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Avoid SPARCS Compliance Risks: 3 Deadlines to Know Now

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Third quarter Statewide Planning and Research Cooperative System deadlines are rapidly approaching! It’s more important than ever for hospitals to focus on meeting DOH requirements for SPARCS compliance. 

In this blog, we'll help you understand what you need to focus on right now to ensure you meet New York state SPARCS data submission deadlines. Read on to learn which data will soon be delinquent, what’s at risk and which target dates hospitals must hit next. 

March and April SPARCS compliance deadlines 

A hospital’s quarterly SPARCS submission isn’t “done” until it is submitted error-free. DOH publishes SPARCS Audit and SPARCS Compliance Reports to help hospitals keep track. Weekly audit reports document the number of discharge claims a facility submits to the SPARCS data warehouse versus those accepted. Claims with errors are rejected.  

The state monitors error resolution through monthly compliance reports. Hospitals with outstanding SPARCS errors receive three warnings before the state issues a Statement of Deficiency. A SOD can mean hospital fines as high as $10,000 per patient type per facility.  

Q3 and Q4 SPARCS submission dates to know 

1.   March 15 - The date by which hospitals receive a third warning for noncompliant Q3 SPARCS data. This is a facility’s last chance to resolve data errors before the state issues a formal SOD. 

2.   March 31 - The submission deadline for Q4 2023 SPARCS data. 

3.   April 15 - This is a key date for Q3 and Q4 2023 SPARCS data. On April 15, hospitals will receive SODs if they have not resolved Q3 data errors after three warnings. This is also the first warning for missing the initial Q4 deadline for timely, accurate data submission. 

The proximity of these dates demonstrates how quickly quarterly deadlines overlap and deficiencies compound, especially if hospitals do not correct their submissions through the “three-warnings” process. As hospitals stand at the crossroads of impending deadlines, compliance warnings and potential fines, adopting compliance tools, like DataGen's UDS solution, becomes not merely a convenience but a strategic imperative. 

On top of this, there are more reasons to stay compliant. Changing state data requirements and special projects can add to ongoing SPARCS submission requirements. Two examples are DOH's injury, cause and place remediation project, which expanded hospital data submissions, and the new Health Equity Impact Assessment requirements for select Certificate of Need applications, which can be affected by SPARCS deficiencies. 

Have time and compliance on your side 

If you're already compliant with 2023 Q3 and Q4 SPARCS deadlines, you’re well positioned to start your Q1 2024 SPARCS submissions, due June 2024. However, if you haven't submitted your 2023 Q3 and Q4 SPARCS data, now's the time to catch up on your requirements. That's where UDS can help. 

UDS automates SPARCS data entry, correction, formatting and submission for a 100% on-time, error-free process. Contact us today to take the first step toward proactively avoiding deadlines and gaining workforce efficiencies. 

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