Hospital Inpatient and Outpatient Data

Hospitals must file with the MHDO a completed hospital inpatient and outpatient data set for every service provided to each patient. See Rule Chapter 241 on our Rules and Statutes page for a complete definition of the data which must be submitted, and by which hospitals.

For those involved with or impacted by the development and implementation of our new hospital data submission system and testing the addition of ICD-10 fields, please see the Hospital Data Submitters page.

Available Datasets

See the MHDO Data Dictionary regarding which elements are available for hospital encounter data.

In addition you may review the specific set of validations the hospital data are measured against before the MHDO accepts into our database.

If you are interested in requesting data, our Request Data or Reports page has all the information you need.

About the MHDO Hospital Data Dictionary

The data dictionary is an interactive tool designed to assist data users with understanding the content, format and structure of the MHDO Hospital Inpatient and Outpatient Data Sets. The Hospital Data Dictionary is integrated with the APCD Data Dictionary and available here: https://mhdo.maine.gov/mhdo-data-dictionary/search. The data dictionary is designed to support users in:

  • Improved navigation of the data elements
  • Understanding relationships between data elements and which elements are included with each type of data release
  • Access to underlying code sets

Recent Releases

Note: Expected release dates of hospital inpatient and outpatient encounter data can be found on our Data Release Schedules page.

The release version information can be found in two separate tables.

 

3/16/21 Q3 2020 Inpatient Hospital Encounter Data Released

See Inpatient Release Version 26 & 27 along with its notes 35-38 below. Also provided to users as part of the release were the link to the Hospital Encounter Data section of the FAQ web page and link to the Hospital Data Dictionary.

12/11/20 Q1 and Q2 2020 Inpatient Hospital Encounter Data Released

See Inpatient Release Version 25 along with its notes below. Also provided to users as part of the release were the link to the Hospital Encounter Data section of the FAQ web page and link to the Hospital Data Dictionary.

8/24/20 CY2019 Outpatient Hospital Encounter Data Released

See Outpatient Release Version 11 along with its notes below. Also provided to users as part of the release were the link to the Hospital Encounter Data section of the FAQ web page and link to the Hospital Data Dictionary.

6/22/20 Q4 2019 Inpatient Hospital Encounter Data Released

See Inpatient Release Version 24 along with its notes below. Also provided to users as part of the release were the link to the Hospital Encounter Data section of the FAQ web page and link to the Hospital Data Dictionary.

3/11/20 Q3 2019 Inpatient Hospital Encounter Data Released

See Inpatient Release Version 23 along with its notes below. Also provided to users as part of the release were the link to the Hospital Encounter Data section of the FAQ web page and link to the Hospital Data Dictionary.

12/13/19 Q2 2019 Inpatient Hospital Encounter Data Released

See Inpatient Release Version 22 along with its notes below. Also provided to users as part of the release were the link to the Hospital Encounter Data section of the FAQ web page and link to the Hospital Data Dictionary.

10/21/19 Q1 2019 Inpatient Hospital Encounter Data Released

See Inpatient Release Version 21 along with its notes below. Also provided to users as part of the release were the link to the Hospital Encounter Data section of the FAQ web page and link to the Hospital Data Dictionary.

7/12/19 CY2018 Outpatient Hospital Encounter Data Released

See Outpatient Release Versions 6, 7, 8, & 9 along with their notes below. Also provided to users as part of the release were the link to the Hospital Encounter Data section of the FAQ web page and link to the Hospital Data Dictionary.

5/28/19 Q3 and Q4 2018 Inpatient Hospital Encounter Data Released

See Inpatient Release Versions 16, 17, 18, 19, 20 and the notes below.
Provided to the users as part of the release was the newly available MHDO Hospital Inpatient: Quality Control check list. In addition, a link to the Hospital Encounter Data section of the FAQ web page and link to the Hospital Data Dictionary were made available.

12/21/18 Q2 2018 Inpatient Hospital Encounter Data Released

See Inpatient Release Versions 14 and 15 and the notes below.
Provided to the users as part of the release was the newly available MHDO Hospital Inpatient: Quality Control check list. In addition, a link to the Hospital Encounter Data section of the FAQ web page and link to the newly launched Hospital Data Dictionary were made available.

10/26/18 Q1 2018 Inpatient Hospital Encounter Data Released

See Inpatient Release Version 13 Note ID 9 below.
A link to the Hospital Encounter Data section of the FAQ web page was provided to the users as part of the release.
In addition, a link to the newly launched Hospital Data Dictionary at https://mhdo.maine.gov/mhdo-data-dictionary/search, which is now integrated with the APCD Data Dictionary, was made available.

7/11/18 CY2017 Outpatient Hospital Encounter Data Released

See Outpatient Release Version 5 Note ID's 1-4 below.
A link to the Hospital Encounter Data section of the FAQ web page was provided to the users as part of the release.
In addition, a link to the newly launched Hospital Data Dictionary at https://mhdo.maine.gov/mhdo-data-dictionary/search, which is now integrated with the APCD Data Dictionary, was made available.

6/1/18 Q4 2017 Inpatient Hospital Encounter Data Released

See Inpatient Release Version 11 Note ID 8 below.
A link to the Hospital Encounter Data section of the FAQ web page was also provided.

3/2/18 Q3 2017 Inpatient Hospital Encounter Data Released

See Inpatient Release Version 10 Note ID 7 below.
A link to the Hospital Encounter Data section of the FAQ web page (updated) was also provided.

12/1/17 2017 Q1 & Q2 Inpatient Hospital Encounter Data Released

See Inpatient Release Version 6 Note ID 5 below.
A link to the Hospital Encounter Data section of the FAQ web page (updated) was also provided.

Prior Releases can be found below the outpatient encounter release notes table near the bottom of this page.

