Skilled Nursing Facilities

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MDS 2.0 - Submissions - Health Record Number (A6a) Troubleshooting

The Health Record Number (A6a) is sometimes rejected by CIHI because the value that is submitted in the MDS assessment does not match what CIHI has on record for that resident. The tools you need to troubleshoot A6a are the Verification Audit Report (VAR) and your Submission Report from CIHI. The VAR shows you what CIHI has on record so that you can compare and update your MDS to resubmit.

  1. Log into CIHI to obtain a VAR for the resident or facility, then you can use the Unique Registration Identifier (URI) to identify the resident on the VAR.

  2. Compare the Health Record Number column on the VAR to what you have in A6a of your MDS to see if it matches what is on the VAR.

  3. From the Batches tab in the MDS Portal, record the results for the batch, if you have not already done so, by clicking the record results link next to the batch. Mark the MDS as Rejected and Save. This moves the rejected MDS into a new Batch.

  4. From the new batch, click the resident name to open the MDS tab of their chart.

  5. View the MDS that was rejected > view Section A > click the H (History) link to the right of element A6a (Health Record Number). From the History window, you can view all of the past responses for A6a. Compare these responses to the A6a value that is listed on the VAR for the resident. If you identify that these numbers do not match, and what is on the VAR is correct, then Edit > Demographics (in the resident header) > update the Resident Number (if the Resident Numbers within your facility populate A6a) > Save. *If the only difference is zeroes, see step 7 or 8 instead.

  6. In the MDS tab, unlock and edit the required MDS assessment > reopen section A > edit section A and use the refresh link next to A6a to pull in the updated Resident Number. Complete and lock the MDS and then export your batch and submit.

  7. If the Health Record number on the VAR has leading zeroes but the Resident Number in PointClickCare does not, then in the MDS tab of the resident chart, click the + sign next to 'Next Full' and this section expands. Select Health Record Number (A6a) requires Padding and Save. Export your batch and submit. The system automatically adds leading zeroes to this resident's Health Record Number within the submission file.

  8. If the Health Record number on the VAR does not have leading zeros and the resident number in PointClickCare is the same, then review your Submission Report to see what value was submitted for A6a. If your Submission Report shows that the Health Record Number submitted does have leading zeroes, then in the MDS tab of the resident chart, click the + sign next to Next Full and this section expands. Clear Health Record Number (A6a) requires Padding and Save. Export your batch and submit. The system no longer adds leading zeroes to this resident's Health Record Number within the submission file.

Note

Health Record Number on the VAR is a configuration option. In Facility Submission Parameters, your facility determines which identifier they wish to populate A6a. Populate HEALTH RECORD NUMBER (A6a) with Resident ID Number is commonly selected.

  • The Health Record Number on the VAR can be found in Section A6a of the MDS, which is usually populated from the Resident Number in the Resident Detail/Demographics area of PointClickCare. 

  • Use the Resident List Report to assist with A6a troubleshooting. Select Advanced Options > under Fields to Display: select URI > Run Report.

  • The Submission Report and Verification Audit Report (VAR ) are CIHI reports, and if you have a question/concern about those reports, contact CIHI.