CCS/CPQCC HRIF- QCI Reporting System

Transcription

1 CCS/CPQCC HRIF- QCI Reporting System Memo To: HRIF- QCI Reporting System Participants From: HRIF- QCI Support CC: Jeffrey Gould, MD, MPH; Susan Hintz, MD, M.S. Epi; Barbara Murphy, RNC, MSN; Hallie Morrow, MD; and Joseph Schulman, MD Date: 01/15/2015 Re: 2015 Reporting System Updates Release The California Children Services (CCS) and California Perinatal Quality Care Collaborative (CPQCC): High Risk Infant Follow- up Quality Care Initiative (HRIF- QCI) has made the following Reporting System Updates effective Wednesday, January 14, 2015 for the 2015 data collection: I. REPORTING SYSTEM IMPROVEMENTS A. CPQCC Help Desk ( ): This new ticket system is to be use for all HRIF- QCI issues (transfers, duplicates, system problems, etc.) and all HRIF Program related questions and request. NOTE: Tickets MUST be created in order for HRIF- QCI Support to complete any transfers. The Help Desk link is a green button located at the top right corner on the Quick Patient Search and Case History pages in the HRIF- QCI Reporting System. B. Annual Update Password Feature: Last year we implemented a secure feature that requires users to update their password every 12 months. The system will automatically redirect all active users to the Update Password screen on January 29th, NOTE: Current passwords cannot be reused. Please contact us at if you have any questions. C. Quick Patient Search Infant s Birth Year field: Allows users to search for patients by infant s birth year. D. Transfer History: Allows users to track a records transfer history between HRIF Programs. This feature is located on the Case History page and displays the Transfer Date, Transfer From and Transfer To information. E. CPQCC/HRIF Linkage Summary Report and Infant Status Report: To provide more timely data regarding HRIF registration of CPQCC infants, a HRIF status table is now available at the

2 2 cpqccreport.org website. NOTE: The HRIF status table is based on a probabilistic linkage of HRIF and CPQCC data, which is submitted and updated every month. HRIF Contacts are urged to contact CPQCC Support at cpqccsupport.org, to request access to review this report and make sure all eligible HRIF infants are referred to a HRIF Program. F. Reminder Transfer Patient Record Process: 1. Contact the CCS HRIF Program Coordinator where the patient will be transferred for follow- up care, to inform them of the patient and the HRIF ID #. 2. Submit a Client Not Seen/Discharge Form, before requesting to transfer the patient s record: Category: "Discharged Reason: "Infant Referred to Another HRIF Program" Disposition: "Will be Followed by Another CCS HRIF Program" 3. Submit a Help Ticket at ( to request the record transfer to another CCS HRIF Program. Include in the request the patient s HRIF ID Number, Date of Birth and the CCS HRIF Program, where the patient will be transferred. NOTE: Records are transferred every Friday; request received on Friday will be transferred the following week. Records are only transferred to CCS HRIF Programs. If the infant is referred to a NON- CCS or Out of State HRIF Program, submit a Client Not Seen/Discharge Form to close the case: Category: Discharged Reason: Infant Referred to Another HRIF Program Disposition: Discharged Will be Followed Elsewhere II. REPORTING FORMS: NEW AND REVISED DATA COLLECTION ITEMS Standard Visit (SV) Form New Item Is the Child Currently Receiving Breastmilk? Indicate if the infant/child is receiving breastmilk at the time of the core visit. This question is meant to determine the length of breastmilk exposure a child is receiving. NOTE: If a child is receiving breastmilk and solid foods, then the child will be receiving Some breastmilk. Select Exclusively if the infant/child is receiving only breastmilk. Select Some if the infant/child is receiving breastmilk and formula. Select None if the infant/child receives only formula.