Hospital Inpatient Encounter Release Notes

Note ID Release Version Note Text Start Data Year End Data Year
37 27 Inpatient Release 27: 2019 Q1 – 2020 Q2 Mayo Regional Hospital (200066) Resubmissions

This release includes Hospital Inpatient Encounter resubmissions from Mayo Regional Hospital (200066) which cover January 2019 – June 2020 (2019 Q1 – 2020 Q2) encounters.
01/01/2019 06/30/2020
38 27 Inpatient Release 27: 2019 Q1 – 2020 Q2 Mayo Regional Hospital (200066) Resubmissions: Hospital Specific Notes

As communicated in past releases, due to a change in the Mayo Regional Hospital’s EHS system, starting with 2019 Q1 data through Q2 2020 the hospital incorrectly submitted ED services in the inpatient data that should have been included in the outpatient data; as a result, the volume of ED visits has been comparatively high in the inpatient data. This situation was addressed by the facility through a resubmission of inpatient and outpatient records for January 2019 through June 2020. MHDO has replaced the affected encounter records with the resubmitted records and has confirmed that the volume of ED records has returned to comparable levels for the affected period through the most current release period (2020 Q3). These data will be available as a separate patch file or the MHDO can release full replacement files if needed. Users should contact the MHDO to obtain these data.
01/01/2019 06/30/2020
35 26 2020 Q3 Inpatient Release 26

This release contains July – September (Q3) 2020 Hospital Inpatient Encounter data for all Maine hospitals required to submit according to MHDO Rule Chapter 241, Uniform Reporting System for Hospital Inpatient and Hospital Outpatient Data Sets.
07/01/2020 09/30/2020
36 26 Inpatient Release 26: 2020 Q3 Hospital Specific Notes

Total Volume Quality Check: MHDO compared the hospitals encounter volume for each quarter against the previous quarter submitted and flagged changes equal to or greater than 20%. The following facilities have more than 20% increase in 2020 Q3 compared to 2020 Q2: Maine Medical Center (200009), Mount Desert Island Hospital (200038), Northern Light AR Gould Hospital (200018), Northern Light C.A. Dean Hospital (200023), Northern Light Sebasticook Valley Hospital (200028), Pen Bay Medical Center (200063), Penobscot Valley Hospital (200062), Southern Maine Health Care (200019), St. Joseph Hospital (200001), and York Hospital (200020).
These facilities have confirmed the accuracy of the volumes with explanations indicating services began to increase since the initial impacts of COVID-19. Q2 decreases were noted in previous release, this reduction was in response to the COVID-19 pandemic.

Dorothea Dix Psychiatric Center (200057) with a 33% decrease from 2020 Q2 has confirmed the accuracy with the following explanation: “We have verified that there are not issues with the total records. Dorothea Dix normally has fluctuations in services from month to month.”

ED Volume Quality Check: MHDO compares each hospital's 2020 Q3 ED % against their prior year's overall ED %. Differences of 10 percentage points or more are flagged. Notes for flagged facilities are below.

Bridgton Hospital (200007): ED visits decreased in 2020 Q3. To date the hospital has not provided any insight.

Northern Light Inland Hospital (200041): ED visits decreased in 2020 Q3. The hospital has confirmed the accuracy with the following explanation: “These numbers would be correct. We had a decrease in visits due to COVID.”

As communicated in past releases, due to a change in the Mayo Regional Hospital’s EHS system, starting with 2019 Q1 data through Q2 2020 the hospital incorrectly submitted ED services in the inpatient data that should have been included in the outpatient data; as a result, the volume of ED visits has been comparatively high in the inpatient data. This situation was addressed in the Q3 2020 data. MHDO has confirmed that the volume of ED records has returned to comparable levels for the current release. See the Release 27 notes below regarding the resubmitted 2019 Q1 – 2020 Q2 data.
07/01/2020 09/30/2020
30 25 2020 Q1-Q2 Inpatient Release 25

This release contains January – June (Q1-Q2) 2020 Hospital Inpatient Encounter data for all Maine hospitals required to submit according to MHDO Rule Chapter 241, Uniform Reporting System for Hospital Inpatient and Hospital Outpatient Data Sets
1/1/2020 6/30/2020
31 25 Hospital Specific Notes (2020 Q1-Q2 Inpatient Release 25):

Total Volume Quality Check: We compared the encounter volume for each quarter against the previous quarter and flagged changes equal to or greater than 20%. The following facilities have a 20% to 30% volume decrease in 2020 Q2 compared to 2020 Q1: Calais Regional Hospital (200055), Central Maine Medical Center (200024), LincolnHealth (201302), Millinocket Regional Hospital (200003), Mount Desert Island Hospital (200038), Northern Light Acadia Hospital (200004), Northern Light AR Gould Hospital (200018), Northern Light Blue Hill Hospital (200051), Pen Bay Medical Center (200063), Penobscot Valley Hospital (200062), Rumford Hospital (200016), and York Hospital (200020). Northern Light Inland Hospital (200041) has a 25% decrease in 2020 Q1 from 2019 Q4. All of these facilities have confirmed the accuracy of the volume changes, and most have indicated that the reduction in services is in response to the COVID-19 pandemic. Others verified the submitted volume as correct but did not provide a specific reason for the change.

Encounter volume decreases larger than 30% in 2020 Q2 compared to 2020 Q1 have been noted below and hospital explanations provided.

Riverview Psychiatric Center (200056) with a 62% volume decrease - “Due to COVID 19, the hospital has restricted the number of admissions and discharges. This will be an ongoing process until we are able to fully function.”, Northern Light C.A. Dean Hospital (200023) with a 59% volume decrease - “Volume reported is accurate”, and St. Joseph Hospital (200001) with a 39% decrease - “Drop in volume has been validated and is a direct result of COVID.”

Total ED Volume Quality Check: We compared 2020 Q1 and Q2 ED% against the overall 2019 Q1-Q4 ED% to see if the absolute percentage point difference is 10 or higher. Notes for flagged facilities are below.

Bridgton Hospital (200007): ED visits decreased in 2020 Q2. To date the hospital has not provided any insight.

Calais Regional Hospital (200055): ED visits increased in 2020 Q2 and may be directly related to the overall encounter volume decrease noted above.

St. Joseph Hospital (200001): ED visits increased in 2020 Q2. The hospital verified these numbers and stated the change was likely due to the COVID-19 pandemic.

