Technical Specifications
     

 Quick links:  2018 QualityNet Maintenance and Downtime Schedule | Data Submission Deadlines Through 201925 Completed HCAHPS Surveys Required for Hospital HCAHPS Scores to be Publicly Reported on Hospital Compare | Submission of HCAHPS Administrative Data | Contacting QualityNet HelpDesk Regarding HCAHPS Data Submission Issues | HCAHPS Public Reporting PeriodsSlides Illustrating the Calculations of HCAHPS Scores | V.35 MS-DRG Codes Effective October 1, 2017 | V.34 MS-DRG Codes Effective October 1, 2016 | HCAHPS Service Line and V.31 APR-DRG Crosswalk | HCAHPS V4.1 Submission of "5 or Fewer Eligible HCAHPS Discharges in a Month" | HCAHPS V4.1 Submission of "Zero Cases" | XML File Specifications Version 4.1 | HCAHPS V4.0 Submission of "5 or Fewer Eligible HCAHPS Discharges in a Month" | HCAHPS V4.0 Submission of "Zero Cases" | XML File Specifications Version 4.0

 

2018 QualityNet Maintenance and Downtime Schedule (01/09/2018)

The HCAHPS Project Team is alerting approved HCAHPS Survey vendors and self-administering hospitals of upcoming regular QualityNet maintenance weekends. During this time organizations will not be able to upload HCAHPS data to the HCAHPS Data Warehouse. This alert is provided so that survey vendors and self-administering hospitals can plan data submission as needed.

Please see below for the 2018 schedule of upcoming regular QualityNet maintenance weekends.

  • August 17 – 19
  • September 21 – 23
  • October 19 – 21
  • November 16 – 18
  • December 14 – 16

Data Submission Deadlines Through April 2019

The HCAHPS Data Submission Deadlines through April 2019 are listed below. Following the HCAHPS Data Submission Deadline, hospitals self-administering the HCAHPS Survey and HCAHPS Survey vendors will have a one week opportunity to correct data previously submitted for the quarter. The Review and Correct Period is only for correcting previously submitted data and cannot be used to submit new data records.

The process for submitting corrected data will be the same as the current process used for correcting data. During the Review and Correct Period only administrative data and survey record data can be corrected.

The Review and Correct Report, which summarizes the data submitted to the HCAHPS Data Warehouse, is available to hospitals and survey vendors in the Review and Correction Period.

The 2017 through 2019 HCAHPS Data Submission Deadlines are as follows:

  • October 4, 2017 is the data submission deadline for the patients discharged in April, May, and June 2017 (2Q17). June 2017 Dry Run data must also be submitted by this date.            
    • October 5 - 11, 2017 Review and Correct Period
  • January 3, 2018 is the data submission deadline for the patients discharged in July, August, and September 2017 (3Q17). September 2017 Dry Run data must also be submitted by this date.             
    • January 4 - 10, 2018 Review and Correct Period
  • April 4, 2018 is the data submission deadline for the patients discharged in October, November, and December 2017 (4Q17). December 2017 Dry Run data must also be submitted by this date.            
    • April 5 - 11, 2018 Review and Correct Period
  • July 5, 2018 is the data submission deadline for the patients discharged in January, February, and March 2018 (1Q18). March 2018 Dry Run data must also be submitted by this date.            
    • July 6 - 12, 2018 Review and Correct Period
  • October 3, 2018 is the data submission deadline for the patients discharged in April, May, and June 2018 (2Q18). June 2018 Dry Run data must also be submitted by this date.            
    • October 4 - 10, 2018 Review and Correct Period
  • January 3, 2019 is the data submission deadline for the patients discharged in July, August, and September 2018 (3Q18). September 2018 Dry Run data must also be submitted by this date.            
    • January 4 - 10, 2019 Review and Correct Period
  • April 3, 2019 is the data submission deadline for the patients discharged in October, November, and December 2018 (4Q18). December 2018 Dry Run data must also be submitted by this date.            
    • April 4 – 10, 2019 Review and Correct Period

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25 Completed HCAHPS Surveys Required for Hospital HCAHPS Scores to be Publicly Reported on Hospital Compare (08/15/2018)

Beginning with the December 2016 Hospital Compare refresh, HCAHPS scores based on fewer than 25 completed surveys will no longer be publicly reported. From December forward, the Hospital Compare Web site will report “Not Applicable” and Footnote 1: "The number of cases/patients is too few to report," for hospitals that have fewer than 25 completed HCAHPS Surveys. However, the Public Reporting Preview Report, which a hospital can access during the preview period, will continue to include the hospital’s HCAHPS scores and number of completed surveys.

