HCRIS PRODUCTION NOTES FOR HOSPICE COST REPORT DATA * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 1. OVERVIEW 2. INTRODUCTION 3. NOTES 4. CHANGES EFFECTIVE 12/31/05 5. FILES AND CONTENTS 6. SET UP GUIDANCE 7. DISCLAIMER OF WARRANTY 1. OVERVIEW CMS 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 the 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. 2. INTRODUCTION The CMS Form 1984-99 Hospice Cost Report data files contains cost reports with fiscal years ending on or after April 30, 1999. 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 hospice 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 hospice for a particular year, the data files will contain the reopened cost report. It is possible for 1 Hospice Provider to submit 2 or more cost reports for a given year for the same cost report status. This may happen if a Provider 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 tries 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 letters "HOSPC" in the subject line. 3. NOTES The data included with this release includes all years (from FY 1999 through the date in file name). If you are querying data for a specific year, you will need to set up query parameters to include only the years that you want to analyze. For example, if you want data for fiscal year 2000, you need to create a condition for the fiscal year begin date to be between 10/1/99 through 9/30/00. Using the database files, you will need to determine the data that you want to include in a query by reviewing the cost report forms and the data specifications. For example, if you want to collect the number of patients receiving Hospice care for Title 18, you will need to determine where the information is collected (Worksheet S-1, Line 13, Column 1) and use these elements as parameters and create the following condition: Worksheet Code = 'S100000' Line Number = '01300' Column = '0100' *Note: Use Table 2 of the ECR Specifications to determine Worksheet Codes. For cost reports ending on or after 12/31/2004 HCRIS collects the entire cost report for Hospice (except Worksheets A-6 and G-1). 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. Effective with the 6/30/2006 release, a column has been added to the HOSPC_Rpt file named NPI which stands for National Provider Identifier. This column will be used when CMS begins receiving the NPI on cost reports. 5. FILES AND CONTENTS: 5.1 Hospice Data File(s) : HOSPC_DATA.ZIP A compressed file with the raw data for all fiscal years with text files to be loaded into the HOSPC_RPT table,the HOSPC_RPT_NMRC table, and the HOSPC_RPT_ALPHNMRC table. 5.2 Hospice Report File(s) : HOSPC_REPORTS.ZIP HOSPC_RECORD_COUNTS.csv - A csv file containing a list of the record counts per fiscal year. HOSPCL_COST_REPORT_STATUS_COUNTS.csv - A csv file containing the counts of cost reports per type and fiscal year. HOSPC_provider_id_info.csv - A csv file containing one line of identifying data for each RNL provider. 5.3 Hospice Documentation Files : HOSPC_DOCUMENTATION.ZIP HOSPC_README.txt - This readme file. 5.4 HCRIS Documentation Files : HOSPC_DOCUMENTATION.ZIP HCRIS_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. HCRIS_STATE_CODES.csv: A csv file contains all the state codes for each state. HCRIS_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 3 tables that comprise the HCRIS Hospice Database. HCRIS_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. HCRIS_DOCUMENT_MODEL.pdf - A .pdf file that contains a diagram of the tables. The columns are listed in the exact order they appear in the files. 5.5 COST REPORTING INFORMATION The Hospice cost reporting worksheet forms can be found on the CMS website. On the HCRIS web page click the link to the Provider Reimbursement Manual, Part II. Then scroll down to Chapter 38 - Hospice Cost Report(Instructions). The instruction lists all the data fields in the cost report. HCRIS collects ALL the data from the Hospice Cost Report for later fiscal years. 6. Effective with the 6/30/2006 release, a column has been added to the RNL_Rpt file named NPI which stands for National Provider Identifier. This column will be used when CMS begins receiving the NPI on cost reports. 7. 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. 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. 8. 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) 2012 Centers for Medicare & Medicaid Services, All rights reserved. www.cms.hhs.gov