3 3 Additional Visit (AV) Form Disposition: 1. New Item - Discharged, Family Moving Out of State/Country: When the family is moving out of state/country. No further data will be submitted to CMS/CCS. 2. Revised Item - Discharged, Will Be Followed Elsewhere: When the infant/child will be receiving follow- up care from a NON CCS HRIF Program in California. No further data will be submitted to CMS/CCS. Client Not Seen/Discharge (CNSD) Form Reason for Client Not Seen/Discharged: 1. Revised Item - Infant/Family Moved Within California: If the family can not make the appointment due to moving from their primary residence and have changed city or county within California. 2. New Item - Infant/Family Moved Out of State: If the family lives or is moving out of state or country. Disposition: 1. New Item - Discharged, Family Moving Out of State/Country: When the family is moving out of state/country. No further data will be submitted to CMS/CCS. 2. Revised Item - Discharged, Will Be Followed Elsewhere: When the infant/child will be receiving follow- up care from a NON CCS HRIF Program in California. No further data will be submitted to CMS/CCS. III. REPORTING SYSTEM REPORTS NOTE: The following reports are available in the Reporting System under the Report tab. A. HRIF Summary Report: Purpose to provide HRIF Programs with confidential information about their patient s HRIF follow- up outcomes. (Consistent with the CCS HRIF Mission and Goals to allow sites to access information about their own successes and challenges; compare their own activities with all others in the State; provide opportunities for quality improvements). The report is updated every month. Users are able to view their own HRIF Program or All, and filter based on Discharge NICU, Infant s Birth Year, Infant s Birth Weight, and Report Name: Registration Summary Report, Standard Core Visits (1, 2, or 3) or Adjusted Age Range (0-11, 12, 17 or 18 and above).

4 4 B. HRIF NICU Report: Purpose to provide NICU Directors and other NICU care providers with confidential information about their patient s post- discharge care, course, and HRIF follow- up outcomes. (Consistent with the CCS HRIF Mission and Goals to allow sites to access information about their own successes and challenges; compare their own activities with all others in the State; provide opportunities for quality improvements). The report is updated every month. Users are able to view their own NICU hospital or All, and filter based on Infant s Birth Year, Infant s Birth Weight, Inborn/Outborn, and Report Name: Standard Core Visit (1, 2, or 3) or Adjusted Age Range (0-11, 12, 17 or 18 and above) at follow up. NOTE: in order to view this report, you must have NICU User access. HRIF- QCI Support at support@ccshrif.org. C. HRIF CCS (Annual) Report: This annual HRIF CCS Report structure serves a dual purpose: 1. Fulfills the CCS requirement to report on all CCS- accredited HRIF Program activity. 2. Efficiently presents an annual compilation of the site- specific longitudinal outcomes. (Consistent with the CCS HRIF Mission and Goals to allow sites to access information about their own successes and challenges; compare their own activities with all others in the State; provide opportunities for quality improvements). The report is released annually during June after the data set cohort year has been finalized and closed. IV HRIF- QCI FINALIZATION PROCESS CCS/CPQCC HRIF- QCI is responsible for all data finalization procedures for the CCS HRIF Programs. The purpose of this finalization process is to assist HRIF Programs with complete and accurate data submission of records for infants born in 2011 AND referral/registrations for infants born in For technical assistance contact support@ccshrif.org or call June 1, 2015 Edit Data for Completeness and Accuracy Using the complete the following: 1. Make corrections and close online entry: Referral/Registrations, Standard Visits, Additional Visits and Client Not Seen/Discharge Forms for all 2011 submitted records. 2. Review the CPQCC Reference Number report to verify that all eligible CPQCC 2011 born infants have a valid CPQCC Patient I.D. Number entered. 3. Review the HRIF Record Tracker tool to verify that all 2011 case records are closed. Focus on any 2011 Priority or Warning Cases. NOTE: The HRIF Record Tracker tool is located under the Tools tab, and is updated in real- time.

5 5 4. Review the Error and Warning Report tool to verify that all 2011 case records are complete. NOTE: The Error and Warning tool is located under the Tools tab, and is updated in real- time. NOTE: Review the HRIF- Data Finalization 2011 Tools and Guidelines document for information about the tools at located under Data Finalization section. June 1, 2015 Deadline to Submit the Current - Reporting System User Contacts Form NOTE: The Form will be ed on April 1, Review, sign and fax the form to , Attention: HRIF- QCI Support. June 15, 2015 The final 2011 HRIF CCS Report will be available. August 1, 2015 The Reporting System will NOT accept any Referral/Registrations for infants born in 2014: 1. Collaborate with the CPQCC Data Contacts or NICU Discharge Planner to verify that all HRIF eligible infants have been referred/registered. 2. Review the CPQCC Reference Number report to verify that all eligible CPQCC 2014 born infants have a valid CPQCC Patient I.D. Number entered. The new reporting system data collection forms and Manual of Definitions Release 01.15, are available at for download. The addition of these new items support the best interest of the CCS HRIF Programs request of these data items for quality improvement purposes. Please do not hesitate to contact the CCS/CPQCC HRIF- QCI at or via support@ccshrif.org. We welcome the opportunity to assist centers as they meet this requirement. Thank you for your cooperation, HRIF- QCI Support