NY SPARCS Troubleshooting Guide (SPARCS 999 File)

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 guidance in reading that file to determine what errors SPARCS has identified with the file. This section also provides a description of common errors with their solutions, and a table showing commonly used and required fields which may be referenced in the 999 error log.

Before you submit a report to SPARCS, SIS recommends that you first address and correct all warnings presented in the AmkaiOffice State Report Warning Log. This step can reduce the number of errors returned to you by the state, as many issues that generate warnings in AmkaiOffice will create errors in SPARCS.

See also

NY SPARCS 999 File Common Errors

How to use the SPARCS 999 error log

This section of Help provides guidance on performing the following steps:

1. Prepare the file.
2. Read the errors in order to identify the:
• Loop and segment where the error occurred
• Field name (corresponds to the location in AmkaiOffice where the data is incorrect or missing)
• Case number associated to the error
3. Identify the location/field in AmkaiOffice that is referenced by the error.
4. Correct the error(s).

Preparing the file

1. Open the 999 file in a simple text editor program such as Notepad, TextPad, or Notepad ++.
2. Separate each segment into its own line.
• Each segment ends with a tilde “~” character.
• Each error consists of three segments: IK3, CTX, and IK4.
3. It can be helpful to add a line break before and after each error set to make the file easier to read.

Reading the errors

Example error message referenced in the steps below:

IK3*SV2*38*2400*8~

CTX*CLM01:99447~

IK4*1*234*1~

1. Identify the Loop and Segment in error. The Loop is in the 3rd position in the IK3 segment

IK3*SV2*38*2400*8~

CTX*CLM01:99447~

IK4*1*234*1~

The Segment is listed in the 1st position of the IK3 segment AND the 1st position of the IK4 segment

IK3*SV2*38*2400*8~

CTX*CLM01:99447~

IK4*1*234*1~

2. To derive the field name (location referenced in the report), add a leading zero to the value in the IK4 segment if it is only one digit long, and add it to the end of value in the IK3 segment.

The field name in our example is “SV201” (SV2 + 0 + 1 = SV201).

3. Identify the case number the error is associated with:

The Case number is at the end of the CTX segment, following the colon:

IK3*SV2*38*2400*8~

CTX*CLM01:99447~

IK4*1*234*1~

4. To generate a list of all cases occurring during the reporting period along with Patient Names and Account Numbers, run the CDM Cases Report in Detailed format. The reported is located here in AmkaiOffice: Reports > CDM > CDM Cases.
5. Identify the location in AmkaiOffice that is referenced in the error by matching the field name identified in step 2 above to the location in AmkaiOffice using this tablethis table.

