Frequently Asked Questions: CMMI Data Collection

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1 Frequently Asked Questins: CMMI Data Cllectin 1. What are the minimum requirements fr a care manager s cmputer? 2. What data are cllected frm the practices as part f the CMMI grant? 3. What is the PAM? 4. Hw are care manager data cllected? 5. What resurces are available fr care managers t supprt data cllectin? 6. Can the Care Manager Data applicatin be installed n multiple cmputers? 7. Hw is care manager data transmitted t FLHSA? 8. What is an FTP Client? 9. What FTP Client des FLHSA recmmend? 10. Hw are data cllected by the Care Managers used by FLHSA? 11. Hw are data cllected frm the practice s EMR? 12. Hw ften is data submitted t FLHSA frm the practice s EMR? 13. Hw are data frm the EMR prvided t FLHSA? 14. What resurces are available t help prduce EMR reprts? 15. Hw are data frm the practice s EMR used by FLHSA? 16. Des FLHSA have any tips fr making data cllectin and reprting run smthly? 17. Can the transfrmatin stipend be used t supprt EMR reprt writing r ther enhancements? What are the minimum requirements fr a care manager s cmputer? Micrsft Office (versin 2007 r later) Adbe Acrbat Reader (versin 9.0 r later) Practice/Healthcare System based accunt Example: Internet Access Permissin t view websites (Wiggi.cm, FLHSA.rg) Access t shared/netwrk drive Fr CMMI Care manager data cllectin, we require the use f a shared/netwrk drive where data are autmatically backed up. In the absence f a shared/netwrk drive, FLHSA will wrk with the practice t ensure data files are stred in a secure lcatin. If a prtable device is used (laptp, flash drive, prtable hard drive) data shuld be encrypted. Cmputer speakers r headphnes December 29, 2013 Page 1 f 7

2 What data are cllected frm the practices as part f the CMMI grant? There are fur data streams that are used t measure utcmes and prcess fr the CMMI Grant. Tw f the streams require active invlvement frm the practice: Electrnic Medical Recrds and Care Manager Data. Electrnic Medical Recrds The practices prvide data extracts frm their Electrnic Medical Recrd (EMR) a summary f all patients seen in the practice within a specified time frame. The reprts included are: Demgraphics (age, race/ethnicity, gender, insurance type) Clinical quality measures HbA1c in diabetics Bld pressure cntrl in Hypertensive patients LDL in diabetics and CAD patients Care Manager Data Care managers cllect data n all patients wh are receiving care management services. The specific fields include: Patient Demgraphics Patient Activatin measure (PAM) Patient interventins cmpleted per mnth Case histry details What is the PAM? The Patient Activatin Measure r PAM is an assessment tl that evaluates the patient s level f engagement with their care. The results f the PAM allw the treatment team t tailr care t meet the patient s needs. The PAM is part f the grant s evaluatin plan t appraise patient engagement and any changes in engagement thrughut care management. All intensively managed care managed patients must receive a PAM at the initiatin f care management and at the end f services r within 90 days f their initial assessment. All care managers receive training n administering, scring and utilizing the PAM as a part f patient care. The PAM is available in ther languages including Spanish. A caregiver PAM is available fr patients wh are unable t cmplete the PAM. December 29, 2013 Page 2 f 7

