Click on the appropriate topic
Transportation does not require an "M" in the monthly box because it is a service by service rate.
Why does the "Enter Provider Information" screen appear to be locked after initial setup is complete?
The "Enter Provider Information" screen will appear to be locked if it is closed before saving data using the MDS utility. Closing this window and reopening the window will cause the screen to accept data. Also if the program is closed and reopened the screen will accept data.
Error in loading Medicaid Remittance (MR file).
When either the MR or Medicaid Eligibility (ME) file is edited or modified via a word processing or text program, it is possible the program will add additional special character such as Tabs, spaces… If this occurs MDS will be unable to import the edited file correctly. If the file must be edited, it also must be checked for correct format.
Why is the summary missing from the Medicaid Remittance Report(s)?
When the Medicaid Remittance (MR) file is missing the Record Type 6 (summary record) the summary section of the Medicaid Remittance report(s). Contact your RIC for a corrected MR file.
An error occurred in updating history when importing a Medicaid Remittance (MR) file.
The first time a MR file is installed should be your Medicaid Remittance history file. MDS assumes that this history file contains a minimum of one paid record to establish paid history. If there is no paid record included in the first import of the MR file this error will occur. Note: this error does not effect your import or your history file, therefore ignore this error.
MDS can not update the Medicaid Remittance (MR) history, why?
The MDS database has lost an index on the history file. This index allows the database to correctly match remittance data to your history. CMS and/or SED must recreate this index. The only three possibilities known of for the loss of indexes are:
The program being shut improperly (prior to the completion of a task),
Or the user viewing the database via 97 and linking its data,
Or corruption due to the repair function (the repair function should only be used when an error issues a statement to "Repair Database").
Can demographic information be imported into MDS to create a Medicaid Demographic (MD) file?
MDS version 4.0 provides for this operation in the utilities menu.
I can not create a Medicaid Demographic (MD) file when clicking the Create Claim Disk button?
The Create Claim Disk button only creates a MD file when there is claim data to be created. If there is no claim data to be created, a MD file can be produced from the demographics menu. In addition the Preview Demographics Data button will not be updated (erased) until the demographics data is actually created.
When a name is too long for the first name field, for example Christopher.....The "r" is cut off, how will this effect the eligibility match? Will this be corrected?
Central New York Regional Information Center file contains a 10 character First Name field, therefore MDS only allows 10 characters to be input. It does not effect the eligibility match
Where do the dates of eligibility appear on a demographic screen? All I seem to find now is "eligible" or "may be eligible" in the "claims" section.
The only place the actual dates of eligibility will appear is on the Monthly Service Reports. The dates do not appear on the update screen or the input screen.
I have demographic data to output but no services. Why can’t a claim diskette be created with information on it if no services were input into the system?
The CREATE A CLAIM DISK button is to send out Medicaid Service (MS) files and Medicaid Demographic (MD) files associated with the MS. If your are a new district, or there no MS files to submit, an MD file can be created by going to the demographics menu and selecting the output demographics button. This button requires the user to create two MD disks, one for the Regional Information Center and one as backup for the user.
Is there some way to reactivate students if a district mistakenly deletes them?
The school may unmark the student by removing the "D" from the Delete field. The next time that student is claimed it will be sent to Central New York as a CIN transaction and therefore added back onto the MEDICAID ELIGIBILITY (ME) file.
What does the error message "Drive not Ready of File Not Found", when loading a ME file?
The message "Drive not Ready or File Not Found" means that the ME file on the disk doesn't match the setup in MDS. It is very important the ME file name is MExxxxxx. The six "x" matching the six-digit code in the MDS setup called file label and the first six digits of the BEDS code.). Also check the floppy drive letter specified in MDS setup matches your machine setup (i.e. A:\).
When I enter a service for a quantity more than one, why does the View screen show only one service claimed?
When you need to claim for a quantity of more than one for a given service on a given day, make sure you follow the correct sequence:
- Select the student
- Select the service
- Select the Month and year
- Input the quantity
- Click on the calendar
If you click on the calendar before you input the quantity, the quantity will default to 1.
How can a service originally claimed without MDS be adjusted in MDS?
When a service was claimed outside of the MDS system and transportation was also claimed the MDS couldn't identify what transportation to bill or adjust when a new service(s) is claimed.
Both the new service (with transportation unchecked) and transportation must be adjusted manually with a forced adjust see your MDS Manual.
Remember that transportation must be paid before it can be adjusted if the Provider setup is set to "Y" for check paid before adjust.
We are unable to find documentation on correcting a current claim. The input was in error; we are unable to delete/amend it. How do you do that?
If the service was entered, but not yet billed:
Go to the service screen,
Select the appropriate student, service, and month and
Make the appropriate corrections on the service calendar
To add days of service, click on the appropriate days.
To delete days, click on the day that was entered in error (this will remove the highlight from the day).
How can the quantity of services per day of service be viewed prior to creating a claim?
