Delayed Submission of MDS Assessments
Summary
The facility failed to ensure that Minimum Data Set (MDS) assessments were submitted within the required 14 days after completion for two residents. Resident #129's Quarterly MDS, with an assessment reference date of November 15, 2024, and a completion date of November 20, 2024, was not submitted until January 24, 2025. Similarly, Resident #225's Quarterly MDS, with an assessment reference date of November 18, 2024, and a completion date of November 27, 2024, was also submitted on January 24, 2025. During an interview, the MDS Coordinator acknowledged that the assessments were completed but not transmitted due to a change in status in the medical record to 'do not transmit' to the Centers for Medicare Services, though the reason for this change was unknown. The Director of Nursing was unaware of the delay and stated that the MDS Coordinator was responsible for submitting the assessments.
Plan Of Correction
Plan of Correction: Approved March 10, 2025 The specific description of the action/activities to be taken in order to achieve correction for the residents found to have been affected by the deficient practice is: The two residents who are affected with the deficient practice are scheduled for a new MDS schedule. Resident #129 next MDS schedule 2/14/25, and resident #225 2/17/25. The status of submission will be monitored with the use of the Monthly MDS schedule, starting with their new schedule. There was no negative outcome from the late submission. 2. How will The New Jewish Home (NAME) Neuman identify other residents having the potential to be affected by the same deficient practice (and implementation of action as in #1 above)? All residents have the potential to be affected by this deficient practice. An audit was complete to review all MDS completed over the last 90 days and found that all were submitted timely. 3. What measures will be put into place or systemic changes made to ensure the deficient practice will not recur? To ensure full compliance with the MDS schedules, an audit tool/checklist will be utilized to monitor full compliance to the timely CMS submission. "Facilities are required to electronically transmit MDS data to the CMS system for each resident in the facility." An audit tool was developed to ensure all submissions are submitted timely. A monthly MDS schedule that is derived from the PCC scheduler that the facility has been using was modified to include three columns: "PREVIOUS MDS/ARD/TRANSMISSION STATUS," "EXPORT READY," and "ACCEPTED." The MDS schedule of the next month is completed in the middle of the current month and modified ad lib. The RAUM Manager and/or designee checks her own assigned unit every week to ensure that MDSs are completed, locked with "EXPORT READY" status, and checks the said column in the MDS schedule. The Director of the Clinical Compliance and/or designee will transmit the "EXPORT READY" status MDSs to CMS. Upon completion of the transmission process in PCC, the RAUM Manager and/or designee checks the "ACCEPTED" column. A meeting with RAUM Managers and in-service regarding the transmission process will be conducted, and this audit will be done bi-weekly for two months, then bi-weekly for one month, and then monthly thereafter. This process will be monitored by the Director of MDS and/or designee. 4. How will The New Jewish Home (NAME) Neuman monitor its corrective action to ensure the deficient practice being corrected will not recur? The MDS Schedule, the MDS report in PCC, and the IQIES report on MDS 3.0 Missing assessments will be utilized to complete the audit tool. The audit will be done by the Director of MDS or designee bi-weekly for one month, then monthly for three months. Results of the audits will be submitted to the Administrator, and results of the audits will be reported to the QAPI meeting monthly for three months for action as appropriate.
Penalty
Resources
Below are regulatory guidelines relevant to this citation:
Failure to Complete Death in Facility MDS: The facility failed to complete a Death in Facility MDS for a resident who expired and had been receiving hospice care. The EHR showed only the Entry and Admission MDS assessments, and the DON acknowledged the Death in Facility MDS had not been completed when reviewed. The MDS Coordinator stated she had forgotten to complete it after the resident passed away, despite the RAI manual requiring completion within 7 calendar days.
Late MDS Transmission for Two Residents: The facility failed to transmit required MDS data to IQIES within the required timeframe for two residents. One resident with dementia, osteoarthritis, and HTN had a quarterly MDS submitted late, and another resident with pancreatic neoplasm, DM, and HTN had a discharge MDS completed and submitted late. The MDSN and DON both stated that MDS assessments are used for resident care, billing, and compliance, and must be submitted within 14 days of the due date.
