OCS-OASIS® Data Entry User Guide
Contents
1. OOOOO Select All Clear All Select All Clear All Select All Clear All Update Close Access C Program Files OCS DATABASES OCSOASIS MDB First select the data set version you wish to modify To select all questions in a category press the Select All button at the bottom of the appropriate box To clear all selections in a category press the Clear All button To set individual OCS or any of the additional questions as mandatory click on the box to the left of the appropriate question number A checkmark will appear in the box to indicate its selection To deselect a question click on the box to remove the checkmark All questions with checkmarks will appear on the Verification Report if they are incomplete An assessment record will not be flagged as completely verified until the questions have been answered When you have finished making your selections press the Update button Press Close to exit the Verification Settings utility 2007 OCS Inc Page 4 6 Smart Forms Please refer to the chapter on Smart Forms Chapter 3 for information on using the Smart Form utility Export This utility converts your OCS OASIS database to the file format required by CMS It is intended to be used in conjunction with the Internet Communicator browser software phone line2. M0012 Agency Medicaid Provider Num M0016 Branch ID Number No Branches Availal v M0014 Branch State M0050 Patient State of Residence PPS Mode H Compute and store PPS data for Medicare Traditional Fee for Service only Clear Values Cancel Save 2007 OCS Inc Page 4 18 The PPS Mode allows you to select to calculate PPS data on all of your patients or only on your Medicare traditional fee for service patients The default value for the PPS Mode is to only calculate PPS data on Medicare patients If you wish to have case weight and domain scores for all patients remove the check mark from this box by clicking on it Press the Save button to save your default values or Clear to cancel your entries To exit this utility press the Exit button Printing OASIS Forms If your organization has added User Defined Smart Form questions to the OASIS dataset you will want to print the consolidated form for use by your providers To print a form press the Print Assessments button The Print Assessment window appears OCS OASIS Data Entry System m Print Assessment m Assessment Type 1 Start of care further visits planned C 3 Resumption of care after inpatient stay 4 Recettification follow up reassessment C 5 Other follow up C 6 Transferred to an inpatient facility patient not discharged from agency c 7 Transferred to an inpatient facility patient d
3. Select Assessments to Export Agency ID 999999 __ Agency ID BranchiD PatientID LastName FirstName SOCDate AsmtDate Asmt Type Cor Inactive I 999999 P 123 Doe John 02 01 2007 02 01 2007 SOC 00 mij 999999 P 123 Doe John 02 01 2007 02 13 2007 Trans ND 00 E 999999 P 123 Doe John 02 01 2007 02 01 2007 Soc IR E 999999 P 123 Doe John 02 01 2007 02 13 2007 Trans ND IR Default Values The Default Values utility is used to enter default values for the OASIS data items that are consistent from patient to patient so that these do not have to be re keyed for every patient assessment These items are Agency Medicare Provider Number M0010 Agency Medicaid Provider Number M0012 Branch State M0014 Branch ID Number M0016 and Patient State of Residence M0050 You may also enter your agency name for printing on reports and select to calculate PPS data for all patients This utility is broken up into three different sections the Agency Default Values as mentioned above Clinician Discipline information and Referring Physicians To set one or more of these values press the Default Values button 2007 OCS Inc Page 4 15 OCS OASIS Data Entry System DAR r 00003M0080 Clinician List r Agency Default Values M0010 Agency Medicare Provider EE gt m Default Values for MO010 lt No Agency Selected NPI National Provider ID M0012 Agency Medicaid Provider Num De
4. Program Files OCS DATABASES OCSOASIS MDB patient discharged from agency 1 14 Start of care further visits planned 2 Start of care no further vis its planned 8 Death at home f 3 Resumption of care after inpatient stay 4 Recertification reass essment follow up G 9 Discharge from agency 5 Other followup Goto M0150 6 Transferred to an inpatient facility patient M0150 7 Transferred to an inpatient facility patient Data Set Version M0150 2 0001 Regions lt gt be ea Page 1 of 21 BIE 2713 2007 3 15PM__ To view different sections of the assessment before printing use the scroll bars on the bottom and side of the preview To view different pages of the assessment before printing use the navigation buttons at the bottom of the screen The navigation buttons are as follows Button Function lt returns you to the first page lt returns you to the previous page gt moves you to the next page gt moves you to the last page To send the assessment to the printer press the Print button The Print Setup window appears 2007 OCS Inc Page 4 20 Print Setup Printer Name v Properties Status Ready Type HP DeskJet 870Cxi Where LPT1 Orientation Size Letter z Portrait Source Automatically Select z C Landscape Be sure the Orientation is set to Portrait Make the other selections as desired
5. OASIS Data Entry window appears OCS OASIS Data Entry System Welcome to the OCS OASIS Data Entry System a aj a New View Edit Utilities Exit Assessment Assessment 3 5 205 MASTERADMIN Access C Program Files OCS DATABASESSOCSOASIS MDB 2 13 2007 10 12AM 4 2007 OCS Inc Page 1 4 The version your login information and your database path will be displayed in the bottom left hand corner of the application From this Main Menu you can enter a New Assessment View Edit Assessment or go into Utilities 2007 OCS Inc Page 1 5 The Data Entry windows are accessed by clicking the New Assessment button The OCS OASIS program automatically ensures that you see all of the appropriate questions for each type of assessment start of care transfer discharge etc OCS OASIS Data Entry System Welcome to the OCS OASIS Data Entry System a gt al New View Edit Utilities Exit Assessment Assessment V 3 5 205 MASTERADMIN Access C Program Files OCS DATABASES OCSOASIS MDB Skip Patterns Skip patterns were designed as part of the OASIS to avoid unnecessary work during the patient assessment For example if you determine that the patient does not have a surgical wound and answer No to OASIS question M0482 you do not need to respond to the next three questions that pertain to the number and status of surgical wounds The OCS OASIS program monitors your responses and the require
6. OCS OASIS Data Entry System Smart Forms User Defined Question ID U0001 In general would you say your health is 1 Excellent 2 Very Good 3 Good 4 Fair 5 Poor M soc I Other I Death Insert question after M0150 Iv ROC I Trans ND IV Disch IT Recert I Trans D Response type New C Text Edit Set Position W 3 5 205 MASTERADMIN Access C Program Files OCS DATABASES OCSOASIS MDB 2 13 2007 12 52PM 4 Next indicate whether the response to the question is to be text or a number That is select the radio button associated with Text if you want the person completing 2007 OCS Inc Page 3 2 the assessment to provide a textual response Select the radio button associated with the Number if you wish the person to enter a number as a response to the new question If you select number as the answer type it is important that only numbers be entered into the item when doing data entry Text responses entered into number answer types will not save properly to the database Response type Next select the types of assessments on which you would like the question to appear The abbreviations used in this window are as follows Abbreviation Assessment Type SOC Start of care ROC Resumption of care Recert Recertification reassessment follow up Other Other follow up Trans ND Transferred to an inpatient facility not discharged from agency Trans D
