General Radiology Improvement Database

Transcription

1 The American College of Radiology General Radiology Improvement Database (GRID) User Guide November 15, 2016 American College of Radiology 1891 Preston White Drive Reston, VA Copyright 2014, American College of Radiology. All rights reserved.

2 Revisions Date August 28, 2008 September 17, 2008 February 13, 2009 October 12, 2010 August 14, 2013 November 18, 2014 December 10, 2015 Description of Revisions Original issue Section 5.5, Download Reports, added Green and Gold Level functionality added CMS PQRI Form deleted Section 5.1, Overview Procedure for exporting to Microsoft Excel revised Section 6.1, Registration Information Procedure for removing physicians and users added Section 6.1, Registration Information Number of Participating Radiologists added Section 4.2, Upload Data New section Section 4.3, Data File Process Status New section Section 7, Additional Resources New section Section 3.2, Facility Form Clarification added Section 4.2, Upload Data Reference to turnaround time exam-level data added Section 4.2, Upload Data Reference to Appendix 1, ACR GRID Exam Data File Specifications Appendix 1, added ACR GRID EXAM DATA FILE SPECIFICAITONS Appendix 2, added MONTHLY ONLY GRID FILE SPECIFICATIONS FOR FACILITIES Appendix 3, added HOW TO CONVERT AN EXCEL SPREADSHEET TO A GRID FILE Section 1 through 7, replaced user dictionary and physician dictionary with Manage Users and Manage Physicians and added hypertext links to NRDR User Guide, GRID User Guide, GRID Data Elements, and GRID Data Measures Section 4.1.1, provided example for use of the Section 7, added 7.1 FAQs button May 24, 2016 Appendix 2, updated MONTHLY ONLY MONTHLY DATA FORM BY FACILITY Appendix 2, updated MONTHLY ONLY MONTHLY DATA FORM BY PHYSICIAN November 15, , updated Web-based Submission and Vendor Certification Process November 15,

3 REVISIONS INTRODUCTION USER INTERFACE Overview Login Navigation FORMS AND DATA DICTIONARY Entire Form Package Facility Form Monthly Data Form by Facility Monthly Data Form by Physician Data Dictionary DATA COLLECTION Data Collection Overview Manual Data Entry Data Entry Conventions Saving a Partially Completed Form Finding a Form Changing a Form Cancelling a Form Restoring a Form Flat File Upload Data File Process Data File Process Status Web-based Submission & Vendor Certification Process Facility Monthly Data by Facility Monthly Data by Physician REPORTS Overview Form Submission Status by Facility Form Submission Status by Physician Aggregate Reports REGISTRY MANAGEMENT Registration Information Number of Participating Radiologists Adding or Changing a Participation Level Green and Gold Adding or Removing Participating Physicians Adding or Removing Facility Users ADDITIONAL RESOURCES FAQs GRID User Guide GRID Sample Report November 15,

4 7.4. GRID Measures GRID Brochure GRID ABR PQI Project Description APPENDIX APPENDIX APPENDIX GLOSSARY November 15,

5 1. INTRODUCTION GRID User Guide The American College of Radiology s General Radiology Improvement Database (GRID) is part of the NRDR system, a web-based collection of registries related to various radiological procedures. GRID collects information about imaging facilities which is then aggregated to establish benchmarks for quality improvement. It allows facilities and physicians to compare turnaround times, patient wait times, and many other process and outcome measures with other facilities and practices of similar size and type. Data from each facility are entered on the following forms: 1. Facility Form 2. Monthly Data Form by Facility 3. Monthly Data Form by Physician GRID shares physician and user information previously entered into Manage Users and Manage Physicians * with the other registries included in NRDR. Consequently, information entered in Manage Users and Manage Physicians need only be entered once, regardless of the number of databases in which a facility participates. Certain fields on the GRID forms are automatically filled in using data from Manage Users and Manage Physicians. GRID participants may also report turnaround time data at the exam level, for the purposes of PQRS reporting. You can access GRID through the NRDR website at If you have any questions or difficulties using the website, please call the NRDR Helpline at , ext. 3535, or send an to nrdr@acr.org. *See Section 6 the NRDR User Guide for Manage Users and Manage Physicians entry instructions. 2. USER INTERFACE 2.1. Overview You must have a User Type, User Name and password to log in to GRID. Once logged in, you will have access to data from your facility only. The person who registers your facility in NRDR is known as the Facility Administrator, and is assigned a User Type, User Name and password during the NRDR registration process. Other users at your facility are assigned a User Type, User Name and password when they are added to the NRDR Manage Users link. For information about the registration process, refer to Section 2.3.3, Getting Started, in the NRDR User Guide. For information about adding users to the Manage Users link, refer to Section 6.3.1, Adding Users, in the NRDR User Guide Login To log in to GRID, access the NRDR home page at and click the GRID icon. You may need to scroll to the bottom of the page to find the icon, depending on your screen resolution. Select your User Type from the drop-down list, specifically, Facility Administrator, Registry Administrator or Facility User, and pause while the page is refreshed. Enter your User Name, the facility ID, and password and click the Log In button. November 15,

