Home

Volume 14, Numbers 1 - Texas Department of State Health Services

1. 1 of 3 September 9 2011 Vol 14 Num 6 Due Dates 9 1 2011 Submission of 2q2011 Apr May Jun 2011 Inpatient and Outpatient Data 11 1 2011 Final submission and correction of 2q2011 Inpatient and Outpatient Data 9 1 2011 Certification of 4q2010 Inpatient and Outpatient Data 9 1 2011 Providers to begin review of 1q2011 certification for completion by 12 1 2011 A schedule of ALL due dates may be found at http www dshs state tx us THCIC datareportingschedule shtm Rate Service Fee Increase at System13 Effective Service 09 01 2011 Charge to hospitals for data distribution on hard media 35 00 Hourly programming charge 100 00 Rate for corrections during certification 100 00 Rate for recreating certification files 396 00 Rate for rush order 298 00 Training Hospitals ASCs and Submitters THCIC provides Webinar trainings at no cost on the data reporting processes required of all Texas hospital and ambulatory surgery centers Webinar dates are posted at http www dshs state tx us thcic hospitals Training shtm There is no limit on how many times you can sign up for the training and refresher training is encouraged If you would like to attend Webinar training s or have questions please e mail Tiffany Overton at thcichelp dshs state tx us and Provide your preferred training Date and Time in the Subject line and the following in the message area THCIC ID Number Facility
2. THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 e Phone 512 458 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 TEXAS Br A Department of State Health Services CHS THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 e Phone 512 458 7261 e www dshs state tx us thcic Texas Health Care Information Collection THCIC Health Facilities Numbered Letter Volume 14 Number 3 April 8 2011 Consumer information THCIC has added a new link on our website called Statistical Briefs The briefs are a series of simple descriptive statistics on specific focused topics and may be viewed at http www dshs state tx us thcic publications hospitals HospitalReports shtm Additional briefs will be added as they are released In This Issue Mandatory Upgrade from 4010 to 5010 3 Consumer Information Electronic Claim Format Upgrade from 4010 to 5010 format Note This does not apply to providers that submit claims to THCIC only in WebClaim 2009 IQI PDI Report Review The Centers for Medicare and Medicaid Services CMS has Certification Comments adopted version 5010 as the standard 837 electronic claim format which will be required by January 1 2012 Provider Generated Certification Outpatient Data Release 1q2010 THCIC will begin accepting version 5010 on June 1 2011 for providers who plan to apply the new standard early and will On line Training REQUIRE all THCI
3. allow you to analyze the data with software analysis tools of your choice BE AWARE that that once you request this file the file will be created and available for downloading for 30 days The download file will be removed from the system after 30 days from the date of the download file creation There will be a fee for each additional time the file is created therefore it is important that you download the file to your computer within 30 days of requesting its creation to avoid any fees Page 2 of 5 CHS THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 Phone 512 458 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 January 6 2011 Vol 14 Num 1 Training materials for the use of these new capabilities will be available on the THCIC website beginning January 21 2011 Please check our website for the training schedule at http www dshs state tx us thcic hospitals Training shtm Data Submission Schedule Key Activity Due Dates by Quarter Activity Due date for initial submission Due date for corrections to data containing errors System13 begins generation of certification files if facility has not already implemented Facilities begin review of certification files Due date for corrections at time of certification applies only if certification corrections are requested Final certification available to facilities applies only if certification corrections were made C
4. preamble for the Adopted Amendments to 421 61 421 62 and 421 66 421 68 will be published in the Texas Register on August 19 2011 There were no changes from the proposed text which may be viewed on pages 2592 2603 of the April 22 2011 version of the Texas Register 36 TexReg 2592 April 22 2011 Texas Register http texinfo library unt edu texasregister pdf 2011 0422is pdf or http texinfo library unt edu texasregister html 201 1 apr 22 PROPOSED 25 HEALTH 20SERVICES html 44 Keeping You Informed Email Confirmations Upcoming Due Date for Electronic Data Submission THCIC and System13 have several check and balance notifications that are sent by email when data are submitted If a Submitter and or Provider Primary Contact do not receive any of the following email notifications this should be an indicator that something may be wrong with your data submission and you should contact System13 at 888 308 4953 to inquire about the data file upload Other reasons a Submitter or Provider Primary Contact are not receiving the automated email notification a Email address is no longer correct b Primary contact Email and other information have not been updated with THCIC or System 13 c Primary contact Email system distributes emails from System13 into JUNK SPAM mailbox September 1 2011 2q2011 data submission 4q2010 data certification SUBMITTER Contact Notifications 1 When the Submitter Contact up
5. 5010 data format due to a delay in pilot testing e System13 welcomes more pilot participants If you are interested please contact Tom Phelps at 434 977 0000 ext 210 e New with 5010 All discharges with 2012 statement through dates will require POA values on E codes for those hospitals required to report POA indicators e Facilities have the opportunity to submit 4Q2011 data in the 4010 format through the scheduled correction period 5 1 12 1Q2012 data will be required in the 5010 format Page 1 of 5 August 16 2011 Vol 14 Num 5 Reporting Outpatient Procedures Data on outpatient surgical and radiological procedures are required to be reported to THCIC by hospitals and ASCs Data submission requirements are based on revenue codes for these procedures and with the amendments to the outpatient data collection rules to be published on August 19 data submission requirements will alternatively be based on specific procedure codes Analysis of the data shows that approximately 14 15 of the outpatient data submitted does not include any procedure codes although they do include a required revenue code Since data on surgical and radiological procedures are required to be reported an audit will be added to require that at least one procedure code be submitted for each claim The audit date has not yet been determined however THCIC will announce this date in a future numbered letter Outpatient Rule Amendments Publication of the
