59E-7.011: Definitions
59E-7.012: Inpatient Data Reporting and Audit Procedures
59E-7.013: Penalties for Hospital Inpatient Discharge Data Reporting Discrepancies
59E-7.014: Inpatient Data Format - Data Elements, Codes and Standards
59E-7.015: Public Records
59E-7.016: General Provisions
59E-7.020: Purpose of Inpatient Data Reporting
59E-7.021: Definitions
59E-7.022: Inpatient Data Reporting and Audit Procedures.
59E-7.023: Schedule for Submission of Inpatient Data and Extensions.
59E-7.024: Reporting Instructions.
59E-7.025: Certification, Audits and Resubmission Procedures.
59E-7.026: Penalties for Hospital Inpatient Discharge Data Reporting Discrepancies.
59E-7.027: Header Record.
59E-7.028: Inpatient Data Elements, Codes and Standards.
59E-7.029: Public Records.
59E-7.030: General Provisions.
59E-7.201: Submission of Comprehensive Inpatient Rehabilitation Hospital Patient Data
59E-7.202: Schedule for Submission of Patient Data and Extensions
59E-7.203: Reporting Instructions
59E-7.204: Certification Procedures
59E-7.205: Patient Data Format - Data Elements and Codes
59E-7.206: Patient Data Format - Record Layout
59E-7.207: Data Standards
59E-7.208: Notice of Potential Future Additional Data Requirements
PURPOSE AND EFFECT: The purpose of amending Chapter 59E-7, F.A.C., is to align the current data elements collected to the uniform bill for institutional facilities (UB-04), as approved by the National uniform Billing Committee (NUBC) effective October 1, 2007. Additional revision is necessary to incorporate collection of rehabilitative discharges, shorten report deadlines, define resubmission requirements, patient data release, clarifications, and conform terminology to national standards.
SUMMARY: Amending Chapter 59E-7, F.A.C., will facilitate direct data elements correlation from the UB-04 source document and therefore decrease potential errors introduced by having to re-map elements from the UB-04 to the expired UB-92 source document format. Inclusion of the rehabilitative discharge data, currently collected through a separate application, will allow a uniform collection process for all institutional data and staff resources. The rule contains report deadlines based on an outdated collection system where facility reports were submitted on mailed diskettes. Current electronic data submission applications expedite the collection process time negating the need for extended time frames. Shortened deadlines will afford quicker data availability to meet the growing demand by researchers and consumers who desire current data access on the consumer website and available for purchase.
SUMMARY OF STATEMENT OF ESTIMATED REGULATORY COSTS: No Statement of Estimated Regulatory Cost was prepared.
Any person who wishes to provide information regarding a statement of estimated regulatory costs, or provide a proposal for a lower cost regulatory alternative must do so in writing within 21 days of this notice.
SPECIFIC AUTHORITY: 408.15(8), 408.061, 408.08, 408.061(1)(e), 408.08(1)(e) FS.
LAW IMPLEMENTED: 408.061, 408.062, 408.063, 408.07, 408.08(1), (2), (3), (4), (5), 119.07(1)(a), (2)(a), 120.53(2)(a), 408.05 FS.
IF REQUESTED WITHIN 21 DAYS OF THE DATE OF THIS NOTICE, A HEARING WILL BE SCHEDULED AND ANNOUNCED IN FAW.
THE PERSON TO BE CONTACTED REGARDING THE PROPOSED RULE IS: Patrick Kennedy, Administrator at (850)922-5531
THE FULL TEXT OF THE PROPOSED RULE IS:
INPATIENT AND COMPREHENSIVE REHABILITATIVE DATA COLLECTION
59E-7.011 Definitions.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.061(1)(e), 408.15(8) FS. Law Implemented 408.061 FS. HistoryNew 12-15-96, Amended 7-11-01, Repealed 1-1-10.
59E-7.012 Inpatient Data Reporting and Audit Procedures.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.08(1)(e), 408.15(8) FS. Law Implemented 408.061, 408.08(1), (2), 408.15(11) FS. HistoryNew 12-15-96, Amended 1-4-00, 7-11-01, 7-12-05, 5-22-07, Repealed 1-1-10.
59E-7.013 Penalties for Hospital Inpatient Discharge Data Reporting Discrepancies.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.061(1)(e), 408.15(8) FS. Law Implemented 408.08(13), (16) FS. HistoryNew 12-15-96, Repealed 1-1-10.
59E-7.014 Inpatient Data Format Data Elements, Codes and Standards.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.061(1)(e), 408.15(8) FS. Law Implemented 408.061 FS. HistoryNew 12-15-96, Amended 7-11-01. 7-12-05, 5-22-07, Repealed 1-1-10.
59E-7.015 Public Records.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.061(1)(e), 408.15(8) FS. Law Implemented 119.07(1)(a), (2)(a), 408.061(8) FS. HistoryNew 12-15-96, Amended 7-12-05, Repealed 1-1-10.
59E-7.016 General Provisions.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.061(1)(e), 408.15(8) FS. Law Implemented 408.061 FS. HistoryNew 12-15-96, Amended 7-11-01, 7-12-05, Repealed 1-1-10.
59E-7.020 Purpose of Inpatient Data Reporting.
The reporting of inpatient patient data will provide a statewide integrated database that includes acute care hospitals, psychiatric hospitals, rehabilitation hospitals and long term care hospital services for the assessment of variations in utilization, disease surveillance, access to care and cost trends. The amendments appearing herein are effective with the reporting period starting January 1, 2010.
Proposed Effective Date is January 1, 2010.
Rulemaking Authority 408.15(8) FS. Law Implemented 408.061, 408.062, 408.063, 408.05, 408.07, 408.08 FS. HistoryNew 1-1-10.
59E-7.021 Definitions.
As used in Rules 59E-7.021 through 59E-7.030, F.A.C., beginning with the inpatient data reporting for the 1st quarter of the year 2010:
(1) Acute Care means inpatient general routine care provided to patients who are in an acute phase of illness, which includes the concentrated and continuous observation and care provided in the intensive care units of an institution.
(2) Comprehensive Rehabilitation means services provided in a Specialty Rehabilitation Hospital licensed under Chapter 395, F.S. or services provided in a hospital rehabilitation distinct part unit.
(3) Distinct Part Unit means a unique unit or level of care at a hospital requiring the issuance of a separate claim to a payer.
(4) E-code means a Supplementary Classification of External Causes of Injury and Poisoning, ICD-9-CM or ICD-10-CM, where environmental events, circumstances, and conditions are the cause of injury, poisoning, and other adverse effects as specified in the ICD-9-CM or ICD-10-CM manual and the conventions of coding.
(5) Executive Officer means a reporting facilitys chief executive officer, chief financial officer, chief operating officer, president, or any vice president of the hospital in charge of a principal business unit, division or function (administration or finance).
(6) Inpatient means a patient who has an admission order given by a licensed physician or other individual who has been granted admitting privileges by the hospital. Observation patients are excluded.
(7) Newborn means a baby born within the hospital or the initial admission of an infant to any hospital within 24 hours of birth. Excludes babies born in a different hospital and transferred to the reporting hospital.
(8) NPI means National Provider Identification. An NPI is a unique identification number assigned to a provider by the Centers for Medicare & Medicaid Services.
(9) NUBC means National Uniform Billing Committee. A national body that defines the data elements that are reported on the Uniform Bill UB-04 and annually publishes an Official UB-04 Data Specifications Manual.
(10) ISO 3166 The International Standard for Organization is a standardized list of country names and codes first published in 1974 and updated 2008. ISO 3166 is available at: http://www.iso.org/iso/english_country_names_and_code_elements.
Proposed Effective Date is January 1, 2010.
Rulemaking Authority 408.061(1)(e), 408.15(8) FS. Law Implemented 408.061 FS. HistoryNew 1-1-10.
Editorial note: see former rule 59E-7.011.
