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. Data submission will be required beginning with services in fourth quarter 2009.
Answers to some Frequently Asked Questions are now available. Please send us any additional questions not answered here.
Information on the data collection process (PowerPoint presentation, 3.3 MB) was presented to the Texas Ambulatory Surgery Center Society at its 2nd Annual "State of the State" Agencies Conference on February 2, 2009.
Who needs to 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.
- Hospital/ Ambulatory Surgery Centers (ASC) Listing (Excel format, 267 KB), with names and addresses, county, CEO, primary and alternate THCIC liaisons, reporting status, and facility type, as of May 14, 2012. See the Texas Association of Counties website for a map (PDF format, 3 MB) of hospital locations.
- Criteria for exemption from reporting data.
- Contact update form (PDF format, 313 KB) and return the form to THCIC.
- No quarterly data to report (Word format, 93 KB), form for notifying THCIC there were no claims for a specific reporting period.
What, how and when 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.
- Facilities are required to report data on patients who had surgical or radiological procedures that are covered by specific revenue codes.
- Services and procedures categories with associated outpatient procedure codes that are required for submission.
- For help with data submission or various help topics, contact the THCIC Help Desk at 1-888-308-4953. If there is no representative available to assist, a message can be left for a return call.
Reporting Procedures
- Outpatient Reporting Schedule, includes dates for the reporting, correction and certification of hospital data through second quarter 2012.
- Audit List, containing audits and messages used by THCIC for auditing inpatient and outpatient data. (Excel format, 82 KB)
Data Submission
- Claim data submission procedures, including applying for your submitter ID, submitting test claims, submitting production claims.
- Providers and their submitting agents must Enroll as submitters. See the Enrollment Manual for more information. (Word Document, 217 KB)
- THCIC 837 Electronic File Processing - Tests and Productions Information (PDF Format, 22 KB), updated March 23, 2010
- Submitter, Uploading files via 837 format via THCIC system (PDF Format, 785 KB), updated January 28, 2011
- WebClaim, Manual data entry for ASC/ Outpatient Submission via THCIC system (PDF Format, 3.08 MB), updated January 28, 2011
- Outpatient Reports, reports available on data that is currently entered in the THCIC system (PDF Format 1.75 MB), updated January 28, 2011
- Audit List, containing audits and messages used by THCIC for auditing data (Excel format, 87 KB)
- Payer Source Coding Guide, a guide to coding the expected source of primary and secondary paymen. (PDF format, 104 K)
- Outpatient Reporting Schedule, includes dates for the reporting, correction and certification of hospital data through forth quarter 2011.
Data Correction
Hospitals are notified of errors found in data files submitted to THCIC and are responsible for correcting the errors.
- WebCorrect, Data Correction via THCIC system (PDF Format, 3.02 MB), updated January 28, 2011
- Audit List, containing audits and messages used by THCIC for auditing data. (Excel format, 87 KB)
Data Certification
A corrected data file, with one discharge event for each patient during the reporting quarter, is returned to the facility to allow physicians and other health professionals the opportunity to review, request additional correction on, and comment on the data.
- Outpatient WebCert, Data Certification for outpatient facilities via THCIC system (PDF Format, 4.51 MB), updated January 28, 2011
Technical Specifications
Technical Specifications, the current specifications for reporting and correcting data. The manual is intended for the hospital and ambulatory surgery center IT staff or software vendor that will create the electronic data submission. The Appendices include information that may be useful in the submission of outpatient data.
- THCIC Outpatient 837 Technical Specifications, updated October 13, 2010 (PDF, 1.10 MB)
- Appendices, updated July 19, 2010 (PDF, 327 KB)
- Services and procedures categories with associated outpatient procedure codes that are required for submission.
- THCIC Outpatient 837 5010 Technical Specifications - Version 6, revised May 17, 2012 (PDF, 1.36 MB)
- 5010 Appendices (PDF, 459 KB)
Inpatient and Outpatient Numbered Letters
A regular publication to keep all inpatient and outpatient facilities informed of the discharge data collection process. (PDF format)
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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.