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2025 Medicare Part C & Part D Reporting Requirements & Data Validation

Data Extraction Process Detail

Extraction of the Full Census

This graphic illustrates the step-by-step process for extracting the full census. You can apply it to all reporting sections for which the DVC deems it practical to extract a census. Depending on the reporting section, officials complete the extraction of the census at the SO’s contract level or the plan level. Select each step to learn about the data extraction process.

Figure 5: Data Extraction Process Detail
Figure 5: Data Extraction Process Detail
This graphic shows the conceptual framework for data extraction starting with the source data (data provided by delegated entities, source provider files, source claims/encounters, and source/enrollment). The source data is uploaded to a data warehouse as a preliminary data set(s) (census/sample data) and extracted to create an interim data set. The final stage data set is then aggregated and entered into the Health Plan Management System (HPMS) Plan Reporting Data Validation Module (PRDVM).

Step 1: Identify and Extract Preliminary Census Data Sets

  • Extract all data records and data fields referenced in programming code that reside in originating data sources like SO’s internal data warehouse, enrollment system
  • Refer to the OAI (Appendix E) to find all originating data sources through the information that the SO gave like source/programming code, data queries, and data dictionaries

Step 2: Identify and Extract Source Data from Underlying Sources for Applicable Reporting Sections

  • If officials didn’t extract source data as part of Step 1, extract source data from underlying sources like customer service call logs or pharmacy claim files to make sure that officials correctly categorized the underlying data and uploaded or entered it into the data warehouse

Step 3: Identify and Extract Interim Census Data Sets if Applicable

  • Extract data sets that have undergone a cleaning process after first entry into a data warehouse and before the data is merged or joined with other data sets to create the final stage data set

Step 4: Identify and Extract Final Stage Data Sets

  • Extract the last clean and detailed line-item data file used for the reporting section, before aggregating data and calculating counts and sums to report the reporting section via HPMS

Step 5: Write and Encrypt Data to Secure Storage Device

  • Transfer all data files collected to a secure storage device or via a secure web portal