59E-7.022 Inpatient Data Reporting and Audit Procedures.
(1) Hospitals licensed under Chapter 395, F.S., except state-operated hospitals, in operation for all or any of the reporting periods described in subsection 59E-7.023(1), F.A.C., below, shall submit hospital inpatient discharge data to the Agency according to the provisions in Rules 59E-7.021 through 59E-7.029, F.A.C. The amendments appearing herein are effective with the report period starting January 1, 2010.
(2) Each hospital shall submit a separate report for each location per paragraph 59A-3.066(2)(i), F.A.C.
(3) All acute, intensive care, long term acute care, short term and long term psychiatric, substance abuse and comprehensive rehabilitation live discharges and deaths, including newborn live discharges and deaths, shall be reported. Submit one record per inpatient discharge, to include all newborn admissions, transfers and deaths. Patients receiving rehabilitation services while in the acute care setting (not discharged or transferred to a distinct part unit) are included in the inpatient reporting for service type 1. Report all rehabilitation services provided in either a rehabilitation hospital or in a non-acute distinct part unit in the inpatient reporting for service type 2.
(4) Upon notification by the AHCA Agency staff, all hospitals shall provide access to all required information from the medical records and billing documents underlying and documenting the hospital inpatient discharge reports submitted, as well as other inpatient related documentation deemed necessary to conduct complete inpatient data audits of hospital data, subject to the limitations as set forth in Section 408.061(1)(d), F.S. No inpatient discharge records that support inpatient discharge data are exempt from disclosure to AHCA for audit purposes.
Proposed Effective Date is January 1, 2010.
Rulemaking Authority 408.08(1)(e), 408.15(8) FS. Law Implemented 408.061, 408.062, 408.063, 408.05, 408.07, 408.08(1), (2), 408.15(11) FS. HistoryNew 1-1-10.
Editorial note: see former rule 59E-7.012.
59E-7.023 Schedule for Submission of Inpatient Data and Extensions.
(1) All hospitals reporting their inpatient discharge data shall report according to the following schedule commencing with 1st quarter data 2010.
(a) Each report submitted for the 1st quarter covering inpatient discharges occurring between January 1 and March 31, inclusive, of each year, shall be submitted no later than June 1 of the calendar year during which the discharge occurred. This is considered to be the first quarter, regardless of the hospitals fiscal year. First quarter reports must be certified by August 31 of the same calendar year.
(b) Each report submitted for the 2nd quarter covering inpatient discharges occurring between April 1 and June 30, inclusive, of each year, shall be submitted no later than September 1 of the calendar year during which the discharge occurred. This is considered to be the second quarter, regardless of the hospitals fiscal year. Second quarter reports must be certified by November 30 of the same calendar year.
(c) Each report submitted for the 3rd quarter covering inpatient discharges occurring between July 1 and September 30, inclusive, of each year, shall be submitted no later than December 1 of the calendar year during which the discharge occurred. This is considered to be the third quarter, regardless of the hospitals fiscal year. Third quarter reports must be certified by February 28 of the following calendar year.
(d) Each report submitted for the 4th quarter covering inpatient discharges occurring between October 1 and December 31, inclusive, of each year, shall be submitted no later than March 1 of the calendar year following the year in which the discharge occurred. This is considered to be the fourth quarter, regardless of the hospitals fiscal year. Fourth quarter reports must be certified by May 31 of the next calendar year.
(2) Extensions to the due dates in subsection 59E-7.023(1), F.A.C., will be granted by the Agency Administrator, Office of Data Collection and Quality Assurance Unit or the Agency designee for a maximum of 30 days from the initial submission due date in response to a written request signed by the hospitals chief executive officer or chief financial officer or authorized executive officer designee. The request must be received prior to the initial submission due date and the delay must be due to unforeseen factors beyond the control of the reporting hospital. These factors must be specified in the written request for the extension along with documentation of efforts undertaken to meet the filing requirements. Extensions shall not be granted verbally.
(3) Failure to file the report on or before the initial submission due date as specified in paragraphs 59E-7.023(1)(a)-(d), F.A.C., without an extension, and failure to correct a report which has been filed but contains errors or deficiencies by the certification deadline is punishable by fine pursuant to Rule 59E-7.026, F.A.C. The Agency shall send notification of errors or deficiencies by certified mail, electronic mail, or fax. Rejected reports must be corrected, resubmitted and certified by the certification due date.
Proposed Effective Date is January 1, 2010.
Rulemaking Authority 408.08(1)(e), 408.15(8), FS. Law Implemented 408.061, 408.062, 408.063, 408.05, 408.07, 408.08(1), (2), 408.15(11) FS. HistoryNew 1-1-10.
Editorial note: see former rule 59E-7.012.
59E-7.024 Reporting Instructions.
(1) Beginning with the inpatient data report for the 1st quarter of the year 2010, reporting facilities shall submit a zipped inpatient discharge data file by Internet according to the specifications in paragraphs (a) through (c) below unless reporting by CD-ROM is approved by the Agency in the case of extraordinary or hardship circumstances.
(a) The Internet address for the receipt of inpatient data is https://ahcaxnet.fdhc.state.fl.us/patientdata.
(b) Data submitted to the Internet address shall be electronically transmitted with the zipped inpatient data in a XML file using the Inpatient Data XML Schema available at: http://ahca.myflorida.com/xmlschemas/inppoa22.xsd. The Inpatient Data XML Schema is incorporated by reference.
(c) The data in the XML file shall contain the data elements, codes and standards required in Rules 59E-7.027, 59E-7.028, and 59E-7.030, F.A.C.
Proposed Effective Date is January 1, 2010.
Rulemaking Authority 408.08(1)(e), 408.15(8) FS. Law Implemented 408.061, 408.062, 408.063, 408.05, 408.07, 408.08(1), (2), 408.15(11) FS. HistoryNew 1-1-10.
Editorial note: see former rule 59E-7.012.
59E-7.025 Certification, Audits and Resubmission Procedures.
(1) All hospitals submitting data in compliance with Rules 59E-7.021 through 59E-7.030, F.A.C., shall certify that the data submitted for each quarter is accurate, complete and verifiable using Certification Form for Inpatient Discharge Data, AHCA Form 4200-002, dated 10/93 and incorporated by reference. The completed Certification Form for Inpatient Discharge Data shall be submitted to the Agency for Health Care Administration, 2727 Mahan Drive, MS #16, Tallahassee, Florida 32308, Attention: Florida Center for Health Information and Policy Analysis or by facsimile to the Agencys office, or a scanned certification submitted by electronic mail.
(2) Beginning with the inpatient data reporting for the 1st quarter of the year 2010, hospitals whose data is not certified within five (5) calendar months following the last day of the reporting quarter shall be subject to penalties pursuant to Rule 59E-7.026, F.A.C. Extensions to this five (5) month period may be granted by the Agency Administrator, Office of Data Collection and Quality Assurance Unit or the Agency designee for a maximum of 30 days following the certification due date in response to a written request signed by the hospitals chief executive officer, chief financial officer, or authorized executive officer designee. A facility will not be penalized for delays caused by AHCA which is documented by the reporting facility to include on-line reporting system downtime or delays in receipt of reports from AHCA.
(3) Changes or corrections to certified hospital data will be accepted from hospitals to improve their data quality for a period of eighteen (18) months following the initial submission due date. The Administrator, Office of Data Collection and Quality Assurance, or Agency designee, may grant approval for resubmitting previously certified data in response to a written request signed by the hospitals chief executive officer or chief financial officer, or authorized executive officer designee. The written request must specify the reason for the corrections or changes, explain the cause contributing to the inaccurate reporting, describe a corrective action plan to prevent future errors, the total number of records affected by quarters and years, the data type and the date that the replacement file will be submitted to the Agency. Any changes to a hospitals data after this eighteen-month period shall be subject to penalties pursuant to Rule 59E-7.026, F.A.C. Resubmission of previously certified data must be certified within thirty (30) days following receipt of the data file from the facility.
