HCRIS PRODUCTION NOTES FOR HOSPITAL COST REPORT DATA 1. OVERVIEW 2. INTRODUCTION 3. NOTES 4. Subscripting of Lines and Columns on the Worksheet forms: 5. Cost Center Codes 6. Extracting Data for the Intensive Care Unit Lines 7. Extracting Data for Lines on Worksheet S-3, Part I 8. Extracting Data for Lines on Worksheet D-1 9. Extracting Data for Lines on Worksheet G-2 10. Files and Contents 11. NPI ADDITION 12. SET UP GUIDANCE 13. DISCLAIMER OF WARRANTY 1. OVERVIEW: CMS now stores the HCRIS cost report files in a relational database. The foremost characteristic of this database is the fact that data elements will be distributed in flat files aligned with the database table in which they reside in our database. You will be able to access the entire set of HCRIS Cost Report data that is submitted to HCRIS by a Fiscal Intermediary on behalf of a provider. The major benefit for all users is the ability to use Relational Database Technology to quickly exclude certain fields of data or perform cross-sectional analysis. The following website contains the cost reporting reimbursement manuals and electronic cost reporting specifications for provider cost reports: http://www.cms.hhs.gov/Manuals/ 2. INTRODUCTION: The CMS Form 2552-96 Hospital Cost Report data files contain cost reports with fiscal years ending on or after September 30, 1996. The data files contain the highest level of Medicare cost report status. If HCRIS has both an as submitted report and a final settled report for a hospital for a particular year, the data files will only contain the final settled report. If HCRIS has an as submitted, final settled, and reopened report for a hospital for a particular year, the data files will contain the reopened cost report. It is possible for 1 Hospital to submit 2 or more cost reports for a given year for the same cost report status. This may happen if a hospital changes its FY, or if there is a CHOW (Change of Ownership) during the year. We have also found cost reports that were sent in error with an incorrect FYB or FYE. For the most part, HCRIS trys to eliminate these incorrect submissions by contacting the FI and deleting a cost report that the FI identifies as incorrect. If you have any questions about this product, please contact the HCRIS staff via e-mail at HCRIS@cms.hhs.gov, and include the word "Hospital" in the subject line. 3. NOTES: The data included with this release includes all years (from FY 1996 through Current). To use the Hospital cost report data, you first need to determine the data that you are interested in by reviewing the cost report forms and the data specifications. You will need to know the Worksheet code, line, and column from the cost report form. For example, if you wanted to extract the number of hospital beds, you will need to determine where this information is collected in the report and use these elements as parameters to pull the data from the HOSP_RPT_NMRC table. The number of beds is collected on Worksheet S-3,Part I, Line 12, Column 1 so you would create the following condition: Worksheet Code ='S300001' Line Number ='01200' Column Number ='0100' *Note: Refer to the file named 2552-96_Worksheet_Codes.doc to determine worksheet codes. Line Numbers are 5 positions, and Column Numbers are 4 positions. 4. Subscripting of Lines and Columns on the Worksheet forms: Many lines on the worksheet forms can be subscripted. For example, the worksheet form may show line 6, but it is possible that data relating to that line could be reported on lines 00600 thru 00699. Keep that in mind when extracting data for a particular line. 5. Cost Center Codes: Refer to the file named CSTCDS.xls to understand the connection between worksheet line numbers and cost center codes and worksheet column numbers and cost center codes. The sheet named Line Codes in the CSTCDS.xls file lists the cost center codes to use for the worksheets that collect data for cost center lines. The sheet named Column Codes lists the cost center codes to use for the worksheets that collect data for cost center columns. The cost center codes are actually the line numbers for the cost center line coded worksheets which are all listed in the CSTCDS.xls file in the sheet named Line Codes. For example if you are extracting data for Worksheet A, Line 1, Column 1, you have to make sure you extract all the possible codes for Line 1. Look at the CSTCDS.xls file in the sheet named Line Codes to find the cost center codes to use for Line 1. For Line 1, extract lines/codes 00100 thru 00149. The cost center codes are the column numbers for the cost center column coded worksheets which are listed in the CSTCDS.xls file in the sheet named Column Codes. FOr example, if you are extracting data for Worksheet B, Part I, Column 1, you have to extract all the possible codes for Column 1. Look at the CSTCDS.xls file in the sheet named Column Codes to find the cost center codes to use for Column 1. For Column 1, extract Columns 0100 thru 0149. 