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Submission of HCAHPS Administrative Data (03/31/2016)

The HCAHPS Project Team would like to remind hospitals and survey vendors that hospitals are required to provide, in a timely manner, all patient administrative data required for the HCAHPS Survey, including service line and patient age; see FY 2014 IPPS Final Rule (Federal Register/Vol. 78, No. 160/Monday, August 19, 2013/Rules and Regulations, Section. 412.140). These data are required for Patient-Mix Adjustment. Failure to provide this information is considered a deviation from HCAHPS data collection protocols.

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Contacting QualityNet HelpDesk Regarding HCAHPS Data Submission Issues (03/31/2016)

When contacting the QualityNet HelpDesk about issues related to HCAHPS data submission, the HCAHPS Project Team requests that the survey vendor or hospital copy the HCAHPS Project Team on these communications. Please “cc” HCAHPS Technical Assistance hcahps@hcqis.org on data submission related emails sent to the QualityNet HelpDesk. Also be sure to provide HCAHPS Technical Assistance with any ticket number assigned by the QualityNet HelpDesk. In addition, if you contact the QualityNet HelpDesk via telephone, please send a follow-up email to the HCAHPS Technical Assistance as documentation of telephone conversation with QualityNet, and please include the ticket number.

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HCAHPS Public Reporting Periods for April 2018 Through July 2020 Have Been Posted (08/17/2018)

Click here to view the HCAHPS Public Reporting Periods document. This document indicates which calendar quarters of HCAHPS results will be publicly reported on the Hospital Compare Web site through July 2020.

Please Note: The dates of future preview periods and public reporting are estimates based on current timetables and thus are subject to change.

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Slides Illustrating the Calculations of HCAHPS Scores

For a refresher on how HCAHPS scores are calculated, click here to view or download the slides.

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V.35 MS-DRG Codes Effective October 1, 2017 (12/21/2017)

CMS has adopted V.35 MS-DRG Codes effective October 1, 2017.  Please click here for the Table of V.35 MS-DRG Codes and HCAHPS Service Line Categories.

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V.34 MS-DRG Codes Effective October 1, 2016

CMS has adopted V.34 MS-DRG Codes effective October 1, 2016. Please click here for the Table of V.34 MS-DRG Codes and HCAHPS Service Line Categories.

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HCAHPS Service Line and V.31 APR-DRG Crosswalk

The Crosswalk of HCAHPS Service Line Categories and V.31 APR-DRG Codes is available below.1

APR-DRG
HCAHPS Service Line
Eligible for HCAHPS
540-542, 560 1 = Maternity   Care Yes
40-58, 80, 82, 98, 110-111, 113-115, 130-144, 190, 193-194, 196-201, 203-207, 240-254, 279-284, 313-317, 340-344, 346-347, 349, 351, 380-385, 420-425, 460-463, 465-466, 468, 500-501, 530-532, 561, 563, 565-566, 660-663, 690-694, 720-724, 811-813, 815-816, 843-844, 861-862, 890, 892-894 2 = Medical Yes
1-6, 20-24, 26, 70, 73, 89, 90-93, 95, 97, 120-121, 160-163, 165-167, 169-171, 173-177, 180, 191-192, 220-229, 260-264, 301-305, 308-310, 312, 320-321, 361-364, 401, 403-405, 440-447, 480-484, 510-514, 517-519, 544-546, 564, 650-651, 680-681, 710-711, 791, 841-842, 850, 910-912, 930, 950-952 3 = Surgical Yes
580-581, 583, 588-589, 591, 593, 602-603, 607-609, 611-614, 621-623, 625-626, 630-631, 633-634, 636, 639, 640, 740, 750-760, 770, 772-776, 860, 863 Ineligible No
A missing APR-DRG code does not exclude a patient from being  drawn into the sample frame M = Missing Yes

