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LTCSP
User Manual
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MAPI LTCSP User Manual

Information in this procedures guide is subject to change without notice.
All brand or product names are trade names, service marks, trademarks, or registered trademarks of their respective companies or organizations.
Systems Environment
Application Development: Microsoft Visual C++ and C# 2008 (9.0), .NET 3.51 SP1, .NET 4.6.1 or later (ASE-Q only)
Desktop Database (ASE-Q only): SQL Anywhere 11
Oracle Database 19c Enterprise Edition Release 19.9.0.0.0
Optional System Environments
MAPI Compliant E-mail client to support e-mail transfer of survey information
Note: This document can be viewed online or printed in a duplex (two-sided)
format. Blank pages have been automatically inserted as needed for correct pagination in the printed copy.

Contents

Introduction ................................................................................. 9
About this User’s Guide ..................................................................... 9
View and Navigate this Document Online.......................................... 10
View a Printed Copy of this Document.............................................. 11
Conventions ................................................................................. 11
LTCSP CBTs ..................................................................................... 11
Accessibility Features...................................................................... 12
In this Guide ................................................................................ 12
In the Application.......................................................................... 12
LTCSP Procedures...................................................... ................. 13
Import User Account File................................................................. 13
LTCSP Surveys................................................................................. 14
Create LTCSP Survey Shell in ACO................................................... 14
Transfer LTCSP Surveys to ASE-Q .................................................... 14
Open a Survey in LTCSP................................................................. 17
LTCSP Screen Navigation and Features ........................................... 19
Title toolbar ................................................................................. 19
Quick Access menu ....................................................................... 19
Function toolbar............................................................................ 20
Change Column Order ................................................................... 20
Drop-down Lists ........................................................................... 20
Hover.......................................................................................... 21
Expand/Collapse Sections .............................................................. 22
Resize Sections with Expander Bars................................................. 23
Update PDF Documents ................................................................... 24
LTCSP Notes.................................................................................... 25
Surveyor Notes............................................................................. 26
Surveyor Notes in Resident Manager........................................... 27
Interview, Observations, and Record Review Notes ............................ 28
Facility Task Notes......................................................................... 28
View Resident Initial Pool Notes ................................................. 28
View Surveyor Facility Task Notes............................................... 29
Medication Administration ......................................................... 30
Investigation Notes ....................................................................... 30
View Body Map and Drawings for any Surveyor ............................ 31
Notes History ............................................................................... 32
User’s Guide 1/29/21 3
Contents
Reports and Attachments ................................................................ 34
Generate Reports.......................................................................... 34
Use the “Immediate Jeopardy Template” ..................................... 36
Add Attachments .......................................................................... 37
Data Sharing ................................................................................... 40
Open the Data Sharing screen ........................................................ 40
Share Data by USB/File ................................................................. 42
Share Data Via Email..................................................................... 43
Share Data Across a Network ......................................................... 44
Data Sharing for RO/CO Users ........................................................ 45
RO/CO Data Share Using USB/File.............................................. 45
RO/CO Data Share Across a Network .......................................... 47
Team Meeting.................................................................................. 48
Offsite Preparation...................................................... .................... 49
Enter Offsite Prep Information ........................................................ 50
Active Complaint and FRI data ........................................................ 51
Complaints and FRIs Information during the Survey ..................... 53
Anonymous Complaints and FRIs ............................................... 56
Entrance Conference ....................................................................... 56
Resident Manager............................................................................ 58
Open the Resident Manager............................................................ 59
Resident Manager views................................................................. 59
Resident Manager Filter and Sort..................................................... 60
Filter by group......................................................................... 61
Sort residents.......................................................................... 61
Search Residents .......................................................................... 62
Initial Pool ...................................................................................... 63
Offsite Selected Residents .............................................................. 64
Include Resident in Initial Pool ........................................................ 65
