied patient last and first names patient ID IGC RIC CMG admit from source primary payer FIM motor total and FIM cognitive total 5 Multi Metrics The Multi Metrics s
313. ssessments and PAD indicates that a value may be present on pre admit admit and discharge assessments In this case pre admit refers to the original eRehabData pre admission screen which was a stripped down version of the IRF PAI and not the eRehabData Pre Admission Screening PAS Tool PAS Tool fields are found further down in the list of available fields Here are the fields available for download Assessment Data Download Custom Template Available Fields Column Name Data Type IRF PAI Field ProviderlD char This column is only N A present in multi facility downloads AssessUniquelD int eRehabData s unique ID N A for this assessment USER FEATURES II D ASSESSMENT DATA DOWNLOAD CUSTOM TEMPLATE 19 erehablata Assessment Data Download Custom Template Available Fields Continued Column Name Data Type Notes IRF PAI Field AssessType char P Pre Admit A Admit N A D Discharge X Deleted Completed boolean AD N A Locked boolean PAD N A Accepted boolean AD N A Filed boolean PAD N A AssessCreated date time PAD N A AssessModified date time PAD N A IDENTIFICATION INFORMATION First Name string AD 4 Last Name string AD 5A Medicare Num string AD 2 Medicaid Num string AD 3 Pat ID Num string AD 5B Birth Date date AD 6 SS
314. ssessments uses the date a pre admit was marked as denied while admissions are included based on the admit date entered on an admission assessment that began as a pre admit RIC The RIC drop down is only available on the Patient Report and lets you filter the list of denials by a selected RIC CMG The CMG drop down is only available on the Patient Report and lets you filter the list of denials by a selected CMG REPORT OUTPUT Facility Report Referrals by Referring Physician If your facility has configured the Referring Physician custom field this table displays a list of all of the referring physicians with counts and percentages of denials admissions and referrals for each physician Percentage values for denials and admissions are calculated against the total number of denials and admissions while the referrals conversion percentages are based on the total number of referrals from each physician The accompanying pie chart shows referrals by referring physician percentages calculated against the total number of referrals You can click on a physician s name to filter the report by the selected physician along with your other filters Referrals by Referral Source If your facility has configured the Referral Source custom field this table displays a list of all of the referral sources with counts and percentages of denials admissions and referrals for each source Percentage values for denials and admissions are calculated ag
315. surveys Where averages are displayed only measures that were completed are included in calculating the averages Drop downs at the top of the drill down reports screens allow you to select different surveys time periods and payers The Medicare payer selection only includes assessments where the primary payer is 2 Medicare non MCO The report screens automatically refresh each time you make a change to one of the drop downs If your facility has custom outcomes reports you can view survey outcomes for those custom data values by checking the View Facility Specific outcomes checkbox If your facility has site level reports you can view survey outcomes for each site by checking the View site level outcomes checkbox Your facility is shown compared to your geographic region and the nation as a whole The Facility Drill Down reports only include surveys attached to assessments that have been marked as Accepted by CMS or have been Completed Locked and Filed The drill down reports and Time Series Graphs are updated nightly A time stamp at the top of the report screens indicates the last time the reports were generated The Dashboard Graphs and Comments reports are updated in real time as surveys and comments are entered into the system regardless of assessment status You can jump to each report screen from any of the outcomes reports screens by using the links labeled Facility Report RIC Group Report RIC Report CMG Report I
316. t dates select Admit Date To return results based on discharge dates select Discharge Date Start Date End Date Enter the start and end dates for your report These dates will be applied to either assessment admit or discharge dates depending upon what you selected in the Date drop down above Payer Select All Payers for Medicare and non Medicare combined or select Medicare or Non Medicare Medicare only includes assessments for which the primary payer is 2 Medicare non MCO To view the report for assessments with Medicare as either the primary or secondary payer select Medicare w secondary Custom Date Report Output The report displays a counts and averages table and two breakdown tables The measures are calculated the same way as on the nightly outcomes reports For information on how the measures are calculated please refer to the Outcomes Reports Measures section of this user manual Counts And Averages Table This table displays number of discharges Case Mix Index average reimbursement discharge destination groups interrupted stay counts and other averages such as length of stay age and FIM totals and change Discharge Destination Breakdown Table This table displays counts and percentages by individual discharge destination Payer Breakdown Table This table displays counts and percentages by individual payer 60 Rule Compliance Report 60 Rule com
