Before you contact the facility, you need to:

  1. Log on to MIRCal (see Accessing MIRCal in Module 2: Basics for All Users).
  2. Create the same reporting profile you used when you submitted the data (see Create a Reporting Profile in this module, Lesson 1).
  3. Determine which edit programs the data failed (see View an Error Summary in this module, Lesson 2).

Your agency may be able to correct certain types of errors without needing to obtain an updated data file. For example, the data will fail the Transmittal Validation program if you entered an incorrect number of records when you submitted the file, or if you submitted it for the wrong facility. You don't need an updated file to correct these errors. You can submit the original file, making sure you enter the correct number of records or select the correct facility.

Remember, if the data fails the Transmittal Validation, it will not be processed through the other edit programs. Therefore, if you can correct the Transmittal Validation errors, you must submit the file to find out if the data will pass or fail the other edit programs.

Next, contact the facility to discuss the types of errors their data generated. The Trend Edit and Comparative Edit programs identify potential errors, which may or may not need to be corrected. If the data failed either of these edit programs, the facility will need to examine their records to see if the data they supplied to your agency is correct. If the facility determines that the records are accurate as reported, you don't need an updated file to correct these errors. Instead, the facility should contact OSHPD. OSHPD will work with the facility to make sure that when you submit the data file, it will pass these edit programs.

If the data contains actual errors, the facility has two options for making corrections:

  • Offline correction
    They can correct the data in their in-house system and then send you the updated data so you can submit an updated file.
  • Online correction
    They can correct individual records in MIRCal, and then submit the corrections.

If the facility chooses to correct the errors online, your agency will not be involved in the correction process. It will be the facility's responsibility to make sure they submit the corrected data by the report period due date. Remember, do not submit a data file if the facility will be making corrections online in MIRCal. The file will overwrite their corrections.

In our scenario, Sam contacts CBT2 about their Trend and Comparative errors. CBT2 determines that their data is accurately reported and should not be failing these edit programs. CBT2 contacts OSHPD to make sure that their data will pass the Trend and Comparative edit programs. However, CBT2 still needs to correct the Standard Edit errors in their data. They correct these errors on their in-house system and send the updated data to Sam's agency, HDA. HDA creates a new file extract. Sam is ready to submit the updated file.

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Lesson 1 Lesson 2 Lesson 3