Crosswalk

Section 1 - Provider Data Submission
Rev
Technical Information - gives email
address of Judith Cash at CMS for states
to submit the required "current and
accurate" assurances.

Change in CMS staff responsibilities

Burden Change

Reason for Change

Type of Change

2013 (new version)

2011 (old version)
Provider Data Submission
Technical Information - gives
email address of Nancy
Goetschius at CMS for states
to submit the required "current
and accurate" assurances.

No

Submitting Data - States could Section 3 - Submitting Data - Removes
Del
submit data through the CHIP the option of submiting data through the
Oral Health Providers e-room CHIP Oral Health Providers e-room. The
second pathway - the IKN Data
Management Site - becomes the only
data uploading pathway.

The CHIP Oral Health Providers e-room was No.
an outdated technology. The IKN Data
Management Site provides states with a
more user-friendly technical interface for
uploading dental provider data as frequently
as they desire. Files may be uploaded
through the IKN Data Service using either
the IKN Data Management website or the
IKN Data Submission Client Tool. This
functionality also provides for more
streamlined oversight by the CMS technical
team of data submitted by states.

Submitting Data - The IKN
Data Management Website
had only one way for state
users to register on the site.

States requested the ability to distinguish, in No
their IKN system registration and
permissions, between state agency staff with
general oversight responsibility for the IKN
data and state agency or contractor staff with
the responsibility to upload the data. These
two new system roles provide that
functionality to states.

Section 3.2 - IKN Data Management
Add
Website - This new feature of the IKN
Data Management Website creates new
system roles: the state administrator and
the state uploader.

Type of Change: Rev = Revision, Del = Deletion, Add = Addition, and Red = Redesgnation.

Section 3.2.2.3 -- The Program Name
field has been made a required field.

Rev

Program Name was made a required field to
support the creation of the program/plan
validation page (see next item), the purpose
of which was to improve data quality and
reduce duplication. The ultimate goal was to
make it easier for consumers to identify and
choose the correct benefit plan in the locator
tool with the most up to date provider
information.

Burden Change

Reason for Change

Type of Change

2013 (new version)

2011 (old version)
Submitting Data - In the prior
version the Program Name
field was not required.

Yes. Making this a
required field adds
burden for states that
had not already been
populating this
information. Without this
information, consumers
have difficulty identifying
which plans are
Medicaid plans, which
plans are CHIP plans,
and other important
distinctions in a state's
Medicaid/CHIP dental
delivery system. Without
information in this field,
the rest of the data is
less meaningful.
Estimate: 3.0 hours

Type of Change: Rev = Revision, Del = Deletion, Add = Addition, and Red = Redesgnation.

Burden Change

Reason for Change

Type of Change

2013 (new version)

2011 (old version)
Submitting Data - In the prior
version there was no function
to validate the program names
and plan names.

Section 3.2.2.3 - Program Name/Health Add
Plan Name Validation - this function was
added in order to to improve data quality
and reduce duplication. Through this
function state administrators are asked to
provide a list of program names and
coverage or benefit plan names against
which data submissions can be validated.

Before this change the system provided no
way to validate whether the program names
and plan names in the provider records were
accurate, i.e. matched program names and
plan names actually in existence in the state.
This change permits states to specify the
program names and plan names through
which dental benefits are provided to children
in that state. That information is then used to
validate the program name and plan name
information in the provider data records
submitted by the state. The validation
function allows CMS to notify states of invalid
data in individual provider records which,
once corrected, leads to more accurate
results in the consumer search.

Yes. This is a new
function and requires
states to enter new
information. However it
is justified by the fact
that it allows for the
detection and correction
of inaccurate data.
Estimate: 10 minutes to
upload new data and 1-2
hours to correct errors,
depending on how many
errors are detected.

Submitting Data - This feature
did not exist before. Prior to
this change state
administrators would have to
contact the IKN technical team
and request that the team
remove outdated data.

Section 3.2.2.3.1 - Managing Existing
Add
Data - The purpose of the Manage
Existing Data page is to improve data
quality and reduce duplication by allowing
state administrators to delete outdated
data themselves, without having to
contact the IKN technical team.

This is an upgrade. It is also an optional
function. It provides state administrators with
a more efficient way to manage existing data.
It informs state administrators, by program
name and plan name, whether the data in
the database is outdated and needs
attention.

Yes. This is a reduction
in burden. It is faster for
state administrators to
run a quick query to
detect outdated data and
then delete it with a few
clicks rather than spend
a few hours over a week
or two communicating
with the IKN technical
team to have them do
the task. Estimate: 2.0
hour savings

Type of Change: Rev = Revision, Del = Deletion, Add = Addition, and Red = Redesgnation.

Burden Change

Reason for Change

Type of Change

2013 (new version)

2011 (old version)
Submitting Data

Section 3.2.2.4 - Certify Provider Data
Feature - this new feature gives state
administrators the option to certify that
the data submitted for their state is
accurate and up to date.

Add

This feature was added to ease the burden
on states of sending an individual email to
CMS every quarter as well as to improve
CMS' and states' ability to track whether and
when such a certification has been made.

Yes. This reduces
burden because state
administrators no longer
need to send a separate
email to CMS certifying
that the data is up to
date, complete and
accurate. Estimate: 0.2
hour savings

Submitting Data - States had
to contact the IKN technical
team to secure permission for
any entity not a state agency
(such as a contracted health
plan) to register as a user on
the database.