Add/Update Residents .................................................................... 69
Add a New Admission .................................................................... 69
Update Resident Information .......................................................... 71
Assign Subgroup to Resident .......................................................... 72
Surveyor Assignments ..................................................................... 73
Assign Surveyor to Resident ........................................................... 74
Change Surveyor Assignments........................................................ 75
Unassign Surveyor ........................................................................ 76
Manage Your Workload .................................................................. 77
Initial Pool Resident Interviews, Observations, & Record Reviews.. 78
Open Interview and Observations.................................................... 78
Care Areas ................................................................................... 80
Navigate Care Areas................................................................. 81
Adding Care Areas on the Record Review screen .......................... 82
Probe Text ................................................................................... 83
Assign Interview Status and Subgroup to Resident ............................ 84
Conduct Resident Interview (RI) ..................................................... 85
4 1/29/21 LTCSP 11.9.5
Contents
Conduct Resident Representative Interview (RRI) .............................. 85
Add an RRI after sample finalization ........................................... 86
Conduct Resident Observation (RO) ................................................. 87
Conduct a Limited Record Review (RR)............................................. 88
Determine Weight Loss/Gain........................................................... 89
Mark an MDS Discrepancy.............................................................. 90
Mark a Significant Concern............................................................. 91
Transfer Resident Data................................................................... 91
Completed Screens ....................................................................... 95
Finalize Sample ............................................................................... 96
Open the Finalize Sample screen..................................................... 96
Finalize Sample by Resident view ............................................... 99
Finalize Sample by Care Area view ............................................ 100
Finalize Sample Filter and Sort.................................................. 101
Adjust Facility Census ................................................................... 102
Start Sample Finalization .............................................................. 102
Reset Sample Finalization......................................................... 104
Modify Resident Care Areas ........................................................... 105
Add Residents to Sample .............................................................. 105
Remove Residents from Sample ..................................................... 106
Complete Sample Finalization ........................................................ 107
Balance the Survey Team’s Workload............................................ 108
Closed Record Review Sample....................................................... 110
Open the Closed Record Sample screen........................................... 110
Adjust the Closed Record Review Sample ........................................ 111
Finalize the Closed Record Review Sample....................................... 112
Facility Tasks......................................... ........................................ 112
Mandatory Facility Tasks ............................................................... 114
Triggered Facility Tasks ................................................................. 115
Open the Facility Tasks screen ....................................................... 116
Assign Facility Tasks ..................................................................... 117
Initiate a Facility Task ................................................................... 118
Remove Facility Tasks ................................................................... 119
Open a Facility Task...................................................................... 119
Add/Remove Residents to/from Facility Tasks................................... 123
Complete a Facility Task ................................................................ 124
Environment ............................................................................... 126
Infection Control.......................................................................... 128
Medication Administration ............................................................. 128
Determine Error Rate .............................................................. 129
Enter Med Admin Notes ........................................................... 131
Medication Storage and Labeling .................................................... 133
Resident Council .......................................................................... 134
Resident Investigations............................................... .................. 136
Open the Investigations screen...................................................... 136
Investigations Filter and Sort......................................................... 138
Assign Investigations.................................................................... 139
Add Investigations ....................................................................... 140
Remove Investigations.................................................................. 140
User’s Guide 1/29/21 5
Contents
Open an Investigation .................................................................. 141
Investigation screen layout............................................................ 142
Complete an Investigation............................................................. 146
Transfer Investigation Answers to Another Resident .......................... 149
Complete a Closed Record Review .................................................. 149
Initiate a Tag............................................................................... 150
Edit Potential Citation Documentation................. .......................... 152
Open Edit Potential Citation Doc ..................................................... 152
Potential Citations... ...................................................................... 154