To view all services waiting to be output, press the "View All" button in the Input screen. This will allow the user to preview the Last Name, CIN, Service Date, Service Code, Quantity, and SSI
To view all services for the selected student waiting to be output, press the "View" button in the Input screen. This will allow the user to preview the Last Name, CIN, Service Date, Service Code, Quantity, and SSI
Can the A or V show on the view screen or highlight line in red or green depending on whether it is an A or V?
Unfortunately no, the MDS does not calculate the total sum number of services for a student, service, month and year until the claim is created (at this point the A or V is added to the appropriate record). This means that the A or V is not available until the total sum number of services is calculated.
Can an operator select an entire week at a time?
MDS does not allow this option (for example, to click Monday and then shift Friday to select the week.), it seems to cause confusion for most operators
Would it be possible to obtain the Monthly Service Summary Report alpha by student instead of numerical by CIN#?
The Monthly Service Reports (MSRs) generated in MDS currently print by Last Name not by CIN based on the YYYYMMDD you have entered.
Why when a service is billed with transportation, transportation dates are not generated?
Certain services do not allow transportation, MDS has been programmed to automatically de-select transportation option box on the input service screen for all TCM services codes and evaluations. Transportation provided for evaluations must now be claimed manually.
How do you create a blank database to add new providers on an existing MDS system?
Prior to installing 4.06 the SV000000 directory and file should be deleted from the C:\ drive. When 4.0 installs, create the directory by saving the blank database before entering district information in the provider setup.
Set up the provider information in the provider setup screen for one of the districts
When done go to utilities, Change to another district.
Enter 000000,
Enter the provider information for the next district in the provider set up screen.
Fore each district repeat steps 1-4. When done, save the tables of the last provider you have set up.
How to backup files outside of MDS Save Tables utility?
As stated in the MDS Manual all MDS users should backup their data. This is a two set process.
- First, data tables can be saved by using the MDS Save Tables utility. This will save a copy of your current data tables to your specified drive (C:\ or network). However, this method will only protect you if your data table is corrupted. It will not be of assistance if your hard drive becomes invalid.
- To protect your data and yourself, the bill.mdb file in your CMSMDS and SVxxxxxx directories should be backed up using a backup method with a removable media.
- The MDS Manual will include instructions that will describe how to find and utilize MS Backup. MS backup is a windows backup program and it can be found by clicking start selecting programs, accessories, system tools, and backup (if it is not here it was not installed with windows 95/98 and it can be installed with either the Windows 95/98 CD, diskettes or via a network administrator). As far as instructions for use, follow the WINDOWS instructions once in the backup program.
How can MDS and its data be moved to a new PC?
MDS can be installed via diskettes or CD on a new PC. The data is a different issue, to move the data from one PC to another:
- On the old PC, use the Save Tables utility in MDS to create a SVxxxxxx directory and file.
- Install MDS on the new PC.
- Create an SV directory on the new PC with the same SVxxxxxx name.
- Copy the SV file from the SV directory from the old PC to the new PC.
- Once copied, the SV file can be restored into MDS on the new PC by running MDS, Utilities, restore tables.
How can the MDS data be moved from a PC desktop to a laptop?
Upon installing Office 2000 (or any Office product) a number of the shared dlls get updated which effect MDS. In order to ensure that MDS runs properly after an Office 2000 product is installed, you should uninstall and reinstall MDS by doing the following:
MDS tries to open in MS Access, and will not run MDS, why?
MDS should not be run from MS Explorer or an icon from the desktop created by the user. MDS should be run from the Start button, Programs, MDS, and Medicaid Data System. This method will use the properties installed and used by MDS.
Is there a way of telling what Version you are using when in MDS?
If you are using version 4.06 and higher, the main menu shows the version of MDS that is being used. If you are using an older version, the utilties menu has a version button. If you are using a version older than 4.06e, contact your Regional Information Center for an update.
How can data being entered simultaneously on two or more PCs be combined into one new database?
This practice is highly discouraged. It is possible to combine all data into one database; however, this procedure must be done in Access by a very experienced MS Access/Visual basic user/developer. Not only must the databases be combined and revised but the control numbers must be updated as well.
Another thing to consider is MEDICAID REMITTANCE files. This could cause even more complications. Have they been installed yet? And on which machines?
This process is a very structured and will require a very detailed history of the problem to provide an applicable solution. In the case where the data was entered before the user realized the level of skills that were needed to combine the files, contact Lorraine Illenberg at 518-486-6930. Note: while the files are being combined no new data should be entered into MDS until you have loaded the combined file.
When MDS version 4.0 is installed on a server, to where will the data be saved?
When MDS version 4.0 is installed on a server, the data saved with the MDS utilities will be placed on the local hard drive (where Windows resides) in a sub-directory called SVxxxxxx. The six "x" will match the six-digit code in the MDS setup called file label and the first six digits of the BEDS code.