Coding Instructions

for A0050, Type of Record
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Code 1, Add new record: if this is a new record that has not been previously
submitted and accepted in iQIES. If this item is coded as 1, continue to A0100 Facility
Provider Numbers.
If there is an existing database record for the same resident, the same facility, the same
reasons for assessment/tracking, and the same date (assessment reference date, entry date,
or discharge date), then the current record is a duplicate and not a new record. In this
case, the submitted record will be rejected and not accepted in iQIES and a “fatal” error
will be reported to the facility on the Final Validation Report.
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Code 2, Modify existing record: if this is a request to modify the MDS items for a
record that already has been submitted and accepted in the Internet Quality Improvement
and Evaluation System (iQIES).
If this item is coded as 2, continue to A0100, Facility Provider Numbers.
When a modification request is submitted, iQIES will take the following steps:
1. The system will attempt to locate the existing record in iQIES for this facility with the
resident, reasons for assessment/tracking, and date (Assessment Reference Date
(ARD), entry date, or discharge date) indicated in subsequent Section X items.
2. If the existing record is not found, the submitted modification record will be rejected
and not accepted in iQIES. A “fatal” error will be reported to the facility on the Final
Validation Report.
3. If the existing record is found, then the items in all sections of the submitted
modification record will be edited. If there are any fatal errors, the modification
record will be rejected and not accepted in iQIES. The “fatal” error(s) will be
reported to the facility on the Final Validation Report.
4. If the modification record passes all the edits, it will replace the prior record being
modified in iQIES. The prior record will be moved to a history file in iQIES.
A0050: Type of Record (cont.)
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Code 3, Inactivate existing record: if this is a request to inactivate a record that
already has been submitted and accepted in iQIES.
If this item is coded as 3, skip to X0150, Type of Provider.
When an inactivation request is submitted, iQIES will take the following steps:
1. The system will attempt to locate the existing record in iQIES for this facility with the
resident, reasons for assessment/tracking, and date (ARD, entry date, or discharge
date) indicated in subsequent Section X items.
2. If the existing record is not found in iQIES, the submitted inactivation request will be
rejected and a “fatal” error will be reported to the facility on the Final Validation
Report.
3. All items in Section X of the submitted record will be edited. If there are any fatal
errors, the current inactivation request will be rejected and no record will be
inactivated in iQIES.
4. If the existing record is found, it will be removed from the active records in iQIES
and moved to a history file.
Identification of Record to be Modified/Inactivated
The Section X items from X0200 through X0700 identify the existing iQIES assessment or
tracking record that is in error. In this section, reproduce the information EXACTLY as it
appeared on the existing erroneous record, even if the information is incorrect. This information
is necessary to locate the existing record in the database.
Example: A MDS assessment for Joan L. Smith is submitted and accepted by iQIES.
A data entry error is then identified on the previously submitted and accepted record: The
encoder mistakenly entered “John” instead of “Joan” when entering a prior assessment
for Joan L. Smith. To correct this data entry error, the facility will modify the erroneous
record and complete the items in Section X including items under Identification of
Record to be Modified/Inactivated. When completing X0200A, the Resident First Name,
“John” will be entered in this item. This will permit the MDS system to locate the
previously submitted assessment that is being corrected. If the correct name “Joan” were
entered, iQIES would not locate the prior assessment.
The correction to the name from “John” to “Joan” will be made by recording “Joan” in the
“normal” A0500A, Resident First Name in the modification record. The modification record
must include all items appropriate for that assessment, not just the corrected name. This
modification record will then be submitted and accepted into iQIES, which causes the desired
correction to be made.