6 Login If this is the first time you have logged in and you are not a Facility Administrator, or if your password has been reset, you will be asked to change your temporary password (refer to Section 4.5, Changing Passwords, in the NRDR User Guide) Navigation The top part of each page is a status bar showing your User Type, User Name, and facility ID. A Logout button also appears. Click this button to terminate your session. If you have not yet logged in, these fields will be blank, and a Log In button appears. Enter your login information and click the Log In button to begin your session. A link to the online Help pages appears in the upper right corner of each page. The left side of each page in GRID contains the GRID menu. The menu is comprised of a list of links giving you access to various registry functions. GRID pages are distinguished from other pages in the NRDR registry by the GRID banner at the top of the page. Click the button to expand a menu item, or the button to collapse it. GRID Banner Filters are available on most data entry pages. You can use these filters to search for a form for a specific month or physician. Throughout this document, submit refers to the action you take when you have completed data entry for a form, and you want the entries to be recorded in the database. Save refers to the action you take when you have partially completed a form and you want to continue data entry at a later date. The entries you made prior to the save action will appear on the form when you continue data entry. If you have entered invalid data or performed an incorrect action, the system will display a red error message next to the invalid item, if applicable, and at the bottom of the page.!! Note: Do not use the Back button on your browser to navigate to a form; doing so will prevent your data from being stored in the database. Always use the Data Collection menu items to navigate to a form. November 15,

7 3. FORMS AND DATA DICTIONARY Click a form title under Forms and Data Dictionary to view or print a paper copy of the form Entire Form Package GRID Registry - Forms You can view and print all GRID forms at once by clicking Entire Form Package under Forms and Data Dictionary in the GRID menu Facility Form The Facility Form is the first form that you should complete. A Facility Form is required for each year for which you want to enter a Monthly Data Form by Facility or a Monthly Data Form by Physician. However, since the Facility Form requests information for an entire calendar year, you should enter data from the year prior to the year on the Facility Form. For example, a Facility Form dated 2015 should be completed with data from Refer to Section 4.5, below, for further instructions on completing the form Monthly Data Form by Facility Complete a Monthly Data Form by Facility for each month during which you participate in GRID. You may also enter forms for months prior to your participation in GRID. You must first enter a Facility Form for the year to which the Monthly Data Form by Facility applies. The Monthly Data Form by Facility can be entered either before or after the Monthly Data Form by Physician. Refer to Section 4.6, Monthly Data by Facility, below, for instructions on completing the form Monthly Data Form by Physician The Monthly Data Form by Physician is not required. You may enter a Monthly Data Form by Physician for each month during which you participate in GRID, for each physician whose performance you want to track. You may also enter forms for months prior to your participation in GRID. You must first enter a Facility Form for the year to which the Monthly Data Form by Physician applies. The Monthly Data Form by Physician can be entered either before or after the Monthly Data Form by Facility. Refer to Section 4.7, Monthly Data by Physician, below, for instructions on completing the form Data Dictionary You can view and download a list of data element definitions by clicking Data Dictionary. November 15,

8 4. DATA COLLECTION GRID User Guide 4.1. Data Collection Overview Throughout this document, submit refers to the action you take when you have completed data entry for a form, and you want the entries to be recorded in the database. Save refers to the action you take when you have partially completed a form and you want to continue data entry at a later date. The entries you made prior to the save action will appear on the form when you continue data entry. GRID DATA Collection Menu!! Note: for security purposes, your session will terminate automatically after 20 minutes of inactivity. Any entries you may have made since clicking the Save button will be lost Manual Data Entry The procedure for data collection is as follows: 1. Print paper copies of the data collection forms by selecting links under Forms and Data Dictionary from the GRID menu. The following forms are required: Facility Form. Complete this form only at the beginning of each year, or when first joining GRID. Monthly Data Form by Facility. Complete this form once a month, to report data from the previous month. The following form is optional and can be used to track individual physician performance: Monthly Data Form by Physician. Complete this form once a month, to report data from the previous month. 2. Record the information requested on the paper forms. 3. If you are entering a form for a specific physician for the first time, create a physician record by selecting NRDR from the GRID menu, and then selecting Manage Physicians. Refer to Section 6.5.1, Adding Physicians, in the NRDR User Guide for instructions on how to create a physician record. Then indicate that the physician is a GRID participant by clicking Registration Information on the GRID menu following the procedure described in Section 6.1, Registration Information, in this document. 4. Enter data from each of the forms, starting with the Facility Form, by selecting the corresponding link under Data Collection from the GRID menu. After completing each form, click the Submit button at the bottom of the page. Save refers to the action you take when you have partially completed a form and you want to continue data entry at a later date. The entries you made prior to the save action will appear on the form when you continue data entry. You must submit a Facility Form for a specific year before a Monthly Data Form by Facility or Monthly Data Form by Physician for that year can be submitted. November 15,

