(a)

1. (1) Hospitals will review the discharge data records prior to submission for accuracy and completeness.
2. (2) Correction of invalid records and validation of aggregate tabulation are the responsibility of the hospital.
3. (3) All hospitals will certify the data submitted for each quarter in the manner specified.

(b) Error correction.

1. (1)

   1. (A) Edits that indicate a high probability of error will be highlighted for review, comment, and correction when applicable.
   2. (B) The invalid record will be printed in a simplified format providing:

(i) Record identification;

1. (ii) An indication or explanation of the error; and

   1. (iii) Space to record corrections.
   2. (C) The error report will be sent by fax or email to the attention of the individual designated to receive the correspondence at the hospital.
   3. (D) The corrections made by the hospital are to be returned within seven (7) days of receipt to the Health Statistics Branch.

2. (2)

   1. (A) In the event one percent (1%) or more of the records for a quarter are indicated as having a high probability of error, the entire submittal may be rejected.
   2. (B) A record is in error when one (1) or more required data elements are in error.

3. (3)

   1. (A) Notification of the rejection will:

      1. (i) Accompany the error report; and
      2. (ii) Be sent by fax or email to the attention of the individual designated to receive the correspondence at the hospital.
   2. (B) After correction, the submittal is to be returned within seven (7) days of receipt to the Arkansas Center for Health Statistics.
   3. (C) In some situations, the Hospital Discharge Data System staff will make corrections to the hospital’s submissions, based on information obtained from hospital staff and/or internal health department databases.
   4. (D) When this is done, notice will be given to the hospital.