12 Va. Admin. Code § 5-217-20 – Reporting requirements for patient level data elements.

Each inpatient hospital shall submit, in an electronic data format, a complete filing of each patient level data element listed in the table in this section for each hospital inpatient, including a separate record for each infant, if applicable.

Table 1 Data Element

1. Provider Number
Enter the Medicare Provider Number

2. Provider NPI

3. Patient Control Number

4. Discharge Date
Discharge Statement Covers Period Through Date in MMDDYYYY format

5. Patient Zip Code
Zip Code of Patient Address

6. Patient Date of Birth
Date in MMDDYYYY format

7. Patient Sex
M, F, or U

8. Admission Date and Hour
Date in MMDDYYYY format, hour of admission in military time

9. Admission Type

10. Admission Source

11. Patient Discharge Status

12. Medical Record Number

13. Revenue Center Code (up to 22)

14. Revenue Center Units (up to 22)

15. Revenue Center Charges (up to 22)
Dollars and cents with an implied decimal

16. Total Charges
Dollars and cents with an implied decimal. If greater than $999,999.99, then use 99999999

17. Payor Identifier (up to 3)
Enter the Board of Health approved payor designation, which will be the nationally assigned payor ID, its successor, or English description of the payor

18. Patient Relationship to Insured A

19. Patient Social Security Number (SSN)
Enter the nine-digit social security number of the patient. If a social security number has not been assigned, leave blank. The nine-digit social security number is not required for patients under four years of age

20. Employment Status Code
Use the following codes
1 = Employed Full Time
2 = Employed Part Time
3 = Not Employed
4 = Self-employed
5 = Retired
6 = On Active Military Duty
9 = Unknown

21. Employer Identifier
Enter the federally approved EIN, or employer name

22. Principal Diagnosis Code
Codes set ICD-10 or their successors, omit decimal; eighth character is the Present On Admission value (Y, N, U, W, or 1)

23. Other Diagnosis Code (up to 17)
Codes set ICD-10 or their successors, omit decimal; eighth character is the Present On Admission value (Y, N, U, W, or 1)

24. Admitting Diagnosis Code
Codes set ICD-10 or their successors, omit decimal, eighth character is the Present On Admission value (Y, N, U, W, or 1)

25. External Cause of Injury Code (up to 3)
Codes set ICD-10 or their successors, omit decimal; eighth character is the Present On Admission value (Y, N, U, W, or 1)

26. Principal Procedure Code
Codes set ICD-10 or their successors, omit decimal

27. Principal Procedure Date
Date in MMDDYY format

28. Other Procedure Codes (up to 5)
Codes set ICD-10 or their successors, omit decimal

29. Other Procedure Dates (up to 5)
Date in MMDDYY format

30. Attending Physician
Physician's Individual NPI

31. Operating Physician
Physician's Individual NPI

32. Other Physician Provider (up to 2)
Physician's Individual NPI

33. Infant Birth Weight (in grams)

34. Patient Race
Use the following codes:
0 = White
1 = Black
2 = Other, specified
3 = Asian
4 = American Indian
5 = Hispanic - White
6 = Hispanic - Black
9 = Unknown, not recorded

35. Patient Street Address
Enter the valid patent's residence street number and street name. Do not include P.O. Box numbers

36. Patient City or County
Enter the valid patient's complete City or County of residence

37. Patient Legal Status
Enter the legal status of a psychiatric admission:
1 = § 16.1-338 Parental admission of minors younger than 14 and nonobjecting minors 14 years of age or older
2 = § 16.1-339 Parental admission of objecting minor 14 years of age or older
3 = § 16.1-340.1 Involuntary temporary detention order of a minor
4 = § 16.1-345 Involuntary commitment of a minor
5 = § 37.2-805 Voluntary admission of an adult
6 = § 37.2-809 Involuntary temporary detention order of an adult
7 = § 37.2-904 Sexually violent predator

Statutory Authority

§§ 32.1-12 and 32.1-276.6 of the Code of Virginia.

Historical Notes

Former 12VAC25-40-20 derived from VR370-01-003 § 2.1, eff. April 1, 1994; amended and adopted as 12VAC5-217-20, Virginia Register Volume 13, Issue 22, eff. August 20, 1997; amended, Virginia Register Volume 32, Issue 8, eff. February 1, 2016; Volume 42, Issue 14, eff. April 9, 2026.