317. t information section of the Facility Settings screen is used to indicate to whom any communication regarding eRehabData invoices should be directed PASSWORD EXPIRATION SETTINGS Facility administrators can specify how often all users at their facility will need to change their eRehabData user passwords Enter a value between 0 and 365 to represent the number of days the facility s passwords will be valid for If you enter 0 your facility s passwords will never expire however this is not recommended for reasons of security and HIPAA compliance You should check with the person in charge of HIPAA compliance at your facility before setting your password expiration to 0 After you have entered your values click Save at the bottom of the screen 5 Digital Signatures The Digital Signatures screen allows eRehabData facility administrators to configure electronic signature requirements for their users Electronic signature functionality is available for the Physician Signature field in the J ustification section of the Pre Admission Screening PAS Tool and Simple PAS and the signatures on the Signatures tab of the IRF PAl For more information on the PAS Tool please see the Pre Admission Screening PAS Tool Assessments section of this manual Electronic signature functionality on eRehabData provides facilities with a way to reasonably authenticate that the person whose signature appears in an electronically signed field is in fact
318. t least 1 402 times the PPS ALOS for the CMG For discharges starting 10 1 2006 through 9 30 2007 FY2007 T if the LOS was at least 1 4263 times the PPS ALOS for the CMG For discharges starting 10 1 2007 through 3 31 2008 first half FY2008 T if the LOS was at least 1 5592 times the PPS ALOS for the CMG For discharges starting 4 1 2008 through 9 30 2008 second half FY2008 T if the LOS was at least 1 5648 times the PPS ALOS for the CMG For discharges starting 10 1 2008 through 9 30 2009 FY2009 T if the LOS was at least 1 7910 times the PPS ALOS for the CMG For discharges starting 10 1 2009 through 3 31 2010 first half FY2010 T if the LOS was at least 1 7797 times the PPS ALOS for the CMG For discharges starting 4 1 2010 through 9 30 2010 second half FY2010 T if the LOS was at least 1 7867 times the PPS ALOS for the CMG For discharges starting 10 1 2010 through 9 30 2011 FY2011 T if the LOS was at least 1 8232 times the PPS ALOS for the CMG For discharges starting 10 1 2011 through 9 30 2012 FY2012 T if the LOS was at least 1 7611 times the PPS ALOS for the CMG For discharges starting 10 1 2012 through 9 30 2013 FY2013 T if the LOS was at least 1 7297 times the PPS ALOS for the CMG For discharges starting 10 1 2013 through 9 30 2014 FY2014 T if the LOS was at least 1 6245 times the PPS ALOS for the CMG For discharges starting 10 1 2014 through 9 30 2015 FY2015 T if the LOS was at least 1 5822 t
319. t the facility sent the record to the Fl It is recommended that you send the record via certified mail so the package can be tracked for confirmed delivery Decision Letter Date Enter the date on the redetermination letter you received from the Fl The Fl should make a redetermination within 60 days of receiving the record Outcome From the correspondence you received from the FI indicate whether the claim was paid in full Favorable denied in full Unfavorable or partially denied Partially Favorable Reason s for Decision From the correspondence you received from the FI select the option s that most closely matches the reason s for their decision You can select more than one option Technical denials are not appealable so if you select that option you will not be able to navigate to the other levels of appeal but the other reasons for denial are appealable Claim Amount This is carried over from the ADR level and displayed on screen for your information Amount Paid plus Amount Denied must equal the Claim Amount Amount Paid Enter the amount paid on the claim If no payment was received enter 0 Amount Denied Enter the amount denied on the claim If no payment was denied enter 0 Elect to end the appeals process checkbox Check this box if your facility will not appeal an unfavorable or partially favorable decision m ee ee ee ee ee ee LEVEL 3 RECONSI DERATION REQUEST TO QUALIFIED INDEPENDENT CONTRACTOR QIC
320. t the top of the Patient Report screen in eRehabData erehablata user manual Il USER FEATURES OUTCOMES REPORTS REGIONS Regions are defined as the nine U S Census Regions as follows Outcomes Reports Regions Region State New England Connecticut Maine New Hampshire Rhode Island Vermont Middle Atlantic New Jersey New York Pennsylvania South Atlantic Delaware Florida Georgia Maryland North Carolina South Carolina Virginia Washington DC West Virginia East North Central Illinois Indiana Michigan Ohio Wisconsin East South Central Alabama Kentucky Mississippi Tennessee West North Central lowa Kansas Minnesota Missouri Nebraska North Dakota South Dakota West South Central Arkansas Louisiana Oklahoma Texas Mountain Arizona Colorado Idaho Montana Nevada New Mexico Utah Wyoming Pacific Alaska California Hawaii Oregon Washington USER FEATURES II E OUTCOMES 74 erehablata Il USER FEATURES WEIGHTED VS UNWEIGHTED NUMBERS Weighted measures are presented to show what the national and regional values would be if the nation or your region had the same case mix as your facility For comparison purposes weighted measures should be used when you want to minimize the effect of case mix differences For the facility RIC and CMG reports weighted numbers are created by calculating the average value for each CMG and tier category for the n
321. t was received enter 0 For partially favorable claims there are no monetary restrictions as to what can be further appealed Amount Denied Enter the amount denied on the claim If no payment was denied enter 0 manua V IRF PAI FEATURES erehablata Elect to end the appeals process checkbox Check this box if your facility will not appeal an unfavorable or partially favorable decision LEVEL 2 REDETERMI NATION REQUEST APPEAL This is also known as the appeal The appeal must be sent within 120 days of the date that the determination letter was written or as per any directions provided in the decision letter Each item requested by the FI as noted in their letter should be copied and sent The record is sent again with a letter explaining the patient s circumstances and events of the stay Many FIs have a standard form that they wish to have included with the redetermination request It will likely be included or referenced in the correspondence from the FI Be sure to check your Fl s website for this It is recommended that you send the record via certified mail so the package may be tracked for confirmed delivery For partially favorable claims there are no monetary restrictions as to what can be further appealed The fields filled out for this level are as follows Days to Appeal Enter the number of days your facility has to appeal the determination as indicated by the FI Date Appeal Submitted Enter the date tha
