Information Bulletin, May 2010

Contact us at:

E-mail: sparcs.submissions@health.ny.gov
Phone: (518) 473- 8144 or (800) 638-3808


Annual Reconciliation Process
Reminder: Source of Payment Typology Reporting
No Change to Point of Origin for Admission or Visit for SPARCS
HCS Portal: Did you try it yet?

Annual Reconciliation Process

Each month SPARCS posts each facility's submission compliance reports. These compliance reports are used in the annual reconciliation process. Beginning in April of each year, SPARCS initiates the annual reconciliation for the data year that is due by June of the following year (i.e., 2009 data year is due by June of 2010). There is a three-step notification process with the annual reconciliation: the first notification is an email to the SPARCS Coordinators, the second notification is a letter to the SPARCS Coordinators with a copy to the CEO/Administrator, and the third notification is a letter directly to the CEO. If a communication or data is not received after the third notification, a Statement of Deficiencies (SOD) is issued.

Facilities should be reviewing their Submission Compliance Reports on the Health Commerce System (HCS). The compliance reports use an expected target for each month for each type of data: Ambulatory Surgery (AS), Emergency Department (ED), and/or Inpatient (IP). The target is calculated using 80% of a facility's prior year's average monthly submission, (February and December are set at 75 %.) The report displays a column labeled shortage; this column details the expected discharges/visits records that should be reported in order to attain the target level for each type of data set.

Reminder: Source of Payment Typology Reporting

The July 1, 2010 deadline for the implementation of required data elements in the Source of Payment Typology is fast approaching. In our December 2009 Information Bulletin a change was announced for the submission due date of the new Source of Payment Typology data elements to July 1, 2010. This was necessary to allow facilities more time to work on submitting this information to SPARCS. Please be aware that the July 1, 2010 deadline still stands, and no exceptions will be allowed. A SPARCS production file must be submitted containing these new data elements before July 1, 2010. If you need additional help or information regarding the submission of these data elements, please contact our SPARCS Administrative Unit at 518- 473-8144.

No Change to Point of Origin for Admission or Visit for SPARCS

At this time, SPARCS will not be changing the data element Point of Origin for Admission or Visit. This data element is reported in Form Locator 15 (FL 15) of the UB-04 and in CL102/Loop ID 2300 of the 837 Institutional Implementation Guide. The National Uniform Bill Committee (NUBC) announced the changes to the FL 15 data element to be effective July 1, 2010. Specifically, three codes are eliminated and they are: 7 - Emergency Room, B - Transfer from Another Home Health Agency and C - Readmission to Same Home Health Agency. Only code 7 was listed in the SPARCS Input Data Dictionary.

At the same time, NUBC also announced the creation of a new Condition Code P7 in FL 18-28 for public health reporting for Emergency Room, to replace the usage of the Point of Origin value in FL 15. SPARCS will still be requiring the collection of the code 7 - Emergency Room in FL 15 because we are in the process of creating a new system and are minimizing the changes to our existing system. We apologize for the discrepancy at this time and will be accommodating the change in our new system with the addition of the new Condition Code P7.

HCS Portal: Did you try it yet?

You know it as the HPN. You know it as the secure website to submit your SPARCS data and receive your reports. Now you will know it as the HCS! What used to be referred to as the Health Provider Network (HPN) (or Health Information Network (HIN)) is being organized under one portal referred to as the Health Commerce System (HCS). There is a new look and feel to the website. The address is the same: https://commerce.health.state.ny.us. You should become familiar with the new view. On the first page select: HCS Portal Test Drive the Health Commerce System (HCS) portal. You will have applications listed under My Applications on the left-side of your screen. Let us know what you think!