Process to Submit XML Test Files for the SNF-CR

Below is the process that SNF-CR submitters must follow to build and submit an XML test file for approval to submit the 2024 SNF-CR using an XML file. There have been many updates to the SNF-CR for 2024, and we recommend reviewing notes on the Nursing Facility Cost Reports Main Page as well as the SNF-CR Technical Instructions and User Guide that is posted there for an understanding of the changes and how to appropriately complete the report.

Please note that in submitting data via XML, it is very important that you pay attention to the correct usage of each data field as noted in the SNF-CR XML Data Dictionary provided below, including making sure that your data is reported with the correct sign (positive or negative).

STEP 1:  Build an XML Test File

CHIA has made the following documentation available for you to assist in your development of a new XML file that can be used for completing the new SNF-CR.

All test files must be submitted to CHIA at least three weeks before the SNF-CR filing deadline for approval to be an XML file submitter for the SNF-CR cost report data for the period ending December 31, 2024.

If you have questions or need assistance building your XML test file, please contact costreports.LTCF@chiamass.gov.

STEP 2:  Submit Your XML Test File for Approval

CHIA has made the SNF-CR XML User Guide and SNF-CR XML Sample File available for you to assist in submitting your XML test file using CHIA Submissions. This documentation also describes the CHIA Submission process for submitting your final annual XML files.

STEP 3: Make Corrections to Your XML Test File as Needed

CHIA will contact you if there are issues with your test file.

STEP 4: Build Your Annual XML File.  

Using the above listed documentation, you will need to build your entire XML file for submitting your data in the annual cost report.

STEP 5:  Submit Your Annual Cost Report XML File.

Using the SNF-CR XML User Guide, log in to CHIA Submissions and submit your annual XML data file.

IMPORTANT NOTE: Your XML data file will not have every data field needed to certify and submit your annual cost report. Please use the process below to complete the cost report using the SNF-CR user interface on CHIA Submissions.

Steps For Completing the Remainder of Your SNF-CR

Once you have successfully submitted your XML data file using CHIA Submissions, you will need to login to the SNF-CR cost report user interface and complete the remainder of the cost report.

Once you are logged in, you will need to complete the following for each cost report schedule:

1)     Complete any blank field that was not filled in from your XML file submission.

2)     Save and validate each schedule and clear any validation errors, revalidating as necessary.

3)     Before submitting, save and validate each schedule sequentially from 1 to 13.

As an enhancement to the data quality and user experience, CHIA has instituted a loading screen when selecting “save and validate” for each schedule. The screen tells users to “please wait a moment”—when you see this screen, please wait until the “save and validate” process has completed.

Once you have completed these steps, proceed to the Attestation Schedule. Here, preparers must first lock the cost report before the owner can submit. This can only be accomplished if the orange “Lock for Owner Review” button is enabled. If it is not enabled (greyed out), this indicates that one or both of the following scenarios has happened and must be fixed:  

1)     Not all schedules have been saved and validated, and/or

2)     Validation errors were not properly cleared.

Once the cost report is locked by the preparer, the owner, officer, or partner will be able to click the orange “Submit” button to successfully submit the cost report.

If you require assistance with completing the remainder of your cost report and submitting it, please contact the CHIA cost report help desk at: costreports.LTCF@chiamass.gov