Reports

4146.4 - Reports (Rev. 1, 05-21-04) The MDS system provides the following reports to both the State and the provider. These reports, which focus on errors in MDS submissions, are key to working with facilities to ensure successful transmission of MDS data. 1 - Initial Feedback Report During a submission session, the facility will be informed of file submission status in an Initial Feedback Report. The Initial Feedback Report may indicate that the batch was “accepted,” “received” (for a test file), or that it was “rejected.” Since the Initial Feedback Report is not automatically saved by the system, it must be reviewed prior to logging off after a batch submission. The top section of this report gives general information about the entire batch of records. • Report Date/Time; • Batch Status - Status is “Rejected” if a file had Fatal File Errors and the entire batch of records was rejected. Status is “Accepted” if a file had no Fatal File Errors and individual records were processed for loading into the State database. For test files only, status is “Received” if the test submission had no Fatal File Errors. Test records are not inserted in the database; • Submission Date/Time - Date/time that the MDS file was submitted; may be needed for troubleshooting any problems with a batch; • Submission Batch ID - Unique ID assigned to each batch used for troubleshooting problems with a batch; • Facility ID - The standard system logon ID for the facility; • Facility Name; • Number of Records Processed - Number of data records in the file (batch)--value will be 0 if the entire file is rejected; • Number of Records Rejected - Number of data records that contained Fatal Record Errors and were not accepted into the State database. If the entire file was not rejected, this value will be 0 on the Initial Feedback Report. This value and the Report Detail will be provided in the Final Validation Report upon validation of all records in the file; • Number of Records with Errors - Number of records that were accepted into the State database but that also contained Non-Fatal Errors. If the entire file was not rejected, this value will be 0 on the Initial Feedback Report. This value and the Report Detail will be provided in the Final Validation Report upon validation of all records in the file; and • Total Number of Errors - Total number of Non-Fatal Errors across all records accepted into the State database. If the entire file was not rejected, this value will be 0 on the Initial Feedback Report. This value and the Report Detail will be provided in the Final Validation Report upon validation of all records in the file. Detail concerning any file header and trailer errors will appear in the lower portion of the Initial Feedback Report, under “Report Detail.” The Report Detail section includes the following information (clarification of labels is given in parentheses): • Record Type, Effective Date - The record type field can contain “Header” for a header record, “Trailer” for a trailer record; • Field - Field in error; • Invalid Data - Data that caused the error; and • Error Description - Descriptive error message. 2 - Final Validation Report If there are Fatal File Errors with the MDS submission file, the entire batch of records is rejected and the only feedback that the facility will receive during the submission session is the Initial Feedback Report. However, if there are no Fatal File Errors, a Final Validation Report will also be received by the facility. The Final Validation Report has exactly the same layout as the Initial Feedback Report. The “Report Detail” section of the Final Validation Report details all errors found in the data records in the batch. These errors can be Fatal Record Errors (resulting in record rejection) or Non-Fatal Errors. The following information is displayed in the record detail section: • SSN, Name - Resident SSN and name; • Record Type, Effective Date - The Record Type field contains “Header” for a header record, and “Trailer” for a trailer record. For data records, the record type field contains the data record types as defined in definitions section (e.g., “A” for an initial admission assessment record, “Q” for a quarterly update assessment, etc.). For a data record, the Effective Date for the record follows the record type. The effective date A4a for a reentry record R2b for an assessment record, and R4 for a discharge record. • Target Date.- The target date field contains the date that the reentry, assessment or discharge event occurred. The target date is A4a for a reentry record. A3a for an assessment record, and R4 for a discharge record. • Field or MDS Items. - Field or fields in error. A single field or item will be present for data range or formatting errors. Two fields will be present for errors involving required consistency between pairs of MDS items. • Invalid Data Submitted - Data values that caused the error. There will be single value for errors involving data range or formatting errors. Two values will be present involving consistency between pairs of MDS items. • Message Number.- The system numeric code for the error detected. The numeric codes are negative numbers. After the numeric code the report indicates if the error is “Fatal” or Non-Fatal.” • Message. - Descriptive error message. The additional reports listed below are available to the State for the MDS system, but not directly to the provider. The State may provide copies of these reports to the facilities as they deem appropriate. • Assessment Field Information - Displays information about each assessment field in the database including field name, start position, field length, valid values, start and end ranges (for numeric fields), field data type, field description, and which assessment section contains the field; • Assessment Primary Reason - (MDS Item A8a or AA8a) - Displays information about primary reason for assessment; • Assessment Sections - Displays which assessment sections are included for each combination of Primary Reason for Assessment (MDS Item A8a or AA8a) and Special Reason for Assessment (MDS Item AA8b) values; • Assessment Special Reason - (MDS Item A8b or AA8b) - Displays information about these values; • Case Mix Codes - Displays details of each CMI set that is in the database. Information includes CMI sequence, set name, ADL values, CMI codes, CMI values, and descriptions; • Discharges in Previous Month - A list of residents who had discharge assessments (as the last assessment) submitted in the last 30 days. Report can be generated for a single facility or all facilities; • Duplicate Resident Names - A list of residents with identical first and last names. Useful for finding duplicate residents in a facility; • Duplicate Resident SSN - A list of residents who are listed as having the same SSN. All residents for a particular SSN are listed. This report is also useful for finding duplicate residents; • Error Summary - This report lists the errors that have occurred in submissions, the number of occurrences, and the percentage of assessments with each error. The report is for a single facility, all facilities, for a single vendor, all vendors, or for an entire State for a specified time period; • Error Message - Displays all of the error message codes and descriptions; • Error Detail - List of all errors for all submissions grouped by assessment. The report can be generated for a single facility, all facilities, a single vendor, or all vendors for a specified time period; • Errors by Field - Lists, by field, the number of assessments that had an error in that field, the number of assessments successfully processed, and the percentage of assessments with each error. Can be generated for a single facility, all facilities, a single vendor, all vendors, or the entire State for a specified period of time; • Facility Accounts Report - Lists all facilities and their logon ID and password; • Facility List - Listing of all facilities in a State that submit MDS assessments; • Facility List, No Recent Submissions - Listing of all facilities in the State that have not submitted assessments since a specified date; • Facility List - Non-Submitted Data - Listing of all facilities that have not submitted assessments; • Overdue Assessments - Listing of all residents who have not had assessments submitted within the required timeframe. Report includes which assessment type(s) is/are expected. Available for a single facility or all facilities; • Quarterly Assessment Fields - Listing of all fields that are included for each quarterly assessment type grouped by each MDS Item AA8a/AA8b combination; • Roster Report - Lists all residents who are currently in a facility. Can be generated for a single facility or all facilities; • Roster Timeframe Report - List all residents who are in a facility within a specified date range. Can be generated for a single facility or for all facilities; • Sequencing Report - Displays invalid sequences between assessments. Displayed by two sets of MDS Item A8a/A8b or AA8a/AA8b combinations and Record Types (current and previous); • State Customization - List the values for the active CMI set for the State, State optional fields (if any), and the validation engine options set by the State; • Summary Statistics - List the number of files received, number of records processed (by record type), number of records rejected, and number of records received with errors (by record type). Available for a single facility or all facilities for a specified time period; • Validation Codes - A reference report that lists valid codes for various fields in the assessment; • Vendor List - A list of facilities that have used a particular vendor. This report can be generated for a single vendor or multiple vendors; and • Ad Hoc Reports - Various user-defined reports can also be generated using structured query language within the Data Management Application. In addition, the MDS system has made other reports available to both the States and providers, based on the deployment of analytical and quality indicator software.