Apollo ACC PCI Registry Export Basics

Transcription

1 Training Apollo ACC PCI Registry Export Basics Barbara O Brien Product Education Trainer

2 Registry Export Assistance Clinical Content Contact the Registry Software Questions LUMEDX Support ext. 3 2

3 Technical Support Information 3 Telephone option 3 Monday Friday, 4:00 am 5:00 pm Pacific time Off hours support available for critical priority 1 issues to helpdesk@lumedx.com Monday Friday, 6:00 am 5:00 pm Pacific time Recommended for non critical issues and sending images Live Chat at Monitored Monday Friday, 7:00 am 4:00 pm Pacific time Self Service Portal Monday Friday, 6:00 am 5:00 pm Pacific time Must be set up in advance by your client manager

4 E Learning on Includes detailed ACC training Register on lumedx.com and enter code Elng2013 wait 24 hours for activation, then check Support tab Provides lessons, video demos, Try It data entry simulations, Quick Guides, and a quiz 4

5 Training Agenda PowerPoint Overview of PCI Registry Export Harvest Process Data Submission Tips Demo Export Process Apollo Customization Tips

6 Resources For Registry Users Registry Group Meetings ACC 1st Tues of Each Month STS 3rd Tues of Each Month Contact your Client Manager to sign up Documentation Training 6

7 Helpful Documents Registry Export User s Guide Registry Specific Guides 7

8 Registry User s Guides Each registry has a User s Guide Contains applicationspecific information Updated with each registry upgrade 8

9 Data Export Q&A Q. What do I use to export my records? A. The Registry Export utility Used for all registries Creates a file (ACC uses a.zip file) File is uploaded to the registry 9

10 Registry Export Utility The Registry Export Utility icon is on your desktop Install on workstations that will be used to run and submit the harvest 10

11 Registry Harvest Export Checklist Step 1 Step 2 Open Apollo Check & clean up records Run the Export Utility to produce a file Step 3 Upload the file 11

12 Step 1: Registry Validation Report Run the Invalid/Illegal Registry Validation report for all records in the harvest date range, then. Run it for All records in that range WHY DO THIS? (see next slide >>>) 12

13 Clean up your Data! Certain fields must be completed in each record in the harvest range Even one missing mandatory field stops the.zip file from being created So make sure you review data in Apollo before running the export! 13

14 Step 2: Run the Export Utility 1. Configure the Export Engine (First Time Only) Create new export (File > New)(if not in list) Configure engine (Edit > Configuration) Write down output file path 2. Run the export Start icon or File > Start 3. Validate your results Use the Qualification report 14

15 Encryption Key Q&A Q: What s the Encryption Key? A: The number that goes in the Participant Password field after clicking the NCDR Maintenance button in the Export Utility. It is NOT your NCDR website password. 15 Q: Where can I find it? A: On the ACC Administration tab

16 Encryption Key in Export Utility 16

17 Step 3: Upload the file Submit the.zip file on the NCDR (ACC registry) website at 17

18 Upload the file (continued) Log in with user name/password Select the CathPCI Registry On the Data tab select the Upload Data option Browse to the zip file Click Attach file Click Submit 18

19 Submission Schedule Q&A Q: Does ACC provide a harvest schedule? A: Yes, on the NCDR website. After logging in, click Call for Data Schedule on the Data tab. Link: 19

20 Data Quality Report (DQR) Covers the process for submitting data files to the National Cardiovascular Data Registry (NCDR) Participants use data collection tool to create submission file uploaded to NCDR website After uploading, data checked for errors and completeness Passing the DQR ensures well formed data and a statistically significant submission. Data is then used to create an Institutional Outcomes Report 20 Source: ACC DQR Companion, NCDR website

21 Outcomes Report Provides detailed analysis of a hospital's individual performance in relation to entire registry population Provides insight into care variations and quality improvement opportunities With institutional reports you can compare your practice patterns to NCDR averages NCDR averages represent peer groups and U.S. participants who submit data and pass our inclusion threshold 21 Source: ACC DQR Companion, NCDR website