6. Extracting Data for the Intensive Care Unit Cost Centers: The Intensive Care Unit cost centers are also reported on the following worksheets: S-3, Part I, Lines 6-10; D-1, Part II, Lines 43-47; D-6, Part I, Lines 2-6; and G-2, Part I, Lines 10-14. When extracting data for these lines, do not use the actual line number. Use the following cost center codes/line numbers when extracting data: Intensive Care Unit: 02600-02619 Coronary Care Unit: 02700-02719 Burn Intensive Care Unit: 02800-02819 Surgical Intensive Care Unit: 02900-02919 Other Special Care Unit: 02140-02159, 02080-02099, 02060-02079, 02180-02199, 02040-02059, 02120-02139 For example, on the worksheet form the Intensive Care Cost Center is on Line 6; however, do not use Line 6, use Lines/Codes 02600 thru 02619. See the CSTCDS.xls file to see the meanings of the other special care unit Lines/Codes. 7. Extracting Data for Lines on Worksheet S-3, Part I: Lines 14, 18, 20, 21, 23, and 24 can be subscripted to account for more than one hospital based component. For example you may see Lines 14 and 14.01. Line 14 is for Subprovider I data and Line 14.01 is for Subprovider II data. A hospital can have more than one subprovider. If you are extracting data for Line 21, do not include Lines 02140-02159 or 02180-02199 or 02120-02139 in your extraction for this line. These lines/codes are actually for Line 10 (Other Special Care Unit Cost Center) (See above in Number 5). If you are extracting data for Line 20, do not include Lines 02080-02099 or 02060-02079 or 02040-02059 in your extraction for this line. These lines/codes are actually for Line 10 (Other Special Care Unit Cost Center) (see above in Number 5). Lines 02300 thru 02309 represent a CORF (Comprehensive Outpatient Rehab Facility). Lines 02310 thru 02319 represent a CMHC (Community Mental Health Center). Lines 02320 thru 02329 represent a OPT (Outpatient Physical Therapy). Lines 02330 thru 02339 represent a OOT (Outpatient Occupational Therapy). Lines 02340 thru 02349 represent a OSP (Outpatient Speech Pathology). Lines 02400 thru 02409 and 02435 thru 02450 represent a RHC (Rural Health Clinic). Lines 02410 thru 02434 reprsent a FQHC (Federally Qualified Health Center). If you are extracting data for Worksheet S-3, Part I, Lines 26, 26.01, 27,27.01, and 28, do not use the actual line numbers because you would be getting data for Intensive Care Unit, Coronary Care Unit, and Burn Intensive Unit cost centers. Use the following lines: Line 26: 06200 Line 26.01: 06201 Line 26.02: 06202 Line 27: 06500 Line 27.01: 06501 Line 27.02: 06502 Line 28: 06800 Line 29: 06900 8. Extracting Data for Lines on WOrksheet D-1: If you are extracting data for Line 20, do not include Lines 02080-02099 or 02060-02079 or 02040-02059 in your extraction for this line. These lines/codes are actually for Line 47 (Other Special Care Unit Cost Center) (See above in Number 5). If you are extracting data for Line 21, do not include Lines 02140-02159 or 02180-02199 or 02120-02139 in your extraction for this line. These lines/codes are actually for Line 47 (Other Special Care Unit Cost Center) (See above in Number 5). 9. Extracting Data for Lines on Worksheet G-2: If you are extracting data for Line 20, Column 1, do not include Lines 02080-02099 or 02060-02079 or 02040-02059 in your data extraction. These lines/codes are actually for Line 14 (Other Special Care Unit Cost Center) (See Number 5 above). 10. FILES AND CONTENTS: REVISED FOR THE 3/31/08 QUARTER Fiscal Year_MM_DDFY????.zip - Compressed winzip file that contains the following: 1 text file with the raw data to be loaded into the Hosp_RPT table. 1 text file with the raw data to be loaded into the Hosp_RPT_NMRC table. 1 text file with the raw data to be loaded into the Hosp_RPT_ALPHNMRC table. 