V0100C: Prior Assessment Reference Date, Step-by-Step

Step-by-Step Coding Guide for Item Set V0100C: "Prior Assessment Reference Date"

1. Review of Medical Records

• Objective: Ensure that the reference date of the prior MDS assessment is documented accurately.
• Actions:
  • Access the resident’s previous MDS assessment and identify the Assessment Reference Date (ARD) from section A2300 of that assessment.
  • Ensure that the ARD is consistent across documentation in the resident's medical records and previous MDS forms.

2. Understanding Definitions

• V0100C: Prior Assessment Reference Date: This item records the ARD from the previous assessment. The ARD is the last day of the assessment observation period for the MDS and represents the endpoint for collecting information regarding the resident’s status.
• Assessment Reference Date (ARD): The specific date that marks the end of the observation period for the MDS assessment. It is critical for determining which events and data are captured during the assessment window​​.

3. Coding Instructions

• Step-by-Step:
  • Step 1: Locate the ARD from the previous MDS assessment (A2300) to determine the correct date.
  • Step 2: Enter the ARD exactly as it appears in the prior assessment into the V0100C field. Ensure the format is correct (MM-DD-YYYY).
  • Step 3: Double-check that the ARD corresponds to the date listed in A2300 of the prior assessment.

4. Coding Tips

• Accurate Transcription: Ensure that the ARD entered in V0100C matches the ARD from the previous MDS assessment exactly.
• Date Format: Be sure to use the correct date format (MM-DD-YYYY), and enter "0" for single-digit months or days (e.g., "03" for March).
• Check for Errors: Verify that the ARD has been copied correctly to avoid inconsistencies between assessments.

5. Documentation

• Objective: Maintain a clear and accurate record of the ARD to ensure that the observation period for each MDS assessment is properly documented and referenced.
• Actions:
  • Ensure that the ARD from each MDS assessment is clearly documented in the resident’s records.
  • Keep consistent documentation across all MDS forms to avoid discrepancies between the ARD and other related data points, such as admission and discharge dates.

6. Common Errors to Avoid

• Incorrect ARD Entry: Failing to enter the exact ARD from the previous assessment can result in inconsistencies in resident data tracking.
• Misformatting: Incorrect date formatting can lead to errors in the MDS submission process, resulting in rejected records or audit issues.
• Overlooking Prior ARD: Ensure that the ARD from the correct assessment is used, especially if multiple assessments were completed close in time.

7. Practical Application

• Example 1: A resident’s prior MDS assessment had an ARD of 03-15-2023. This ARD is located in section A2300 of the previous assessment. When completing the current MDS assessment, the ARD is entered in V0100C as 03-15-2023 to ensure consistency and accurate tracking of the resident’s care.
• Example 2: A resident has been discharged and re-admitted multiple times. The ARD from the most recent assessment before the current one is used to populate V0100C. Care is taken to ensure the date format is correct, and no transposition errors occur during data entry.

Please note that the information provided in this guide for MDS 3.0 Item set V0100C was originally based on the CMS's RAI Version 3.0 Manual, October 2023 edition. 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.