ASAP (Assessment Submission and Processing)

Submission ProcessingOverview for IRF-PAI

IRF Conference

May 2, 2012

ASAP File Submission• IRF-PAI Welcome page (new URL -

https://mds.qiesnet.org/irf/home.html)– Log in – same user ID and password.– Submit the file.– Receive initial response.

• File processing occurs– Facility Final Validation Report (FFVR) is

generated and stored in CASPER.

• CASPER Reporting link on Welcome Page2

IRF-PAI Welcome Page

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Login & Upload File

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Upload Process• Validates

– User ID of submitter is authorized to submit to the ASAP system for IRF-PAI.

• Confirms– File has been successfully uploaded to ASAP

system.

• Assigns– Submission ID– Submission Date and Time

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Upload Process2

• Does not

– Unzip the file.

– Read any included file.

– Validate the facility identification.

• Pop-up box confirms upload

– Press “OK” to display the confirmation page.

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Submission Confirmation Page

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This page can be printed by selecting the Print link in the top right corner.

Submission Status

• New information for IRF-PAI facilities• File processing status

– Waiting - the submission file is waiting to be processed

– Processing - the submission file is processing– Completed - file submission processing is

complete– Error - an error occurred during processing of

the submission file – Call the QTSO Help Desk

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Submission Status

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Lists all files submitted by the user logged into the submission page.

Submission Status – What Now?• Waiting

– Come back later.• Processing

– Come back later.• Completed

– Check Total Record Count.• Error

– Call the QTSO Help Desk!

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Total Record Count Not Zero (0)

• Facility Final Validation Report – Automatically generated.

– Located in your facility CASPER folder.

– Can be viewed by anyone with a submitter user ID for that facility.

– Lists each record processed.• Accepted or rejected• Error messages (revised numbers and text)

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Obtaining Your FFVR• Welcome Page link – CASPER Reporting• Login to CASPER.

– Same submission user ID and password

• Select the Folders button at the top.• Select the link on the left side named:

st IRF fac_id VR

• FFVRs are listed in the right panel.• Each FFVR is for one submission.

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CASPER Reporting

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CASPER Folders

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Facility Final Validation Report

• Report Name – Same as now– mmddyyyyhhmmss.submission ID

• mmddyyyy - submission date• hhmmss - submission time (24 hour time:

hour, minutes, seconds)• Submission ID - submission ID

– Example – 09272012150616.5548

• Format very similar to current FVR15

Total Record Count = Zero (0)

• BAD FILE - Fatal File Error– File cannot be read

– No records in zip file can be extracted

• No Facility Final Validation Report

• Contact your vendor – File not per data specifications

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CASPER Reports

• IRF Provider Reports– Assessment Print

– Facility Final Validation Report

– Submitter Final Validation Report

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CASPER Reporting

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CASPER Reports Page

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Assessment Print

• Any user with a submission login can request this report.

• Selection criteria - Assessment ID

– Enter the Assessment ID.

– Found on the FFVR.

• The information for that assessment is displayed.

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IRF-PAI Assessment Print

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My Inbox

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Assessment Print Example – p1

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Assessment Print Example – p6

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Submitter Validation Report• Rarely need to request this report.

• Information should be on FFVR.

• Request when FFVR for the submission lists fewer records than were in the file.

– ASAP system could not read missing record (-902, -904).

– ASAP system could not identify facility of record (-1001).

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Submitter Validation Report

• Must be requested by the user who submitted the file.

• Selection criteria - Submission ID– Enter the Submission ID.

• The report for that ID is returned.

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Submitter Validation Report• Only a single fatal file error

– Cannot unzip submission file

– BAD submission file – vendor issue

• File can be read

– Lists all records in submission file

• Facility identified – accepted or rejected

• Facility cannot be identified

– Bad XML file format

– Missing facility id or state code27

Facility Final Validation Report

• Rarely need to request.

• Same information as generated FFVR.

• Request for FFVR from over 60 days ago.

• Request by any user with a submitter login.

• Selection criteria - Submission ID

– Enter the Submission ID.

• Returns the report for that Submission ID.28

Top Fatal IRF-PAI Messages• Duplicate Assessment: The record submitted is a

duplicate of a previously submitted record.– Pressing the submit button multiple times.

• Will not be able to do this in ASAP.

– Not realizing file was already submitted.

– Changing software.

• No match found: No matching record was found in the database for the submitted correction.– Patient identifiers do not match original.

– Assessment discharge date does not match original.

– Original record not accepted.29

Top Warning IRF-PAI Message• Patient Information Updated: The data in the

above field is not the same as the data previously submitted for this patient. Verify that the "new" information is correct.– Patient has been in another provider (67% ).

• SNF (NH or SB), HHA, IRF, Now LTCH

– Your data does not match other setting’s data (33%).

– Check your patient identifiers for accuracy.• The error message lists the identifier and the old and new

values of the identifier.

• If the identifier is current_facility_id, then ignore.

• Otherwise research to ensure new value is correct.30

Item 50 – Skip Pattern - Fatal• Items 50A – 50D PU present on admission

– -5001 Inconsistent 50A/50B-D value: If Pressure Ulcers Present on Admission (50A) is equal to 1 (Yes), then Healed Pressure Ulcers (50B, 50C, 50D) must not equal skipped [^]

– -5002 Inconsistent 50A/50B-D value: If Pressure Ulcers Present on Admission (50A) is equal to 0 (No), then Healed Pressure Ulcers (50B, 50C, 50D) must all be equal to skipped [^]

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QA Items 48A – 50D – Warning• Items 48A – 50D Pressure Ulcers

– Dash is used for “not answering”.

– Blanks are not allowed (record is rejected).

– -5004 Entering a dash as a response to the items in the Quality Indicators section may result in payment reductions for your facility of two percentage points starting October 1, 2013.

– Message will only appear once on the report.

– Message will list all quality items with a dash.

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Resources• Final Validation Report

• Welcome Page

– IRF-PAI Submissions User’s Guide

– CASPER Reporting User’s Guide

• Vendor

– Understand/comply with data specifications.

– Notify users of edit errors.

– Attend vendor calls.

– Read vendor Q & A’s on QTSO.33

Websites

• IRF Quality Reporting Program information is available by accessing the CMS website located at: http://cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/IRF-Quality-Reporting/index.html

• Signup for listserv announcements and CMS Open Door Forums is available by accessing the CMS website located at: http://www.cms.gov/Outreach-and-Education/Outreach/OpenDoorForums/ODF_SpecialODF.html

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Websites2• IRF-PAI data set is available by accessing the CMS

website located at: http://cms.gov/Medicare/Medicare-Fee-for-Service-Payment/InpatientRehabFacPPS/IRFPAI.html

• IRF Technical Information is available by accessing the CMS website located at: http://cms.gov/Medicare/Medicare-Fee-for-Service-Payment/InpatientRehabFacPPS/TechInfo.html

• IRF Software Information is available by accessing the CMS website located at: http://cms.gov/Medicare/Medicare-Fee-for-Service-Payment/InpatientRehabFacPPS/Software.html

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Websites3

• Provider information– Quality Improvement and Evaluation System Technical

Support Office (QTSO) website located at: https://www.qtso.com

– IRF link on the left side – IRF information

– Training link on top bar – Technical training info

• Vendor information– QTSO website located at: https://www.qtso.com

– VENDORS link on the left side – Vendor information• Vendor registration is the first link on this page

– IRF link on top bar – IRF specific vendor info

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