HCRIS PRODUCTION NOTES FOR INDEPENDENT RENAL DIALYSIS FACILITY COST REPORT DATA * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 1. OVERVIEW 2. INTRODUCTION 3. NOTES 4. CHANGES EFFECTIVE 12/31/05 5. FILES AND CONTENTS 6. SET UP GUIDANCE 7. 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 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 265-94 Independent Renal Dialysis Facility Cost Report data files contain cost reports with fiscal years ending on or after December 31, 1994. 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 Renal facility 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 Renal facility for a particular year, the data files will contain the reopened cost report. It is possible for 1 RENAL 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 FY, 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 and deleting a cost report that the FI 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 word "Renal" in the subject line. 3. NOTES The data included with this release includes all years from FY1994 through date in file name of Renal cost reports. 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 1994, you need to create a condition for the fiscal year end date to be between 1/1/94 through 12/31/94. To use the Renal cost report data, you first need to determine the data that you are interested in by reviewing the cost report forms and the data specifications. **Effective with PRM Transmittal 7, all fields are collected with the exception of Worksheet A-1. You will need to know the Worksheet ID, line, and column from the cost report form. For example, if you wanted to extract the number of patients currently in the dialysis program specifically outpatient hemodialysis, you will need to determine where this information is collected in the report and use these elements as parameters to pull the data from the RNL_RPT_NMRC table. The number of patients is collected on Worksheet S-1, Line 3, Column 1 so you would create the following condition: Worksheet Code = 'S100000' * Line Number = '00300' Column Number = '0100' 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. CHANGES EFFECTIVE 12/31/05 *NEWS* HCRIS Renal has converted to the new electronic cost report format described in Transmittal 7 of the Provider Reimbursement Manual. Please note the following changes under number "4. Changes Effective 12/31/05" below. A. Worksheet Codes changed from 4 positions to 7 (S001 is now S000001) Column Codes changed from 3 positions to 4 (001 is now 0100) B. Worksheet Code A-3 Part A is A30000A Worksheet Code A-3 Part B used to Be A301 now is A30000B Worksheet Code A-3 Part C used to be A302 now is A30000C C. Effective with PRM Transmittal 7, Provider Street, City, State and Zip Code are captured in separate fields on Worksheet S Part 1 Lines 1.01 and 1.02. **Old addresses can still be found Lines 2 & 3. D. Worksheet S Part 1 Type of Physician's Reimbursement moved from the NMRC to ALPHNMRC. (See Table 3B of the PRM) E. Worksheet S-1 Lines 12 data was captured in Line 12.01 thru 12.04 and is now line 12.00 (and subscripts). Column 1 will have the number 1 thru 4 indicating type of Dialyzers Used. (See Table C of the PRM) The same change applies for Line 19. F. Worksheet S Part 1 Type of Control (See Table 3B of the PRM) per T7 uses NMRC (1-11). Cost Reports collected prior to T7 use ALPHNMRC (A-E). 5. FILES AND CONTENTS: REVISED FOR 3/31/2008 QUARTER. 5.1 Renal Data File(s) : RNL_DATA.ZIP A compressed file with the raw data for all fiscal years with text files to be loaded into the RNL_RPT table,the RNL_RPT_NMRC table, and the RNL_RPT_ALPHNMRC table. 5.2 Renal Report File(s) : RNL_REPORTS.ZIP RNL_RECORD_COUNTS.csv - A csv file containing a list of the record counts per fiscal year. RNL_COST_REPORT_STATUS_COUNTS.csv - A csv file containing the counts of cost reports per type and fiscal year. RNL_Number_of_FTEsYYYY.CSV - a csv file containing the number of FTEs by type for each fiscal year (YYYY). Rnl_Nmbr_of_eptn_unts_furnYYYY.CSV - a csv file containing the number of EPOETIN units furnish per provider for each fiscal year (YYYY). RNL_Adjustments_to_expYYYY.CSV - a csv file containing EPOETIN costs and rebates per provider for each fiscal year (YYYY). RNL_Other_eptn_cstYYYY.CSV - a csv file containing costs related to EPOETIN per provider for each fiscal year (YYYY). Rnl_provider_id_info.csv - A csv file containing one line of identifying data for each RNL provider. 5.3 Renal Documentation Files : RNL_DOCUMENTATION.ZIP RNL_README.txt - This readme file. 5.4 HCRIS Documentation Files : RNL_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 Renal Database. HCRIS_DATA_DICTIONARY.csv: A csv file that contains the meanings of the data elements in the Hosp_Rpt file, the Hosp_Alphnmrc file, the Hosp_Nmrc file, and the Hosp_Rollup_Data 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. 5.5 COST REPORTING INFORMATION The Renal 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 34 - Indep RDF (Instructions). The instruction lists all the data fields in the cost report. HCRIS collects ALL the data from the Renal Dialysis Facility Cost Report for later fiscal years. 6. Effective with the 6/30/2006 release, a column has been added to the RNL_Rpt file named NPI which stands for National Provider Identifier. This column will be used when CMS begins receiving the NPI on cost reports. 7. 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. 8. 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