3 Hw are care manager data cllected? Data cllectin fr CMMI care managers is cmpleted using a Micrsft Access database (CMMI Care Manager Data Cllectin Frm) develped by FLHSA and Innvative Slutins. Micrsft Access is nt required t use the applicatin. If Micrsft Access is nt installed, a special installatin package has been develped t allw fr the sftware t be used. The applicatin used t cllect data is an executable file (.exe) that is installed directly n the care manager s cmputer. The database file, where all data are stred, shuld be saved in a secure lcatin that is peridically backed-up. FLHSA staff will cntact the IT/Systems Administratr designated by the practice t facilitate the installatin and setup f the care manager s data cllectin files. Instructins and cpies f the sftware files will be prvided. Can the Care Manager Data applicatin be installed n multiple cmputers? Yes, the applicatin can be installed n multiple cmputers. If the data cllectin applicatin is installed n multiple cmputers, all f the cmputers must be cnnected t the same netwrk and have access t the file where all f the data are stred. What resurces are available fr care managers t supprt data cllectin? At their initial training sessin, all care managers receive training n the CMMI data cllectin tl. In additin, the fllwing resurces are available: Wiggi (Resurce Sharing Website)- Wiggi.cm Care managers are prvided with instructins n hw t sign up fr an accunt t view files, pst questins and cmmunicate with the CMMI team and clleagues. Data entry manual A cmprehensive data manual is available that describes each data field and prvides examples n cding mre cmplex cases Vides There are narrated vides available n the Wiggi website n PAM data entry and transmitting data t FLHSA 1:1 supprt The care manager can cntact their Clinical Advisr r the CMMI data team by telephne r with any questins. December 29, 2013 Page 3 f 7

4 Hw is care manager data transmitted t FLHSA? Care managers send data t FLHSA n a mnthly basis and within 7 business days f the end f the previus mnth. A data submissin schedule fr the prject will be prvided. Data must be sent t us in a secure manner, t supprt this requirement, FLHSA has established an FTP site and prcess fr submissin f data. Care managers will be prvided with a username and passwrd, and instructins fr using an FTP client. What is an FTP Client? An FTP client is a piece f sftware that assists with securely mving files frm ne cmputer t anther. Fr this prject, the FTP client will be used t mve a file frm the care manager s cmputer t FLHSA. What FTP Client des FLHSA recmmend? FLHSA recmmends the use f FileZilla; a free FTP prgram available at https://filezilla-prject.rg/. FLHSA will prvide instructins fr installing and using the FTP sftware. This will als be prvided t yur practice with the care manager s database. If yur practice has established anther methd fr securely transferring files, please cntact FLHSA t discuss alternate arrangements. Any changes t the prcess will be discussed, agreed upn and tested in advance f the initial data transfer. Hw are data cllected by the Care Managers used by FLHSA? All f the data received by FLHSA are aggregated int ne dataset. FLHSA staff will analyze the data and prvide each practice with their wn results and hw they cmpare t all participating practices r their chrt. Identifiable data frm yur practice will never be discussed with anyne utside f yur practice withut yur permissin. Yu are free t share yur reprts with anyne yu chse. The data cllected frm the care managers is vital t develping ur quarterly reprts fr ur prject spnsr, CMS. The care manager data is used t measure the number f direct participants/patients wh are receiving services thrugh the grant. The care managers als capture the participant s demgraphic infrmatin. Hw are data cllected frm the practice s EMR? We will wrk directly with yur practice(s) t gather data n yur patient ppulatin and clinical quality measures. The data fr yur patient ppulatin and clinical quality measures have been designed t be reprted directly frm yur EMR. T facilitate the cllectin f these data, we will be partnering with IT December 29, 2013 Page 4 f 7

5 Practice Cnsulting Crpratin (ITPC) led by Dr. Ali Lveys. Once yur practice has agreed t participate, ITPC will be cntacting yu directly t learn mre abut yur EMR structure and explain the reprting requirements. As part f their wrk, ITPC will assist yu with generating the reprts that are required as part f the CMMI grant. ITPC will review all reprting requirements and review the data t ensure there are n discrepancies. The develpment f these reprts may als be beneficial fr yur practice fr ther activities such as wrking t btain PCMH certificatin. ITPC will review and share the reprts that yu prvide with FLHSA. The reprts prduced by practices include demgraphic infrmatin n all patients seen within a tw year perid. Clinical quality metrics fr patients with hypertensin, diabetes and crnary artery disease (hba1c, bld pressure and LDL) are als cllected. Hw ften are data submitted t FLHSA frm the practice s EMR? Data are submitted nce per quarter and are due t ITPC n mre than 7 business days after the quarter ends. A data submissin schedule is available. Hw are data frm the EMR prvided t FLHSA? The practice will prvide their EMR data directly t the ITPC cnsultant wrking with their practice. ITPC will prepare the data and transfer them t FLHSA. What resurces are available t help prduce EMR reprts? Key bjectives f the CMMI grant are t imprve patient-centered care and further develp integratin f the EMR as a resurce within the practice. Skill at applying the EMR as a tl fr care crdinatin and ppulatin management is necessary fr achieving patient centered care. FLHSA has cntracted with IT Practice Cnsulting (ITPC) t serve as a liaisn with the practices fr prducing EMR reprts. IT Practice Cnsulting Crp. (ITPC) can guide yu with generating the EHR-based demgraphic and clinical data required fr the CMMI grant. ITPC has extensive experience assisting practices in their endeavrs t meet varius quality reprting prgrams. As a vendr-neutral cmpany, ITPC has wrked with ver 100 different vendrs and has develped cllabrative relatinships with many f them. ITPC will meet with each grant participant t review the reprting requirements, help with reslving any pssible reprting barriers, and review yur data prir t submissin t FLHSA. December 29, 2013 Page 5 f 7

