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MIRCal - General FAQs
Frequently asked questions pertinent to all data types are listed below. Many of these questions are answered in greater length in our Inpatient and Emergency Department and Ambulatory Surgery reporting manuals. Both manuals are found on the Manuals and Guides page.
If you would like to submit a question of your own, please Submit a Question.
System Requirements and File Format:
- 1. What are the minimum PC requirements to submit data to MIRCal?
- 2. Will the MIRCal application reside on my PC?
- 3. What type of file will be used to submit data?
- 4. How will data be submitted to MIRCal? Is it secure?
- 5. Is the file format for Inpatient data different than the Emergency Department and Ambulatory Surgery data format?
Data:
- 6. What is an E-code?
- 7. When are E-codes to be reported?
- 8. Why are inpatient data element definitions different from the ED & AS data elements?
- 9. At what age do we need to collect a patient′s SSN? What if a patient refuses to provide their SSN?
Data Submission:
- 10. Can I submit an entire data file through the test function in MIRCal?
- 11. If my facility changes information systems, how do I test my data?
- 12. Can I submit partial data?
- 13. If a data field is left blank when using the manual record entry form, will MIRCal inform me?
- 14. What constitutes an approved file?
- 15. Will we be able to enter the information on a daily basis?
- 16. Are we able to manually submit records online?
Error Tolerance Levels (ETL):
Corrections:
- 18. How do I retrieve my correction reports?
- 19. How do I correct my data on MIRCal?
- 20. Do I need to correct all of the errors before a Formal Submission?
Extensions and Penalties:
Designated Agents and Facility Access to MIRCal:
- 23. Can I use a Designated Agent with MIRCal?
- 24. What type of access does a Designated Agent have to MIRCal?
- 25. How many User IDs will each facility receive?
Who do I Call for Assistance?
- 26. Who should I contact if I have a question about MIRCal?
- 27. What do I do if I have problems submitting my data and getting it approved? (e.g., MIRCal rejects my data due to an edit flag but the data is actually correct.)
- 28. Where can I obtain licensing information about my facility?
Regulations:
System Requirements and File Format:
Q1. What are the minimum PC requirements to submit data to MIRCal?
A. The minimum PC requirements:
- Processor: 300 MHz
- Memory: 64 MB RAM
- Disc Space: 4 GB Hard Drive (at least 500 MB free)
- Modem: High Speed Internet connection (preferred) or 56k or faster
- Software: Microsoft Internet Explorer Version 5.0 or higher with 128-bit Secure Socket Layer (SSL), Virus Checking System, Internet Access, E-Mail Account, Adobe Acrobat Reader V4.0 or higher
- File Compression Program: MIRCal accepts files that are 3MB or less. Data files that are more than 3MB must be zipped in order to be submitted successfully. The following compression applications are supported and can be obtained from the manufacturer′s website: Winzip, Pkzip, or gzip.
- CD-ROM (Optional)
- You can get the most recent updates of Internet Explorer and Adobe Acrobat Reader from the links below:
Q2. Will the MIRCal application reside on my PC?
- A. No. The only applications you need on your PC are Microsoft Internet Explorer Version 5.0 or higher and Adobe Acrobat Reader Version 4.0 or higher. MIRCal is available through the Internet.
Q3. What type of file will be used to submit data?
- A. The data must be text (.txt) files. Excel files are not accepted. You may compress or "zip" your text file and submit the zipped (.zip) file. If your data file is over 3MB in size it must be zipped in order to submit. Compression reduces the upload time to the Internet and will shorten the amount of time you have to wait to attach and send the file.
Q4. How will data be submitted to MIRCal? Is it secure?
- A. Data files will be submitted via a Hypertext Transfer Protocol Secure (HTTPS) file transfer format. Facilities will access the MIRCal system using an Internet Browser (Microsoft Internet Explorer version 5.0 or higher) and attach their data file, which will be encrypted and downloaded to OSHPD over a secure Internet connection.
Q5. Is the file format for Inpatient data different than the Emergency Department and Ambulatory Surgery data format?
- A. Facilities are required to report in two separate formats: 1) ED and AS format, and 2) Inpatient format. You may review the format and file specifications for each data type on the MIRCal Resources web page. Data files must be separate for each data type (e.g. one file for IP, one for ED, one for AS).
Data:
Q6. What is an E-code?
- A. An E-code is the supplementary classification of external causes of injury and poisoning in one of the chapters of the ICD-9-CM codebook. This chapter permits the classification of environmental events, circumstances, and conditions as the cause of injury, poisoning, and other adverse effects. The range of E-codes is E800-E999.
Q7. When are E-codes to be reported?
