30
QIES Business Intelligence Center (QBIC) HHA Extract Tool Reports Instruction Manual Version 1.1 11/29/2019
QIES Business Intelligence Center (QBIC) HHA Extract Tool Reports
Instruction Manual Version 1.1 11/29/2019
QBIC HHA Extract Tool Reports Table of Contents
ii
Table of Contents
1. Introduction .............................................................................................................. 1
2. Getting Started ......................................................................................................... 2
2.1 Set-up Considerations ...................................................................................... 2 2.2 Accessing the System ....................................................................................... 2 2.3 System Organization & Navigation ................................................................... 3 2.4 Exiting the System ............................................................................................ 8
3. Submitting and Downloading Extract Tool Reports ............................................. 9
3.1 HHA Extract Preview Report ........................................................................... 10 3.2 Submitting Extract Tool Reports ..................................................................... 11
3.2.1 Defining Search Parameters for HHA Extract Preview Report ................. 15 3.2.2 Defining Search Parameters for HHA Extract – Search by Assessment ID
Report ....................................................................................................... 17 3.2.3 Defining Search Parameters for the HHA Extract– Search Asmts with Date
After 3/31/2018 by HICN, SSN, MBI Report ............................................. 18 3.2.4 Defining Search Parameters for the HHA Extract– Search Assessments
with Date Prior to 4/1/2018 by HICN or SSN Report................................. 20 3.2.5 Defining Search Parameters for the HHA Extract– Search by Patient Last
Name, DOB, and Gender Report .............................................................. 22 3.3 Downloading Extract Tool Report Outputs ...................................................... 24
4. Troubleshooting & Support .................................................................................. 27
QBIC HHA Extract Tool Reports Introduction
1
1. Introduction This User Manual provides the information necessary for CMS Contractors to effectively use the Quality Improvement and Evaluation System (QIES) Business Intelligence Center (QBIC) to run HHA Extract Reports that can be imported into the HHA Grouper or other similar applications for analysis and review.
QBIC HHA Extract Tool Reports Getting Started
2
2. Getting Started The QBIC application does not require the use of VPN or CMSNet for access. QBIC utilizes the CMS Enterprise Identity Management (EIDM) and multi-factor authentication from the QualityNet Authorization & Role Management (QARM) system for user authentication and authorization. In order to access QBIC, users must have a User ID from EIDM, set up multi-factor authentication in QARM, request a QIES User Type and access to QBIC in QARM and the request data and application user access via the QBIC Access Request paper form. Detailed instructions are posted at https://qtso.cms.gov/access-forms/qbic-access.
2.1 Set-up Considerations QBIC is designed to work with all versions of Google Chrome, Microsoft Edge, and Mozilla Firefox. It is also compatible with Internet Explorer v.11 or higher. If using Internet Explorer, ensure that the Compatibility View settings are turned off.
2.2 Accessing the System To access QBIC, open your browser and go to https://cportal.qualitynet.org/qbic. Read the Terms and Conditions and then click ‘I Accept’. The Welcome to CMS Enterprise Portal screen displays. Enter your User ID and then click Next. The Password screen displays. Enter your Password, select the desired MFA Device Type, enter the MFA Security Code and then click Log In. The Welcome screen displays. NOTE: Depending upon the MFA Device Type selected, you may need to click the ‘Send’ button to send the security code to your selected device or email. If your user account has been approved, the QBIC home page displays upon log in. If you receive an error message, contact the QIES Help Desk at [email protected] with a screen shot of the error message.
QBIC HHA Extract Tool Reports Getting Started
3
2.3 System Organization & Navigation QBIC displays the user's application home page once the user has logged into the application. QBIC will also present the application home page whenever the Home Page link on the menu bar is selected.
QBIC HHA Extract Tool Reports Getting Started
4
To access to the Report Library page from the application home page, select the Report Library button or select the Report Library option from the Reports menu.