Open Potential Citations................................................................ 154
Filter the Tag Tree ................................................................... 156
View Potential Citation Information............................................ 156
Declare Citations.......................................................................... 157
Cite a Tag .............................................................................. 158
Citing an SQC Tag ................................................................... 159
Don't Cite a Tag ...................................................................... 159
Modify the Sample List for the Facility.......... ................................. 161
Add Residents to List.................................................................... 161
Load Cites ........ ............................................................................. 162
Load Cites into Citation Manager .................................................... 162
Validation Issues.......................................................................... 163
Extended Survey for SQC Citation .................................................. 164
Generate Survey Documentation Reports in ACO....................... .... 165
LTCSP Comparative
Survey Procedures for ROs................................................. ...... 167
LTCSP Comparative Surveys......................... ................................. 167
Create the LTCSP Comparative Survey Shell in ARO .......................... 167
Transfer LTCSP Comparative Surveys to ASE-Q ................................ 171
Export the LTCSP Comparative and State Surveys ....................... 171
Import the LTCSP Comparative and State Surveys....................... 172
Open an LTCSP Comparative Survey in LTCSP .................................. 174
LTCSP for LTCSP Comparative Surveys.......................................... 174
Data Transferred from the State Survey .......................................... 174
Data not transferred from the SA survey ......................................... 175
Offsite Preparation........................................................................ 176
Resident Manager.......................................................................... 179
Interview, Observations, and Record Review ................................ 181
Team Meeting................................................................................ 182
Team Meeting Day 1..................................................................... 183
Day 1 Questions and Response Explanations............................... 183
Team Meeting Day 2 or Later......................................................... 185
Day 2 or Later Questions and Response Explanations ................... 185
6 1/29/21 LTCSP 11.9.5
Contents
Finalize Sample ............................................................................. 186
Facility Tasks......................................... ........................................ 190
Closed Record Sample ............................................................... .... 191
Investigations ............................................................................... 192
Potential Citations... ...................................................................... 193
Finishing the LTCSP Comparative .................................................. 19 3
Compare RO to SA Tags ................................................................ 194
Federal Monitoring Survey Documentation Report ............................. 196
Federal Monitoring Survey Documentation Report ........................ 197
Supporting Materials ................................................................ 203
Tips, Troubleshooting, Quick Reference ........................................ 203
Resident Manager Tips.................................................................. 203
Interview Status .......................................................................... 205
Interview and Observations Tips .................................................... 206
Sample Finalization Tips................................................................ 207
Facility Tasks Tips ........................................................................ 208
Non-mandatory Facility Task Triggers .............................................. 209
Resident Investigations Tips .......................................................... 210
Potential Citations Tips ................................................................. 211
Citation Determination Tips ........................................................... 212
MDS Indicators ............................................................................ 212
Care Area to RI/RO/RR Mapping..................................................... 214
Record Review Rules .................................................................... 222
Care Area to Investigative Area Mapping......................................... 223
Data Sharing Checklists................................................................. 226
Checklist for Using USB Drive ........................................................ 226
Checklist for Using Wired Network.................................................. 227
Checklist for Using Wireless Network .............................................. 228
Keyboard Shortcuts....................................................................... 229
Ease of Access Keyboard Shortcuts................................................. 229
Additional Ease of Access/Navigation Keyboard Shortcuts .................. 229
Quick Access Menu Shortcuts ........................................................ 230
Notes Menu Bar ........................................................................... 230
Surveyor Notes and Note Fields Shortcuts ....................................... 232
General keyboard shortcuts........................................................... 234
Dialog Box Keyboard Shortcuts ...................................................... 236
User’s Guide 1/29/21 7
Contents
8 1/29/21 LTCSP 11.9.5
The Long-Term Care Survey Process (LTCSP) application supports the survey process for long-term care facilities. The application lets you enter information electronically as you work through the survey process. For those acting as team coordinator (TC) for a given survey, the application provides extra functionality.
The software also includes the ability for RO teams to conduct LTCSP Comparative surveys. By linking the state survey to the LTCSP Comparative survey in ARO, the system will display information from the SA survey in the LTCSP Comparative survey for the RO team members to use during their survey. See
“LTCSP Comparative Survey Procedures for ROs” for details.