- A. The injury, poisoning, or adverse effect "E-codes" are to be reported when first diagnosed and/or treated, whether it is in a hospital, ED or AS setting.
Examples:- 1) If the patient was seen in an ED, and was not admitted to a hospital, the E-code would be reported on the ED record.
- 2) If the patient was seen in an AS and was not admitted to a hospital, the E-code would be reported on the AS record.
- 3) If the patient was seen in hospital A's ED and admitted to hospital A, and if the ED record becomes part of the IP record, the E-code would be reported on the IP record.
- 4) If the patient was treated in hospital A's AS and admitted to hospital A, and if the AS record becomes part of the IP record, the E-code would be reported on the IP record.
Q8. Why are inpatient data element definitions different from the ED & AS data elements?
- A. OSHPD is mandated to use national standards for data elements included in the Emergency Department and Ambulatory Surgery data sets. These standards are based on the Health Care Service Data Reporting Guide, a national standard consistent with the 837 transaction set. Inpatient data elements were developed from UHDDS standards and reflect proprietary changes made by OSHPD. In the future, OSHPD will move the inpatient data set to be consistent with national standards.
Q9. At what age do we need to collect a patient's SSN? What if a patient refuses to provide their SSN?
- A. The Health and Safety Code states that SSNs must be reported if they are included in the medical record. We understand that there will be occurrences when SSNs are not available, e.g. young children, foreigners, or some elderly. However, we strongly encourage facilities to ensure the collection of SSNs to the extent possible. If the patient is unable to provide the SSN, report the SSN as unknown 00000001.
Data Submission:
Q10. Can I submit an entire data file through the test function in MIRCal?
- A. Yes. Submitting an entire file through the test function will mimic a formal submission. The data will be subjected to the same edits as in formal submission and provide results in the same manner.
Q11. If my facility changes information systems, how do I test my data?
- A. The test function of MIRCal allows facilities, vendors and Designated Agents to test the file extracts before formal submission. Facilities are responsible for testing files and making sure the files are in the correct file format. Please refer to the format and file specifications for your data type which can be found on the MIRCal Manuals and Guides page.
Q12. Can I submit partial data?
- A. Yes, but only by choosing test submission through MIRCal. You may submit partial data through the test submission to see if the file is in the correct format. Once you confirm that the data is in the correct format you may then attach a new file for submission. Be sure to submit data for the entire report period, not just the new data. The new file will override the previously submitted data.
Web entry records can also be submitted through the test door individually or in batches. You are not required to re-enter web entry records when submitting partial data. New record will be added to the previously entered web entry records. The Formal Submission option should only be used when all records for the report period are ready for submission.
DO NOT SUBMIT A FILE AFTER KEYING WEB ENTRY RECORDS! A file submission will overwrite all previous data saved in MIRCal. If you need to add records in conjunction with a file submission, first submit the file and then add the web entry records.
Q13. If a data field is left blank when using the manual record entry form, will MIRCal inform me?
- A. Yes. When you save each record with validation, the system checks for blank and invalid fields. MIRCal will provide a listing of errors and return you to the location of the error so that the correct data can be entered. MIRCal will check for other edits (relational, readmission, coding) when you choose to submit your data whether it's a test or formal submission.
Q14. What constitutes an approved file?
- A. When your data has been formally submitted and passes all OSHPD Edit Programs and the established Error Tolerance Level.
Q15. Will we be able to enter the information on a daily basis?
- A. You are able to manually enter and save (but not submit) records at the time of the patient′s visit using MIRCal′s Manual Record Entry feature. Once a report period is open to accept submissions, you will submit the saved records.
When using early Manual Record Entry, be sure you select the correct report period before entering your records.
Q16. Are we able to manually submit records online?
- A. Yes, after a report period has opened, facilities may choose to submit by using the Manual Record Entry form online for each patient record. You will receive automatic feedback for any blank or invalid data when you "Save with Validation."
Error Tolerance Levels (ETL):
Q17. Please explain the Error Tolerance Level (ETL).
- A. The Error Tolerance Level (ETL) established by OSHPD, applies to each edit program for all records in a report period. Approval of data will be based on the following Error Tolerance Level (ETL):
- Inpatient
1. ETL for standard, coding and readmission edits must be 2% or less for each category.
2. Data cannot contain any Trend or Comparative errors.
3. Data cannot contain any Records with a Blank or Invalid Principal Diagnosis.
- ED and AS
1. ETL for standard edits must be 2% or less.
2. Data cannot contain any Trend or Comparative errors.
- Inpatient
Corrections:
Q18. How do I retrieve my correction reports?
