Inpatient Data Reporting Requirements

Texas Health Care Information Collection
Center for Health Statistics

THCIC Forms

• Contact Update Form Update facility/contact information with THCIC. (PDF Format, 166 KB)
• No Quarterly Data to Report Form, for notifying THCIC there were no claims for a specific reporting period. (PDF Format, 331 KB)

Who Must Report

All hospitals in the State of Texas, except most rural providers and other specifically exempted hospitals are required to submit claims on all discharged inpatients.

• Hospital/ Ambulatory Surgery Centers (ASC) Listing (Excel Format, 159 KB), with names and addresses, county, CEO, primary and alternate THCIC liaisons, reporting status, and facility type, as of April 17, 2013. See the Texas Association of Counties website for a map (PDF Format, 3 MB) of hospital locations.       
• Criteria for Exemption from reporting data

What To Report

Hospitals are required to submit claims on all discharged inpatients attended or treated by physicians. Discharge data reports follow the national uniform billing data element specifications and additional state-required data elements. Required data elements are specified in the Hospital Discharge Data Rules. After data files are received by THCIC, they are reviewed to determine if they conform to data specifications. The data are then checked using editing criteria established by the agency.

Technical Specifications

Technical Specifications, the current specifications for reporting and correcting data. The manual is intended for the hospital's IT staff or software vendor that will create the electronic data submission. The Appendices include information that may be useful in the submission of inpatient data.

• THCIC Inpatient 837 5010 Technical Specifications Version 7, revised May 16, 2012 (PDF, 1.23 MB)
• 5010 Appendices (PDF, 459 KB)

Reporting Schedule

• Hospital (Inpatient) Reporting Schedule includes dates for the reporting, correction and certification of hospital data through fourth quarter 2013.

Data Submission – Electronic

• Enrollment Form for a Submitter ID, needed for electronic file submission.
• Electronic File Submission - Testing and Production Status Information (PDF Format, 22 KB), updated March 23, 2010
• Submitting/Uploading Files, Training presentation on uploading electronic files into the THCIC system (PDF Format, 1.95 MB), updated July 26, 2012

Data Submission - Manual Data Entry

• WebClaim, Training presentation for manual data entry via THCIC system (PDF Format, 4.83 MB), updated April 25, 2013
• Inpatient Reports, Training presentation on downloading reports (FER, Hardcopy, Summary, Data Analysis) on data currently in the THCIC system (PDF Format, 1.95 MB), updated April 25, 2013

Data Correction

Hospitals are notified of errors found in data files submitted to THCIC and are responsible for correcting the errors.

• WebCorrect, Training presentation for data correction via THCIC system (PDF Format, 5.43 MB), updated April 25, 2013
• Audit List, containing audits and messages used by THCIC for auditing inpatient and outpatient data. (Excel Format, 87 KB)

Data Certification

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

• Inpatient WebCert, Training presentation for data certification for inpatient facilities via THCIC system (PDF Format, 5.82 MB), updated April 26, 2013

HELP

• Contact the 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.
• Contact THCIC by e-mail at thcichelp@dshs.state.tx.us for assistance with WebClaim, WebCorrect, and WebCert.
• Online training is available to Submitters and Providers.   The schedule is available here.

Additional Information

• 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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