MOA Survey. Burnaby Division of Family Practice GUIDE TO SURVEY DATA FOR PAPER- BASED OFFICES

Transcription

1 MOA Survey Burnaby Division of Family Practice GUIDE TO SURVEY DATA FOR PAPER- BASED OFFICES

2 Table of Contents INTRODUCTION... 3 MANUAL ESTIMATING... 4 QUESTION 14 TOTAL ACTIVE PATIENTS... 5 QUESTION 26 PATIENTS ACTIVE THIS YEAR... 5 QUESTION 27 TRANSIENT PATIENT COUNT... 6 QUESTION 28 PATIENTS BY PROVIDER... 6 QUESTION 36 AGE DISTRIBUTION... 7 QUESTION 37 GENDER DISTRIBUTION... 8 QUESTION 39 NUMBER COMPLEX CARE PLAN- ELIGIBLE... 9 QUESTION 40 COMPLEX CARE PLAN- BILLED QUESTION 41 CHRONIC DISEASE PATIENTS QUESTION 45B USE OF DIAGNOSTIC CODE Page 2 of 12

3 Introduction The MOA survey includes 10 questions that require data about your practice: Question14 (Section One) and Questions 26, 27, 28, 36, 37, 39, 40, 41, 45b (Section Two). The easiest way to answer the questions in the MOA Survey is to run reports from your Electronic Medical Record (EMR) system. This guide was designed to help practices that: do not currently use an EMR & use an external billing service or use paper charts and use their EMR for a limited range of functions, including billing or have only recently begun to use their EMR extensively, and don t yet have enough data accumulated within the EMR system to generate meaningful reports. Please feel free to use any combination of EMR- based reports and manually- generated reports that works best for you. For example, questions 40, 41 and 45b require only billing information, thus a report from your billing software (or billing service) may be quite feasible, whereas questions about active patient counts may require manual chart counting. Note that if you use a billing service you may find that the billing service is the only source for some of the information. They may be willing to generate some of the reports for you. IMPORTANT NOTE: The Burnaby DFP has indicated that although accuracy is important, practices relying on manual data (such as counting charts) should strive for 80% accuracy or better. Thus, using reliable methods of estimating (such as the examples provided within this document) is considered acceptable. DEFINITIONS: Reporting Period - Please answer this survey for the year period January 01, 2013 to December 31, 2013 or the closest one year Period (i.e. Nov Nov 2013) unless otherwise instructed. Active Patients - Active patients are those who have been seen in the practice at least twice in the last five years. Transient Patients - Transient patients are those who do not perceive you as their family practice they may be seeing you for pre- natal care, they may live in another community, they may have seen you on an urgent basis. Page 3 of 12

4 If you are in a practice where obtaining the requested information through an EMR is not an option, the definition of active needs to be modified to a simpler formula, and the answer estimated. Here are some methods for producing a reasonable estimate: Method 1 If you normally mark the outside of your chart folders so that you can quickly see the year of the patient s last appointment, simply count all of the charts marked with either 2012, 2013 or This will give you the total patient count before subtracting for transients. Use Method 2 to calculate your transient patient count (i.e. do a manual count of transient charts from a smaller section of your charts, then multiply to get an estimated total of all transients. Subtract transient estimate from total count to calculate total active patients. Method 2 If the only way of seeing the date of the patient s most recent appointment is to look inside the chart, your count will be a little more difficult. Here s one way to do it: 1. Look to see how many shelves of charts you have. In the example below we have assumed that there are 3.5 rows of charts. 2. Select a section of charts that is equal to 25% to 35% of your charts. In our example 1 full shelf of charts would be about the right amount. 3. Working with just your sample section of 1 full shelf, manually count: a) how many of the charts in this section show the most recent appointment was within the past 2 years (i.e. last appointment date in 2012, 2013 or 2014), then manually count b) how many of the charts counted in 3 b) are transient patients. c) Subtract the transient count from c) from the charts you counted in 3 a) to find the number of active charts in this sample. FLAG THESE CHARTS as they are your Active Sample for the survey. 4. Multiply your answer from c) by the number of shelves of charts (in this example, 3.5) and the answer will be your estimated total number of active patients. Method 2 Example 3.5 rows of charts, 1 row manually counted 759 charts in this row, 622 charts for patients last seen in 2012 or more recently 13 charts of patients who are transient 622 minus 13 = 609 active charts in this row 609 times 3.5 rows = 2131 active patients in total (estimated) Page 4 of 12