1This table of APR-DRG codes is based on “APR-DRG Weights and ALOS for Acute Services,” New York State Department of Health, https://www.health.ny.gov/facilities/hospital/reimbursement/apr-drg/weights/ (April 30, 2015)

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HCAHPS V4.1 Submission of "5 or Fewer Eligible HCAHPS Discharges in a Month"

Below please find instructions for uploading "5 or Fewer Eligible HCAHPS Discharges in a Month" information via My QualityNet using the Online Data Entry Tool or the XML file format for July 1, 2018 patient discharges and forward.

Online Tool

Please note the following: 

  • One header record must be completed for each month that an organization has "5 or Fewer Eligible HCAHPS Discharges in a Month"
  • The NPI element is not required at this time, but may be entered if the information is available
  • For "survey mode," select "Mail only"
  • For "determination of service line," select the method used to determine the patient's eligibility
  • For "number eligible discharge," enter actual count of eligible discharges for the month
  • For "sample size," enter zero
  • For "sample type," select "Simple Random Sample"

XML File Format

Below is an example of the header record layout that must be submitted for each month that an organization has "5 or Fewer Eligible HCAHPS Discharges in a Month."

 <header>
            <provider-name>Some Hospital</provider-name>
           
<provider-id>123456</provider-id>
            (NPI is not required)
            <discharge-yr>2018</discharge-yr>
            <discharge-month>7</discharge-month> (for July)
            <survey-mode>1</survey-mode> (for Mail only)
            <determination-of-service-line>1</determination-of-service-line> (for V.35, V.34, V.33,
            V.32, V.31, V.30, V.29, V.28, V.27, V.26, or V.25 MS-DRG codes)
            <number-eligible-discharge> enter actual count i.e. 1, 2, 3, 4 or 5</number-eligible-discharge>
            <sample-size>0</sample-size>
            <sample-type>1</sample-type> (for Simple Random Sample)
</header>

Please contact HCAHPS Information and Technical Support by email at hcahps@hcqis.org or by telephone at 1-888-884-4007 with any questions.

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HCAHPS V4.1 Submission of "Zero Cases"

Below please find instructions for uploading "Zero Case" information via My QualityNet using the Online Data Entry Tool or the XML file format for July 1, 2018 patient discharges and forward.

Online Tool

Please note the following: 

  • One header record must be completed for each month that an organization has "Zero Cases"
  • The NPI element is not required at this time, but may be entered if the information is available
  • For "survey mode," select "Mail only"
  • For "determination of service line," select "1 – V.35, V.34, V.33, V.32, V.31, V.30, V.29, V.28, V.27, V.26, or V.25 MS-DRG codes"
  • For "number eligible discharge," and "sample size" enter 0
  • For "sample type," select "Simple Random Sample"

XML File Format

Below is an example of the header record layout that must be submitted for each month that an organization has "Zero Cases."

<header>
            <provider-name>Some Hospital</provider-name>
            <provider-id>123456</provider-id>
            (NPI is not required)
            <discharge-yr>2018</discharge-yr>
            <discharge-month>7</discharge-month> (for July)
            <survey-mode>1</survey-mode> (for Mail only)
            <determination-of-service-line>1</determination-of-service-line> (for V.35, V.34, V.33,
           
V.32, V.31, V.30, V.29, V.28, V.27, V.26, or V.25 MS-DRG codes)
            <number-eligible-discharge> enter actual count i.e. 1, 2, 3, 4 or 5</number-eligible-discharge>
            <sample-size>0</sample-size>
            <sample-type>1</sample-type> (for Simple Random Sample)
</header>

Please contact HCAHPS Information and Technical Support by email at hcahps@hcqis.org or by telephone at 1-888-884-4007 with any questions.

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XML File Specifications Version 4.1

XML File Specifications Version 4.1 is effective beginning with third quarter 2018 patient discharges.

HCAHPS Survey data for eligible discharges from July 1, 2018 forward may now be submitted via XML format or the HCAHPS Online Data Entry Tool accessed from My QualityNet.

