Department of Health

Nursing Home July 2019 MDS Census Collection (January 1, 2020 effective date)

June 17, 2020

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Agenda • Previous Collections • July 2019 Census Collection –

Enhanced Process • July 2019 Census Collection Timeline • Instructions to View/Match HCS File • Checking the Data • Benefits to Nursing Homes • Appendix

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Previous MDS Collections

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Previous MDS Collections In previous MDS census collections NHs could do the following only after a successful upload:

• View all residents’ data.

• Make changes to the data.

• Identify missing MDS.

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July 2019 MDS Collection Process

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July 2019 Enhanced MDS Process

The process has been enhanced to provide nursing home providers with earlier access to the MDS data.

No change to the case mix index calculation or the method used to assign the case mix index.

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July 2019 Enhanced MDS Process cont’d What is new in the enhanced process?

• Matching and correcting residents information is combined into one step.

• NHs can view and change certain data prior to matching.

• NHs can make and save changes prior to matching.

• NHs will be required to select and match residents

• NHs must review their data on HCS for completeness.

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July 2019 MDS Collection Timeline – Next Steps

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July 2019 Enhanced Process Timeline Tasks Time Date

● NEW- NH review DOH HCS file for completeness / Change payor, add-ons and specialty.

● NH submit missing MDS to CMS. Please note: NHs can match as soon as they have determined that their file is complete.

12 Days June 17, 2020 to June 28, 2020

● DOH extracts new MDS data from CMS. 1 Day July 1, 2020

● DOH adds missing MDS to NH file on the HCS. 1 day July 2, 2020

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July 2019 Enhanced Process Timeline Cont’d Tasks Time Date ● Nursing Home review of re-extracted data.

2 Weeks July 3, 2020 to July 17, 2020 ● NH select and match residents when satisfied that

the file is complete. ● Nursing homes will then be able to see the RUG

scores after matching.

● Nursing homes contact DOH to amend the Assessment Reference Date (ARD) if needed, and update the matched records.

● NH certifies to matched census records. 7 Days July 24, 2020

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July 2019 MDS Collection Instructions

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Instructions to View/Match HCS File Steps to review DOH File on HCS: 1. Login to the MDS for NF Reimbursement section of the HCS 2. Click on View /Match MDS Census Records 3. Select the NH opcert

(where applicable - if a NH only have access to one facility it will be visible. If the NH have access to more than one facility you will need to select a facility)

4. Click Continue 5. Select Assessment Period: 2019-2 Open 6. Click Next

The steps listed above are consistent with previous collections, the steps that follows are new beginning with thisMDS Census Collection.

Fo:rms U pdaite

o Section s - Qu eso on S8055 Pa",!er

• Fonms o M DS Census Cemfication - effective w fith ithe JI ULY .2013 CensUis Co I lecti:o n o HCS Access ·for M IDS ( rev .2013).

• M DS Censu s .So fuva r,e o DOHMDS f or HCS v1.0..5 Se•turg:.Jdohmds105.exe - 578 K H- U f::!d a t ed 10/1.0/2018.J.

* '* I nsit.a l lation of the M DS OensUJlS .Sofuva r e 1requi1res ADM N nigihts

• I n st.-u ctions to If DOH M DS Fo.- H PN Sofuvar-e 1( r-e v 1 0/.201.8 )_ ■ Sam IQ le Exoel fl I e f.o r M D S Census Roster ( u P-date d 3/26/20091

• M DS Cen s u s Daita

o V i e w/Ma tch M IDS Census Record's

o DS c ·ensus Soft:wa .-e h as been 11re.V'ised a s o ifi' ::11.IJ/ :tL0/2.I0::11.8 •. Please • use 'W it h a l I fu o Tihe Ja l!la ry 2 0 1.9, l!lp!load p e r i o d w i l l be• Deoember 5 ,. 20JL9 ·t h.-o u g h D eoember 26.

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Screen Shot to Identify the New Hyperlink

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Re vised 12/ 5 / 2()19'

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MDS fo1r NH Reimburs,ement

Selected Fa,oil ity: A Ho l ly Patte rs.o n Ext e nd ,e Ca r e Facili t y (2 '950 302 t )

A ssess mie lilflt P,e r · od: 201.'9 - 1. : 0 p e,n

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I V iew/M atch

a bove 1to p r-evi e w ,o,r m a,t c h f ro m a, list o f faci libt• r e :s,i d e t!;, indud e d i n t h e cou n t .

1 DS H o m e Pagg_

[) iv is io n o f Fin

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Instructions to View/Match HCS File Cont’d

7. Click on the View/Match Residents to view the list of residents

New features

New Feature New Feature

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Instructions to View/Match HCS File Cont’d

8. DOH NH File Will Open. a. NH will be able to review the data.

b. NH must ensure file is complete.

c. NH must verify submission of missing MDS.