22 DQR (v4) Companion Guide 22 Walks you through the DQR process with detailed instructions Helps avoid uncorrected errors that prevent your data from appearing in an Outcomes Report Download this guide from the Resources tab on the NCDR site. V4 DQR Companion Guide

23 Interpreting your DQR Results Green light Finished Quarterly data submission process is complete May receive this even with missing elements, but submission meets data quality standards Yellow light Completeness Assessment Errors Elements need to be completed/ coded in order to pass Must pass Data Assessment before reaching this Red light Data Assessment Errors Data contains validation errors Fix errors and resubmit 23 Source: ACC DQR Companion, NCDR website

24 DQR Q&A Q: Where do I find my DQR? A: On Sign in on the NCDR website, open the CathPCI Registry, open Reports, and select DQR (v4.0) 24

25 FAQ Q&A Q: Does ACC have FAQ s on their website? A: Yes. After logging in, select FAQ (v4) on the Resources tab to view the FAQs. 25

26 ACC Contact Q&A 26 Q: Who is my primary contact at the ACC? A: or call (800) and request the name of the ACC contact for your hospital.

27 ACC Contact Q&A (continued) Q. How do we join ACC? A: Select a registry, then select the Request Information or Enroll link for that registry. You can then fill out a form and obtain an enrollment packet. 27

28 Questions? Thanks for listening! Now let s do the demo

29 ACC Resources and Downloads Quick Guide Who to Contact Content Contact the registry with content questions. Examples of content questions are: Why is the HIC number requested? Why are certain medications collected? Software Contact LUMEDX Technical Support with software questions, such as: Registry ACC FAQs Link After logging in, select the registry. Scroll over the Resources tab and click FAQ. You can then use the search criteria to find the answer to your question. Why can t I see a particular view? Why doesn t my software install correctly? ACC Registry Resources LUMEDX Technical Support If you have a software problem that you cannot resolve, contact LUMEDX Technical Support. Technical Support can be reached in multiple ways: Registry ACC (NCDR) Harvest Schedule Registry Contacts DQR Companion Link The harvest schedule is found on the NCDR website. After logging in, select the registry. Scroll over the Data tab at the top and click Call for Data Schedule. Visit the Learn More or Enroll page to request an informational packet or to download enrollment materials. To find the name of your ACC contact, send an to NCDR@acc.org or call (800) and request the name of the ACC contact for your hospital. Provides a detailed explanation of the Data Quality Report DQR process. After logging in on the NCDR website, select the registry. Scroll over the Resources tab and click Documents, and then download the DQR Companion Guide PDF file from the list. Telephone: option 3. Telephone support is available Monday through Friday from 4:00 am to 5:00 pm Pacific time for all types of issues. Off-hours calls are forwarded to a contracted call center. A Technical Support agent on call will address critical priority 1 issues. helpdesk@lumedx.com. is monitored Monday through Friday from 6:00 am to 5:00 pm Pacific time and is recommended for non-critical issues. is the best way to communicate with Tech Support when sending screenshots or other types of files. An received off-hours will be handled the next business day. Live chat: Live chat is monitored Monday through Friday from 7:00am to 4:00pm Pacific time. Self-service portal: Your client manager can establish the self-service portal capability for you. The self service portal is monitored Monday through Friday from 6:00 am to 5:00 pm Pacific time. This portal allows you to create your own support case with all of the pertinent information that an agent will need to help with your situation. Self-service portal cases received off-hours will be handled the next business day. When contacting Technical Support, have the following information available for a call or live chat, or include it in your or self-service portal case: Product name Version of the product

