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Upload DAANES Information to Minnesota State Website (Procentive)


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Once you have entered the required information for DAANES into Procentive, you are able to run a report that will extract that data into a file that can be uploaded to the state. This reduces the redundancy of having to re-enter this information into the Minnesota state website. This article will explain what information is and where it should be entered in Procentive. It also explains how to run the report.
 

Enter I-SATS Provider ID into Procentive

  1. Go to the Settings module.
  2. Click on the Billing tab.
  3. I-SATS Provider ID: Enter the Minnesota I-SATS Provider ID.
    • Be sure to include the MN at the beginning of the ID.
  4. Scroll to the bottom.
  5. Click Change.

If your IDs are dependent on location:

  1. Go to the Locations module.
  2. Double click to open the location.
  3. Click on the Billing tab.
  4. MN-ISATS: enter the ID.
  5. Click Save.

 

Required Clinical Documents

Verify the following clinical documents are available to you and your staff. When you run the Report 5055, the report consolidates data from these clinical documents. If you do not have these documents available, Create a Support Ticket to request them. 

 

DAANES Client Admission documents:

  • PRO-1140: DAANES Client Admission (receives dataflow from PRO-1131 Comprehensive Assessment)
    • Or: PRO-245G-E1140 DAANES Client Admission (receives dataflow from PRO-245G-E1100 Comprehensive Assessment)
    • Or: your agency's custom DAANES Client Admission document which has been linked to the 5055 Report.
  • PRO-1141 DAANES Comprehensive Assessment
  • PRO-245G-E1100 Comprehensive Assessment or your agency's custom DAANES Comprehensive Assessment document. 

    Important: The document must be checked as Audit Ready when it is complete.

    The Assessment Date must fall within the valid to and from dates on the Service Agreement. If it does not, Report 5055 will error.

     

    Note: The assessment date pulls from PRO-1141 DAANES Comprehensive Assessment specifically, which has to match the PRO-245G-E1100 Comprehensive Assessment. If there isn't a PRO-1141 for the client, the assessment date will display as 12/31/0002 on Report 5055.

DAANES Discharge documents:

  • PRO-1440: DAANES Discharge (receives dataflow from PRO-1131 Comprehensive Assessment)
  • Or: PRO-245G-E1440 DAANES Client Discharge (receives dataflow from PRO245G-E1100 Comprehensive Assessment)
  • Or: your agency's custom DAANES Client Discharge document which has been linked to the 5055 Report.

    Important: The document must be checked as Audit Ready when it is complete.

How to Review Available Clinical Documents

Older versions tied to Report 5055 that are still valid options:

  • PRO-1101: DAANES Client Admission (no dataflow)
  • PRO-1401: DAANES Discharge (no dataflow)
  • M100101: DAANES Client Admission
  • M100051: DAANES Client Discharge (minimal required fields) 

 

Required Client Data

Report 5055 also exports the following data. Prior to running Report 5055, verify these fields have been entered and are accurate. 

 

Clients Module

  • Client tab
    • Date of Birth
    • Social Security Number
  • Payers tab
    • Enrollment sub-tab - MA number
      • The MA number needed to be entered for any payer the client has that contains the MA number field.
    • Authorizations tab - Valid service agreement number and valid to and from dates
  • Admissions tab - Valid date admitted

 

Run Report 5055

  1. Go to the Reports module.
  2. Enter 5055 in the search box at the top. 
  3. Click on Minnesota DAANES Report.
  4. Enter the Audit Ready Date range.
  5. Select any other applicable search filters. 
    • If your agency has multiple I-SATS numbers (per location) you will need to filter each download by location.  
  6. Click Display.
    • The report will open in a new window.
    • If the report alerts you of errors, fix these errors and run the report again.
  7. To download the zip file, click on the link that says Click here.
  8. Extract the zip file.

HIPAA Tip: Delete this file from your desktop after successfully uploading.


NOTE: Common Errors

  • Missing or invalid MHCP Service Agreement Number
  • Missing or invalid MA Number (in any payer)

 

Process at the State Site

For additional assistance, please reference DAANES Online User Manual.

  1. Upload the file.
  2. Deal with any errors you may receive regarding the file (re-upload until there are no errors).
    • If you make a correction here, such as DOB, SS#, PMI, you must also go back to Procentive and update the information there.
  3. Manually add the assessment date as well as the content within the assessment for each client.
  4. Wait one day before billing.
  5. Check the missing DAANES report regularly.

NOTE: Common Error

  • Service Agreement Number does not match the Admission Date that was uploaded

 

Once Client File is Approved at the State Site

  • Mark the clinical document(s) as Printed and Filed, then Lock and Inactivate them.
  • This will keep it from showing again on Report 5055.

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