Arkansas Administrative Code › Agency 007 - ARKANSAS DEPARTMENT OF HEALTH › Division 11 - Division of Health Statistics › Rule 007.11.09-001 - Hospital Discharge Data System and Hospital Discharge Data Submittal Guide

Current through Register Vol. 49, No. 6, June, 2024
1.0
DATA
			 REPORTING SOURCE
All facilities operating and licensed as a hospital in the
				state of Arkansas by ADH, Division of Health Facility Services, will report
				discharge data to ADH for each patient admitted as an inpatient or with at
				least one full day of stay (overnight). Discharge data means the consolidation
				of complete billing, medical, and personal information describing a patient,
				the services received, and charges billed for a single inpatient hospital stay.
				The consolidation of discharge data is a discharge data record. The formats are
				defined later in this Guide.
For a patient with multiple discharges, submit one discharge
				data record for each discharge. For a patient with multiple billing claims
				(refer to Section 5.6 Multi - Hospital Submission), consolidate the multiple
				billings into one discharge data record for submission after the patient's
				discharge. A discharge data record is submitted for each discharge, not for
				each bill generated. The discharge data record should be submitted for the
				reporting period within which the discharge occurs. If a claim will not be
				submitted to a provider or carrier for collection (e.g., charitable service), a
				hospital discharge data record should still be submitted to the ADH, with the
				normal and customary charges, as if the claim was being submitted. All acute
				and intensive care discharges or deaths, including newborn discharges or
				deaths, should be reported.
A hospital may submit discharge data directly to ADH, or may
				designate an intermediary, such as a commercial data clearinghouse. Use of an
				intermediary does not relieve the hospital from its reporting
				responsibility.
In order to facilitate communication and problem solving, each
				hospital should designate a person as contact. Please provide the office name,
				telephone number, job title and name of the person assigned this
				responsibility.
2.0
CONFIDENTIALITY OF DATA
Act 670 of 1995, A.C.A.
				20-7-301 et seq.
				(refer to Appendix D5) provides for the strictest confidentiality of data and
				severe penalties for the violation of the Act. Any information collected from
				hospitals which identifies a patient, provider, institution, or health plan
				cannot be released without promulgation of rules and regulations by the
				Arkansas State Board of Health in accordance with Act 670 Section (2)(g) and
				(h). ADH will only release data, except as allowed by law that has sufficiently
				masked these identities.
Since ADH needs patient specific information to complete our
				analyses, we will take every prudent action to ensure the confidentiality and
				security of the data submitted to us. Procedures include, but are not limited
				to, physical security and monitoring, access to the files by authorized
				personnel only, passwords and encryption. Not all measures taken are documented
				or mentioned in this Guide to further protect our data.
3.0
SUBMITTAL SCHEDULE
Discharge data records will be submitted to ADH as specified
				below. The data to be submitted is based on the discharges occurring in a
				calendar quarter. If a patient has a bill generated during a quarter but has
				not yet been discharged by the end of the quarter, data for that stay should
				not be included in the quarter's data. Deadlines for data submission are 40
				days after the end of the quarter for the first through third quarters and 60
				days for the fourth quarter.
While most hospitals will be submitting data directly to ADH,
				some are utilizing third-party intermediaries. When using an intermediary, the
				reporting deadlines are still to be met. Refer to Section 5.7 Intermediaries
				for further details.
3.1
Reporting Schedule
Patients' date of discharge is:
Discharqe data must be received
						  by:
January 1 through March 31
QTR 1 -May 10th
April 1 through June 30
QTR 2 -August 10th
July 1 through September 30
QTR 3 - November 10th
October 1 through December 31
QTR 4-March 1st
3.2
Request for Extension
All hospitals will submit discharge data in a form consistent
				with the requirements unless an extension has been granted. Request for
				extension should be in writing or E-mail and be directed to:
Arkansas Department of Health
Center for Health Statistics, Slot #H19
Hospital Discharge Data Section
4815 West Markham Street
Little Rock, AR 72205
Phone (501) 661-2231
FAX (501) 661-2544
E-mail:
Lynda.Lehing@arkansas.gov
The Center for Health Statistics will review requests submitted
				to them for extensions to the reporting schedule requirement. A request for an
				extension should be submitted at least 10 working days prior to the reporting
				deadline. Extensions may be granted for a maximum of 20 calendar days.
