• Mailing Address
    THCIC
    Dept. of State Health Services
    Center for Health Statistics, MC 1898
    PO Box 149347
    Austin, Texas 78714-9347

    Location
    Moreton Building, M-660
    1100 West 49th Street
    Austin, TX 78756

    Phone: 512-776-7261
    Fax: 512-776-7740
    Email: thcichelp@dshs.state.tx.us

Outpatient and Emergency Department Data Reporting Requirements

Texas Health Care Information Collection
Center
for Health Statistics

H.B.2641, of the 84th Texas Legislative Session amended Title 4, Civil Practice and Remedies Code to add:
Sec. 74A.002.  LIMITATION ON LIABILITY OF HEALTH CARE PROVIDERS RELATING TO HEALTH INFORMATION EXCHANGES. (a) Unless the health care provider acts with malice or gross negligence, a health care provider who provides patient information to a health information exchange is not liable for any damages, penalties, or other relief related to the obtainment, use, or disclosure of that information in violation of federal or state privacy laws by a health information exchange, another health care provider, or any other person.


THCIC Forms

Who Must Report

All hospitals and ambulatory surgery centers in the State of Texas are required to report data.

  • Hospital/ Ambulatory Surgery Centers (ASC) Listing (Excel format, 146 KB), with names and addresses, county, CEO, primary and alternate THCIC contacts, reporting status, and facility type, as of August 18, 2016. See the Texas Association of Counties website for a map (PDF format, 3 MB) of hospital locations.

What To Report

Final rules for the collection and release of patient level data relating to patients that have surgical or radiological procedures (under specified revenue codes) performed in Texas hospitals (as an outpatient service including in the emergency department) or ambulatory surgical centers have been adopted and can be found in Chapter 421 of Title 25, Part 1 of the Texas Administrative Code.

  • Revenue Codes, covering emergency department visits and would include patients which have invasive surgical or radiological procedures that are required to be reported. 
  • Services and Procedures Categories 2015  with associated outpatient procedure codes which are required for submission in 2015 as of September 5, 2014.

Technical Specifications

The Technical Specifications manual is intended for the hospital and ambulatory surgery center IT staff or software vendor that will create the electronic data extraction for reporting and correcting data. The Appendices include information that may be useful in the submission of outpatient data.

Reporting Schedule

Data Submission - Electronic

Data Submission - Manual Data Entry

  • WebClaim, presentation for manual data entry of outpatient claims via THCIC system, (PDF Format, 4.60 MB)
  • Outpatient Reports, Training presentation on downloading reports on data currently in the THCIC system, (PDF Format 1.77 MB)

Data Correction

Facilities are responsible for correcting errors found in data files submitted to THCIC.

  • WebCorrectTraining presentation for data correction via THCIC system, (PDF Format, 6.63 MB)

Data Certification

Facilities are required to certify each quarterly dataset as being complete and accurate.

  • Outpatient WebCert, Training presentation for data certification via THCIC system, (PDF Format, 5.41 MB)

Help

  • Contact System13 Help Desk at 1-888-308-4953 or thcichelp@system13.com for help with electronic data submission problems, system login problems, changing a Submitter contact, or other help topics.  If there is no representative available to assist, a message may be left for a return call.  Assistance is available Monday through Friday 8 AM to 5 PM central standard time.  System13 adheres to the Texas state observed holidays.
  • Contact THCIC by email at thcichelp@dshs.state.tx.us us for assistance with WebClaim, WebCorrect and WebCert.
  • Online training is available to Submitters and Providers.   The schedule is available here.

Additional Information

3M™'s Clinical Risk Grouping Software is being considered for stratifying outpatient data. Additional information on the CRGs:

Download Adobe Reader to view PDF files.  Viewers for reading and printing Word files, Excel spreadsheets and PowerPoint files are available from Microsoft's Download Center.

If you have suggestions or comments, please submit them to THCIC.

External links to other sites are intended to be informational and do not have the endorsement of the Texas Department of State Health Services. These sites may also not be accessible to people with disabilities.

       
Last updated August 18, 2016