BSA Lifestructures

How is my Space Managed for CMS Reporting?

Maegen FleckFebruary 18, 2021

As an executive leader for a hospital, a critical access hospital, or a healthcare system, you have devoted yourself to taking care of your patients by building new facilities, renovating existing buildings, and working with the latest technologies to manage the spaces. How can you take everything that you had created and turn it into a robust reporting system to provide to your executive leaders, corporate real estate, and finance teams so that you can report back to the Centers for Medicare & Medicaid Services (CMS) in an effective manner? You can play the facilities C.A.R.D.

  1. Composite Base Plans – You have a collection of floor plans dated as far back as the original build of your building, and you have stacks of drawings from all of the renovations that you have completed throughout the years, now you need to put them all together.  Having a complete floor plan of every floor of your building as it looks today is a critical step in providing the building blocks for your facilities management documentation. Your local consultant will be able to help you create the composite plans of your facilities.
  2. Archibus – Not only are the floor plans critical, but who that room belongs to and its function is crucial to your CMS reports. It takes time but walking your building to not only verify that the floor plan is accurate but what the room designation is, what division and department it belongs to, what its function is, and if it is assigned to a person(s) are the determining factors of your reports. If there is one thing that you can count on it is that rooms constantly change usage due to ongoing demands and keeping up to date on bi-annual walkthroughs is a necessary part of the space management of your facilities.
  3. Reports – You have your current base plans; you know who occupies what in your building, and now you need to turn this into usable information for your finance teams. Data is compiled into reports to reflect space allocations for the site, buildings, floors, rooms, and departmental information within Archibus. We can now export all of this information from Archibus, which will produce reports for departmental analysis, real estate, and CMS reports. Departments can use this information to see if they can make better use of their space or if they have too much access space that other departments could utilize. Corporate Real Estate can use this information for their lease agreements for leased square footages and rentable areas, including building and floor prorates. Corporate Finance takes these reports and uses them for Medicaid and Medicare reimbursements. 
  4. Deliverables– You have your up-to-date and accurate floor plans, you have all of your departmental data and room use data in the system, you have run all of your custom reports, and now it’s time to deliver them.  You deliver them….Now, what do you do?  You do it all over again every quarter of every year, but this time, it’s not as much work because you are simply updating the data you already have.

As an executive leader, you now have played your C.A.R.D and your facility is now in order so that you can manage your space more efficiently and effectively.

Maegen, planning services project manager, can be reached via email at mfleck@bsalifestructures.com or follow her on social media here.