Mayo Regional Hospital (200066): As previously communicated, due to a change in the Mayo Regional Hospital’s EHS system, the facility submitted ED services in the inpatient data starting with 2019 Q1 data that historically had been included in the outpatient data; as a result the volume of ED visits has been comparatively high. This situation continues to be applicable in the 2020 Q1-Q2 release. The facility has indicated that the inpatient encounters affected by this situation are those with Primary Payer Category values of 01 MEDICARE, 02 MEDICAID (MaineCare), 04 TRICARE/USVA, 09 WORKERS COMPENSATION and 12 MEDICARE ADVANTAGE AND Revenue code values of 0450.

Mayo Regional Hospital has committed to resolving this issue beginning with their Q3 2020 submissions to MHDO. They have also committed to resubmitting CY 2019 and 2020 Q1-Q2 records with the appropriate ED services in the outpatient file to MHDO by January 15, 2021. The updated data will be available for data users in March 2021. The MHDO will work with current data users to determine who would like to receive the updated release files.

Lastly, MHDO investigated ways to remove the ED services portions for the 2020 Q1-Q2 data; however, we have determined that it is not possible to do solely based on the information submitted on the encounter. We apologize for any confusion.
1/1/2020 6/30/2020
32 25 Billing Provider NPI: The base release layout now includes IP8012 Billing Provider NPI. 1/1/2020 n/a
33 25 Enhanced Deidentified Person ID

The enhanced deidentified MHDO-assigned replacement Person ID is meant to be unique for a given person regardless of hospital. This field appears in the base release layout as IPMB10_PersonID and contains integer values.
1/1/2020 n/a
34 25 Enhanced Provider ID

The enhanced MHDO-assigned replacement Provider ID is a single integer identifier that is assigned to a provider (regardless of whether that provider is acting as an operating provider, an attending provider, or a billing provider) on a given encounter. Each MHDO assigned provider ID is associated with no more than one NPI.

For data releases that include Provider Identifiable data as outlined in Chapter 120, the following revised MHDO-assigned replacement fields are included: IPMB11_Attending_ProviderID, IPMB12_Operating_ProviderID, IPMB13_Billing_ProviderID.

To support the enhanced MHDO-assigned replacement Provider ID, authorized data users will receive an updated support table vwSupport_Provider_Details beginning with this release. The table will provide one row for each Provider ID with provider details as authorized under Chapter 120 for release, such as NPI and, for data users authorized to receive provider identifiable information, provider name. A text file named vwSupport_Provider_Details_Layout with the layout of this file will also be included in this release.
1/1/2020 n/a
27 24 Q4 2019 Inpatient Release 24

This release contains October – December (Q4) 2019 Hospital Inpatient Encounter data for all Maine hospitals required to submit according to MHDO Rule Chapter 241, Uniform Reporting System for Hospital Inpatient and Hospital Outpatient Data Sets
10/1/2019 12/31/2019
28 24 Facility Information Update

Previously, in the Support Facilities table, Pen Bay Medical Center (200063) was missing information in the Hospital System column. It has been updated to indicate it belongs to the “Maine Health” hospital system.
n/a n/a
29 24 Hospital Specific Notes (Q4 2019 Inpatient Release 24):

Total Volume Quality Check: We compared volume for Q4 against the previous quarter Q3 and flagged potential issues if the changes are equal to or greater than 20%. Notes for three flagged facilities are below.

Dorothea Dix Psychiatric Center (200057): The facility had an increase in the overall encounter volume from Q3 to Q4. The facility indicated that the increase is due to normal fluctuation in services month to month.

Mount Desert Island Hospital (200038): The facility had a decrease in the overall encounter volume from Q3 to Q4. The facility indicated that, as a Critical Access Hospital with 25 beds, their inpatient volume is volatile and is very dependent on providers available to care for patients.

Northern Light Blue Hill Hospital (200051): The facility had a decrease in the overall encounter volume from Q3 to Q4. The facility confirmed the accuracy of the volume change.

Total ED Volume Quality Check: We compared 2019 Q4 ED% against the overall 2018 Q1-Q4 ED% and flagged potential issues if the absolute percentage point difference is 10 or higher. Notes for two flagged facilities are below.

Bridgton Hospital (200007): Quality checks indicate ED visits decreased. To date the hospital has not provided any insight.

Mayo Regional Hospital (200066): As previously reported, MHDO’s data quality checks indicate ED visits continue to be high. According to the hospital there are ED encounters in the inpatient data that should be in the outpatient data, but unfortunately the new EHS system is not able to process correctly. The hospital is exploring possible solutions to this issue. In the interim, there are outpatient ED encounters that are included in the inpatient data. The outpatient ED records are identified as records with Primary Payer Category values of 01 MEDICARE, 02 MEDICAID (MaineCare), 04 TRICARE/USVA, 09 WORKERS COMPENSATION and 12 MEDICARE ADVANTAGE AND Revenue code values of 0450.
10/1/2019 12/31/2019
23 23 Q3 2019 Inpatient Release 23

This release contains July – September (Q3) 2019 Hospital Inpatient Encounter data for all Maine hospitals required to submit according to MHDO Rule Chapter 241, Uniform Reporting System for Hospital Inpatient and Hospital Outpatient Data Sets
7/1/2019 9/30/2019
24 23 Facilities Status Updates

MHDO completed a review of the Support Facilities table that accompanies the Inpatient and Outpatient releases. Data for a subset of the facilities listed are no longer submitted under their original MHDO ID’s (SubmitterEIN in the encounter data and ifFacilityID in the Support Facilities table). To indicate this, the following changes have been made in the Support Facilities file:

(1) ‘Deactivated’ and ‘Closed’ statuses are added to the ifStatus field. ‘Deactivated’ indicates that the MHDO ID (SubmitterEIN in the encounter data or ifFacility ID) is no longer being utilized. ‘Closed’ indicates that the facility is no longer in operation.
(2) A Notes field is added to provide information about the facility history and any relevant impact to the data submission, as well as dates and details pertaining to the submitter’s status.

Additionally, the previous version of the Support Facilities table indicated that MHDO ID 200009 (Maine Medical Center) is the affiliated Hospital ID for submitters: 200103, 200104, 200147, 200148, 200149. The correct MHDO ID, 200032 (Stephens Memorial Hospital), is now displayed in the ifAffiliatedHospitalID field.
n/a n/a
25 23 Hospital Specific Notes (Q3 2019 Inpatient Release 23):

Mount Desert Island Hospital (200038): The facility has a 22% increase in the overall encounter volume from Q2 to Q3. The facility indicated that the increase is due to a local nursing home that closed. Two new doctors joined the hospital’s staff.

