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Outcome Assessment Information Data Set (OASIS) Update - Memo #8

PDF Version of BQA 99-038 (PDF, 19 KB)

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Date: July 9, 1999 DSL-BQA-99-038

To: Home Health Agencies HHA 20

From: Rita Prigioni, Interim Director, Bureau of Quality Assurance

ALERT: HCFA announces the mandatory use of OASIS

The purpose of this memorandum is to provide information related to the federal Outcome ASsessment Information Set (OASIS).

The federal Health Care Financing Administration (HCFA) announced the effective date for the mandatory use, collection, encoding and transmission of OASIS data for all Medicare/Medicaid patients receiving skilled care from home health agencies in a Federal Register notice (Volume 64, No. 117) published June 18, 1999.

For non-Medicare/non-Medicaid patients receiving skilled services, there will be no encoding and transmission until further notice; however, home health agencies must conduct comprehensive assessments and updates at the required time points. For patients receiving personal care only services, regardless of payer source, HCFA has delayed the requirements regarding OASIS collection, encoding and transmission until further notice.

The Federal Register notice related to the use of OASIS begins on page 32984 and the System of Records (SOR) notice begins on page 32992.  A copy of the OASIS and SOR regulations is attached [check Internet site for Federal Register: https://www.cms.gov/OASIS/03_Regulations.asp(exit DHFS)].

Effective July 19, 1999, all home health agencies participating in the Medicare/Medicaid programs are required to initiate the use of the standardized assessment data set, OASIS, as summarized in the following chart:

Summary of Mandatory Collection, Encoding, and Transmission Dates for OASIS

OASIS Implementation Manual Chapter 8 Revised

The OASIS Implementation Manual - Chapter 8, OASIS in Detail, has been revised. Changes have been made with regard to collecting and recording OASIS data in the context of the comprehensive assessment process, in particular for mental health assessments. These changes clarify the definitions, instructions, and assessment strategies for selected OASIS items. We have attached a copy of the following modified pages: [check this site www.cms.hhs.gov/oasis/hhoview.asp (exit DHFS)]

• Pages 8.2 and 8.3 have been modified to clarify the means of administering the OASIS items in the context of the comprehensive assessment.

• An introductory page (8.82) has been inserted into the item-by-item tips section regarding the assessment of mental and emotional status, to provide further clarification concerning observational and interview techniques that are effective in eliciting the needed information while minimizing burden and intrusion on the patient.

• Item-by-item tips have been changed for M0540 and M0560 through M0620.  The purpose of these changes is to emphasize observational techniques and to provide further guidance for clinicians in assessing these characteristics especially in situations where patients refuse to answer direct questions.

Although the content changes are few, the page numbering has changed for most of the chapter.  The Bureau of Quality Assurance will notify you if we become aware of further changes.  All users of the OASIS data set and the OASIS Implementation Manual MUST upgrade to this version and implement these changes when completing the comprehensive assessment on or after July 19, 1999.

The Bureau of Quality Assurance will make the entire OASIS Implementation Manual available for purchase. If you are interested in purchasing a copy of the OASIS Implementation Manual, please contact Barb Carey [manuals no longer available for sale].

HCFA Web site

HCFA has posted the OASIS implementation timetable, manual revisions, federal regulations and other related information on their OASIS web site. Please note that the text version of the Federal Register on the HCFA web site does not contain Attachments A, B and C (privacy notices). Therefore, please retrieve the attachments using the (.pdf) version. The revised OASIS Implementation Manual, Chapter 8, OASIS in Detail, (chap-08.pdf-Adobe Acrobat format), is also available for downloading (148 pages) from the HCFA web site. Home health agencies are encouraged to consult the HCFA web site often. The web site address is: http://www.hcfa.gov/medicare/hsqb/oasis/ oasishmp.htm [replaced by www.cms.hhs.gov/oasis/hhoview.asp (exit DHFS)]

Timetable for OASIS Data Collection, Encoding and Transmission

Following is the new schedule for OASIS data collection, encoding and transmission:

• June 18, 1999 - Federal Register publication date.

• July 19, 1999 - OASIS data collection is required on all patients receiving skilled care. For new patients receiving skilled care admitted on or after July 19, 1999 a start of care assessment is required; for existing patients on service with a home health agency, the comprehensive assessment, including the OASIS data set, is required at the next assessment time point.

• July 19, 1999 - Encoding of the OASIS data collection is required for Medicare or Medicaid patients receiving skilled care, beginning with the first required assessment conducted on or after this date.

• Through August 18, 1999 - Home health agencies may send test file submissions (including production test files) to their respective states.

• August 19, 1999 through August 23, 1999 - All data will be purged from the State’s data management systems. (NOTE: On page 32985 of the Federal Register, under the example in the middle column, an incorrect date of August 24 should be listed as August 23.)

• Any required assessments conducted on or after July 19, 1999 that are sent to the State prior to the transmission effective date will be purged from the database. Home health agencies are advised to begin submitting production OASIS data on or after August 24, 1999 to avoid having to re-transmit required production files.

• August 24, 1999 through August 31, 1999 - Production file submission for all data collected, encoded, and locked July 19, 1999 through July 31, 1999 is required. (NOTE: On page 32985 of the Federal Register, under the example in the middle column, an incorrect date of August 25 should be listed as August 24.)

• Monthly beginning September, 1999 - At least monthly, all data encoded and locked through the last day of the preceding month must be transmitted to the State system by the last day of the current month. Example: All assessments encoded and locked through August 31, 1999 must be sent to the State no later than September 30, 1999.

• The OASIS Data Management System will have an additional edit added on August 24, 1999 that will reject all assessments with effective dates prior to July 19, 1999. Home health agencies will not need to submit any assessments with effective dates before July 19, 1999.

The Table Below Lists the Effective Date by Reason for Assessment Type:

Please direct any questions you may have regarding OASIS data collection to Barbara Woodford, OASIS Educational Coordinator [replaced by Andrea Henrich (608) 267-3807]. Questions related to software and data transmission should be directed to Richard Betz, OASIS Automation Coordinator, at (608) 264-9898.

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