OASIS SUBMISSIONS FOR FLORIDA: SYSTEM FUNCTIONS

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1 OASIS SUBMISSIONS FOR FLORIDA: SYSTEM FUNCTIONS OASIS SYSTEM FUNCTIONS... 2 ESTABLISHING THE COMMUNICATION CONNECTION... 2 ACCESSING THE OASIS SYSTEM... 3 SUBMITTING OASIS DATA FILES... 5 OASIS INITIAL FEEDBACK AND FINAL VALIDATION REPORTS... 9 OASIS INITIAL FEEDBACK REPORT... 9 OASIS FINAL VALIDATION REPORT

2 OASIS SYSTEM FUNCTIONS The OASIS system serves three basic functins fr Hme Health Agency users: Establishing the cmmunicatin cnnectin Submitting electrnic OASIS files t the state OASIS system Receiving and interpreting validatin reprts The fllwing sectins f this dcument prvide descriptins f each f these functins. Establishing The Cmmunicatin Cnnectin G t the CMS Submissin page at Click n FL t pen the state s Welcme page (Figure 3-1 belw). Figure 3-1. State Welcme Page Example 2

3 Accessing The OASIS System Frm the state Welcme page select the OASIS link t access the OASIS Welcme page (Figure 3-2). Figure 3-2. OASIS Welcme Page Example The fllwing links may be available t yu n the OASIS Welcme page: OASIS Submissins prvides access t the main OASIS System menu and the functins prvided there QIES User Maintenance prvides access t the QIES User Maintenance system where self-service functins are available fr changing and resetting passwrds and reactivating inactive user accunts Bulletins prvides news frm the State Agency CASPER Reprts prvides access t the CASPER Reprting system CASPER Reprting Users Manual prvides access t the CASPER Reprting User s Guide Pints f Cntact prvides a list f cntacts (names, addresses, phne numbers, fax numbers, and addresses, as applicable). Here yu can identify the State Agency system administratr t whm yu shuld direct questins pertaining t the OASIS System. OASIS/HAVEN Updates prvides the lcatin f dwnladable files t update HAVEN sftware 3

4 T lgin t the OASIS system, select the OASIS Submissins link. A ppup windw requesting yur user name and passwrd is presented (Figure 3-3). Figure 3-3. User name and Passwrd Windw NOTE: Yu shuld have been prvided a user name and passwrd fr the OASIS System. If nt, cntact the QTSO Helpdesk at (800) Once yu have entered bth a valid user name and passwrd, press Enter r select OK. Yu may select Cancel if yu d nt wish t access the OASIS system at this time. NOTE: The User name and Passwrd fields are case sensitive. If the system respnds with an Authrizatin failed. Retry? message, select OK and verify that yu are entering the user name and passwrd exactly as it was prvided t yu frm the QTSO Helpdesk. 4

5 The system respnds t a successful lgin with the OASIS Main Menu page (Figure 3-4). Figure 3-4. OASIS Main Menu Page The fllwing links are available n the OASIS Main Menu page. Frequently Asked Questins (FAQ) prvides a list f cmmn OASIS System issues r prblems alng with instructins t reslve each. If the State Agency System Administratr has nt psted a FAQ dcument, a Back t the OASIS Submissins Page link is available fr yu t return t the OASIS Main Menu page. Prcess OASIS Data accesses the OASIS File Submissin page. Receive Validatin Reprts accesses the page frm which yu can view, print and dwnlad Initial Feedback and Final Validatin reprts, as well as, Mnthly Activity reprts. CMS OASIS hme page Select this link t return t the OASIS Welcme page. Submitting Oasis Data Files T submit OASIS data, select the Prcess OASIS Data link n the OASIS Main Menu page. The OASIS File Submissin page (Figure 3-5) is presented. Figure 3-5. OASIS File Submissin Page 5