- A. They will be available and printable online through MIRCal. From the "Results" option on the Main Menu select "Main Error Summary" and for more details "Error Reports". You are then responsible for correcting the errors so they are below the Error Tolerance Level (See Q17).
Q19. How do I correct my data on MIRCal?
- A. Facilities are responsible for correcting their own data. OSHPD will not execute corrections. Facilities may correct data submitted to OSHPD in one of two ways:
- By making corrections to the data on the facility′s system and resubmitting the entire file for processing through MIRCal.
- By using the online correction function to manually correct individual records in error, and then submitting those corrections through MIRCal.
- You can correct errors online whether you submit your data via file submission or enter individual records via the web entry. However, if you choose this option, changes will not be reflected within your in-house system. You must go into your in-house system and correct the errors there as well. If you make the corrections to your in-house system first, then resubmit your data by attaching a file, you will eliminate the need for dual entry.
Q20. Do I need to correct all of the errors before a Formal Submission?
- A. You MUST correct your data so that they are below the established Error Tolerance Level (ETL). You may choose to correct your data to reach 100% accuracy. If you are at or below the established ETL and have selected Formal submission, you will NOT have the option to make further corrections. However, if you use the test function, you may resubmit as many times as you wish to improve the quality of your data.
Extensions and Penalties:
Q21. What is an extension? How do I get one?
- A. If your data submission has not been formally approved on or before the due date, an extension request must be submitted to avoid penalties. Each report period your facility receives a pool of extension days for each data type. Available extension days are as follows:
- 2005 and subsequent report periods allow a maximum of 14 days.
For Example:
- Original Due Date: September 30, 2005
Data is submitted as Formal on September 30, 2005. Data finished processing on October 1, 2005, (due to large number of submissions from other facilities and MIRCal Maintenance). - New Due Date: October 8, 2005
- NOTE: If a due date falls on a weekend or holiday, formal submissions on the next business day will be considered timely.
Q22. How will penalties for late submission be assessed?
- A. Penalties of $100 per day will be applied for each day after the due date that the data are late (formal submission required) or if an extension has not been filed and approved.
Designated Agents and Facility Access to MIRCal:
Q23. Can I use a Designated Agent with MIRCal?
- A. Facilities have the option of designating an agent to submit data on their behalf. Access to the MIRCal system is tightly controlled. Therefore facilities must advise OSHPD of their use of a Designated Agent prior to data being submitted for each report period. Each hospital can have one Designated Agent.
Q24. What type of access does a Designated Agent have to MIRCal?
- A. Designated Agents will only have access to submit data and re-submit data. Designated Agents can correct errors on the file in your in-house system, but will not have access to make corrections through MIRCal. (Only the facility will be allowed to correct the data.)
Q25. How many User IDs will each facility receive?
- A. The maximum number of MIRCal User IDs per facility is ten. Additional user names for Designated Agents will be provided if applicable. If you submit for multiple hospitals within your corporate chain, you will need a separate user name for each facility. In order to keep patient data secure, User ID and Passwords must not be shared.
Who do I Call for Assistance?:
Q26. Who should I contact if I have a question about MIRCal?
- A. The MIRCal System is supported from 8:00 a.m. to 5:00 p.m. PST, Monday through Friday, except for Official State Holidays. Questions about MIRCal can be directed to:
E-mail to: MIRCal@oshpd.ca.gov
Telephone: (916) 326-3920
Main Office: (916) 326-3935
FAX: (916) 327-1262
Office of Statewide Health Planning and Development
Healthcare Information Division
Patient Data Section
400 R Street, Suite 270
Sacramento, CA 95811-6213 - You may also contact your OSHPD analyst during supported hours.
Q27. What do I do if I have problems submitting my data and getting it approved? (e.g. MIRCal rejects my data due to an edit flag, but the data is actually correct.)
- A. OSHPD is committed to providing you with the assistance you will need to successfully submit your data. You will have access to our online Resources, or you can call an OSHPD analyst who will assist you.
Q28. Where can I obtain licensing information about my facility?
- A. OSHPD's ALIRTS website might be helpful to you in finding this information. The Web address is: http://www.alirts.oshpd.ca.gov/. Another source you might try is the Department of Health Services. They will have the most current Licensing and Certification information. Their general information number is (916) 445-4171. Their licensing number is (916) 445-2070 or (800) 236-9747.
Regulations:
Q29. Where can I find Title 22 on the Web?
- A. You will find Title 22 in the California Code of Regulations at: http://ccr.oal.ca.gov/. Go to the left column and click on California Code of Regulations. There is a Search function at the bottom of the screen. Wherever you find a plus sign, click on it and it will list more breakdowns such as chapters, sections, etc. Use the scroll bar to see additional breakdowns.