OASIS information messages -9010 to -9190: what they are and why iQIES never issues them

Vendor's version number for the software that was used to create the OASIS data submission file.

Valid federal tax ID (EIN) for the company that developed the software used to create the OASIS data submission file.

Name of the software that was used to create the OASIS data submission file.

Email address of the vendor who created the software that was used to produce the OASIS submission file.

Any letters that are contained in this item may be submitted as lower case or upper case, but will be converted and stored as upper case by the system. System reports will therefore display upper case values.

CALCULATION OF EFFECTIVE DATE a) If M0100_ASSMT_REASON=[01], then ASMT_EFF_DATE is equal to M0030_START_CARE_DT. b) If M0100_ASSMT_REASON=[03], then ASMT_EFF_DATE is equal to M0032_ROC_DT. c) If M0100_ASSMT_REASON=[04,05], then ASMT_EFF_DATE is equal to M0090_INFO_COMPLETED_DT. d) If M0100_ASSMT_REASON=[06,07,08,09], then ASMT_EFF_DATE is equal to M0906_DC_TRAN_DTH_DT.

COMPLETION OF FOLLOW-UP ASSESSMENTS The allowable completion dates for the first and any subsequent follow-up assessments will be calculated relative to the start of care date. Follow-up assessments must be completed every 60 days that a patient is under care. Each time a follow-up assessment is due, it should be completed on or after the 56th day and on or before the 60th day of the period. More formally, the rules can be stated as follows: -Let j be the follow-up period number (i.e., 1=first follow-up period, 2=second follow-up period, etc.). -Let SOC be the start of care date (M0030_START_CARE_DT). -Let FCD be the completion date (M0090_INFO_COMPLETED_DT) of a follow-up assessment. Given these symbols, the rule for completion of follow-up assessments is as follows: SOC + (60*j) - 5 <= FCD <= SOC + (60*j) - 1 Where j=1, 2, 3, etc. If a patient is under care by a home health agency during one of the follow-up windows defined above, a follow-up assessment must be submitted. An exception to this rule can occur if a patient resumes care following an inpatient stay and if the resumption of care date (M0032_ROC_DT) falls within one of the follow-up windows. In this case, the home health agency should submit an RFA 03 resumption of care (after inpatient stay) (M0100_ASSMT_REASON=[03]) instead of the normal follow-up assessment. Submission of such a resumption of care assessment fulfills the requirement for the follow-up assessment because it includes all of the data items contained in the normal follow-up assessment.

This is an optional item that can be used by agency for unique identification of record and tracking of records submitted to the system.

If a non-blank value for National Provider ID (NPI) in NATL_PRVDR_ID is submitted, it should represent the NPI of the parent agency, not of any branches if they have separate NPIs. The NPI that is submitted should be the one that is used on the agency's HIPAA billing transactions with CMS.

If state law prohibits transmission of certain ICD codes (e.g., HIV or STD diagnoses), these codes will be removed by iQIES if found on records submitted by HHAs within that state. If any item within an ICD list contains such a code on a submitted record, it will be removed from the list. If any of these items is removed, but a valid code remains in a subsequent item on the list, the subsequent codes will be "moved up" so that no missing codes remain. Therefore, if a non-blank value is required in an ICD code list and all of the submitted items in that list contain blank and/or prohibited codes, a fatal error will result and the record will be rejected. As long as at least one item in such a list contains a non-blank, correctly-formatted, allowable code, a fatal error will not occur.

If the agency is located in AS (American Samoa), GU (Guam), or MP (Saipan -- Northern Mariana Islands), then STATE_CD must equal [HI].

If the assessment was performed by a branch, then M0016_BRANCH_ID must contain a standard branch ID. It must contain numbers or uppercase letters in bytes 1 and 2, Q in byte 3, numbers or uppercase letters in bytes 4 through 7, and numbers in bytes 8 through 10.

If an ICD list contains multiple codes, there should be no intervening items in the list which are equal to [^]. For example, if a 5-item list is populated with 3 ICD codes, those codes should occupy items 1, 2, and 3; items 4 and 5 should be equal to [^]. If the system finds a list which contains intervening items which are equal to [^], the values that are later in the list will be moved up to eliminate the intervening blank [^] item values. Diagnoses are only moved up within the same type of diagnosis, so a secondary diagnosis code will never be moved into an item which is for a primary diagnosis code.

The Item Subset Code (ISC) is a two-character code that indicates the type of record that is being submitted. The set of active items is controlled by the ISC. The ISC is defined as follows: If TRANS_TYPE_CD = [1,2] and M0100_ASSMT_REASON = [01] then ITM_SBST_CD = [01] If TRANS_TYPE_CD = [1,2] and M0100_ASSMT_REASON = [03] then ITM_SBST_CD = [03] If TRANS_TYPE_CD = [1,2] and M0100_ASSMT_REASON = [04] then ITM_SBST_CD = [04] If TRANS_TYPE_CD = [1,2] and M0100_ASSMT_REASON = [05] then ITM_SBST_CD = [05] If TRANS_TYPE_CD = [1,2] and M0100_ASSMT_REASON = [06] then ITM_SBST_CD = [06] If TRANS_TYPE_CD = [1,2] and M0100_ASSMT_REASON = [07] then ITM_SBST_CD = [07] If TRANS_TYPE_CD = [1,2] and M0100_ASSMT_REASON = [08] then ITM_SBST_CD = [08] If TRANS_TYPE_CD = [1,2] and M0100_ASSMT_REASON = [09] then ITM_SBST_CD = [09] If TRANS_TYPE_CD = [3] and M0100_ASSMT_REASON = [01-09] then ITM_SBST_CD = [XX] For a more complete explanation of the meaning and use of the ISC codes, please refer to the documentation that accompanies these data specifications.

SUBMITTING ICD-10 DIAGNOSIS CODES If the ICD-10 item is active, it must be submitted as an 8 character, fixed-format string with all blanks replaced with [^], and with a decimal point as the 4th character. The only exception to this rule is that an entirely blank ICD-10 item must be submitted as a single [^]. For example: -The ICD-10 code "A12." would be submitted as [A12.^^^^]. -The ICD-10 code "A12.3" would be submitted as [A12.3^^^]. -The ICD-10 code "A12.34" would be submitted as [A12.34^^]. -The ICD-10 code "A12.345" would be submitted as [A12.345^] -The ICD-10 code "A12.3456" would be submitted as [A12.3456] -An entirely blank ICD-10 code would be submitted as [^].

When a record is submitted, the system will determine if the provider has been certified. If the provider is not certified, then the submitted record is considered (processed as) a test record. If the provider is certified, then the submitted record is considered (processed as) a production record. If the record is a production record, then a system edit will reject the record if M0010_CCN is equal to [^].

Rounding of Integer Items: This item should be rounded to the nearest integer. If the value in the tenths decimal place is equal to 0 through 4, round the value down to the nearest integer (i.e., discard the fractional portion of the number). If the value in the tenths decimal place is equal to 5 through 9, round the value up to the next largest integer.