AHA/HRET Hospital Engagement Network (HEN) 2.0 Comprehensive Data System (CDS) Quick Start Guide

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1 AHA/HRET Hospital Engagement Network (HEN) 2.0 Comprehensive Data System (CDS) Quick Start Guide This document is created to support HEN hospitals in their initial data collection efforts and use of the AHA/HRET Comprehensive Data System (CDS). This Quick Start Guide covers the following areas: Initial Logins Setting up User Accounts Data Entry Navigation Data Entry in the CDS Baseline Data Entry Monitoring Data Entry Needs Assessment Data Entry Removing Measures from Display The Comprehensive Data System can be accessed by visiting: SYSTEM REQUIREMENTS The HRET CDS is a secure, web-based data collection system. Users must have a connection to the Internet and a browser which supports SSL (secure socket layer) encryption. Currently, the CDS supports the use of Internet Explorer v8 or higher and FireFox v 11.0 or higher. The system is currently being tested for use with Google Chrome and on ipad (IOS v5 or higher). TECHNICAL ASSISTANCE HRET actively monitors data support s: HRET acknowledges these s within 2 business days of the request. Last update: 12/21/2015

2 INITIAL LOGIN TO CDS Your state hospital association will provide your LoginID credentials for the CDS after you submit your organization s commitment letter to the HEN 2.0 project. Once you receive your LoginID information, please visit the CDS website where you will see: Enter your LoginID and password, then click Login. If you have forgotten your password, click Forgot your password? to have your password ed to you. NOTE: This feature is not available for initial accounts. Important messages about the system will appear in red at the bottom of the page. Last Update: 12/21/2015 2

3 SETTING UP USER ACCOUNTS NAMED USER ACCOUNTS MUST BE CREATED FOR DATA ENTRY All facilities have been issued an initial LoginID with limited access. When using this initial LoginID, users will be prompted to create specific user accounts. Facilities are encouraged to designate at least two users for their facility to serve as Data Administrators (primary and back-up). Illustrated below, in the Admin tab, User Setup screen, enter the information requested, then click the plus sign to add the user. o First name & last name: Enter the first & last name of the user o Login ( ): Enter the user s address o Password: Create a password for the user. Passwords must be at least 7 characters long, and contain at least one letter and one number o Choose a role: Data administrators should be persons with experience in data collection and measurement. An administrator will be permitted to add and delete users, enter & edit data, view reports, download data, and add/remove measures from the listing. Organization Data Administrators are responsible for managing all user accounts at their organization. Data entry users should have experience with entering data, and shall only be permitted to enter and edit data. Reporting users can view reports but may not enter or edit data. Enter first & last name, login, and password, and select the user role from the drop-down Click the green plus (+) sign to add the user Important notes o Only Data Administrators can create or modify user accounts. o Each user added will receive an confirmation, which includes their LoginID, password, role, and to which facility(s) they have been assigned. Please be sure your is configured to allow messages from o Only named user accounts will have access to all CDS features (based on role assigned) o If the LoginID ( ) is already in CDS, you will be required to confirm that you wish to add that user to your organization: Last update: 12/21/2015

4 DATA ENTRY NAVIGATION IN CDS IMPORTANT: Initial logins DO NOT have access to data entry. You MUST log into CDS as a named user (either data entry or data administrators) in order to view the data entry option. Users assigned to more than one facility will first be prompted to select the facility for which they wish to enter data Select the facility for which you wish to enter data from the drop-down list, and click next After selecting the facility, users will select the project for which they wish to enter data. Facilities are encouraged to review the Encyclopedias of Measures, linked below and available on the HRET HEN website, PRIOR to starting data entry in CDS. For evaluation measures, select (1) Evaluation Measures. To enter the Needs Assessment and Site Visit Action Plans, select (2) Operational Items. Process measures for the core adverse event areas can be found under (3) Process Measures. All optional topic measures can be found under (4) Optional topic Measures. Select the project for which you wish to enter data from the drop-down list, and click next Last Update: 12/21/2015 4

5 DATA ENTRY IN THE CDS EVALUATION, CORE PROCESS, AND OPTIONAL TOPIC MEASURES Users assigned to more than one facility will be prompted to select the facility for which they wish to enter data Select the facility for which you wish to enter data from the drop-down list, and click next After selecting the facility, users will select the project for which they wish to enter data. Select the project for which you wish to enter data from the drop-down list, and click next Last Update: 12/21/2015 5