7. Transferred to an inpatient facility discharged from facility Death Death at home Disch Discharge from agency Finally scroll through the list of existing questions in the Insert question after box and click on the one after which you would like to insert the new question and click the Update button The new question will now appear in the list and will be added to the database The question will also appear on the appropriate data entry screen 2007 OCS Inc Page 3 3 OCS OASIS Data Entry System aAA In general would you say your health is 1 Excellent 2 Very Good 3 Good ae Fair 5 Poor m ere Clear lt Brevious _New gt Question Text M0150 Current Payment Sources for Home Care Mark all that apply In general would you say your health is 1 Excellent 2 Very Good 3 Good 4 Fair 5 Poor M0175 From which of the following Inpatient Facilities was the patient discharged DURING THE M0180 Inpatient Discharge Date mast recent Mot 30 Inpatient Diagnoses cD code categories Uthree digits required five digits optional FOR pa ype oasis W u io oasis o oasis o oasis o namn Access C eT Files OCS DATABASES DCSOASIS MDB AEA 20 PM Editing a User Defined Question Scroll through the list of existing question numbers in the Insert question after box Click on the question you wish to edit and press the Edit button The question and response text appear in the User Defined Question ID
8. and press OK Important Note Remember to reprint each assessment every time you add edit or delete a User Defined question through the Smart Forms feature To exit this utility press the Close button 2007 OCS Inc Page 4 21
9. box at the top of the screen 2007 OCS Inc Page 3 4 OCS OASIS Data Entry System r Smart Forms User Defined Question ID T Erakon 2 Vap Good 3 Goud 4 Fab SaPo Insert question after Update Cancel Key in the desired changes To cancel these changes press the Cancel button To update the question in the database and on the form press the Update button You may wish to reprint the questionnaire to reflect the changed question for information on printing forms please refer to page 4 19 Important Note The program does not allow you to edit the type of response text or number If any responses were previously entered for this question changing this item would corrupt that response data In order to accommodate a change in response type you will need to create another User Defined question Deleting a User Defined Question Scroll through the list of existing question numbers in the Insert question after box Click on the user defined question you wish to delete and press the Delete button To close out of the Smart Forms window press the Close button 2007 OCS Inc Page 3 5 The OCS OASIS utilities include functions that are not normally part of daily operations To access the utilities click the Utilities button The Utilities window appears OCS OASIS Data Entry System OCS OASIS Data Entry System Utilities Change Delete Verification Smart Forms Database Ass
10. interest click Patient Name or Patient ID as appropriate and press the Enter key or the Search button A list of all patients who have assessment data in the database and meet the criteria appears 2007 OCS Inc Page 4 2 OCS OASIS Data Entry System Delete Assessment J LastName C Patient ID Search Sorting Last Name First Name C Patient ID C Agency ID M0010 Agency ID Branch ID SOC Date AsmtDate Asmt Type ver Exp Once the list appears you may search for a particular patient or assessment by clicking on the appropriate Sorting button Last Name First Name Patient ID and Agency ID and the list will be re sorted for your search Important Note A patient may be listed in this table more than once if he or she has had more than one completed assessment Be careful to select the correct assessment to edit by reviewing the Assessment Date and Assessment Type columns included in this list To select a patient click on the name with the mouse cursor and hit the Delete button The first dialog box will appear asking you to confirm the deletion of the assessment 2007 OCS Inc Page 4 3 OCS OASIS Data Entry Do you wish to permanently delete the following record Patient ID 824 Agency ID 999999 Patient Name SMITH SOC Date 11 24 2003 Assessment Date 03 18 2004 Assessment Type DISCH No Click Yes to delete the record or No to cancel The next p
11. mouse or press the Tab key to move to the next fields on this screen Note The Reduced Version 1 50 data set version is automatically selected in this version After you have completed these items press Enter or click the Next button to advance to the demographic information window OCS OASIS Data Entry System Existing Patient ia M0064 Social Security Number M0010 Agency Medicare Provider Number ny f UK Unknown or NA National Provider ID Number J M0065 Medicaid Number M0012 Agency Medicaid Provider Number Eee T NA No Medicaid M0014 Branch State fi iy M0066 Birth Date itn nae M0016 Branch ID Number M0069 Gender 7 M0020 Patient ID Number J 7 ing Physician ID M0030 Start of Care Date CE T UK Unknown or NA M0032 Resumption of Care Date is sg sutt M0140 Race Ethnicity as identified by patient M0040 Patient Name J NA Not Applicable Mark all that apply I i E E a ell 1 American Indian or Alaska Native M0050 State of Residence BE Ain 3 Black or African American M0060 Patient Zip Code I 4 Hispanic or Latino 0063 Medicare Number including suffix eee F NA No Medicare lt Previous Question Text M0100 This Assessment is Currently Being Completed for the Following Reason 0001 Region 0002 Program O003 Team 0004 Entry Person ID unanomn s r OC
12. pointer on any field that requires the entry of a diagnosis code M0190 M0210 M0230 M0240 and double click The reference table appears ICD Codes Sort By Description ICD Code 4 Description 0010 CHOLERA D T VIB CHOLERAE 0011 CHOLERA D T VIB EL TOR 0019 CHOLERA NOS 0020 TYPHOID FEVER 0021 PARATYPHOID FEVER 0022 PARATYPHOID FEVER B AMAAN MAMA TUMIA men re e Cancel OK You may sort this table by diagnosis code or description by clicking the ICD or Description option buttons at the top of the window Once the appropriate code has been located click on it to highlight it and press OK The diagnosis code will appear in the field 2007 OCS Inc Page 2 7 The Status Window appears at the bottom of each screen when you are entering or editing assessment data OCS OASIS Data Entry System DER Existing Patient New Patient M0064 Social Security Number M0010 Agency Medicare Provider Number 999999 7 UK Unknown or NA National Provider ID Number M0065 Medicaid Number M0012 Agency Medicaid Provider Number IV NA No Medicaid M0014 Branch State WA X M0066 Birth Date fo 01 1900 M0016 Branch ID Number P v M0069 Gender fi Male M0020 Patient ID Number fiz3 M0072 Primary Referring Physician ID M0030 Start of Care Date 0270172007 M UK Unknown or N
13. A M0032 Resumption of Care Date firsi ii anne M0140 Race Ethnicity as identified by patient M0040 Patient Name MV NA Not Applicable Mark all that apply John ii Doe 1 American Indian or Alaska Native n jwa 02 Asian WA E ders Jer elaire 13 Black or African American M0060 Patient Zip Code fo81 12 C 4 Hispanic or Latino v M0063 Medicare Number including suffix IV NA No Medicare Cancel Clear lt Previous Save Type Complete Question Text E oasis M0065 Medicaid Number E OASIS M0066 Birth Date Status oasis M0069 Gender E M0072 Primary Referring Physician ID Wi n d OW EI Me a0 haca inay Ee Leien by Batt HEL ina SpE J SOC Access C Program Files OCS DATABASES OCSOAGIS MDB 2 13 2007 10 29 AM For each question this window indicates the 1 Type of question OASIS questions are identified by the following icon E Other questions added by OCS for example name of provider patient first name patient middle initial are identified with the OCS logo is Note You are not required to complete these items Questions that are skipped in accordance with the skip pattern guidelines noted on the OASIS forms are preceded by an arrow and are displayed in gray type User defined questions such as those that you create using the Smart Form feature are identified with the following icon A 2 Completion status Each question that has been completed is mar
14. Access C Program Files OCS DATABASES OCSOASIS MDB 2 13 2007 10 25 AM Press the New Patient button at the top of this window Key in the requested demographic data in each field pressing the Tab key to advance to each field or clicking the mouse pointer on the field to be entered 2007 OCS Inc Page 2 3 To enter data for an existing patient If you have previously entered assessment data for a patient you will not need to re enter demographic information on that patient each time you complete a follow up discharge or transfer assessment At the demographic data window see above press the Existing Patient button A Patient Browser window appears Type in the name or identification number of the patient of interest click Patient Name or Patient ID as appropriate and press the Enter key or the Search button A list of all patients who have assessment data in the database and meet the criteria appears OCS OASIS Data Entry System Patient Browser l Last Name Patient ID Search Sorting Last Name First Name C Patient ID Agency ID M0010 Agency ID PatientID__ LastName FirstName SOC Date Once the list appears you may search for a particular patient or assessment by clicking on the appropriate Sorting button Patient ID Agency ID Last Name First Name and the list will be re sorted for your search Important Note A patient may be listed in this table more th