322. tantial loss of range of motion atrophy of muscles surrounding the joint significant functional impairment of ambulation and other activities of daily living that have not improved after the patient has participated in an appropriate aggressive and sustained course of outpatient therapy services or services in other less intensive rehabilitation settings immediately preceding the inpatient rehabilitation admission but have the potential to improve with more intensive rehabilitation A joint replaced by a prosthesis no longer is considered to have osteoarthritis or other arthritis even though this condition was the reason for the joint replacement Question BMI boolean Is the patient extremely obese with a Body Mass Index of at least 50 at the time of admission to the IRF Question Comorb boolean Patient has a comorbidity as defined at Section 412 602 and A The patient is admitted for inpatient rehabilitation for a condition that is not one of the conditions specified in paragraph b 2 iii of this section B The patient has a comorbidity that falls in one of the conditions specified in paragraph b 2 iii of this section and C The comorbidity has caused significant decline in functional ability in the individual such that even in the absence of the admitting condition the individual would require the intensive rehabilitation treatment that is unique to inpatient rehabilitation facilities paid
323. te on the decision letter you received from the MAC The MAC should forward their determination to the FI within 90 days of receiving the record Outcome From the correspondence you received from the FI indicate whether the claim was paid in full Favorable denied in full Unfavorable or partially denied Partially Favorable Reason s for Decision From the correspondence you received from the FI select the option s that most closely matches the reason s for the decision You can select more erehablata user manual V IRF PAl FEATURES than one option Technical denials are not appealable so if you select that option you will not be able to navigate to the other levels of appeal but the other reasons for denial are appealable Claim Amount This is carried over from the ADR level and displayed on screen for your information Amount Paid plus Amount Denied must equal the Claim Amount Amount Paid Enter the amount paid on the claim If no payment was received enter 0 For partially favorable claims there are restrictions as to what can be further appealed and what has no further appeal rights Amount Denied Enter the amount denied on the claim If no payment was denied enter 0 Elect to end the appeals process checkbox Check this box if your facility will not appeal an unfavorable or partially favorable decision TFT ZZ ZZ ZZ LEVEL 6 FEDERAL DISTRICT COURT The last level of appeal that is available to provider
324. ted All files or you may not see your upload file Double click on the filename and then click Upload Your file will upload to eRehabData and the records will be examined and imported Depending upon the size of the file this may take a few minutes during which time you should not leave the screen or hit refresh on your browser When the system has finished examining the contents of the file and importing any records found you should see the following message appear on the screen The contents of the file lt filename gt have been processed The full results of the import will be displayed on screen Any problems found in individual records will be detailed and those records will not be imported Successfully imported new records will display this message Accepted a new record has been added Successfully updated existing records will display this message Accepted an existing record had its data updated You can print out the entire message so you can refer to it when reviewing your waiting assessments The easiest way to do this is to pull up your message and press Ctrl A to select everything on the page then copy Ctrl C and paste Ctrl V into Notepad if you paste into Word you will want to delete the images before printing Then print out the document using Landscape orientation Because this message is only presented on screen once directly following an upload printing or saving it is recommended
325. tes that share the same Medicare provider number you can apply the Facility Site hierarchy to those sites and manage user accounts for all sites from one or more Facility Administrator account and or manage them from Site Administrator accounts assigned to each individual site If your facility belongs to a larger organization that includes other facilities under its umbrella and your facility includes different sites you can apply the Organization Facility Site hierarchy to those facilities and sites This allows you to view reports download data and manage user accounts for all facilities and sites from one Organization Administrator account from Facility Administrator accounts for each facility and or from Site Administrator accounts for each site If your facility does not belong to a larger organization with other facilities or your facility should not be managed from its parent organization and your facility has only one site you do not need to consider the hierarchy at all The structure of your facility s account with eRehabData is established when the account is created by an eRehabData representative Please keep this hierarchy in mind when signing up your facility for the eRehabData service and when creating user accounts and assigning privileges I D eRehabData Support If you can t see the website http www eRehabData com 1 Confirm that your computer has a live Internet connection The easiest way to do this i
