Technology

The implementation of MDS 3.0 is one of the biggest challenges the long-term care industry has ever faced. The transition to this new version of the Resident Assessment Instrument will require not only updated software, but a fresh approach to how the MDS should be completed.

The new system forces the provider to incorporate the input and observations of the entire interdisciplinary team to accurately complete the required resident interviews and staff assessments. And the coding of the MDS must be backed up by supporting documentation to justify reimbursements.

Without the tools of technology, this could make for a paperwork nightmare. As you prepare to implement MDS 3.0 in your facility, take advantage of the tools available through your electronic medical record software for accurate coding and maximized reimbursements.

System Features

EMR software systems provide a variety of features and functions that can help streamline the documentation process that is critical to completing the MDS.

Integration. The term integration generally means that the different parts of the software system are designed to work together, accessing information from a single database. Resident information is entered once and then shared throughout the system. Demographics and identification numbers such as NPI and CCN are automatically populated in Section A of the MDS. This saves valuable time in data entry and prevents transcription errors that could cause the assessment to be rejected. Plus, RUG rates should automatically flow to the accounts receivable program for accurate and efficient billing. All of these features help keep you in compliance.

Supporting documentation. Through the integration of the various programs that make up your EMR system, resident data is collected by frontline caregivers daily. The MDS coordinator should be able to easily access this data to make a more informed coding decision. In addition, the new requirements of resident interviews and staff observations could be added into the work flow processes that your EMR system should help to automate.

Efficient data collection. The newly required resident interview is designed to provide residents with a voice and gives them valuable input into the type of care they want to receive. Through the use of your EMR system and a wireless network, these interviews can be conducted anywhere in the facility.

Data analysis. The information that is collected through your EMR system can also be used for risk management. Based on the new PHQ-9 scores, you can identify areas of risk and make proactive decisions to help improve quality of care. Plus, you can utilize your software's reporting tools to assess trends within your resident population, such as how pain is controlled within your facility. With MDS 3.0, restorative nursing will play a more significant role in determining resident RUG categorization. The capability to pull this type of data into analytical reports will allow providers to better identify areas that could help improve resident reimbursement rates.

Electronic signature. Through the use of your EMR system's electronic signature capabilities, the MDS can be completed and prepared for submission without the need to print and sign. The person completing the document is authenticated through the software user account security. This also eliminates the need to print the MDS. Surveyors could be given access with a restricted security login to view the necessary information.

Plan Ahead

With these benefits in mind, you can start planning now to best leverage the tools of your EMR system as you design a new assessment process to accommodate the requirements of MDS 3.0.

Here a few tips to help you get started:

Get involved now. Start educating yourself and your staff as soon as possible. Seek training by a credible source with LTC and MDS experience. Do your own research through LTC publications and websites. The CMS website (www.cms.hhs.gov) offers information, training materials and videos.

Make MDS 3.0 a team effort. It will require more than just the MDS coordinator to implement MDS 3.0. Participation of the entire interdisciplinary team is required to facilitate a smooth transition.

Take advantage of the tools you already have. Chances are, the EMR system you have in place is not being used to its fullest extent. Challenge each department to find new ways to use the system to streamline their part of the process. The MDS 3.0 will require that you re-assess every resident at a higher level than ever before and your software should be able to provide efficiencies to help you do so.

Carefully consider hardware/software issues that may arise. As you collect more information, file sizes and the size of your database may increase. If you self-host your software, you will need to ensure that your existing system can handle a heavier load.

Carrie Price is a product manager at MDI Achieve, St. Louis. DISCLOSURE: MDI Achieve offers software systems to long-term care providers.