6 The OASIS File Submissin page prvides instructins and infrmatin abut submitting OASIS files, as well as a data entry field in which yu prvide the name f the OASIS file yu wish t submit. NOTE: In rder t submit OASIS data, yu must use sftware capable f encding OASIS recrds and exprting data files in accrdance with CMS s standard recrd layut specificatins (versin 2.0) fr the current versin f the OASIS-C. Tw ptins exist fr entering a file name. If yu knw the exact file name, yu may enter the file name, including the cmplete path t the file (e.g., C:\asis\myfile.xxx), in the Name f the OASIS File field. The recmmended methd, hwever, is t search thrugh the files available n yur cmputer by selecting the Brwse buttn. When yu select the Brwse buttn, a Chse File windw appears enabling yu t select frm a list f files n yur cmputer s hard drive, flppy disk r ther netwrk drive (Figure 3-6). Figure 3-6. Chse File Windw Select All Files (*.*) frm the drpdwn list in the Files f type field s that yu d nt limit the types f files shwn in the list. Ensure the crrect drive is selected in the Lk in field (C: fr the cmputer hard drive and A: r B: fr a flppy disk drive, etc.). The list f files available n the selected dirve appears in the area abve the File name field. 6

7 T select a file fr submissin, yu may highlight the file name and then select the Open buttn r duble-click the name f the file yu wish t send. Yu are returned t the OASIS File Submissin page where the file name (and path) yu selected appears in the Name f the OASIS File field. If, at this pint yu chse nt t submit the file, yu may select the main menu link at the bttm f the OASIS File Submissin page t return t the OASIS Main Menu page. T prceed with the submissin f the file, click the Send buttn n the OASIS File Submissin page. A Send Cnfirmatin windw (Figure 3-7) is presented. Figure 3-7. Send Cnfirmatin Windw The Send Cnfirmatin windw serves as a reminder that the time required t generate the OASIS Initial Feedback Reprt varies and that yu shuld wait fr the OASIS Initial Feedback Reprt prir t cntinuing with any ther OASIS r brwser functins. NOTE: Yu risk lsing yur cnnectin r interrupting the file submissin prcess if yu d nt wait fr the OASIS Initial Feedback Reprt. Select the OK buttn t prceed with the submissin f the file. Remain at the OASIS File Submissin page and refrain frm executing any additinal OASIS r brwser functins until yu receive an OASIS Initial Feedback Reprt. NOTE: A security infrmatin windw may appear t infrm yu that credit card numbers, etc. may nt be safe t transmit. If yu d nt wish t view this security infrmatin windw each time yu submit a file, uncheck the bx next t Shw This Alert Next Time. If yu d nt wish t submit the file, select Cancel t terminate the prcess. 7

8 NOTE: A File Transmissin Errr ccurs when there is an interruptin in the server while it is prcessing the submitted file. The server perfrms a check every 5 minutes. If yu receive this errr, wait apprximately 5 minutes and then resubmit the file. If yu cntinue t receive the errr, cntact yur State Autmatin Crdinatr. The OASIS Initial Feedback Reprt indicates that the OASIS System perfrmed a basic validatin check n yur file and whether yur submissin was received r rejected. If rejected, the OASIS Initial Feedback Reprt identifies the rejectin errr. The fllwing sectin f this dcument prvides additinal infrmatin abut the validatin prcess and reprts. NOTE: The OASIS Initial Feedback Reprt nly displays errrs fund in the header and trailer recrds. It des nt include errrs that may be fund n the data recrds. Thse errrs are identified in the OASIS Final Validatin Reprt. 8

