HSRS Changes for HIPAA Compatibility

HSRS was determined not to be a covered entity subject to the HIPAA rules, but we have made some changes to make it more compatible with the HIPAA requirements to accommodate those counties who get HIPAA formatted data from providers.

The HSRS changes affect all screens with name, address and SPC. The following is a summary of these changes:

NAME:

Last name expanded from 19 letters to 35
First name expanded from 10 letters to 25
Middle initial (name) expanded from 1 letter to 25
Suffix expanded from 3 letters to 10

ADDRESS:

Line 1 expanded to 55 characters
Line 2 added new with 55 characters
City name expanded to 52 characters
Zip code expanded to 9 spaces

SPC CODES:

HSRS will continue to use the SPC code but will also accept some HIPAA service codes on the Mental Health, AODA, and LTS modules, if you so desire. The HIPAA service code is 5 spaces long. The first 3 spaces of the HIPAA code should be reported in the SPC field, and the last 2 spaces reported in the SPC subprogram code field. If the HIPAA service code can be cross walked to ONE SPC, we will accept that HIPAA code.

We are still working on a list of HIPAA service codes that can be cross-walked to an SPC, and will be acceptable on HSRS. This list will be sent out soon, and we will continually be adding to it as more HIPAA codes are cross-walked to an SPC. Counties who want additional HIPAA codes added should send their request to the HSRS SOS desk.

If you are reporting an SPC, then report the unit type for that SPC. Conversely, if you are reporting a HIPAA service code, then report the HIPAA units type. 

For example: HIPAA code T1002 crosswalks to SPC 710, but the unit type for T1002 is 15 minutes and the unit type for SPC 710 is hours. If you report SPC 710, then units should be reported in hours. If you report T1002, then units should be reported in 15 minute increments (e.g., 2 units would be 1/2 hour).

FILE TRANSFER:

The new format is already in effect.

OUTPUT REPORTS:

Reports will continue to display the shortened name and address to save on paper. If this creates a problem, we can lengthen them on an as needed basis.

HSRS SOS Desk 
RM 518
1 W Wilson ST
PO Box 7851
Madison WI 53707-7851
E-mail: DHSSOSHelp@wisconsin.gov
Phone: 608-266-9198
Fax: 608-267-2437

Last Revised: October 24, 2008