WEBVTT 00:07.000 --> 00:15.233 Receiving Chronic Condition Warehouse Data via External Media. The following video will guide you step-by-step 00:15.233 --> 00:24.333 through the process for loading your CCW data extracts onto the hardware of your choice, opening and decrypting the files, 00:24.333 --> 00:33.100 and joining the files into usable data sets. A minimal set of instructions for installing the data from the shipping media, 00:33.100 --> 00:40.867 including the password you need to run the self- decrypting archives or SDAs, was sent to you separately by email. 00:40.867 --> 00:49.633 You need to have the information contained in this email before you begin the installation process. If you cannot locate it, 00:49.633 --> 01:04.567 contact us at cmsdata@gdit.com or by telephone at 866-766-1915 to have the material retransmitted. 01:04.567 --> 01:14.967 Your extract package contains a Windows- compatible external USB hard drive or optical disk 01:14.967 --> 01:22.767 onto which a number of executable files have been copied. The data has been written to a series of flat data files, 01:22.767 --> 01:28.800 with certain sensitive fields encrypted according to the restrictions specific to your Data Use Agreement. 01:28.800 --> 01:34.833 Each separate data file is packaged with three additional files needed to use the data, 01:34.833 --> 01:46.400 and each resulting group of four files is encrypted and compressed into an executable file known as a Self-Decrypting Archive, or SDA. 01:46.400 --> 01:56.233 When you receive your data package, the first step is to copy its contents to a storage area that contains enough space 01:56.233 --> 02:01.800 to decompress SDAs contained on the external hard drive or optical disk. 02:01.800 --> 02:10.367 If you have received your data on external hard drive, connect the drive to your system using the included USB cable. 02:10.367 --> 02:17.367 If you received your data on an optical disk, place the disk in your system’s optical read drive. 02:17.367 --> 02:26.400 Space is required to decompress and decrypt the data. The amount of space needed is included in the cover letter that came with your shipment. 02:26.400 --> 02:35.900 If you have received an external hard drive and sufficient free space remains, you can decompress your files to the external drive 02:35.900 --> 02:43.200 and then copy them to their ultimate destination. If there is insufficient space on the external hard drive, 02:43.200 --> 02:52.133 or if you received your data on optical disk, you must copy the SDAs to the target destination and then install them from that location. 02:52.133 --> 03:01.367 When the SDAs are in the location from which you want to install them, you will execute each file in turn. 03:01.367 --> 03:09.033 Each file is named according to the following convention: the type of claim, summary or other data that was extracted; 03:09.033 --> 03:18.000 the DUA number under which your data was released; the CCW request number under which your data was processed; 03:18.000 --> 03:28.067 the year of data included in the file. If you have requested multiple years of the same type of claim, each year will be in a separate file. 03:28.067 --> 03:35.467 So for instance, if you have requested “outpatient base claims” for 2008, 03:35.467 --> 03:41.000 your request was processed by CCW as number 678, 03:41.000 --> 03:46.167 and your DUA number is 12345, 03:46.167 --> 04:00.933 “outpatient_base_claims_res12345_req0678_2008.exe” is the resulting SDA on your external media. 04:00.933 --> 04:10.667 In addition to the SDAs, your media contains a directory called “File Record Layouts” which contains data dictionaries 04:10.667 --> 04:20.967 for the file types contained in your request. Enter the password when prompted. When you copy that file to its target location and execute it, 04:20.967 --> 04:29.000 four files will be produced. The dat file is a flat data file containing the records you have requested. 04:29.000 --> 04:36.067 The fts file is a File Transfer Summary file containing details of your data extract. 04:36.067 --> 04:45.400 The _read_v6.sas file contains the SAS input statements needed to process your data into a SAS data set 04:45.400 --> 04:55.000 with the variable names conforming to the 8 byte naming convention of Version 6. The _read_v8.sas file also contains 04:55.000 --> 05:02.200 SAS input statements, but here the names can be up to 32 bytes, as allowed in SAS version 8. 05:02.200 --> 05:11.733 Once you have used your flat files and SAS input statements to create permanent SAS data sets, you will have to perform 05:11.733 --> 05:19.967 certain steps to make your data usable. The specific steps will depend on what types of claims, summary files, 05:19.967 --> 05:28.767 and/or crosswalks you are using. Summary files contain one record per beneficiary. Each beneficiary is 05:28.767 --> 05:36.000 identified by a unique index variable called the BENE_ID. This variable is encoded before your 05:36.000 --> 05:45.433 data is sent to you, with a key unique to your DUA. You cannot merge this data with CCW data released 05:45.433 --> 05:50.967 under any other DUA, because that data has been encoded using a different unique key. 05:50.967 --> 06:02.733 BENE_ID can be used to join all summary files, including the Master Beneficiary Summary Base File, the Chronic Condition Segment, 06:02.733 --> 06:13.300 and the Cost and Use Segment, in one-to-one matches. Crosswalk files enable you to merge CCW summary files to 06:13.300 --> 06:22.633 non-CCW files that use different ID variables such as HIC or Social Security Number. Simply merge the crosswalk file to your 06:22.633 --> 06:29.933 other summary files on BENE_ID, and to your existing data on the appropriate index variable. 06:29.933 --> 06:40.367 A record in a Part D Event file corresponds to a single fill of a prescription. There are potentially many Part D 06:40.367 --> 06:52.067 Event records for a single beneficiary resulting in a one-to-many match when these files are joined. Both institutional (Part A) and 06:52.067 --> 07:01.333 non-institutional (Part B) claims come in multiple files per claim type. At the highest level of aggregation, both Part A 07:01.333 --> 07:08.567 and Part B claims contain a base claim record. There are potentially multiple claims per beneficiary, 07:08.567 --> 07:14.433 so when summary files are joined to base claim files, a one-to-many merge results. 07:14.433 --> 07:27.833 Base claims records contain the unique index variable CLM_ID. Revenue center records supply more detailed information about Part A claims. 07:27.833 --> 07:38.267 Potentially, multiple revenue center records exist for a single base claim, resulting in a one-to- many match when these two file types are joined. 07:38.267 --> 07:47.933 A record in the revenue center file is uniquely identified by the combination of CLM_ID and CLM_LINE_NUM. 07:47.933 --> 07:56.900 Line item records supply more detailed information about Part B claims. Potentially, multiple line item records 07:56.900 --> 08:03.800 exist for a single base claim, resulting in a one-to- many match when these two file types are joined. 08:03.800 --> 08:10.467 A record in the line item file is uniquely identified by the combination of CLM_ID and LINE_NUM. 08:10.467 --> 08:21.900 Additional information about manipulating CCW data files to create SAS analytic datasets is available on the CCW website: 08:21.900 --> 08:26.500 www.ccwdata.org 08:26.500 --> 08:38.700 Additional information about CCW extract data variables is available from the website of the Research Data Assistance Center or ResDAC: 08:38.700 --> 08:50.800 resdac.org. If you are unable to complete any of the instructions in this guide please email cmsdata@gdit.com 08:50.800 --> 09:04.300 or call (866) 766-1915 and select Option 3. Please identify yourself as a data extract user who received data delivery on external media, 09:04.300 --> 09:09.767 so that your help request can be routed to the person best able to assist you. 09:09.767 --> 09:14.433 Thank you for your interest in the Chronic Condition Data Warehouse. 09:14.433 --> 09:20.400 This concludes the Receiving Chronic Condition Warehouse Data via External Media Video. 09:20.400 --> 09:21.400