Skilled Nursing Facilities

Record Results for Batch Submissions 

After you receive an email from CIHI that the Detailed Submission Report is available, log on to the Operational Reports Application in CIHI’s system to view the Detailed Submission Report. This report provides a summary of the number of records received that are Accepted, Rejected, or Accepted with Flag. It also provides detailed information on each record that is flagged or rejected. After you get those results, mark your MDS assessments in the batch as Accepted, or Rejected, based on the report.

Warning

YOU MUST RECORD THE RESULTS IN THE BATCH CORRECTLY, ACCORDING TO THE DETAILED SUBMISSION REPORT PROVIDED BY CIHI. IF THE ASSESSMENT IS NOTED AS REJECTED BY CIHI, YOU MUST MARK THE ASSESSMENT AS REJECTED TO AVOID ERRORS MOVING FORWARD.

  1. Hover over the Clinical tab.

  2. From the Care Management section, click MDS. Click the Batches tab.

  3. From the MDS Submission Batches box, click the Record Results link next to the batch you exported. Use the file name provided on the Submission Report to help you identify the file in PointClickCare. The file numbers are next to the batch. You can sort by Date, Last Name, or URI.

  4. Click A if the assessment is Accepted, and R if the assessment is Rejected. If all MDS batches are accepted, click Accept All. If you have a large batch and the majority is accepted, click Accept All, and then change the rejected files to show an R.

  5. After you mark all assessments, Save.

  6. In the Accept Batch window that appears, enter the Date of the Detailed Submission Report in the Date of Validation Report box.

  7. If there are any rejected assessments within the batch, the create new batch with rejected assessments check box appears. Selecting this box creates a new batch that contains the rejected assessments. Save.

  8. In the new batch that is created with the rejected assessments, go to the resident’s MDS tab, and unlock the Assessment. You cannot unlock the assessment from this screen.

  9. Click the Unlock link that appears next to the assessment.

  10. Click Re-open next to the section that needs changed within the assessment.

  11. After necessary changes are made, Lock the assessment, export the Batch, Zip (if not zipped for you), and Submit to CIHI.

  • MDS Assessments that were Accepted With Flag must be marked as Accepted in the batch

  • If you have more than one batch file with rejections, an open batch file is created each time you select the Create New Batch with Rejected assessments and Save. For example, there are 2 rejected assessments in Batch #1 and 1 rejection in Batch #2. If the Create New Batch with Rejected assessments check box is selected for both batches, then it creates a new batch for each with their respective rejected assessments. Ideally you should only select the check box for one batch (the one with more rejections) and just pull in the other rejected assessments into that batch by clicking the Add to Batch button.

  • An assessment that was rejected by CIHI is not stored in their system; therefore you are submitting this assessment as a regular record, not as a Correction or Deletion record. For more information on Correction and Deletion records, see the MDS 2.0 - Submissions - Correcting Accepted Assessments and Deleting Accepted Assessments.

  • A batch in Accepted status means that the results are recorded for the batch; it does not necessarily mean that all assessments within the batch are marked as Accepted. Click View link to view the accepted/rejected assessments within the batch.

  • The Detailed Submission Report is a CIHI report and if you have a question/concern about that report, contact CIHI.

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