15. D Patient ID Patient Last Name and Start of Care Date are validated at the time of entry when advancing from one window to the next If these data are missing a message box will appear 2007 OCS Inc Page 2 5 and you will not be allowed to advance to the next data item until valid data is supplied OCS OASIS Data Entry A Start of Care Date is Invalid Please verify date The full text of some of the OASIS questions is too long to display on the data entry windows These questions end with an ellipsis To view the full text place the mouse pointer on the question and click the right mouse button A message box with the full question text will appear e Text 1 Medicare traditional fee for service Click OK to close this box The full response text to some of the Other specify responses is too long to fully display in the text box To view the full text of your entry click the checkbox next to the Other response to select it then place the mouse pointer on the text box and double click A message box with the full resoonse text will appear 2007 OCS Inc Page 2 6 OCSOASISDE M0150 Cancel Medical Suppliment Click OK to close this box Press Cancel to clear the entry ICD 9 Reference Tables During data entry you may access an on line reference table that includes ICD 9 CM diagnosis codes and their descriptions to assist with diagnosis coding To view this table place the mouse
16. OCS OASISe Data Entry User Guide TOCS LEADING HEA HEALTHCARE INSIGHT Outcome Concept Systems Inc 1818 East Mercer Street Seattle WA 98112 866 641 8324 e FAX 206 720 6018 Www Ocsys com This manual was published in Microsoft Word The screen shots were created using Snagit The Outcome and Assessment Information Set OASIS is the intellectual property of the Center for Health Policy Research Copyright 1997 2000 Center for Health Policy Research All Rights Reserved Center for Health Policy Research 1355 S Colorado Boulevard Suite 306 Denver Colorado 80222 USA Outcome and Assessment Information Set and OASIS are trademarks of the Center for Health Policy Research All other product names mentioned are trademarked or copyrighted by their respective manufacturers 1999 2007 Outcome Concept Systems Inc Printed in USA Getting started About This Manual Overview Installing OCS OASIS Data Entry Setup in OCS CAST Data Entry Skip Patterns Adding a New Patient Assessment New Patient Existing Patient Viewing Full Question Text Viewing Full Response Text for Other specify ICD 9 Reference Tables Status Window Saving Data Without Verifying Canceling an Assessment Verifying Data Complete Assessment Smart Forms Adding User Defined Questions to the OASIS Dataset Editing a User Defined Question Deleting a User Defined Question Utilities Change Database Deleting an Assessment Verific
17. Program Files OCS DATABASES OCSOASIS MDB 2 13 2007 10 44 AM If you wish to continue with verification select Yes The program will run the data through the series of data edits If any errors were encountered during this process a message box will appear OCS OASIS Data Entry There were 3 fatal errors and 0 warning errors encountered in the verification of this record 0 of the Fatal errors are incomplete responses Do you wish to view print the verification report No To see the list of errors on the screen press Yes to view the Verification Report After viewing it or if you select not to view it you will have the option of printing the report Once you have reviewed and or printed the verification report a message box will ask if you want to return to the assessment If you click Yes you will be able to continue with data editing and entry on the same assessment 2007 OCS Inc Page 2 11 appear asking whether you wish to mark this assessment as complete OCS OASIS Data Entry A Assessment not complete Verification Status Unverified Would you like to mark this assessment as complete No gt Ifyou click Yes although the assessment did not pass OCS verification it will be included in your next OASIS export file gt If you click No it will remain Unverified and it will NOT be included in your next OASIS export file To correct the errors at a later date fo
18. an once if he or she has had more than one start of care date if for example the patient was readmitted to home care after an inpatient stay Be careful to select the correct start of care date associated with the assessment To select a patient click on the name with the mouse cursor After you have selected the patient with the appropriate start of care date the demographic data fields will be filled with the information previously entered for this patient 2007 OCS Inc Page 2 4 OCS OASIS Data Entry System Existing Patient New Patient 0064 Social S NEES M0010 Agency Medicare Provider Number 999999 z UK Unknown or NA National Provider ID Number pos Medicaid Number M0012 Agency Medicaid Provider Number V NA No Medicaid M0014 Branch State WA X M0066 Birth Date nn 01 1900 M0016 Branch ID Number P X M0069 Gender fi Male z M0020 Patient ID Number h2 M0072 Primary Referring Physician ID M0030 Start of Care Date 0270172007 UK Unknown or NA M0032 Resumption of Care Date iii Hii M0140 Race Ethnicity as identified by patient M0040 Patient Name IV NA Not Applicable Mark all that apply John Doe 1 American Indian or Alaska Native p 0 2 Asian WA m0050 eke of Residence 3 Black or African American M0060 Patient Zip Code 38112 4 Hispanic or Latino 0063 Medicare Number including suffix IV NA No Medicare Cancel Cle
19. and modem required to electronically submit data to the CMS appointed state agency For more information on the browser software recommended by CMS please refer to the OASIS User Manual published by CMS or the MDCN help line 800 905 2069 To access this utility press Export The Data Export Tool window appears Data Export Tool Current Database Access C Program Filest OCS DATABASES OCSOASIS MDB r Agency Selection oO 999999 0CS Home Care Create one file per Agency Create one file per Branch SelectAll Clear All Edit Agency Info for all agencies noted in Red before exporting Filter Assessments Payment Source No Date Filter Start Date 01 13 2007 aj Medicare medicaid Only C by M0090 Date by Lock Completed Date End Date ozn 22007 BEE F Mask Non Medicare Medicaid Data Production I Include Patients Under Age 18 No Sort Selected C Test Include Inactivation Records Sort Export Records Export Folder c mASTERADMIN IOCSOASISDE Export Select Folder Export File Name lt Use Standard File Name gt 2 WV Create Export Report Cancel Export V 3 5 205 MASTERADMIN 2007 OCS Inc Page 4 7 To navigate through this Data Export Tool please refer to the steps below Most of the steps below are items you only need to enter the first time you utilize the Data Export Tool The tool will retain the settings you used in pr
20. ar lt Previous Question Text OASIS M0065 Medicaid Number OASIS M0066 Birth Date OASIS M0069 Gender M0072 Primary Referring Physician ID aw M0140 Race Ethnicity as identified by patient Mark all that apply ot rey e C Access C Program Files OCS DATABASES OCSOASIS MDB 2 13 2007 10 29 AM Review this information to ensure that it is still correct and press Next to advance to the next window Continue answering each question pressing the Tab key to move between fields in a window and the Next and Previous buttons to move between windows If you do not wish to save the data you have entered click the Clear button to clear alll responses on the current window You can also advance to the Next window by pressing ALT N or return to the Previous window by pressing ALT P To clear the data press ALT C Important Note If you press the Clear button on the demographics data window the program will clear the information contained on this window only It will retain any responses to later questions that you may have entered before returning to the demographics data window to clear the patient information This feature allows for situations in which you have entered assessment responses for the wrong patient You may correct the name of the patient without having to re enter the assessment responses Several data elements Type of Assessment Agency I
