Abstract
Background Healthcare utilization data, specifically diagnoses and procedures, can be processed through different administrative systems. Billing data are generated by the care provider while claims data are generated by the payer. These two sources can represent the data content differently and incorporating the data from these systems into the VDW has presented a unique set of challenges. We present options for reconciling these two data sources to create a VDW that includes all patients including those outside of the HMO member realm.
Methods Henry Ford Health System (HFHS) captures patients, care providers, procedures, diagnoses and medical supply information through a proprietary system. Outpatient billing information is entered by clinic staff using an optical scanning device and clinic-specific forms. Other additional procedures and/or supplies are entered into the system using a transaction capture application. Ancillary services such as imaging and pathology are imported into the billing system from their proprietary information systems. The main function of this system is to generate bills for services performed. The data elements are standardized to contain required justification for reimbursement from all payer types. Standard codes sets, ICD9, HCPCS and CPT4, are required. The data can also be used to evaluate workload and staffing levels, project future needs and characterize trends in service demands. HFHS uses this data source to build VDW files.
Results Major differences between claims and billing data exist. Claims data are based on health plan contract with bundled procedures, coverage exclusions and deductibles affecting content. Billing data are based solely on services provided. The potential for overwhelming amounts of data in billing sources is possible due to the level of detail; however, this same level of detail is a rich source for specific care components that would not otherwise be present in claims records.
Conclusion Billing data are less likely to be compromised by contract restrictions, bundling of different procedures under one code or rejected payments. It is often more granular than claims-based data. Billing data is a reliable source for the VDW utilization data area because it is a more accurate representation of the delivery of health care.
