NY SPARCS Report 999 File: Common Errors

Users who submit a SPARCS report using the NY State Report 2018 format in AmkaiOffice may receive error reports from the state in several formats. Most errors produce a 999 file along with a CSV and an HTML file. When all three formats are available, it may be easiest to work with the HTML format.

Some errors produce only a 999 file. This section of Help provides a description of common errors reported on the 999 file with their solutions.

Common errors reported on the 999 File

999 file contains no IK3, CTX, and IK4 groupings and entire file is rejected
Cause of the error	Incorrect PFI and or SPARCS Collector Code was used when entering report parameters
How to correct the error	Enter the correct PFI in the SPARCS ID Number field on the report parameters screen Enter the Collector Code in the SPARCS Collector Code field on the report parameters screen
Notes	PFIs can be found here: https://www.health.ny.gov/statistics/sparcs/reports/compliance/alpha_facilities.htm SPARCS Collector Codes have not changed. Contact SPARCS if you do not know your Collector Code.
Image of Parameters Screen	Click herehere to view image.

Loop 2010, field NM108 and/or NM109
Cause of the error	Primary Insurance Plan is missing the State Reporting Payor Code
How to correct the error	Enter State Reporting Payor Code in the Insurance Plan Dictionary in the State Reporting Payor Code field.
Image of Insurance Plan dictionary	Click herehere to view image.

Loop 2330, field NM108 and/or NM109
Cause of the error	Secondary and/or Tertiary Insurance Plan is missing the State Reporting Payor Code.
How to correct the error	Enter State Reporting Payor Code in the Insurance Plan Dictionary in the State Reporting Payor Code field.
Image of Insurance Plan Dictionary	Click herehere to view image.

Loop 2400, field SV201
Cause of the error	Charge line is missing the Revenue Code.
How to correct the error	Either add the revenue code on the Patient Ledger, or deselect the Include in State Report check box in the Procedure Dictionary if this procedure does not need to be reported (i.e. G codes).
Image of Patient Ledger (Charge Details)	Click herehere to view image.
Image of Procedure Dictionary	Click herehere to view image.

Loop 2400, field SV202
Cause of the error	Charge is missing CPT Code.
How to correct the error	Add a CPT code at the Patient Ledger.
Image of Insurance Plan dictionary	Click herehere to view image.

Loop 2300, field HI01
Cause of the error	There is an ICD-9 Diagnosis or Procedure Code for the Case or a Charge that is not mapped to an ICD-10 code.
How to correct the error	Check the AmkaiOffice Warning log for additional details. Either map an appropriate ICD-10 code or remove the ICD-9 code if it is not needed. Check both the Demographics > Case > Additional Information and Patient Ledger > Charge > Charge Details screens.
Image: Demographics > Case > Additional Information	Click herehere to view image.
Image: Patient Ledger > Charge > Charge Details	Click herehere to view image.

Loop 2300, NTE02
Cause of the error	The Source of Payment Typology Code is missing or is not a valid value.
How to correct the error	Select the correct value in the Insurance Plan dictionary under the State Code field.
Notes	A full list of values that are considered valid can be found here: https://www.health.ny.gov/statistics/sparcs/training/docs/ascx12claimfilingindicator_to_sourcepaymenttopologymap_v7.pdf
Image of Insurance Plan Dictionary	Click herehere to view image.

Loop 2010, field NM106
Cause of the error	The patient or insured person (if different than the patient) has a value entered under Demographics > Title.
How to correct the error	Remove the Title.
Image of Insurance Plan dictionary	Click herehere to view image.

Loop 2010, field NM108 and NM109 AND Patient has no Insurance on File (no ins. listed in Billing Group for this Case)
Cause of the error	System issue related to Self-Pay Patients.
How to correct the error	A patch must be installed for AmkaiOffice. Open a ticket with SIS Support to request patch "4.0d."
Notes	Example 999 file error code: IK3NM11620108~ CTSCLM01:4370~* IK48661~* IK3NM11620108~ CTXCLM01:4370~* IK49671~*
Image of Self Pay Billing Group (Demographics)	Click herehere to view image.

NY SPARCS Report 999 File: Common Errors

See also

Common errors reported on the 999 File