21. as submitted to the State and was accepted Correction to key fields is necessary If you have been notified by the State that a correction is needed to one or more key fields use this option to edit the appropriate field s and re verify the record An Inactivation Record will be created for the original assessment the Lock Date will be reset and the Correction Number will not be incremented It is necessary to export and submit both the Inactivation Record and the corrected assessment Key fields are defined by the state as HHA_AGENCY_ID M0040 M0064 M0066 M0069 M0100 M0032 on ROC assessments M0030 on SOC assessments M0090 on Recertification and Other Follow Up assessments 2007 OCS Inc Page 2 14 4 Assessment was submitted to the State and was accepted Correction to non key fields is necessary If you have been notified by the State that a correction is needed to a non key field any field other than those listed in number 3 above use this option to edit and re verify the record The Lock Date will be reset the Correction Number will be incremented to indicate the correction and the record will need to be resubmitted to the State 5 Re open a locked exported assessment before submitted to the State If you realize that an error existed in a record after you used the Export utility but before you electronically transmitted the file to the State use this option to edit and re verify the record The Lock Date w
22. assessments that are available to export will appear multiple times based on Agency ID For example if you wish to export assessments in 999999 and 888888 then the first screen will show all assessments available to export for 999999 Once those records have been selected the next screen will contain assessments that are available to export in 888888 The program will inform you when the export procedure is complete If no errors were encountered a message box indicating the number of records successfully exported the pathway for the export file and the export file report file name and path will be displayed for each agency you selected OCS Data Export Tool Exported Files Agency Description File name 999999 Report File Created C Program Files OCSSHOME RptFile_999999_20070213_14393 999999 2B1 records and 0x1 records C Program Files OCS HOME 999999_20070213_143932 hcf 2007 OCS Inc Page 4 13 Once the export file s have been successfully created follow the instructions for the Netscape Communicator program or other internet communication software package provided in the OASIS User s Manual provided by CMS to dial into the MDCN secured state agency site and electronically transmit this file The MDCN help line for support in dialing the state web site and transmitting the export files is 800 905 2069 Note The assessments that were successfully exported will be displayed in the Open Assessment window of th
23. astName FirstName PatientID soc AssessDate AssessReason B1 Doe John 123 20070201 20070201 01 B1 Doe John 123 20070201 20070213 06 END OF EXPORT REPORT Now you are ready to hit the Export button Select Assessments to Export Agency ID 999999 Lhe Pete steno Femi SOC Date Aaitae_ Ave Type Con env E 999999 T i 02 01 2007 02 01 2007 soc g jE 999999 P 123 Doe John 02 01 2007 02 13 2007 Trans ND 00 2 asmts available for export Clear All O asmts selected for export Note Only verified and or completed assessment records are displayed in this window If records were previously exported the 2007 OCS Inc Page 4 12 Correction number Corr column will contain a number that is incremented higher than 00 If there are no assessments matching your selection criteria a pop up screen will pop up notifying you that no records meet your criteria selected The bottom left hand corner of the screen will show you the number of assessments that are available for export and the number or assessments you have chosen to export for your review If you wish to select all records click on the Select All button To select individual records only click on the gray box to the left of each record A checkmark appears next to each of your selection s To begin creating the export file that will contain these records press OK Note If you selected to export more than one Agency ID then the list of
24. atient indicating that the patient does not have any pain that interferes with activity OASIS item M0420 response 0 and that the patient has intractable pain OASIS item M0430 response 1 Some errors are just warnings and will not prevent the assessment from locking The Assessment Verification window will automatically appear after the last question on each assessment You may also manually skip to this window at any point in the assessment by clicking on the Save button on the right hand side of the screen The Assessment Verification window appears 2007 OCS Inc Page 2 10 OCS OASIS Data Entry System aac Assessment Verification Adding data to E Demographic Data Table Assessment Table 1 E Assessment Table 2 E Assessment Table 3 im Assessment Table 4 OCS OASIS Data Entry 2 Do you wish to verify this record C e lt Previous Question Text M0825 Therapy Need Does the care plan of the Medicare payment period for which this assess ocs oO 00040 HEALTH STATUS The patient s health status is assessed according to the patient s phys ocs o 00050 KNOWLEDGE FUNCTION Reflects what a patient or caregiver needs to know to safely ocs o 00060 SKILL FUNCTION Reflects the patient or caregiver s ability in performing certain skills or p ocs oO 00070 PSYCHOSOCIAL FUNCTION Assesses the patient in the home environment when psych SOC Access C
25. ation Settings Smart Forms Exporting Inactivation Records Default Values Clinician List Referring Physician List Agency Default Values Printing OASIS Forms 2007 OCS Inc Chapter 1 eee eee eee eee eee eee Ce eee rere ee eer er ere rere rer ere rer ere rere rere rere rere cer ere rer ere rere rere rere About This Manual This manual assumes the reader is familiar with the basic elements and operation of the Microsoft Windows interface Refer to your Windows documentation if you need instruction on how to use Windows This manual is divided into four sections 1 Getting Started is this section It contains a brief description of the functions features and hardware and software requirements of the OCS OASIS program It also provides instructions for installing the software This section should be read by those responsible for installing the OCS OASIS software 2 Data Entry provides instructions for entering OASIS data into the database It contains descriptions of the data entry features such as the status window skip patterns and procedures for verifying data This section should be read by those responsible for inputting data into the software program 3 Smart Forms describes the unique feature that allows users to incorporate questions from other assessment forms into the OASIS data set This section should be read by users who are responsible for entering collecting and monitoring OASIS data 4 Utilities p
26. d skip patterns and automatically forwards you to the next appropriate question In the above example if you were to click on the No response box on the window that displays OASIS question M0482 regarding the presence of surgical wounds and press the Next button the next screen that appears will be M0490 on Shortness of Breath The Status Window will display questions M0484 M0486 and M0488 the three that pertain to the number and status of surgical wounds in gray text indicating that they do not require completion 2007 OCS Inc Page 2 1 Adding a New Patient Assessment After selecting New Assessment the first question that appears is OASIS question M0100 reason assessment is being completed Once you have selected the appropriate response to this question start of care follow up discharge etc you will be forwarded to the demographics data window and then to the next required question according to the OASIS skip patterns For example if you select Transferred to an inpatient facility not discharged from agency the demographics window and the question M0150 payment source will appear After answering M0150 the software will automatically advance to question M0830 the next required question for this type of assessment OCS OASIS Data Entry System m Initialize Assessment eing Completed for the Following Reason 00003 Name of Person or Completing Assessment 4 Recertification follow up reasses