QBIC HHA Extract Tool Reports Getting Started
5
To access to the Job Queue (the page where you can download report outputs) from the application Home page, Select the Job Queue option from the Reports menu, the View Job Queue button on the Recent Jobs table, or the Job Queue link on the QBIC header bar to navigate to the Job Queue page. The Job Queue links in the upper right corner of the page and the Reports Menu are available from any page in the application.
QBIC HHA Extract Tool Reports Getting Started
6
QBIC will display important messages in the News and Alerts section on the home page. If there are no active news items or system alerts to display to the user, QBIC will display the following message in the Updates and Alerts section: 'There are no active Updates or Alerts.' If an alert is posted, the subject heading and date received will be displayed for the five most recent active application news items. Click on the message subject to display the full text of the news alert.
When the user selects the View All News button on the home page, QBIC will present the user's application messages and news items.
QBIC HHA Extract Tool Reports Getting Started
7
Users can access the Help menu from any page in the application. From the Help menu, users can access the following features:
• User Guide links to the PDF version of the application user guide. • Data Refresh Dates link displays the dates of the last data refresh occurred for
every subgroup in QBIC. • About QBIC link displays the details about the current version of the QBIC
application.
QBIC HHA Extract Tool Reports Getting Started
8
2.4 Exiting the System To log out of the QBIC application, select the Sign Out option in the top right corner of any page in the application.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
9
3. Submitting and Downloading Extract Tool Reports The HHA Extract Tool reports have been moved to the QIES Business Intelligence Center (QBIC). Depending on the access requested / granted, you will have access to one or more of the following HHA Extract Tool Reports that produce files that match the current HHA data specifications layout: HHA Extract – Search by Assessment ID – Allows you to search OASIS Assessments using the Assessment ID and State Code. HHA Extract– Search Asmts with Date After 3/31/2018 by HICN, SSN, MBI: Allows you to search OASIS assessments with a service date after 3/31/2018 using the patient’s HIC/Medicare Number, MBI, and/or SSN. HHA Extract– Search Assessments with Date Before 4/1/2018 by HICN or SSN: Allows you to search OASIS assessments with a date of service prior to 4/1/2018 using the patient’s SSN and/or HIC/Medicare Number. HHA Extract Tool – Search by Patient Last Name, DOB, and Gender: Allows you to search OASIS assessments using the patient’s Last Name, Date of Birth, and Gender Code. You can also use the First Name as an optional search condition This is the same functionality and presents the same search conditions as the Extract Tool’s second search page when no records were returned for the search based on SSN or Medicare Number.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
10
3.1 HHA Extract Preview Report The HHA Extract Preview Report allows you to generate a PDF report for multiple assessments and multiple beneficiaries. This report was designed to replace the functionality of the preview screen from the former QIES Extract Tool application. The Preview Report includes the beneficiary’s ID information, Assessment ID and Assessment Completed dates for each beneficiary searched. You can use this information to run one of the HHA Extract Tool reports so that you get the exact assessment record you need.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
11
3.2 Submitting Extract Tool Reports When you first log into QBIC, the QBIC Home page will be displayed. From the QBIC Home page, select the Report Library button to open the Report Library page. You can also access the Report Library page by selecting the Report Library option from the Reports Menu from any page in the application.
When the Report Library page opens, the contents of the System Default Library are displayed. Click on the Report Library filter box just above the Available Reports table to change the selected library.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
12
The Report Library Filter Modal is opened. Click on the Report Library dropdown and select the Extract Tool Reports library. Then, select the Apply Report Library button.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
13
The Report Library page is refreshed to display the Extract Tool Reports available to you. The list of reports available to you may be different than the list displayed here.
NOTE: If you do not see the reports you need to submit in the Extract Tool Reports library, please contact the QIES Help Desk at [email protected].
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
14
To run an Extract Tool report, click the […] button in the Actions column to the right of the report you want to run. Select the Submit option from the list of the Available Actions. Note: the list of Available Actions displayed to you will not have all the options displayed here.
