Electronic filing requirements

Per the Provider Reimbursement Manual 15-2 (PRM 15-2), chapter 1, section 134, electronic submission of the cost report requires providers using a CMS approved vendor program to submit a print image file (an electronic picture image of the entire cost report) with their electronic cost report (ECR) file.  The print image (PI) file must be in the American Standard Code for Information Interchange (ASCII) format. For those providers who create print image files which are too large to be placed on a diskette with the ECR file, a compression program must be employed. Your software vendor either provides this program or instructs you on obtaining the necessary software, where applicable. The compressed file must be self extracting. All print image files must contain the encryption coding at the end of the print image file and on worksheet S just below the ECR encryption code. The order of processing these files should be ECR creation, print image creation, and worksheet S. Please note effective for cost reporting periods ending on or after December 31, 2017, a provider that is required to file an electronic cost report may elect to electronically submit the settlement summary and certification statement with an electronic signature of the provider's administrator or chief financial officer. The checkbox for electronic signature and submission immediately follows the certification statement must be checked if electronic signature and submission is elected.

The naming convention for the ECR file will be as follows: Hospital (EC), SNF (SN), HHA (HH), Hospice (HS), Independent Rural Health Clinic / Federally Qualified Health Clinics (RF), Independent Renal Dialysis Facility (RD), Community Mental Health Clinics (CM) and Organ Procurement Facilities (OP). The first two letters will vary depending on the type of cost report, followed by the six-digit provider number. The extension of the file will be the fiscal year of the cost report followed by an alpha character to signify which iteration of the cost report the ECR file comprises; e.g., A for the first submission, B for the second submission. The version of the submission is defined as to when providers refile their cost report because of an amendment or audit.

The naming convention for the PI file is consistent among all of the cost reports: PI followed by the provider’s number with an extension of the fiscal year followed by an alpha character to signify which iteration of the cost report e.g., A for the first submission, B for the second. Except for the first two letters, the PI name is identical to the ECR.

Click here for a list of CMS-approved cost report vendors.