This October 100% of Q1 2023 data is due to the Statewide Planning and Research Cooperative System of New York State. Whether you receive a Statement of Deficiency or not, you may be wondering if there are better ways to manage SPARCS data changes. It’s not uncommon for hospitals and ambulatory surgery centers to experience challenges with SPARCS submissions, specifically with data updates and staying compliant. Even the most experienced, full-time SPARCS coordinator can have difficulties keeping up.                                                            In this blog, we’ll outline how SPARCS requirements can change, submission error consequences and solutions to overcome these challenges. Bef...

  Fourth quarter 2024 Statewide Planning and Research Cooperative System data submission (SOD) due dates are coming up — and so are the final warning and statement of deficiency issue dates for Q3 2024. Here are the key dates hospitals and ambulatory surgery centers need to know to remain SPARCS compliant.  [Download our quarterly calendar here]  Key compliance dates for SPARCS data: Q3 and Q4 2024  Q3 2024 SPARCS compliance deadlines: Discharge months July - September  March 15  Final/third warning for Q3 2024 data   Facilities that have not resolved their Q3 2024 data errors after receiving three warnings will be issued an SOD.   April 15  SOD issued for Q3 2024 data   Facilities will be issued an SOD on this date.  Q4 2024 SPARCS compliance deadlines: Discharge months October - December   March 31  Submission deadline for Q4 2024 data   Ensure your data are accurate and submitted on time to...

Accurate and standardized healthcare data are essential for informed decision-making and compliance. In New York state, the Statewide Planning and Research Cooperative System (SPARCS) plays a critical role in collecting and analyzing patient data. Central to this system is the SPARCS data dictionary, a comprehensive resource that ensures consistency in data reporting across healthcare providers. This blog will explore the SPARCS data dictionary , including:  key components and practical applications;  how it can streamline healthcare operations; and   how understanding it can simplify your submission routines.   We will also cover SPARCS data automation and DataGen’s automated SPARCS data submission tool, UDS (UIS Data System™), and how it can help you achieve 100% accuracy and compliance with minimal effort.  Who should use this SPARCS data dictionary?   Key roles in ambulatory surgery centers (ASCs)  This SPARCS data dictionary is a valuabl...

Coding outpatient visits might sound straightforward, but when it comes to Statewide Planning and Research Cooperative System (SPARCS) submissions, even minor errors can lead to major complications.   SPARCS plays a critical role in New York state’s healthcare system by collecting data that impact health policies, funding allocations and quality improvement initiatives across the state. However, with the constant evolution of guidelines and the high volume of outpatient encounters, healthcare providers face unique challenges to ensure compliance and data accuracy.  Keep reading to get a better sense of what’s needed to improve outpatient visit coding processes across your organization.  Main SPARCS challenges surrounding outpatient visits  1. Record nuances  For SPARCS data managers, one of the biggest challenges lies in translating the nuances of outpatient visits into compliant, accurate codes. Outpatient visits often include routine care, which doesn’t ...

Third quarter 2024 Statewide Planning and Research Cooperative System (SPARCS) data submissions are due. In addition, the third final warning and Statement of Deficiency issue date for Q2 2024 is here. Keep reading for key dates that hospitals, ambulatory surgery centers and health systems need to know to remain SPARCS compliant.  [Download our quarterly calendar here]   Key compliance dates for SPARCS data: Q2 and Q3 2024  Q2 2024 SPARCS compliance deadlines  Dec. 15  Final third warning for Q2 2024 data   Hospitals that have not resolved their Q2 2024 data errors after receiving three warnings will be issued an SOD.   Jan. 15  SOD issued for Q2 2024 data   Hospitals will be issued an SOD.  Q3 2024 SPARCS compliance deadlines   Dec. 31  Submission deadline for Q3 2024 data   The deadline for submitting Q3 2024 SPARCS data falls on this date. Ensure your data are accurate and submitted on time to avoid penalties....

Second quarter 2024 Statewide Planning and Research Cooperative System (SPARCS) data submissions are due. To help you keep track of SPARCS deadlines, we put together a downloadable infographic detailing the most important dates for the second quarter of 2024 .    Don’t forget about your Q1 2024 SPARCS data submissions  The third final warning and statement of deficiency issue date for Q1 2024 is here. Don’t forget these Q1 2024 compliance deadlines this quarter:  Sept. 15, 2024: An audit was performed for the final third warning of Q1 2024 data. Facilities that have not resolved their Q1 2024 data errors prior to this date after receiving three warnings will be issued a SOD.  Oct. 15, 2024: Facilities were audited for Q1 2024 data compliance and issued an SOD.  Key Q2 2024 SPARCS data compliance audit dates  Sept. 30  Submission deadline for Q2 2024 data   You avoided penalties if you submitted your Q2 2024 SPARCS data by this date....

Elevate your coding standards with a new automation  In New York state’s intricate health system, it’s crucial to implement effective healthcare data management that meets Statewide Planning and Research Cooperative System (SPARCS) deadlines. The SPARCS Program requires consistent data submission reports. With the wrong system, SPARCS formatting and submissions can waste precious time and resources for health information management (HIM) coders, SPARCS data analysts and healthcare professionals.  With DataGen's UDS (UIS Data System™) new trending failures feature, you can automate more aspects of your SPARCS data to keep up with the evolving healthcare industry. Continue reading to learn how this functionality allows SPARCS data analysts and administrators to see repeat issues with coded records immediately and save your team precious time.   The cost of correcting records  Submitting records to SPARCS has significant financial implications. Each time a coder touc...