27. e Edit View Assessment module of the software with a red checkmark in the Exp field To exit this utility press the Cancel button Exporting Inactivation Records Inactivation Records are exported and submitted to notify the state that an assessment that is already in its files has been deleted or had a key field edited These records are created automatically by the OCS OASIS Data Entry software when those activities take place see page 2 14 for more information on editing key fields and page 4 2 on deleting assessments It is important that the Inactivation Records be received by the state prior to the corrected version of the original assessment being received In order to ensure that Inactivation Records are received before the corrected record the OCS OASIS export utility inserts Inactivation Records at the top of export files The export utility will include Inactivation Records that have not been exported previously when the selected date range for the export includes the M0090 date of the original assessment associated with the IR If you do not want to include any Inactivation Records in an export file you can make that selection in the Export Utility The Inactivation Records will also be displayed in the export grid and can be selected individually for export if so desired The Inactivation Records can be identified by the lack of a Correction Number and an IR in the far right hand column 2007 OCS Inc Page 4 14
28. e data entry user Referring Physician List If your data entry users want the ability to select physician information from a drop down list when entering an assessment and or to keep the naming convention consistent across all users you can enter their information here Click the Add New button New Physician ID M0072 Physician s Name Physician s ID M0072 Cancel OK Enter the Physician Name no spaces allowed and their UPIN M0072 Then click OK The Physician s name and UPIN will be displayed in the box 2007 OCS Inc Page 4 17 M0072 Referring Physician List DrSmith 4102 Note The Physician default list is recommended when the lists are relatively small and will help facilitate data entry This feature is not recommended for larger clients at this time since they are not defined by Agency ID M0010 or Branch ID M0016 The list may become unmanageably large for the data entry user Agency Default Values Select the agency you wish to enter default values for by clicking on the drop down window next to M0010 Agency Medicare Provider Key in the desired data for each field you wish to create a default value pressing the Tab key to advance to each field or clicking the mouse pointer on the field to be entered Agency Default Values M0010 Agency Medicare Provider No Agency Selec Default Values for M0010 lt No Agency Selected gt NPD National Provider ID
29. eport a message box will ask if you want to return to the assessment If you click Yes you will be able to continue with data entry on the same assessment 2007 OCS Inc Page 2 16 Editing Viewing An Existing Record If no errors were encountered during the verification process a message indicating that will appear The OCS OASIS program will mark the record as verified and enter today s date in the LOCK_DATE field in the database This record is then considered locked and export ready OCS OASIS Data Entry Assessment complete Verification Status Verified Completed Date 2 13 2007 12 31 49 PM Keyboard Shortcuts OCS OASIS has built in keyboard shortcuts as an alternative to the point and click interface with a mouse Here is a list of the keystroke combinations and their functions Alt C Clears field or window Alt P Move back to the Previous window Alt N Advance to the Next window NOTE Alt the underlined letter of any word on the menu or toolbar or within the window equals mouse clicking on that word Tab In a multiple choice entry window advances field to field Shift Tab In a multiple choice entry window moves backward field to field av In a single choice entry window advances field to field i e M0140 MO700 Space Bar Enter Within a multiple choice entry window selects field or button 2007 OCS Inc Page 2 17 The OCS OASIS program includes a feature that allows you to insert addi
30. es OCS OASIS Database You can either directly select a database path or select a surrogate database See page 2 10 of the OCS Gateway manual for more information on selecting a surrogate database OCS OASIS Export Database If your agency exports assessments from a different OCS OASIS database it can be defined here If not set it to the same database specified above Under the category of Files and Folders Reports Folder Defaulted to the Drive OCS OASISDE ReportsFolder This contains all Crystal Reports for OCS OASIS Data Entry Please use the default folder for most users To start OCS OASIS Data Entry 1 Log into OCS Gateway Click on the Applications tab in the main OCS Gateway interface and double click on OCS OASIS Data Entry or highlight it and click Gol 2007 OCS Inc Page 1 3 OCS Gateway Sele Applications Lites ooo O OCS BBI OCS Online Benchmarking Go OCS ECAT Chart Audit Tool OCS EPIC Performance Improvement Consultant Change PW OCS OASIS DE OCS OASIS Data Entry OCS OASIS RG OCS OASIS Reporting Exit Home Folder C AMASTERADMIN OCSOASISDES Y 3 5 205 MASTERADMIN 2 Note If the OCS OASIS Data Entry module is not in bold text or you are unable to launch the module check with your Systems Administrator or designated technical personnel to see if they have granted you access to the module and have installed the program onto your computer network 2 The main OCS
31. es please refer to page 2 10 of this Guide for more information on the data edits the OCS OASIS verification process checks for assessment questions without responses Based on the guidelines established by CMS all OASIS MO questions must be completed As a result the OCS OASIS program defaults to the setting that makes all OASIS questions mandatory except M0012 through M0016 and those that are part of the OASIS skip patterns That is the program prints all unanswered OASIS questions on the Verification Report and will not mark the assessment as verified until all required OASIS questions have been completed You may set the optional questions included in the OCS OASIS program which include the OCS and user defined questions to mandatory as well if so desired To access this utility press the Verification Settings The Verification Settings window appears 2007 OCS Inc Page 4 5 OCS OASIS Data Entry System Verification Settings Please select a data set versi Reduced Version 1 40 10 01 2003 06 20 2006 Version 1 30 Reduced Oasis Data Set C Version 1 20 Full Oasis Data Set Click on the questions you would like to be noted on the Verification Report if left blank OASIS Questions OCS Questions Additional Questions M0014 C 00002 M0016 00003 M0032 00004 M0040 00005 M0050 00006 M0060 00007 M0063 00008 M0064 00009 M0065 00010 MO066 00011 M0069 v 00012 v
32. essment Settings Default Values Print essments V 3 5 205 MASTERADMIN Access C Program Files OCS DATABASES OCSOASIS MDB 2 13 2007 12 36 PM Important Note If you do not have access to this utility and or have limited access buttons are disabled then your Systems Administrator or designated technical personnel have restricted your access Change Database If your Systems Administrator or designated technical personnel gives you the ability to change the database path in OCS CAST then you will be able to change which database the OCS OASIS Reporting module runs on To change the database path click on the Change Database button You will be prompted to select the database type and path 2007 OCS Inc Page 4 1 Database Setup OCS OASIS Database OCS User ID MASTERADMIN Application OCS OASIS Data Entry Host Connection Type access 97 DSN Less I Use Workgroup File Database Path if present overrides INI file C PROGRAM FILESSOCS DATABASES OCSOASIS MDB Browse Test Connection Update Exit Make your selection and hit the Test Connection button first to make sure it is a valid database and then click on the Update Exit button to save changes Deleting an Assessment To delete a patient assessment click the Delete Assessment button The Delete Assessment patient browser window appears Type in the name or identification number of the patient of
