The UDSPRO Central™ User Guide

1 The UDSPRO Central user Guide Prepared by: Uniform Data System for Medical Rehabilitation, a division of UB Foundation Activities, Inc. 270 Northpointe Parkway, Suite 300 Amherst, NY 14228 Citation: Uniform Data System for Medical Rehabilitation. 2016. The UDSPRO Central user Guide . Buffalo: UDSMR. This document may be reproduced or transmitted for internal purposes only. However, no part of this document may be modified, reproduced, or otherwise transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or used to make any derivative work (such as translations and adaptations) without prior written permission from Uniform Data System for Medical Rehabilitation. Address inquiries regarding copyright information to: Legal Services Uniform Data System for Medical Rehabilitation 270 Northpointe Parkway, Suite 300 Amherst, NY 14228 2006 2016 Uniform Data System for Medical Rehabilitation, a division of UB Foundation Activities, Inc.

2 AlphaFIM, FIM, Mini-FIM, UDS-PRO, UDS-PROi, UDSPRO Central, UDSMR, and the UDSMR logo are trademarks of Uniform Data System for Medical Rehabilitation, a division of UB Foundation Activities, Inc. iii Table of Contents Getting Started .. 1 Minimum system requirements .. 1 Reading topics .. 2 Boldface .. 2 2 Logging in to the UDSPRO Central website .. 3 Navigating the UDSPRO Central website .. 4 The Navigation Area .. 4 The Information Area .. 4 Obtaining help for the UDSPRO Central website .. 5 The UDSPRO Central Help manual .. 5 The UDS-PRO Bulletin .. 5 UDSMR s Technical Support Department .. 5 Accessing UDSMR s website .. 6 Viewing announcements .. 7 Logging out of the UDSPRO Central website .. 8 Managing Facilities .. 9 About facilities .. 9 Editing facilities .. 10 Managing PPS 12 Recalculating FPPs .. 15 Managing cost records .. 17 Managing custom 20 Setting password restrictions .. 27 Customizing layouts.

3 28 Updating informatics data .. 30 Updating facility contact information .. 31 Managing user Accounts .. 32 About user 32 Understanding privileges and groups .. 33 Privileges .. 33 Groups .. 36 Creating user accounts .. 41 Editing user accounts .. 44 Changing passwords .. 47 Setting password restrictions .. 48 Granting and revoking facility access .. 49 Customizing layouts .. 51 Unlocking user accounts .. 53 Inactivating user accounts .. 54 Deleting user accounts .. 55 Viewing logs .. 56 Viewing user sessions .. 57 Managing Filters .. 58 About filters .. 58 Table of Contents iv Creating filters .. 59 Editing filters .. 61 Selecting filters .. 63 Setting a default filter .. 64 Deleting filters .. 65 Managing Preadmission Records .. 66 About preadmission records .. 66 Viewing the preadmission listing .. 67 Customizing the preadmission 68 Viewing preadmission records .. 70 Creating preadmission records .. 71 Editing preadmission records.

4 75 Deleting preadmission records .. 78 Generating the pre-admit document .. 79 Reassessing patients .. 81 Signing preadmission records .. 82 Admitting patients .. 83 Sending e-mail notifications .. 88 Managing Case Records .. 91 About case records .. 91 Viewing the case listing .. 92 Customizing the case listing .. 93 Viewing case records .. 95 Creating case records .. 96 Editing case records .. 99 Deleting case records .. 102 Managing preadmission assessments .. 103 Managing admission assessments .. 106 Managing interim assessments .. 108 Managing interrupted stays .. 111 Managing discharge assessments .. 113 Managing follow-up assessments .. 115 Using the FIM Track module .. 118 Viewing informatics data .. 122 Locking and unlocking case records .. 124 Understanding errors and transmission criteria .. 125 Generating the Error Report .. 126 Signing the IRF-PAI .. 127 Generating the Patient Assessment Instrument Report.

5 128 Generating the pre-admit document .. 137 Activating and inactivating case records .. 139 Managing Audit Denial Records .. 140 About audit denial records .. 140 Viewing the audit denial listing .. 141 Customizing the audit denial listing .. 142 Viewing audit denial records .. 144 Table of Contents v Creating audit denial records .. 145 Editing audit denial records .. 146 Tabs and fields .. 152 Deleting audit denial records .. 158 Generating the Audit Denial Tracking Form .. 159 Working with Demographic Profiles .. 162 About demographic profiles .. 162 Importing demographic profiles into the UDS-PROi software .. 163 Inserting demographic profiles into preadmission records .. 164 Inserting demographic profiles into case records .. 165 Working with ICD-10 Codes .. 166 About ICD-10 codes .. 166 Selecting etiologic diagnosis codes for preadmission records .. 167 Selecting etiologic diagnosis codes for case records.