9 5. If errors are detected when you click the Submit button, they will be flagged in messages that appear in red next to the appropriate field and at the bottom of the page. You must correct these errors and click the Submit button again before you can proceed to the next form. If no errors are detected, a confirmation message appears. You may either continue with data entry, or log in at a later time to resume the process.!! Note: Do not use the Back button on your browser to navigate to a form; doing so will prevent your data from being stored in the database. Always use the Data Collection menu items to navigate to a form. Use the button to view data element definitions while in the form. For example: Clicking on the for Facility number would prompt a pop-up containing a definition for that data element. Use the and buttons to show or hide form sections. As an alternative to manual data entry, you can upload your GRID data using a properly formatted text file and the Upload Data link described in Section 4.3. Contact the NRDR staff using the contact information in Section 1 if you would like to use this option Data Entry Conventions Please note the following when entering data: Dates must be entered in mm/dd/yyyy format. First and last names must be 45 characters long or less. At least 2 characters must be from the characters from "A to Z", "a to z", or " ' ". Additional characters can include a hyphen ( -"). Data elements defined as alphanumeric, other than first and last names, must include the characters A-Z, a-z, 0-9 or _ (underlining) only. Entries must not contain leading or trailing blanks. Sections 4.5 through 4.7 contain information regarding the format used for entries on specific forms. Clicking the button that appears next to most entries will also display format information in many cases Saving a Partially Completed Form If you want to save a partially completed form, click the Save button at the bottom of the page. You will be able to continue entering data on the form at a later time. If you end your session without clicking the Save button, or without correcting errors after clicking the Submit button, your entries will be lost.!! Note: for security purposes, your session will terminate automatically after 20 minutes of inactivity. Any entries you may have made since clicking the Save button will be lost Finding a Form To find a form that has already been saved or submitted, do the following: November 15,

10 1. Click Facility, Monthly Data by Facility or Monthly Data by Physician under Data Collection in the GRID menu. 2. Click the button on the search bar, next to Filter. A box similar to the following appears: Form Search Filter 3. To find forms that have already been submitted, use the drop-down list to change the Form status field to Submitted. To find forms that have been saved but not submitted, change the Form status field to In Progress. To find forms that have been cancelled, change the Form status field to Cancelled. Leave the Form status field blank to list all forms. You can narrow the list of forms in the search results by entering values in one or more of the other search fields, such as Physician First Name, that appear in the box. The Facility and Monthly Data by Facility filters do not have Physician Information fields. 4. Click Search. A list of forms matching your search criteria appears. You can also click Reset to clear the search fields and start again. Click the number in the Form # column to view a specific form Changing a Form Search Results After you have submitted a form, you cannot submit it again. However, you can make changes to it as follows: 1. Click the number in the Form # column to view a specific form. 2. Make the desired changes. 3. Enter a comment in the field at the bottom of the page, explaining the changes. Comments cannot exceed 250 characters. Field for Entering Change Description November 15,

11 4. Click the Save button. GRID User Guide!! Note: The system does not save historical data. Once you save a form with changes, the values that were previously in the changed fields are lost. When you make a change to a form that has previously been submitted, the system saves your name, the date the change was made, and the corresponding comment. You can click the History button at the bottom of the page to view information about previous changes Cancelling a Form History Display If you want to cancel a form, click Cancel in the rightmost column of the list. List of Forms Showing Cancel Link If both a Facility Form and Monthly forms exist for the same year, then the Facility Form cannot be cancelled. In this case, you must first cancel all monthly forms for the year, and then cancel the Facility Form. You cannot add a Facility Form for the same year for which a cancelled Facility Form exists. Instead, you must restore the cancelled form and change the data to how they should appear on the new version of the form (See Section 4.2.6, Restoring a Form, below). The same applies to the Monthly Data Form by Facility when a cancelled form exists for the same year and month. This also applies to the Monthly Data Form by Physician when a cancelled form exists for the same year, month and physician Restoring a Form If you cancel a form in error, you can restore it by creating a list of search results that includes the form you want to restore. Do this by finding the form as described in Section 4.2.3, Finding a Form. Click Restore in the rightmost column of the list Flat File Upload List of Forms Showing Restore Link This feature can be used to upload turnaround time data at the exam level for the purposes of PQRS reporting. The data must be in a properly formatted text file. Refer to GRID Exam-level Data Submission Specifications for file specifications (see Appendix 1). As an alternative to manual data entry, you can also upload data for the Facility, Monthly Data by Facility, and Monthly Data by Physician forms using properly formatted text files. However, most facilities choose to enter data manually and do not need to refer to this section. Contact the NRDR staff using the contact information in Section 1 if you would like to upload your data for those forms using a text file. November 15,

12 4.3.1 Data File Process 1. Log in to GRID at 2. Click Upload Data on the menu on the left side of the page. 3. Click the Browse button to locate the file you want to upload. 4. Click the Upload button. 5. A confirmation message appears. 6. If there are errors, you can either continue or cancel the upload. November 15,

13 If you click Continue, the error-free records will be uploaded. If you click Cancel, none of the records will be uploaded. To check the status of the upload, click Data File Process Status Data File Process Status As an alternative to manual data entry, you can upload your GRID data using a properly formatted text file. However, most facilities choose to enter data manually and do not need to refer to this section. If you use a text file to upload your data, you can check the result by clicking Data File Process Status from the GRID menu. GRID Menu Review the Status column for Rejected or Successful data file uploads. If the file was rejected, view the Message column for the reason for the rejected file. Click on the Download Log File for a detailed description of invalid files. Make the needed corrections in your text file and attempt another data file upload. GRID Data File Process Status Results November 15,