33. g Last Name First Name Patient ID C Agency ID M0010 AgencyID BranchID PatientID LastName FirstName SOC Date Asmt Date Asmt Type Ver 999999 P 123 Doe John 02 01 2007 02 01 2007 SOC o 999999 P 123 Doe John 02 01 2007 02 13 2007 TransND O Edit Type Open an unverified unlocked incomplete assessment for editing Assessment was submitted to the state and was rejected Assessment was submitted to the state and was accepted Correction to key fields is necessary Assessment was submitted to the state and was accepted Correction to non key fields is necessary Re open a completed assessment before submitting to the state Cancel OK 2 records Access C Program Files OCS DATABASES OCSOASIS MDB 12 13 2007 11 10AM 7 Important Note A patient may be listed in this table more than once if he or she has had more than one completed assessment Be careful to select the correct assessment to edit by reviewing the Assessment Date and Assessment Type columns included in this list Records with a red checkmark in the Ver column of the browser have been verified and no date or logical errors were found These records are ready for export to the CMS state agency and to OCS for ORYX and benchmarking services Records without a checkmark in the Ver column are unverified which means that 1 errors were found on verification OR 2 the user did not wish to verify the data but only
34. ifying it press No The program will add the record to the database for completion at a later date OCS OASIS Data Entry A Data was saved but not verified or marked as completed Please verify this record at a later date For information on how to review and edit saved assessments please refer to the Editing Viewing an Existing Record section 2007 OCS Inc Page 2 9 If at any point you wish to discontinue entering data for a particular patient click on the Cancel button located on the left hand side of the screen A message box asking you to confirm your desire to cancel the assessment appears OCS OASIS Data Entry Any new data you have entered for this patient will not be saved Do you wish to cancel this assessment No If you press Yes all data you have entered for the current patient will not be saved and you will be returned to the main menu Press No to continue entering assessment data Verifying Data After you have responded to all the questions on an assessment the OCS OASIS program runs the data through more than 500 data edits that check for date errors and logical inconsistencies within and between questions For example it verifies that the patient s birth date is earlier than the start of care date and that the start of care date is earlier than the follow up assessment date The program also checks for situations of illogical resoonse patterns such as an assessment for a p
35. ill be reset and the Correction Number will not be incremented to indicate that the record has not yet been submitted You will need to include this record in the next submittal file to the State When you press OK after selecting the appropriate Edit Type the program will load the assessment data that was previously entered for this patient If the assessment has previously been locked a warning message will appear to confirm that you want to open a locked assessment Scroll to the data fields you wish to review or edit by pressing the Tab key to move between fields in a window and the Next and Previous buttons to move between windows You may also skip to the question s of interest by using the Go To function in the Status Window for information on using the Status Window please refer to page 2 8 Once the question appears you may change your response by first clicking on the current response to deselect it and then using the Tab key to move to the desired response and clicking the mouse to select it When finished making changes you will need to verify the record The Assessment Verification window appears 2007 OCS Inc Page 2 15 OCS OASIS Data Entry System Assessment Verification Adding data to ia Demographic Data T able E Assessment Table 1 ai Assessment Table 2 E Assessment Table 3 jE Assessment Table 4 OCS OASIS Data Entry Do you wish to verify this record C e lt Pre
36. ior exports in future exports Step 1 Check the top line that reads Current Database this is the OCS OASIS database that you will be exporting from If this is incorrect click on the Select DB button and make your selection If you are unable to change the database path please let your Systems Administrator or designated technical personnel that you need access Current Database Access C Program Files OCSIDATABASESIOCSOASIS MDB Step 2 Go to the Agency Selection screen All agency and branch information that has been entered into OCS CAST will appear in the list box You can choose to export a single Agency and or Branch or all Agencies and or Branches at the same time Users will also have the option of creating an export file for each Branch Agency Selection 1 999993 0CS Home Care Create one file per Agency C Create one file per Branch Select All Clear All Edit Agency Info Agency information must be entered for all agencies noted in Red before exporting If your database contains Programs and Teams two additional radio buttons will become available under Create one file per Branch Create one file per Program Create one file per Team Step 3 If the Agency is listed in red text this is to notify the user that header information has yet to be entered Click on Edit Agency Info 2007 OCS Inc Page 4 8 Data Export Tool Agency Header Informa
37. ischarged from agency C Death at home 9 Discharge from agency m Data Set Version Reduced version 1 50 06 21 06 forward Reduced version 1 40 10 1 03 06 20 06 Version 1 30 Reduced Oasis Data Set Version 1 20 Full Oasis Data Set First click on the radio button next to the type of assessment you wish to print followed by the data set version Finally press Create New The assessment appears in the preview window 2007 OCS Inc Page 4 19 OCS OASIS Data Entry System r Print Assessment r Assessment Type 1 Start of care further visits planned 3 Resumption of care after inpatient stay 4 Recertification follow up reassessment C Other follow up Outcome and Assess ment Information Se x OCS OAS Preview Start of Care ft Window 41 M0100 This Assessment is Currently Being Comple 6 Transferred to an inpatient facility patient not discharged from agency c 7 Transferred to an inpatient facility 8 Death athome Go to M0150 9 Discharge from agency notto an inpatient 140 Dis charge from agency no visits complet assessment Go to M0150 Reduced version 1 50 06 21 06 forward Reduced version 1 40 10 1 03 06 20 06 Version 1 30 Reduced Oasis Data Set Version 1 20 Full Oasis Data Set Create New Print Close V 3 5 205 MASTERADMIN Access C
38. ked with a red check mark This feature helps you quickly identify questions that you may have missed during data entry The status window also serves as a Go To function That is you can use it to navigate between questions By scrolling back and forth between questions listed in this window by using the scroll bar to the right of this window and double clicking on the text of the desired question the program will automatically bring you to that 2007 OCS Inc Page 2 8 inadvertently failed to answer question M0180 you may quickly move to that screen by placing the mouse in the status window and double clicking on that question Question M0180 will appear on the screen for you to complete You can then scroll back to the question you left off with and complete the remainder of the assessment Saving Data The data you enter is not automatically saved to the database An assessment record will not be retained until you have either 1 completed the assessment and verified the record or 2 manually saved the data by clicking on the Save button Therefore if you need to postpone completion of a particular record manually save the data by hitting the Save button available on the right hand side of the screen The Assessment Verification window will appear Press the Verify button A message box appears OCS OASIS Data Entry Do you wish to verify this record Yes No To save the assessment data without ver
39. lete Add New M0016 Branch ID Number No Branches Availal v r M0072 Referring Physician List M0014 Branch State M0050 Patient State of Residence PPS Mode jE Compute and store PPS data for Medicare Traditional Fee for Service only Clear Values Cancel Save ERADMIN Access C Program Files OCS DATABASES OCSOASIS MDB 2 13 2007 3 03PM 4 Clinician List If your data entry users want the ability to select clinician information from a drop down list when entering an assessment and or to keep the naming convention consistent across all users you can enter their information here Click the Add New button New Clinician 00003 and M0080 Clinician s Name O00003 Disipline M0080 fi RN Cancel OK Enter the Clinician Name no spaces allowed and select the clinician s discipline Then click OK The clinician and discipline will be displayed in the box 2007 OCS Inc Page 4 16 0000310080 Clinician List Doe Jane PT Delete Add New Continue to enter all clinicians here you will always have the option of deleting an entry Note The Clinician default list is recommended when the lists are relatively small and will help facilitate data entry This feature is not recommended for larger clients at this time since they are not defined by Agency ID M0010 or Branch ID M0016 The list may become unmanageably large for th