6 169 Selecting comorbid conditions for preadmission records .. 171 Selecting comorbid conditions for case records .. 174 Using Calculators .. 179 Using the BMI Calculator .. 179 Using the FPP Calculator .. 180 Importing Data .. 181 Importing preadmission listing data .. 181 Importing case listing data .. 184 Importing patient satisfaction survey data .. 188 Managing scheduled imports .. 191 Exporting Data .. 192 Exporting preadmission listing data .. 192 Exporting case listing data .. 193 Exporting dynamic case listing data .. 194 Exporting patient satisfaction survey data .. 202 Exporting CMG data .. 203 Copying patient data for external reporting .. 205 Managing Reports .. 206 Generating on-demand reports .. 206 Generating the FIM Profile Report for a single patient .. 208 Generating the FIM Profile Report for multiple patients .. 213 Viewing published reports and report explanation guides .. 219 Generating the Scheduler Report.

7 220 Generating blank forms .. 222 Generating real-time reports .. 224 Generating saved reports .. 226 Generating recently generated reports .. 228 Viewing quarterly breakout information .. 229 Using the Report Locator .. 230 Packing and Transmitting Data .. 231 Preparing CMS export files .. 231 Rebuilding CMS export files .. 233 Table of Contents vi Creating CMG export files .. 235 Viewing verification reports .. 237 Accessing Subscriber Tools .. 238 Software-related tools .. 238 Submission dates .. 240 Contacting UDSMR .. 241 The UDSPRO Central forum .. 242 Accessing Clinical Resources .. 243 Consultations and workshops .. 243 Education and training resources .. 244 Documents and forms .. 245 On-demand educational webcasts .. 246 IRF-PAI training .. 247 CMS information .. 248 Appeals services .. 249 Accessing News from UDSMR .. 250 Announcements .. 250 eNewsletters .. 251 Connections .. 252 ETC 253 Bulletins.

8 254 Other links .. 255 Managing Facility News .. 256 About the Our Facility News feature .. 256 Creating news messages .. 257 Editing news messages .. 258 Deleting news messages .. 259 Reading news 260 Index .. 261 1 Getting Started Minimum system requirements To operate the UDSPRO Central software optimally, you must meet or exceed the following system requirements: PC with an Intel Core i5 Desktop Processor or comparable processor 4 GB of RAM 10 GB of available hard drive space 1280 x 800 resolution Broadband Internet connection (T1 or higher) One of the following operating systems: Windows 7 or later, supported by the latest service pack Mac OS X Mavericks or later iOS 9 or later Adobe Reader or higher Only the latest versions of the following Internet browsers are supported: Microsoft Internet Explorer* Microsoft Edge Mozilla Firefox Google Chrome Apple Safari Mobile Safari * Enterprise Mode is not supported.

9 Getting Started 2 Reading topics The UDSPRO Central Help files contain a wealth of information related to the features and functions of the UDSPRO Central website and the UDS-PROi software. This section explains the tools used in the Help files. Two major tools help structure each topic: 1. Boldface 2. Notes Boldface Boldface indicates a button you should click, a drop-down field you should open, a selection you should make, and similar items. In a nutshell, if it s in bold, you should probably click it! For example, the instructions for deleting a case record might say, Click the Forms menu, and then click the Case Listing button. In this case, you should click the Forms menu and then click the Case Listing button. Notes Notes appear against a gray background (as in this example). They call your attention to particular aspects of the UDSPRO Central website or UDS-PROi software. Getting Started 3 Logging in to the UDSPRO Central website Before you attempt to log in to the UDSPRO Central website, make sure that your PC, monitor, and printer are on, and verify that your Internet connection is active.

10 To log in to the UDSPRO Central website: 1. Open one of the recommended Internet browsers. 2. Enter in the Address field. The UDSPRO Central Software Logon Information window will appear. 3. Enter your facility code in the Facility Code field. 4. Enter your username in the Username field. 5. Enter your password in the Password field. If you forgot your password, enter your facility code and username in the fields provided, and then click the Login button. Your password will be e-mailed to the address associated with your username. When you receive the e-mail, click the OK button, enter your password in the field provided, and continue with the login process. 6. Click the Login button. The UDSPRO Central Software window will appear. Getting Started 4 Navigating the UDSPRO Central website The UDSPRO Central website is divided into two areas: the navigation area and the information area. The Navigation Area The controls in the left column of the website constitute the navigation area.