MDS Census Roster Upload Period Approaching

Carl Pucci and Nancy Leveille in Finance & Reimbursement

DOH has notified facilities of the upcoming MDS census roster collection period (for 7/30/14 census roster), which will occur from 9/29/14 through 10/17/14.

The DOH bulletin below provides further details:

The Census Roster upload period for the July 30, 2014 census is approaching. Please see census date and upload period highlighted below. Please also note the database FREEZE DATE – COB Friday September 19, 2014. All MDS data should be submitted to and ACCEPTED by CMS prior to COB September 19.

Dear Administrator/Director of Nursing:

This is formal notification of your facility's 2014 Minimum Data Set (MDS) census data collection periods for Medicaid reimbursement.  PLEASE ENSURE THAT THE APPROPRIATE STAFF IS NOTIFIED OF THIS SCHEDULE, AS IT IS THE ONLY COPY YOU WILL RECEIVE.

  • Census Collection Dates
    • The census collection dates for 2014 are:
  1. January 29, 2014
  2. July 30, 2014
  • Each is a midnight census to include ALL RESIDENTS regardless of payor source.
  • Please be sure to follow all CMS guidelines for the timely filing of MDS data.
  • Census Roster Data Upload Periods:
  • Facilities will upload their January 29, 2014 census roster data over the HCS during the weeks of March 31, 2014 through April 18, 2014.
    Please have all MDS data submitted and accepted by CMS prior to COB, Friday March 21, 2014.

Facilities will upload their July 30, 2014 census roster data over the HCS during the weeks of September 29, 2014 through October 17, 2014.

Please have all MDS data submitted and accepted by CMS prior to COB, Friday September 19, 2014.

Please review the Policy and Procedure for Processing the Minimum Data Set (MDS) Assessment Data for Medicaid Rate Setting Purposes (Revised 12/2009) for detail on the MDS data collection process and upload. The policy manual is available on the MDS for NF Reimbursement section of the Health Commerce System (HCS).

All MDS CENSUS DATA must be submitted using the HCS. It is especially important to keep the list of the facility’s HCS coordinator and users current to avoid delays in submitting MDS CENSUS DATA.  Remember that sharing user accounts is a breach of the security agreement signed by each HCS user.  The MDS CENSUS DATA being submitted must be formatted using the DOHMDS for HPN software, a current version of which is always available for download on the HCS.

After your data has been accepted, you will have an additional seven (7) calendar days, specified in the acknowledgement, in which to make corrections.

Copies of the Operator's Certification forms are available on the MDS for NF Reimbursement Section of the HCS.  As a reminder, MDS Census data cannot be used for rate-setting purposes until certification forms are on file.

Please send all correspondence to the following address:

Resident Assessment Unit
Bureau of Long Term Care Reimbursement
One Commerce Plaza
Room 1430
99 Washington Avenue
Albany, New York 12210

If you have any questions about the implementation of RUGS-III using the MDS for Medicaid reimbursement please contact the Resident Assessment Unit as follows:

Telephone:  (518) 473-4421


Frank Czernicki
Principal Health Care Fiscal Analyst
Bureau of Long Term Care Reimbursement


Carl J. Pucci
Director, Finance & Reimbursement
518-462-4800 x36

Nancy Leveille, RN, MS
Sr. Director, Member Operational Support
518-462-4800 x20