14 4.4. Web-based Submission & Vendor Certification Process Thank you for your interest in submitting data electronically to the GRID. Software vendors and interested facilities are required to be authenticated by the ACR Connect service in order to submit data to the GRID data registry. Our ACR Connect Authentication Service document is available upon request and describes the necessary steps for data submission. 1. Request the following documents below via to ACR Connect Authentication Service ACR GRID JSON Mapping NRDR GRID Exam Data Exchange 2. Once received, please review the documents. If you have any questions, send an to requesting clarification. 3. When you are ready to begin testing, send an to to request credentials to our testing environment Facility If your facility participates in GRID at the Gold Level then at least one field shown in gold on the Facility Form must be entered. If your facility participates at the Green Level, then you will not be able to enter data in fields shown in gold. Refer to Section 6.1, Registration Information, for information on Green and Gold Level participation. Complete the Facility Form as follows. Refer to the GRID Data Dictionary for more detailed information on the data to be entered. 1. Facility number This field is filled in automatically. 2. Year Enter the calendar year for which you will be entering data, other than data specifically requested for the previous year. For example, if you enter 2014 in this field, then you should complete Number of admissions, Number of radiography exams, and all other fields for which previous year data are requested, using 2013 data. All other fields, such as Case mix index and Number of FTE radiologists, should be completed using 2014 data. You cannot add a Facility Form for the same year for which another Facility Form exists, even if it is cancelled. If you want to enter data for a year for which a cancelled form exists, you must restore the cancelled form and change the data to how it should appear on the new version of the form (See Section Restoring a Form ). 3. Setting If your facility is a hospital, then enter Number of admissions during the previous calendar year and Case mix index. Otherwise, check Not applicable. 4. Volume Enter the number of procedures of each type performed at your facility during the previous calendar year. If a procedure is not normally performed at your facility, check Not applicable. 5. Personnel Enter the number of personnel of each type employed at your facility. This includes staff outside the radiology department (e.g. cardiac) and assistants that perform front-office functions in addition to November 15,

15 technologist s functions. You should keep this information up to date if it changes during the year. Choose the appropriate response for questions regarding certification requirements at your facility. CT certification required for technologists? This question is disabled if you checked Not applicable for CT in Section 4. MR certification required for technologists? This question is disabled if you checked Not applicable for MRI in Section MRI incidents Enter the number of incidents of each type that occurred at your facility during the previous calendar year. This section is disabled if you checked Not applicable for MRI in Section 4, or if your facility is a Green Level participant. 7. Other incidents Enter the number of incidents of each type that occurred at your facility during the previous calendar year. This section is disabled if your facility is a Green Level participant. 8. Structural measures Choose the appropriate response for each question. Fluoroscopy time routinely reported This question is disabled if you checked Not applicable for fluoroscopy in Section 4. Radiologist consult required before ordering image Some choices are disabled, depending on whether you checked Not applicable for the corresponding procedures in Section Protocol Indicate whether a written protocol exists for each event or condition. 10. Equipment type Enter the number of ACR accredited units, the number of units pending ACR accreditation, and the total number of units at your facility for each equipment type. 11. Name of person who completed this paper form If this name has not been previously entered for this field for a previous GRID form, then enter the person s first and last name. In the future, the name will appear in the drop-down list for this field. If the name has been previously entered, click the arrow and select it from the drop-down list. 12. Name of person submitting this form Submission date These fields are filled in automatically. Click the Submit button. You must correct any errors before the form will be accepted. If no errors are detected, a confirmation message will appear. The form will be assigned Completed status. November 15,

16 4.6. Monthly Data by Facility If your facility participates at the Gold Level, you must report at least one gold-level data element in order to receive a gold-level report. If your facility participates at the Gold Level, then fields shown in Gold and Green on the paper and electronic forms are enabled. Refer to Section 6.1, Registration Information, for information on Green and Gold Level participation. Complete the Monthly Data Form by Facility as follows. Refer to the GRID Data Dictionary for more detailed information on the data to be entered. If you cancel a monthly form and the annual facility form is in progress and you want to restore the monthly form, you have to submit the facility form. Otherwise the restore link does not appear on the monthly form. 1. Facility number This field is filled in automatically. 2. Month / year to which form applies Enter the month and year for which you will be entering data. You cannot add a Monthly Data Form by Facility for the same month and year for which another Monthly Data Form by Facility exists, even if it is cancelled. If you want to enter data for a month and year for which a cancelled form exists, you must restore the cancelled form and change the data to how it should appear on the new version of the form (See Section 4.2.6, Restoring a Form, above). 3. Process measures If you checked Not applicable for certain procedures in Section 4 of the Facility Form, then the corresponding fields on this form are disabled. All other fields are required. For patient wait times, include outpatient registration time and exams that are cross-read prior to the final report. Enter the times in minutes. 4. Outcomes If you checked Not applicable for certain procedures in Section 4 of the Facility Form, then the corresponding fields on this form are disabled. If your facility participates at the Gold Level, then all other fields are required. If your facility participates at the Green Level, then all fields in this section are disabled. 5. Name of person who completed this paper form If this name has not been previously entered for this field for a previous GRID form, then enter the person s first and last name. In the future, the name will appear in the drop-down list for this field. If the name has been previously entered, click the arrow and select it from the drop-down list. 6. Name of person submitting this form Submission date These fields are filled in automatically. Click the Submit button. You must correct any errors before the form will be accepted. If no errors are detected, a confirmation message will appear. The form will be assigned Completed status. November 15,