Proposed Effective Date is January 1, 2010.
Rulemaking Authority 408.08(1)(e), 408.15(8) FS. Law Implemented 408.061, 408.062, 408.063, 408.05, 408.07, 408.08(1),(2), 408.15(11) 408.08(1), (2) FS. HistoryNew 1-1-10.
Editorial note: see former rule 59E-7.012.
59E-7.026 Penalties for Hospital Inpatient Discharge Data Reporting Discrepancies.
(1) For purposes of this rule, a report or other information is incomplete when it does not contain all data required by the Agency in this rule and in forms incorporated by reference or when it contains inaccurate data. The Agency shall to the extent practical, apply the same audit standards and use the same audit procedures for all hospitals or audit a random sample of hospitals. The Agency will notify each hospital of any possible errors discovered by audit and request that the hospital either correct the data or verify that the data is complete and correct. A report or other information is false if done or made with the knowledge of the preparer or an administrator that it contains information or data which is not true or accurate.
(2) A hospital which refuses to file, fails to timely file, or files false or incomplete reports or other information required to be filed under the provisions of Section 408.08, F.S., other Florida Law, or rules adopted thereunder, shall be subject to administrative fines. Failure to comply with reporting requirements will also result in the referral of a hospital to the Agencys Bureau of Health Facility Regulation.
(3) Notifications will be sent to reporting facilities who do not submit their data file by the initial due date as specified in Rule 59E-7.023, F.A.C.
(4) The penalty period will begin on the first calendar day following the initial due date and the first calendar day following the certification due date for purposes of penalty assessments.
(5) Any hospital which is delinquent for a certification deadline as specified in Rule 59E-7.023 F.A.C., shall be subject to a fine of $100 per day of violation for the first violation, $350 per day of violation for the second violation, and $1,000 per day of violation for the third and all subsequent violations. Violations will be considered those activities which necessitate the issuance of an administrative complaint by the Agency unless the administrative complaint is withdrawn or final order dismissing the administrative complaint is entered. All fines are to be fixed, imposed, and collected by the Agency. Any hospital which files false information to the Agency shall be subject to a fine of $1,000 per day, in addition to any other fine imposed hereunder. The fine shall be fixed, imposed and collected by the Agency.
Proposed Effective Date is January 1, 2010.
Rulemaking Authority 408.061(1)(e), 408.15(8) FS. Law Implemented 408.08(2)(3)(4)(5) FS. HistoryNew 1-1-10.
Editorial note: see former rule 59E-7.013.
59E-7.027 Header Record.
Beginning with the inpatient data reporting for the 1st quarter of the year 2010, the first record in the data file shall be a header record containing the information described below.
(1) Transaction Code. Enter Q for a calendar quarter report. A required field.
(2) Report Year. Enter the year of the data in the format YYYY where YYYY represents the year in four (4) digits. A required field.
(3) Report Quarter. Enter the quarter of the data, 1, 2, 3 or 4, where 1 corresponds to the first quarter of the calendar year, 2 corresponds to the second quarter of the calendar year, 3 corresponds to the third quarter of the calendar year, and 4 corresponds to the fourth quarter of the calendar year. A required field.
(4) Data Type. Enter PD10-2 for Inpatient Data. A required field.
(5) Submission Type. Enter I or R where I indicates an initial submission of a data file or resubmission of a data file prior to certification, R indicates a replacement submission of previously certified inpatient data where resubmission has been requested or authorized by the Agency. A required field.
(6) Processing Date. Enter the date that the data file was created in the format YYYY-MM-DD where MM represents numbered months of the year from 01 to 12, DD represents numbered days of the month from 01 to 31, and YYYY represents the year in four (4) digits. A required field.
(7) AHCA Facility Number. Enter the identification number of the facility as assigned by AHCA for reporting purposes. A valid identification number must contain at least eight (8) digits and no more than ten (10) digits. A required field.
(8) Medicare Number. Enter the Medicare number of the facility as assigned by Centers for Medicare & Medicaid Services (CMS). A valid identification number must contain seven (7) numeric digits. A required field.
(9) Organization Name. Enter the name of the hospital from which the patient was discharged, and which is responsible for reporting the data. All questions regarding data accuracy and integrity will be referred to this entity. Up to a forty-character field. A required field.
(10) Contact Person Name. Enter the name of the contact person for the hospital. Submit name in the Last, First format. Up to a twenty-five-character field. A required field.
(11) Contact Phone Number. The area code, business telephone number, and if applicable, extension for the contact person. Enter the contact persons telephone number in the numeric format (AAA)XXXXXXXEEEE where AAA is the area code, XXXXXXX represents the seven (7) digit phone number and EEEE represents the extension. Zero fill if no extension. A required field.
(12) Contact Person E-Mail Address. Enter the e-mail address of the contact person.
(13) Contact Person Street or P. O. Box Address. Enter the street or post office box address of the contact persons mailing address. Up to a forty-character field. A required field.
(14) Mailing Address City. Enter the city of the contact persons address. Up to a twenty-five character field. A required field.
(15) Mailing Address State. Enter the state of the contact persons address using the U.S. Postal Service state abbreviation in the format XX. Use the abbreviation FL for Florida. A required field.
(16) Mailing Address Zip Code. Enter the numeric zip code of the contact persons address in the format XXXXX-XXXX.
Proposed Effective Date is January 1, 2010.
Rulemaking Authority 408.061(1)(e), 408.15(8) FS. Law Implemented 408.061, 408.05, 408.062, 408.063, 408.07 FS. History New 1-1-10.
Editorial note: see former rule 59E-7.014.
59E-7.028 Inpatient Data Elements, Codes and Standards.
Beginning with the inpatient data reporting for the 1st quarter of the year 2010, all hospitals submitting data in compliance with Rules 59E-7.021 through 59E-7.030, F.A.C., shall report the required data elements and data element codes listed below as stipulated by the Agency and described in the National Uniform Billing Committee Official UB-04 Data Specifications Manual.
(1) AHCA Facility Number. Enter the identification number of the hospital as assigned by AHCA for reporting purposes. A valid identification number must contain at least eight (8) digits and no more than ten (10) digits. A required field.
(2) Patient Control Number. An alpha-numeric code containing standard letters or numbers assigned by the facility as a unique identifier for each record submitted in the reporting period to facilitate retrieval of the individuals account of services (accounts receivable) containing the financial billing records and any postings of payment. Up to twenty four (24) characters. Duplicate patient control numbers are not permitted. A required field. The hospital must maintain a key list to locate actual records upon request by AHCA.
(3) Medical or Health Record Number. An alpha-numeric code assigned to the patients medical or health record by the facility. The medical or health record number references a file that contains the history of treatment. It should not be substituted for the Patient Control Number. Up to twenty four (24) characters. A required field.
(4) Patient Social Security Number. The social security number (SSN) of the patient. The SSN is a nine (9) digit number issued by the Social Security Administration used to facilitate retrieval of individual case records, track multiple patient discharges and for medical research. Reporting 777777777 is acceptable for those patients where efforts to obtain the SSN have been unsuccessful or the patient is under two (2) years of age and does not have a SSN or for patients who are non-U.S. citizens who have not been issued SSNs. If only the last four digits of a patients SSN are known, report 77777XXXX where XXXX represent the last known four digits of the patient SSN. A required entry.
(5) Patient Ethnicity. Self-designated by the patient or patients parent or guardian. Use Unknown where efforts to obtain the information from the patient or from the patients parent or guardian have been unsuccessful. The patients ethnic background shall be reported as one choice from the following list of alternatives. A required entry. Must be a two (2) digit code as follows:
a. E1 = Hispanic or Latino. A person of Mexican, Puerto Rican, Cuban, Central or South American or other Spanish culture or origin, regardless of race.
b. E2 = Non-Hispanic or Latino. A person not of any Spanish culture or origin.
c. E7 = Unknown.