6. C electronic data submissions to be in WebClaim the 5010 claim format by June 1 2012 yee WebCert Uploading Data Files THCIC will accept both the current 4010 and new 5010 versions from June 1 2011 through June 1 2012 Effective Important Contacts and Numbers June 1 2012 only the 5010 version will be accepted by THCIC Providers that submit to THCIC electronically should contact their Billing Software Provider to inquire about upgrading to version 5010 The changes from version 4010 to version 5010 are located in the THCIC Inpatient and Outpatient Technical Specifications Manuals The links are provided below The THCIC Inpatient Technical Specifications 5010 Manual is posted at http www dshs state tx us W orkArea linkit aspx LinkIdentifier id amp ItemID 8589950651 The THCIC Outpatient Technical Specification 5010 Manual is posted at http Awww dshs state tx us W orkArea linkit aspx LinkIdentifier id amp ItemID 85899483 14 Page 1 of 4 April 8 2011 Vol 14 Num 3 Hospital Review IQI and PDI 2009 Quality Report Release THCIC will release Indicators of Inpatient Care in Texas Hospitals 2009 IQI and Quality of Children s Care in Texas Hospitals 2009 PDI in August 2011 All hospitals that provided Inpatient data to THCIC will be given the opportunity to review and or comment on the report prior to its release Beginning April 25 2011 and ending June 23 2011 your hospital will have access to a restricted website f
7. DSHS Publications Number E25 13806 4 TEXAS a NN Department of State Health Services CHS THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 Phone 512 458 7261 e www dshs state tx us thcic Texas Health Care Information Collection THCIC Health Facilities Numbered Letter Volume 14 Number 1 January 6 2011 System To Be Down Hospitals and ASCs In This Issue System 13 is in the process of upgrading the system to process System To Be Down and audit Present on Admission POA indicators for inpatient a data The System will be unavailable beginning Tuesday Extended Timeline January 11 at 12 0la E S T and is expected to be completed N biliti by Tuesday January 18 by 11 59p E S T si eo tae a Self generating of certification Extended Timeline Hospitals and ASCs b Download copy of certification Due to the POA upgrade THCIC has extended the 2q2010 Data Reporting Schedule certification corrections to January 21 and 3q2010 correction timeline to February g POA Reporting for Hospitals Facility Training Sign Up New System Capabilities to be Available Hospitals and ASCs Important Contacts and Numbers e Capability for facilities to generate quarterly certification data when you re ready e Capability to download the certification data in a computer readable format fixed length format so that you may analyze your certification data with a software of your choice Capability to generate y
8. Name Participant s Name and Title E mail Address Phone Number VVVVV THCIC Webinar training is provided on the 1 Submission electronic and manual entry 2 Correction and 3 Certification methods Page 2 of 3 CHS THCIC e 1100 W 49 Street e M 660 e Austin Texas 78756 e Phone 512 776 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 September 9 2011 Vol 14 Num 6 Important Phone Numbers Virginia System13 web site https thcic system13 com Helpdesk 888 308 4953 Austin THCIC web site www dshs state tx us thcic DSHS Center for Health Statistics THCIC 512 776 7261 THCIC Staff 512 776 7261 Bruce Burns D C 512 776 6431 Rules and policy issues 837 format issues Miren Carranza 512 776 3287 Project Manager Vacant 512 776 7261 Facility reports data use Vacant 512 776 7261 PUDF requests Wang Shu Lu 512 776 6453 Facility reports and analysis Dee Roes 512 776 3374 Facility compliance research files request Tiffany Overton 512 776 2352 Facility training submission correction and certification THCIC fax 512 776 7740 Page 3 of 3 CHS THCIC e 1100 W 49 Street e M 660 e Austin Texas 78756 e Phone 512 776 7261 e www dshs state tx us thcic TEXAS i KN Department of State Health Services CHS THCIC e 1100 W 49 Street e M 660 e Austin Texas 78756 e Phone 512 776 7261 e www dshs state tx us thcic Texas Health Care Information Collection THCIC Healt
9. Wishes Sylvia Important Phone Numbers Virginia System13 web site https thcic system13 com Helpdesk 888 308 4953 Austin THCIC web site www dshs state tx us thcic DSHS Center for Health Statistics THCIC 512 776 7261 NOTE New phone and fax numbers at THCIC effective June 20 2011 THCIC Staff 512 776 7261 Bruce Burns D C 512 776 6431 Rules and policy issues 837 format issues Miren Carranza 512 776 3287 Project Manager Sylvia Cook 512 776 6438 Facility reports data use Vacant 512 776 7261 PUDF requests Page 4 of 5 CHS THCIC e 1100 W 49 Street e M 660 e Austin Texas 78756 e Phone 512 776 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 August 16 2011 Vol 14 Num 5 Wang Shu Lu 512 776 6453 Facility reports and analysis Dee Roes 512 776 3374 Facility compliance research files request Tiffany Overton 512 776 2352 Facility training submission correction and certification THCIC fax 512 776 7740 Page 5 of 5 CHS THCIC e 1100 W 49 Street e M 660 e Austin Texas 78756 e Phone 512 776 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 TEXAS a MN Dep artment of State Health Services CHS THCIC e 1100 if 49 Street e M 660 e Austin Texas 78756 e Phone 512 776 7261 e www dshs state tx us thcic Texas Health Care Information Collection THCIC Health Facilities Numbered Letter Volume 14 Number 6 September 9 2011 5010 File Fo
10. aded 24 hours earlier by the submitter How will the Provider Primary Contact know if the uploaded data file received a pass confirmation The Provider Contact should request the Submitter Contact to provide this in If formation after each data submission the FER is not received within 24 hours of the data file pass confirmation this is an indication that something may be wrong with your data submission and you should contact System13 at 888 308 4953 to inquire about the upload from the previous day a If you do get an email notice containing the FER you should check it to ensure that the correct quarterly data was uploaded When reading the FER please refer to the Claims by Month box For example if the uploaded data file is believed to contain 2q2011 claims the 2q2011 total claims received would be shown in the 2011 column in the rows for Apr May and June b Ifthe intent was to upload 2q11 data and the FER indicates 0 for Apr May and or c June this indicates no 2q11 claims for those months were contained in the data file uploaded the previous day It is equally important to review the Claims by Bill Type box in the FER The submission of some claim frequency bill types requires the submission of additional claims with different claim frequency type codes Failure to submit the additional claims may cause a claim to be rejected during the certification process of th