17 4.7. Monthly Data by Physician If your facility participates in GRID at the Gold Level, then all fields on the Monthly Data Form by Physician are enabled. If your facility participates at the Green Level, then only fields shown in green on the paper and electronic forms are enabled. You will not be able to enter data in the other fields. Refer to Section 6.1, Registration Information, below, for information on Green and Gold Level participation. Complete the Monthly Data Form by Physician as follows. Refer to the GRID Data Dictionary for more detailed information on the data to be entered. If you cancel a physician form and the annual facility form is in progress and you want to restore the physician form, you have to submit the facility form. Otherwise the restore link does not appear on the physician form. 1. Facility number This field is filled in automatically. 2. Physician The physician s name must be selected from the drop-down list. In order for a physician s name to appear in the list, he or she must be listed as a GRID participant in the Manage Physicians link. Refer to Section 6.5.1, Adding Physicians, in the NRDR User Guide for instructions on adding physicians to the Manage Physicians link. Refer to 6.1, Registration Information, below, for instructions on listing a physician as a GRID participant. 3. Month / year to which form applies Enter the month and year for which you will be entering data. You cannot add a Monthly Data Form by Physician for the same month, year and physician for which another Monthly Data Form by Physician exists, even if it is cancelled. If you want to enter data for a month, year and physician for which a cancelled form exists, you must restore the cancelled form and change the data to how they should appear on the new version of the form (See Section 4.2.6, Restoring a Form, above). 4. Process measures If you checked Not applicable for certain procedures in Section 4 of the Facility Form, then the corresponding fields on this form are disabled. Enter the times in minutes. 5. Outcomes If you checked Not applicable for certain procedures in Section 4 of the Facility Form, then the corresponding fields on this form are disabled. If your facility participates at the Green Level, then all fields in this section are disabled. 6. Name of person who completed this paper form If this name has not been previously entered for this field for a previous GRID form, then enter the person s first and last name. In the future, the name will appear in the drop-down list for this field. If the name has been previously entered, click the arrow and select it from the drop-down list. 7. Name of person submitting this form Submission date These fields are filled in automatically. Click the Submit button. You must correct any errors before the form will be accepted. If no errors are detected, a confirmation message will appear. The form will be assigned Completed status. November 15,

18 5. REPORTS GRID User Guide 5.1. Overview You can run the following reports from the GRID website: Payment Tracking Form Submission Status by Facility Report Form Submission Status by Physician Report Aggregate Reports GRID Reports Menu You can only view data from your own facility. Reports are displayed as HTML documents in new browser windows. To navigate report pages, use the navigation buttons: To print a report, click the button. To zoom in on or out of a report, select a scale percent from the drop-down list. To export a report in Excel format, click the Export to Excel button in the toolbar at the top of the page: To export a report to another format, click the button. The export options page appears: You can select from the following formats: Crystal Reports (RPT) Adobe Acrobat (PDF) Microsoft Word Microsoft Excel Export Options November 15,

19 Microsoft Excel (Data only) Rich Text Format (RTF) Enter the page range and click the "OK" button. GRID User Guide 5.2. Form Submission Status by Facility The Form Submission by Facility Report shows the status and submission date of all forms that have been submitted by your facility. Forms are sorted by type, year and month. All users can view this report. To view the report, click Form Submission Status by Facility under Reports in the GRID menu. The Form Submission Status by Facility Report filter appears: Form Submission Status by Facility Report Filter You can narrow the forms that will appear in the report by entering search criteria in any of the fields shown. If you leave all fields blank, the report will include all forms for your facility. To run the report, click the "Submit" button. The report will appear in a new window. Form Submission by Facility Report November 15,

20 5.3. Form Submission Status by Physician The Form Submission by Physician Report shows the status and submission date of all forms specific to physicians that have been submitted by your facility. This report differs from the Form Submission by Facility Report in that it is sorted by physician, and shows only Monthly Data Forms by Physician. All users can view this report. To view the report, click Form Submission Status by Physician under Reports in the GRID menu. The Form Submission Status by Physician Report filter appears: Form Submission Status by Physician Report Filter You can narrow the forms that will appear in the report by entering search criteria in any of the fields shown. If you leave all fields blank, the report will include all forms specific to physicians that have been submitted for your facility. To run the report, click the "Submit" button. The report will appear in a new window Aggregate Reports Form Submission by Physician Report At the end of each reporting period, your facility will be provided with a report comparing your data with aggregated data from other GRID facilities. You can view a list of these reports by clicking Aggregate Reports in the GRID menu. List of reports available for downloading You can download a report by clicking the Download link on this page. November 15,