(6) Patient Race. Self-designated by the patient, patients parent or guardian. Use Unknown where efforts to obtain the information from the patient or from the patients parent or guardian have been unsuccessful. The patients racial background shall be reported as one choice from the following list of alternatives. A required entry. Must be a one (1) digit code as follows:
(a) 1 American Indian or Alaska Native. A person having origins in any of the original peoples of North and South America (including Central America), and who maintains cultural identification through tribal affiliation or community recognition.
(b) 2 Asian. A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent. This area includes, for example, Cambodia, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
(c) 3 Black or African American. A person having origins in any of the black racial groups of Africa.
(d) 4 Native Hawaiian or other Pacific Islander. A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
(e) 5 White. A person having origins in any of the original peoples of Europe, North Africa, or the Middle East.
(f) 6 Other. Any other possible options not covered in the above categories, including a patient who has more than one race.
(g) 7 Unknown. Use if the patient refuses or fails to disclose.
(7) Patient Birth Date. The date of birth of the patient. A ten (10) character field in the format YYYY-MM-DD where MM represents the numbered months of the year from 01 to 12, DD represents numbered days of the month from 01 to 31, and YYYY represents the year in four (4) digits. Unknown birthdates should use the default of 1880-01-01. A birth date after the discharge date is not permitted. A required entry.
(8) Patient Sex. The patient sex at the time of admission. A required entry. Must be a one (1) alpha character in upper case as follows:
1. M Male
2. F Female
3. U Unknown Use where efforts to obtain the information have been unsuccessful or where the patients sex cannot be determined due to a medical condition.
(9) Patient Zip Code. The numeric five (5) digit United States Postal Service ZIP Code of the patients address. Use 00009 for foreign residences. Use 00007 for homeless patients. Use 00000 where efforts to obtain the information have been unsuccessful. A required entry.
(10) Patient Country Code. The country code of residence. A two (2) digit upper case alpha code from the International Standard for Organization country code list, ISO 3166 or latest release. A required entry. Use 99 where the country of residence is unknown or where efforts to obtain the information have been unsuccessful.
(11) Type of Service Code. A code designating the type of discharges as either acute inpatient, long term care, short term and long term psychiatric, or comprehensive rehabilitation. A required entry. Must be a one digit code as follows:
(a) 1 Inpatient, as described in Rule 59E-7.022, F.A.C.
(b) 2 Comprehensive Rehabilitation, as described in paragraph 59E-7.021(2), F.A.C.
(12) Priority of Admission. The scheduling priority of the initial admission. A required entry. Must be a one (1) digit code as follows:
(a) 1 Emergency. The patient requires immediate medical intervention as a result of severe, life-threatening or potentially disabling conditions.
(b) 2 Urgent. The patient requires attention for the care and treatment of a physical or mental disorder.
(c) 3 Elective. The patients condition permits adequate time to schedule the services.
(d) 4 Newborn. A baby born within the facility or the initial admission of an extramural birth infant to an acute care facility within 24 hours of birth, as described in subsection 59E-7.021(7), F.A.C. Use of this code requires the use of a special Point of Origin for Admission code.
(e) 5 Trauma. A patient treated as a trauma patient with or without trauma activation at a State of Florida designated trauma center.
(13) Source or Point of Origin for Admission. Must be a one (1) character alpha code or two (2) digit numeric code indicating the direct source of patient origin for the admission or visit. Codes 10 or 13 are to be used only for newborn admissions. A required entry. Alpha characters must use upper case.
(a) 01 Non-health care facility source of origin. The patient was admitted to this facility upon an order of a physician. Includes a patient coming from home, physician office or workplace.
(b) 02 Clinic. The patient was admitted to this facility as a transfer or referral from a freestanding or non-freestanding clinic.
(c) 04 Transfer from a hospital. The patient was admitted to this facility as a transfer from an acute care facility where the patient was an inpatient. Transfer must be from a different hospital. Excludes transfers from hospital inpatients in the same facility.
(d) 05 Transfer from a Skilled Nursing Facility (SNF) or Intermediate Care Facility (ICF). The patient was admitted to this facility from a SNF or ICF where the patient was a resident.
(e) 06 Transfer from another health care facility. The patient was admitted to this facility as a transfer from another type of health care facility not defined elsewhere in this code list.
(f) 07 Emergency Room. The patient was admitted to this facility after receiving services in this facilitys emergency department. Excludes patients who came to the emergency room from another health care facility.
(g) 08 Court/Law Enforcement. The patient was admitted upon the direction of a court of law, or upon the request of a law enforcement Agency representative. Includes transfers from incarceration facilities.
(h) 09 Information Not Available. The means by which the patient was admitted to this hospital is not known.
(i) D Transfer from one distinct unit of the hospital to another distinct unit of the same hospital resulting in a separate claim. The patient was admitted to this facility as a transfer from hospital inpatient within this hospital resulting in a separate claim to the payer. For purposes of this code, Distinct Unit is defined as a unique unit or level of care at the hospital requiring the issuance of a separate claim to the payer.
(j) E Transfer from an Ambulatory Surgery Center.
(k) F Transfer from a hospice facility and under a hospice plan of care or enrolled in a hospice program.
Codes required for newborn admissions (Priority of Admission=4):
(l) 10 Born inside this hospital.
(m) 13 Born outside this hospital.
(14) Admission Date. The date the patient was admitted to the initial reporting facility. A ten (10) character field in the format YYYY-MM-DD where MM represents the numbered months of the year from 01 to 12, DD represents numbered days of the month from 01 to 31, and YYYY represents the year in four (4) digits. Admission date must equal or precede the discharge date. A required entry.
(15) Inpatient Admission Time. The hour on a 24-hour clock during which the patients initial inpatient admission to the hospital occurred. A required entry. Use 99 where efforts to obtain the information have been unsuccessful. Must be two digits as follows:
AM HOURS
1. 00 12:00 midnight to 12:59:59
2. 01 01:00 to 01:59:59
3. 02 02:00 to 02:59:59
4. 03 03:00 to 03:59:59
5. 04 04:00 to 04:59:59
6. 05 05:00 to 05:59:59
7. 06 06:00 to 06:59:59
8. 07 07:00 to 07:59:59
9. 08 08:00 to 08:59:59
10. 09 09:00 to 09:59:59
11. 10 10:00 to 10:59:59
12. 11 11:00 to 11:59:59
PM HOURS
13. 12 12:00 noon to 12:59:59
14. 13 01:00 to 01:59:59
15. 14 02:00 to 02:59:59
16. 15 03:00 to 03:59:59
17. 16 04:00 to 04:59:59
18. 17 05:00 to 05:59:59
19. 18 06:00 to 06:59:59
20. 19 07:00 to 07:59:59
21. 20 08:00 to 08:59:59
22. 21 09:00 to 09:59:59
23. 22 10:00 to 10:59:59
24. 23 11:00 to 11:59:59
25. 99 Unknown
(16) Discharge Date. The date the patient was discharged from the reporting facility. A ten (10) character field in the format YYYY-MM-DD where MM represents the numbered months of the year from 01 to 12, DD represents numbered days of the month from 01 to 31, and YYYY represents the year in four (4) digits. Discharge date must equal or follow the admission date, and discharge date must occur within the reporting period as shown on the header record. A required entry.