6 ENTERING MEASURES BASELINE DATA ENTRY To enter your data for a measures, click Enter Data on the Measure Select screen next to the measure of interest. If you are submitting data to NHSN for a measure, AND have conferred rights to a group, you will not need to enter data for that measure. Please refer to the Encyclopedias of Measures on the HRET HEN website for details on which measures can be reported via NHSN. The first time you select a measure, you will be prompted to select the baseline measurement timeframe you will enter. Please refer to the Encyclopedias of Measures on the HRET HEN website for guidance on preferred baseline timeframes for each measure. You will enter / select both the baseline measurement start date and the baseline measurement end date. You only need to do this ONCE per measure. AHA/HRET expects hospitals to enter baseline data for one of the preferred baseline data timeframes detailed in the Encylopedias of Measures on the HRET HEN website. However, it is possible your hospital has not collected the measure prior to the start of HEN 2, OR has data for only part of a baseline timeframe. If this is the case, choose which scenario applies and enter your baseline data accordingly: 1. If your hospital HAS NOT collected the measure PRIOR TO the start of HEN 2, and therefore does not have data prior to OCTOBER 2015, please enter a start date of 01/01/2010 and an end date of 12/31/2010, select NO for the data collected option, and enter measure not collected prior to HEN 2 in the comments (see page 8). 2. If your hospital does not have a COMPLETE, preferred baseline data timeframe, enter the start and end dates your hospital does have, and the corresponding numerator and denominator. Do NOT enter data for dates that span across two or more preferred baseline timeframes. 3. If a measure is not applicable to your hospital (e.g., if your hospital does not provide obstetric services you would not have data for the Early Elective Delivery measure), DO NOT ENTER ANY DATA. AHA/HRET will use the information your hospital provided in the Needs Assessment to determine measure applicability. Last Update: 12/21/2015 6

7 The first step in entering baseline data is to select the start and end dates applicable for your facility. As noted above, AHA/HRET has specified preferred baseline data timeframes in the Encyclopedias of Measures. If there is no baseline data record entered into CDS for a measure, you will see blank measurement start and end dates. You may enter the dates in mm/dd/yyyy format (e.g., 01/01/2014), or you may select the date using the calendar icon to the right. After you have entered or selected the dates, click Add. Once you have entered your baseline start and end dates, click GO to begin data entry. Last Update: 12/21/2015 7

8 In the measure data entry pop-up window, enter your numerator and denominator as specified, then click SUBMIT. If your hospital HAS NOT collected the measure PRIOR TO the start of HEN 2, and therefore does not have data prior to OCTOBER 2015, please enter a start date of 01/01/2010 and an end date of 12/31/2010, select NO for the data collected option, and enter measure not collected prior to HEN 2 in the comments.. Last Update: 12/21/2015 8

9 ENTERING MEASURES MONITORING DATA ENTRY (OCTOBER 2015-BEYOND) Monitoring data entry will be available on November (after the close of the October 2015 measurement period). Once you have entered your baseline data as described above, you will be taken to the monitoring month selection screen. Find the month for which you wish to enter monitoring data, and click Go NOTE: If you have NOT entered a baseline data record, you will need to browse to the monitoring month screen by clicking the Monitoring tab. Enter your numerator and denominator in the appropriate locations. Submit your data to make it available for reporting. Last Update: 12/21/2015 9

10 ENTERING NEEDS ASSESSMENT DATA DUE NOVEMBER To complete the Needs Assessment, first select (2) Operational Items, then click Enter Data on the Measure Select screen: At the next screen, select Go to begin data entry. The Needs Assessment does not allow selection of dates because it is completed only once. The Measurement Start and Measurement End dates are captured by CDS for the day on which you begin data entry, as shown. Answer all of the items on each page of the Needs Assessment, and click Next Page to move between pages. After completing all items, at the bottom of the last page, select SAVE or SUBMIT. Once you SUBMIT your items, you may download your answers to Microsoft Word by clicking Download Answers. IMPORTANT: CDS will not lock the records you submit. If you find you need to make a correction, you may return to data entry and correct your submission. Be sure to submit your responses at the end. Last Update: 12/21/

11 REMOVING MEASURES FROM DISPLAY If your hospital is not collecting data for a particular measure (such as hospitals who do not provide obstetric services), you may remove the measure from your measure listing, ONLY IF you have not yet browsed to the list of project monitoring months. Only data administrators are able to remove measures from display. To remove a measure from display, select the Admin menu from the top bar, then select Measure Enrollment Select the project as appropriate (1, 3 or 4 may be applicable. All hospitals are expected to submit both measures contained in the Operational Items section). Follow the instructions on the top of the page to remove (or add) a measure from display. Last Update: 12/21/

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