30 Nature of the problem Back-end database you are using (for example, SQL Server 2005) Version of your operating system Version of Microsoft Office, if applicable Having this information readily available will help LUMEDX quickly respond to your situation. LUMEDX ACC User Group Meetings LUMEDX holds group meetings for ACC on the first Tuesday of each month. These meetings are held via webinar. Contact your Client Manager to sign up for our notification mailing list. LUMEDX Forum The LUMEDX product forum is accessible through the LUMEDX website. After logging on, you will have access to a message board where you can post messages or view messages posted by other LUMEDX customers. You can also access recordings from User Group calls, tips and tricks, and other resources to help you use LUMEDX products. Contact your LUMEDX Client Manager for more information. LUMEDX Training Instructor-led courses and webinars are highly recommended. Go to the Services tab at or contact your LUMEDX Client Manager for details about dates, times, and course content. LUMEDX Product Guides The following detailed guides are available to help you with registry questions: ACC Downloads Example of Registry-Specific Guide The ACC routinely updates device and medication information on the NCDR site at To download the files, select a registry and click Data Collection. (You do not need to log in to get the downloads.) In the Sorted by Name column, right-click the Download link for each folder and select Save Target As. Select a folder on your local drive. Repeat for all three downloads. Registry Export Interface User s Guide Registry-specific user s guides If you do not know how to access these guides, contact your system administrator. After downloading, you can upload the file to the Apollo database using Apollo Advance. Information subject to change without notice LUMEDX Corporation. All rights reserved. ACC Resources and Downloads Quick Guide 29a-ACCRG-01 Rev. A 2

31 ACC Validation and Data Export Quick Guide Validation Validation ensures that your data is correct and complete. Even just one missing mandatory field can prevent the submission file from being created. If there is missing data in any field requested by the ACC, the registry may not accept the data submission. Result Summary and Reports The Result Summary identifies all fields in the patient event record, If all the fields in a table are complete, the phrase Individual entries for the record are OK appears next to the table name. All incomplete fields are listed. When you validate one or more records, a list of fields is created where data needs to be entered or reviewed. You can then go back in the record and fill in the missing data before submission to ACC. Click the red check icon to start a registry validation. Starting the Validation Validations can be performed on an individual record or all records. Fill in the following to run a validation: Select All records to validate all records in the data export. Enter the Start Date and End Date for the range you want to validate validation. If validating before a registry data export, select the Start Date and End Date that corresponds with the start and end dates of the data submission. (The Start Date and End Date refer to the discharge dates for each procedure.) Select a Validation Type. o o o o All to validate all the Validation Types below. We recommend using this Validation Type before data submission. Missing to see fields that do not contain data. Invalid/Illegal to see data that would prevent the export file from being accepted and may prevent the export file from being created. Unusual to see data that is harvested but is out of range. At the bottom of a record the phrase RECORD OK will appear if all the fields in that record were filled in completely. If that phrase does not appear, one or more fields in the record need to be corrected. Scroll back up in the Result Summary to see which fields need to be changed. Optionally, you can click View Report in Word or View Report in Excel. This opens the result summary in the selected program and provides an easier-to-read, printable presentation of the same information. Mapping Apollo Data to ACC Fields The specification document (shipped with the ACC Registry on the CDImage) describes how LUMEDX fields map to ACC data. In that document you can search for an Apollo field name and compare it to the corresponding ACC name. When finished, click Run to run the validation.