(17) Discharge Time. The hour on a 24-hour clock in which the patient was discharged from the discharging hospital. A required entry. Use 99 where efforts to obtain the information have been unsuccessful. Must be two digits as follows:
1. 00 12:00 midnight to 12:59:59
2. 01 01:00 to 01:59:59
3. 02 02:00 to 02:59:59
4. 03 03:00 to 03:59:59
5. 04 04:00 to 04:59:59
6. 05 05:00 to 05:59:59
7. 06 06:00 to 06:59:59
8. 07 07:00 to 07:59:59
9. 08 08:00 to 08:59:59
10. 09 09:00 to 09:59:59
11. 10 10:00 to 10:59:59
12. 11 11:00 to 11:59:59
PM HOURS
13. 12 12:00 noon to 12:59:59
14. 13 01:00 to 01:59:59
15. 14 02:00 to 02:59:59
16. 15 03:00 to 03:59:59
17. 16 04:00 to 04:59:59
18. 17 05:00 to 05:59:59
19. 18 06:00 to 06:59:59
20. 19 07:00 to 07:59:59
21. 20 08:00 to 08:59:59
22. 21 09:00 to 09:59:59
23. 22 10:00 to 10:59:59
24. 23 11:00 to 11:59:59
25. 99 Unknown
(18) Patient Discharge Status. Patient disposition at discharge. A required entry. Must be a two (2) digit code as follows:
(a) 01 Discharged to home or self-care (routine discharge).
(b) 02 Discharged or transferred to a short-term general hospital for inpatient care.
(c) 03 Discharged or transferred to a skilled nursing facility with Medicare certification in anticipation of skilled care.
(d) 04 Discharged or transferred to an intermediate care facility.
(e) 05 Discharged or transferred to a designated cancer center or Childrens Hospital.
(f) 06 Discharged or transferred to home under care of home health care organization service in anticipation of skilled care.
(g) 07 Left the hospital against medical advice (AMA) or discontinued care.
(h) 20 Expired.
(i) 50 Hospice-Home.
(j) 51 Hospice Medical Facility (Certified) providing hospice level of care.
(k) 62 Discharged or transferred to an Inpatient Rehabilitation Facility (IRF) including rehabilitation distinct part units of a hospital.
(l) 63 Discharged or transferred to a Medicare certified long term care hospital.
(m) 64 Discharged or transferred to a Nursing Facility certified under Medicaid but not certified under Medicare.
(n) 65 Discharged or transferred to a psychiatric hospital including psychiatric distinct part units of a hospital.
(o) 66 Discharged or transferred to a Critical Access hospital.
(p) 70 Discharged or transferred to another type of health care institution not defined elsewhere in this code list.
(19) Principal Payer Code. Describes the expected primary source of reimbursement for services rendered based on the patients status at the time of reporting. A required entry. Must be a one (1) character alpha field using upper case as follows:
(a) A Medicare. Patients covered by Medicare where Centers for Medicare & Medicaid Services is the direct payer.
(b) B Medicare Managed Care. Patients covered by Medicare Advantage plans, Medicare HMO, Medicare PPO, Medicare Private Fee for Service or any other type of Medicare plan where Centers for Medicare & Medicaid Services is not the direct payer.
(c) C Medicaid. Patients covered by state administered Florida Medicaid where the payment is directly from the State of Florida Medicaid program.
(d) D Medicaid Managed Care. Patients covered by Medicaid funded capitated plans. This would include any program where the patient is enrolled in the Medicaid program but the payment is not directly from the state of Florida Medicaid program. This designation is to be used regardless of whether the hospital has a contract with that plan.
(e) E Commercial Health Insurance. Patients covered by any type of private coverage, including HMO, PPO, self-insured plans.
(f) H Workers Compensation. Patients covered by any type of workers compensation plan, including self insured plans, managed care plans or the State of Florida sponsored workers compensation plan.
(g) I TriCare or Other Federal Government. Patients covered by any federal government program for active and retired military and their families, Black Lung, Section 1011, the Federal Prison System, or any other federal program.
(h) J VA. Patients covered by the Veterans Administration.
(i) K Other State/Local Government. Patients covered by a state program or local government that does not fall into any of the payer categories listed. This would include those covered by the Florida Department of Corrections or any county or local corrections department, patients covered by county or local government indigent care programs if the reimbursement is at the patient level; any out-of-state Medicaid programs and county health departments or clinics.
(j) L Self Pay. Patients with no insurance coverage.
(k) M Other. This would include patients covered by any other type of payer not meeting the descriptions in paragraphs (a)-(k) above or paragraphs (m)-(n) below.
(l) N Non-Payment. Includes charity, professional courtesy, no charge, research/clinical trial, refusal to pay/bad debt, Hill Burton free care, research/donor that is known at the time of reporting.
(m) O KidCare. Includes Healthy Kids, MediKids and Childrens Medical Services.
(n) Q Commercial Liability Coverage. Patients whose health care is covered under a liability policy, such as automobile, homeowners or general business.
(20) Principal Diagnosis Code. The code representing the diagnosis established, after study, to be chiefly responsible for occasioning the admission. Principal diagnosis code must contain a valid ICD-9-CM or ICD-10-CM code for the reporting period. A diagnosis code cannot be used more than once as a principal or other diagnosis for each hospitalization reported. The code must be entered with a decimal point that is included in the valid code and without use of a zero or zeros that are not included in the valid code. A required entry. Alpha characters must be in upper case.
(21) Other Diagnosis Code (1), Other Diagnosis Code (2), Other Diagnosis Code (3), Other Diagnosis Code (4), Other Diagnosis Code (5), Other Diagnosis Code (6), Other Diagnosis Code (7), Other Diagnosis Code (8), Other Diagnosis Code (9), Other Diagnosis Code (10), Other Diagnosis Code (11), Other Diagnosis Code (12), Other Diagnosis Code (13), Other Diagnosis Code (14), Other Diagnosis Code (15), Other Diagnosis Code (16), Other Diagnosis Code (17), Other Diagnosis Code (18), Other Diagnosis Code (19), Other Diagnosis Code (20), Other Diagnosis Code (21), Other Diagnosis Code (22), Other Diagnosis Code (23), Other Diagnosis Code (24), Other Diagnosis Code (25), Other Diagnosis Code (26), Other Diagnosis Code (27), Other Diagnosis Code (28), Other Diagnosis Code (29), and Other Diagnosis Code (30). A code representing a condition that is related to the services provided during the hospitalization excluding external cause of injury codes. Report external cause of injury codes as described in subsection (61) below. No more than thirty (30) other diagnosis codes may be reported. Less than thirty (30) entries is permitted. If an Other Diagnosis Code is reported, a valid Principal Diagnosis code must be reported. Must contain a valid ICD-9-CM code or valid ICD-10-CM code for the reporting period. An Other Diagnosis Code cannot be used more than once as a principal or other diagnosis for each hospitalization reported. The code must be entered with use of a decimal point that is included in the valid code and without use of a zero or zeros that are not included in the valid code. Alpha characters must be in upper case.
(22) Present on Admission Indicator for Principal Diagnosis Code, Present on Admission for Other Diagnosis Code (1), Present on Admission Indicator for Other Diagnosis Code (2), Present on Admission Indicator for Other Diagnosis Code (3), Present on Admission Indicator for Other Diagnosis Code (4), Present on Admission Indicator for Other Diagnosis Code (5), Present on Admission Indicator for Other Diagnosis Code (6), Present on Admission Indicator for Other Diagnosis Code (7), Present on Admission Indicator for Other Diagnosis Code (8), Present on Admission Indicator for Other Diagnosis Code (9), Present on Admission Indicator for Other Diagnosis Code (10), Present on Admission Indicator for Other Diagnosis Code (11), Present on Admission Indicator for Other Diagnosis Code (12), Present on Admission Indicator for Other Diagnosis Code (13), Present on Admission Indicator for Other Diagnosis Code (14), Present on Admission Indicator for Other Diagnosis Code (15), Present on Admission Indicator for Other Diagnosis Code (16), Present on Admission Indicator for Other Diagnosis Code (17), Present on Admission Indicator for Other Diagnosis Code (18), Present on Admission Indicator for Other Diagnosis Code (19), Present on Admission Indicator for Other Diagnosis Code (20), Present on Admission Indicator for Other Diagnosis Code (21), Present on Admission Indicator for Other Diagnosis Code (22), Present on Admission Indicator for Other Diagnosis Code (23), Present on Admission Indicator for Other Diagnosis Code (24), Present on Admission Indicator for Other Diagnosis Code (25), Present on Admission Indicator for Other Diagnosis Code (26), Present on Admission Indicator for Other Diagnosis Code (27), Present on Admission Indicator for Other Diagnosis Code (28), Present on Admission Indicator for Other Diagnosis Code (29), Present on Admission Indicator for Other Diagnosis Code (30), Present on Admission Indicator for External Cause of Injury Code (1), Present on Admission Indicator for External Cause of Injury Code (2), and Present on Admission Indicator for External Cause of Injury Code (3). A code differentiating whether the condition represented by the corresponding Principal Diagnosis Code (20), Other Diagnosis Code (21), (1) through (30), and External Cause of Injury Code (61), (1) through (3), was present on admission or whether the condition developed after admission as determined by the physician, medical record or nature of the condition. A required entry. Present on Admission Indicator must be a one (1) character alpha-numeric upper case code as follows:
1. Y Yes. Present at the time that the order for inpatient admission occurs.
2. N No. Not present at the time that the order for inpatient admission occurs.
3. U Unknown. Documentation is insufficient to determine if condition is present on admission.
4. W Clinically Undetermined. Provider is unable to clinically determine whether condition was present on admission or not.
5. 1 Exempt. A condition that is included on the current Centers for Medicare & Medicaid Services ICD-CM Exempt from Reporting list.
(23) Principal Procedure Code. The code representing the procedure most related to the principal diagnosis. No entry is permitted consistent with the records of the reporting entity. Must contain a valid ICD-9-CM or ICD-10-CM procedure code for the reporting period. If a principal procedure date is reported, a valid principal procedure code must be reported. The code must be entered with use of a decimal point that is included in the valid code and without use of a zero or zeros that are not included in the valid code.
(24) Principal Procedure Date. The date when the principal procedure was performed. If a principal procedure is reported, a principal procedure date must be reported. No entry is permitted if no principal procedure is reported. A ten (10)-character field in the format YYYY-MM-DD where MM represents the numbered months of the year from 01 to 12, DD represents numbered days of the month from 01 to 31, and YYYY represents the year in four (4) digits. The principal procedure date must be less than four (4) days prior to the admission date and not later than the discharge date.
(25) Other Procedure Code (1), Other Procedure Code (2), Other Procedure Code (3), Other Procedure Code (4), Other Procedure Code (5), Other Procedure Code (6), Other Procedure Code (7), Other Procedure Code (8), Other Procedure Code (9), Other Procedure Code (10), Other Procedure Code (11), Other Procedure Code (12), Other Procedure Code (13), Other Procedure Code (14), Other Procedure Code (15), Other Procedure Code (16), Other Procedure Code (17), Other Procedure Code (18), Other Procedure Code (19), Other Procedure Code (20), Other Procedure Code (21), Other Procedure Code (22), Other Procedure Code (23), Other Procedure Code (24), Other Procedure Code (25), Other Procedure Code (26), Other Procedure Code (27), Other Procedure Code (28), Other Procedure Code (29) and Other Procedure Code (30). A code representing a procedure provided during the hospitalization. If a principal procedure is not reported, an Other Procedure Code must not be reported. No more than thirty (30) other procedure codes may be reported. Less than thirty (30) or no entry is permitted. Must be a valid ICD-9-CM or ICD-10-CM procedure code for the reporting period. The code must be entered with use of a decimal point that is included in the valid code and without use of a zero or zeros that are not included in the valid code.
(26) Other Procedure Code Date (1), Other Procedure Code Date (2), Other Procedure Code Date (3), Other Procedure Code Date (4), Other Procedure Code Date (5), Other Procedure Code Date (6), Other Procedure Code Date (7), Other Procedure Code Date (8), Other Procedure Code Date (9), Other Procedure Code Date (10), Other Procedure Code Date (11), Other Procedure Code Date (12), Other Procedure Code Date (13), Other Procedure Code Date (14), Other Procedure Code Date (15), Other Procedure Code Date (16), Other Procedure Code Date (17), Other Procedure Code Date (18), Other Procedure Code Date (19), Other Procedure Code Date (20), Other Procedure Code Date (21), Other Procedure Code Date (22), Other Procedure Code Date (23), Other Procedure Code Date (24), Other Procedure Code Date (25), Other Procedure Code Date (26), Other Procedure Code Date (27), Other Procedure Code Date (28), Other Procedure Code Date (29) and Other Procedure Code Date (30). The date when the procedure was performed. A required entry if a corresponding procedure code (26), (1) through (30) is reported. A ten (10) character field in the format YYYY-MM-DD where MM represents the numbered months of the year from 01 to 12, DD represents numbered days of the month from 01 to 31, and YYYY represents the year in four (4) digits. The procedure date must be less than four (4) days prior to the admission date and not later than the discharge date.
(27) Attending Practitioner Identification Number. The Florida license number of the medical doctor, osteopathic physician, dentist, podiatrist, chiropractor or advanced registered nurse practitioner who had primary responsibility for the patients medical care and treatment or who certified as to the medical necessity of the services rendered. For military physicians not licensed in Florida, use US999999999. An alpha-numeric field of up to eleven characters. A required entry. Alpha characters must be in upper case.
(28) Attending Practitioner National Provider Identification (NPI). An unique ten (10) character identification number assigned to a provider. A required entry for providers in the US or its territories and providers not in the US or its territories upon mandated HIPAA NPI implementation date. For military physicians, medical residents, or individuals not required to obtain a NPI number, use 9999999999.
(29) Operating or Performing Practitioner Identification Number. The Florida license number of the medical doctor, osteopathic physician, dentist, podiatrist, chiropractor or advanced registered nurse practitioner who had primary responsibility for the principal procedure performed. The operating or performing practitioner may be the attending practitioner. For military physicians not licensed in Florida, use US999999999. No entry is permitted if no principal procedure is reported. Alpha characters must be in upper case.
(30) Operating or Performing Practitioner National Provider Identification (NPI). An unique ten (10) character identification number assigned to a provider who had primary responsibility for the Principal Procedure. A required identification number for providers in the US or its territories and providers not in US or its territories upon mandated HIPAA NPI implementation date For military physicians, medical residents, or individuals not required to obtain a NPI number, use 9999999999. No entry is permitted if no principal procedure is reported.
(31) Other Operating or Performing Practitioner Identification Number. The Florida license number of a medical doctor, osteopathic physician, dentist, podiatrist, chiropractor or advanced registered nurse practitioner who assisted the operating or performing practitioner or performed a secondary procedure. The other operating or performing practitioner must not be reported as the operating or performing practitioner. The other operating or performing practitioner may be the attending practitioner. For military physicians not licensed in Florida, use US999999999. No entry is permitted consistent with the records of the reporting entity.
(32) Other Operating or Performing Practitioner National Provider Identification (NPI). An unique ten (10) character identification number assigned to a provider who had primary responsibility for the Principal Procedure. A required identification number for providers in the US or its territories and providers not in US or its territories upon mandated HIPAA NPI implementation date. For military physicians, medical residents, or individuals not required to obtain a NPI number, use 9999999999. No entry is permitted if no principal procedure is reported.