40. llow the instructions in the Editing Viewing An Existing Record section If no errors were encountered during the verification process a message indicating that will appear The OCS OASIS program will mark the record as verified and completed This record is then considered locked and export ready If the payment source for the assessment was marked as Medicare traditional fee for service and the assessment is a SOC ROC or follow up then the HHRG information for the record is displayed on the screen This includes the clinical functional and service domain scores the HHRG the Case Weight the HIPPS Code and the OASIS Claim Matching Key Editing Viewing an Existing Record To review or change an existing assessment record click the Edit View Assessment button The Open Assessment window appears Once this window appears type in the name or identification number of the patient of interest click Patient Name or Patient ID as appropriate and press the Enter key or the Search button A list of all patients who have assessment data in the database and meet the criteria appears 2007 OCS Inc Page 2 12 clicking on the appropriate Sorting button Patient ID Agency ID Last Name First Name and the list will be resorted for your search You can also click on the column heading to sort the list of patients appearing in the list OCS OASIS Data Entry System View Edit Assessment Doe LastName Patient ID Sortin
41. o choose from No Date Filter by M0090 Date the Date Assessment Completed or by Lock Date Filter Assessments C No Date Filter Start Date jor 3 2007 Es C by M0090 Date byLockiCompleted Date EN Date 027 212007 H z 2007 OCS Inc Page 4 9 If you selected to export by M0090 Date or Lock Date please enter the Start Date and End Date You can either enter the date in the text box provided or use the calendar control to the right of the text boxes Assessments that were completed during this period and that have been verified and locked during the data entry process will be included in this export file Step 5 Under the Payment Source the system defaults to Medicare Medicaid Only If you wish to select only Private Pay assessments as determined by the answer to M0150 or all assessments regardless of payor click on the arrow and select the payor type of the assessments you wish to include in the export At this time CMS only requires that you encode and transmit data for Medicare and Medicaid patients Payment Source MedicareMedicaid Only M Mask Non Medicare Medicaid Data If you are exporting Private Pay assessments leave the Mask Private Pay Data box checked CMS does not allow private pay data to be submitted to the state unless the demographic data is masked preventing patient identification Leaving the box checked does not affect the export of Medicare Medicaid a
42. op up screen will ask for another confirmation to delete the assessment chosen OCS OASIS Data Entry Do you wish to permanently delete the Following record Patient ID 824 Agency ID 999999 Patient Name SMITH SOC Date 11 24 2003 Assessment Date 03 18 2004 Assessment Type DISCH Eem Deleting an assessment that has been submitted to and accepted by the state requires an Inactivation Record to be sent to the state to electronically notify the state software of the deletion Therefore after you have selected the correct patient assessment to delete a second dialog box asking you about the submission status will appear r OCS OASIS Data Entry Has this assessment been submitted to the state and accepted Le If you answer Yes one last pop up screen will appear notifying you that you will need to export this inactivation record the next time you export to the state 2007 OCS Inc Page 4 4 Zz OCS OASIS Data Entry The original record has been deleted and an inactivation record has been created The next time you export to the state this inactivation record will be submitted Important Note Deleting an assessment deletes the assessment data but not the patient information The patient s demographic data is maintained in the database for potential future use To exit this utility press the Close button Verification Settings In addition to checking for date errors and logical inconsistenci
43. ould like to store the export text file Click on the Select Folder button to browse to your location Export Folder Jc maSTERADMINIOCSOASISDE Exportt Select Folder Export File Namej lt Use Standard File Name V Create Export Report You also have the option of using the standard naming convention the Data Export Tool uses Agency ID or Branch ID followed by a date and time stamp or creating a user defined name If you choose the latter enter your user defined name in the text box provided The checkbox to Create Export File is selected This will automatically create a text file containing all patients you have exported The file of the report will be named the same as the export file itself and located in the same directory as the original export file 2007 OCS Inc Page 4 11 Utilities P RptFile_999999_20070213_143932 txt Notepad File Edit Format View Help Export File creation Date 2 13 2007 1 43 33 PM File Name C Program Files OCcS HOME 999999_20070213_143932 hcf SELECTION CRITERIA Database Name Access C Program Files OCS DATABASES OCSOASIS MDB ID 999999 ID s 99Q9999001 Blank Other P Include Patients under Age 18 No Include Inactive Yes Sort Selection None Date Range Selection None Export Mode tTest Production Production Payment Source Select All Mask Non Medicare Medicaid Data True 2 Bl RECORDS EXPORTED 0 XL RECORDS EXPORTED RECORDS EXPORTED Type L
44. propriate permissions based on the user s interaction with the tool For existing users OCS OASIS Data Entry will automatically be listed under their user name but with no permissions assigned Manage User Settings and Permissions Create New User Remove User Edit User Settings and Permissions Select a user and User Status is currently Active Isnt SI press Enter to edit MASTERADMIN z Reset User Password Click item to select press spacebar or double click to change setting Change agency branch permissions here Agencies Branches First Name p ohn v 999999 OCS Home Care LastName De User email John Doe OCSHomeCare com User Home Folder Direct folder assignment Change Ets Change application permissions here il OCS DASIS DE 5 WA Privileges o sf Data Entry E Utilities 2 Databases E OCS OASIS Database 8 OCS OASIS Export Database Files and Folders Reports Folder 2007 OCS Inc Page 1 2 There are three categories under the OCS OASIS Data Entry product heading Privileges Databases and Files and Folders Under the category of Privileges Data Entry Gives rights to enter new assessments and or view edit existing assessments in the database Utilities Gives rights such as the ability to change the selected database path create export files and delete assessments Under the category of Databas
45. rovides instructions on how to use the utility functions printing OASIS forms creating user accounts repairing and backing up the program database and sending quarterly data to OCS This section should be read by the database administrator Overview The OCS OASIS software program is designed to work in conjunction with the Outcome and Assessment Information Set OASIS It supports collection and maintenance of patient outcome data with special emphasis on graphing patient outcomes The OCS OASIS Data Entry Tool includes easy to use data entry screens that display the full text of each OASIS question Users may also add agency specific assessment questions to the database by using the Smart Forms feature All data is validated to ensure database integrity and accurate reporting 2007 OCS Inc Page 1 1 To install OCS OASIS Data Entry module Please refer to the Installation Guide provided by OCS Client Services For more information please call 866 641 8324 or email tech ocsys com Setup in OCS CAST In order to give users access to the OCS OASIS Data Entry module the Systems Administrator or designated technical personnel will need to assign permission to the application in the OCS Common Application Security Tool OCS CAST e Log into OCS Gateway e Goto the Utilities tab e Double click on OCS CAST When you create a new user OCS OASIS should be one of the products already listed under the user s profile Assign ap