11. anyone having access to a Provider password will have access to the facility s confidential patient and physician information Let s keep data safe and secure Page 2 of 4 CHS THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 Phone 512 458 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 May 12 2011 Vol 14 Num 4 Outpatient Rules Published in Texas Register Proposed amendments to 421 61 421 62 and 421 66 421 68 concerning the collection and release of data relating to individual patients who have had surgical procedures or radiological procedures performed in Texas hospitals as an outpatient service including in the emergency department or ambulatory surgical centers were posted in the Texas Register on April 22 2011 Comments on the proposal may be submitted to Bruce M Burns D C Center for Health Statistics Department of State Health Services Mail Code 1898 P O Box 149347 Austin Texas 78714 9347 Fax 512 458 7740 Comments will be accepted for 30 days following publication of the proposal in the Texas Register http www sos state tx us texreg pdf backview 0422 0422prop pdf page 2592 Hospital Review IQI and PDI 2009 Quality Report Release THCIC will release Indicators of Inpatient Care in Texas Hospitals 2009 IQI and Quality of Children s Care in Texas Hospitals 2009 PDI in August 2011 All hospitals that provided Inpatient data to THCIC will be given the opportun
12. ase 2 and 3 Quarter 2010 2q2010 and 3q2010 PUDF Release On July ja THCIC released the gad Quarter 2010 Public 2009 IQI PDI Release Use Data File PUDF on Outpatient surgical and radiological procedures and Inpatient discharges occurring in April May 5010 Update and June 2010 Those that have already pre purchased the 2010 Inpatient and or Outpatient PUDF should receive their Reporting Outpatient Procedures CD the week of July 18th Outpatient Rule Amendments The 3 Quarter 2010 PUDF for Outpatient and Inpatient Email Confirmations was released the week of August 8 2011 f a8 On line Training F WebClaim 2009 IQI and PDI Quality Report Release WebCorrect WebCert THCIC will release Indicators of Inpatient Care in Texas Uploading Data Files Hospitals 2009 IQI and Quality of Children s Care in Texas Hospitals 2009 PDI in August 2011 A THCIC Retirement Important Phone Numbers The 2009 IQI and PDI reports that will be released will include mean charges for each indicator by hospital Two additional reports on composites of the mortality indicators for selected procedures and the mortality indicators for selected conditions for each hospital will be included in the IQI report 5010 File Format Update e Inthe April 2011 numbered letter THCIC announced they would begin receiving the 5010 HIPAA transaction format beginning on June 1 2011 There has been a delay in the acceptance of file submissions in the
13. ata Upload Download Upload 837 batch files WebCert Inpatient Certification Certifying your facility Inpatient Data WebCert Outpatient Certification Certifying your facility Outpatient Data Training sessions are posted at http www dshs state tx us thcic hospitals Training shtm There is no limit on how many times you can sign up for the free on line training If you would like to attend the training sessions please e mail Tiffany Overton at thcichelp dshs state tx us and Include your preferred training Date and Time in the Subject line and the following in the message area THCIC ID Number Facility Name Participant s Name and Title E mail Address Phone Number VVVVV Important Phone Numbers Virginia System13 web site https thcic system13 com Helpdesk 888 308 4953 Austin THCIC web site www dshs state tx us thcic DSHS Center for Health Statistics THCIC 512 458 7261 THCIC Staff 512 458 7111 Bruce Burns D C extension 6431 Rules and policy issues 837 format issues Miren Carranza extension 3287 Project Manager Sylvia Cook extension 6438 Facility reports data use Sheila Molina extension 6546 PUDF requests Wang Shu Lu extension 6453 Facility reports and analysis Dee Roes extension 3374 Facility compliance research files request Tiffany Overton extension 2352 Facility training submission correction and certification THCIC fax 512 458 7740 Page 5 o
14. d certification THCIC fax 512 458 7740 Page 4 of 4 CHS THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 Phone 512 458 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 4 TEXAS a AN Department of State Health Services CHS THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 Phone 512 458 7261 e www dshs state tx us thcic Texas Health Care Information Collection THCIC Health Facilities Numbered Letter Volume 14 Number 4 May 12 2011 In This Issue Provider Generated Certification Provider Generated Cer fi ation I so love being able to certify my data when I m Role of Provider Primary Contact ready to and not have to wait 3 4 months down the road Just wanted to say thank you for adding this Proposed Outpatient Rules Data Security option 2009 IQI PDI Report Review anis e Plus Data Quality on J Drye Race Ethnicity and Corporate Business Office Manager Length of Stay Global Rehab Hospitals On line Training WebClaim WebCorrect WebCert Uploading Data Files THCIC Note Using the Provider Generated Certification option Ms Drye has generated reviewed and completed Important Contacts and Numbers certification of 4q10 for her facilities and has also generated and is reviewing the 1q11 certification Well done Provider Generated Certification Beginning with the 4q10 data providers have had the capability to generate the quarterly certif
15. df shtm e Additional information on the Outpatient PUDF may be found at http www dshs state tx us thcic OutpatientFacilities Outpatientpudf shtm Upcoming Due Dates 11 1 2011 Final submission and correction of 2q2011 Inpatient and Outpatient Data 12 1 2011 3q2011 submission due date July August and September 2011 claims 12 1 2011 Certification of 1q2011 due date Certify in WebCert 12 1 2011 2q2011 Certification data available for review in WebCert if not previously generated by the provider 2 1 2012 Final submission and correction of 3q2011 Inpatient and Outpatient Data 3 1 2012 Certification of 2q2011 due date Certify in WebCert Training Submission Correction Certification THCIC provides Webinar trainings at no cost on the data reporting processes required of all Texas hospital and ambulatory surgery centers Page 3 of 5 CHS THCIC e 1100 W 49 Street e M 660 e Austin Texas 78756 e Phone 512 776 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 October 21 2011 Vol 14 Num 7 Webinar dates are posted at http www dshs state tx us thcic hospitals Training shtm There is no limit on how many times you can sign up for the training and refresher training is encouraged If you would like to attend Webinar training s or have questions please e mail Tiffany Overton at thcichelp dshs state tx us and Provide your preferred training Date and Time in the Subject line and the fo
