Refer to the HIS manual to determine if an HIS record needs to be modified or inactivated. Basically, if the error in the record is NOT a patient identifier, you need to modify. If the error is a patient identifier, Inactivate and Resubmit.
Record Event Identifiers:
• A0220 / A0250: Admission Date
• A0250: Reason for Record
• A0270 / A0250: Discharge date
Patient Identifier:
• A0500A: First Name
• A0500C: Last Name
• A0600: Social Security Number (SSN)
• A0800: Gender
• A0900: Birth Date
A) In Barnestorm, to Modify or Inactivate & Resubmit an HIS record: Please read instructions all the way through, before choosing an option.
If you are modifying a record to correct non-key demographics, you will want to update the information on the referral before exporting the modified record. This does not include patient identifiers.
- Select the patient.
- Click on Hospice Item Set.
- Click on the HIS record with the error.
- Click on the Modify Previously Submitted button if the error in the record is NOT a patient identifier, OR
- Click on the Inactivate + Resubmit button if the error in the record is a patient identifier.
- The correction number should increase by one number.
- Make the changes to correct the error.
- Make sure to export HIS to send the correction.
B) In Barnestorm, to Inactivate an HIS record (If HIS was sent totally in error or for the wrong patient):
- Select the patient.
- Click on Hospice Item Set.
- Click on the HIS record with the error.
- Click on the Inactivate button.
- This will create an HIS with status XX.
- Go to the Export Hospice (HIS) screen, select the HIS and send for correction.
C) The steps for correcting event identifiers / patient identifiers (fresh):
- From the Hospice Item Set screen, select the record
- Click the Inactivate+Resubmit button. This will pull up the screen to generate the new record that will replace the previous one. It will also allow you edit the Z0500 field. Save but Do not validate it yet.
- The old record will disappear (shows when you click on Show Inactive Records) and a new record with ISC XX shows up as locked and ready to export. This one is cancelling out the original export record and should have the incorrect SSN on it.
- You’ll notice a new ISC HA record has been generated. Leave that as is for now.
- Go into the Referral and change the SSN.
- Go back to the new HA record and edit / validate it - You’ll have a chance to edit the Z0500 field if you haven’t yet. This should pull the new SSN into the record.