Current through Reg. 49, No. 38; September 20, 2024
(a) Upon receipt of an event file, DSHS shall
establish a process to determine if it satisfies minimum criteria for
processing. If it does not, DSHS shall establish a process to provide a report
to be returned to the submitter regarding the invalid event file in a format
and media that is approved for that provider and states the deficiencies. The
facility shall submit a corrected event file within 10 calendar days of
notification by DSHS or DSHS' agent. An event file does not meet minimum
standards for processing if the file structure does not conform to the
specifications in §
421.67
of this title (relating to Event Files--Records, Data Fields and
Codes).
(b) Correction of Data
Content Errors.
(1) DSHS shall establish an
audit process for all event files accepted for processing. DSHS shall notify
the facility identified from the event file in detail of all errors detected in
an event file which was received in an acceptable format as provided in §
421.67
of this title.
(2) Within 30
calendar days of receiving initial notice of errors in an event file, the
facility shall correct all event claims containing errors, add any event claims
determined to be missing from the initial event file and resubmit the corrected
and/or previously missing event claims. If the facility disagrees with any
identified error, the facility may indicate that the event claim is as accurate
as it can be or cannot be corrected. Each facility shall submit such modified
and/or additional event claims as may be required to allow the chief executive
officer or the chief executive officer's designated agent to certify the
quarterly event file as required by §
421.66
of this title (relating to Certification of Compiled Event Data). Corrections
to an event file shall be submitted on approved media and formats as specified
in §
421.64
of this title (relating to Instructions for Filing Event Files) and §
421.67
of this title unless DSHS approves another medium or format.
(3) Within 10 calendar days of receiving
corrections to an event file from a facility, DSHS shall notify the facility of
any remaining errors. The facility shall have 10 calendar days from receipt of
this notice to correct the errors noted or indicate why the data should be
deemed acceptable and complete. This process may be repeated until the data is
substantially accurate and the facility is able to certify the event file as
required by §
421.66
of this title or the deadline for submitting corrections prior to certification
is reached. Corrected data is required to be submitted on or before the
following dates for the respective quarter's discharges: Quarter 1 - August 1;
Quarter 2 - November 1; Quarter 3 - February 1; Quarter 4 - May 1. DSHS may
grant an extension to all facilities when deemed necessary.
(4) Event claims that have not been
previously submitted shall be submitted prior to the deadline for the following
quarter's data. Correction and certification of these previously missing or
additional event claims for the prior calendar quarter shall be made according
to the deadlines established for following quarter in which the data that is
scheduled to be processed as specified in §
421.63(a)
of this title (relating to the Schedule for Filing Event Files), paragraph (3)
of this subsection concerning the acceptance of event files and correction of
data content errors), and §
421.66(b) and
(d) of this title. Corrections to event
claims previously submitted or that have a statement date prior to calendar
quarter immediately before the calendar quarter being processed scheduled will
not be processed.
(c)
DSHS will document format acceptance criteria for event files. DSHS shall make
this information available to submitters and facilities.