16. e quarterly data For example a Bill Type of xx8 Void cancel of prior claim may require the submission of a Bill Type of xx7 Replacement of prior claim CRITICAL Read each and every FER to know what was received by System13 Page 3 of 5 CHS THCIC e 1100 W 49 Street e M 660 e Austin Texas 78756 e Phone 512 776 7261 e www dshs state tx us thcic August 16 2011 Vol 14 Num 5 Training Hospitals ASCs and Submitters THCIC provides Webinar trainings at no cost on the data reporting processes required of all Texas hospital and ambulatory surgery centers Webinar dates are posted at http www dshs state tx us thcic hospitals Training shtm There is no limit on how many times you can sign up for the training and refresher training is encouraged If you would like to attend a Webinar training or have questions please e mail Tiffany Overton at thcichelp dshs state tx us and Provide your preferred training Date and Time in the Subject line and the following in the message area THCIC ID Number gt Facility Name gt Participant s Name and Title gt gt Vv E mail Address Phone Number THCIC Webinar training is provided on the 1 Submission electronic and manual entry 2 Correction and 3 Certification methods THCIC Retirement THCIC Team Lead Research Specialist Sylvia Cook will be retiring on August 31 2011 Ms Cook has been a member of the THCIC Program since 1999 Congratulations and Best
17. ecting data Upload Download Upload 837 batch files WebCert Inpatient Certification Certifying your facility Inpatient Data WebCert Outpatient Certification Certifying your facility Outpatient Data Important Phone Numbers Virginia System13 web site https thcic system13 com Helpdesk 888 308 4953 Austin THCIC web site www dshs state tx us thcic DSHS Center for Health Statistics THCIC 512 458 7261 THCIC Staff 512 458 7111 Bruce Burns D C extension 6431 Rules and policy issues 837 format issues Miren Carranza extension 3287 Project Manager Sylvia Cook extension 6438 Facility reports data use extension 7261 PUDF requests Wang Shu Lu extension 6453 Facility reports and analysis Dee Roes extension 3374 Facility compliance research files request Tiffany Overton extension 2352 Facility training submission correction and certification THCIC fax 512 458 7740 Page 4 of 4 CHS THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 e Phone 512 458 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 TEXAS a MN Dep artment of State Health Services CHS THCIC e 1100 if 49 Street e M 660 e Austin Texas 78756 e Phone 512 776 7261 e www dshs state tx us thcic Texas Health Care Information Collection THCIC Health Facilities Numbered Letter Volume 14 Number 5 August 16 2011 In This Issue Inpatient and Outpatient Public Use Data File PUDF Rele
18. ent surgical and radiological procedures occurring in January February and March 2010 Those that have already pre purchased the 2010 Outpatient PUDF should receive their CD the week of April 18 Statistics for OP 1q2010 data Facilities Facility Type Reporting Records 308 665 Those wishing to purchase the 1q2010 or all 2010 Outpatient PUDF must complete an order form and data use agreement mailing in the completed packet with payment Only checks are accepted The Outpatient Order Form may be downloaded at http www dshs state tx us WorkArea linkit aspx LinkIdentifier id amp ItemID 8589947287 The Data Use Agreement form may be downloaded at http www dshs state tx us WorkArea linkit aspx LinkIdentifier id amp ItemID 8589943752 For those that wish to pre purchase the complete 2010 Outpatient PUDF THCIC will mail the subsequent quarters around the expected release dates The expected release dates are as follows 1q10 April 2011 2q10 June 2011 3q10 September 2011 4q10 December 2011 Training Hospitals ASCs and Submitters THCIC provides FREE on line training on the data reporting processes required of all Texas hospitals and ambulatory surgery centers Page 3 of 4 CHS THCIC e 1100 W 49 Street e M 660 e Austin Texas 78756 Phone 512 458 7261 e www dshs state tx us thcic April 8 2011 Vol 14 Num 3 Training sessions are posted at http www dshs state tx us thcic hospitals Trainin
19. ertification comments due Q2 2010 Apr Jun 10 12 1 10 1 21 11 2 1 11 3 1 11 Q3 2010 Jul Sep 10 12 1 10 2 8 11 2 9 11 3 1 11 4 15 11 5 1 11 6 1 11 Communication Q4 2010 Oct Dec 10 3 1 11 5 1 11 5 2 11 6 1 11 7 15 11 8 1 11 9 1 11 Q1 2011 Jan Mar 11 6 1 11 8 1 11 8 2 11 9 1 11 10 15 11 11 1 11 12 1 11 Don t forget to include your THCIC ID number when sending an E mail or leaving a phone message with THCIC or System13 Page 3 of 5 CHS THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 e Phone 512 458 7261 e www dshs state tx us thcic January 6 2011 Vol 14 Num 1 Reporting of Diagnosis Present on Admission POA Data to THCIC Hospitals Who is required to submit POA data POA data is required on Inpatient data for acute care facilities as determined by the facility type Please see the list for Hospitals and Ambulatory Surgical Centers for information regarding the POA status of your facility either Yes Required or No Not Required This list can be found in the THCIC website http www dshs state tx us thcic hospitals FacilitesList xls POA data is NOT required for Outpatient Data When will THCIC start requiring non exempt hospitals to send POA Data THCIC will require POA data in claims from non exempt facilities starting on January 29 2011 If a non exempt hospital doesn t send POA indicators for the corresponding dia
20. f 5 CHS THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 e Phone 512 458 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 TEXAS a NN Department of State Health Services CHS THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 e Phone 512 458 7261 e www dshs state tx us thcic Texas Health Care Information Collection THCIC Health Facilities Numbered Letter Volume 14 Number 2 February 24 2011 Outpatient Public Use Data File PUDF Data fe Ciis Tome Release 4 Quarter 2009 Outpatient Data Release Inpatient Data Release On March 1 THCIC will release for the first time data on outpatient surgical and radiological procedures occurring in On line Training October November and December 2009 reported by Texas WebClaim licensed hospitals and ambulatory surgery centers WebCorrect WebCert Uploading Data Fil An Introductory price is being offered for the 4q2009 Outpatient Gi er Public Use Data File PUDF The Outpatient Order Form may Important Contacts and Numbers be downloaded at http www dshs state tx us THCIC Hospitals OutpatientPUDFOrderForm pdf The 4q09 Outpatient PUDF contains data on surgical and radiological outpatient events from 677 Texas hospitals and ambulatory surgery centers for the 4 quarter 2009 and includes 123 data fields in a base data file 141 data fields in a classifications data file 27 data fields in a facility type data file and 13 data