About this User’s Guide

The LTCSP User’s Guide gives you the information you need to:

Introduction

• Create and access a survey
• Use the LTCSP application to conduct the survey
• Manage citations
• Create and conduct an LTCSP Comparative survey
Note: This guide assumes that you are familiar with basic Windows operations
and that you have attended training offered by your agency.
This guide consists of this introduction and the following two chapters:
1 Procedures
Provides task-based procedures for using the LTCSP application.
2 Supporting Materials
Contains supplemental information and reference items.
Note: For detailed information about the LTCSP process, refer to the Long Term Care Survey Process (LTCSP) Procedure Guide (Navigation menu |
Resources | Procedures Guide).
User’s Guide 1/29/21 9
Introduction

View and Navigate this Document Online

You must have Adobe Reader installed to view this document online. You can download the latest version from
On any page, you can click the Increase (+) or Decrease (-) button in the toolbar
to adjust the page magnification to your comfort level. Use the bookmarks in the left pane of Adobe Reader to locate and go (click the bookmark) to relevant information in this User’s Guide.
https://get.adobe.com/reader/.
Figure 1: Bookmarks
You can also click the Contents bookmark and then click links in the table of contents to go to relevant topics.
TIP: For best viewing quality in Adobe Reader, go to Edit | Preferences | Page
Display (path may vary somewhat depending on version). Select the
applicable Smooth Text option.
If you need more information, links to relevant additional material in this document are included. Click a link to directly access the related information.
In the Procedures chapter, there are three types of links (cross-references) to
onal material. They are grouped at the end of a procedure or descriptive
additi section in the format shown below.
More ...
“View and Navigate this Document Online” on page 10 “Resident Manager” on page 58
➥ Click the first link to go to the indicated procedure.
➥ Click the second link to go to descriptive information about the indicated
topic.
10 1/29/21 LTCSP 11.9.5

View a Printed Copy of this Document

While it is designed to be used easily online, you can print this document if you prefer. If you print this document, use the table of contents to locate the information you need. Links (cross-references) to additional material in this document include page numbers; simply go to the indicated page.

Conventions

This guide uses the following conventions:
Bold In procedures: names of screens, screen sections, buttons, menu
options, keys you press.
ASE-Q Generic reference to ASPEN Survey Explorer-Quality.
web Generic reference to the World Wide Web.
More …
Introduces a list of “see also” cross-references.

LTC S P C BTs

Note: Notes give you important information that may affect how you use a
function.
TIP: Tips give you useful hints, suggestions, or alternative approaches.
LTCSP CBTs
Interactive Computer-based Training (CBT) modules covering a number of LTCSP application features and procedures are available on the Quality, Safety, Education Portal, (QSEP). Follow your SA’s practice for accessing the site.
User’s Guide 1/29/21 11
Introduction

Accessibility Features

This LTCSP User’s Guide and the application user interface include
508-compliant accessibility features, which are detailed below.

In this Guide

This User’s Guide incorporates the following 508-compliant accessibility features:
• Alternate text (alt text), which screen
graphics.
• All graphics have captions.
• Information is not conveyed by means of color alone.
• Tables are not used for formatting, so all text is accessible to screen
readers.
• The last chapter lists keyboard
• Reading order is optimized, so content is read correctly by screen readers.

In the Application

• The LTCSP application adopts the tablet or laptop accessibility settings you
set in ASE-Q. The Accessibility menu option on the System menu in ASE-Q lets you specify field color preferences and enable/disable save point notification, i.e., audible confirmation upon saving.
readers can read, is defined for all
shortcuts for easy reference.
Figure 2: Accessibility option and Accessibility Configuration window
12 1/29/21 LTCSP 11.9.5

LTCSP Procedures

Import User Account File

To use the Long-Term Care Survey Process (LTCSP) application, you need an ID with Assessment access. You will need to import your user account file the first time you open ASE-Q.
To import your user account:
1 Locate the ASE-Q shortcut on your desktop and double-click. 2 Click OK on the alert that you are accessing a U.S. Government Information
System.
3 I
f you receive an ASPEN Explorer notice that the date format needs to be
updated, click Yes to proceed.
the ASE-Q Login window, enter your User Name and Password.
4 In 5 Click Log In.
Figure 3: ASE-Q Login window
If this is your first time opening ASE-Q, your user account information is not recognized by the Sybase database and a message indicates that ASPEN cannot validate the login.
To validate the login:
1 Select Load a User Account File. 2 Navigate to and select the file ASEUserTx.zip. 3 Click Op
en to import the user information.
4 Click Apply to complete the transfer and open ASE-Q.
User’s Guide 1/29/21 13
LTCSP Procedures

