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Hospital Discharge & Outpatient/ASC Surgery Data Submissions and Training

Submissions

Inpatient, Outpatient and Ambulatory Surgery Center (ASC) Submission manuals list the data elements, coding structure and format of the data submission requirements. The preferred method of data submission is to use the Health Care Information secure web site. 

Inpatient  

Effective with 2009 data submitted in 2010, Inpatient discharge data from hospitals is submitted annually in an XML format. 

Inpatient - XML format 
2010 Hospital Inpatient Discharge Data Submission Manual (XML Format) (385.7KB pdf)

Addendum to the 2010 Hospital Inpatient Discharge Data Submission Manual - V.1 (68.7KB pdf)

Addendum 2 to the 2010 Hospital Inpatient Discharge Data Submission Manual - V.1 (36.4KB pdf)

Hospital-Based Outpatient Surgery 

Effective with 2010 data submitted in 2011, Hospital-based Outpatient Surgery data will be submitted annually in an XML format. 

Hospital-Based Outpatient Surgery - XML format
2010 Hospital-Based Outpatient Surgery Data Submission Manual (XML Format) (399KB pdf)

Addendum to the 2010 Hospital-Based Outpatient Surgery Data Submission Manual (62.0K PDF)

Addendum 2 to the 2010 Hospital-Based Outpatient Surgery Data Submission Manual (36.6K PDF)

Ambulatory Surgery Center

Based on the results of a Survey conducted in August of 2009 to all licensed Ambulatory Surgery Centers (ASC), the decision was made to convert data submissions from the fixed length flat file format to the more flexible XML format. XML (Extensible Markup Language) is one of the latest and most effective technologies used to resolve data transfer compatibility issues. Effective 2013, ASC data will be submitted annually in the XML format.

Some of the advantages of moving to a XML format are:

  1. Instant response of file-format errors at the time of data submission
  2. Minimal burden due to future additions or revisions to the data fields.
  3. Minimizes data error and file handling.
  4. Resolves human readability and computer readability by tagging data.
  5. Also XML is the standard data transfer technology of choice for many of HIPAA electronic transmissions.

For submitting 2013 data, please refer to the 2011 submission manual.

Ambulatory Surgery Center - XML format
2011 Ambulatory Surgery Data Submission Manual (379KB pdf) 

2011 Ambulatory Surgery Data Submission Manual Addendum (44KB pdf)

Training

The trainings are designed to provide hospital personnel with instructions regarding the data requirements as well as the website submission and the error checking process for the inpatient, hospital-based outpatient and free-standing ambulatory surgery center (ASC) surgery data submissions. 

For guidance about collecting Race and Hispanic Origin from patients, including definitions and identification questions, see the brochure Collecting Race and Hispanic Origin from Patients. (285.4 KB, PDF)

Contact Information

Hospital and Hospital Outpatient Surgery
Lou Ann Sanders

Phone:  (405) 271.6225
E-Mail: louanns@health.ok.gov 

Free-Standing Ambulatory Surgery Centers
Heather Hunn
Phone:  (405) 271.6225
E-Mail: heathernh@health.ok.gov 

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