ASAP (Assessment Submission
and Processing)
Submission Processing
Overview 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 Page
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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
This page can be printed by selecting the Print link in the top right corner.
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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
Lists all files submitted by the user logged into the submission page.
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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 FVR
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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 code
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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.
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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.
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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.
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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.
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Websites
• IRF Quality Reporting Program information is available by
accessing the CMS website located at:
http://cms.gov/Medicare/Quality-Initiatives-PatientAssessment-Instruments/IRF-QualityReporting/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-andEducation/Outreach/OpenDoorForums/ODF_SpecialO
DF.html
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Websites2
• IRF-PAI data set is available by accessing the CMS
website located at: http://cms.gov/Medicare/MedicareFee-for-ServicePayment/InpatientRehabFacPPS/IRFPAI.html
• IRF Technical Information is available by accessing the
CMS website located at:
http://cms.gov/Medicare/Medicare-Fee-for-ServicePayment/InpatientRehabFacPPS/TechInfo.html
• IRF Software Information is available by accessing the
CMS website located at:
http://cms.gov/Medicare/Medicare-Fee-for-ServicePayment/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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