LTCSP Surveys

The scheduling supervisor or team coordinator (TC) first sets up an LTCSP survey shell in ACO, then exports it to team members. This ensures that all team members are working with the same survey when they begin. Later, survey data from all team members is combined.
Note: The term Team Leader appears in the application. This represents the
same roles/responsibilities as Team Coordinator.

Create LTCSP Survey Shell in ACO

A new survey can be set up in ACO at any time, even before the survey visit. It is associated with the applicable certification kit for the facility.
To create a survey shell:
1 In ACO, open or create a certification kit for the facility. 2 In the Survey List section of the Certification & Surveys tab, click New
to open the Create Survey window.
3 Enter basic survey information. 4 Assign team members and designate the team leader.
More ...
For detailed information on creating certification kits and surveys including combined
surveys (certification and complaint), refer to the ACO Procedures Guide, which is posted on
the QTSO website at
https://qtso.cms.gov/software/aspen/reference-manuals.

Transfer LTCSP Surveys to ASE-Q

From ACO, the scheduling supervisor or team coordinator can export one or more LTCSP surveys with the associated provider and intake information in an encrypted format to a transfer location. This can be a shared wired or wireless network location, or USB flash drive. Surveyors then import the contents of the export transfer file into ASE-Q.
Note: The survey shell should be exported from ACO as close to the survey
start data as possible and no more than 5 business days before the survey start date.
To export an LTCSP survey shell from ACO:
1 In ACO, locate and select the survey in the Tree or List view. 2 Drag it to the Export button in the toolbar.
14 1/29/21 LTCSP 11.9.5
LTC S P Surveys
3 In the Export window, indicate your Export To location according to your
SA practices.
• Aspen Transfer Location–Select the applicable location.
• Other Zip File Location–Enter the path to the transfer file or navigate to it using the binoculars.
4 Click OK in the Export window. 5 In the Survey Export window, select the survey(s) you want to send to the
transfer destination.
6 Click Continue with Export.
If there are differences between source and destination content, one or more Merge windows may appear.
7 Resolve any source/destination differences and continue the transfer. 8 Address sample calculation issues.
• Survey already exported
If this is the initial export of the survey, the LTCSP sample is automatically calculated. If the survey has already been exported, however, a message appears with the date and time of the previous export, as well as the user who exported the survey.
➥ Indicate whether you want to recalculate the LTCSP sample.
•Select Yes to recalculate the sample and continue with the
export.
•Select No to continue the export without recalculating the
sample.
•Select Cancel to abort the export.
Note: Only recalculate the sample if the prior export was more than 5
days before the survey start date. If survey team members all export the survey from ACO, only the team coordinator should recalculate the sample to avoid data conflicts.
• Survey being exported by another user
If another user is exporting the survey, a message notifies you that the LTCSP sample calculations are currently being performed by other users, and asks if you would like to wait and retry the transfer.
➥ Indicate whether you want to retry the transfer.
•Select Yes to retry the LTCSP transfer after the other user’s
transfer is complete.
•Select No to skip the LTCSP transfer.
•Select Cancel to abort the transfer.
User’s Guide 1/29/21 15
LTCSP Procedures
9 In the LTC Survey Process Transfer window, click OK. 10 In the Finalize Transfer window, select Apply to complete the export
process, or Cancel to reverse the transfer.
When the export is complete, surveyors can import the survey(s) with the associated provider and intake information into ASE-Q.
To import an LTCSP survey into ASE-Q:
1 On the ASE-Q toolbar, click Import. 2 In the Import Type section, select Surveys. 3 Select the appropriate Import From option to indicate the location of the
transfer file:
• ASPEN Transfer Location–Select the applicable location.
• Other Zip File Location–Enter the path to the transfer file or navigate to
• Locate ASE Database–Use option for wired or wireless ASE-Q to ASE-Q
it.
network transfers. Enter database name or IP address.
4 In the Select Survey(s) to Import window, select the surveys you want
to import and click Continue with Import.
A log of changes made during the import is displayed.
5 Click OK in the LTCSP Survey Process Information window. 6 In the LTC Survey Process Transfer window, click OK. 7 Click Apply to finalize the transfer.
16 1/29/21 LTCSP 11.9.5
LTC S P Surveys
Import an existing survey
If you import an existing survey into ASE-Q, you have two options: to
mport only survey and complaint data or to import all data. Importing all
i data runs the risk of overwriting all your survey data. You will receive the following message during the survey transfer.
Figure 4: LTC Survey Process Transfer window
More ...
For detailed information on transferring surveys from ACO to ASE-Q, refer to the ACO Procedures Guide and ASE-Q Procedures Guide, which are posted at
https://qtso.cms.gov/software/aspen/reference-manuals.