21 6. REGISTRY MANAGEMENT 6.1. Registration Information The Registration Information page displays information about your facility s GRID registration. You can access this page by clicking Registration Information under Registry Management in the GRID menu Number of Participating Radiologists This field shows the number of radiologists at your facility. This is the total of both full-time and part-time radiologists, not the number of full-time equivalencies. The field should be updated whenever the number of radiologists practicing at your facility changes. Number of Participating Radiologists Adding or Changing a Participation Level Green and Gold GRID offers two levels of participation, Green and Gold. Facilities that wish to take advantage of the full range of metrics provided by GRID participate at the Gold Level. These facilities provide as many data elements requested for GRID as possible and receive a complete report at the end of each reporting period. The Green Level offers an alternative for facilities that are unable to provide outcomes data. Green Level participants supply a subset of GRID data elements, and receive a report of all GRID metrics other than those reflecting outcomes. If you are the Facility Administrator, you must choose the level of participation when you enroll in GRID by clicking the appropriate button on the Registration Information page, Green or Gold. GRID Registration Page Initial Enrollment If you are a Facility Administrator or Registry Administrator, you can change your participation level at any time by clicking the button for the level you want. You must then click the Save Participation Level Change button GRID Registration Page: Changing a Participation Level November 15,

22 If the participation level has been changed, you can view information about the change by clicking the Participation Level Change History button. These functions are not available to Facility Users. Participation Level Change History Adding or Removing Participating Physicians In order for a physician to be listed on a GRID form, he or she must be listed as a GRID participant in the Manage Physicians link. You can indicate that a physician is a GRID participant by clicking the Add Physician button on the Registration Information page. If you do not plan to enter data from the Monthly Data Form by Physician, which is optional, there is no need to enter physicians on this page. "Add Physician" Button on the Registration Information Page If you have made entries in the Manage Physicians link, a list of physicians will appear with checkboxes that you can use to indicate which physicians are GRID participants. Adding a Physician as a GRID Participant Physicians must exist in Manage Physicians before you can indicate that they are GRID participants. Refer to Section 6.5.1, Adding Physicians, in the NRDR User Guide for instructions on how to add physicians to Manage Physicians. You can remove a physician s association with GRID by clicking the Remove link next to his or her name on the Participating Physicians list. The physician will remain in NRDR s Manage Physicians, however, and GRID forms previously entered for the physician will not be affected. The ability to add and remove physicians is not available to Facility Users Adding or Removing Facility Users You can add Facility Users who are authorized to perform data entry in GRID by clicking the Add Facility User button. November 15,

23 "Add Facility User" Button on the Registration Information Page Facility Users must exist in Manage Users before you can add them as GRID users. Refer to Section 6.3.1, Adding Users, in the NRDR User Guide for instructions on how to add users to Manage Users. You can remove a Facility User s association with GRID by clicking the Remove link next to his or her name on the Staff list. The user will remain in the NRDR s Manage Users link, however, and GRID forms previously entered by the user will not be affected. The ability to add and remove Facility Users is available to Facility Administrators and Registry Administrators only. If you want to add or remove Facility Administrators or Registry Administrators, you must perform these functions in Manage Users. Refer to the NRDR User Guide, Section 6.3, User Dictionary, for additional information. 7. ADDITIONAL RESOURCES 7.1. FAQs You can view the current NRDR FAQ page using the FAQ link GRID User Guide You can view and download this document using the GRID User Guide link GRID Sample Report Use the links below to view a GRID Semi-Annual Facility Report or the GRID Exam Level Report. These reports are issued intermittently throughout the year for each NRDR registered facility. An is sent to GRID participants for review when the facility reports have been securely uploaded to their unique Facility ID. GRID Semi-Annual Facility Report, January-June 2015 GRID Exam Level Year-to-Date QCDR (Qualified Clinical data Registry) Report, January-June GRID Measures The GRID Measures document shows how the measures in the GRID report are calculated GRID Brochure You can view and download a NRDR brochure which includes information on GRID. November 15,

24 7.6. GRID ABR PQI Project Description GRID has been approved by the American Board of Radiology for use as the basis of a Performance Quality Improvement (PQI) project. This document provides a description of how to conduct a PQI project using GRID. November 15,

25 8. APPENDIX 1 GRID User Guide ACR GRID EXAM DATA FILE SPECIFICAITONS Background The ACR GRID Exam Uploader allows NRDR facilities to upload GRID exam data in bulk. This appendix describes the data file specification and data elements specification of the GRID exam data. GRID Exam data file specifications The GRID Exam data file specifications are listed as follows: 1. The data file is a delimited text file. 2. The maximum recommended file size is 40 M. 3. The filename extension is.txt. 4. The file naming convention is grid_exam_<yyyymmdd hrmiss>; yyyymmdd hrmiss is the time stamp at the time the file is created, where: yyyy is the 4 digit year, mm is the 2 digit month, dd is the 2 digit day, hr is the 2 digit hour in military time format, mi is the 2 digit minute, and ss is the 2 digit second Note: The NRDR GRID import tool will amend the facility s internal NRDR facility id to the file name so that the files can be distinguished among facilities. 5. The data file must contain at least one record. 6. Each line must contain one and only one record; record delimiter is the CARRIAGE RETURN character followed by the LINE FEED character (CR LF). 7. Each record must begin at the first position of a line. 8. Each record must contain the sixteen data elements listed below; exam_unique_id, patient_age, patient_gender, study_name, physician_npi, physician_local_id, cpt_hcpcs_code, ICD_10_procedure_code, modality_procedure, breast_ultrasound, date_exam_complete, time_exam_complete, date_final_report_signed, time_final_report_signed, contract_usage, extravasation_occurred November 15,