Northern Light C.A. Dean Hospital (200023): The facility has a 29% decrease in the overall encounter volume from Q2 to Q3. The facility confirmed the accuracy of the volume change.

Calais Regional Hospital (200055): Quality checks indicate ED visits increased. The facility confirmed the accuracy of the change.

Mayo Regional Hospital (200066): The impact from Mayo’s transition to a new EHS system continues to give the appearance of a large increase in inpatient ED visits. According to the hospital there are ED encounters in the inpatient data that should be in the outpatient data, but unfortunately the new EHS system is not able to process correctly. The hospital is exploring possible solutions to this issue. In the interim, these outpatient ED encounters are included in the inpatient data. MHDO is working with Mayo Regional Hospital to determine if there is a way to identify these encounters in the inpatient data. If there is a way to do so, MHDO will send a follow up communication to the MHDO data users.

Northern Light Sebasticook Valley Hospital (200028): Quality checks indicate an increase in ED visits . The facility stated this is due to a higher overall census: “the facility is actively working on acute to acute transfers from other area hospitals as well as from the Northern Light Eastern Maine Medical Center’s Emergency Department.”
7/1/2019 9/30/2019
26 16 In the Q3 2018 Inpatient release, one encounter record (IPMB01_IDN = 49594007) had erroneously blank values in a subset of fields. The fields that were erroneously left blank for this IDN and the correct values they should have are the following: IPMVA30_MRNEncrypted (000072945), IPMVA20_LOS (1), IPMVA21_AGE (80), IPMVA23_RVHITS (16), and IPMVA25_EDFlag (1). 7/1/2018 9/30/2018
21 22 Q2 2019 Inpatient Release 22

This release contains April – June (Q2) 2019 Hospital Inpatient Encounter data for all Maine hospitals required to submit according to MHDO Rule Chapter 241, Uniform Reporting System for Hospital Inpatient and Hospital Outpatient Data Sets
4/1/2019 6/30/2019
22 22 Hospital Specific Notes (Q2 2019):

Penobscot Valley Hospital (200062): The volume for this quarter has decreased since Q1; however, it is the same as Q4 2018’s. As reported 1/29/19 by Penobscot Valley Hospital, “The ripple effects of regional economic conditions including the loss of Lincoln’s major employer, Lincoln Paper and Tissue, have led to high unemployment rates, loss of commercial health insurance coverage, and families moving out of the area. In-patient admissions have decreased 65% and overall patient volume has decreased by nearly 10% over the last four years”.

Mayo Regional Hospital (200066): The percentage of ED visits appears to have increased when compared to the historical volume, however it is because ED charges for patients paying via Medicare have not been split out and moved to the outpatient data record. This record split must be done manually now, since the recent transition to a new EHS system; the facility notified MHDO that there is a delay in this process, which resulted in an apparent increase in the ED visit volume.
4/1/2019 6/30/2019
18 21 Q1 2019 Inpatient Release 21

This release contains January – March (Q1) 2019 Hospital Inpatient Encounter data for all Maine hospitals required to submit according to MHDO Rule Chapter 241, Uniform Reporting System for Hospital Inpatient and Hospital Outpatient Data Sets
1/1/2019 3/31/2019
20 21 Hospital Specific Notes (Q1 2019):

Rumford Hospital (200016): The volume has increased from the previous quarter; however, the 2018 Q4 volume was unusually low. The Q1 2019 volume is in a normal range for this facility.

Mayo Regional Hospital (200066): The percentage of ED visits appears to have increased when compared to the historical volume, however it is because ED charges for patients paying via Medicare have not been split out and moved to the outpatient data record. This record split must be done manually now, since the recent transition to a new EHS system; the facility notified MHDO that there is a delay in this process, which resulted in an apparent increase in the ED visit volume.

Maine Medical Center (200009), MaineGeneral Medical Center Augusta (200015), Southern Maine Health Care (200019): In Q1 2019, these facilities had decreases in the self-pay volume when compared to the historical volume. MHDO has been notified by these facilities that the decrease is attributed to the MaineCare Expansion, effective since January 2019.
1/1/2019 3/31/2019
12 16, 19 Q4 2018 Inpatient Release 19

This release contains October – December (Q4) 2018 Hospital Inpatient Encounter data for all Maine hospitals required to submit according to MHDO Rule Chapter 241, Uniform Reporting System for Hospital Inpatient and Hospital Outpatient Data Sets

Q3 2018 Inpatient Release 16

This release contains July – September (Q3) 2018 Hospital Inpatient Encounter data for all Maine hospitals required to submit according to MHDO Rule Chapter 241, Uniform Reporting System for Hospital Inpatient and Hospital Outpatient Data Sets
7/1/2018 12/31/2018
13 17 2009-2010 Inpatient Mapping Error Resolution

This release resolves an issue with the 2009 and 2010 Hospital Inpatient Encounter release files. Due to a mapping error, the field IPML20_ZIP_5 was NULL in some cases when it should have been populated. This mapping error was fixed and the appropriate IPML20_ZIP_5 values were populated. These updated values were made available to MHDO Data Applicants who had already been approved to receive the applicable data. Enclave users and new data applicants who request data extracts in this date range will have access to the updated values.
1/1/2009 12/31/2010
14 18 Q2 2018 Inpatient - Missing Records for DRG Grouper

This release resolves an issue in the Q2 2018 Hospital Inpatient Encounter release files where 291 records were missing all values in the DRG grouper fields (both MS-DRG and APR-DRG), representing the full 2018 Q2 volume of records from Charles A. Dean Memorial Hospital and from Down East Community Hospital. This issue has been addressed in our data. The affected fields were IPMG20_MSDRG, IPMG21_MSMDC, IPMG22_MSVer, IPMG23_APRDRG, IPMG24_APRMDC, and IPMG25_APRVER. These updated values were made available to MHDO Data Applicants who had already been approved to receive the applicable data. Enclave users and new data applicants who request data extracts in this date range will have access to the updated values.
4/1/2018 6/30/2018
15 16, 19 and later than 19 Facility Name and System Changes