21. fields in a detailed charges file A data dictionary describing each data field may be downloaded at http www dshs state tx us THCIC Hospitals DataDictionary pdf Base and classifications data file 1 814 435 records Charges data file 13 274 527 records Purchasers of the 4q2009 Outpatient PUDF must complete an order form and data use agreement mailing in the completed packet with payment Only checks are accepted Purchasers may wish to review the 4q2009 Outpatient PUDF Reporting Status 2009 prior to purchasing the data which is posted at http www dshs state tx us THCIC Hospitals ReportingStatus pdf The 4q2009 Outpatient PUDF ordering information may also be downloaded from http www dshs state tx us thcic Hospitals HospitalData shtm For those that wish to pre purchase the complete 2010 Outpatient PUDF the expected release dates are as follows 1q10 March 2011 2q10 June 2011 3q10 September 2011 4q10 December 2011 Page 1 of 3 February 24 2011 Vol 14 Num 2 Inpatient Public Use Data File PUDF 1 Quarter 2010 Release THCIC released the 1 quarter 2010 Inpatient Discharges PUDF on February 3 2011 The 1q10 Inpatient PUDF contains data on discharges from 546 Texas hospitals for the 1 quarter 2010 and includes 255 data fields in a base data file representing 773 094 records and 13 data fields in a detailed charges file representing 12 296 693 records The PUDF contains data on
22. g shtm There is no limit on how many times you can sign up for the training and refresher training is encouraged If you would like to attend the training sessions or have questions please e mail Tiffany Overton at thcichelp dshs state tx us and Include your preferred training Date and Time in the Subject line and the following in the message area THCIC ID Number Facility Name Participant s Name and Title E mail Address Phone Number VVVVV Training is provided on e WebClaim Component for manually entering data e WebCorrect Component for correcting data e Upload Download Upload 837 batch files e WebCert Inpatient Certification Certifying your facility Inpatient Data e WebCert Outpatient Certification Certifying your facility Outpatient Data Important Phone Numbers Virginia System13 web site https thcic system13 com Helpdesk 888 308 4953 Austin THCIC web site www dshs state tx us thcic DSHS Center for Health Statistics THCIC 512 458 7261 THCIC Staff 512 458 7111 Bruce Burns D C extension 6431 Rules and policy issues 837 format issues Miren Carranza extension 3287 Project Manager Sylvia Cook extension 6438 Facility reports data use extension 7261 PUDF requests Wang Shu Lu extension 6453 Facility reports and analysis Dee Roes extension 3374 Facility compliance research files request Tiffany Overton extension 2352 Facility training submission correction an
23. gnosis fields the claim will be marked in error When will THCIC start collecting POA data THCIC encourages hospitals that will be sending 1q 2011 claims with POA data via 837 file or via WebClaim to wait until January 19 to submit or enter your THCIC data Can exempt hospitals send POA data Yes exempt hospitals can send POA data However if an exempt facility sends POA data the POA data must be valid otherwise the claim s will show the corresponding field s in error Where can the specifications for POA data be found Specifications for POA data can be found in the Technical Specifications for Inpatient Data in http www dshs state tx us THCIC hospitals Inpatient_THCIC837 pdf THCIC Hospital Discharge Data Collection THCIC 837 Technical Specifications Version 17 October 13 2010 References to other POA related documentation Rules regarding POA submission can be found in http www sos state tx us texreg pdf backview 1029 1029adop pdf ADOPTED RULES October 29 2010 35 TexReg 9745 CMS POA coding and a link to POA exempt codes can be found in https www cms gov HospitalAcqCond 05_Coding asp Page 4 of 5 CHS THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 e Phone 512 458 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 January 6 2011 Vol 14 Num 1 Training Hospitals ASCs and Submitters WebClaim Component for manually entering data WebCorrect Component for correcting d
24. h Facilities Numbered Letter Volume 14 Number 7 October 21 2011 5010 File Format Update in This Issue e Inpatient and Outpatient 5010 manuals are now available If Procedure Code Audit on the THCIC website e New with 5010 All inpatient discharges with 2012 f Improved Certification statement through dates will require POA values on Diagnosis f Reports Codes and E codes for those hospital required to report POA indicators 4th Quarter 2010 PUDF e All inpatient discharges with a statement through date of J Release 2012 must be in the 5010 File Format e All outpatient event dates occurring in 2012 must be in the 5010 File Format e Testing of files in the 5010 format is recommended e Contact System13 at 888 308 4953 prior to submitting a 5010 test file e Providers have the opportunity to submit 4Q2011 data in the 4010 format through the scheduled correction period Due Dates Training Contact us THCIC 837 5010 Technical Specification Manual THCIC has released the 837 Inpatient Technical Specification 5010 Manual version 5 The Inpatient 5010 manual may be accessed at http www dshs state tx us thcic hospitals Tech_Req Spec_5010_ver_5 Inpatient_THCIC837 pdf Updated October 11 2011 THCIC has released the 837 Outpatient Technical Specification 5010 Manual version 4 The Outpatient 5010 manual may be accessed at http www dshs state tx us thcic OutpatientFacilities Tech_Req Spec_5010_ver_4 Outpatien
25. hospital inpatient discharges and includes e Patient demographic data including age group sex race and ethnicity e Geographic data including the patient s zip code e Diagnoses and procedures e Expected primary and secondary sources of payment including detailed charges The Texas PUDF is one of the largest sources of hospital discharge data in the U S It can be used for e Studying and improving health care services including monitoring patient quality and outcomes e Strategic planning including comparative analyses and market assessment e Marketing and business development including program and product line planning Information on the individual data fields is included in the 2010 User Manual and may be previewed at http www dshs state tx us THCIC Hospitals UserManual pdf Purchasing the Inpatient PUDF requires a completed order form and data use agreement which may be downloaded at www dshs state tx us thcic For those that wish to pre purchase the complete 2010 Inpatient PUDF the expected release dates are as follows 2q10 June 2011 3q10 September 2011 4q10 December 2011 Training Hospitals ASCs and Submitters WebClaim Component for manually entering data WebCorrect Component for correcting data Upload Download Upload 837 batch files WebCert Inpatient Certification Certifying your facility Inpatient Data Page 2 of 3 CHS THCIC e 1100 W 49 Street e M 660 e Aust
