Information Bulletin, December 2003


Emergency Department Edit Change for Error Code M0038
HIPAA & SPARCS Data Submission
Emergency Department Regulation Update
Health Provider Network (HPN) Data/Report Request
Coming Soon...SPARCS Web Update
Seasons Greetings

Emergency Department Edit Change for Error Code M0038

SPARCS was informed that the combination edit requiring an Operating Physician License when a procedure is reported is invalid for Emergency Department (ED) patient records. A review of the original ED specifications indicated that the treatment of professional license numbers should have been different than what was implemented. The ED specifications simply allow for the reporting of up to three license numbers with no required relationship to procedure codes & procedure dates. The Input Data Dictionary and edit program have been modified accordingly. ED records that failed on error code M0038 can now be resubmitted.

HIPAA & SPARCS Data Submission

The SPARCS system is not considered a HIPAA covered entity, as many of you may know. Therefore, SPARCS is not mandated by federal legislation to follow the HIPAA rules regarding data submission. However, we remain committed to support the submission of data to SPARCS in a HIPAA compatible 837 format. 837 formatted submissions will only be accepted electronically through the SPARCS Upload application on the Health Provider Network (HPN). SPARCS will continue to support the existing UB-92 version 5 and 6 format indefinitely.

Emergency Department Regulation Update

The submission of Emergency Department (ED) to SPARCS is voluntary at this point. A policy decision has not been made as to whether facilities will have to submit ED data from September 2003. If you look at the audit reports for outpatient 2003 data at the SPARCS public Web site, http://www.health.state.ny.us/statistics/sparcs/audit.htm, you will notice by the numbers that some facilities have already started to report ED data.

Health Provider Network (HPN) Data/Report Request

Attention all SPARCS data submitters!

Do you know which records from your facility SPARCS has on its master file?
You can find out electronically via the SPARCS Data/Report Request Options on the HPN. It's in there!

Have you looked at the summary history reports (http://www.health.state.ny.us/statistics/sparcs/audit.htm) and wanted more detail, such as exactly which records have not yet passed the SPARCS edits? It's in there!

Have you lost an old edit report? It's in there!

How about a copy of SPARCS' edited master file for your facility for one month, two months, a full year?

It's ALL in there and more!

The new Data/Report Request options on the SPARCS Health Provider Network (HPN) application allow you to more fully audit the data SPARCS has from your facility. All you need is an HPN account. The HPN is the secured submission vehicle maintained and used by the Department, including SPARCS, for transmission of electronic data. For SPARCS, this means not only data submissions from the facility, but also auditing capabilities for the facility of your own data on the SPARCS system.

If you already have an HPN account and have upload access for SPARCS data, check it out. If you don't, get on board. Even if you have a vendor submit your data for you, get an HPN account and audit the activity. If you submit data on a diskette, get an HPN account and save time (normally one day turnaround...less for testing) and aggravation (did SPARCS get the diskette?...was it damaged in the mail?...where are my reports?).

Treat yourself, and your facility, this holiday season and get an HPN account. You'll be glad you did!

Coming Soon...SPARCS Web Update

We are currently in the process of converting our on-line system documentation from PDF to HTML. Not only will this significantly decrease the time it takes to display the information on your screen, but it will also make our documentation much easier to navigate.

Seasons Greetings

The SPARCS staff would like to take this opportunity to wish all of you and your families a wonderful holiday season and a new year filled with good health and happiness.