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AgendaI. IRIS II. IRIS Proxy UpdatesIII. IRIS Common ErrorsIV. IRIS EDV3 Edit ProgramV. Q & A Session
IRIS Recap
Who can use the IRIS?Full Filing Providers
DOS based program (CMS) Does NOT compute the FTE count of
interns/residents
IRIS Files Master File (M3XXXXXX.dbf)
Contains pertinent information about the interns/residents
Assignment File (A3XXXXXX.dbf) Contains the rotational assignment data
for those interns/residents
Some text fields report Numbers. Microsoft Excel XP will try to identify this as an error.
IRIS V3 Updates Residency Code Table in Alphabetic Sequence Operating Instructions
NewPart II, Section 7.4Part V
RevisedPart II, Section 7.2Part II, Section 7.3Part II, Section 7.5
Refer to Table of Residency Codes (page 7-17).
IRIS V3 ClarificationsEmployer’s Name
Add additional name to the Employer Name Table
Add, Modify, or Delete <5> Reference Files/Data Management <2> IRIS Reference Data Management Menu
IRIS V3 Clarifications Residency Years Completed
Range for Total Number of Program Years
Medical School Code“99998” – Foreign Dental School“99999” – Foreign Medical SchoolDental School Codes
10000 & 20000 – ObsoleteUse New Codes 80002-80109
IRIS V3 Clarifications• Assignment Time Periods
Added Non-Hospital Reference42 CFR 413.78(e)
Periods that Span July 1Enter as 2 periods on IRISExample
Fiscal Year : 10/01/04 – 09/30/05Rotation: 05/01/05 – 11/30/05Report Assignments:
• 05/01/05 - 06/30/05• 07/01/05 - 09/30/05
IRIS V3 Updates – Effective Dates
New Dental School CodesFor cost reporting periods BEGINNING on
or after July 1, 2006 ANDInterns & Residents (I&Rs) in dental
specialties with dental school Graduation Dates after April 30, 2006
New Residency Type CodesHighlighted in YELLOW
IRIS V3 Reminders Assignment File
Percentages (GME/IME %, Part/Full time PercentUse Whole Numbers
Social Security NumbersLinks the Assignment file to the Master file
CMS Assistance http://www.cms.hhs.gov/IRISIris@cms.hhs.gov
Certification of IRIS Diskette
Since the IRIS report is submitted with the MCR, the signature on the MCR is all that is needed (W/S S, Part I).
All rotation schedules or additional certification is not necessary for IRIS verification.
IRIS Proxy Recap Who can use the IRIS Proxy?
No/Low Utilization Providers who are not required by CMS to submit an IRIS with their Medicare Cost Report
Excel program Computes the FTE resident count Available at no charge to hospitals
IRIS Proxy Calculates Total GME Unweighted and
Weighted Resident FTE counts by:Each Intern/Resident RotationCurrent SpecialtySummary Totals
Total Allopathic and Osteopathic ResidentsTotal Allopathic and Osteopathic in Initial Residency
PeriodTotal Dental and Podiatric ResidentsTotal Dental and Podiatric Residents in Initial Residency
Period Option to create IRIS Master and
Assignment data files
IRIS Proxy – Summary Totals
Summary Totals Located in upper right corner of the
worksheet
Total FTEsUnweighted
Total FTEsWeightedSUMMARY TOTALS:
Total Allopathic & Osteopathic Residents 0.2179 0.1718
Total Dental & Podiatric Residents 0.4180 0.4180
Summary Totals do NOT account for any duplicate assignment periods (overlaps).
IRIS Proxy – Summary Totals Report
Update: Summary Totals Report Totals Report identifies Unweighted and
Weighted resident FTE summary by specialty.
After viewing Totals Report, click “CHGME” tab at the bottom of the screen to return to original listing.
Totals Report FTE Count =
Allopathic/Osteopathic FTEs + Dental/Podiatric FTEs
Update Totals Report
IRIS Proxy – Edits IRIS Proxy Edits
The following input errors will result in the FTE being reduced to zero: Listed as a international/foreign medical
school graduate but NO IMG/FMG Complete Date is entered
A Graduation Date is NOT entered or date is NOT PRIOR to first rotational begin date
Rotational Assignment Dates begin or end OUTSIDE of the fiscal year
IRIS Proxy – Edit Check Edit Check
Highly recommended that the IRIS data be validated by a separate IRIS/GME edit programCMS IRIS FI Edit Program (IRISEDV3)
Same software used by Full Filing hospitals and all FIs
Third-Party Vendor GME SoftwareData that does not pass CHGME FI edits may
be returned to the hospital for rework.
IRIS Proxy Updates Medical School Codes
Revised 6 of 8 Podiatry SchoolsCodes 30100 – 30600
New Dental School CodesUnited States, Canada, Puerto RicoCodes 80002 – 80109
Replaced CodesCodes 30010 – 30090 for Podiatry SchoolsCodes 10000 and 20000 for all Dental
SchoolsRefer to Table of Medical Schools (page 7-
10).
