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On October 3, 2014, the Tennessee Department of Health (TDH) mailed all licensed Tennessee hospitals a letter reinforcing penalty for failure to report. The TDH will begin enforcing the penalties associated with delinquent reports having a Statement Covers Period through Data on or after January 1, 2015. The implementation of this section of the T.C.A. at this date is in hopes to receive more complete and higher quality data. Hospitals that are currently delinquent on the date of implementation will not be charged for the previously delinquent records, but delinquencies after that date will be assessed the penalties. The letter sent by TDH can be viewed by clicking here.

THA has a process set in place to remind you of quarterly data submission deadlines. This process has not changed and will continue as it has in the past. Below are the quarterly reporting due dates for hospital UB discharge data submission:

• January – March (Q1) discharge data are due to be submitted no later than May 30th.
• April – June (Q2) discharge data are due to be submitted no later than August 29th.
• July – September (Q3) discharge data are due to be submitted no later than November 29th.
• October – December (Q4) discharge data are due to be submitted no later than March 1st of the following year.

Each quarter Nora Sewell, HIN Data Analyst, sends reporting reminders to hospitals, usually no less than a month before a reporting due date. Once the scheduled due date (as outlined above) has passed, Nora notifies the TDH of those hospitals who have not submitted their UB discharge data by the specified scheduled date. In the future, these hospitals could run the risk of being fined for failure to submit discharge data according to schedule.

There are three main characteristics every data system should strive for: timeliness, accuracy and completeness. Please help us keep the data quality and integrity high as it will only serve you, THA member hospitals, the most precise data possible.

Inpatient Replacement Bill Type 0117
As you are aware, bill type 0117 indicates an inpatient replacement bill. If this bill type is submitted to the THA RDDS, the system will search the database for a previous claim by comparing key elements. Once the previous claim has been located, the replacement bill (0117) will overlay the original record and the bill type will be changed from 0117 to 0111.

Please note: If a replacement bill (0117) cannot be linked to a previous bill, the replacement bill will become the database record and the bill type will be changed to 0111.

Outpatient Replacement Bill Type 0137
Similar to the above statement, bill type 0137 indicates an outpatient replacement bill. If this bill type is submitted to the THA RDDS, the system will search the database for a previous claim by comparing key elements. Once the previous claim has been located, the replacement bill (0137) will overlay the original record and the bill type will be changed from 0137 to 0131.

Please note: If a replacement bill (0137) cannot be linked to a previous bill, the replacement bill will become the database record and the bill type will be changed to 0131. Please contact Larissa Lee if you have any questions or need assistance.

The process to submit TEST data through THA RDDS is different from the process used in the past when test data was submitted through HIDI. Please be sure to follow the steps below when submitting TEST data through THA RDDS.

1. Using RDDS, all TEST files should use discharge records that have not yet been submitted. TEST records should have discharge dates later than records already on RDDS for your hospital. In other words, if you have already submitted Q2 data for your hospital and it is within the fatal error threshold (no more than 2%), any TEST data should be for Q3 or later, or even a smaller submission that includes data for one month, (i.e., July data) would be acceptable to submit as a TEST file.
2. Once the TEST file has processed and you have checked it to make sure the change you were making is working properly, you MUST DELETE the Batch (by number) that RDDS assigned to the TEST file when it was submitted.
3. It is also recommended that THA HIN staff be notified in advance if you plan to submit TEST data so we can be aware and communicate this if necessary with the processing system..

Please contact Larissa Lee if you have any questions or need assistance.