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    Mailing Address
    THCIC
    Dept. of State Health Services
    Center for Health Statistics, MC 1898
    PO Box 149347
    Austin, Texas 78714-9347

    Location
    Moreton Building, M-660
    1100 West 49th Street
    Austin, TX 78756

    512-776-7261
    512-776-7740 (fax)
    Email: thcichelp@dshs.state.tx.us

Outpatient Data Reporting Requirements

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Texas Health Care Information Collection
Center
for Health Statistics

All hospitals and ambulatory surgery centers in the State of Texas, except most rural providers and other specifically exempted facilities, are required to report data on patients who had surgical or radiological procedures covered by specific revenue codes. Outpatient data submission was required beginning with services in fourth quarter 2009.

THCIC Forms

Who Must Report

All hospitals and ambulatory surgery centers in the State of Texas, except most rural providers and other specifically exempted facilities, are required to report data.

What To Report

Final rules for the collection and release of patient level data relating to patients that have surgical or radiological procedures (under specified revenue codes) performed in Texas hospitals (as an outpatient service including in the emergency department) or ambulatory surgical centers have been adopted and can be found in Chapter 421 of Title 25, Part 1 of the Texas Administrative Code.

  • Revenue Codes, covering specific surgical or radiological procedures that are required to be reported.
  • Services and Procedures Categories with associated outpatient procedure codes which are required for submission, updated August 29, 2013.

Technical Specifications

The Technical Specifications manual is intended for the hospital and ambulatory surgery center IT staff or software vendor that will create the electronic data extraction for reporting and correcting data. The Appendices include information that may be useful in the submission of outpatient data.

Reporting Schedule

Data Submission - Electronic

Data Submission - Manual Data Entry

  • WebClaim, presentation for manual data entry of outpatient claims via THCIC system, updated April 1, 2014 (PDF Format, 4.80 MB)
  • Outpatient Reports, Training presentation on downloading reports (Frequency of Error (FER), Hardcopy, Summary, Data Analysis) on data currently in the THCIC system,  updated June 24, 2014 (PDF Format 1.77 MB)

Data Correction

Facilities are responsible for correcting errors found in data files submitted to THCIC.

  • WebCorrectTraining presentation for data correction via THCIC system, updated April 25, 2013 (PDF Format, 6.63 MB)
  • Audit List, containing audits and error messages used by THCIC for auditing data. (Excel format, 87 KB)

Data Certification

Facilities are required to certify each quarterly dataset as being complete and accurate.

  • Outpatient WebCert, Training presentation for data certification via THCIC system, updated  March 28, 2014 (PDF Format, 5.33 MB)

Help

  • Contact System13 Help Desk at 1-888-308-4953 or thcichelp@system13.com for help with electronic data submission problems, system login problems, changing a Submitter contact, or other help topics.  If there is no representative available to assist, a message may be left for a return call.  Assistance is available Monday through Friday 8 AM to 5 PM central standard time.  System13 adheres to the Texas state observed holidays.
  • Contact THCIC by email at thcichelp@dshs.state.tx.us us for assistance with WebClaim, WebCorrect and WebCert.
  • Online training is available to Submitters and Providers.   The schedule is available here.

Additional Information

3M™'s Clinical Risk Grouping Software is being considered for stratifying outpatient data. Additional information on the CRGs:

Download Adobe Reader to view PDF files.  Viewers for reading and printing Word files, Excel spreadsheets and PowerPoint files are available from Microsoft's Download Center.

If you have suggestions or comments, please submit them to THCIC.

External links to other sites are intended to be informational and do not have the endorsement of the Texas Department of State Health Services. These sites may also not be accessible to people with disabilities.

       

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Last updated August 27, 2014