Data Timeliness

DATA TIMELINESS POLICY

TIME FRAMES FOR SUBMISSION

Time frames required for submission of data are appropriate but need to be periodically evaluated and altered based on changing technology, standards required by accreditation and licensing agencies and demand from purchasers as well as providers' needs.


JAN - MARAPR - JUN ​JUL - SEP OCT - DEC
Inpatient/Outpatient Studies​:June 1​​Sep 1​Dec 1​Mar 1
Comparative Outcome Profile​:June 1​​Sep 1​Dec 1​Mar 1
HR Benchmarking Survey​:​May 1 ​Aug 1​Nov 1​Feb 1
DataBank​:1 month following the discharge month​ ​ ​ ​

It is expected that hospitals will submit Inpatient Discharge Study and Ambulatory Surgery discharges to IHA on a monthly basis.

Bi-Weekly Notification of Submissions
Bi-weekly notification shall be given to members whose data is not submitted according to project time frames. The notification will list only the members not meeting pending time frames.

QUALIFICATIONS FOR INPATIENT DISCHARGE STUDY AND COMPARATIVE OUTCOME PROFILE  NOTIFICATION BY IHA PRIOR TO EXCLUSION 

IHA will send a letter to the chief executive officer of a participating provider that misses a required time frame to submit data for the Inpatient Discharge Study or the Comparative Outcome Profile for one quarter. The notification must specify the options where a provider may be excluded from a program if the provider becomes "chronically delinquent" and that the Association will notify the Indiana State Department of Health of the provider's exclusion from a state-mandated program if the provider becomes chronically delinquent.
"Chronically delinquent" means the provider has missed two consecutive deadlines.

Exclusion if Chronically Delinquent
A provider participating in the Inpatient Discharge Study or Comparative Outcome Profile program is excluded from the applicable data program if the provider is "chronically delinquent." The hospital may appeal to the IHA executive committee for reinstatement. The facts shall be reviewed by the executive committee for a final decision concerning continued participation in a data program. The executive committee may:

  1. allow a chronically delinquent provider to continue participating in a program if the executive committee finds that unusual circumstances warrant allow the provider to continue participation, or identified problems causing the delinquency are corrected within a certain period of time; or
  2. exclude the provider from the program under the rules herein adopted.

The executive committee may also implement the above options for hospitals that repeatedly miss more than two deadlines in any four-quarter period, even though the deadlines missed are not consecutive.

Program Reinstatement 
A provider that is chronically delinquent and excluded from participating in a data program may re-join the program by meeting one of the following criteria:

  • The provider submits acceptable data for the prior two calendar quarters from the data requesting re-entry into a program;
  • If unusual circumstances prevent the provider from submitting the prior six months of data, the re-entry may be approved by the executive committee.
NOTIFICATION TO INDIANA STATE DEPARTMENT OF HEALTH

IHA shall notify the Indiana State Department of Health of those providers submitting data to meet ISDH reporting requirements mandated by state law.

Revised 2/10 ​