As of October 1, 2018, Eastern Maine Healthcare Systems (EMHS) and the facilities affiliated with it became Northern Light Health. The following changes have been made in the Support Facilities file. Additionally, their Hospital System name has been changed from EMHS to Northern Light Health.
Hospitals:
- (200004) Acadia Hospital » Northern Light Acadia Hospital
- (200051) Blue Hill Memorial Hospital » Northern Light Blue Hill Hospital
- (200023) C.A. Dean Memorial Hospital » Northern Light C.A. Dean Hospital
- (200033) Eastern Maine Medical Center » Northern Light Eastern Maine Medical Center
- (200041) Inland Hospital » Northern Light Inland Hospital
- (200050) Maine Coast Memorial Hospital » Northern Light Maine Coast Hospital
- (200008) Mercy Hospital » Northern Light Mercy Hospital
- (200028) Sebasticook Valley Health » Northern Light Sebasticook Valley Hospital
- (200018) The Aroostook Medical Center » Northern Light AR Gould Hospital

Clinics:
- (200072) Maine Coast Physician Offices » Northern Light Maine Coast Physician Offices
- (200078) Mercy Outpatient Provider Clinics » Northern Light Mercy Outpatient Provider Clinics
7/1/2018 N/A
16 16, 19 Hospital Specific Notes (Q3 & Q4 2018):

Calais Regional Hospital (200055): Inpatient care capacity decreased from 25 to 10 hospital beds starting with June 2018.

Maine Coast Memorial Hospital (200050): Increase in volume from previous two quarters are normal volume. Q1 and Q2 were lower due to an issue with the vendor software, which was resolved for Q3 data.

Penobscot Valley Hospital (200062): Decrease in volume is due to hospital's new process to place patients in two-day observation rather than admitting with the inpatient status. Additionally, loss of a major employer in the hospital area has had an economic impact on this facility over the past years.

7/1/2018 12/31/2018
17 20 New Payer Category Codes – Patch File for Inpatient data prior to Q3 2018.

This release affects previously released Hospital Inpatient Encounter records for data prior to Q3 2018. It contains encounter rows that have had at least one of the following fields updated: IPMPY20_PAY1, IPMPY21_PAY2, IPMPY22_PAY3. The MHDO periodically reassesses payer names that were assigned Payer Category Codes of ‘99’ or null in previous releases to determine whether newly received data have brought the number of encounters associated with these names above the “10 or more encounters” threshold. Previously unassigned payer names found to be above this threshold are assigned a Payer Category Code and encounters that previously were coded with a null or ‘99’ are then updated with the new code. Enclave users and new data applicants who request data extracts in this date range will have access to the updated values. A patch file with these new Payer Category Codes is available by request for current data requestors who previously received data extracts in this date range.
1/1/2009 6/30/2018
10 14 This release contains April – June (Q2) 2018 Hospital Inpatient Encounter data. It contains inpatient encounter data for all Maine hospitals required to submit according to MHDO Rule Chapter 241.
Data issues to note in this release:
Per our Q3 2017 release note on ED visits, Mayo Hospital continues to have lower counts for ED visits compared to Q1 and Q2 2017 data.
4/1/2018 6/30/2018
11 15 Two duplicate records were noticed in already released inpatient data:
(a) IPMB01_IDN = 49464572 in the 2018 Q1 inpatient release
(b) IPMB01_IDN = 49428583 in the 2017 Q4 inpatient release
The issue arose due to a mismatch between the hospital-supplied patient ZIP code and the hospital-supplied patient city, for out-of-state patients, resulting in two identical records for the same IPMB01_IDN, except for the geocode field; one of the two distinct records has a correctly assigned geocode value, while the other instance can be deleted.
Users should take note and exclude the following records from all applicable files received:
(a) For IPMB01_IDN = 49464572, the record with IPML22_GEOCODE = 44055 should be deleted
(b) For IPMB01_IDN = 49428583, the record with IPML22_GEOCODE = 44045 is the improper one and can be deleted
multiple multiple
9 13 This release contains January – March (Q1) 2018 Hospital Inpatient Encounter data. It contains inpatient encounter data for all Maine hospitals required to submit according to MHDO Rule Chapter 241. Data issues to note in this release:
Per our Q3 2017 release note on ED visits, Mayo Hospital continues to have lower counts for ED visits compared to Q1 and Q2 2017 data.
1/1/2018 3/31/2018
1 5 New Release File: This release contains a new file: OP61_Narrow. This file contains the same detail information as the existing OP61 file. However, it has been restructured. Rather than each row having three sets of fields documenting revenue codes, HCPCS codes, etc., the OP61_Narrow format only has a single set of fields. So, if an encounter has 2 records with all fields populated on the OP61 table with OP6102_SequenceNumbers 1-2, these would appear as 6 records on OP61_Narrow with OP6102_SequenceNumbers 1-6. The MHDO will continue to supply the OP61 information in both formats for reasons of backwards compatibility. 1/1/2017 12/31/2017
2 5 Hospital Specific Notes:
Calais Regional Hospital (200055) – lower counts in February 2017 due to loss of physicians and services at hospital.

Mount Desert Island Hospital (200038) – lower count in February 2017 due to few of the high-volume providers on vacation during that month, having significant impact on their volume.

Pen Bay Medical Center (200063) - lower record count for Pen Bay physician clinic data is due to the change in EMR vendors. The new system includes multiple procedures in one encounter record; whereas previous did not.
1/1/2017 12/31/2017
3 5 Missing Data:
Maine Coast Physician Offices (200072) – Missing Q4 2017 data due to unresolved issues with their data vendor. MHDO is working with submitter in hopes that the missing Q4 2017 data will be submitted and included in the next release of hospital outpatient data.

Mount Desert Island Health Centers (200086) – Missing data due to issues with new vendor and system. MHDO is working with submitter in hopes that the missing Q4 2017 data will be submitted and included in the next release of hospital outpatient data.