(33) Room and Board Charges. Routine service charges incurred for accommodations. Report charges for revenue codes 11X through 16X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no Room and Board Charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(34) Nursery Level I Charges. Accommodation charges for well-baby care services which include sub-ventilation care, intravenous feedings and gavage to neonates. Report charges for revenue code 170 and 171, as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no Nursery Charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(35) Nursery Level II Charges. Accommodation charges for services which include provision of ventilator services. Report charges for revenue code 172 as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no Level II Nursery Charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(36) Nursery Level III Charges. Accommodation charges for services which include continuos cardiopulmonary support services, complex pediatric surgery, neonatal cardiovascular surgery, pediatric neurology and neurosurgery, and pediatric cardiac catheterization. Report charges for revenue code 173 (Level III) as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no Level III Nursery Charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(37) Intensive Care Charges. Routine service charges for medical or surgical care provided to patients who require a more intensive level of care than is rendered in the general medical or surgical unit. Exclude neonatal intensive care charges reported as a Level III Nursery Charge. Report charges for revenue code 20X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no intensive care charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(38) Coronary Care Charges. Routine service charges for medical care provided to patients with coronary illness who require a more intensive level of care than is rendered in the general medical unit. Report charges for revenue code 21X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no coronary care charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(39) Pharmacy Charges. Charges for medication. Report charges for revenue codes 25X and 63X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no pharmacy charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(40) Medical and Surgical Supply Charges. Charges for supply items required for patient care. Report charges for revenue codes 27X and 62X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no medical and surgical supply charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(41) Laboratory Charges. Charges for the performance of diagnostic and routine clinical laboratory tests and for diagnostic and routine tests in tissues and culture. Report charges for revenue codes 30X and 31X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no laboratory charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(42) Radiology or Other Imaging Charges. Charges for the performance of diagnostic and therapeutic radiology services including computed tomography, mammography, magnetic resonance imaging, nuclear medicine, and chemotherapy administration of radioactive substances. Report charges for revenue codes 32X through 35X, 40X and 61X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no radiology or other imaging charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(43) Cardiology Charges. Facility charges for cardiac procedures rendered such as, but not limited to, heart catheterization or coronary angiography. Report charges for revenue code 48X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no cardiology charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(44) Respiratory Services or Pulmonary Function Charges. Charges for administration of oxygen, other inhalation services, and tests that evaluate the patients respiratory capacities. Report charges for revenue codes 41X and 46X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no respiratory service or pulmonary function charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(45) Operating Room Charges. Charges for the use of the operating room. Report charges for revenue code 36X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no operating room charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(46) Anesthesia Charges. Charges for anesthesia services by the facility. Report charges for revenue code 37X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no anesthesia charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(47) Recovery Room Charges. Charges for the use of the recovery room. Report charges for revenue code 71X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no recovery room charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(48) Labor Room Charges. Charges for labor and delivery room services. Report charges for revenue code 72X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no labor room charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(49) Emergency Room Charges. Charges for medical examinations and emergency treatment. Report charges for revenue code 45X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no emergency room charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(50) Trauma Response Charges. Charges for a trauma team activation at a State of Florida licensed trauma center. Report charges for revenue code 68X used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no trauma response charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(51) Treatment or Observation Room Charges. Charges for use of a treatment room or for the room charge associated with observation services. Report charges for revenue code 76X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no treatment or observation room charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(52) Behavioral Health Charges. Charges for behavioral health treatment and services. Report charges for revenue codes 90X though 91X and 100X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(53) Oncology. Charges for treatment of tumors and related diseases. Excludes therapeutic radiology services reported in radiology and other imaging services in paragraph (42). Report charges for revenue code 28X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no oncology charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(54) Physical Therapy Charges. Charges for physical therapy in revenue codes 42X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(55) Occupational Therapy Charges. Charges for occupational therapy for revenue code 43X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(56) Speech Therapy or Language Pathology Charges. Charges for speech therapy or language pathology therapy for revenue code 44X as used in the UB-04. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(57) Other Charges. Other facility charges not included in paragraphs (33) to (56) above. Include charges that are not reflected in any of the preceding specific revenue accounts in the UB-04. DO NOT include charges from revenue codes 96X, 97X, 98X, or 99X in the UB-04 for professional fees and personal convenience items. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Report zero (0) if there are no other charges. Negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(58) Total Gross Charges. The total of undiscounted charges for services rendered by the hospital. Include charges for services rendered by the hospital excluding professional fees. The sum of all charges reported above in paragraphs (33) through (57) must equal total charges, plus or minus thirteen (13) dollars. Report in dollars rounded to the nearest whole dollar, without dollar signs or commas, excluding cents. Zero (0) or negative amounts are not permitted unless verified separately by the reporting entity. A required entry.
(59) Infant Linkage Identifier. The social security number of the patients birth mother where the patient is less than two (2) years of age. A nine (9) digit field to facilitate retrieval of individual case records, to be used to link infant and mother records, and for medical research. Reporting 777777777 for the mothers SSN is acceptable for those patients where efforts to obtain the mothers SSN have been unsuccessful or the mother is known to be from a country other than the United States. Infants in the custody of the State of Florida or adoptions, use 333333333 if the birth mothers SSN is not available. A required field for patients whose age is less than two (2) years of age at admission. No entry is permitted if the patient is two (2) years of age or older. A required entry.
(60) Admitting Diagnosis. The diagnosis provided by the admitting physician at the time of admission which describes the patients condition upon admission or purpose of admission. Must contain a valid ICD-9-CM code or valid ICD-10-CM code for the reporting period. The code must be entered with use of a decimal point that is included in the valid code and without use of a zero or zeros that are not included in the valid code. A required entry. Alpha characters must be in upper case.
(61) External Cause of Injury Code (1), External Cause of Injury Code (2) and External Cause of Injury Code (3). A code representing circumstances or conditions as the cause of the injury, poisoning, or other adverse effects recorded as a diagnosis. Assign appropriate E-codes for all initial encounters or treatments, but not for subsequent occurences. A Place of Occurence E-code (E849.X) should be included to describe where the event occurred if documented in the patient medical history. No more than three (3) external cause of injury codes may be reported. Must be a valid ICD-9-CM or ICD-10-CM cause of injury code for the reporting period. An external cause of injury code cannot be used more than once for each hospitalization reported. The code must be entered with use of a decimal point that is included in the valid code and without use of a zero or zeros that are not included in the valid code. Alpha characters must be in upper case.
(62) Emergency Date of Arrival. The date the patient registered in the Emergency Department if the visit results in an inpatient admission to the reporting facility. A ten (10) character field in the format YYYY-MM-DD where MM represents the numbered months of the year from 01 to 12, DD represents numbered days of the month from 01 to 31, and YYYY represents the year in four (4) digits. Admission date must equal or precede the discharge date. Use 0000-00-00 for patients not admitted through the Emergency Department. A required entry.
(63) Emergency Department Hour of Arrival. The hour on a 24-hour clock during which the patients registration in the emergency department occurred. A required entry. Use 99 where the patient was not admitted through the emergency department or where efforts to obtain the information have been unsuccessful. Must be two (2) digits as follows:
AM HOURS
1. 00 12:00 midnight to 12:59:59
2. 01 01:00 to 01:59:59
3. 02 02:00 to 02:59:59
4. 03 03:00 to 03:59:59
5. 04 04:00 to 04:59:59
6. 05 05:00 to 05:59:59
7. 06 06:00 to 06:59:59
8. 07 07:00 to 07:59:59
9. 08 08:00 to 08:59:59
10. 09 09:00 to 09:59:59
11. 10 10:00 to 10:59:59
12. 11 11:00 to 11:59:59
PM HOURS
13. 12 12:00 noon to 12:59:59
14. 13 01:00 to 01:59:59
15. 14 02:00 to 02:59:59
16. 15 03:00 to 03:59:59
17. 16 04:00 to 04:59:59
18. 17 05:00 to 05:59:59
19. 18 06:00 to 06:59:59
20. 19 07:00 to 07:59:59
21. 20 08:00 to 08:59:59
22. 21 09:00 to 09:59:59
23. 22 10:00 to 10:59:59
24. 23 11:00 to 11:59:59
25. 99 Unknown.
(64) TRAILER RECORD. The last record in the data file shall be a trailer record and must accompany each data set. Report only the total number of patient data records contained in the file, excluding header and trailer records. The number entered must equal the number of records processed. Do not include leading zeros.
Proposed Effective Date is January 1, 2010.