   Loop	Field Name on Report	Location in AmkaiOffice	Warnings Given on AmkaiOffice Report if missing/incorrect
   	ISA05	SPARCS collector code entered on Report Parameters Screen
   	ISA08	SPARCS collector code entered on Report Parameters Screen
   	ISA15	Test/Production indicator on Report Parameters Screen
   	ST03	N/A - Hard Coded Value
   1000A	NM109	SPARCS collector code entered on Report Parameters Screen
   1000B	NM103	N/A - Hard Coded Value
   1000B	NM109	N/A - Hard Coded Value
   1000B	REF01	N/A - Hard Coded Value
   1000B	REF02	SPARCS collector code entered on Report Parameters Screen
   2010AA	NM103	Business Entity Name
   2010AA	NM109	Business Entity NPI
   2000B	SBR01	N/A - Hard Coded Value
   2010BA	NM103	Insurance Policy > Subscriber > Last Name
   2010BA	NM104	Insurance Policy > Subscriber > First Name
   2010BA	NM105	Insurance Policy > Subscriber > Middle Name
   2010BA	NM109	Patient's Demographics > Case > Billing Group > PI > Insurance Policy > ID
   2010BA	N301	Demographics for Subscriber > Address > Address Line 1	Warning if missing. Address missing for Subscriber LASTNAME, FIRSTNAME (patient LASTNAME, FIRSTNAME account # ACCTNUM). Using Business Entity Address
   2010BA	N401	Demographics for Subscriber > Address > Zip Code > City	Warning if missing for subscriber. City missing for Subscriber LASTNAME, FIRSTNAME (patient LASTNAME, FIRSTNAME account # ACCTNUM). Using Business Entity City.
   2010BA	N402	Demographics for Subscriber >Address > Zip Code > State	Warning if missing for subscriber. State missing for Subscriber LASTNAME, FIRSTNAME (patient LASTNAME, FIRSTNAME account # ACCTNUM). Using Business Entity State.
   2010BA	N403	Demographics > for Subscriber > Address > Zip Code	Warning if missing for subscriber. Zip Code missing for Subscriber LASTNAME, FIRSTNAME (patient LASTNAME, FIRSTNAME account # ACCTNUM). Using Business Entity Zip Code.
   2010BA	N406	Demographics for Subscriber > Address > Zip Code > County > State Specific Code > Code Type FIPS	Warning if FIPS Code is missing for each unique Zip Code. Missing FIPS Code for County COUNTYNAME. Enter in the County dictionary > State Code > NY > FIPS.
   2010BA	DMG04	Demographics for Subscriber > Marital Status	Warning is missing for Subscriber Martial Status missing for Subscriber LASTNAME, FIRSTNAME, case CASENUMBER, patient LASTNAME, FIRSTNAME, account ACCOUNTNUMBER. Reporting "R" for "Unreported".
   2010BA	DMG05	Demographics for Subscriber > Race > State Specific Code Demographics for Subscriber > Ethnicity > State Specific Code	Warning if Race is missing for subscriber. Race not listed for Subscriber LASTNAME, FIRST NAME (patient LASTNAME, FIRSTNAME account # ACCTNUM). Warning if State Specific Code is missing for each unique Race. Missing State Specific Code for Race RACENAME. Warning if Ethnicity is missing for subscriber. Ethnicity not listed for Subscriber LASTNAME, FIRSTNAME (patient LASTNAME, FIRSTNAME account # ACCTNUM). Warning if State Specific Code is missing for each unique Ethnicity. Missing State Specific Code for Ethnicity ETHNICITYNAME.
   2010BA	REF02	Demographics for Subscriber > SSN
   2010BB	NM103	Patient's Demographics > Insurance Policy > Insurance Plan Name
   2010BB	NM109	Patient's Demographics > Insurance Policy > Insurance Plan > State Reporting Payor Code	Warning if the state reporting payor code is missing. State Reporting Payer Code missing for Insurance Plan INSPLANNAME.
   2010CA	NM103	Demographics > Last Name
   2010CA	NM104	Demographics > First Name
   2010CA	NM105	Demographics > Middle Name
   2010CA	DMG02	Demographics > Date of Birth
   2010CA	DMG03	Demographics > Gender
   2010CA	N301	Patient's Demographics > Address > Address Line 1	Warning if missing for Address missing for Patient LASTNAME, FIRSTNAME account # ACCTNUM. Using Business Entity Address.
   2010CA	N401	Patient's Demographics > Address > Zip Code > City	Warning if missing for patient City missing for Patient LASTNAME, FIRSTNAME account # ACCTNUM. Using Business Entity City.
   2010CA	N402	Patient's Demographics > Address > Zip Code > State	Warning if missing for patient State missing for Patient LASTNAME, FIRSTNAME account # ACCTNUM. Using Business Entity State.
   2010CA	N403	Patient's Demographics > Address > Zip Code	Warning if missing for patient Zip Code missing for Patient LASTNAME, FIRSTNAME account # ACCTNUM. Using Business Entity Zip Code.
