Frequently Asked Questions

Accessing the CMS Data System
1. How do I register for a CMS Data System account?
2. Who should I call for assistance if I need my password reset?
3. My site is collecting information on paper instead of the CMS Data System - What should we do with the forms when they are filled out?
Screening
4. How often should I screen a beneficiary?
5. I want to screen a beneficiary with a Medicare ID that has a letter in it—where do I enter this in the CMS Data System?
Navigation
6. What is the difference between Resolved and Successful results for a health related social need with a status of ‘Resolved’? 
7. What is the difference between Unavailable, Attempt Failed, and Opt out results for a health related social need with a status of ‘Unresolved’?
8. How do I save changes to health related social need status/results? 
9. How do I edit the navigation encounter history if I need to make changes?

Accessing the CMS Data System

1. How do I register for a CMS Data System account?

Step-by-step instructions on how to register for an account in the CMS Data System can be found here. Once you’ve submitted a request, your access should be approved within a single business day, but please contact KC-AHC@uky.edu if you need approval as soon as possible.

2. Who should I call for assistance if I need my password reset?

You can contact the Accountable Health Communities help desk directly for assistance with a password reset by dialing 1-844-711-2664 and selecting option 4.

3. My site is collecting information on paper instead of the CMS Data System - what should we do with the forms when they are filled out?

Scanned paper forms can be securely uploaded at the website: https://redcap.uky.edu/redcap/surveys/?s=KW3TH7YJC9

Screening

4. How often should I screen a beneficiary?

Beneficiaries should be screen at least every 12 months, but it is permissible to rescreen more frequently as you see fit. Note that re-screenings do count towards your clinic screening target numbers, so screening a single beneficiary three times would count as three offers to screen, not one.

5. I want to screen a beneficiary with a Medicare ID that has a letter in it—where do I enter this in the CMS Data System?

Medicare HIC or HICN numbers are issued by CMS and the Railroad Retirement Board, and usually consistent of a social security number followed by a letter. These should be entered in the Medicare HICN field in the CMS Data System.

Medicare numbers issued since 2018 will be an 11-digit number that is distinct from a beneficiary’s social security number. These should be entered into the Medicare Number field in the CMS Data System.

Navigation

6. What is the difference between Resolved and Successful results for a health related social need with a status of ‘Resolved’?

Results of ‘Resolved’ mean that the beneficiary reported that their need was resolved, either independently of a community service provider or as a result of their community service referral.

Results of ‘Successful’ mean that the beneficiary has been connected to a community service provider to meet this documented health related social need.

7. What is the difference between Unavailable, Attempt Failed, and Opt out results for a health related social need with a status of ‘Unresolved’?

Results of ‘Unavailable’ mean that the community service to address the health-related social need is unavailable (e.g., a waiting list for housing) for more than six months.

Results of ‘Attempt failed’ mean that the navigator attempted to address the health-related social need with the community-dwelling beneficiary on at least three separate occasions with no resolution.

Results of ‘Opt out’ mean that the beneficiary opted out of navigation services for this particular health related social need.

8. How do I save changes to health related social need status/results?

Make sure to click on the Save Current HRSN Changes button to capture your edits.

9. How do I edit the navigation encounter history if I need to make changes?

To make changes to any navigation encounter details such as the time spent, service type, provider role, notes, or encounter type simply click on the box in the Health Related Social Needs Encounter History Section and update the content there directly. When you are done, be sure to click on the Save Encounter Table Changes to capture your edits.

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