MDS Census Roster Dates

Carl Pucci and Nancy Leveille in Finance & Reimbursement

DOH has posted the MDS census roster dates for 2016. A reminder that the 92 day look back period has commenced effective Wednesday, October 28, 2015. Please see the DOH DAL posted below for further details:

Dear Administrator/Director of Nursing:

This is formal notification of your facility's 2016 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 2016 are
  • January 27, 2016
  • July 27, 2016
  • Each is a midnight census to include ALL RESIDENTS regardless of payer 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 27, 2016 census roster data over the HCS during the weeks of March 28, 2016 through April 15, 2016.
  • Please have all MDS data submitted and accepted by CMS prior to COB, Friday, March 11, 2016.
  • Facilities will upload their July 27, 2016 census roster data over the HCS during the weeks of September 26, 2016 through October 14, 2016.
  • Please have all MDS data submitted and accepted by CMS prior to COB, Friday, September 9, 2016.

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 DOHMOS 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
Bureau of Managed Long Term Care
Division of Finance and Rate Setting
Office of Health Insurance Programs


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

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