26 9. Record layout is as follows: <exam_unique_id> <patient_age> <patient_gender> <study_name> <physician_npi> <physician _local_id> <cpt_hcpcs_code> <ICD_10_procedure_code> <modality_procedure> <breast_ultraso und> <date_exam_complete> <time_exam_complete> <date_final_report_signed> <time_final_r eport_signed> <contract_usage> <extravasation_occurred> 10. Each data element is separated by the vertical bar character ; if there is no answer for a data element you should write the character immediately after the previous. Do not use the SPACE character to substitute for no data value. Example: A valid record structure on the text file should look like: GRID Exam Data Elements and Mappings and Mapping This section describes the GRID Exam data elements. Some of the elements are expected to be in numeric format and their mapping rules are described under the Answer column. Although the output is a delimited text file the data should not exceed the Maximum Length if indicated. November 15,

27 November 15,

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29 9. APPENDIX 2 GRID User Guide MONTHLY ONLY GRID FILE SPECIFICATIONS FOR FACILITIES November 15,

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31 MONTHLY ONLY FACILITY FORM November 15,

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35 MONTHLY ONLY MONTHLY DATA FORM BY FACILITY MONTHLY DATA FORM BY FACILITY Field # Element Name Data Dictionary Element Number Permitted Values Use / Edits Format 1 GRID File Version Number N/A 1.0 Required n.n 3 2 Reserved N/A null Must be null N/A 0 nn 2 3 Month Required. If "year" = current year, then "month" must be < current month. 4 Year current year. 5 Patient wait time - Mean - Radiography 6 Patient wait time - Median - Radiography 7 Patient wait time - Mean - Ultrasound 8 Patient wait time - Median - Ultrasound 9 Patient wait time - Mean - MRI 10 Patient wait time - Median - MRI 11 Patient wait time - Mean - CT 12 Patient wait time - Median - CT 13 Patient wait time - Mean - PET 14 Patient wait time - Median - PET 15 Time from order to exam - mean - stat CT 16 Time from order to exam - median - stat CT 17 Time from order to exam - mean - routine CT 18 Time from order to exam - median - routine CT 19 Number of digital radiography images 20 Number of digital radiography images repeated Required. A facility form for the same facility / site / year must exist. nnnn Optional. nnn Optional. nnn Optional. nnn Optional. nnn Optional. nnn Optional. nnn Optional. nnn Optional. nnn Optional. nnn Optional. nnn Optional. nnn Optional. nnn Optional. nnn Optional. nnn Required if Field 20 is not null; optional otherwise nnnnn Optional nnnnn 5 Max Length November 15,

36 Field # Element Name 21 Report TAT - Radiography - Number of exams 22 Report TAT - Radiography - TAT < 12 hours 23 Report TAT - Radiography - TAT between 12 and 23 hours 24 Report TAT - Radiography - TAT between 24 and 47 hours 25 Report TAT - Radiography - Mean TAT 26 Report TAT - Ultrasound - Number of exams 27 Report TAT - Ultrasound - TAT < 12 hours 28 Report TAT - Ultrasound - TAT between 12 and 23 hours 29 Report TAT - Ultrasound - TAT between 24 and 47 hours 30 Report TAT - Ultrasound - Mean TAT 31 Report TAT - MRI - Number of exams 32 Report TAT - MRI - TAT < 12 hours Data Dictionary Element Number Permitted Values Use / Edits Format Max Length Optional. Fields 21, 22, nnnnn 5 23 and 24 must all be populated or must all be null or 0. Must be => the sum of Fields 22, 23 and Optional. Fields 21, 22, nnnnn 5 23 and 24 must all be populated or must all be null or Optional. Fields 21, 22, nnnnn 5 23 and 24 must all be populated or must all be null or Optional. Fields 21, 22, nnnnn 5 23 and 24 must all be populated or must all be null or Optional. nnn Optional. Fields 26, 27, 28 and 29 must all be populated or must all be null or 0. Must be => the sum of Fields 27, 28 and 29 nnnnn Optional. Fields 26, 27, nnnnn 5 28 and 29 must all be populated or must all be null or Optional. Fields 26, 27, nnnnn 5 28 and 29 must all be populated or must all be null or Optional. Fields 26, 27, nnnnn 5 28 and 29 must all be populated or must all be null or Optional. nnn Optional. Fields 31, 32, 33 and 34 must all be populated or must all be null or 0. Must be => the sum of Fields 32, 33 and Optional. Fields 31, 32, 33 and 34 must all be populated or must all be null or 0. nnnnn 5 nnnnn 5 November 15,