The facility failed to complete and submit required MDS assessments on time for two residents. One resident’s death/discharge tracking MDS was not started or completed after the resident died, and another resident’s quarterly MDS was completed but not transmitted by the required deadline. The MDS Coordinator acknowledged the missed and late submissions, and the DON stated she expected all MDS records to be completed and submitted timely.
Failure to transmit completed discharge MDS: A resident with COPD, AFib, CHF, Type II DM, and HTN had a discharge MDS marked complete, but it was not submitted to CMS within the required timeframe. Record review showed no batch was created, and interviews confirmed the discharge assessment should have been transmitted within 14 days of completion.
Failure to Complete and Transmit Discharge MDS: A resident admitted with fractures and other diagnoses was discharged the same day as admission, but the facility completed only an entry MDS and did not complete, encode, or transmit a discharge MDS. The DON and MDS Coordinator both stated a discharge MDS should have been completed, and the MDS Coordinator said the omission was an oversight.
Discharge MDS Not Completed or Transmitted Timely: A resident with multiple chronic conditions, including DM2, HLD, anxiety, PVD, depression, chronic pain, and HTN, was transferred to an acute care hospital, but no discharge MDS was completed or transmitted to CMS within the required timeframe. The DON and Administrator stated the MDS nurse, who was working remotely, missed the discharge assessment and that it should have been initiated the day the resident left or the next day.
Failure to Complete Death in Facility MDS
Penalty
Summary
The facility failed to complete a Death in Facility MDS assessment for one of three discharged residents who expired. Resident #2 had been admitted from the hospital and had received hospice care. The admission MDS documented diagnoses including palliative care, cancer, coronary artery disease, heart failure, thyroid disorder, and genetic related intellectual disability. A progress note documented that the resident's POA called the nurse to the room stating the resident had expired, and the time of death was recorded as 12:52 PM. An Admission/Discharge To/From Report later listed the resident as expired. Review of the resident's EHR showed that only an Entry assessment and an Admission assessment had been completed and accepted, and the MDS tab did not contain a Death in Facility MDS assessment. The DON stated MDS assessments were completed collaboratively and acknowledged the Death in Facility MDS had not been completed, stating it should be completed within the following day. The MDS Coordinator later stated she had just completed the Death in Facility MDS and acknowledged she had forgotten to complete it after the resident passed away. The RAI 3.0 User's Manual states a Death in Facility assessment should be completed no later than 7 calendar days after death.
Late MDS Transmission for Two Residents
Penalty
Summary
The facility failed to ensure that resident-specific assessment information for payment and quality measures was electronically transmitted to IQIES/ASAP within the required timeframe for two sampled residents. Resident 17 was admitted on 10/29/2025 with diagnoses including dementia, osteoarthritis, and HTN, and a later MDS showed the resident was cognitively impaired and dependent on staff for ADL care. Resident 87 was admitted on 1/8/2026, readmitted on 2/6/2026, and discharged on 2/11/2026; diagnoses included neoplasm of the head of pancreas, DM, and HTN, and the MDS indicated the resident was cognitively intact and dependent on staff for ADL care. During a concurrent interview and record review, the MDSN stated that MDS assessments are completed on admission, quarterly, annually, and with significant changes in condition, and then submitted in IQIES within 14 days of completion. The MDSN stated that Resident 17’s quarterly assessment was due for submission on 6/9/2026 but was not submitted until 6/16/2026. The MDSN also stated that Resident 87 required a discharge MDS on 2/11/2026, but the discharge MDS was completed and submitted on 3/3/2026. The DON stated that MDS assessments are used to guide resident care and for billing purposes, and that they need to be submitted within 14 days of their due date. The facility’s RAI process policy stated that MDS assessments are to be transmitted according to the facility’s assessment reporting schedules, and the CMS RAI Manual stated that required MDS data records must be transmitted to IQIES, with completion no later than 14 days after the ARD for non-admission OBRA and PPS assessments.