Open a Survey in LTCSP

You open a survey in LTCSP through ASE-Q either directly in Tree view or through the Citation Manager. You must be on the survey team and have Assessment access.
To open LTCSP from Tree view:
1 Open ASE-Q. 2 In Tree view, locate the LTCSP survey. 3 Right-click the survey and select LTCSP.
The LTCSP application is opened for the
Note: The LTCSP option is enabled only for LTCSP surveys. Currently that
is the initial health survey for a certification or recertification, or a Federal Monitoring Survey (FMS) for a federal nursing home.
selected survey.
User’s Guide 1/29/21 17
LTCSP Procedures
To open LTCSP from Citation Manager:
1 Open ASE-Q. 2 In Tree view, locate the LTCSP survey. 3 Right
-click the survey and select Citation Manager.
4 Click the LTC Survey button to open the survey.
Figure 5: LTC button in Citation Manager
The LTCSP application opens for the survey.
Note: The LTC Survey button only appears if the survey is defined as an
LTCSP survey. Currently that is the initial survey for a certification or recertification for a federal nursing home.
18 1/29/21 LTCSP 11.9.5

LTCSP Screen Navigation and Features

LTCSP Screen Navigation and Features
All screens have the same basic layout making it easy to move from one task to the next.

Title toolbar

The Title bar always includes the screen title and Navigation menu. Some screens include a Back button and navigation icons.
Figure 6: Title toolbar

Quick Access menu

This set of general function icons is located on the right side of every screen.
Figure 7: Quick Access menu
User’s Guide 1/29/21 19
LTCSP Procedures

Function toolbar

This toolbar includes function icons specific to the screen/task.
Figure 8: Residents screen–Function toolbar example

Change Column Order

You can rearrange column headings to any order you want in the Residents list; Offsite Prep, Finalize Sample, Investigations, and Workload screens; and any area of a screen that has a list with headings.
To move a column:
➥ Click the title of the column and drag it to the desired location in the header.

Drop-down Lists

Drop-down lists appear throughout the application where you need to select one or more items from a list. For example, the following screen within Investigations has two drop-down lists.
Figure 9: Resident drop-down list
20 1/29/21 LTCSP 11.9.5
Figure 10: Investigations drop-down list
LTCSP Screen Navigation and Features
To close a drop-down list:
➥ Click outside the list or press Escape.

