START-UP SURVIVAL GUIDE

OPERATIONAL CHECKLIST FOR IMPLEMENTATION
OF OASIS REGULATIONS IN THE HOME CARE AGENCY

 

Take the following steps as you implement these new regulations:

 

q                 Check the following web sites for information pertaining to OASIS including answers to frequently asked questions.

q                 CMS’ OASIS website: www.cms.hhs.gov/oasis

q                 Florida's OASIS website:   /MCHQ/Field_Ops/Health_Standards/oasis.shtml

q                 IFMC website:  www.qtso.com

q                 CMS’ Home Health PPS website:  www.cms.hhs.gov/providers/hhapps/

q                 Cahaba Website:  http://www.cahabagba.com/

q                 Palmetto GBA Website:  http://www.pgba.com/

q                 Wound, Ostomy and Continence Nurses Society website:  http://www.wocn.org/

q                 Download the following items from the CMS OASIS Website:

q                 OASIS User's Manual in three parts

q                 Implementation Manual

q                 System User's Guide

q                 HAVEN System Reference Manual

q                 OASIS B-1 Forms (12/2002)

q                 HAVEN Software (consider this software as a back-up in the event a commercially available package does not perform as expected)

q                 Data Submission Specifications Version 1.40 for OASIS B-1 (10/2003)

q                 OASIS Questions & Answers

 

q                 Acquire the following software and hardware, and other equipment

q                 OASIS Encoding Software (e.g., HAVEN).  Software must be capable of encoding OASIS records and exporting data files in accordance with HCFA standard record layout specifications for version B-1 of the OASIS). CMS offers a free software package called HAVEN.  If you have chosen another package, consider HAVEN as a backup.

q                 MDCN AT&T Global Dialer Communications Software

q                 Recommend a single analog telephone line dedicated to the OASIS system

q                 Acrobat Reader (recommended)

q                 Internet Service Provider Account (recommended, but not required for submitting data)

q                 Designate an OASIS Coordinator in your agency.

q                 Complete the integration of the OASIS items into the comprehensive assessment form you are using now or use the sample comprehensive assessment found in the OASIS User's Manual. The OASIS User's Manual is available free from CMS' website, or for purchase through the Associated Home Health Industries of Florida.

q                 Begin collecting OASIS data on all patients in your Medicare-certified and Medicaid-enrolled home health agencies.  This includes HHAs servicing managed care, Medicaid and private pay patients with certain exceptions.

q                 Encode “Test” OASIS data during the period prior to your survey.

q              After you receive your letter from the Home Care Unit requesting demonstration of OASIS compliance, submit a written request for access to a TEST account on the OASIS System via FAX to the OASIS Help Desk at 850/488-7251 (Florida facilities only). Include your HHA's legal name, address, phone, fax, and OASIS contact name. Attach a copy of your HHA license and the letter mentioned above from the Home Care Unit. A copy of a successfully transmitted OASIS Initial Feedback Report is required by the Home Care Unit BEFORE the Field Office is notified of your readiness for your Medicare/Medicaid survey. (click here to see sample).
q               Submit “Test” transmissions to the State database prior to your initial survey.  With proper advance notification, we will fax your Login IDs and passwords before the beginning of your survey.  At time of survey, surveyors will require a copy of the Initial Feedback Report showing a successful transmission.

q                 Attend OASIS training and/or utilize all available resources to become proficient in OASIS requirements.   

q                 Download the following items from the Florida OASIS Dial-Up System:

q                 Interim Final Rule - OASIS Reporting Regulation

q                 Final Rule - Collection Regulation

q                 Error Message and Description Guide

q                 OASIS Assessment Deletion Request Form

q                 OASIS Batch Deletion Request Form

q                 Program Memorandum

q                 Interpretive Guidelines, Transmittal 21

q              After you receive your Medicare/Medicaid provider number, refer to your TEST account documentation for guidance in obtaining your MDCN (1.800.905.2069) account username/password, and further instruction regarding accessing and transmitting to the state.


q               Begin routine production submission of OASIS records to the State Database (and at least monthly thereafter).  We recommend weekly transmissions and monitoring of Bulletins.  Florida does not use U.S. Mail for routine OASIS correspondence.  We expect agencies to review these bulletins.  The reporting regulation requires records be transmitted at least once a month.  Within that requirement, each record must be submitted no later than the last day of the month following the month in which it was “locked”.  Develop a transmission procedure in your facility that meets these timelines.