The oasis that are ready for submission are located under Batch – OASIS Export.
Step (1) Batch Locked OASIS
The page shows all oasis that have been created.
To narrow down the list, the user may filter the date and set the type of Insurance / Payer.
All oasis falling within the condition set will be shown after clicking Search. The ones with green highlight under Validation tab are the oasis that are ready to batch to Step 2.
Validation errors are available to show the items that need to be completed first before the oasis can be batched to Step 2. The user must click the “Error” link.
To batch all oasis that have no validation errors, the user can just check the checkboxes and click “Batch” button.
To download the oasis file, the user must click on the filename that ends with a .zip extension. Depending on the user’s browser set up, the file may be automatically downloaded to the user’s computer or may give two options, to save or to open the file.
If user needs to print the OASIS submission report, the Print option is located between the checkbox and the file name. If the file sent was received and confirmed without any errors, the user may now click on the corresponding checkbox of the file and click on the Submitted button to complete the process.
In the process of downloading a file without errors, the pop-up will prompt for an Export Date and present three buttons:
1. Submit and Download: Upon clicking, ensure that the date field is populated; otherwise, an error will indicate the requirement for a date. This feature facilitates file download while simultaneously transferring it to the All Submitted Oasis Page.
2. Download: Initiates the file download without additional actions.
3. Cancel: Cancels the ongoing transaction.
Note: After the download, the Download button will be disabled and not clickable.
In cases that require users to unlock a previously exported OASIS for correction, the oasis must be first unlocked.
Clicking on the “Unlock button” will three (3) Correction Types the user may choose depending on the error provided in the Validation Report.
The condition is that the oasis was sent to CMS and was rejected the first time it was sent or it was never sent to the state but was just internally marked are submitted in the system. If this option is chosen, the oasis will be unlocked but the correction number will stay 00 as if it was never sent in the first place.
This option is only to be selected if the oasis was submitted to the State and was accepted. However, necessary changes to NON-KEY FIELDS must be done. To identify the NON-KEY FIELDS, they are all the remaining items that are not included in the KEY FIELDS. See the list of KEY FIELDS in Correction Type 3.
As for the correction number of the oasis, it will increment. If it’s the first time unlocking it, from correction number 00 it will become correction number 01.
This correction is selected only if the oasis needs to correct a KEY FIELD item or the oasis needs to be completely inactivated or deleted. The KEY FIELDS are as follows:
M0040 (Patient Name), M0064 (SSN), M0066 (Patient date of birth), M0069 (Patient gender), Unique Agency ID code, M0100 (Reason for completing assessment), M0090 (Date assessment information completed) for recertification (04) or follow-up (05) assessments, M0030 (SOC date) for SOC only, M0032 (ROC date) for ROC only, M0906 (Discharge, transfer, death date) for transfer to inpatient facility (06 or 07), death at home (08) or discharge (09 or 10) assessments).
When this option is selected, the user has the option to create a duplicate. If the oasis needs to correct a KEY FIELD item, the checkbox to create a duplicate must be checked. The system will then create another copy of the previously sent oasis. The previously sent oasis will have a correction number of xx while the duplicate will have correction number 00. To correct the item, the user must open the oasis with correction number 00 and make the changes in that oasis. Once the correction has been made, user must submit the correction xx first for inactivation, this way the state will know that the oasis they initially sent was incorrect and that they want to submit a new entry with the correct item. The validation report must return without any error and if accepted, the user may now submit the duplicate oasis that was already corrected with correction number 00.
A duplicate assessment will not be created if the checkbox is not marked as checked.
If the oasis doesn’t need to be corrected but to be inactivated and deleted, the user can leave the option to create a duplicate unchecked. The system will not create a duplicate but will change the correction number from 00 to xx. The user then must submit the oasis with correction number xx to the state to inform the state that they will void the oasis they had initially submitted, thus erasing the record from the state as if there was no oasis submitted in the first place.