326. text entry questions available on the surveys If your eRehabData facility administrator has configured subject drop downs for any of the comments fields on the surveys you can filter your search results by those subjects otherwise All will be the only option displayed in the subject filter drop downs You can also use the Search Comments box to search the comments All comments returned by your search filters will be displayed below the search filters If you don t use any search filters all comments from all surveys will be displayed Users with IRF PAI view privileges can jump directly to the patient satisfaction survey section of each assessment returned by the search filters by clicking on the patient name in the search results PSI Time Series Graphs The PSI Time Series Graphs allow you to graph selected measures for any or all RIC Groups RICs CMGs and or IGCs over time against national or regional comparisons Your selections will be graphed and you have the option to view the underlying statistics including standard deviations for some measures in a numeric data table at the bottom of the screen To create your graph first select survey type from the Survey Type drop down above the clinical groupings The Choose Measures box will display the survey questions from your selected survey Next select a measure from the Choose Measures select box You can select more than one measure at a time for compa
327. ther software application User can upload assessments to eRehabData This gives the user the ability to upload patient identification data full assessments follow up assessments and patient satisfaction surveys to the eRehabData system for use in creating or updating assessments on eRehabData without manually keying in assessment information Outcomes Reports Privileges User can view all outcomes reports for all facilities in their organization includes all facilities This privilege allows a user to view eRehabData outcomes reports for all facilities under their organization This privilege is only applicable to users belonging to an organization that has more than one subscriber facility on eRehabData and can only be assigned by an eRehabData organization administrator User can view all outcomes reports for their facility This privilege allows a user to view eRehabData outcomes reports for their facility including patient satisfaction outcomes reports where enabled erehablata User can ONLY view Patient Satisfaction outcomes reports for their facility This privilege allows users without outcomes reports privileges to view their facility s patient satisfaction survey outcomes NOTE This privilege is not necessary if the user has the privilege User can view all outcomes reports for their facility Notification Privileges User can receive physician notification emails This privilege allows a user to receive ema
328. tient Count in the summary table may not match your patient display in the Details list The Conditional Without Comorbidity and Presumptive Without Comorbidity calculations exclude assessments that are counted as compliant due to a comorbidity You can determine the effect that the exclusion of comorbidities will have on your facility by comparing the compliance rates in the Conditional and the Conditional Without Comorbidity rows for the All Payer column The difference between the assessment counts in these two rows represents the number of patients counted as compliant due to a comorbidity You can review the IRF PAIs and or medical records for these patients to investigate the potential for improving the documentation to be able to support coding these kinds of patients in the future with a compliant IGC or diagnosis instead of a comorbidity Details Displaying Assessments based on all filters In order to display the details list you must select Show Assessment Details in the Details filter All filters are applied to generate the details list To erehablata change the sort order of the details list click on the headers for Patient Name Date IGC Diagnosis or RIC Clicking on a header once will sort the list in ascending order by that value Clicking on the header a second time will sort the list in descending order Users with the privilege to view assessments can jump to the Metrics sc
329. ting assessments to CMS they should be given this privilege User can receive late transmission warning messages This designates a user to receive warnings issued by the eRehabData system alerting the user about discharge assessments that are approaching their CMS transmission due date Messages are issued to all users with this privilege for assessments that haven t been marked as Accepted by CMS as of 16 days past the discharge date entered If any assessments have still not been marked as Accepted by CMS as of 18 days past discharge all facility and organization administrators are automatically alerted as well Data Upload Download Privileges User can download assessments from all facilities in their organization This gives the user the ability to download patient assessment data for any facility in their organization from the eRehabData system to their local computer This privilege is only applicable to users belonging to an organization that has more than one subscriber facility on eRehabData and can only be assigned by an eRehabData organization administrator User can download assessments from their facility This gives the user the ability to download any or all of their facility s patient assessment data from the eRehabData system to their local computer This privilege is necessary if the user will be creating files to transmit to CMS or if they will be downloading assessment data to keep as a local back up or for import into ano
330. tion Privileges User can receive physician notification emails This privilege allows a user to receive email notifications when Pre Admission Screening PAS Tool assessments are ready for their review and signature When users with this privilege are notified about a pending referral the email they receive will contain a special link which when clicked directs them to a the Simple PAS a simplified version of the PAS Tool The Simple PAS displays all of the information entered into the PAS Tool as read only and allows the user to indicate a rehabilitation disposition Accepted Re screen or Denied type in notes and sign the PAS Tool The Simple PAS was designed specifically for use on small mobile devices User can receive admissions office notification emails This privilege allows a user to receive email notifications when Pre Admission Screening PAS Tool assessments require their input or review When users with this privilege are notified about a pending referral the email they receive will contain a special link which when clicked directs them to the fully functional PAS Tool NOTE No patient data is sent in the emails Instead a special link is provided which directs the user to the correct record in eRehabData when clicked A valid email address AND either facility level IRF PAl view create edit privileges OR create edit pre admission assessments only privileges are required in order for a notification privilege to be assigne
