(a) Portable Data Storage Media. A discharge report may be filed on computer diskettes, USB flash drive, or other portable data storage media approved by DSHS. All discharges shall be reported using the same file and record formats specified in §421.9 of this title (relating to Discharge Reports--Records, Data Fields and Codes) regardless of medium.
  (1) Media specifications are:
    (A) Optical Media: Devices or disc that uses digital optical disc data storage format, for example Compact Disc (CD) or Digital Video Disc (DVD): MS-DOS formatted; PC Text file (ASCII).
    (B) Universal Serial Bus (USB) flash drive: portable data memory device using flash memory with a USB interface.
    (C) Other electronic, magnetic or other portable data storage media: Discharge reports may be filed on other data storage media only with the prior written approval of DSHS. DSHS will not normally approve any medium which DSHS is not currently equipped to read.
  (2) Hospitals shall submit no more than one tape or two diskettes per submission, with the following external identification affixed as listed in subparagraphs (A) - (G) of this paragraph:
    (A) hospital name;
    (B) facility identifier (THCIC 6 digit identifier);
    (C) reporting period for discharges;
    (D) number of transaction sets;
    (E) tape density: 1600/6250 BPI (if applicable);
    (F) collating sequence for tapes (if applicable);
    (G) the description: "DISCHARGE DATA."
  (3) Data for more than one hospital may be submitted on a single tape if the submitter provides external identification items in subparagraphs (A) - (D) of this paragraph for each hospital.
  (4) In addition to the provisions of this section, DSHS shall document instructions for filing discharge reports on data storage media and shall make this documentation available to hospitals at no charge and to the public for the cost of reproduction. DSHS shall notify hospitals or their designated agents directly in writing at least 90 days in advance of any change in instructions for filing discharge reports on data storage media.
(b) Electronic Data Interchange. Discharge reports may be filed by modem using electronic data interchange (EDI). All discharges shall be reported using the same file and record formats specified in §421.9 of this title regardless of the medium of transmission, unless the hospital has obtained an exemption authorized by §421.81 of this title (relating to Health Care Facilities Exemptions from Filing Requirements). DSHS shall document instructions for filing discharge reports by EDI and shall make this documentation available to hospitals at no charge and to the public for the cost of reproduction. DSHS shall notify hospitals and their designated agents directly in writing at least 90 days in advance of any change in instructions for filing discharge reports by EDI. DSHS' instructions shall follow Department of Information Resources standards for EDI.

Source Note: The provisions of this §421.4 adopted to be effective August 19, 1997, 22 TexReg 7490; amended to be effective December 29, 1997, 22 TexReg 12494; amended to be effective July 6, 2003, 28 TexReg 4915; transferred effective September 1, 2004, as published in the Texas Register September 10, 2004, 29 TexReg 8842; amended to be effective December 27, 2007, 32 TexReg 9683; amended to be effective July 5, 2017, 42 TexReg 3373; amended to be effective January 30, 2019, 44 TexReg 429