Provider Notice issued 02/21/2025

This notice provides revised guidance to nursing facilities on Minimum Date Set (MDS) 3.0 Manual Individual Assessment Correction/Deletion requests.

On 1/8/2025 Internet Quality Improvement and Evaluation System (iQIES) sent out a communication (Automate Assessment Deletion Request Forms in iQIES) to all iQIES Patient Assessment Users. As per that communication and effective immediately, (MDS) 3.0 Manual Individual Assessment Correction/Deletion requests must now be submitted online through the provider’s iQIES homepage, using the “Delete/Manage Change Requests” button. The paper format/mail-in process will no longer be used to submit or review (MDS) 3.0 Manual Individual Assessment Correction/Deletion requests.

In Illinois, the MDS Automation Coordinator reviews the (MDS) 3.0 Manual Individual Assessment Correction/Deletion request. Providers may view the status of their request in iQIES: pending (awaiting review); approved; rejected (request does not require manual deletion); or returned to provider for corrections. If the request is approved by the MDS Automation Coordinator, the assessment is removed from the iQIES database by iQIES staff, and the status of the request will show as complete. Please note this action permanently removes the assessment from the iQIES database and cannot be reversed.

Please ensure that the manual deletion request is always and only submitted for one of the following four (4) required reasons and select the reason for the request accordingly:

1.    The record is a test record inadvertently submitted as production.

2.    The record has the wrong unit certification or licensure designation in Item A0410.

3.    The record has the wrong state code or facility ID in the control Items STATE_CD or FAC_ID.

4.    Record submitted was not for OBRA or Medicare Part A purposes (e.g., a Prospective Payment System (PPS) assessment submitted for a resident’s stay that is covered by a Medicare Advantage Plan).

Any assessment meeting one of the four criteria above must be fully deleted from the iQIES system and that is only possible through an MDS 3.0 Individual Assessment Manual Deletion request. Providers should not inactivate an assessment that requires an MDS 3.0 Individual Assessment Manual Deletion.

Please be aware that the Federal regulatory requirement at 42 CFR 483.20(d) requires nursing homes to maintain all resident assessments completed within the previous 15 months in the resident’s active clinical record. This includes (MDS) 3.0 Manual Individual Assessment Correction/Deletion assessments.

Questions regarding this notice should be directed to the Healthcare and Family Services (HFS) MDS Automation Coordinator at HFS.MDSAutomation@illinois.gov.

Kelly Cunningham, Administrator

Division of Medical Programs