Click here for the XML File Specifications Version 4.1, the XML File Sample Layout without DSRS Version 4.1 and the XML File Sample Layout with DSRS Version 4.1.

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HCAHPS V4.0 Submission of “5 or Fewer Eligible HCAHPS Discharges in a Month

"Below please find instructions for uploading "5 or Fewer Eligible HCAHPS Discharges in a Month" information via My QualityNet using the Online Data Entry Tool or the XML file format for January 1, 2018 patient discharges and forward.

Online Tool

Please note the following:

  • One header record must be completed for each month that an organization has "5 or Fewer Eligible HCAHPS Discharges in a Month"
  • The NPI element is not required at this time, but may be entered if the information is available
  • For "survey mode," select "Mail only"
  • For "determination of service line," select the method used to determine the patient's eligibility
  • For "number eligible discharge," enter actual count of eligible discharges for the month
  • For "sample size," enter zero
  • For "sample type," select "Simple Random Sample"

XML File Format

Below is an example of the header record layout that must be submitted for each month that an organization has "5 or Fewer Eligible HCAHPS Discharges in a Month."

<header>
           
<provider-name>Some Hospital</provider-name>
            <provider-id>123456</provider-id>
            (NPI is not required)
            <discharge-yr>2018</discharge-yr>
            <discharge-month>1</discharge-month> (for January)
            <survey-mode>1</survey-mode> (for Mail only)
            <determination-of-service-line>1</determination-of-service-line> (for V.35, V.34, V.33,
            V.32, V.31, V.30, V.29, V.28, V.27, V.26, or V.25 MS-DRG codes)
            <number-eligible-discharge> enter actual count i.e. 1, 2, 3, 4 or 5 </number-eligible-discharge>
            <sample-size>0</sample-size>
            <sample-type>1</sample-type> (for Simple Random Sample)
</header>

Please contact HCAHPS Information and Technical Support by email at hcahps@hcqis.org or by telephone at 1-888-884-4007 with any questions

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HCAHPS V4.0 Submission of “Zero Cases”

Below please find instructions for uploading "Zero Case" information via My QualityNet using the Online Data Entry Tool or the XML file format for January 1, 2018 patient discharges and forward.

Online Tool

Please note the following:

  • One header record must be completed for each month that an organization has "Zero Cases"
  • The NPI element is not required at this time, but may be entered if the information is available
  • For "survey mode," select "Mail only"
  • For "determination of service line," select "1 – V.35, V.34, V.33, V.32, V.31, V.30, V.29, V.28, V.27, V.26, or V.25 MS-DRG codes"
  • For "number eligible discharge," and "sample size" enter 0
  • For "sample type," select "Simple Random Sample"

XML File Format

Below is an example of the header record layout that must be submitted for each month that an organization has "Zero Cases."

        <header>                    
                   <provider-name>Some Hospital</provider-name>                    
                   <provider-id>123456</provider-id>                    
                   (NPI is not required)                    
                   <discharge-yr>2018</discharge-yr>                    
                   <discharge-month>1</discharge-month> (for January)                    
                   <survey-mode>1</survey-mode> (for Mail only)                    
                   <determination-of-service-line>1</determination-of-service-line> (for V.35, V.34, V.33,
                    V.32, V.31, V.30, V.29, V.28, V.27, V.26, or V.25 MS-DRG codes)                    
                   <number-eligible-discharge> enter actual count i.e. 1, 2, 3, 4 or 5</number-eligible-discharge>                    
                   <sample-size>0</sample-size>                    
                   <sample-type>1</sample-type> (for Simple Random Sample)         
        </header>

Please contact HCAHPS Information and Technical Support by email at hcahps@hcqis.org or by telephone at 1-888-884-4007 with any question

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XML File Specifications Version 4.0

The updated XML File Specifications Version 4.0, which includes the new Communication About Pain questions (Q12, Q13, and Q14), must be used for all patients discharged from January 1, 2018 and forward.

Click here for the XML File Specifications Version 4.0, the XML File Sample Layout with and without DSRS Version 4.0 and the Data File Structure Version 4.0.

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 This page was last modified on (8/17/18)