26. ication data if they wish to begin the certification process EARLIER than the regularly scheduled certification timeline The Generate Quarterly Certification button becomes ready from the day a reporting quarter ends until the corrections period ends for that reporting quarter Providers should only implement the generate quarterly certification if ALL the data have been submitted and corrected if needed for a given reporting quarter Training on this new feature is available through the WebCert training See below for more information about training For those providers that do not elect to generate their certification data System13 still provides this service the day after the corrections date ends for each reporting quarter Page 1 of 4 May 12 2011 Vol 14 Num 4 Role of Provider Primary Contact THCIC requires all hospitals and ambulatory surgery centers to assign a Provider Primary Contact The main purpose of the Provider Primary Contact is to receive Email correspondence from THCIC and System13 They are the person to contact for day to day issues related to reporting correcting and certifying the THCIC data The types of email correspondence would include data submission verification confirmation reports FER notification for certification review the Certifier contact also gets this notification for completion of certification the Certifier contact also gets this notification of failu
27. in Texas 78756 e Phone 512 458 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 February 24 2011 Vol 14 Num 2 WebCert Outpatient Certification Certifying your facility Outpatient Data Training sessions are posted at http www dshs state tx us thcic hospitals Training shtm There is no limit on how many times you can sign up for the free on line training If you would like to attend the training sessions please e mail Tiffany Overton at thcichelp dshs state tx us and Include your preferred training Date and Time in the Subject line and the following in the message area THCIC ID Number Facility Name Participant s Name and Title E mail Address Phone Number VVVVV Important Phone Numbers Virginia System13 web site https thcic system13 com Helpdesk 888 308 4953 Austin THCIC web site www dshs state tx us thcic DSHS Center for Health Statistics THCIC 512 458 7261 THCIC Staff 512 458 7111 Bruce Burns D C extension 6431 Rules and policy issues 837 format issues Miren Carranza extension 3287 Project Manager Sylvia Cook extension 6438 Facility reports data use extension 7261 PUDF requests Wang Shu Lu extension 6453 Facility reports and analysis Dee Roes extension 3374 Facility compliance research files request Tiffany Overton extension 2352 Facility training submission correction and certification THCIC fax 512 458 7740 Page 3 of 3 CHS
28. ing any fees 2 The quarterly certification data is Frozen after it has been generated since the intent is for this data to now be certified a Once you generate your certification data for a given quarter YOU WILL NOT BE ABLE to access that quarter s data from the system s claims or corrections tabs any more The quarterly certification data will be available only from the Certifications tab b If any corrections are needed after the generation of the data the data will have to be restored so it can be accessed for corrections under the system s Corrections tab This restoring your data is requested through System13 and there is a fee for this service gt Earlier article on generating certification is available in the Vol 13 Num 6 newsletter page 3 and may be downloaded at http www dshs state tx us THCIC hospitals NumberedLetters 2010 vol13no6 pdf Capability for certification data file download wall Za ZR Effective February 9 all facilities will be able to download their certification file This capability will allow you to request the creation of a downloadable file containing the quarterly certification data for a given quarter as long as the quarter s certification data is accessible for viewing via the system s certification page In the past you had to contact System13 to request a downloadable file The file will be in a fixed length format and the data layout will be downloaded with the file This will
29. ity to review and or comment on the report prior to its release Beginning April 25 2011 and ending June 23 2011 hospitals will have access to a restricted website for viewing the data in the report and submitting a comment that will be released with the report The 2009 IQI and PDI reports that will be released in August 2011 will include mean charges for each indicator by hospital An additional report on composites of the mortality indicators for selected procedures and of the mortality indicators for selected conditions for each hospital will be included in the IQI report Race and Ethnicity Table A table showing the distribution of county population by race and ethnicity as reported by the Bureau of the Census compared with the race and ethnicity of discharges as reported by hospitals in the county is available for hospital review along with the two reports on hospital performance The table shows how the race and ethnicity of patients discharged from hospitals compare with that of the county population and also shows some possible problems with how race and ethnicity are coded and reported by some hospitals This information will not be published but it can be calculated by any user of the Public Use Data File THCIC mailed notification to each reporting hospital the week of April 11 to the physical address of the hospital to the attention of the hospital administrator If your hospital administrator did not receive the IQI PDI
30. llowing in the message area THCIC ID Number Facility Name Participant s Name and Title E mail Address Phone Number THCIC Webinar training is provided on the 1 Submission electronic and manual entry 2 Correction and 3 Certification methods Contact Us Virginia System13 web site https thcic system13 com Helpdesk 888 308 4953 Austin THCIC web site www dshs state tx us thcic DSHS Center for Health Statistics THCIC 512 776 7261 Public Use Data File PUDF information 5 112 776 7261 THCIC Staff Bruce Burns D C 512 776 6431 Rules and policy issues 837 format issues Miren Carranza 512 776 3287 Project Manager Wang Shu Lu 512 776 6453 Facility reports and data analysis Tiffany Overton 512 776 2352 Facility tr aining submission correction and certification Dee Roes 512 776 3374 Facility compliance THCIC fax 512 776 7740 Page 4 of 5 CHS THCIC e 1100 W 49 Street e M 660 e Austin Texas 78756 e Phone 512 776 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 October 21 2011 Vol 14 Num 7 THCIC History The THCIC was created by the 74th Texas Legislature in 1995 THCIC s primary purpose is to provide data that will enable Texas consumers and health plan purchasers to make informed health care decisions THCIC s charge is to collect data and report on the quality performance of hospitals ambulatory surgery centers and health maintenance organizations operati