The Job Submission page is displayed. You can click into the Job Name field and enter a new name specific to this version of the job so that you can tell multiple jobs apart. Next, uncheck the DUA Notification check box. Then, click the Continue button at the bottom of the screen.
The instructions for defining the search parameters on the next page differ depending on which report you choose.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
15
3.2.1 Defining Search Parameters for HHA Extract Preview Report To run the HHA Extract Preview Report, select one or more state codes for the beneficiaries that you wish to search in the Code text box in the HHA Assessment State Code section. Enter or select the Start Date and End Date for the service dates you wish to search in the HHA M0090 Date Assessment Completed section.
NOTE: It is recommended that your Date of Service search range is +/-15 days from the date of service listed on the patient’s documentation as the effective date on the assessment may differ from the date of service listed in the documentation provided to you. Once you have defined the State Code and Date Assessment Completed parameters, select the Next Section button.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
16
In Step 2, enter the beneficiaries’ identification information in the applicable sections. You can list multiple values in each Value List text box, just be sure to enter one value per line.
For assessments with a Date of Service prior to 4/1/2018, enter the HIC Number in the HHA M0063 Patient Medicare Number section. For assessments with a Date of Service on or after 4/1/2018, it is recommended that you enter the HIC Number in both the HHA M0063 Patient Medicare Number section and the HHA Calculated SSNRI Translation HICN Text section. If you have both a HIC Number and an MBI, it is recommended that you enter both values in the HHA M0063 Patient Medicare Number section as this field may contain either the HICN or MBI if the Date of Service is on or after 4/1/2018. Once you have entered all of the search information on the page, select the Run Report button at the bottom of the page.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
17
3.2.2 Defining Search Parameters for HHA Extract – Search by Assessment ID Report
To run the HHA Extract – Search by Assessment ID report, enter the HHA Assessment ID in the HHA Assessment ID section and the two-character state abbreviation associated with the assessment in the State Code field. Once you have entered all the search information on the page, select the Run Report button at the bottom of the page.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
18
3.2.3 Defining Search Parameters for the HHA Extract– Search Asmts with Date After 3/31/2018 by HICN, SSN, MBI Report
To run the HHA Extract – Search Asmts with Date After 3/31/2018 by HICN, SSN, MBI report, you will be required to define the Date/Date Range for the Assessment Completed date in the M0090 Date Assessment Completed section. The Date Assessment Completed may be different than the date value you have been provided. You can use the HHA Preview Report to identify the exact date the assessment was completed, otherwise, it is recommended that you enter a date range that is at least +/- 10 days from the date of service. You can use the date picker to pick dates, or you can type the dates in MM/DD/YYYY format. Next, enter the two-character state abbreviation for the state associated with the assessment. Then select the Next Section button.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
19
In Step 2, define one or more of the following search parameters: the patient’s MBI in the Calculated SSNRI Translation MBI Text section; the patient’s Social Security Number in the M0064 Patient Social Security Number section; the patient’s HIC or Medicare Number in the Calculated SSNRI Translation HICN Text section. When you have defined the beneficiary’s information, select the Run Report button.