Compliance with Statewide Planning and Research Cooperative System (SPARCS) data submissions is crucial for hospitals and ambulatory surgery centers. With Q2 deadlines quickly approaching, facilities could face submission penalty accumulation as they meet delinquency conditions for both Q4 2023 and Q1 2024.  This blog covers the most recent compliance dates and details what to keep track of to avoid penalties and ensure timely, accurate data submissions.  Key compliance dates for SPARCS data  By adhering to these guidelines and keeping track of critical dates, your facility can maintain compliance and avoid unnecessary complications.    June 15  Third warning for Q4 2023 data   Facilities received a third warning if their Q4 2023 SPARCS data were non-compliant. This was the last opportunity to resolve any data errors before a formal Statement of Deficiency (SOD) audit was performed on July 15, 2024.  June 30  Submission deadline for Q1 ...

Many healthcare organizations overlook the importance of mandatory data submissions to New York’s Statewide Planning and Research Cooperative System (SPARCS) when acquiring a new facility. Accurate, up-to-date SPARCS data can give the organizations the most operational horsepower throughout the acquisition process. Accurate SPARCS data ensures compliance, provides guidance and prevents costly delays in expansion plans.  This blog will cover two common SPARCS compliance scenarios* and how they impact facility acquisition. We’ll also highlight how using a data submission platform, like DataGen’s SPARCS submission tool, UDS (UIS Data System™ ), can aid the process.   Scenario 1: Large hospital system acquires a rural facility  Overview  A larger hospital system has acquired a new rural facility. The rural facility has one SPARCS coordinator who handles claims in its healthcare information management department. The rural facility is behind on its SPARCS data submis...

Statewide Planning and Research Cooperative System (SPARCS) data resubmissions impact a hospital or ambulatory surgery center’s ability to meet New York state requirements for clean patient discharge and visit records. But if you can resolve friction points created by SPARCS errors, you’ll have more resources available to focus on delivering affordable, quality care.   In this blog, we’ll go over how inefficient SPARCS data processing can impact your facility. Then, we’ll cover how you can optimize the process to achieve the three main benefits of automated SPARCS data submission.   How inefficient SPARCS data processing impacts facilities  SPARCS data provides DOH with details on each hospital’s inpatient stays and outpatient and ASC visits. If a facility submits data with errors, it must dedicate additional time to rework and resubmit claims data. This could lead to increased  compliance risks , DOH formal Statement of Deficiency and delay your  Cert...

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 ...

Did you know that incomplete SPARCS data can delay Certificate of Need applications — all because of failure to stay within New York state SPARCS compliance? In this blog post, we’ll go over the importance of SPARCS compliance and its potential impact on your market growth. What is the Certificate of Need process? New York's CON process “governs establishment, construction, renovation and major medical equipment acquisitions of health care facilities, such as hospitals, nursing homes, home care agencies, and diagnostic and treatment centers.” According to the New York State Department of Health , its objectives are “to promote delivery of high quality health care and ensure that services are aligned with community need” by providing DOH “oversight in limiting investment in duplicate beds, services and medical equipment which, in turn, limits associated health care costs.” 3 ways being out of SPARCS compliance can harm your growth If you don’t satisfy SPARCS requirements, your Artic...

Tackling Statewide Planning and Research Cooperative System data is a large lift for New York state Article 28 hospitals and ambulatory surgery centers. This can be even more challenging when the state updates or adds SPARCS requirements and adjusts timeframes. In this blog, we’ll outline three SPARCS submission deadlines you need to know. Plus, we’ll cover how the Department of Health addresses statements of deficiency and what it could mean if your facility receives one. 2023 SPARCS data submission compliance deadlines As New York hospitals and ambulatory surgery centers know well, DOH requires SPARCS data submission for its comprehensive all-payer data reporting system. Facilities must submit 100% of required clinical, billing, admission, discharge and transfer data with 100% accuracy, on a quarterly basis and by a set date. 1. Quarter 1 2023 data Facilities that haven’t submitted their first quarter 2023 SPARCS data began receiving statements of deficiency last month. (See the “Wh...

DOH has released more details about actions hospitals must take under its Statewide Planning and Research Cooperative System injury, cause and place remediation project . The project was necessitated by a grant-funded study underway at DOH. SPARCS updated its edit rules to ensure injury, cause and place diagnosis codes between 2016 and 2023 are aligned to support the data integrity of the grant-funded study. As a result, New York state hospitals must resubmit inpatient and emergency department claims that fail these updated edit rules. Since the April 27 announcement of this project, HANYS has advocated on behalf of the state’s hospitals, bringing attention to the project’s workforce and financial implications. In addition, the DOH six-year data retention requirement and electronic health record changes have left some facilities lacking the data requested by the state. HANYS strongly encouraged SPARCS to enforce the new edit requirements only moving forward, to mitigate the challenges ...

A new data remediation project was discussed at a May 17 DOH forum for all providers that submit data to the Statewide Planning and Research Cooperative System. SPARCS plans to go back through data submitted for inpatient and emergency department cases since 2016 and validate that the injury, cause and place settings are complete and accurate, as required by the guidelines released at the end of April. DOH said that in the next two weeks, it will generate a list of claims that need reconciliation. Each hospital will need to go through records from 2016 to the present and update them to meet the new SPARCS requirements. The requirements are contingent for each year, meaning 2016 has its own set of data, 2017 has its own set, etc. Hospitals eagerly await details, as a remediation project like this could pose many challenges. Some hospitals have changed billing systems and, as a result, may not have access to records that far back. In addition, the medical record notes may not have comple...