Illinois Data Submission

Data Submission Deadlines

IDPH requires hospitals to submit data 65 days after the end of each quarter. Submission deadlines for monthly reported counts are:

• Q1: May 30, 2024 – final close date of June 4, 2024
• Q2: Aug. 29, 2024 – final close date of Sept. 3, 2024
• Q3: Nov. 29, 2024 – final close date of Dec. 4, 2024
• Q4: March 3, 2025 – final close date of March 6, 2025

IDPH Attestation Forms

You must attest to the quarter’s outcome with every data submission. If your facility did not meet quarterly requirements, you also must include that reason on the form. The IDPH attestation forms below are due 15 days after the quarter closes:

• Hospital form
• Ambulatory Surgical Treatment Center form

Outpatient Data Reporting: Complete this required form prior to submitting all other outpatient services.

Included in the feedback report set are the Data Submission Verification Report and Data Quality Summary Report. Both can be shared with your CEO or designate to review and confirm your quarterly outcomes.

General Usage Agreement

As we support our subscribers in using COMPdata’s platform, we want to ensure clarity in understanding your role in data submission. Below are your responsibilities as a data coordinator.

• Submit your facility’s data early  and on a monthly basis to provide ample time to review and correct edit errors.
• Your facility is responsible for file submission and review of information provided by COMPdata’s automated production system.
• Your facility or vendor is responsible for the reconciliation of format and major edit errors. COMPdata is unable to resolve programming and coding issues at the facility level.
• We recommend the use of the Data Quality Summary Report (DSVR/DQSR) included in the feedback report set. This report provides an overview of the elements reported and can help you quickly determine if those elements are being reported accurately (e.g., race and ethnicity or payer mix).

COMPdata’s daily submission services will inform you of the following:

• Failed files
• Suggestions for communicating issues with your vendor or IT department to reconcile file format or edit error issues
• Missing data or counts 30, 15 and the last 7 days prior to a final submission date

Secure email must be used for communications containing Personal Health Information. Failure to do so will be reported immediately to IHA’s Legal Department for further action. 

Contact us at customerservice@team-iha.org or 866-262-6222 with any questions.

Data Coordinator Resources

Meeting Illinois Department of Public Health (IDPH) Requirements: IDPH's attestation form is due 15 days after the final quarter close date. Please follow instructions on the forms below for submission to IDPH. 

• Hospital form
• Ambulatory Surgical Treatment Center form

IDPH Notices

• IDPH Notice of Reporting Changes Effective for Discharges Starting Oct. 1, 2012
• IDPH Reporting Mandate Notice: June 12, 2012
• Illinois State Mandates and Voluntary Data Submission

Acceptable File Formats

• COMPdata's Flat File format
  • Hospitals: IL Data Element list/COMPdata Flat File Format
  • ASC: IL ASC Data Element list/COMPdata Flat File Format
• 837 5010A2
• File Format Tips document provides modification details for State reporting. For complete file format information, refer to the Data Coordinator Manual available under Resource in the Data Reporting system.
• Illinois Payer Category Codes is a list of acceptable payer codes for data submission. 

Ambulatory Surgery Treatment Centers

• IDPH Ambulatory Surgery Treatment Centers Reporting Software was developed and is maintained by IDPH for ASTC that do not have the capability to send the 837 5010 or COMPdata flat file.

Submission Tools and Guides:

• FAQs
• Submission Guide
• Data Coordinator Training Videos
• COMPdata Data Coordinator Manual provides a complete reference to Illinois Discharge Data Reporting.
• UB Claims Review Screen Guide
• UB Claims Review Screen Processing Times

Submission Reconciliation Resources:

• Error Correction Step-by-Step Guide outlines a process for reconciling errors on the edit error feedback report. Use it with production or test data files.
• Edit Error Code Reference Sheet determines the error message meaning and data element involved on the Edit Error Report. The Data Element Reference indicates the required entry in most cases, other than specific diagnosis, procedure and revenue coding. Use this as a tool along with the Error Correction tips sheet above and your Data Coordinator Manual when speaking to others in your facility.
• Case Count Resolution Tips assists in calculating monthly case counts for various categories of data and is helpful in reconciling discrepancies prior to quarterly close deadlines.
• IL Rev. Code Category List provides applicable code specs for each outpatient category. It assists in calculating monthly case counts. 
• Revenue Codes Requiring Procedure Codes provides a listing of all revenue codes that require associated CPTs/HCPCS for outpatient records.

Data Submission and Quality Data Report (DSVR-DQSR)

Location: Data Submission System/Download Reports
Report Description: Multi-tab Excel report
How to utilize the DQSR:

• DQSR IP/OP: Used in verifying data elements and locating potential data quality improvement areas.
• DQSR Definitions Key explains each UB04 data element and any calculations on the report.
• DQSR Checklist provides a walk-through of the DQSR and how to locate potential improvement areas.

Contact us at customerservice@team-iha.org or (866) 262-6222 with any questions.