Information Set (OASIS) Update (Memo #11)
of BQA 00-011 (PDF, 14 KB)
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Date: January 14, 2000 DSL-BQA-00-011
To: Home Health Agencies HHA 02
From: Jan Eakins, Chief, Provider Regulation & Quality
cc: Sue Schroeder, Director, Bureau of Quality Assurance
The purpose of this memorandum is to provide information related to the
federal Outcome ASsessment Information Set (OASIS).
Regulatory Requirements for OASIS
The Bureau of Quality Assurance is pleased to send you a copy of the HCFA Program
Memorandum, Transmittal No. 99-2 containing information regarding regulatory requirements
for comprehensive assessment and use of OASIS. Information contained in this
Delay in the requirements regarding the comprehensive assessment and OASIS reporting
requirements for patients receiving personal care only services, regardless of payor
HHA regulation changes due to OASIS.
Non-Medicare/Non-Medicaid data will be transmitted with masked patient identifiers.
Encoding and transmission requirement for non-Medicare and non-Medicaid patients
receiving skilled care is delayed until a system to mask their identity is developed and
128-bit encryption requirement.
This information is also available in files 99-2.65, and 99-2A.65 through 99-2E.65 on
the HCFA website at: www.hcfa.gov/pubforms/transmit/pmemos.htm
[site not operable, memos no longer available as of 9/02]
HAVEN and Y2K
It has come to the attention of the HAVEN Help Desk that numerous HAVEN
users have been experiencing the following error message: "hhaerror.dll. Error
is overflow." This is due to the fact that users do not have the short date
setting in Windows set to the four digit year as per the HAVEN recommendation on set-up,
and as documented on page 14 of the HAVEN Users Manual under the heading
This problem can be remedied by taking the following steps:
For Windows 95, 98 and NT, click on the <START> button, select the
"Settings" option and then select the Control Panel option to display the Control
Panel screen. Next, click on the "Regional Settings" icon to display the Regional
Settings Properties screen. Then, click on the Date tab to review the short date style
properties. Verify that the short date style includes a four-digit year. A style that
includes "YYYY" will satisfy this condition. The recommended setting is
For Windows 3.1 users, from the Control Panel screen, select the
"International" icon. Verify that the displayed date includes a four-digit year.
If it does not, click on the "Change" button and check the Century
checkbox under the Short Date Format section.
Once the above-mentioned steps have been taken, the error message will
no longer appear.
Should a user have any further questions, they may contact the HAVEN
Help Desk at (877) 201-4721.
Migration to the MDCN
HCFA is requiring all home health agencies to migrate to the Medicare
Data Communications Network (MDCN) as the communication link to their state agency. All
Wisconsin home health agencies are scheduled to be mailed MDCN connectivity enrollment
packets March 15, 2000 with completion targeted by July 1, 2000. This new system creates a
separate network for telecommunications access to state OASIS systems and a second layer
of user authentication for added security. It does not change where OASIS data is
sent. Wisconsin OASIS data will still be transmitted to, and stored on, the states
The MDCN is operated by AT&T Global Network Services (AGNS--also referred to as the
MDCN Operator) for HCFA. Dial-up access will be via a local call for most agencies. This
is a change to the dial-up connection only for submissions of OASIS data. OASIS data
submissions will require the use of the same application software, browser, and state
assigned Agency ID and password currently being used.
After completion of the connectivity questionnaire, home health agencies will receive
an MDCN User ID and dialer software that must be installed for connecting to the MDCN.
Support for the new telecommunications network will be provided by the MDCN Help Line
at 1-800-905-2069. State staff will continue to provide technical support for all other
aspects of the OASIS automation process, including help with validation reports,
confirming receipt of files and records, key change requests and server problems.
Updated Provider System Requirements
To comply with security recommendations set forth by the Health Care
Financing Administration (HCFA), all home health agencies are encouraged to meet the
following system recommendations for submission of OASIS data to their state. These system
recommendations should be in place by July of 2000.
Recommendations for a Windows 95 environment:
Recommendations for a Windows 98 environment:
Recommendations for a Windows NT environment:
Note that Netscape is HCFA's recommended and supported web browser.
Error message number 81, "The above field was updated on the
resident table," indicates that a field was updated on the resident table of the
State database. If patient information in this record is similar enough to resident
information on the State database on a set of resident matching criteria, a match occurs
and certain fields on the resident table of the State database will be updated. The fields
that will update are the following: Facility Internal ID, SSN, Last Name, First Name,
Middle Initial, Date of Birth, Patient Medicare Number, Patient Medicaid Number and Death
Date (only on RFA type 08).
When this error is received, the home health agency should verify the accuracy of the
"new" data displayed inside the brackets [ ] on the Final Validation Report. If
the data is correct, no further action is necessary. Incorrect data will need to be
corrected. A Wisconsin Key Field Correction Form must be submitted to correct key field
errors. Non-key field errors must be corrected by submitting a corrected record that
increments by one digit the Correction_Num field. More information on the Correction_Num
field can be found in the OASIS record specifications.
Listed below are examples of error message 81:
[Old: 1607 New: 1787]
Field Update: The above field was updated on the resident table
The message will occur when a person was in the State database under one
home health agency or nursing home and this submission is indicating that the person in
now being served by a different agency. No further action is needed by the agency. The
current facility ID will be updated in the State database.
[Old: 12/13/1923 New: 12/19/1923]
Field Update: The above field was updated on the resident table
In this example the agency should verify that the date of birth is
12/19/1923. If this is correct, no further action is required. If the date of birth is not
12/19/1923, the agency must submit a Key Field Correction Form to have this date corrected
as the date of birth is a key field.
OASIS Training Planned
The Bureau of Quality Assurance is planning OASIS Educational
Teleconference Network (ETN) programs for April 2000. The Bureau is also planning the
First Annual Basic OASIS Training for the fall of 2000. Please watch for additional
information regarding these training opportunities on the OASIS website.
Questions related to software and OASIS data transmission (connection,
feedback reports, fatal records, error messages and data corrections) should be direct to
Cindy Symons, OASIS Technical Analyst, (608) 266-9675 or
firstname.lastname@example.org [no longer available, contact Chris Benesh]
Questions related to OASIS data collection (clinical issues) should be directed to:
Barbara Woodford, OASIS Educational Coordinator, (715) 855-7310 or
email@example.com [replaced by Marianne Missfeldt, (715)
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