331. tion on the Discharge Survey asks about the patient s orientation to rehab The survey responses have values ranging from 5 Excellent to 1 Poor In order to calculate an average based on a 100 point scale the values are converted as follows 5 Excellent 100 4 Very Good 75 3 Good 50 2 Fair 25 1 Poor 0 For a selected survey sample let s say that there were 10 responses to the Orientation to Rehab question Of those there were 5 Excellent responses 2 Very Good responses and 3 Good responses After converting to the 100 point scale and multiplying by the frequency the responses would look like this Excellent 100 x 5 Very Good 75 x 2 Good 50 x 3 150 500 150 The converted values are then added together giving a total of 800 and then divided by the number of responses to the question 10 resulting in an average value for this question of 80 The facility national and regional columns display the average and one standard deviation The response values for all survey responses are converted as follows Always 100 Usually 66 67 Sometimes 33 33 N 4 3 2 1 Never 0 3 Yes 100 2 Somewhat 0 1 No 100 Excellent 100 Very Good 75 Good 50 Fair 25 Po 5 4 3 2 1 Poor 0 erehablata user manual T 5 Definitely Yes 100 4 Probably Yes 75 3 Not Sure 50 2 Probably No 25 1 Definitely No 0 5 Much Better 100 4 Somewhat
332. tional value expressed as a percentage A zero in this column for instance would show that your facility s value was exactly in line with the national practice either case mix adjusted or not A positive value shows the percentage over the national common practice while a negative value shows the percentage below the national practice pattern Facility National Variance is calculated using this formula Facility Value National Value National Value Facility Percentile Rank The relative position of your facility s variance to all others This is not the percentile rank of the overall scores which would not yield any sort of case mix adjusting but instead allows for a comparison of the variance of your values to case mix adjusted values National Percentile Values The scores the facility would need to achieve which would result in a percentile ranking of 50 60 70 80 or 90 These can also be used to demonstrate how wide the percentile spread is for a specific measure Percentile Ranking Calculations The percentile report calculation methodology and formulas are specified in the Percentile Report help documentation available under the HELP icon at the top of the Percentile Report screen Custom Date Report The eRehabData Custom Date Report allows users with outcomes reports privileges to generate a facility level report of measures some included on the nightly facility outcomes reports some not by user entered
333. tisfaction Instrument header is the title of the survey you are viewing It will say either Service Recovery Survey Discharge Survey or Follow Up Survey If you are not on the survey screen you want use the links to the right or left of the survey title to open the survey you wish to print Click the Print link below the survey header to pop up a window with the pdf survey document In the pop up window menubar click File then Print to print out your survey NOTE Each printed survey form displays a unique ID number in the upper right corner which is used to identify the assessment record that the survey is associated with If you are printing multiple surveys and the number doesn t change from survey to survey stop printing and go to the Adobe website to download and install the latest version of Adobe Reader erehablata user manual VI OPTIONAL ADD ONS http get adobe com reader Then reprint the surveys and check the numbers again Foreign Language Surveys eRehabData also offers patient satisfaction surveys in Simple Chinese Traditional Chinese French Korean Spanish and Vietnamese To print out your survey in one of these languages click the button to the right of the Print link on the survey screen and select the language Then print your survey as normal ENTERING COMPLETED SURVEYS In order to enter completed patient satisfaction surveys you will need either the privilege User can
334. ts Measures Follow Up Assessment Outcomes Reports Custom Facility Specific Outcomes Reports Outcomes Reports Graphs A Time Series Graphs B FIM Scoring Comparison Graph Other Outcomes Reports Views A Percentile Report B Custom Date Report C 60 Rule Compliance Report D Transmittal Report E Top Comorbidities by RIC F CMG Matrix G Appeals Report H ORYX Report SSS SSS a ee OUTCOMES REPORTS GENERAL INFORMATION The eRehabData drill down outcomes reports show you many performance measures for your facility for each month and each quarter since the IRF PPS went into effect as well as for trailing 30 60 90 and 180 day calendar year and 60 rule review year periods You can compare your facility to national and regional numbers for all payers or Medicare or non Medicare Many of the comparisons include weighted and unweighted national and regional numbers The weighted numbers are benchmarks which volume adjust national or regional practice patterns to exactly match the case mix in your facility using the CMG and tier groups For this reason the weighted numbers give you a more accurate picture of how your facility compares to other facilities in the nation and your region The drill down reports are updated nightly A time stamp at the top of the report screens indicates the last t
335. ty adjuster for each time period and or set of data elements for which you have assessments on eRehabData If your facility s assessments on eRehabData date back to the beginning of the IRF PPS January 1 2002 you will want to configure facility adjusters for your facility s time periods fiscal or other for 2002 2003 2004 2005 2006 and so on For example if your fiscal year begins January 1 2006 and ends December 31 2006 and your SSI Ratio Wage Index Rural Adjuster Medicaid Days Ratio and Teaching Status Adjuster remain unchanged during your fiscal year period you can configure a facility adjuster for fiscal year 2006 using your fiscal year 2006 information However if your fiscal year begins J anuary 1 2006 and ends December 31 2006 but your Wage Index changed on October 1 2006 you would need to configure two adjusters for your 2006 fiscal year the first beginning J anuary 1 and ending September 30 and the second beginning October 1 and ending December 31 Alternately if your SSI Ratio Wage Index etc remain unchanged from one year to the next you can configure an adjuster that spans more than one fiscal year J ust make sure you enter the correct effective start and end dates for the various elements of each adjuster NOTE eRehabData automatically adjusts for general reimbursement changes such as changes to the Base Payment Rate Labor Share and LIP Exponent so you do not need to configure a new adjuster based on tho
