OHS launches new outpatient encounter data portal; sets Jan. 16 filing deadline and 3% validation threshold

The Office of Health Strategy demonstrated a new web portal on Dec. 16, 2025, that will replace the SFT system for outpatient surgical encounter reporting and automate file validation and error checking. Alla Weberman, associate research analyst with OHS, said the new site “simplifies the process of submitting and validating encounter data files” and will provide more timely feedback on file format and errors.

In a step-by-step demo, Joseph Rus, an IT analyst working for BIDS for OHS, showed account creation and facility mapping, saying each submitter must create an account even if they filed before and that mapping requests will be reviewed by OHS administrators before approval. Rus demonstrated uploading files, viewing a 'pending validation' status while automated checks run, and downloading error reports for failed files. He said a file is accepted as "completed" if it contains less than a 3% error rate: "the threshold, which is 3% error, less than 3% errors, is completed successfully."

OHS staff also demonstrated a temporary conversion tool that converts older file formats to the new structure by inserting updated field values and a new filename; Joseph cautioned the converter is temporary and encouraged facilities to move to the new format natively when vendors or systems allow.

Olga Arma, manager for research and planning at OHS, said the new format implements race and ethnicity, disability and language codes and confirmed those fields are mandatory under state standards. "We're collecting that data because it's the law," Arma said, adding that the statute authorized OHS to set collection standards and that the data are used to identify and address health inequities across Connecticut.

OHS staff pointed participants to appendices and sample files on the OHS website for lookup values and code lists (race/ethnicity and disability appendices were referenced) and said the system will place default codes (for example, an "unable to collect" code) where appropriate during the transition. For disability fields, OHS instructed facilities to populate each disability field; if a person reports only one disability, remaining fields should use code 800 for "unable to collect." Sample files and the appendices contain examples.

The presenters said the next filing deadline was extended to Jan. 16 to give facilities additional time to transition to the new portal. The extension covers data for April–September 2025 (Q3–Q4 2025 submissions), and OHS staff said they extended the deadline because many facilities are onboarding to the new system.

For support, OHS asked users to email the address posted in the chat and said the webinar recording, updated appendices and a user guide are on the agency website. Staff offered to accept test files and to work one-on-one with facilities or vendors having problems.

The webinar closed after a short Q&A; presenters said they will schedule follow-up sessions as needed and that the recording and materials will be posted online.