1) Question: What does PIC X and PIC 9 mean on the file format?
Answer: These are standard COBOL programming terms that mean: PIC X=alphanumeric field and unrecorded value is blank. PIC 9=numeric field and unrecorded value is zero.
2) Question: What does standard mean on the flat file document?
Answer: Standard means that it is not a required field. If no information is to be recorded in the field, you need to blank fill for PIC X or zero fill for PIC 9. However, if you want to collect and submit the information to HIDI, you need to record as noted.
3) Question: How do I indicate that the patient was in ICU, CCU or both and the number of days?
Answer: You would record the appropriate revenue code and complete the number of units. For ICU, revenue code is 20X and CCU is 21X.
4) Question: How do I record charges for revenue code if there are multiple charges for the same code?
Answer: You must list revenue codes in ascending numeric order and do not repeat revenue codes on the record (charges are rolled up). You only repeat the revenue codes on the patient bill if required by the FI. The 1500 allows for 297 revenue codes.
5) Question: How do I submit a continuation record for additional diagnoses and revenue codes on the 1500 flat file format?
Answer: All you need to do is to repeat fields 1-80 and continue to complete as required for each additional diagnosis or revenue code. The 1500 allows for 8 additional diagnoses. You can also submit unlimited continuation records per patient record that allows for 16 additional codes.
6) Question: Do we need to submit revenue codes for professional fees (960-999)?
Answer: No. These are used for billing by doctor’s offices, etc.
7) Question: What do I record in the field called Statement Covers From (Field 04)?
Answer: If the patient had tests or procedures performed prior to treatment (3 days), record date on which these were performed, if this is not the case, then default to the date the patient was admitted/seen for treatment.
8) Question: Do I need to record the Federal Tax ID, Medicare and Medicaid numbers?
Answer: Yes, these need to be on each submission of data. These are numbers that are assigned to each facility and should remain the same. HIDI uses the numbers to verify that the data received belongs to your facility. This information was provided to us on one of the forms completed by each of your facilities. If you don’t know the numbers, please call Connie Prouty for the information.
9) Question: What do I record in the fields for attending and other physician on the 1500 file format?
Answer: These are unique numbers assigned by each of you. If you have more than one physician involved in an operative episode for the patient, record the one that had the primary responsibility for the patient.
10) Question: Could you explain how to record E codes correctly?
Answer: First, E codes cannot be recorded as either the admitting or principal diagnosis. If you only have one E code that is to be recorded, then it must be in field 79 (positions 594-599) and do not record the decimal point. If there are two or more E codes to be recorded for the patient, record the one that best describes the reason for the injury in field 79 and the additional code(s) in the other diagnosis field(s) (70-77). Note: not every patient will have an E code.
11) Question: What is SCU?
Answer: SCU is special care unit. You need to continue to record this as you have in the past. Examples of SCU could include: Burn Unit, Trauma Unit, NICU, etc.
12) Question: What are the valid bill types for VAHHS?
Answer: For inpatient the valid bill type is 111 and for outpatient/ambulatory surgery valid types are 131 and 831. Per VAHHS, swing beds (bill type 181) will NOT be collected for CY2001. Do not send bill type 181 until further notice. (Revised 7/6/01)
13) Question: Can I submit my data electronically?
Answer: Yes, you can. Please see our Policies & Procedures (in Word or PDF) for instructions on submission via Kermit, e-mail and magnetic media.
14) Question: What is revenue code 001 and do I need to submit?
Answer: Yes, you must submit one for each patient record. This is the revenue code associated with the sum of all charges and should always be the last revenue code recorded.
15) Question: Why was Field 04 (Statement Covers From) on the 1300 file layout changed from standard to required?
Answer: The reason that this field needs to be completed is to allow for collection of information on tests, lab work, etc. that were done prior to admission. If no tests or procedures were done prior to admission, default to admission date.
16) Question: Should we submit separate records for babies and mothers?
Answer: Yes. If newborn charges are included on the mothers record (i.e., Medicaid), then a $0.00 amount for Revenue Code 001 will be accepted. HOWEVER, discharge records for all newborns must be submitted.
17) Question: Can I submit swing bed records?
Answer: Not at this time. See item # 12 above. (Revised 7/6/01)
18) Question: VAHHS has set 5% as the error threshold. If my data passes that error threshold, but I still want to correct the data, can I resubmit?
Answer: Yes. Even if a data submission passes, you have the opportunity to make corrections and resubmit your data. In fact, we encourage you to reduce your error rate as much as possible.
19) Question: What zip codes should we use for foreign countries and unknown?
Answer: Use XXXXX for foreign. Use YYYYY for unknown.
20) Question: Is Birth Weight a required field?
Answer: Yes. Although
Field # 153, Infant Birth Weight (in grams), was not required on the original
1300 layout, VAHHS decided to make this a required field, effective 1/1/98.
|
|
|
|
|
|
|
|
|
|
|
|
|
|
||||||||||
|
|
|
|
|
|
|
|
|
|
||
|
|
|
|
|
|||||||
|
|
|
|
||||||||
|
|
||||||||||
|
|
||||||||||
|
|
||||||||||
|
|
||||||||||
|
|
||||||||||
|
|
||||||||||
|
|
||||||||||
|
|||||||||||
|
|
||||||||||
|
|||||||||||
|
|
||||||||||