9 OASIS INITIAL FEEDBACK AND FINAL VALIDATION REPORTS Once data is received at the state OASIS system, the OASIS system validates the file structure and data cntent. These validatins are based n the OASIS recrd specificatin (versin 1.04, 1.20, 1.30, 1.40, r 2.0). The system generates tw reprts: 1) an OASIS Initial Feedback Reprt, which indicates if the submissin passed the initial check f header and trailer infrmatin, and 2) the OASIS Final Validatin Reprt, which prvides a detailed accunt f the errrs fund during the validatin f all recrds in the submitted OASIS file. Bth reprts are frmatted as text files with clumns s that they may be easily read, printed, r dwnladed. NOTE: Yu d nt receive a Final Validatin reprt if yur OASIS Initial Feedback reprt indicates that yur file was rejected. OASIS Initial Feedback Reprt An OASIS Initial Feedback Reprt (Figure 3-8) is generated fr each file yu submit. The time it takes t create and return the OASIS Initial Feedback Reprt t yu depends upn the file size, mdem speed, and ther system activity. Yu shuld remain n the OASIS File Submissin page until yu receive the reprt. Figure 3-8. OASIS Initial Feedback Reprt 9

10 The OASIS Initial Feedback Reprt indicates whether yur submissin was received r rejected. If it was rejected, yu may need t make crrectins t the file, pursuant t the errr crrectin plicy defined by CMS, and resubmit it. Examples f rejectin criteria include crrupted file structure r invalid agency identificatin. The OASIS Initial Feedback Reprt identifies the errrs encuntered in the header and trailer recrds f the file. If rejected, n data is extracted frm the file. NOTE: Cntact the HAVEN Help Desk r yur OASIS encding sftware vendr if yu need assistance crrecting rejected submissins. The OASIS Initial Feedback Reprt prvides the fllwing infrmatin: The Reprt Date/Time NOTE: The Reprt Date/Time uses a 24-hur clck time frmat s that 2:09 p.m. appears as 14:09:22. Submissin Methd Batch Status whether the file was received successfully r rejected based n the initial validatin check. If it is rejected, yu shuld review the file fr any errrs in the header, such as facility identificatin infrmatin, and resubmit the file. The Submissin Date/Time frmatted the same as the reprt date and time. A Submissin Batch ID assigned t the submissin by the system. NOTE: Yu shuld take nte f the Submissin Batch Identificatin (ID) number. This number assists yu in finding the crrespnding OASIS Final Validatin Reprt. Mre imprtantly, the Submissin Batch ID is used in trubleshting any issues pertaining t a specific submissin. Batch Submissin Type whether the submissin was a prductin r test submissin. If the batch is rejected, the batch submissin type is unknwn. Agency ID the identificatin number assigned t yur Hme Health Agency and cntained in the header recrd f the file. Agency Name # Data Recrds Prcessed the number f recrds that were prcessed in yur file. 10

11 T save the reprt fr future reference (such as trubleshting a prblem with the State System Administratr), select Save As frm yur brwser s File menu and save the reprt as a text file t a flppy disk r t yur hard drive. If yur cmputer r the cmputer designated fr OASIS submissins is cnnected t a printer, yu can select Print frm the File menu t print a cpy f the OASIS Initial Feedback Reprt. Saving r printing the reprt is highly recmmended. Once yu have received and reviewed the OASIS Initial Feedback Reprt, yu may return t the OASIS File Submissin page r t the OASIS Main Menu by selecting the apprpriate link. It is nt necessary fr yu t remain nline t wait fr the OASIS Final Validatin Reprt. The OASIS Final Validatin Reprt shuld be available within 24 hurs fr validatins that cannt be perfrmed nline in the same sessin. Shuld yu submit a very large file, yu may chse t exit the OASIS System after receiving the OASIS Initial Feedback Reprt verifying acceptance f the submissin. T exit the OASIS System, select Exit frm the brwser s File menu r click the clse buttn,, in the tp right crner f the windw. 11