IRIS Proxy UpdatesMedical School Codes (continued)
30010 – Barry University School of Podiatric Medicine (Miami Shores, FL)
New Code - 30500 30020 – William M. Scholl College (Chicago, IL)
New Code – 30100 30040 – College of Podiatric Medicine (Des Moines, IA)
New Code - 30600 30050 – New York College of Podiatric Medicine (New
York, NY)New Code - 30200
30080 – Ohio College of Podiatric Medicine (Cleveland, OH)
New Code - 30300 30090 – Temple University School of Podiatric Medicine
(Philadelphia, PA)New Code - 30400
IRIS Proxy Updates Current Version updated 2009 Addition of New Programs and
Medical School Codes Updated Formatting Errors
IRIS – Key Inputs Intern/Resident Name
Do not use nicknames or abbreviations! Employer Name
Institution currently paying the resident’s salary
Residency Type CodeInitial Specialty Program
• Specialty initially chosen by resident during the first year of post graduate training program
Medical School Graduation DateIf the specific graduation date cannot be
determined, but the graduation month is known, use the first day of the known month
Assignment Time Periods Assignment Beginning and Ending
DateResident’s start and end dates for EACH
rotational assignment during which the intern/resident was assigned to and worked at the hospital complex or any of its hospital based providers.
Follow original source documentationRotation schedules, calendars, etc.
GME Time Percentages GME Percentage
Percentage of time intern/resident worked in the hospital in comparison to the total time worked at all facilities (Resident’s Total GME must equal 100%) .
If in a non-hospital setting must have a written agreement.
Hospitals must coordinate GME data reported in IRIS
IME % does NOT apply to Children’s hospitals. Enter the same % as the GME % or enter
zero(0).
Initial Specialty Initial Residency Period
Prior to 10/01/04 Determined as of the time the resident
enters the “initial” or first residency training program
Based on the period of board eligibility associated with the program in which a resident participates in the first year of training, without regard to specialty in which the resident ultimately seeks board certification
Initial Specialty - Simultaneous Match
69 FR 49170 (August 11, 2004)FY 2005 DRG Rates for Hospital Inpatient
PPS CMS’ definition..
For purposes of direct GME, a national process by which applicants to approved medical residency programs are paired with programs on the basis of preferences expressed by both the applicants and the program directors
Initial Specialty – First Policy Change
Effective for portions of cost reporting periods beginning on or after 10/01/04
If hospital documents….Resident matched in an advanced specialty
program that requires clinical base year prior to resident’s first training year
Then…. IRP is determined based upon period of board
eligibility associated with second year specialty program
Initial Specialty – Second Policy Change
70 FR 47449 (August 12, 2005)Inpatient Hospital PPS for 2006
To claim specialty program as IRP..Hospital must document that a
resident matched PRIOR to beginning any residency training in an advanced residency training program beginning in the second residency year
Initial Specialty – Supporting Documentation
National Residency Matching Program (NRMP)http://www.nrmp.org
San Francisco Matching Programhttp://www.sfmatch.org
Urology Matching Program http://www.auanet.org/residents/resmatch.cfm
American Osteopathic Association Residency Match Programhttp://www.natmatch.com/aoairp
Residency Years Completed Residency Year
The total number of years the intern/resident has completed in ALL types of approved residency programs
Based on the number of years completed as of FIRST DAY of reported rotational assignment
This includes CLINICAL BASE year or transitional year for “Matched Residents”Do NOT Use:
Resident’s PGY Level or Only Years Complete in Current Specialty
36
IRISEDV3
What is the IRISEDV3? A program used to run edit checks on
the Intern and Resident Information System (IRIS) diskette
Available at no charge to hospitals Provides all major edit checks that
will be done by your CHGME FI
IRISEDV3 - SetupSetup of the IRISEDV3
Obtain all necessary files: Edv3inst.exeDb5lib.exeReadme.doc
Program should be on computer’s hard drive This is a MUST:
Read the installation instructions (Readme.doc) BEFORE beginning
installation!
IRISEDV3 - Setup First Time Use
The FIRST time the program is opened, complete “Data Management” from Main Menu
IRISEDV3 - Setup First Time Use (cont.)
Data ManagementSetup Administrative DataRebuild Data Indexes
Be sure to save (“S”) set-up and exit (“X”)
During Step <2> Rebuilding Data Indexes – Screen may flicker. This is okay!
IRISEDV3 – Process Data
<1> Capture IRIS Data SubmittedEnsure diskette with IRIS files
(M3XXXXXX.dbf and A3XXXXXX.dbf) is in the disk drive (usually “A”).
Verify provider number is correct. <2> Import Captured Provider Data
into Test ShellsAutomatically completed by program
IRISEDV3 – Process Data
<3> Evaluate and Edit Imported Provider DataProvides on-screen EDITS during
processing
Assignment End Date is after FY End Date
(12/31/2004)
IRISEDV3 – Process Data <4> Print Report of Evaluation and
Edit It is optional to print reports
Default = <2> Print All Records
IRISEDV3 – Reports Report Sections
Part I – New Records that Passed all IRIS Edits
Part II – Records that Failed One or More IRIS Editse.g. Assignment date outside fiscal year
Part III – Invalid Recordse.g. Assignment record with invalid or
blank fiscal year begin datePart III may also include any duplicate
records in the Master File
IRISEDV3 – Reminders
IRISEDV3 cannot be used to change data. It is only capable of edit checks.
IRISEDV3 does not check for zero values or blanks in the Full Time/ Part Time Percentage (%) and GME Percentages (%) fields of the IRIS files.
IRISEDV3- Conclusion IRISEDV3 will greatly improve your
chances of submitting a good IRIS/IRIS Proxy, but it will not guarantee complete success.
The CHGME FI may determine that an IRIS/IRIS Proxy diskette is still incorrect even though it cleared IRISEDV3 edits.Example
Full Time/Part Time Percentage (%) was entered as the portion of the year the intern/resident was at a hospital instead of the type of residency slot he/she filled.
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