1 text file with the raw data to be loaded into the Hosp_Rpt_Rollup table. These files contain data elements that are separated by commas. HOSP_RECORD_COUNTS.csv - A csv file containing a list of the record counts per fiscal year. HOSP_COST_REPORT_STATUS_COUNTS.csv - A csv file containing the counts of cost reports per type and fiscal year. FACILITY NUMBERING.csv: A csv file containing information on how to identify the type of facility by the last four positions of the provider number. STATE CODES.csv: A csv file contains all the state codes for each state. TABLE DESCRIPTIONS AND SQL.txt - A text file containing the descriptions of the tables, and an ANSI SQL Program (non-Database specific) Containing the DDL scripts to create the 4 tables that comprise the HCRIS HOSPITAL Database. DATA DICTIONARY.csv: A csv file that contains the meanings of the data elements in the Hosp_Rpt file, the Hosp_Alphnmrc file, the Hosp_Nmrc file, and the Hosp_Rollup_Data file. PROVIDER CONTROL TYPE CODES.csv: A csv file that contains the meanings of the Provider control type codes. TYPE OF HOSPITAL.txt: A text file that contains the meanings of the type of hospital codes on Worksheet S-2, Line 19. These codes are the same for S-2, Line 20 and subscripts (type of subprovider codes) URBAN RURAL INDICATORS.txt: A text file that contains the codes for Urban or Rural hospital on Worksheet S-2, Line 21, Column 1. ROLLUP README.txt - A description of the Hosp_Rpt_Rollup file. ROLLUP REQUIREMENTS.csv - A csv file containing all the fields that make up the Hosp_Rpt_Rollup file. README.txt - This readme file. HCRIS File Data Elements.pdf or .xls - File containing the data fields collected by HCRIS if reported by the hospital. This file comes in both a .pdf and .xls format. Refer to this file to determine if a line item on the cost report is alpha, numeric, or decimal. 2252-96WORKSHEET_CODES.pdf - A .pdf File containing codes for the worksheets. CSTCDS.pdf - A .pdf File containing the description of cost center codes. Hosp_DM.pdf - A .pdf file that contains a diagram of the tables. The columns are listed in the exact order they appear in the files. The hospital cost reporting worksheet forms can be found at http://www.cms.gov/COSTREPORTS/. Scroll down to Provider Reimbursement Manual, Part II. Then scroll down to Chapter 36. The forms list all the data fields in the cost report. Refer to the HCRIS File Data Elements file to determine the fields HCRIS collects if reported by the hospital. 11. NPI ADDITION: Effective with the 6/30/2006 release, a column has been added to the HOSP_RPT file named NPI which stands for National Provider Identifier. This column will be used when CMS begins receiving the NPI on cost reports. 12. SET UP GUIDANCE: It is important to note that the datafiles you will be provided are not restricted for use in one given database platform or even a database management system for that matter. You will likely be able to use your existing tools or utilities to access the data, given the ability of those tools to handle files up to the size of the largest datafile and files containing data arranged in CSV or Comma Separated value format. You will, however, need to re-program, re-direct, or adjust any programs, utilities or other automated routines previously used with HCRIS files, to the new data specifications. If you choose to modify your existing programs, please be certain to examine the individual datafile and corresponding database table structure carefully or else you may not achieve valid results or even be able to access the data. If you choose to use a relational or desktop database management system, please be mindful of the sizes of the various datafiles. 13. DISCLAIMER OF WARRANTY: The Centers for Medicare & Medicaid Services shall retain no responsibility for the data recipients inability to load, examine, or otherwise use the published data for the HCRIS system. The information in these files is subject to change, and should be reviewed for each release. (c) 2002 Centers for Medicare & Medicaid Services, All rights reserved. www.cms.hhs.gov --------------------------------------------------------------------------------- PROVIDER CONTROL TYPE CODE The provider control type codes are in 2 places in the file, and they are as follows: The Hosp_Rpt file contains the column called Provdr_Ctrl_Type_Cd. It is also in the Hosp_Rpt_Nmrc file. You have to extract the following: Worksheet Code = S200000 Line_Num = 01800 Col_Num = 0100