Information Bulletin, October 2012

Contact us at:

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


Webinars for New Submitters of SPARCS Data
Did you switch to the 5010 version?
Expanded Outpatient Data Collection Requirement for Current Submitters
New Diagnostic and Procedure Codes and how to add them to SPARCS
Other Training Opportunities
Welcome to the Office of Quality and Patient Safety

Webinars for Submitting SPARCS Data

What happens when you have errors on your data file and don't correct them? Where is your submission history report? Do you know what error "M0060" means? If you or your new employee has these types of questions, then it is time for SPARCS Training. The SPARCS 101 training will be offered this fall with the following topics: Upload Process, Submission Results, Correcting Your Errors and Retrieving Reports. If you are responsible for submitting SPARCS data at your facility, and have little experience in doing the submission, then this training is designed for you! Please register your attendance by sending an email to sparcs.submissions@health.ny.gov and indicate if you will need a training certificate for course credit.

Webinar Date Topic Who Should Attend
November 14, 2012
10am - 11:00am
SPARCS 101 Beginners to SPARCS System
November 15, 2012
10am - 11:00am
SPARCS 101 Beginners to SPARCS System

Did you switch to the 5010 Version?

As a reminder, SPARCS announced that we will no longer accept an Inpatient or Outpatient data submission files in the Institutional Version X12-837 4010A1 or 4050R format as of December 31, 2012. All data submissions after December 31, 2012 MUST be transmitted to SPARCS through the NYSDOH Health Commerce System (HCS) in the 5010R format. Effective January 1, 2013 SPARCS will only accept the 5010R format. This change follows the requirements that were established by the Centers for Medicaid and Medicare Services. If you have any questions, please contact the SPARCS Administrative Unit.

Expanded Outpatient Data Collection Requirement for Current Submitters

Phase one implementation of the expanded outpatient data collection (EODC) collected outpatient services from hospitals as of January 1, 2011. Other current submitters, diagnostic and treatment centers and hospital extension clinics providing ambulatory surgery services, will be required to begin submission of their outpatient services starting January 1, 2013. There are approximately 30 facilities that fall into this category. Each facility was sent a letter in July, with their current Operating Certificate, indicating that they are providing an outpatient service. You may have been identified as one of these facilities. If you have any questions, please contact the SPARCS Administrative Unit.

New Diagnostic and Procedure Codes and how to add them to SPARCS

SPARCS maintains a reference table of all the current diagnostic and procedure codes (ICD-9 and HCPCS), but every so often, a code gets rejected when it is actually a new valid code. Or, a code gets rejected based on an age or sex edit because we use the standard Medicare code edits. What should you do? First, contact the SPARCS Administrative Unit, with the appropriate documentation. We will investigate the issue, contact our NYHIMA representative to validate any code, and add it to our reference files upon verification. We will contact you once a result has been established.

Other Training Opportunities

Did you see the "Newsroom Highlights" on the first page of the Health Commerce System (HCS)? If not, check this section out while you are logged onto the HCS. The HCS was designed to be the Health Department's "portal" to the health care community. Under the "Newsroom Highlights", there are the following topics: News Items, Events, Press Releases and Newsletters. (Note: This is also where the "Dear Administrator" letters first appear.) There are many training opportunities listed in the Newsletter section of the HCS. For many of you, especially those of you in the Health Management Information field, you are required to maintain your educational credits. For example, this month the Aware Prepare Update and e-Distance Learning Newsletter offer a variety of courses.

Welcome to the Office of Quality and Patient Safety

The NYS Department of Health Commissioner, Nirav R. Shah, MD, MPH, created a new Office of Quality and Patient Safety (OQPS) in May, 2012. The Director of this is new office is Patrick Roohan. The core mission of this new office is to improve the health, quality of care and patient safety for New York State residents. The highest priority of OQPS is to support both internal and external stakeholders to achieve quality and safety goals linked to programs designed to improve health and health care through a targeted focus on data promotion, management and analysis. As part of this priority, the Bureau of Biometrics, which administers the SPARCS collection and release of data, has been organizationally moved into the new office.