Information Bulletin, October 2003


Data Submissions
Testing of HIPAA Compatible X12-837 Format Files is Now Available through the HPN
Request SPARCS Data/Reports on the HPN
New Patient Status Code
SPARCS Documentation Updates
ICD-9-CM Reference File Update

Data Submissions

Once again hospitals and vendors should be congratulated for another successful year of data submissions. For data received through the month of August approximately 99% of projected 2002 SPARCS data has been posted to the SPARCS master files. Facilities identified with possible data shortfalls are being contacted by SPARCS staff. We anticipate publishing the 2002 Annual Report with data submitted through the month of November. The ARS publication will note those facilities with a shortfall along with an explanation, which will also be posted on the SPARCS public web site.

There are facilities that currently have data shortfalls because their original or corrected data has not been submitted to SPARCS. Should you have any questions concerning the status of your 2002 data, please do not hesitate to contact the SPARCS Administrative Unit. Just as a reminder, the status of your inpatient and outpatient master file submissions is available on the Audit and Submission History Report page on our public web site.

Testing of HIPAA Compatible X12-837 Format Files is Now Available through the HPN

SPARCS can now accept a HIPAA compatible claim format (837). X12-837 formatted files can now be uploaded to the Health Provider Network (HPN). The SPARCS HPN application has been updated to allow upload of X12-837 formatted files in addition to UB-92 formatted files. Currently all X12-837 formatted files are being processed as test and the output will be posted in the Submission Results Directory. This will allow facilities to test at their convenience.

The HPN is a secure server maintained and used by the Department, including SPARCS, for transmission of electronic data. The submission of data electronically is a key factor in the projected savings that HIPAA will bring to the Health Care Industry. It is important to note that SPARCS will only accept HIPAA compatible submissions for inpatient, ambulatory surgery, and emergency department submissions via the HPN. Any New York State providers not already using the HPN to submit data to SPARCS are encouraged to call the SPARCS Administrative Unit to get connected.

Request SPARCS Data/Reports on the HPN

You can now generate automated requests for selected data and reports online via the HPN. If you already have an HPN account and data upload access for your facility, you may select DATA/REPORT REQUEST by visiting the HPN at
https://commerce.health.state.ny.us/hpn/cgi-bin/applinks/subsparc/subsparc.cgi.

For those who don't have an HPN account, applications for access are available from the SPARCS Administrative Unit via e-mail (sparcs.submissions@health.ny.gov), by phone (518-473-8144), or through the Department of Health Helpline (800-638-3808).

New Patient Status Code

The National Uniform Billing Committee (NUBC) approved a new Patient Status code (43 - Discharged / transferred to a federal hospital) effective October 1, 2003. To be consistent with national codes, SPARCS will also accept the new patient status code as of October 1, 2003 discharges.

SPARCS Documentation Updates

With the implementation of the Emergency Department data collection, the SPARCS Input Data Dictionary was modified to include the edits for Emergency Department data collection. This is consistent with the efforts SPARCS has made to have all the edit specifications in one reference area.

Diagnosis codes 995.7 and 999.8 have been added to the list of ICD-9-CM External Cause-of-Injury exceptions in Appendix N.

ICD-9-CM Reference File Update

The ICD-9 reference files have been updated to include changes effective October 1, 2003. The new reference file will be used to validate diagnosis and procedure codes for discharges on or after October 1, 2003.