R9-4-502. Reporting Sources; Information Submitted to the Department

A. The designee of a hospital shall: 1. Upon the request of the Department and no more often than once per month, prepare a report, in a format specified by the Department, identifying all individuals: a. Who are patients or the mothers of patients; and b. Whose: i. Discharge date is within the time period for which the report is being prepared, as specified in subsection (A)(2)(d); and ii. Medical records include for the principal diagnosis, a secondary diagnosis, or a procedure performed on the individual, an ICD Code for a diagnosis or a procedure code specified in a list provided to the hospital by the Department; 2. Include the following information in the report specified in subsection (A)(1): a. The name, address, and telephone number of the hospital, or the identification number assigned by the Department to the hospital; b. The name, telephone number, and e-mail address of the designee of the hospital; c. The date the report was completed; d. The time period for which the report is being prepared; and e. For each patient or the mother of the patient: i. The patient’s or mother’s medical record number; ii. The name of the patient or patient’s mother, if available, and, if applicable, any other name by which the patient or patient’s mother is known; iii. The patient’s gender and date of birth, if applicable; iv. The admission and discharge dates; v. The principal and secondary diagnoses or the ICD Codes for the principal and secondary diagnoses for the patient or patient’s mother; and vi. The codes for procedures provided to the patient or patient’s mother; and 3. Submit the report specified in subsection (A)(1) to the Department, in a format specified by the Department, within 30 calendar days after the Department’s request. B. The designee of a prenatal diagnostic facility, high-risk perinatal practice, or clinic shall: 1. Upon the request of the Department and no more often than once per month, prepare a report, in a format specified by the Department, identifying all individuals: a. For whom a specified test was conducted, with test results indicating a diagnosis in a list provided by the Department; or b. Whose medical records include a principal diagnosis or secondary diagnosis specified in a list provided by the Department; 2. Include the following information in the report specified in subsection (B)(1): a. Either: i. The name, address, and telephone number of the prenatal diagnostic facility, high-risk perinatal practice, or clinic; or ii. The identification number assigned by the Department to the prenatal diagnostic facility, high-risk perinatal practice, or clinic; b. The name, telephone number, and e-mail address of the designee of the prenatal diagnostic facility, high-risk perinatal practice, or clinic; c. The date the report was completed; d. The time period for which the report is being prepared; e. The mother’s name, date of birth, and medical record number; f. The estimated gestational age of the patient at the time of the test or diagnosis, as applicable; g. The mother’s estimated date of confinement; h. The outcome of the pregnancy, if known; i. The location and date of the patient’s birth, if known; j. The patient’s gender, if known; k. The principal diagnosis and secondary diagnoses for the patient or the patient’s mother, as applicable; and l. Information about the test leading to the diagnosis, including: i. The type of test performed, ii. The date the test was completed, and iii. The results of the test; and 3. Submit the report specified in subsection (B)(1) to the Department, in a Department-provided format, within 30 calendar days after the Department’s request. C. The designee of a genetic testing facility shall: 1. Prepare a report, in a format specified by the Department, for all individuals: a. Who are patients or the mothers of patients, and b. For whom the genetic testing facility performed a test specified in a list provided by the Department; 2. Include the following information in the report specified in subsection (C)(1): a. The name, address, and telephone number of the genetic testing facility, or the identification number assigned by the Department to the genetic testing facility; b. The name, telephone number, and e-mail address of the designee of the genetic testing facility; c. The date the report was completed; d. The month for which the report is being prepared, if reporting according to subsection (C)(3)(a); and e. For each patient or mother of a patient: i. If the test was performed on the patient: (1) The patient’s name, date of birth, and gender; and (2) The name of the patient’s parent or guardian; ii. If the test was performed on the mother of the patient: (1) The mother’s name and date of birth; (2) The estimated gestational age of the patient when the test was performed, if available; and (3) The mother’s estimated date of confinement when the test was performed, if available; iii. The name of the physician, registered nurse practitioner, or physician assistant who ordered the test for the patient or the patient’s mother; and iv. Information about the test, including: (1) The type of test performed on the patient or the patient’s mother, (2) The date the test was completed, and (3) The results of the test; and 3. Submit to the Department the report specified in subsection (C)(1) and a copy of the test results within 30 calendar days after either: a. The end of the month during which the test was completed, or b. The date of the test.