Nursing Home Census Rosters Due by End of March
Nursing home members are reminded that they should upload their Jan. 25, 2017 "picture date" census roster to the Health Commerce System (HCS) without delay to ensure sufficient time to address any problems that may arise. The submission will be the basis of the case mix calculation used in July 1, 2017 Medicaid rates. Department of Health (DOH) staff is focused on expediting the various pieces of the rate setting process to ensure that rates are updated as quickly as possible and has stressed that they intend to move forward with rate updates for those homes whose census submissions are complete by established deadlines. Homes that fail to submit or certify their roster by March 31st, as well as homes that require DOH intervention to assist in matching MDS assessment to residents listed on the roster, risk having their rate updates delayed or receiving a default case mix index (CMI).
DOH issued the notice of roster submission dates at the end of 2016 and will send no further reminders of the requirement. The notice listing submission dates and providing instructions for accessing the policy manual and certification forms is copied below. We recommend that members, especially those who have experienced issues requiring DOH staff assistance in the past, upload their information early in the submission window. Please let us know if you have questions or encounter any difficulties with the process.
Contact: Darius Kirstein, dkirstein@leadingageny.org, 518-867-8841
This is formal notification of your facility's 2017 Minimum Data Set (MDS) census data collection periods for Medicaid reimbursement. PLEASE ENSURE THAT THE APPROPRIATE STAFF IS NOTIFIED OF THIS SCHEDULE, AS IT IS THE ONLY COPY YOU WILL RECEIVE.
Census Collection Dates:
The census collection dates for 2017 are
January 25, 2017
July 26, 2017
Each is a midnight census to include ALL RESIDENTS regardless of payer source.
Please be sure to follow all CMS guidelines for the timely filing of MDS data.
Census Roster Data Upload Periods:
Facilities will upload their January 25, 2017 census roster data over the HCS during the weeks of March 13, 2017 through March 31, 2017.
Please have all MDS data submitted and accepted by CMS prior to COB, Wednesday March 1, 2017.
Facilities will upload their July 26, 2017 census roster data over the HCS during the weeks of September 11, 2017 through September 29, 2017.
Please have all MDS data submitted and accepted by CMS prior to COB, Wednesday August 30, 2017.
Please review the Policy and Procedure for Processing the Minimum Data Set (MDS) Assessment Data for Medicaid Rate Setting Purposes (Revised 12/2009) for detail on the MDS data collection process and upload. The policy manual is available on the MDS for NF Reimbursement section of the Health Commerce System (HCS).
All MDS CENSUS DATA must be submitted using the HCS. It is especially important to keep the list of the facility’s HCS coordinator and users current to avoid delays in submitting MDS CENSUS DATA. Remember that sharing user accounts is a breach of the security agreement signed by each HCS user. The MDS CENSUS DATA being submitted must be formatted using the DOHMDS for HPN software, a current version of which is always available for download on the HCS.
After your data has been accepted, you will have an additional seven (7) calendar days, specified in the acknowledgement, in which to make corrections.
Copies of the Operator's Certification forms are available on the MDS for NF Reimbursement Section of the HCS. As a reminder, MDS Census data cannot be used for rate-setting purposes until certification forms are on file.
If you have any questions about the implementation of RUGS-III using the MDS for Medicaid reimbursement please contact the Resident Assessment Unit as follows:
Telephone: (518) 473-4421
Email: PRIMail@health.ny.gov