336. type violations are encountered during the import process the new record will not be imported U Update an existing unlocked unfiled record All fields in the existing assessment are changed to the values in the new record This means that when updating it is possible to overwrite existing values with blanks if there are values in fields in the existing assessment that are not present in the uploaded record Alternate Replacement Algorithm Alternatively you can choose to update data only where values are present in the import record i e don t overwrite existing data with blanks by checking the box labeled Do not overwrite existing data with blanks on the IRF PAI Import screen By selecting this option blank values within the uploaded Update record will not overwrite data in the record in eRehabData The only exception to this is comorbidities which erehablata user manual Il USER FEATURES are treated as a block This means that if an uploaded assessment contains any comorbidities all comorbidities in the uploaded Update record including blanks if present will overwrite all comorbidities in the existing assessment Only unlocked in progress assessments can be modified Also it is not possible to update the fields used for matching as this would prevent a match in the first place In order to update one of the Assessment Identification matching fields see IDENTIFYING MATCHING RECORDS below for details a
337. ude any combination of patient admit discharge goal and gain measures facility average admit discharge and gain measures and national average admit discharge and gain measures Use the Graphs Options link below the graph to configure the display You can also disable the graph display using the Disable Graph checkbox under the Graph Options link You can display and print metrics screens for multiple in progress assessments using the Multi Metrics screen More information on multi metrics is available in the Multi Metrics section of this user manual e M U U ASSESSMENT WARNI NGS ERRORS AND COMPLETI ON CHECKI NG The IRF PAI data entry screens on eRehabData include a variety of built in checks which look for data entry problems ranging from simple typos such as invalid dates or IGCs to logic routines such as verifying that a FIM score entered matches the lowest corresponding Function Modifier score Some problems trigger a warning message alerting the user to review the erehablata suspect data Other problems trigger errors that will not allow data to be saved at all In both cases a message is displayed at the top of the screen detailing the problem encountered Error messages are displayed at the top of the assessment screens with a red header when either an invalid value has been entered or the Complete button has been clicked on the MGMT tab Errors will prevent an assessment from being marked as complete
338. ult graphing selection is for weighted FIM comparison values the facility lines and the comparison lines typically will be very close together Large diversions between the facility and comparison lines indicate that the facility may have documentation scoring or coding issues with the individual items that have the greatest variances If the documentation scoring and coding is accurate large variances may indicate issues with patients or with the efficacy of the rehabilitation program The numerical charts under the graph show the same data but sorted in decreasing order of variance Variance here is the difference between the facility FIM item average and the corresponding comparison FIM item average In this manner the items that have the most variance and therefore the greatest likelihood of a scoring or documentation problem are shown at the top of each of the different sections Motor items are sorted separately from the cognitive items Numbers in red indicate items that have crossed a variance threshold The threshold is the sum of the average and the first standard deviation of the absolute values of the variance scores for a group of FIM items motor or cognitive admit or discharge When the absolute value of the variance of any single measure in a section exceeds this threshold the variance is highlighted in red Consistent over scoring of admit FIM items negatively affects Medicare reimbursement Consistent under scoring of adm
339. umn is changed so that its order number is the same as another column the changed column will be inserted before the unchanged columns If more than one column is added without specifying an order the new columns will be added at the end of the list in alphabetical order NOTE Depending on the type of assessment some selected display columns will not appear in some assessment tables For example the Discharge Date column will not appear in the admit assessments table Admit and Discharge Dates Gender LOS Payer and assessment Status complete incomplete etc will not appear in the Pre Admit table Individual column information Patient Name This is the default for the link you use to actually select an assessment If you do not choose to display the patient name the selection link will default to whatever data is in the first column If there is no value in that column for an assessment you will not be able to click on that assessment so make sure that the first column is one that will always have a value such as Creation Date if you are not displaying the patient name Length Of Stay If LOS is specified as a display column but there is no discharge date for an assessment the running LOS will be displayed in italics in the LOS column This means that the value displayed shows how many days have passed since the patient was admitted not the final LOS Final Rule ALOS The CMG and tier average length of stay as published in