Rulemaking Authority 408.061(1)(e), 408.15(8) FS. Law Implemented 408.061, 408.07, 408.05, 408.062, 408.063 FS. History New 1-1-10.
Editorial note: see former rule 59E-7.014.
59E-7.029 Public Records.
(1) Agency records, public records under Chapter 119, F.S. (Floridas Public Records Law), are available for public inspection during normal business hours. Copies of such records may be obtained upon request and upon payment of the cost of copying.
(2) Patient-specific records collected by the Agency pursuant to Rules 59E-7.021 through 7.030, F.A.C., are exempt from disclosure pursuant to Section 408.061(7), F.S., and shall not be released unless modified to protect patient confidentiality as described in paragraph (2)(a) below and released in the manner described in paragraphs (2)(c) and (2)(d).
(a) The patient-specific record shall be modified to protect patient confidentiality as follows:
1. Patient Control Number as assigned by the facility. Substitute sequential number.
2. Patient Social Security Number. Deleted. Indicators of readmission at any Florida reporting hospital within 30 days of discharge will be substituted when available. Readmission data will not be released for any quarter until each subsequent quarter is 100 percent certified.
3. Patient Birth Date. Substitute age in years and an indicator of Age < 29 Days except for persons 100 and older, substitute age > 100 years.
4. Admission Date. Deleted. (admit month cannot be substituted)
5. Discharge Date. Substitute quarters 1-4. (discharge month cannot be substituted).
6. Principal Procedure Date. Days from admission to Principal Procedure will be substituted.
7. Other Procedure Date. Days from admission to Other Procedure will be substituted.
8. Infant Linkage ID. Deleted.
9. Medical or Health Record Number. Substitute sequential number.
10. ED Date of Arrival. Visit Time Hours (VTH) will be substituted. The VTH will calculate the number of hours spent at the ED from registration to discharge.
(b) A record linkage number shall be assigned which does not identify an individual patient and cannot reasonably be used to identify an individual patient through use of data available through the Agency for Health Care Administration, but which can be used for confidential data output for bona fide research purposes.
(c) The modified data records described in paragraph (2)(a) shall be released as a set of all records occurring in one calendar quarter based on date of discharge.
(d) The modified data described in paragraph (2)(a) shall be released in accordance with the Limited Data Set requirements of the federal Health Insurance Portability and Accountability Act and shall be made available on or after quarterly data has been certified as accurate by the hospitals as required by Section 408.061(1)(a), F.S.
(3) Aggregate reports derived from patient-specific hospital records collected pursuant to Rules 59E-7.021 through 7.030, F.A.C., are public records and shall be released as described in this rule, provided that the aggregate reports do not include the patient control number as assigned by the facility, patient social security number, record linkage number, patient birth date, admission date, discharge date, principal procedure date, other procedure date, infant linkage identifier or medical or health record number and provided the aggregate reports contain the combination of five or more records for any data disclosed.
(4) Requests for inpatient data shall be submitted by users sufficiently in advance of the desired delivery date to permit the Agency staff to respond without disruption of their duties.
Proposed Effective Date is January 1, 2010.
Rulemaking Authority 408.061(1)(e), 408.15(8) FS. Law Implemented 119.07(1)(a), (2)(a), 408.061(7) FS. HistoryNew 1-1-10.
Editorial note: see former rule 59E-7.015.
59E-7.030 General Provisions.
Hospitals submitting inpatient discharge data pursuant to the provisions contained in these rules shall be directed by the following specific general provisions for inpatient data reporting beginning 1st quarter 2010:
(1) Any inpatient who is transferred or discharged from the acute care setting into a rehabilitative care distinct part unit or free standing hospital, must be reported as a separate record from the patients acute care record. The acute care discharge record is assigned data type one (1), and the comprehensive rehabilitative therapy discharge record is assigned data type two (2).
(2) If inpatients are administratively transferred or formally discharged from the acute care setting into a distinct-part Medicare certified skilled nursing unit or to hospice care, reporting accountability ceases at the time of discharge or transfer. Patients receiving sub-acute care in these setting are excluded from inpatient reporting requirements.
(3) Observation patients are not included in the inpatient reported unless admitted to the hospital as an inpatient.
Proposed Effective Date is January 1, 2010.
Rulemaking Authority 408.061(1)(e), 408.15(8) FS. Law Implemented 408.061, 408.05, 408.062, 408.063, 408.07 FS. History New 1-1-10.
Editorial note: former rule 59E-7.016.
CHAPTER 59E-7 PART II DATA COLLECTION COMPREHENSIVE REHABILITATION
59E-7.201 Submission of Comprehensive Inpatient Rehabilitation Hospital Patient Data.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.15(8) FS. Law Implemented 408.005(2), 408.05(2)(f)-(g), 408.05(6), 408.061(1)(a)-(b), 408.061(2)-(3), 408.061(8)-(9), 408.062(1)(f), 408.063(2), 408.07, 408.072, 408.085 FS. HistoryNew 3-31-94, Repealed 1-1-10.
59E-7.202 Schedule for Submission of Patient Data and Extensions.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.15(8) FS. Law Implemented 408.005(2), 408.05(2)(f)-(g), 408.05(6), 408.061(1)(a)-(b), 408.061(2)-(3), 408.061(8)-(9), 408.062(1)(f), 408.063(2), 408.07, 408.072, 408.08(9), 408.085 FS. HistoryNew 3-31-94, Repealed 1-1-10.
59E-7.203 Reporting Instructions.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.15(8) FS. Law Implemented 408.005(2), 408.05(2)(f)-(g), 408.05(6), 408.061(1)(a)-(b), 408.061(2)-(3), 408.061(8)-(9), 408.062(1)(f), 408.063(2), 408.07, 408.072, 408.085 FS. HistoryNew 3-31-94, Repealed 1-1-10.
59E-7.204 Certification Procedures.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.15(8) FS. Law Implemented 408.005(2), 408.05(2)(f)-(g), 408.05(6), 408.061(1)(a)-(b), 408.061(2)-(3), 408.061(8)-(9), 408.062(1)(f), 408.063(2), 408.07, 408.072, 408.08(9), 408.085 FS. HistoryNew 3-31-94, Repealed 1-1-10.
59E-7.205 Patient Data Format Data Elements and Codes.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.15(8) FS. Law Implemented 408.005(2), 408.05(2)(f)-(g), 408.05(6), 408.061(1)(a)-(b), 408.061(2)-(3), 408.061(8)-(9), 408.062(1)(f), 408.063(2), 408.07, 408.072, 408.085 FS. HistoryNew 3-31-94, Repealed 1-1-10.
59E-7.206 Patient Data Format Record Layout.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.15(8) FS. Law Implemented 408.005(2), 408.05(2)(f)-(g), 408.05(6), 408.061(1)(a)-(b), 408.061(2)-(3), 408.061(8)-(9), 408.062(1)(f), 408.063(2), 408.07, 408.072, 408.085 FS. HistoryNew 3-31-94, Repealed 1-1-10.
59E-7.207 Data Standards.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.15(8) FS. Law Implemented 408.005(2), 408.05(2)(f)-(g), 408.05(6), 408.061(1)(a)-(b), 408.061(2)-(3), 408.061(8)-(9), 408.062(1)(f), 408.063(2), 408.07, 408.072, 408.085 FS. HistoryNew 3-31-94, Repealed 1-1-10.
59E-7.208 Notice of Potential Future Additional Data Requirements.
Proposed effective date of repeal is January 1, 2010.
Rulemaking Specific Authority 408.15(8) FS. Law Implemented 408.005(2), 408.05(2)(f)-(g), 408.05(6), 408.061(1)(a)-(b), 408.061(2)-(3), 408.061(8)-(9), 408.062(1)(f), 408.063(2), 408.07, 408.072, 408.085 FS. HistoryNew 3-31-94, Repealed 1-1-10.
