ROCS System Modification to Allow ICD-10 Codes

Purpose

This Information Bulletin is to advise you of the modifications made to the Illinois Department of Human Services (IDHS) Community Reporting System (DHSCRS) otherwise known as ROCS.

Background

ROCS software is a PC-based system designed to be used for collecting and submitting required data to IDHS. ROCS has been updated to accommodate the change from International Classification of Diseased ICD-9 system to the federally mandated ICD-10 system. IDC-9 Codes will continued to be maintained by the system for all current case openings. Once the changes are put in place, ICD-10 codes will be required for all new case opening submissions. The target deadline for full implementation is October 1, 2015.

Process and Procedures

Division of Developmental Disabilities staff have been working with the Department's Management Information Systems (MIS) staff on modifications to accommodate the transition from ICD-9 codes to ICD-10 codes.

• The ROCS software system was modified to accept ICD-10 diagnosis codes. The updated software was successfully pilot tested with three provider agencies in July.
• The ROCS software manual was updated to reflect the software changes and to provide instruction on data entry. The updated manual was posted to the DHS website in July and can be found at the following location: https://www.dhs.state.il.us/page.aspx?item=32587.
• Providers were previously required to enter atleast one ICD-9 code from a list of developmental disability diagnosis. That list has been updated to provide the equivalent ICD-10 code(s). The list of ICD-10 Replacement Codes was posted to the DHS web site.
• Providers that utilize third party software for ROCS data submission will need to direct their software developers to make modifications to the .ftp file submitted to ROCS. The new record formats will be required for client files submitted after September 21, 2015. The specifications necessary for the new .ftp file submission were posted to the DHS website in July.
• MIS will accept a test file from providers using third party software to ensure the file specifications have been accurately modified to match the new submission criteria. Test files will be accepted until September 30, 2015. Please contact JoLee Edwards at (217) 785-9559 or DoIT.ROCS@illinois.gov  to discuss submission requirements.
• The Division hosted a webinar training for community providers on September 16, 2015 from 10:00 a.m. to 12:00 p.m. MIS staff were provide instruction and demonstrations outlining the changes made to the ROCS software and third-party data submissions. In addition, Dr. Tracy Aldridge provided an overview, from the medical community perspective, of the conversion from ICD-9 codes to ICD-10 codes.

See Recorded Webinar

Effective Date

The target deadline for full implementation is October 1, 2015.