340. unction Modifier scores so you may see warnings about mismatching scores once you copy your scores over and save them to the FIM screen Score totals are calculated as follows Admit total The most dependent lowest score for each measure across all shifts is used to calculate the daily total These scores are highlighted in blue When admit scores are copied to the FIM screen these are the ones copied Discharge total The most dependent lowest score for each measure recorded for each day is factored into the daily total and then shown The highest daily total score is shown in bold When discharge scores are copied to the FIM screen the lowest scores from the day with the highest total are copied even if another day has a lower score for an individual measure Totals are calculated by treating all 0 scores as 1 and ignoring the Tub Shower Transfer score in keeping with CMS practice V B Displaying Patient Assessments on the eRehabData Home Screen The first screen that you come to when you log in to eRehabData is the eRehabData home screen also referred to as the launch screen Users with the privilege to view patient assessments will see assessments lists displayed on this screen You may see rows of patient names displayed in different tables labeled Waiting Assessments Pre Admit Assessments Admit Assessments and Discharge Assessments The display of each table is controlled by a checkbox If you see one of the table labels di
341. ustom data in the following ways On the CUSTOM tab on an individual assessment Via the Assessment Data Download Custom and the Assessment Data Download V4 Via Facility Specific Outcomes see below ADDING CUSTOM FIELDS To add a custom data field from your Manage Facility screen click Custom Data Fields then click Add Element Then complete the following input fields Element Name Type in a simple name which will be used to identify the field during download or on the outcomes reports Description of element Type in a more user friendly description which will be displayed on the CUSTOM tab on assessments This can include instructions to the user examples of acceptable input ranges etc DataType of element This is used to error check data entry TEXT allows any characters to be entered while DATE INTEGER and DECIMAL NUMBER all require that values entered conform to a specific definition INTEGER refers to whole numbers with no decimal points and DECIMAL NUMBER means real or floating point values for example 98 6 If you specify a datatype other than TEXT eRehabData will apply the appropriate validation check to that element For example if you specify a DATE data type and a user tries to enter anything other than a proper date value a warning will be displayed and the invalid value will not be saved Entry method This refers to the means by which the user will enter the data into t
342. w a graph instead in the Display drop down select Chart then select a chart size using the Chart Size drop down The chart size option controls the size of the graph images so you can tailor the page display to suit your download speed When you have made your selections click Show and scroll down to view your report To view the list of ORYX measures that eRehabData is submitting to The J oint Commission on behalf of your facility from your ORYX report screen click HCO Measures For information on the ORYX measures and how they are calculated please review this document available under the HELP icon on the ORYX Report screen https web2 erehabdata com erehabdata help jcahohelp htm 2 Dashboard Report The Dashboard Report includes all assessments with an admit date but no discharge date Unlike the eRehabData Outcomes Reports which are generated each night your facility s Dashboard Report works in real time and refreshes each time you visit the dashboard report screen As you admit and discharge patients over the course of the day the dashboard report instantaneously incorporates fluctuations in occupancy patient case mix and other data erehablata To get to the Dashboard Report from your eRehabData home screen click Dashboard Report At the top of your dashboard report screen you will see a table displaying a snapshot of your facility s occupancy patient case mix and other information
343. way different web browsers web browser versions and computer hardware monitors video cards etc display font types and sizes and in consideration of user preference we ve added some display options to allow users to customize the look of their eRehabData home page and other screens You can control the size and type of the font most of the text on eRehabData appears in with the display options settings From the My Account menu click Font Settings Changing The Font Setting the font is done via drop down lists Using the font samples displayed on the screen for reference select the font type and the size you want from the drop down lists then click the Save button at the bottom of your screen The screen will refresh and you will see your font selection applied Then click Back or HOME to view your new font display Functional Settings This is where you will find any additional customization options for controlling the display and functionality of eRehabData From the My Account menu click Functional Settings All of the Save buttons on this screen work to save any changes you make so it doesn t matter which one you click Current options include erehablata Use the FIM Log The FIM Log allows you to record FIM scores for 3 shifts per day for the three days ofthe admit and discharge assessment periods The appropriate scores can then be copied to the FIM section of the IRFPAI If you select Use the FIM Log a new tab labeled F