   2010CA	N406	Patient's Demographics > Address > Zip Code > County > FIPS Code	Warning if FIPS Code is missing for each unique Zip Code. Missing FIPS Code for County COUNTYNAME. Enter in the County dictionary > State Code > NY > FIPS.
   2010CA	DMG04	Patient's Demographics > Marital Status	Warning is missing for Patient. Martial Status missing for Patient LASTNAME, FIRSTNAME, account number ACCOUNTNUMBER, case CASENUMBER. Reporting "R" for "Unreported".
   2010CA	DMG05	Patient's Demographics > Race > State Specific Code Patient's Demographics > Ethnicity > State Specific Code	Warning if Race is missing for patient. Race not listed for Patient LASTNAME, FIRSTNAME account # ACCTNUM. Warning if State Specific Code is missing for each unique Race. Missing State Specific Code for Race RACENAME. Warning if Ethnicity is missing for subscriber. Ethnicity not listed for Patient LASTNAME, FIRSTNAME account # ACCTNUM. Warning if State Specific Code is missing for each unique Ethnicity. Missing State Specific Code for Ethnicity ETHNICITYNAME.
   2010CA	REF02	Patient's Demographics > SSN
   2300	CLM01	Demographics > Case > Case Number
   2300	CLM02	Patient Leger > Total Charge amount for case
   2300	DTP03	CDM > General > Discharge Time
   2300	DTP03	CDM > Case Dates (Admit/Discharge)
   2300	DTP03	CDM > General > Admit Date
   2300	CL101	CDM > General > Admit Type
   2300	CL102	CDM > General > Admit Source
   2300	CL103	CDM > General > Discharge Status
   2300	REF02	Demographics > Account Number
   2300	REF02	Patient's Demographics > Account Number
   2300	NTE01	N/A - Hard Coded Value
   2300	NTE02	Patient's Demographics > Case > Billing Group > PI > Insurance Policy > Insurance Plan > State Specific Code Patient's Demographics > Case > Billing Group > SI > Insurance Policy > Insurance Plan > State Specific Code Patient's Demographics > Case > Billing Group > TI > Insurance Policy > Insurance Plan > State Specific Code
   2300	HI01-02	Patient Ledger > First Charge > Dx1 OR Schedule > Appointment > Dx1
   2300	HI01-02	Schedule > Appointment > Dx1 OR Patient Ledger > First Charge > Dx1	Warning if missing. Missing Admit Diagnosis. Using Dx1 from first Procedure
   2300	HI01-02	Demographics > Case > Additional Information > Reason for Visit
   2300	HI	Patient's Demographics > Case > Additional Information > ECI
   2300	HI01-02	Patient Ledger > Charges > Dx Codes
   2300	HI	Patient Ledger > 1st charge > Dx code	Warning if no ICD-10 code found for reported ICD-9 code No ICD-10 code found for ICD-19 Code #### (Patient LASTNAME, FIRSTNAME account # ACCTNUM, charge BT# BTNUM).
   2300	HI	Patient Ledger > Charges > Dx Code	Warning if no ICD-10 code found for reported ICD-9 code No ICD-10 code found for ICD-19 Code #### (Patient LASTNAME, FIRSTNAME account # ACCTNUM, charge BT# BTNUM).
   2300	HI01-02	Demographics > Case > Additional Information > Occurrence Span Code
   2300	HI01-04	Demographics > Case > Additional Information > Occurrence Span Date
   2300	HI01-02	Demographics > Case > Additional Information > Occurrence Code
   2300	HI	Patient's Demographics > Case > Additional Information > Value Codes OR Patient Ledger > Charge > Additional information > Value Codes
   2300	HI	Patient's Demographics > Case > Additional Information > Condition Information OR Patient Ledger > Charge > Additional information > Condition Information
   2300	NM1	Patient Ledger > 1st Charge > Rendering Provider
   2300	NM1	Patient Ledger > 1st Charge > Rendering Provider
   2300	NM1	Patient Ledger > Charge > Rendering Provider
   2320	SBR01	N/A - Hard Coded Value
   2330A	NM103	Subscriber > Last Name
   2330A	NM104	Subscriber > First Name
   2330A	NM105	Subscriber > Middle Name
   2330B	NM103	PI or SI > Insurance Plan Name
   2330B	NM109	PI or SI > Insurance Plan > State Reporting Payor Code
   2300	SV201	Patient Ledger > Charge > Revenue Code
   2320	SV202	Patent Ledger > Charge > Procedure > CPT or HCPCS Code
   2300	SV202-02	Patient Ledger > Charge > Procedure > CPT Code
   2300	SV202-03	Patient Ledger > Charge > Procedure > Modifier 1
   2300	SV202-04	Patient Ledger > Charge > Procedure > Modifier 2
   2300	SV202-05	Patient Ledger > Charge > Procedure > Modifier 3
   2300	SV202-06	Patient Ledger > Charge > Procedure > Modifier 4
   2300	SV205	Patient Ledger > Charge > Units
   2300	DTP03	Patient Ledger > Charge > From/Through Dates

    

6. Correct the missing or incomplete data in AmkaiOffice.

 

 

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