Hover

When you hover the cursor (i.e., move it over object on screen), the application will determine the cursor type/shape to display (hand, i-beam, etc.) based on the context. If you hover the cursor over a button or icon, a description of the command it represents displays.
Figure 11: Example of Hover help
User’s Guide 1/29/21 21
LTCSP Procedures

Expand/Collapse Sections

On facility task and investigation screens, you can expand and collapse Use, Instructions, Probes/Critical Elements, MDS indicators, etc. as needed to more easily accomplish your work.
To expand/collapse a section:
➥ Click the arrow in front of the section label. Click again to collapse/expand.
Figure 12: Use and Instructions sections collapsed, Observations section expanded
22 1/29/21 LTCSP 11.9.5

Resize Sections with Expander Bars

In the Entrance Conference, facility task, and investigation screens, use Expander bars to control screen space by adjusting section size.
To resize a section:
➥ Hover over the Expander bar until you see a double-headed arrow, then
click and drag the bar up or down to resize the area. For example, it may be helpful to expand the Notes section so you can see more of the text you entered.
LTCSP Screen Navigation and Features
Figure 13: Expander bar activated
-or-
Hover over the Expand icon in the center of the bar until you see a hand cursor, then click to expand the area beneath the bar to full screen. Click the icon again to return the area to its previous size.
Figure 14: Expander bar–Expand icon
User’s Guide 1/29/21 23
LTCSP Procedures

Update PDF Documents

LTCSP includes PDFs for facility task and investigation pathways along with procedure guides and report templates. On occasion these PDFs need to be updated, and you can update them from LTCSP. Your state agency will be notified when updates have been made to these documents. You need to be connected to the internet to update documents.
To update PDF documents:
1 Verify you are connected to the internet. 2 Open a survey in LTCSP (it doesn’t matter which survey, once updated all
PDFs will be available for any survey).
3 Th
Figure 15: System menu expanded to show Update Documents option
4 Click OK when
e Navigation menu should be open, if not, click the menu icon to open.
Expand the System section, and select Update Documents.
A popup reminds you to close all open PDF documents—if open, a document cannot be updated.
Click OK.
the updates are complete.
TIP: If you get a message saying that a PDF was open and the update
stops, close the PDF and rerun Update Documents.
24 1/29/21 LTCSP 11.9.5

LTCSP Notes

The LTCSP application provides multiple places to add notes. The main notepad, Surveyor Notes, is available from the Quick Access menu and can be used to record general notes. Specific notes fields are available in some screens and are associated with the screen’s functionality. For example, when conducting a facility task, you can take notes for the task you are working on.
If you copy and paste from another application (e.g., a web page) the formatti in LTCSP. Copying and pasting text from an LTCSP notes field to another LTCSP notes field will keep any formatting.
TIP: If you want to keep the formatting from another document, attach the
Features common to a number of notes fields include:
• Al
ng will be removed and only the text will copy. You can format the text
document using the Attachments feature (see
page 37).
t + R or Insert Resident ID button to insert resident number.
LTC S P Notes
“Add Attachments” on
Figure 16: Insert Resident ID button
In a screen used to gather information for a specific resident, the resident ID is inserted. In notes fields where no specific resident is referenced, you select a specific resident from the full resident list to insert their ID.
Note: Inserting a resident ID using the keystroke or icon automatically adds
the resident to the “Sample List Provided to the Facility” report.
• Alt + T or Insert Timestamp button to insert current date/time.
Figure 17: Insert Timestamp button
The system automatically inserts a date/time stamp into some notes fields when you click in the field the first time. For subsequent notes, use the shortcut (Alt + T) or button to insert the date/time stamp.
User’s Guide 1/29/21 25
LTCSP Procedures
• Standard word processing features.
Basic editing functions are available in all notes fields.
Note: Highlighted text does not show in combined notes fields such as
Resident IP Notes in facility tasks or when showing answers for all surveyors in either facility tasks or investigations. Highlighting also does not show on reports.
• Record notes using stylus or keyboard entry.
•Click Back button to exit notes field when finished.
• All information in notes fields and throughout the application is automatically saved every two minutes.
More ...
“Notes Menu Bar” on page 230 “Surveyor Notes and Note Fields Shortcuts” on page 232