37 Field # Element Name 33 Report TAT - MRI - TAT between 12 and 23 hours 34 Report TAT - MRI - TAT between 24 and 47 hours 35 Report TAT - MRI - Mean TAT 36 Report TAT - CT - Number of exams 37 Report TAT - CT - TAT < 12 hours 38 Report TAT - CT - TAT between 12 and 23 hours 39 Report TAT - CT - TAT between 24 and 47 hours 40 Report TAT - CT - Mean TAT 41 Report TAT - PET - Number of exams 42 Report TAT - PET - TAT < 12 hours 43 Report TAT - PET - TAT between 12 and 23 hours 44 Report TAT - PET - TAT between 24 and 47 hours 45 Report TAT - PET - Mean TAT GRID User Guide Data Dictionary Element Number Permitted Values Use / Edits Format Max Length Optional. Fields 31, 32, nnnnn 5 33 and 34 must all be populated or must all be null or Optional. Fields 31, 32, nnnnn 5 33 and 34 must all be populated or must all be null or Optional. nnn Optional. Fields 36, 37, 38 and 39 must all be populated or must all be null or 0. Must be => the sum of Fields 37, 38 and 39 nnnnn Optional. Fields 36, 37, nnnnn 5 38 and 39 must all be populated or must all be null or Optional. Fields 36, 37, nnnnn 5 38 and 39 must all be populated or must all be null or Optional. Fields 36, 37, nnnnn 5 38 and 39 must all be populated or must all be null or Optional. nnn Optional. Fields 41, 42, 43 and 44 must all be populated or must all be null or 0. Must be => the sum of Fields 42, 43 and Optional. Fields 41, 42, 43 and 44 must all be populated or must all be null or Optional. Fields 41, 42, 43 and 44 must all be populated or must all be null or Optional. Fields 41, 42, 43 and 44 must all be populated or must all be null or Optional. Fields 41, 42, 43 and 44 must all be populated or must all be null or 0. nnnnn 5 nnnnn 5 nnnnn 5 nnnnn 5 nnn 3 November 15,

38 Data Dictionary Element Number Field # Element Name 46 Liver biopsies Must be => Field 47 if Field 47 is populated. Optional otherwise. Permitted Max Values Use / Edits Format Length nnnn 4 47 Liver biopsies - nondiagnostic 48 Lung biopsies Must be => Field 49 if Field 49 is populated. Must be => Field 50 if Field 50 is populated. Optional otherwise Optional nnnn 4 49 Lung biopsies - nondiagnostic 50 Lung biopsies - pneumothorax 51 CT exams - HOCM Must be => Field 53 if Field 53 is populated. Otherwise optional. nnnn Optional nnnn Optional nnnn 4 52 CT exams - LOCM Must be => Field 54 if Field 54 is populated. Otherwise optional. 53 Extravasations - CT exams - HOCM 54 Extravasations - CT exams - LOCM Optional. Must be => Field 53 if Field 53 is populated. Otherwise optional Optional. Must be => Field 53 if Field 53 is populated. Otherwise optional. 55 Stereotactic breast biopsies Must be => Field 56 if Field 56 is populated. Otherwise optional. 56 Stereotactic breast biopsies - non-concordant nnnn 4 nnnn 4 nnnn 4 nnnn 4 nnn Optional. nnn 3 November 15,

39 MONTHLY ONLY MONTHLY DATA FORM BY PHYSICIAN MONTHLY DATA FORM BY PHYSICIAN Field # Element Name Data Dictionary Element Number Permitted Values Use / Edits Format 1 GRID File Version Number N/A 1.0 Required n.n 3 Required Numeric 10 2 Physician NPI N/A Month Required. If "year" = nn 2 current year, then "month" must be < current month. 4 Year current year Required nnnn 4 5 Number of digital radiography images 6 Number of digital radiography images repeated 7 Report TAT - Radiography - Number of exams 8 Report TAT - Radiography - TAT < 12 hours 9 Report TAT - Radiography - TAT between 12 and 23 hours 10 Report TAT - Radiography - TAT between 24 and 47 hours 11 Report TAT - Radiography - Mean TAT 12 Report TAT - Ultrasound - Number of exams 13 Report TAT - Ultrasound - TAT < 12 hours 14 Report TAT - Ultrasound - TAT between 12 and 23 hours Required if Field 6 not null; optional otherwise nnnnn Optional nnnnn Fields 7, 8, 9 and 10 must all be populated or must all be null. Must be => the sum of Fields 8, 9 and Fields 7, 8, 9 and 10 must all be populated or must all be null Fields 7, 8, 9 and 10 must all be populated or must all be null Fields 7, 8, 9 and 10 must all be populated or must all be null. nnnnn 5 nnnnn 5 nnnnn 5 nnnnn Optional nnn Fields 12, 13, 14 and 15 must all be populated or must all be null. Must be => the sum of Fields 13, 14 and Fields 12, 13, 14 and 15 must all be populated or must all be null Fields 12, 13, 14 and 15 must all be populated or must all be null. nnnnn 5 nnnnn 5 nnnnn 5 Max Length November 15,