NOTE: For best results, add as many of the values (MBI, SSN, HICN) as you have for the patient.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
20
3.2.4 Defining Search Parameters for the HHA Extract– Search Assessments with Date Prior to 4/1/2018 by HICN or SSN Report
To run the HHA Extract– Search Assessments with Date Prior to 4/1/2018 by HICN or SSN report, you will be required to define the Date/Date Range for the Assessment Completed date in the M0090 Date Assessment Completed section. The Date Assessment Completed may be different than the date value you have been provided. You can use the HHA Preview Report to identify the exact date the assessment was completed, otherwise, it is recommended that you enter a date range that is at least +/- 10 days from the date of service. You can use the date picker to pick dates, or you can type the dates in MM/DD/YYYY format. Next, enter the two-character state abbreviation for the state associated with the assessment. Then select the Next Section button.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
21
In Step 2, define the patient’s Social Security Number in the M0064 Patient Social Security Number section and/or the patient’s HIC or Medicare Number in the M0063 Patient Medicare Number section. Once you have defined the search parameters, select the Run Report button at the bottom of the page.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
22
3.2.5 Defining Search Parameters for the HHA Extract– Search by Patient Last Name, DOB, and Gender Report
For the HHA Extract Tool – Search by Patient Last Name, DOB, and Gender report, define the Date/Date Range for the date the assessment was completed in the M0090 Date Assessment Completed section and enter the 2-character state abbreviation associated with the assessment in the State Code section. Next, enter the patient’s last name in the M0040 Patient Last Name section. Then, enter the patient’s date of date of birth in the M0066 Patient Birth Date section. I recommend entering the date instead of using the date picker. Finally, enter the patient’s Gender Code (1 for Male; 2 for Female) in the M0069 Patient Gender section.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
23
If you select the Next Section button, Step 2 will open to display the M0040 Patient First Name section. This is not required for the search. If you do enter the First Name, do not enter a middle initial or middle name in this section unless it appears as part of the first name in the assessment information provided to you.
When you have completed the search parameters, select the Run Report button at the bottom of the page.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
24
3.3 Downloading Extract Tool Report Outputs When you submit a report, the Job Queue page is displayed after you select the Run Report button. The Job Status will be Scheduled and the Count will be No Records.
When the job status changes, an alert message will be displayed on the Job Queue page. Click the Confirm Update button to refresh the job status in the Job Queue table.
When the Job Queue refreshes, you should see a Job Status of Running or Complete. Most jobs run within 2 minutes. Once the Status is Complete and the Count is greater than 0, select the […] button in the Actions column to the right of the report you wish to download or view.
The Available Actions options will be different depending on the type of report in the job. For the HHA Extract Preview Report, you will have the option to Download or View (PDF). The View (PDF) option opens the PDF in a new browser window. For all other reports, you will have the Download option, but no View (PDF) option. To download the output to your computer, select the Download button.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
25
The Download screen is displayed. Make sure the top checkbox for the Fixed Width file is checked. Uncheck the checkboxes in the User Files section (they are selected by default). Then, select the Download button to download the ZIP file containing the extract to your computer.
NOTE: If the Fixed Width checkbox is not displayed, go back to the Job Queue and check the job’s Status and Count. If the job is not complete or if the count is 0, there will be no report to download and you will need to run the report again using different parameters. NOTE: If the checkboxes in the User File remain checked, these extra reports will be included in your download which can make it harder to find your extract file.
QBIC HHA Extract Tool Reports Submitting and Downloading Extract Tool Reports
26
A ZIP file containing the extract report file will download to your computer. Once the ZIP file is downloaded, open the ZIP file. If you unchecked all the User File checkboxes, the extract report file should be the only file in the in the folder. The extract file will have a name ending in‘_data.TXT’. You can extract the file from ZIP folder by dragging and dropping the file to your PC or using the ZIP software on your PC to extract it.
If you did not uncheck all the User File checkboxes, you will see multiple files in the ZIP folder. You will need to open the folder ending in _data.ZIP to access the extract file. Double click on the folder to open it.
Extract the file ending in ‘_data.TXT’ by dragging and dropping the file to your PC or using the ZIP software on your PC to extract it. Once the _data.TXT file unzipped on your PC, you can import the file to your QC tool or other application.
QBIC HHA Extract Tool Reports Troubleshooting & Support
27
4. Troubleshooting & Support There are additional resources available on the QTSO website at https://qtso.cms.gov/. These resources include step by step instructions for getting QBIC access and Instructions documents for running the HHA and MDS Extract Tool Reports.
If you have any issues running reports or if you need access to a report that you cannot see in QBIC, contact the QTSO help desk at [email protected] or (800) 339-9313. If you have any issues with your User ID, password or logging into QBIC, you will likely need to contact the QualityNet Helpdesk at [email protected] or (866) 288-8912.
QBIC HHA Extract Tool Reports
28