Surveyor Notes

Allows each surveyor to enter notes throughout the survey. You cannot view other surveyor’s notes in LTCSP, but you can view all surveyor notes (after data share) in the “Surveyor Notes” report. You can also review your notes History.
To open Surveyor Notes:
1 In the Quick Access menu on any screen, click the Surveyor Notes icon,
or press Alt + N.
Figure 18: Surveyor Notepad
2 Click the Minimize button to keep notepad available from the taskbar.
-or-
Click the X in the upper right to close.
26 1/29/21 LTCSP 11.9.5
LTC S P Notes
Surveyor Notes in Resident Manager
When in the Resident Manager List or Card view screens, you can pin Surveyor Notes to the bottom of the screen. These are the only screens where this option is available. Once you have pinned the notes, LTCSP remembers this setting for both the List and Card View screens until you unpin or close Surveyor Notes.
To pin Surveyor Notes:
➥ From the Quick Access menu, click the Surveyor Notes icon, or press
Alt + N to open the Surveyor Notes window.
➥ Click the Pin icon in the Surveyor Notes title bar. The Surveyor Notes
appear at the bottom of the screen.
TIP: Use the Expander bar to resize the notes box.
To unpin Surveyor Notes:
➥ Click the Unpin icon in the Surveyor Notes title bar. The Surveyor Notes
window opens and no longer appears on the bottom of the screen.
To close Surveyor Notes:
➥ In either the Surveyor Notes window or the pinned notes box, click the
blue X to close Surveyor Notes.
Figure 19: Surveyor Notes pinned and unpinned in Resident Manager
More ...
“Notes Menu Bar” on page 230 “Facility Tasks” on page 112 “Reports and Attachments” on page 34
User’s Guide 1/29/21 27
LTCSP Procedures

Interview, Observations, and Record Review Notes

Notes entered for care areas in the initial pool Interview and Observations, Observations, and Record Review screens carry forward with the resident and care area. The date/time stamp is automatically inserted when you click in the
field the first time. For subsequent notes, press Alt + T or use the Insert Timestamp button to insert the date/time stamp.
Figure 20: Care area notes field

Facility Task Notes

Notes fields are available for every task and include standard notes features. These notes carry forward with the facility task. Care area notes taken during the interview, observation, or record review for a resident listed in a facility task can be viewed in the Resident Initial Pool Notes field or by clicking the resident name in the facility task resident list.
View Resident Initial Pool Notes
For any surveyor who took notes for a resident added to a facility task, those notes are viewable in the notes area for the facility task.
To view initial pool notes for residents in a facility task:
➥ On the specific facility task screen, select Resident Initial Pool Notes for
the notes field.
You can copy any notes from here and paste into any other notes field. If you want to include the initial pool notes in the CMS-2567, ensure you copy and paste the applicable information into the Facility Task Notes since that is the only information that pulls forward to the Potential Citation screen.
28 1/29/21 LTCSP 11.9.5
LTC S P Notes
Figure 21: Resident Initial Pool Notes in a facility task
View Surveyor Facility Task Notes
Show Answers for Select All Surveyors to see notes entered for that task
by any surveyor (read-only) after data is shared, or select Current Surveyor
(default) to show only notes entered by you. You must set the filter to Current Surveyor to enter documentation or answer any CEs.
Figure 22: Facility task Notes field
User’s Guide 1/29/21 29
LTCSP Procedures
Medication Administration
You can view other surveyors’ notes (after data share) in the Med Admin notes screen—both handwritten and in the text editor.
To review other surveyor Med Admin notes:
1 From the Medication Administration facility task, open the Med Admin
screen (click the icon in the upper right).
2 Fr
only.
Note: You will see the selected surveyor notes in whatever view you have
open. For example, if you only have the handwritten panel open, you will not see any notes in the text editor.
om the Staff ID drop-down select a surveyor. Their notes appear as read
Figure 23: View other surveyors’ Med Admin notes

Investigation Notes

Two Notes fields are provided on investigation screens:
• Investigation Notes
Notes specific to the investigative area for the current resident. Investigation Notes apply only to the current investigative area. Initial pool notes for the investigative area appear under the Investigation Notes.
• Resident Notes
General information about the resident available to any investigation the resident is associated with. Resident Notes carry over to all investigative areas for the resident.
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