5 Question 14 total active patients Use Method 1 or Method 2 from page 4. Question 26 Patients active this year Use Method 1 or Method 2 from page 4. Page 5 of 12

6 Question 27 Transient patient count Use Method 2 from page 4. Question 28 Patients by provider It is suggested that you omit answering this question if you are relying on manual counts. Running an EMR report or having this information generated for you by your billing service are the most reasonable approaches. Page 6 of 12

7 Question 36 Age distribution Use Method 2 from page 4, but this time use the charts you flagged as active sample (page 4, step 3 c)) as your starting point. Looking carefully at each chart within the sample, count how many charts fall into each age category. You might find it helpful to create a table such as the one below. Multiply each answer by the factor you identified (page 4, Method 2, Item 1 was 3.5 in the example). Example: Page 7 of 12

8 Question 37 Gender distribution Follow the same process as for Question 36. Use Method 2 from page 4, but this time use the charts you flagged as active sample (page 4, step 3 c)) as your starting point. Looking carefully at each chart within the sample, count how many charts fall into each gender category. Multiply each answer by the factor you identified (page 4, Method 2, Item 1 was 3.5 in the example). Page 8 of 12

9 Question 39 Number complex care plan- eligible It is suggested that you omit answering this question if you are relying on manual counts. Running an EMR report or having this information generated for you by your billing service are the most reasonable approaches. Diagnostic Code Condition One Condition Two N519 Chronic Neurodegenerative Disorder Chronic Respiratory Condition N414 Chronic Neurodegenerative Disorder Ischemic Heart Disease N428 Chronic Neurodegenerative Disorder Congestive Heart Failure N250 Chronic Neurodegenerative Disorder Diabetes N430 Chronic Neurodegenerative Disorder Cerebrovascular Disease N585 Chronic Neurodegenerative Disorder Chronic Kidney Disease (Renal Failure) N573 Chronic Neurodegenerative Disorder Chronic Liver Disease (Hepatic Failure) R414 Chronic Respiratory Condition Ischemic Heart Disease R428 Chronic Respiratory Condition Congestive Heart Failure R250 Chronic Respiratory Condition Diabetes R430 Chronic Respiratory Condition Cerebrovascular Disease R585 Chronic Respiratory Condition Chronic Kidney Disease (Renal Failure) R573 Chronic Respiratory Condition Chronic Liver Disease (Hepatic Failure) I428 Ischemic Heart Disease Congestive Heart Failure I250 Ischemic Heart Disease Diabetes I430 Ischemic Heart Disease Cerebrovascular Disease I585 Ischemic Heart Disease Chronic Kidney Disease (Renal Failure) I573 Ischemic Heart Disease Chronic Liver Disease (Hepatic Failure) H250 Congestive Heart Failure Diabetes H430 Congestive Heart Failure Cerebrovascular Disease Page 9 of 12

10 H585 Congestive Heart Failure Chronic Kidney Disease (Renal Failure) H573 Congestive Heart Failure Chronic Liver Disease (Hepatic Failure) D430 Diabetes Cerebrovascular Disease D585 Diabetes Chronic Kidney Disease (Renal Failure) D573 Diabetes Chronic Liver Disease (Hepatic Failure) C585 Cerebrovascular Disease Chronic Kidney Disease (Renal Failure) C573 Cerebrovascular Disease Chronic Liver Disease (Hepatic Failure) K573 Chronic Kidney Disease (Renal Failure) Chronic Liver Disease (Hepatic Failure) Question 40 Complex care plan- billed It is suggested that you omit answering this question if you are relying on manual counts. Running an EMR report or having this information generated for you by your billing service are the most reasonable approaches. Page 10 of 12

11 Question 41 Chronic disease patients First, answer the yes or no questions about registries and audits on the right hand side of this section. It is suggested that the patient counts for each disease listed are likely too difficult to obtain using manual methods. Running an EMR report or having this information generated for you by your billing service are the most reasonable approaches. Page 11 of 12

12 Question 45b Use of diagnostic code 780 It is suggested that you omit answering this question if you are relying on manual counts. Running an EMR report or having this information generated for you by your billing service are the most reasonable approaches. Page 12 of 12