Please review the following options BEFORE making any changes to an exported OASIS. Verifying that the OASIS was exported and accepted or rejected is an important part of this process.
A. If an OASIS has been transmitted and accepted had wrong information in a key field (M0040, M0064, M0066, M0069, Agency ID, M0100, M0090, M0030, M0032, M0906), it needs to be Inactivated and Resubmitted.
NOTE: Although M0100 is a key field, Barnestorm is not able to change the RFA from one type to another as a correction OASIS. If the M0100 is the only correction, you will need to Inactivate the OASIS and create a new one to replace it.
- Select the OASIS that needs to be inactivated and resubmitted.
- Click the Inactivate + Resubmit button.
- A message will appear asking if you want to inactivate - Yes/No. Select Yes. NOTE: Two additional OASIS are created when you select Inactivate + Resubmit.
- At this time, the original OASIS you selected will no longer show up. It is hidden and will only show when you click on Show All button. The status of that OASIS has changed to Inactivated, Exported.
- A second OASIS has been created for notifying the state that original OASIS has been inactivated. The status is marked as Inactivated, Not Exported. This OASIS will show up on the list of "OASIS eligible for transmission" to be exported the next time OASIS are exported. These will only show up on the OASIS screen if you uncheck the Hide Inactivated button.
- A third OASIS has been created that has all the previous answers copied over from the original OASIS. This allows you to modify any of the incorrect key fields. The status is marked as Not Locked. Once the new OASIS is locked, it can be exported.
NOTE: You will only be able to view Inactivated OASIS, if the Show All button is selected.
B. If an OASIS was transmitted and accepted but should not have been transmitted at all, then it needs to be Inactivated. - Select the OASIS that needs to be inactivated.
- Click the Inactivate button.
- A message will appear asking if you are sure you want to inactivate – Yes/No.
- When you click on Yes the OASIS will disappear.
- Click on Show All to view the OASIS.
- The original OASIS will show up as status Inactivated, Exported.
- Another OASIS will generate with a status of Inactivated, Not Exported. This OASIS will show up on the list of "OASIS eligible for transmission" to be exported the next time OASIS are exported. This OASIS will let the state know that the OASIS is being inactivated and not resubmitted.
C. If an OASIS has been transmitted and accepted and a non-key field (like M2200) needs to be changed, add 1 to the correction number and make the changes. The correction number always starts at 00. The first correction will be 01.
- Select the OASIS that needs a non-key field modified.
- Click on Unexport. A popup will appear: "Are you sure you want to Unexport?" Select Yes.
- Click on Unlock.
- Click on Edit.
- Modify the Correction Number from the first screen, increase it by one digit. Example: If the current correction number is 00 then increase it to 01.
- Modify the non-key field.
- Validate and Lock the OASIS and resubmit it as usual.
D. If an OASIS has been transmitted but NOT accepted (rejected), then don't use inactivate or correction process.
- Select the OASIS
- Click on UnExport
- Click on Unlock
- Click on Edit
- Modify the OASIS issue
- Validate and Lock the OASIS and resubmit it as usual.
Additional Information:
M00110 has choices of Early, Late, or N/A:
N/A means "Do NOT create a treatment or HIPPS code." So, when a RAP was submitted but the treatment code is gone, this is the first thing to check. Verify that the Document ID on the PPS Tracking still matches the Doc ID of the OASIS. If the ID is the same, and the informaiton is still there, then Select a Different OASIS on the Edit PPS screen. The Select a Different OASIS button is only availble if the EOE claim has not been create. You can cancel the EOE claim to select a different OASIS if needed.
RFA 01, 03, 04, and 05 have a HIPPS code and a treatment code. These are the only OASIS that are used for billing purposes. The OASIS that stop a series of visits, like RFA 06, 07, 08, and 09 will not have a HIPPS code or a treatment code and are NOT used for billing purposes.
In Billing > Reports > 14/03, there is a tab to search for Missing Episodes. A missing episode can occur when a 485 is printed from POC. The search for missing episodes looks for visits charged to a PPS payer that do not have an episode in PPS tracking. The billing staff member needs to come to this screen at least once a week, before creating billing, and run this report. This screen also has a button that will create all the missing episodes for you.
When the OASIS are exported, the CMS system provides both initial and final feedback reports. The initial feedback report shows the number of OASIS transmitted and the final report provides a detail of each OASIS and whether it was accepted, rejected, or generated warnings.
When the OASIS are transmitted, this feedback report should be printed or saved so that the information is available. File > Save or File > Print. Save these all in the same place, or keep them together in a folder. If you save them, put them in the same place as the OASIS files.
For M2200 correction, the OASIS can be unexported, unlocked, edit, add to correction#, and fix the M2200 (which is not a key field) - however, under PGDM, that number is no longer used to calculate the hipps code, and no longer used to adjust the hipps code by Medicare. You may need to check with Medicare Advantage payers to find out if they are still doing 60-day episodes (in which case they might be using M2200 to calculate HIPPS), or is they have switched to the PDGM 30-day episodes (in which case you don't need to do anything but correct the OASIS as you would for Medicare).