6 Hw are data frm the practice s EMR used by FLHSA? All f the data received by FLHSA are aggregated int ne dataset. FLHSA staff will analyze the data and prvide each practice with their wn results and hw they cmpare t all participating practices r their chrt. Identifiable data frm yur practice will never be discussed with anyne utside f yur practice withut yur permissin. Yu are free t share yur reprts with anyne yu chse. Aggregated data will als be included in reprts that are cmpiled fr the prject s spnsr, Centers fr Medicare and Medicaid Services (CMS). Des FLHSA have any tips fr making data cllectin and reprting run smthly? Ask if ther practices use the same EMR vendr Many practices are wrking with the same EMR vendrs and may have already written reprts r navigated any challenges regarding reprting. FLHSA r ITPC wuld be happy t put yu in tuch with practices wh are using the same EMR. Gather supprt frm practice/system leadership Each practice and system has their wn strengths, challenges and ther prjects that cmpete fr the practice s time. We encurage that each practice s leadership team have a cmprehensive understanding f the CMMI grant and participatin requirements. Sharing infrmatin can help with understanding hw resurces are being used and shrt/lng term plans fr the practice. Add a Care Manager Template t the EMR Adding a Care Management Template can facilitate dcumentatin f care manager wrk in the EMR. Traditinal EMR templates may nt be designed t capture all infrmatin cllected by a care manager. Review Staff s EMR access Review each member f yur practice s privileges r access with in the EMR t verify that they are able t use the EMR t wrk t the tp f their license. Fr example: Are they missing access t perfrm any tasks? Can they see all f the infrmatin they shuld? D they require additinal training t apprpriately use certain functins? Redistributing tasks related t clinical care and clerical wrk can be ne ptin used t enhance the wrk cmpleted in the practice. Prvide training t the care manager n yur EMR Care managers must receive training n their practice s EMR. While many care managers have experience wrking with EMRs, there can be large differences in functinality. In additin t December 29, 2013 Page 6 f 7

7 dcumenting their patient care respnsibilities, care managers shuld receive training n generating reprts in their EMR. Examples f reprts that a care manager shuld be able t prduce r have access t are: Preventive care Mammgraphy and Cln cancer screening Lapses in chrnic cnditin fllw-up HbA1c testing in diabetics Bld pressure fllw-up in Hypertensin Admissin, Discharge and Transfer (ADT) reprts Allcate time dedicated t reprting Care managers shuld enter their data int the reprting tl daily r at least multiple times per week. This helps t facilitate the accurate and reliable cllectin f data. Scheduling time dedicated t dcumentatin can help t ensure that accurate and up t date recrds are maintained and ready fr submissin each mnth. Can the transfrmatin stipend be used t supprt EMR reprt writing r ther enhancements? Yes, the stipend can be utilized t enhance the practice s EMR r help with develping reprts that are required with participatin in the CMMI prject. The stipend can als be used t purchase equipment that supprts the care manager s ability t cllect and stre data that are required by the grant. December 29, 2013 Page 7 f 7

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