Staffing Data Submission Reminder

Staffing Data Submission Reminder

Staffing Data Submission Reminder: As of July 1, 2016, electronic submission of staffing data through the Payroll-Based Journal (PBJ) is mandatory for all Long Term Care Facilities. You have up to 45 days after the end of the quarter to submit data for Federal Fiscal Quarter 1 (October 1, 2016-December 31, 2016.) The final submission file for this quarter is due on February 14, 2017.  Submit early to avoid system delays.

 

Please note that an updated policy manual and FAQ are now posted on the PBJ website.

 

For questions related to software or technical requirements, please email NursingHomePBJTechIssues@cms.hhs.gov

 

For questions related to PBJ policies, please email NHstaffing@cms.hhs.gov

 

PBJ website link: https://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/NursingHomeQualityInits/Staffing-Data-Submission-PBJ.html

MDS Trainings 2017

MDS Trainings 2017

RAI Process from Start to Finish

  • January 24-25, 2017: Columbia
  • April 4-5, 2017: Kansas City
  • June 20-21, 2017: St. Louis
  • August 8-9, 2017: Columbia
  • October 18-19, 2017: Springfield

This workshop will look at the RAI process from beginning to end. The MDS is used for both a clinical assessment and a financial assessment and this workshop will discuss the rules on scheduling these assessments and meeting the requirements individually and combined. Item-by-item coding will be reviewed. From coding the MDS, we will then look at the CAA to care plan process. Finally, we will review how to stay up-to-date in this ever-changing world of MDS 3.0.

 

Medicare from Start to Finish

  • March 20, 2107: Columbia
  • May 23, 2017: Springfield
  • July 18, 2017: Kansas City
  • September 19, 2017: St. Louis
  • November 13, 2017: Columbia

This one-day workshop will begin with how to gain access to and read the MDS reports from CASPER in order to self-audit your RAI process.  The completion of the MDS is becoming more and more difficult and confusing.  This workshop will help the MDS Coordinator and other members of the interdisciplinary team to understand the admitting criteria and the ongoing documentation needs of the Medicare resident.  The RAI process in relationship to Medicare is also confusing and errors can be a financial nightmare for facilities.  This workshop will help clear up the confusion surrounding the process.

QTSO Alert Memo, 11-11-16: MDS 3.0 ASAP Issue for NO and SO Assessment Records

QTSO Alert Memo, 11-11-16: MDS 3.0 ASAP Issue for NO and SO Assessment Records

  • An issue has been identified with MDS 3.0 assessment records submitted to the ASAP system beginning October 1, 2016, through November 4, 2016 that impacts all NO and SO (Nursing Home and Swing Bed OMRA) assessment records with a target date on or after October 1, 2016. This issue involves submitted MDS response values for M0300B1, M0300C1, M0300D1, and M0300F1 for NO and SO assessment records. The submitted response values were not stored in the ASAP system and therefore were excluded from validation and RUG calculations.
  • All providers who submitted MDS NO and SO assessment records on or after October 1st through November 4th, with a target date of October 1, 2016 or after, must submit a modification record to the ASAP system. No changes are required in this modification record.  Providers may not submit the original record a second time as it will be rejected as a duplicate record if it was accepted into the ASAP system in the original submission. Submission of the modification record will allow the ASAP system to correctly recalculate the RUG value and have accurate data stored for reporting purposes.
  • If you have any questions concerning this information, please contact the QTSO Help Desk at help@qtso.com or 1 (888) 477-7876.

PBJ (From CMS)

PBJ  (From CMS)

  • We acknowledge that the large number of provider submissions as we near the submission deadline has exceeded the amount of planned network capacity and has resulted in high network utilization which is subsequently causing slowed system response times as well as an inability to access the system for some users.  We encourage users to pull down their validation reports during off peak times to relieve system congestion and allow more bandwidth for data submissions and less user frustration.
  • CMS will accept data submission past the deadline and will not impose penalties for providers that have not met the deadline at this time.  However, we expect providers to still make a good faith effort to submit data as soon as possible for Fiscal Year 2016 Q4 (July 1 – September 30, 2016).
  • We understand several providers are confused about what number to use when PBJ asks for the Facility ID (FAC_ID).  The list of FAC_IDs can be found by logging on to CMSNet, clicking “QIES Systems for Providers” and then under “PBJ Submissions” click “Look Up Facility ID”.
  • For questions related to entering the hire and rehire dates for employees, please see Section 8.4 (“Manual Data Entry and XML Submission Rehire Process”) of the PBJ User Manual, which can be found here, https://www.qtso.com/pbjtrain.html.
  • We are aware that some facilities may be confused on the use of the “save” button in the PBJ system.  The save button is the same as submitting your data.  Additionally, you can save and submit as often as you’d like throughout the quarter, such as every two weeks, and you can always go back and edit your data for previous weeks.  Do not wait until the end of the quarter to save and submit. CMS will not collect any files until after November 14th.
  • CMS 671 Form and PBJ Submission Discrepancies We are aware that some providers are concerned that PBJ data will be compared to the information submitted on their CMS-671 form.  We acknowledge that there are differences between how staffing data is submitted in comparing the instructions and policies of PBJ and the CMS-671, and they cover very different time frames. Therefore, in general, we do not expect PBJ data to match the data from the CMS-671.

CMS/MDS Updates

The MDS 3.0 RAI Manual Version 1.14 and related item sets go into effect 10/1/16 and can be found at:
www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/NursinghomeQualityInits/MDS30RAIManual.html.

  • This version of the MDS 3.0 RAI Manual incorporates the new Section GG: Functional Abilities and Goals, the new Part A PPS Discharge assessment, and clarifications to existing coding and transmission policy; it also addresses clarifications and scenarios concerning complex areas.

    CMS Provider Training Regarding the new Section GG can be found on You Tube:

 

  • MDS Provider Users Guide and CASPER Reporting User’s Guide updated in September 2016 can be found at:
    www.qtso.com/mdstrain.html.

 

www.cms.gov/Outreach-and-Education/Medicare-Learning-Network-MLN/MLNMattersArticles/Downloads/MM9735.pdf.

 

 

If you have any questions, please feel free to contact Stacey Bryan at (573)751-6308 or Stacey.Bryan@health.mo.gov.