9. Check the “Match” Box to select a resident a. Select residents to include by checking the box under the “Match” header for each

resident.

b. Then click “Save Changes.”

ew ¥or Staite e(Pa , ent of ealth

Facility: A ol ly atter.so .ASS'fcSSment: 20. 9-1

I Ret r to acilitv Sele ... -on I Set FaciliW Matdl

SSN DOB FIRST

1 -

2 -

3 -

4 -

5 -

6 -

7 -

8 -

9 -

10

LAST Gt1NDER

M

M

F

F

F

F

F

F

F

F

MIDS for NH Reiimbursement

MEDICAL REOORD NO .ARO SPEaALTY ENHAN:Crn

4052 01/17/2 19 IAIDS T I NONE T

4025 11/0S/ 18 INON'E T I NONE T

3926 11/ 28/ 18 INONE T I NONE T

3418 01/ 5/ 19 INON'E T I NONE T

4022 12/12/2 18 INONE • I NONE T

3601 11/2;3/ 18 INONE T I NONE ,. 3918 12/0S/ 18 INONE T I NONE ,. 3708 01/ I 1:9 INONE T I NONE T

3961 01/26/ 2 19 INONE T I NONE T

3995 01/16/ 19 INONE T I NONE ,.

lfl.AYOfrl.

!OTHER T I

!MEDICARE T I

I MEDICAID T I

I MEDICAID T I

!MEDICARE • I I MEDICAID T I

I MEDICAID T I I MEDICAID T I

I MEDICAID T I

I MEDICAID T I

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YES T IYES T I I I s.ave Cha n,ges I YES T INO T I D NO T INO • I I I

YES T YEST I D YES T YEST I

YES ,. NO ,. I ., NO T NO T I 11

YES T NO T I ., NO T NO T I ., NO T IYES T I D

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Instructions to View/Match HCS File Cont’d 10. Click “Set Facility Match” - this replaces the view/upload file button

a. The use of the “Set Facility Match” tool eliminates the need to upload a census roster.

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C ontin l.!l in g w ill set the faci lity statl.!ls to ~r 1AT O HBD~ an d re d irect y o l.!I to the res l.!l lts p,age to rev i e w y o l.!l r m atche d res1id ents .

O l i c l:<: OK if y o l.!J W OL!l l d li k e to pro c ee d. O l i c !<: C ance l to re m a in on this p age to contin l.!l e the resi d ent m atch process .

OK C ance l

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Instructions to View/Match HCS File Cont’d b. After clicking the “Set Facility Match” tab the following message will be generated:

.

c. Clicking OK will generate a list of matched residents. d. Facilities may continue to make updates. e. Facilities will be allowed 14 days to make changes before the file is locked in a

“Finalized” status. f. Certifications due 7 days after matching.

*Please refer to the DAL for the final deadline for certifications.

Payor

V OTHER

V MEDICARE

V MEDICARE

V MEDICAID

V MEDICAID

V MEDICAID

V MEDICARE

MEDICAID

V

V

V

V MEDICAID

V MEDICAID

V MEDICAID

V MEDICAID

V MEDICAID

V MEDICAID

V MEDICAID

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Matched Data

UPDATE box must be checked for all changes

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Checking the Data • On the previous screen providers would be able to make additional

changes to the payor and other highlighted dropdowns. • Providers shall then:

• Make any changes to individual records as necessary • Check the update box on each row after making changes • Click Save • Submit certification

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Benefits to Nursing Homes Nursing Homes will be able to:

• View all residents data prior to matching. • Make changes to DOH HCS file. • Identify and rectify missing residents earlier. • Match records without a census roster. • Reduce reliance on DOH to add default records.

The Department of Health will be able to: • Generate rates more quickly.

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Common Issues Requiring Contact with DOH • Changing residents identifying information in a matched file.

Corrections cannot be made to any resident information. Please ensure that the correct information is sent to CMS. Incorrect spellings or minor errors in resident identifiers will not impact reimbursement.

• ARD Changes • Adding or removing a resident after matching • Making changes to a finalized file.

For the above issues contact the Department atMDSBRHCR@health.ny.gov for instructions on resolving. If secure communication is required (i.e.: Protected Health information), please use secure communication (guidance on next slide).

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Sending a Secure File 1. Log into the Health Commerce System 2. Under the My Applications (left side if the page) select Secure File Transfer

2.0 3. Select Launch Secure File Transfer 2.0 4. Select Send Package 5. In the TO: box enter BLTCRMDS Group 6. Complete the SUBJECT box 7. In the NOTE: box please describe the issue 8. Attach any file you feel is needed for clarity. 9. Select SEND

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Questions???