Understanding and Coding MDS 3.0 Item A1900: "Admission Date"

Understanding and Coding MDS 3.0 Item A1900: "Admission Date"

Introduction

Purpose:

MDS 3.0 Item A1900, "Admission Date," is a crucial element in establishing the timeline for a resident’s stay in a long-term care facility. Accurately recording the admission date ensures that all subsequent assessments, care planning, and regulatory reporting are based on the correct start date of the resident’s stay. This item is essential for compliance with regulatory standards and for coordinating effective care.

What is MDS Item A1900?

Explanation:

MDS Item A1900 captures the exact date a resident is officially admitted to the long-term care facility. This date is fundamental for defining the start of the resident’s care timeline, including the scheduling of mandatory assessments, eligibility for certain benefits, and compliance with Medicare and Medicaid regulations. The admission date should be documented precisely to ensure all other processes align with this critical point in the resident’s care journey.

The admission date is different from the entry date (A1600), which could refer to various types of entries, including reentries. The admission date specifically marks the beginning of a continuous stay in the facility, not counting any previous discharges or reentries.

Guidelines for Coding A1900

Coding Instructions:

1. Identify the Admission Date: Determine the exact date the resident was officially admitted to the facility. This is typically the day the resident first occupies a bed in the facility under an admission status.

2. Formatting the Date: The admission date should be entered in the MM/DD/YYYY format (e.g., 10/01/2024).

3. Consistency Across Records: Ensure that the admission date recorded in Item A1900 matches the date documented in other parts of the resident’s record, including admission paperwork, electronic health records, and billing systems.

4. Documentation: Keep clear documentation of the admission process, including any relevant notes that clarify the admission circumstances. This documentation is vital for accurate record-keeping and regulatory compliance.

Example Scenario:

Mrs. Jones was admitted to the long-term care facility on October 1, 2024. For MDS Item A1900, the admission date would be coded as 10/01/2024, ensuring that this date is consistently used across all documentation and care planning activities.

Best Practices for Accurate Coding

Documentation:

• Maintain comprehensive and consistent records of the resident’s admission date across all relevant documents. Verify that the admission date is accurately reflected in the MDS assessment and aligns with other records such as the facility’s admission log and electronic health records.

Communication:

• Ensure clear communication between the admissions team, nursing staff, and MDS coordinators to confirm the correct admission date is recorded and used throughout the resident’s stay. This helps prevent discrepancies in care timelines.

Training:

• Train staff on the importance of accurately recording the admission date, emphasizing its impact on compliance, care planning, and regulatory reporting. Regular audits or checks can help ensure that admission dates are consistently recorded correctly.

Conclusion

Summary:

Accurately coding MDS Item A1900 is essential for establishing the timeline for a resident’s stay in a long-term care facility. Proper documentation and communication ensure that the admission date is correctly recorded, supporting effective care planning and regulatory compliance.

Click here to see a detailed Step-by-Step on how to complete this item set.

Reference

This information is based on the CMS's Long-Term Care Facility Resident Assessment Instrument 3.0 User’s Manual, Version 1.19.1, October 2024, Page 2-11.

Disclaimer

Please note that the information provided in this guide for MDS 3.0 Item A1900: "Admission Date" was originally based on the CMS's Long-Term Care Facility Resident Assessment Instrument 3.0 User’s Manual, Version 1.19.1, October 2024. Every effort will be made to update it to the most current version. The MDS 3.0 Manual is typically updated every October. If there are no changes to the Item Set, there will be no changes to this guide. This guidance is intended to assist healthcare professionals, particularly new nurses or MDS coordinators, in understanding and applying the correct coding procedures for this specific item within MDS 3.0. The guide is not a substitute for professional judgment or the facility’s policies. It is crucial to stay updated with any changes or updates in the MDS 3.0 manual or relevant CMS regulations. The guide does not cover all potential scenarios and should not be used as a sole resource for MDS 3.0 coding. Additionally, this guide refrains from handling personal patient data and does not provide medical or legal advice. Users are responsible for ensuring compliance with all applicable laws and regulations in their respective practices.