12 OASIS Final Validatin Reprt An OASIS Final Validatin Reprt is generated within 24 hurs f the submissin f a file. The reprt is created after the OASIS System perfrms data validatin, timing checks, and calculated element validatins. The timing and sequence f the OASIS recrds are verified against custmized State schedules. OASIS Final Validatin Reprts are accessed frm the OASIS Main Menu. If yu lgged ff f the system after submitting yur file and have nw initiated a new sessin, frm the OASIS Welcme page select OASIS Submissins and lg in t the system nce again. Refer t the Accessing the OASIS System sectin f this dcument fr mre infrmatin. Frm the OASIS Main Menu page select the Receive Validatin Reprts link. The Validatin Reprts page (Figure 3-9) is presented. Figure 3-9. Validatin Reprts Page The Validatin Reprts page lists OASIS Initial Feedback, OASIS Final Validatin, and Activity Reprts beginning with the mst recently generated reprt. The reprts are identified by the Submissin Batch ID number fllwed by an f fr OASIS Final Validatin reprts and an i fr OASIS Initial Feedback reprts. NOTE: The reprt titles are based n the Submissin Batch ID number, nt the name f yur submitted file. Nte the Submissin Batch ID number when yu receive the Initial Feedback Reprt in rder t identify the crrespnding Final Validatin Reprt. If yu wish t save (dwnlad) a reprt frm this windw, right-click the underlined reprt title and then select Save Link As frm the menu. If yu d nt wish t view any validatin reprts, select the main menu link at the bttm f the page t return t the OASIS Main Menu page. 12

13 T view a reprt, select the underlined reprt title. The OASIS Final Validatin Reprt (Figure 3-10) identifies the type and number f messages (errrs) encuntered in the OASIS file yu submitted. Figure OASIS Final Validatin Reprt The OASIS Final Validatin Reprt prvides the fllwing infrmatin: The Reprt Date/Time NOTE: The Reprt Date/Time uses a 24-hur clck time frmat s that 2:09 p.m. appears as 14:09:22. Submissin Methd Batch Status whether the file was received successfully r rejected based n the initial validatin check. If it is rejected, yu shuld review the file fr any errrs in the header, such as facility identificatin infrmatin, and resubmit the file. 13

14 The Submissin Date/Time frmatted the same as the reprt date and time. A Submissin Batch ID assigned t the submissin by the system. NOTE: The Submissin Batch ID is used in trubleshting any issues pertaining t a specific submissin. Batch Submissin Type whether the submissin was a prductin r test submissin. If the batch is rejected, the batch submissin type is unknwn. Agency ID the identificatin number assigned t yur Hme Health Agency and cntained in the header recrd f the file. Agency Name # Data Recrds Prcessed a cunt f the recrds prcessed in yur file. # Recrds Rejected a cunt f the recrds in the file that were rejected. # Duplicate Recrds a cunt f the recrds rejected because f an exact match t previusly submitted recrds. # Recrds with Messages a cunt f recrds with errr(s). Ttal # Messages a cunt f the errrs that ccurred in this file submissin. NOTE: It is imprtant t nte that the file is prcessed and accepted even with fatal recrd r warning messages. If yur cmputer r the cmputer designated fr OASIS submissins is cnnected t a printer, yu can select Print frm the brwser File menu t print a cpy f the OASIS Final Validatin Reprt. Yu may als select Save As frm the brwser File menu and save the reprt t a flppy disk r yur hard drive. Fr each data recrd, the reprt detail sectin includes the recrd number (based n its rder in the submissin file), the SSN and name f the patient, the recrd type, crrectin number and effective date f the assessment, and the Branch ID (if applicable). NOTE: Assessments that d nt have respnse 1, 2, 3, and/r 4 checked in the M0150 field are rejected and shw n the Final Validatin Reprt with Blank fields fr each rejectin. 14

15 Listed belw the infrmatin mentined in the previus paragraph, is each field r OASIS item in errr, the invalid submitted data, message number, and message. If errrs exist in the header recrd, they are displayed first in the reprt. If errrs exist in the trailer recrd, they are displayed at the end r the reprt. The OASIS Validatin Reprt Messages and Descriptin guide prvides infrmatin abut interpreting the varius errrs in the data fields as they appear in the OASIS Initial Feedback and OASIS Final Validatin reprts. Yu can access this guide n the QTSO web site at: 15

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