Dorothea Dix Psychiatric Center (200057) – Dorothea Dix reported to MHDO that they do not have final bills for Q4 2017 and will include any Q4 2017 outpatient encounters in the next reporting cycle.
1/1/2017 12/31/2017
4 5 Closings:
Riverview Psychiatric Center-Medication Management Clinic (200056) –Riverview notified the MHDO that their Medication Management Clinic closed January 2017, so beginning with Q1 2017 there will be no outpatient claims to submit.
1/1/2017 12/31/2017
8 11 This release contains October – December (Q4) 2017 Hospital Inpatient Encounter data. It contains inpatient encounter data for all Maine hospitals required to submit according to MHDO Rule Chapter 241. Data issues to note in this release:

Per our Q3 release note on ED visits, Mayo Hospital continues to have lower counts for ED visits compared to Q1 and Q2 2017 data.
10/1/2017 12/30/2017
7 10 This release contains July – September (Q3) 2017 Hospital Inpatient Encounter data. It contains inpatient encounter data for all Maine hospitals required to submit according to MHDO Rule Chapter 241. Data issues to note in this release:

1) As of August 2017, Calais Hospital no longer delivers babies.

2) Emergency Department (ED) visits – MHDO’s methodology for flagging ED visits remains unchanged – visits that have a revenue code of 0450, 0452, 0456, or 0459 are flagged and considered ED visits. In this release we noticed around a 50% drop in flagged ED visits for two facilities in the 3rd quarter – Calais Hospital and Mayo Hospital. Note: the number of total encounters at these facilities remained consistent with historical counts. Both hospitals are Critical Access Hospitals with CPSI as their data vendor. Based on our research of these issues it appears that our methodology to flag ED visits as described above may not be catching ED visits at critical access hospitals for certain payers. What has come to our attention from these two CAH’s that is impacting our ability to apply our flagging methodology is a billing practice referred to as “split” billing. Feedback from these hospitals is as follows:

Calais Hospital: MHDO’s methodology described above is only flagging non-Medicare patients with ED visits at Calais Hospital. The reason for this is as described by Calais Hospital: All Medicare accounts at our facility “split” off to bill the ED separately, meaning any inpatient with Medicare will not show any ED charges (Rev codes in the 0450’s) on their Inpatient record. Instead there will be a separate record (ED only) created after discharge to bill the ED portion of the stay.

Mayo Hospital: MHDO’s methodology described above is only flagging non-Medicare, MaineCare, VA, Workers Comp and Medicare Replacement plans at Mayo Hospital.

MHDO/HSRI will discuss with CAH’s the best way to identify all ED visits regardless of the payer for future releases.
7/1/2017 9/30/2017
5 6 This release contains January-June (Q1 & Q2) 2017 Hospital Inpatient Encounter data.
It contains inpatient encounter data for all Maine hospitals required to submit according to
Chapter 241 and there are no data quality issues to note.
1/1/2017 6/30/2017

Hospital Outpatient Encounter Release Notes

Note ID Release Version Note Text Start Data Year End Data Year
11 11 2019 Outpatient Release 11
This release contains January - December 2019 Hospital Outpatient Encounter data for all Maine hospitals required to submit data to the MHDO according to Rule Chapter 241, Uniform Reporting System for Hospital Inpatient and Hospital Outpatient Data Sets.
1/1/2019 12/31/2019
12 11 New Release Field: The base release layout now includes a new field, OP4006_Place_of_Service, which contains CMS codes indicating the specific type of professional bill. 1/1/2019 12/31/2019
13 11 Updates to the Location of Service support table
Starting with the 2019 Outpatient release, the vwSupport_LOS_Codes table includes a new field, Start_Date. In the 2019 release this field displays the date when the respective row was loaded to the support table in the data warehouse. In next year's 2020 release this field will display, where provided, a date collected directly from submitters about the date the location began providing services. Additionally, MHDO has begun collecting a date the location moved or stopped providing services. The respective start and end dates are passed on to data users in the LOS_Description field. A date value of N/A signifies that the submitters left the respective information unspecified; as per submission guidelines, end dates with the N/A value indicate that the LOS code is still active.
1/1/2019 12/31/2019
14 11 Hospital Specific Notes:

Total Encounters-Volume
Total Volume Quality Check: We compared the volume for 2019 Q1-Q4 quarters against their previous quarter (each of 2018 Q1 through 2019 Q3, respectively) and flagged potential issues if the volume changes are equal to or greater than 20%. Notes for flagged facilities are below.

ECW - Franklin Physician Offices (200096): The MHDO assigned provider ID for ECW-Franklin Physician Offices of 200096 was terminated beginning with Q2 2019 data submission. As of Q2 2019 all data for ECW-Franklin Physician Offices has been consolidated into the Franklin Memorial Hospital MHDO ID 200037.

Also, similar to what was noted for the CY 2018 outpatient release for Franklin Physician Offices, there is a relatively high volume of partial duplicates (47% of the total 18,083 records from this submitter) for their Q1 2019 data, meaning that they share the same patient information (date of birth, gender, etc.), statement covers period from and thru dates, Medical Health Record Number, discharge status and some other key fields. We continue to recommend, for records submitted with MHDO ID 200096 (note, this is their final submission under this ID), that users develop queries tailored to look across encounters in order to retrieve details for unique outpatient visits.

Franklin Memorial Hospital (200037): Consistent with what is stated above, starting with Q2 2019, the ECW- Franklin Physician Offices (200096) data is being reported with the hospital data stream (200037). As such the total number of outpatient encounters reported under the MHDO ID 200037 has increased in 2019, compared to 2018.

Mayo Regional Hospital (200066): The volume for Q1 increased (compared to 2018 Q4). The volume increase for 2019 OP data is due to it being the first-year clinic data has been submitted to MHDO.

Northern Light Inland Hospital (200041): The 2019 encounter volume is lower than in 2018. As noted in the 2018 release, in Q4 there was a decrease in Inland Hospital’s outpatient encounters due to the implementation of a new EMR system, where ancillary services began to be billed under one patient account rather than separate accounts/encounters.