				Additional 20-day extensions must be requested separately. Extensions may be
				granted when the hospital documents that unforeseen difficulties, such as
				technical problems, prevent compliance.
4.0
DATA ERRORS AND
			 CERTIFICATION
Hospitals will review the discharge data records prior to
				submission for accuracy and completeness. Correction of invalid records and
				validation of aggregate tabulation are the responsibility of the hospital. All
				hospitals will certify the data submitted for each quarter in the manner
				specified.
4.1
Error Correction
Edits that indicate a high probability of error will be
				highlighted for review, comment, and correction when applicable. The invalid
				record will be printed in a simplified format providing record identification,
				an indication or explanation of the error, and space to record corrections. The
				error report will be sent by fax or E-mail to the attention of the individual
				designated to receive the correspondence at the hospital. The corrections made
				by the hospital are to be returned within seven days of receipt to the Center
				for Health Statistics.
In the event one (1) percent or more of the records for a
				quarter are indicated as having a high probability of error, the entire
				submittal may be rejected. A record is in error when one or more required data
				elements are in error.
Notification of the rejection will accompany the error report
				and will be sent by fax or e-mail to the attention of the individual designated
				to receive the correspondence at the hospital. After correction, the submittal
				is to be returned within seven days of receipt, to the Center for Health
				Statistics. In some situations, the HDDS staff will make corrections to the
				hospital's submissions, based on information obtained from hospital staff
				and/or internal health department databases. When this is done, notice will be
				given to the hospital.
5.0
DATA SUBMITTAL SPECIFICATIONS
Currently, data must be submitted via encrypted E-mail, CD's or
				FTP. Alternate modes of transmission may be established by agreement with the
				Center for Health Statistics. Data submittals not in compliance with media or
				format specifications will be rejected unless approval is obtained prior to the
				scheduled due date from the Center for Health Statistics. Data submittal on
				physical media should be mailed to:
Arkansas Department of Health
Center for Health Statistics
Hospital Discharge Data System
4815 West Markham Street, Slot H19
Little Rock, AR 72205
If you are submitting data for more than one hospital on one
				media submission, the additional specifications found in Section 5.6 Multi -
				Hospital Submission must be followed.
5.1
File Compression
WINZIP is the compression utility of choice by HDDS. If a
				compression utility other that WINZIP is used, the resulting file must be able
				to be unzipped by HDDS. Please contact an HDDS colleague prior to sending a
				file compressed with any compression software other than WINZIP.
5.2
File
			 Encryption
Crypt-text is the freeware, encryption software that HDDS
				recommends. An HDDS colleague can be contacted on how to receive this software.
				Encryption of data files sent as email attachments is required. Refer to
				Section 5.4 E-Mail Attachment Submissions - Secondary Submittal Format. All
				passwords used with encryption software will be supplied by the HDDS. Please
				contact an HDDS colleague for the correct password for your hospital.
5.3
File Transfer
			 Protocol (FTP) - Primary Submittal Format (preferred)
The
			 following specifications must be met when submitting data using the FTP:
A. The secured web site is at:
https://dhhs.arkansas.gov/wa_DHHSSecureUpload/
.
1) File names must be created in the:
(a) HHHYYQNVN.dat, where by,
(b) HHHH = four letters for the
			 hospital,
(c) YY =two numbers for
			 the year,
(d) QN= quarter
			 Number,
(e) VN= shipment Number,
HDDS07Q1V1.dat will tell us Hospital Discharge Data Systems
				uploaded quarter 1 of 2007 one time. If you do not know the four letter code
				for the hospital (HHHH), please contact an HDDS colleague for that
				information.