31. loads data file to System 13 a Within 30 minutes of the data file upload the Submitter Primary Contact will receive an email receipt notice indicating that the data file was accepted or rejected If accepted the data file will be processed overnight to verify 837 billing format If Page 2 of 5 CHS THCIC e 1100 W 49 Street e M 660 e Austin Texas 78756 e Phone 512 776 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 Augu st 16 2011 Vol 14 Num 5 rejected the data file was not in the correct format and it will need to be fixed and uploaded again until an accepted email is received b Audits will be applied to the data file accepted for processing The following business c day after receiving an accepted receipt notice by email the Submitter Primary Contact will receive a second email indicating if the data file passed or failed If the email indicates failed the data file will need to be fixed and uploaded again until a pass email is received Submitter should notify the Provider Primary Contact each time a submitted data file receives a pass PROVIDER Contact Notifications 2 O n the same day the Submitter Contact receives a pass email usually within 1 business day of the file upload the Provider Primary Contact will receive an email notice containing the Frequency of Error Report FER on the data file that was uplo
32. ng in Texas The goal is to provide information that will enable consumers to have an impact on the cost and quality of health care in Texas A variety of Consumer Reports may be viewed at www dshs state tx us thcic WE RE ON THE WEB WWW DSHS STATE TX US THCIC Page 5 of 5 CHS THCIC e 1100 W 49 Street e M 660 e Austin Texas 78756 e Phone 512 776 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806
33. notification letter please send an email to dee roes dshs state tx us THCIC will only provide the login information to the current Provider Primary Contact Alternate Contact or Certifier Contact Please provide your THCIC ID number in the email Data Quality Length of Stay is calculated using the date of admission If date of admission is not reported Length of Stay cannot be calculated and it is reported in the Public Use Data File as a blank field Page 3 of 4 CHS THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 e Phone 512 458 7261 e www dshs state tx us thcic May 12 2011 Vol 14 Num 4 Training Hospitals ASCs and Submitters THCIC provides FREE on line training on the data reporting processes required of all Texas hospitals and ambulatory surgery centers Training sessions are posted at http www dshs state tx us thcic hospitals Training shtm There is no limit on how many times you can sign up for the training and refresher training is encouraged If you would like to attend the training sessions or have questions please e mail Tiffany Overton at thcichelp dshs state tx us and Include your preferred training Date and Time in the Subject line and the following in the message area THCIC ID Number Facility Name Participant s Name and Title E mail Address Phone Number VVVVV Training is provided on e WebClaim Component for manually entering data WebCorrect Component for corr
34. or viewing the data in the report and submitting a comment that will be released with the report The 2009 IQI and PDI reports that will be released in August 2011 will include mean charges for each indicator by hospital An additional report on composites of the mortality indicators for selected procedures and of the mortality indicators for selected conditions for each hospital will be included in the IQI report THCIC will mail each reporting hospital notification of the review the week of April 11 and it will be mailed to the physical address of the hospital to the attention of the hospital administrator If your hospital administrator has not received this letter by April 26 please send an email to dee roes dshs state tx us THCIC will only provide the login information to the current Provider Primary Contact Alternate Contact or Certifier Contact Please provide your THCIC ID number in the email Certification Comments Hospitals and ASCs Providers that certify the data with comment please remember that the comments SHOULD NOT contain any information that could identify a physician or patient or contain information that is not intended for the public All comments are released to the public exactly as written by the facility THCIC does not modify any comments unless it is discovered by staff that physician or patient identifying information is included in the comment Comments should be written as if the facility is
35. our quarterly certification data r Beginning February 9 all facilities will be able to generate their quarterly certification data and the corresponding certification data reports from the time a quarter ends ex 4q10 ends December 31 2010 and you are certain your quarterly data has been submitted and is complete and accurate until the end of the corrections period for that quarter This new capability will allow facilities to access their certification data and certification data reports earlier than if you wait for System13 to generate it as per the THCIC schedule see the schedule below e Until now System13 generated the quarterly certification data for a given quarter after the end of the corrections period This is 120 days after the end of the reporting quarter Page 1 of 5 January 6 2011 Vol 14 Num 1 e With this new capability a facility can elect to generate its quarterly certification data prior to System13 s generation schedule You will be able to review it via the Certifications tab and certify it when you re ready e For those facilities that do not generate their certification data before the end of the corrections period System13 will generate the certification data automatically at the end of the corrections period for the reporting quarter just as it has been doing in the past BE AWARE OF THE FOLLOWING 1 The quarterly certification data can be generated only ONCE without incurr