Northern Light Mercy Hospital (200008): In December 2018, after switching to a new EMR system, the affiliated clinic data (previously submitted separately under 200078) began to be submitted with this hospital outpatient data MHDO ID 200008. As a result, the 2019 volume for 200008 is higher than the 2018 volume but the total 2019 volume decreased when compared to what was previously submitted under the two MHDO IDs previously used. There are three main reasons. The first is that the overall patient census on the hospital side has been declining since January for both surgical, PT/OT and ancillary services. The second is that the facility’s practices were still not booking at 100% capacity until mid-March due to the EHR implementation from December 2018. The third reason is that their ENT practice went from 4 providers down to one until May 2019, this practice is just beginning to get back up to 100% volume.

ED Volume

Mount Desert Island Hospital (200038): There is an increase in ED visits in CY 2019 compared to CY 2018, specifically the increase occurs in Q3 2019. MDI has stated that this increase is due to their summer tourism volume.

Encounters Missing Primary Payer Information

Mayo Regional Hospital (200066): Approximately 2% of their outpatient encounters are missing primary payer information in each quarter of 2019. This share stands out especially because prior to 2019 (2016-2018) there were no encounters missing primary payer information. Mayo provided information on the missing primary payer information confirming that “all these records are associated with the Workwise program which is an occupational health program for employers and for employees of businesses in the area. There is no insurance listed because the hospital bills the employer, or the “client”, not an insurance company”. MHDO is working with the hospital to determine how to code these claims in future submissions.
1/1/2019 12/31/2019
5 6 Remapping of 2005-2011 Hospital Outpatient Encounter Data

This release contains the remapping of the historical 2005-2011 Hospital Outpatient Encounter data into the current release layout.
1/1/2005 12/31/2011
6 7 2018 Outpatient Release 7

This release contains January - December 2018 Hospital Outpatient Encounter data for all Maine hospitals required to submit data to the MHDO according to Rule Chapter 241, Uniform Reporting System for Hospital Inpatient and Hospital Outpatient Data Sets
1/1/2018 12/31/2018
7 7 Facility Name and System Changes

As of October 1, 2018, Eastern Maine Healthcare Systems (EMHS) and the facilities affiliated with it became Northern Light Health. The following changes have been made in the Support Facilities file. Additionally, their Hospital System name has been changed from EMHS to Northern Light Health.

Hospitals:
- (200004) Acadia Hospital » Northern Light Acadia Hospital
- (200051) Blue Hill Memorial Hospital » Northern Light Blue Hill Hospital
- (200023) C.A. Dean Memorial Hospital » Northern Light C.A. Dean Hospital
- (200033) Eastern Maine Medical Center » Northern Light Eastern Maine Medical Center
- (200041) Inland Hospital » Northern Light Inland Hospital
- (200050) Maine Coast Memorial Hospital » Northern Light Maine Coast Hospital
- (200008) Mercy Hospital » Northern Light Mercy Hospital
- (200028) Sebasticook Valley Health » Northern Light Sebasticook Valley Hospital
- (200018) The Aroostook Medical Center » Northern Light AR Gould Hospital

Physician Practices (who submit encounter data to MHDO under separate IDs from the parent hospital):
- (200072) Maine Coast Physician Offices » Northern Light Maine Coast Physician Offices
- (200078) Mercy Outpatient Provider Clinics » Northern Light Mercy Outpatient Provider Clinics

We do not currently have updated information for all of the physician practices in the Location of Service support table and are working with Northern Light to make sure this information is available.
10/1/2018 n/a
8 7 Hospital Specific Notes:

Total Encounters-Volume

St. Joseph Hospital (200001) and St Mary’s Regional Medical Center (200034): We observed a significant change in the volume of encounters reported in Q2 2018. When we asked the hospital about this change they reported the following:
"What we think we’re seeing for the differences between the systems (Meditech vs. EPIC) is due to provider billing. For some provider billing purposes in the legacy system a separate visit/encounter was created for the same date as the hospital outpatient visit. In our new EPIC system, we do not have to take those additional steps for provider billing. The difference seen in the counters in the files once we switched over to EPIC was from changing over at the middle of the quarter, we went live on EPIC, May 13th."

Northern Light Mercy Outpatient Provider Clinics (200078): In December 2018 Mercy switched to a new EMR system and began submitting their outpatient clinic data (previously submitted separately under 200078) with their 200008 hospital outpatient data stream. During their EMR conversion the practices were only booking at 25% volume for the month of December and experienced decreases in patient visits hospital wide.

Northern Light Inland Hospital (200041): In Q4 there was a decrease in Inland Hospital’s outpatient encounters due to several factors. A new EMR was implemented, patient visits decreased during this system change over, and ancillary services began to be billed under one patient account rather than separate accounts/encounters.

York Hospital (200020): We observed an increase in volume of encounters in October 2018. The facility confirmed that the volume for the year is correct, but some discharge dates have shifted due to a malfunction in the automatic discharge setup and cannot be changed. While the information reported is substantially correct, some of the monthly volume of discharges by discharge month between October and December will vary, most of which is due to much higher volumes in the month of October vs. December. Length of stay calculations are impacted as well.

Payer Category Observations: Self Pay (Primary Payer only)

St. Joseph Hospital (200001): reported a monthly average of 167 self-pay encounters in 2017, which increased to an average of 495 in 2018. Hospital explained that prior to the change to the new EMR, they had self-pay and charity care separate. Now the two are under self-pay only; therefore, increasing the total.

Other Notes:

Northern Light Inland Hospital (200041): Because of financial hardship per the request of Northern Light, MHDO allowed Inland Hospital to submit their 1/1/2018 through 10/31/2018 physician practice data in the pre-2018 Chapter 241 format. Note: The pre-2018 format did not include the following five elements and therefore are not included in these data.

