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Announcement

Introducing the New Discrepancy Notification Report (DNR) Microsoft (MS) Excel Template
folder_openChanges to Protocols and Guidelinescalendar_todayPosted February 13, 2013

A new Discrepancy Notification Report (DNR) template is now available for use by approved survey vendors. To access the template, log onto the HHCAHPS Web site, go to the “Forms for Vendors” tab, and click on the “Discrepancy Notification Report” link. A link to the template is available under Section III of the online DNR form.

The Excel template (spreadsheet) is to accompany the online DNR form. The template contains fields for each of the pieces of information that the Coordination Team and CMS need to evaluate the submission. Please note that we are not changing the DNR submission process. Vendors are still required to submit the online DNR form. However, as is customary, vendors may choose to include information about the reported discrepancy in an Excel file and submit the file via e-mail to the Coordination Team, rather than include all of the information in the DNR form itself. If vendors choose to use an Excel file, they will now be required to use the new Excel template available at the location described above.

The new Excel template has three tabs, two of which reflect the most common reasons a DNR is submitted: sample was fielded late, sample was not fielded at all, and “other reason.” Each tab includes fields that provide information necessary for the Coordination Team and CMS to evaluate the submission. Please note that each tab has prepopulated sample months reflecting the current APU year. The Coordination Team will release a new template for each APU year. Below are some notes on using this template:

  • Submit a new template (i.e., Excel file) for each new DNR. The Excel file should only include information for the reported discrepancy. Check to make sure that information about previously reported discrepancies is not included in any of the tabs.
  • If you need to update a DNR that was submitted with an accompanying Excel file, you must also update the accompanying file. For auditing purposes, the information in both the online DNR form and template must match; the Coordination Team cannot make changes to either of these documents.
  • Vendors may use the template to report discrepancies for one or more CCNs. The DNR form asks vendors to submit an accompanying Excel file if the DNR covers more than five CCNs; however, the Coordination Team welcomes the use of the template for all DNR submissions, even if it is only for one CCN.
  • If you are using the new Excel template, it is not necessary to repeat the information you provide in the template in Sections II and III of the online DNR form; instead, you may indicate on the online DNR form in Sections II and III that more information about the discrepancy is provided via the template (using language such as “see spreadsheet”). Note too that you should indicate that you are submitting an Excel spreadsheet by checking the box in Section III.
  • Do not add columns or change the order of columns in the template.

If you have any questions about this announcement, please contact the HHCAHPS Survey Coordination Team via e-mail at hhcahps@rti.org or call toll-free at (866) 354-0985.