344. with click the icon and a pop up window will appear The pop up window contains some basic information about the screen you are on and your question may be answered there 3 Search the eRehabData Email Archive After you log in on the left side of your screen click Info Links then click Email Archive This archive is a compilation of all of the emails sent to the eRehabData email list organized by date erehablata user manual ITRODUCTI ON 4 If your question isn t answered in any of the above forums you can use the eRehabData messaging system to send a message to eRehabData Tech Support To send a message please see the instructions for the eRehabData messaging system in the User Features section of this manual If you have a suggestion or request or you have encountered an error on the site 1 You can log your suggestion request or a description of the error you encountered in the Enhancement Requests section of the website To post new items please see the instructions concerning Enhancement Requests in the User Features section of this manual If you are having problems transmitting your files to CMS 1 Refer to the data submission user s guide available from the CMS website here http www cms gov Medicare Medicare Fee for Service Payment InpatientRehabFacPPS IRFPAI html The submission instructions portion of this user s guide is available on the eRehabData site as well You can find it by logging i
345. you can continue it later but be sure to click the LOG OUT button first on eRehabData before leaving your computer or closing your browser IF YOU ARE INTERRUPTED DURING AN EXAM If you cannot complete an exam scenario at one time you can return to it later To continue an interrupted exam from your eRehabData home screen click on the exam names link in the proficiency exams table Then click the Continue link on the scenario you were working on You must complete and finish one exam scenario before you can start the second scenario After you have finished a scenario you can review your answers by clicking the Review link REVIEWING YOUR CORRECTED EXAM When you have marked a scenario Finished let your eRehabData facility administrator know it is available for correction To review your corrected exam scenarios from your eRehabData home screen click on the exam names link in the Proficiency Exams table Then click Review to the right of one of the scenario names On a corrected scenario the status on the MGMT screen will say Corrected and will list your number of correct incorrect and skipped answers You can view a list of the questions you answered correctly answered incorrectly or skipped by clicking the Score Sheet button on the MGMT screen To view the correct answers click on the tabs for the sections you completed to go to each section Questions answered correctly are marked Correct e Questions answered inco
346. you can print a text version of the IRF PAI on two pages IRF PAI FEATURES V A THE IRF PAl ON EREHABDATA GENERAL INFORMATION 148 erehablata user manuz BER Print PDF Click Print PDF to pop up a window from which you can print a pdf version of the IRF PAI on three pages This format follows the layout in the final rule and requires Adobe Reader software in order to view and print Print Metrics Click Print Metrics to pop up a window from which you can print the Metrics screen Two versions of the Metrics screen are available for printing 1 the standard Metrics screen which includes national and regional comparisons and an optional FIM score graph and prints out on up to three pages and 2 the alternate Metrics screen which excludes national and regional comparisons reimbursement information and the graph and is designed print out on one page For information on configuring which version is printed using Print Metrics please see Functional Settings under the My Account section of this user manual Accept for Waiting Assessment On waiting assessments use the Accept button to accept the record into the system and create an admission assessment record from the waiting assessment Complete Click Complete to run a completion check on the assessment If the assessment is complete i e for the type of assessment no required information is missing the complete button disappears and the assessment status changes to com
347. you to select any day and radio buttons below the drop downs allow you to indicate whether you want to view your numeric data as counts or percentages Below the numeric data table a checkbox labeled Display Patient List enables you to view the list of patients included in the reporting period The patient list includes patient name patient ID admit date age discharge date where present motor and cognitive FIM gain values where all FIM scores have been entered RIC CMG Tier and length of stay LOS The screen will automatically refresh to display the patient names when you check the box Discharge The Discharge Survey Dashboard Graph report displays graphs and numeric data for all patients discharged during the selected time period A time period drop down at the top of the report screen allow you to select one of the standard outcomes reports time periods and radio buttons below the drop down allow you to indicate whether you want to view your numeric data as counts or percentages Below the numeric data table a checkbox labeled Display Patient List enables you to view the list of patients included in the reporting period The patient list includes patient name patient ID admit date age discharge date where present motor and cognitive FIM gain values where all FIM scores have been entered RIC CMG Tier and length of stay LOS The screen will automatically refresh to display the patient names when you chec
348. ype Notes IRF PAI Field Comorb D Descrip PAS string Comorb E PAS string ICD code Comorb E Descrip PAS string Comorb F PAS string ICD code Comorb F Descrip PAS string Comorb G PAS string ICD code Comorb G Descrip PAS string Comorb H PAS string ICD code Comorb H Descrip PAS string Comorb I PAS string ICD code Comorb Descrip PAS string Comorb J PAS string ICD code Comorb J Descrip PAS string Hx Present Illness PAS memo Hx Hosp Rehab PAS memo Hx Surgeries PAS memo Hx Medications PAS memo Vitals Taken Date PAS date Vitals Height PAS int Vitals Weight PAS int Vitals BMI PAS float Vitals BP Systolic PAS int Vitals BP Diastolic PAS int Vitals Temp PAS float Vitals Pulse PAS int Vitals Respiration PAS int Vitals O2 Saturation PAS int Pain PAS enum Pain Notes PAS memo Infection None PAS boolean Infection MRSA Site PAS string Infection CDiff PAS string Infection VRE PAS string Infection PAS string Infection IV Antibiotics PAS string Infection IV Antibiotics Started Date date PAS Infection Notes PAS memo Diet Regular PAS boolean Diet Regular Notes PAS memo Diet Special PAS boolean Diet Special Diabetic PAS boolean Diet Special Renal PAS Diet Special Cardiac PAS boolean boo

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