(a) Electronic Data Interchange. Event files may be filed electronically using electronic data interchange (EDI). All event files and event claims shall be reported using the same file and record formats specified in §421.67 of this title (relating to Event Files--Records, Data Fields and Codes) regardless of the medium of transmission. DSHS shall document instructions for filing event files by EDI and shall make this documentation available to facilities at no charge and to the public for the cost of reproduction. DSHS shall notify facilities reporting under this subchapter and their designated agents directly in writing at least 90 calendar days in advance of any change in instructions for filing event files by EDI. DSHS' instructions shall follow Department of Information Resources standards for EDI.
(b) File Transfer Protocol (FTP). Event files may be filed by FTP using a Transmission Control Protocol over Internet Protocol (TCP/IP) Network connection. DSHS shall document instructions for filing event files by FTP and shall make this documentation available to facilities at no charge and to the public for the cost of reproduction or on DSHS' website. DSHS shall notify facilities reporting under this subchapter and their designated agents directly in writing at least 90 calendar days in advance of any change in instructions for filing event files by FTP. DSHS' instructions shall follow Department of Information Resources standards for FTP.
(c) Other Electronic, Magnetic, or other Portable Data Storage Media. An event report may be filed on other electronic, magnetic, or portable data storage media with prior written approval by DSHS. All events shall be reported using the same file and record formats specified in §421.67 of this title regardless of medium. DSHS will not normally approve any medium which DSHS or the DSHS contract vendor is not currently equipped to read at the time of the request for approval.
  (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). Compact disk (CD): 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; or
    (C) other electronic, magnetic, or other portable data storage media only with the prior written approval from DSHS. DSHS will not normally approve any medium which DSHS is not currently equipped to read.
  (2) Facilities shall submit to DSHS only pre-approved media with the following external identification affixed:
    (A) hospital name;
    (B) facility identifier;
    (C) reporting period for discharges;
    (D) number of records by record type; and
    (E) the description: "OUTPATIENT DATA."
  (3) In addition to the provisions of this section, DSHS shall document instructions for filing discharge reports on electronic, magnetic, or portable data storage media and shall make this documentation available to facilities at no charge and to the public for the cost of reproduction. DSHS shall notify facilities or their designated agents directly in writing at least 90 calendar days in advance of any change in instructions for filing event reports on electronic, magnetic, or portable data storage media.

Source Note: The provisions of this §421.64 adopted to be effective August 29, 2004, 29 TexReg 8123; transferred effective September 1, 2004, as published in the Texas Register September 10, 2004, 29 TexReg 8842; amended to be effective February 26, 2009, 33 TexReg 9694; amended to be effective July 5, 2017, 42 TexReg 3373; amended to be effective January 30, 2019, 44 TexReg 429