36. re to report THCIC newsletter emailed authorization to reset the Provider login password VVVVVV The Provider Primary Contact is the only one that can setup or reset a provider login password to the system When a login password expires every 60 days it can only be reset by the Provider Primary Contact using the system s password recovery feature If the Provider Primary Contact is unavailable to reset a password this will prevent or slow down anyone at your facility from accessing the system It is suggested that a Provider Primary Contact be someone that is a hands on user of the THCIC system Security of Patient and Physician Confidentiality Hospitals ASCs and Submitters Patient and physician data submitted to THCIC must be kept confidential and secure throughout the process Data is submitted to THCIC by only two 2 methods e Electronic file upload to System13 via the secured server e Data entry into WebClaim to System13 via the secured server Data submissions to THCIC should only be made to System13 and e Data files should NEVER be E mailed to THCIC or System13 e Hard copies of patient records should NEVER be mailed or faxed to THCIC or System13 Providers that use a third party vendor for the submission of data to THCIC may wish to periodically review your processes for security of data transmission with your vendor Passwords for accessing the System13 secured server should be protected as
37. rmat Update Dn This Teste e Inpatient and Outpatient 5010 manuals are now 5010 Update available on the THCIC website ee Tecan na Manes e There has been a delay in the acceptance of file Pe Dates submissions in the 5010 data format until pilot testing is completed Rate Service Fee Increase On line Training e System13 welcomes more pilot participants If you are WebClaim interested please contact Tom Phelps at 434 977 0000 WebCorrect ext 210 WebCert Uploading Data Files e New with 5010 All discharges with 2012 statement through dates will require POA values on Diagnosis Codes and E codes for those hospitals required to report POA indicators POA is reported in the HI segment in HInn 9 data field nn 01 to 12 Important Phone Numbers e Facilities have the opportunity to submit 4Q2011 data in the 4010 format through the scheduled correction period 5 1 12 1Q2012 data will be required in the 5010 format THCIC 837 5010 Technical Specification Manual THCIC has released the 837 Inpatient Technical Specification 5010 Manual version 4 The Inpatient 5010 manual may be accessed at http www dshs state tx us thcic hospitals Tech_Req Spec_5010_ver_4 Inpatient_THCIC837 pdf THCIC has released the 837 Outpatient Technical Specification 5010 Manual version 3 The Outpatient 5010 manual may be accessed at http www dshs state tx us thcic OutpatientFacilities Tech_Req Spec_5010_ver_3 Outpatient_THCIC837 pdf Page
38. speaking to the public about the facility s data Many comments contain the author s E mail address and phone number If your facility does not want that published do not include it in the comment Provider Generated Certification Beginning with the 4q10 data providers have had the capability to generate the quarterly certification data if they wish to begin the certification process EARLIER than the regularly scheduled certification timeline The Generate Quarterly Certification button becomes ready from the day a reporting quarter ends until the corrections period ends for that reporting quarter Providers should only Page 2 of 4 CHS THCIC e 1100 W 49 Street e M 660 Austin Texas 78756 e Phone 512 458 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 April 8 2011 Vol 14 Num 3 implement the generate quarterly certification if ALL the data have been submitted and corrected if needed for a given reporting quarter T raining on this new feature is available through the WebCert training See below for more information about training For those providers that do not elect to generate their certification data System13 still provides this service the day after the corrections date ends for each reporting quarter Outpatient Public Use Data File PUDF Release 1 Quarter 2010 On April 14 THCIC will release the 1 Quarter 2010 Public Use Data File PUDF on Outpati
39. sted to achieve performance improvements in those as well These currently non improved reports are Inpatient C07 Mortality Statistics by Practitioner C08 Patients by Attending Practitioner C09 Patients by Operating practitioner Outpatient C08 Patients by Operating Rendering Physician C09 Patients by Other rendering physician Page 2 of 5 CHS THCIC e 1100 W 49 Street e M 660 e Austin Texas 78756 e Phone 512 776 7261 e www dshs state tx us thcic DSHS Publications Number E25 13806 October 21 2011 Vol 14 Num 7 Inpatient and Outpatient Public Use Data File PUDF Release 4th Quarter 2010 THCIC expects to release the 4th Quarter 2010 Inpatient and Outpatient PUDF the first week in November The CD will be automatically mailed out to purchasers of the 2010 PUDF that have already pre paid Organizations interested in purchasing the Inpatient and or Outpatient PUDF may view the ordering information linked below Inpatient PUDF Order Form http www dshs state tx us thcic hospitals InpatientPUDFOrderForm pdf Data Use Agreement http www dshs state tx us thcic hospitals DataUseA greement pdf Outpatient PUDF Order Form http www dshs state tx us thcic hospitals OutpatientPUDFOrderform pdf Data Use Agreement http www dshs state tx us thcic hospitals DataUseA greement pdf e Additional information on the Inpatient PUDF may be found at http www dshs state tx us thcic hospitals Inpatientpu
40. t_THCIC837 pdf Updated October 12 2011 Page 1 of 5 DSHS Publications Number E25 13806 October 21 2011 Vol 14 Num 7 Procedure Code Audit On October 24 2011 THCIC will begin auditing for procedure codes on outpatient data Data on outpatient surgical and radiological procedures are required to be reported to THCIC by hospitals and ASCs Data submission requirements are based on revenue codes for these procedures and with the amendments to the outpatient data collection rules to be published on August 19 data submission requirements will alternatively be based on specific procedure codes The audit will be added to require that at least one procedure code be reported for each claim submitted to the system Improved Performance for Generation and Download of Certification Data Reports New system changes have significantly improved the performance of the generation and download of the following quarterly certification data reports Inpatient Quarterly Certification Data C01 Certification Summary C02 Top 30 HCFA Diagnosis Related Groups C03 Top 30 APR Diagnosis Related Groups C04 Top 30 Principal Diagnoses C05 Top 30 Principal Procedures C06 HCFA Diagnoses Related Groups Outpatient Quarterly Certification Data Reports C01 Certification Summary C04 Tope 30 Principal Diagnoses System changes to improve the generation and download of the Practitioner Physician reports are being te

Volume 14, Numbers 1 - Texas Department of State Health Services

Contents

Download Pdf Manuals

Related Search

Related Contents