Late and Missing MDS Assessments
Penalty
Summary
The facility failed to complete and submit MDS assessments within the required timeframes for 2 of 2 sampled residents, Resident #15 and Resident #3. Review of the EHR for Resident #15 showed that the facility did not start or complete a Death in Facility Tracking MDS after the resident was admitted and later died on 3/17/26. During an interview, the MDS Coordinator stated she missed the discharge tracking record for Resident #15 and acknowledged that a discharge MDS should have been completed for 3/17/26 and submitted within the required timeframe. Review of Resident #3’s EHR showed a Quarterly MDS with an ARD of 05/14/2026, a completion date of 05/15/2026, and an acceptance date of 6/3/26. The MDS Coordinator confirmed the assessment was completed on 05/15/2026 but not submitted until 06/03/2026, which was later than the required deadline of 05/29/2026. The DON stated she expected all MDS records to be completed and submitted on time, and the Administrator stated the facility used the MDS RAI Manual for MDS completion.
Failure to Transmit Completed Discharge MDS
Penalty
Summary
The facility failed to transmit a completed discharge MDS that accurately reflected Resident #40’s status within the required timeframe. Resident #40 was an [AGE]-year-old female with diagnoses including COPD, atrial fibrillation, CHF, Type II DM, and hypertension. Her record showed she was admitted to the facility on [DATE] and discharged on 01/30/2026. The electronic medical record MDS tab showed a Discharge Return Not Anticipated MDS with a status of complete, but the assessment history indicated the Discharge MDS had not been submitted and no batch had been created. The Discharge MDS for Resident #40 was documented as a completed assessment with A0310F coded as discharge assessment - return not anticipated, A2000 showing the discharge date, and A2300 showing the assessment reference date as 01/30/2026. During interview, the Clinical Reimbursement Coordinator stated the Discharge MDS should have been submitted to CMS and that all discharge MDSs should be transmitted within 14 days of completion, but this one had not been transmitted because the box remained checked. The ADM stated he was not aware the Discharge MDS had not been transmitted until the day of the interview and confirmed the 14-day submission timeframe.
Failure to Complete and Transmit Discharge MDS
Penalty
Summary
The facility failed to electronically transmit encoded, accurate, and complete MDS data to the CMS system, including a required assessment upon a resident's transfer, reentry, discharge, and death, for one resident reviewed for completed MDS data. Resident #83 was admitted with diagnoses including other nondisplaced fracture of the upper end of the right humerus, hyperlipidemia, and a nondisplaced fracture of the shaft of the right clavicle. The resident's closed clinical record showed an entry MDS was completed on 01/12/2026, and a signed AMA form dated the same day indicated the resident discharged from the facility on the day of admission. Further review of the closed clinical record showed that a discharge MDS was not completed, encoded, or transmitted for Resident #83. During interview, the DON stated a discharge MDS should have been completed, encoded, and transmitted upon the resident's discharge. The MDS Coordinator also stated a discharge MDS should have been completed, encoded, and transmitted and said the omission was an oversight. The facility policy on MDS Assessment Data Accuracy stated that federal regulations require the assessment to accurately reflect the resident's status.
Discharge MDS Not Completed or Transmitted Timely
Penalty
Summary
The facility failed to ensure an encoded, accurate, and complete discharge MDS was electronically completed and transmitted to the CMS system within 14 days after completion for one resident reviewed for discharge MDS assessments. Resident #2 was a male with diagnoses including type 2 diabetes mellitus, hyperlipidemia, anxiety disorder, peripheral vascular disease, depression, chronic pain, and hypertension. Record review showed he had a transfer to an acute care hospital and a stop billing/discharge date of 05/24/2026, but as of 06/11/2026 there was no evidence that a discharge MDS had been completed or transmitted to CMS. The resident’s electronic MDS record showed a Quarterly MDS Assessment with an ARD of 04/10/2026, but no discharge MDS was present. During interview, the DON and Administrator stated the MDS nurse was not in the facility and was usually working remotely, and that the discharge MDS should have been initiated the day the resident left or the day after. They stated it was the MDS nurse’s responsibility to complete and transmit the discharge MDS and that she missed it. The Administrator also stated that timely completion of MDS assessments was important so the facility knew how to care for residents.
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