Section 3.2.2.6 - Manage Organizations - Add
This new feature allows states to manage
the following information online: add a
new entity entitled to upload information
into the database on behalf of the state
and edit information about entities
entitled to upload information into the
database on behalf of the state.

This feature was added to make it easier for
state adminstrators to inform CMS of new
entities (such as contracted health plans) to
which they have delegated the ability to
upload data into the database, and also to
make it easier for states to manage the
contact information about those entities.

No.

Submitting Data - States had
to contact the IKN technical
team to secure permission for
any person not a state agency
employee (such as a
contractor) to register as a
user on the database.

Section 3.2.2.7 - Manage Persons - this Add
new feature allows registered users of
the data management site to manage
online their personal details, password,
and related organizations. They can view
and update their personal profiles,
change their passwords, and view,
confirm or change the organizations to
which they are linked on the site.

This feature was added to make it easier for
state administrators and authoized users
from other entities to manage their own
information on the site.

No.

Type of Change: Rev = Revision, Del = Deletion, Add = Addition, and Red = Redesgnation.

Section 3.3.2 - Geophone Report - Under Add
this new feature, included in the data
validation email sent to the state uploader
is a link to a Geophone report. The
Geophone function automates the check
of dental provider contact information
(name, address, telephone number)
against information available in public
telephone directories. Reports are
generated to identify data that may be
invalid. Those reports are emailed to
state uploaders as part of the submission
receipt.

In prior versions column
Appendix B. Added content indicating
Rev
headers were not required for that all submission files must contain
all fields.
column headers for all fields, including
optional fields. All files must now contain
27 columns total.

Burden Change

Reason for Change

Type of Change

2013 (new version)

2011 (old version)
In order to ensure that
accurate data is submitted,
States would have to
undertake significant manual
labor to cross-check that the
name, location and telephone
number information in their
dental provider files is
accurate and up-to-date.

CMS has found that provider data uploaded
by states tended to contain significant
inaccuracies in dental provider contact
information (name, address, telephone
number). It was a burden to states to
manually cross-check this information before
submitting the data to CMS. Since the
accuracy of this information is critical to the
usefulness of the database for consumers,
and to help reduce the burden on states,
CMS added this feature to provide automatic
cross-checking of this data against
information publically available in telephone
directories. States are provided with the
results of these checks. It is easier for states
to correct data on a subset of identified
records. The overall intent of the feature is to
assist states in conducting quality control
checks on their data. However, states are not
required to take any action on the flagged
inaccuracies. It is their option to do so.

No. While this feature
theoretically reduces
burden substantially, in
practice states have not
been manually checking
the accuracy of the
location and contact
information in their
provider records. Thus,
this feature adds
accuracy but does not
change burden.

This change was made to allow us to
streamline the data processing process.
States are no required to populate all of the
columns, only the required columns. But all
columns must have column headers.

Yes. There will be a de
minimus additional
burden for states to add
the column headers.
Estimate: 30 minutes
one time only.

Type of Change: Rev = Revision, Del = Deletion, Add = Addition, and Red = Redesgnation.

Appendix B. Table 5 - Text Data File
Add
Submission Fields and Information - New
fields were added to the text format
provider record as follows: (1) central
appointment line, (2) license number, (3)
services mobility, (4) sedation, and (5)
services intellectual disability.

(1) The central appointment line field was
added as an optional field because in some
states there were multiple separate providers
that shared a single phone number for
booking appointments. Those were getting
marked as bad data in the Geophone reports
because the address associated with the
central appointment line did not match the
addresses associated with all those
individual providers. This field was added as
an optional field to allow states to proactively
indicate that a given phone line was a
centralized phone line so it wouldn't be
marked as bad data in the Geophone
reports.
(2) The license number field was added to
give states an alternative way to identify
unique providers. States have the option to
submit EITHER the license number OR the
provider identification number.
Fields (3), (4) and (5) were added because,
through surveys and focus groups, we had
determined that more specificity about the
types of special needs a provider could

Burden Change

Reason for Change

Type of Change

2013 (new version)

2011 (old version)
The old version did not have
these five new fields.

Yes. There is additional
burden for states to
collect (3) services
mobility, (4) sedation,
and (5) services
intellectual disability.
Estimate: 5.0 hours

Type of Change: Rev = Revision, Del = Deletion, Add = Addition, and Red = Redesgnation.

Appendix C4. Guidance for Using a Tool Rev
Downloaded Before May 21, 2012 - In
2012, the Health Resources and Services
Administration added a requirement that
all inbound communications to HRSA
networks must use Secure Socket Layers
(SSL). As of May 21, 2012, the IKN
Client Tool connections were changed to
comply with this policy.

The IKN technical guidance was updated to
provide instructions to states on how to
reconfigure the IKN Client Tool if the state
was using a version of the Tool downloaded
before May 21, 2012. If a user is
downloading the Client Tool for the first time,
they do not need to do this re-configuration;
the reconfiguration is required only if they are
using the old version of the tool.

Burden Change

Reason for Change

Type of Change

2013 (new version)

2011 (old version)
The requirement to
reconfigure the IKN Client Tool
did not apply in previous
versions.

Yes. There will be a
small additional burden
to states to follow the
instructions to
reconfigure the IKN
Client Tool, but very few
states are using such an
old version of the Tool,
and it is a one-time
reconfiguration.
Estimate: 30 minutes.

Type of Change: Rev = Revision, Del = Deletion, Add = Addition, and Red = Redesgnation.