HCRIS PRODUCTION NOTES FOR HCLINIC COST REPORT DATA

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

1. OVERVIEW
2. INTRODUCTION
3. NOTES
4. FILES AND CONTENTS
5. SET UP GUIDANCE
6. 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 (FI)/Medicare Contractor (MAC)
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 222-92 Independent Rural Health Clinic and Freestanding Federally 
Qualified Health Center(HCLINIC) data files contain cost reports with fiscal years ending on March 31, 2010 and 
after.  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 HCLINIC 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 HCLINIC for a particular 
year, the data files will contain the reopened cost report.  It is possible for 1 
HCLINIC 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 fiscal year, 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/MAC and deleting a cost report that the 
FI/MAC 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 "HCLINIC" in the subject
line.

 
3. NOTES

The data included with this release includes all years collected by HCRIS (from FY 2009 to present). 
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
2010, you need to create a condition for the fiscal year begin date to be between 10/1/2009 through 9/30/2010.
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 physician visits, you will need to determine where the information is collected (Worksheet B, Part I, 
Line 1, Column 2 and use these elements as parameters and create the following condition:
			Worksheet Code = 'B000001'
			Line Number = '00100'
			Column = '0200'

*Note:  Use Table 2 of the ECR Specifications to determine Worksheet Codes.

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. 

	

4. FILES AND CONTENTS: 

4.1 HCLINIC Data File(s) : HCLINIC_DATA.ZIP 

	A compressed file with the raw data for all fiscal years with text files to be loaded into the 
	HCLINIC_RPT table,the HCLINIC_RPT_NMRC table, and the HCLINIC_RPT_ALPHNMRC table.  

4.2 HCLINIC Report File(s) : HCLINIC_REPORTS.ZIP

	HCLINIC_RECORD_COUNTS.csv - A csv file containing a list of the record counts per fiscal year.  

	HCLINIC_COST_REPORT_STATUS_COUNTS.csv - A csv file containing the counts of cost reports per type and fiscal year.  

	HCLINIC_provider_id_info.csv  - A csv file containing one line of identifying data for each provider.

4.3 HCLINIC Documentation Files : HCLINIC_DOCUMENTATION.ZIP

	HCLINIC_README.txt - This readme file. 

4.4 HCRIS Documentation Files : HCRIS_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 HCLINIC Database.

	HCRIS_DATA_DICTIONARY.csv:  A csv file that contains the meanings of the 
	data elements in the HCLINIC_Rpt file, the HCLINIC_Alphnmrc file, and the HCLINIC_Nmrc 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.


4.5 COST REPORTING INFORMATION
		

The HCLINIC 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 29 -Independent Rural Health Clinic and Freestanding Federally 
Qualified Health Center From CMS-222-92.  The instruction lists all the data fields in the cost report.  
HCRIS collects ALL the data from the HCLINIC Cost Report for later fiscal years.  

5. 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.  


6. 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