20 CAR § 54-104 – Submittal schedule

(a)
1. (1) Discharge data records will be submitted to the Department of Health as specified below.
2. (2) The data to be submitted is based on the discharges occurring in a calendar quarter.
3. (3) If a patient has a bill generated during a quarter but has not yet been discharged by the end of the quarter, data for that stay should not be included in the quarter’s data.
4. (4) Deadlines for data submission are forty (40) days after the end of the quarter for the first through third quarters and sixty (60) days for the fourth quarter.
(b)
1. (1)
  1. (A) While most hospitals will be submitting data directly to the department, some are utilizing third-party intermediaries.
  2. (B) When using an intermediary, the reporting deadlines are still to be met.
  3. (C) Refer to 20 CAR § 54-107(h), Intermediaries, for further details.
2. (2) Reporting schedule. Patients’ date of discharge is: Discharge data must be received by: January 1 through March 31 QTR 1 – May 10th April 1 through June 30 QTR 2 – August 10th July 1 through September 30 QTR 3 – November 10th October 1 through December 31 QTR 4 – March 1st
3. (3) Request for extension.
  1. (A) All hospitals will submit discharge data in a form consistent with the requirements unless an extension has been granted.
  2. (B) Request for extension should be in writing or email and be directed to: Department of Health Health Statistics Branch, Slot #H19 Hospital Discharge Data Section 4815 West Markham Street Little Rock, AR 72205 Phone: (501) 661-2867 Fax: (501) 661-2544 Email: Betty.Hicks@arkansas.gov
  3. (C)
(i) The Health Statistics Branch will review requests submitted to it for extensions to the reporting schedule requirement.
1. (ii) A request for an extension should be submitted at least ten (10) working days prior to the reporting deadline.
  1. (iii)
(a) (a) Extensions may be granted for a maximum of twenty (20) calendar days.
(b) (b) Additional twenty-day extensions must be requested separately.
1. (iv) Extensions may be granted when the hospital documents that unforeseen difficulties, such as technical problems, prevent compliance.