OP2018 Patient Country Code
OP2019 Patient Last Name
OP2020 Patient First Name
OP2023 Patient Address Line
OP4006 Place of Service

ECW - Franklin Physician Offices (200096): Records from this submitter have a substantial proportion (51%) of records that have been preliminarily detected as partial duplicates, meaning that they share the same patient information (date of birth, gender, etc.), statement covers period from and thru dates, Medical Health Record Number, discharge status and some other key fields. For the vast majority of these records, though not all, there are different values in fields such as service codes and corresponding charge amounts, or provider NPIs. As a rule, any records that are initially detected as partial duplicates where variation is observed in terms of the OP9004 Total Ancillary Charges or provider NPIs are not furthered processed as partial duplicates in our system. Given the findings for this submitter’s 2018 records, the majority of their 2018 records are included in this release. These records are equally distributed between the four quarters of CY2018. We recommend, for this particular submitter, that users develop queries tailored to look across encounters in order to retrieve details for unique outpatient visits.
1/1/2018 12/31/2018
9 8 New Payer Category Codes – Patch File for Outpatient data prior to Q1 2018.

Release 8 contains Hospital Outpatient Encounter records that were released prior to Q1 2018.This release contains encounter rows that have had at least one of the following fields updated: OPMPY20_PAY1, OPMPY21_PAY2, OPMPY22_PAY3. The MHDO periodically reassesses payer names that were assigned Payer Category Codes of ‘99’ or null in previous releases to determine whether newly received data have brought the number of encounters associated with these names above the “10 or more encounters” threshold. Previously unassigned payer names found to be above this threshold are assigned a Payer Category Code and encounters that previously were coded with a null or ‘99’ are then updated with the new code. Enclave users and new data applicants who request data extracts in this date range will have access to the updated values.

A patch file with these new Payer Category Codes is available by request for current data users who previously received data extracts in this date range.
1/1/2009 12/31/2017
10 9 Previously Missing 2017 Outpatient Data, Now Available – Patch File

2017 Outpatient data are now available for the following facilities:
Northern Light Maine Coast Physician Offices (200072) – New data for Q4 2017
Mount Desert Island Hospital (200038) – New data for Q2 & Q4 2017
4/2017 12/2017
1 5 New Release File: This release contains a new file: OP61_Narrow. This file contains the same detail information as the existing OP61 file. However, it has been restructured. Rather than each row having three sets of fields documenting revenue codes, HCPCS codes, etc., the OP61_Narrow format only has a single set of fields. So, if an encounter has 2 records with all fields populated on the OP61 table with OP6102_SequenceNumbers 1-2, these would appear as 6 records on OP61_Narrow with OP6102_SequenceNumbers 1-6. The MHDO will continue to supply the OP61 information in both formats for reasons of backwards compatibility. 1/1/2017 12/31/2017
2 5 Hospital Specific Notes:
Calais Regional Hospital (200055) – lower counts in February 2017 due to loss of physicians and services at hospital.

Mount Desert Island Hospital (200038) – lower count in February 2017 due to few of the high-volume providers on vacation during that month, having significant impact on their volume.

Pen Bay Medical Center (200063) - lower record count for Pen Bay physician clinic data is due to the change in EMR vendors. The new system includes multiple procedures in one encounter record; whereas previous did not.
1/1/2017 12/31/2017
3 5 Missing Data:
Maine Coast Physician Offices (200072) – Missing Q4 2017 data due to unresolved issues with their data vendor. MHDO is working with submitter in hopes that the missing Q4 2017 data will be submitted and included in the next release of hospital outpatient data.

Mount Desert Island Health Centers (200086) – Missing data due to issues with new vendor and system. MHDO is working with submitter in hopes that the missing Q4 2017 data will be submitted and included in the next release of hospital outpatient data.

Dorothea Dix Psychiatric Center (200057) – Dorothea Dix reported to MHDO that they do not have final bills for Q4 2017 and will include any Q4 2017 outpatient encounters in the next reporting cycle.
1/1/2017 12/31/2017
4 5 Closings:
Riverview Psychiatric Center-Medication Management Clinic (200056) –Riverview notified the MHDO that their Medication Management Clinic closed January 2017, so beginning with Q1 2017 there will be no outpatient claims to submit.
1/1/2017 12/31/2017

Prior Releases

6/30/17 2016 Outpatient Hospital Encounter Data Released today

The following documents were provided to users as part of the release.

6/13/17 2016 Inpatient Hospital Encounter Data Released 6/13/17

The following documents were provided to users as part of the release.

4/21/17 2015 Outpatient Hospital Encounter Data Released 4/21/17

The following documents were provided to users as part of the release.

3/20/17 2015 Inpatient Hospital Encounter Data Released 3/17/17

The following documents were provided to users as part of the release.

5/2/16 2014 Inpatient and Oupatient Hospital Encounter Data Released 4/29/16

The following documents were provided to users as part of the release.

Update 4/11/16 2013 Outpatient Data Released on 3/11/16: See the 2013 Hospital Outpatient Data Release Notes

Update 4/11/16 2012 Hospital Data and 2013 Inpatient Hospital Data Refresh

On 3/11/16 MHDO released a refresh of the 2012 Inpatient and Outpatient data and of the 2013 Inpatient data.

The refresh release notes are below.

Update 12/4/15 Corrections/Clarifications to the release notes for 2012 hospital inpatient and outpatient, and 2013 inpatient data were made available. The release documentation is available upon request. Call 207 287-6722 or email Webcontact.MHDO@maine.gov.

11/4/15 Data Release: 2012 Inpatient, 2012 Outpatient, and 2013 Inpatient Data Were Released

Information Regarding 2012 Outpatient Data Release of 8/15/14:

In spite of the extensive internal and external QC that is performed on data prior to release, an issue involving duplicate records has only now been uncovered in the Maine 2012 Outpatient data which was released in August of 2014. In total, there were 49,985 records that appear more than once, most often under two different hospitals. This represents 0.8% of the total release data.

The duplicate system ID file contains a list of record ID (Sysid) that need to be removed from the release data to correct for this error. Any record on either the Encounter or Detail table that has a Sysid on the list should be removed from any analysis of the data.

Removing these records from the previously sent data seems to be the most expedient way to resolve this issue, as users will have already loaded the data into their systems. Any user that would prefer to receive a complete replacement of the release files should contact the MHDO.

Going forward an additional check will be added to the internal QC process to identify and remove any exact duplicate records prior to release.

If you have any questions or concerns, please contact Karynlee Harrington at 207-446-0890.

Outpatient Hospital Encounter Data for CY 2012 were released 8/15/2014. As we continue to work on improving our documentation we provided users with several documents as part of the release.