46. saved it for future completion 2007 OCS Inc Page 2 13 using the Export utility Records without a checkmark either l 2 have not been exported OR have been edited since the last time they were exported If any of these have a red checkmark in the Ver column as well these will be included in the next export file Note If you marked an assessment as complete but not verified it will appear unverified in this View Edit mode but they will show up in the next OASIS export file you create Click on the desired patient in the list select the type of edit required in the Edit Type box 1 Open an unverified unlocked assessment for editing Select this to do standard editing of a record that has not yet been verified without errors locked or a record that has been locked but has not yet been submitted to the state The Lock Date will be set as the date on which the record is verified without errors regardless of if it is the first time that the assessment has been verified or not Assessment was submitted to the State and was rejected Use this option to edit and re verify a record if you are notified by the State that a record was rejected The Lock Date will be reset to the date you edit and re verify the record Because the record was not accepted by the State system when first submitted the Correction Number will not be incremented You will need to resubmit this record to the State 3 Assessment w
47. sment Go to M0150 C 5 Other follow up Go to M0150 M0080 Discipline of Person cae 3 7 Completing Assessment C fia to an inpatient facility patient not discharged from agency Go to zl M0090 Date Assessment C 8 Death at Home Go to M0150 Completed 9 Discharge from agency Go to M0150 freee ene eee see en a Please select a data set version Reduced Version 1 50 06 21 2006 forward Cancel Next Reduced Version 1 40 10 01 2003 06 20 2006 eme e Version 1 30 Reduce Oasis Data Set C Version 1 20 Full Oasis Data Set C ia ie ored to an inpatient facility patient discharged from agency Go to 0001 Region 0002 Program 0003 Team 0004 Entry Person ID 0005 Data Entry Date MASTE oza 3 2007 Question Text Y 3 5 205 MASTERADMIN Access C Program Files OCS DATABASES OCSOASIS MDB 2 13 2007 10 17 AM Important Note The optional fields for Entry Person ID and Data Entry Date are automatically filled with the name of the person who logged into the system and today s date You may alter these fields if so desired by keying over the default text 2007 OCS Inc Page 2 2 To enter data for a new patient If you have not previously entered assessment data for a particular patient select the type of assessment typically 1 Start of Care by clicking on the appropriate button in the first question window M0100 Click on the fields with the
48. ssessments Step 6a Select how you wish to sort your patients appearing in the export file This is beneficial if you wish to create and Export Report see Step 8 Sort Export Records No Sort Selected v No Sort Selected Patient ID Patient Name Start of Care Date SOC Type of Assessment Step 6b CMS does not require that OASIS data be collected on patients under the age of eighteen if data on a minor is submitted it will be rejected from the state s system If however you need to include a patient under the age of 18 in an export file you can do so by clicking on the check box next to Include Patients Under 18 Include Patients Under Age 18 IV Include Inactivation Records 2007 OCS Inc Page 4 10 Step 6c Inactivation Records will automatically be included in your export files unless you remove the selection from the export window by clicking on the check box next to Include Inactive Records and removing the checkmark For more information on exporting Inactivation Records see page 4 14 Step 7 Next click on the Production or Test button to indicate if this file is an actual submittal or a test submittal Files marked as Test will not be incorporated into the CMS state agency s aggregate database and records in the OCS database will not be marked as exported Production C Test Step 8 The last step prior to creating an export file is to locate the place you w
49. tion Agent Info OCS Home Care National Provider ID Header Definitions Agency Header Default Medicaid ID M0012 State Assigned ID Add New Delete Name Applies to these branches programs Address 1 Branch Desc Address 2 Program 2 City OCS Home Care Seattle Branch State OCS Home Care Blank OCS Home Care Other OCS Home Care Parent Branch Zip Code Contact Phone Extension Indicates a mandatory field The Agency Header Default definition will be used for all branches programs not otherwise assigned Close 3 5 205 MASTERADMIN Key in all required information denoted with an asterisk including your Medicare and State Assigned ID and press Save You cannot exit out of this screen until all mandatory fields have been filled in If you have more than one Agency ID enter the appropriate agency information for your other ID by changing the number using the drop down arrow and entering the required information for that Agency ID number The information requested on the Agent Info should not be completed except under special circumstances Click on the Close button to exit Important Note The information that you input on the Agency Info tab must match the information that is on file for your agency with the state Step 4 Next specify a date range for the assessments you wish to include in the export file You have three options t
50. tional assessment questions into the OASIS dataset This allows you to integrate questions from various forms in use at your organization into one data collection instrument Note Users without administrative security privileges will not have access to this feature Important Note If you create a user defined question and insert it after an OASIS item that includes a skip pattern your user defined question will be skipped if the response to the previous OASIS item invokes the skip pattern Adding User Defined Questions to the OASIS Dataset To access the Smart Forms feature and add new questions click the Utilities button The Utilities window appears OCS OASIS Data Entry System OCS OASIS Data Entry System Utilities al Change Delete Verification Smart Forms Database Assessment Settings Default Values Print Assessments Click Smart Forms The Smart Forms window appears 2007 OCS lnc Page 3 1 OCS OASIS Data Entry System Smart Forms User Defined Question ID Insert question after M0150 Edit Set Position Update Cancel 4 Dette Close W 3 5 205 MASTERADMIN Access C Program Files OCS DATABASES OCSOASIS MDB 2 13 2007 12 43PM 4 Click the New button The User Defined Question ID box at the top of the window is activated Key in the text of the question and the responses you would like to add You may include up to 10 lines of text in this box
51. vious Question Text a M0825 Therapy Need Does the care plan of the Medicare payment period for which this assess 00040 HEALTH STATUS The patient s health status is assessed according to the patient s phys 00050 KNOWLEDGE FUNCTION Reflects what a patient or caregiver needs to know to safely 00060 SKILL FUNCTION Reflects the patient or caregiver s ability in performing certain skills or p HA ocs o 00070 PSYCHOSOCIAL FUNCTION Assesses the patient in the home environment when psych J SOC Access C Program Files OCS DATABASES OCSOASIS MDB 2713 2007 10 44 AM If you do not wish to verify the record at this time press No All data entered will be saved to the database If you wish to continue with verification select Yes The program will run the data through a series of data edits that check for logical consistencies within and between responses If any errors were encountered during this process a message box will appear OCS OASIS Data Entry p There were 3 fatal errors and 0 warning errors encountered in the verification of this record 0 of the Fatal errors are incomplete responses Do you wish to view print the verification report Yes No To see the list of errors on the screen press Yes to view the Verification Report After viewing it or if you select not to view it you will have the option of printing it Once you have reviewed and or printed the verification r
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