32 Data Export Use the Registry Export utility to create a zip file that can be exported to the ACC. If you are accessing the Registry Export program via SaaS, log on using your SaaS credentials and select RegExp. If you are using a version of Registry Export installed on your desktop, double-click the RegExp icon to open the utility or, using Start > Programs, open RegExp from the LUMEDX group. When the program opens, select an ACC registry. Running the Export In Registry Export click the Start button to begin. Enter or select your participant ID and select the correct quarter and year, and then click OK to begin. If the export is successful, the Export Output form will appear, showing the data exported. Go to Edit > Configuration to view the location of the Configuration Database, Intermediate Database, and Output File Path. The Output File Path shows the location where the zip file will be stored after running the export. If unsuccessful, you will be instructed to view the Qualification Report (View > ACC Qualification Report). This report will show all fields where data is missing or needs to be reviewed. Open Apollo Advance and make corrections, then run the export again. The data export zip file will be saved to the location shown in the Output File Path. Removing PHI from the Data Export Important: Get permission from ACC before removing personal health information for registries other than ACC PCI or ACTION. NCDR Maintenance If you have not previously entered registry participant information in the Registry Export tool, you will need to do so. Click the Start button. Then, on the Registry form, click the NCDR Maintenance button and complete the following information: Participant ID: The ACC-provided ID. Participant Name: Automatically loads when the Participant ID is entered. If incorrect, contact the registry. Participant Password: The Encryption Key, found on the NCDR website after login. Participant NPI: Your site s National Provider Identifier. Medicare Provider Number: Your site s Medicare Provider Number (not required). Auxiliary ID: (Ignore reserved for future use). Personal health information (PHI) can be removed from the export file. See the Validation and Data Export e-learning lesson or the ACC Data Entry Quick Guide for instructions. Data Upload The zip file containing your data is uploaded to the ACC website ( on a quarterly basis. Log into the registry website using the Participant Login button in the upper right corner of the page. After login, select the correct registry under Registries by Name on the toolbar. On the registry page, under the Data tab, you can select the Data Collection Tool. Then use the Data Collection tool to upload the zip file saved during export. After the hospital data has been published, you can check the harvest report to see how your hospital compares to other facilities. For more information, contact the registry. Information subject to change without notice LUMEDX Corporation. All rights reserved. ACC Validation and Data Export Quick Guide 29d-ACCRG-01 Rev. A 2

33 Registry Customization Quick Guide Hide a Field on the Validation Tab When you have the Validation tab displayed, you may not want all fields to appear. This is a global change that will affect all Apollo Advance users. To hide a field on the Validation tab: 1. In the Apollo tree, Data folder, open ApReport.mdb in Microsoft Access. 2. Open the SS_Fields table. 3. Search (by table & field name) for the field you want to hide. 4. Type 8 in the Attributes column (not the Field Attributes column). The field will then not display on the Validation tab even if there is an error. The field will still appear on the Registry Validation report. Reorder or Remove a Risk Score version from the Risk Scores list If you want to change the order of the Risk Score list you can do so. This is a global change that will affect all Apollo Advance users. To reorder the Risk Scores list: 1. In the Apollo tree, Data folder, open ApReport.mdb in Microsoft Access. 2. Open the SS_RiskStratificationTests table. 3. In the Sequence column for the row you want to reorder, enter a sequence number that is higher than the field directly above the next item and lower than the field directly below the item. 4. Click the row above or below the row you changed to save your changes. To delete an item from the Risk Scores list: Highlight the row and press the DELETE key on your keyboard. Click the row above or below the item to save your changes. Reorder or Remove a Registry Name from the Registry Validation report The Registry Validation dialog box is opened by clicking the Registry Validation button on the toolbar. At the top of the screen is a list of registries from which you can choose. If you want to change the order in which registry names appear in this list you can do so. This is a global change that will affect all Apollo Advance users. To reorder the registry names: 1. In the Apollo tree, Data folder, open ApReport.mdb in Microsoft Access. 2. Open the SSValidationDriver table. 3. Assign numbers in the Sort order column to reorder the list (for example, assign 1 to the first item, 2 to the second, and so on). To remove a registry name from the list: 1. In the Apollo tree, Data folder, open ApReport.mdb in Microsoft Access. 2. Open the SSValidationDriver table. 3. Change the value in the Active column to 0. Change the Order of Registries in the Export List You can change the order in which registries display in the registry export list in the Export Utility. This change is done at the workstation level in the Apollo32.ini file. To change the order of registries in Registry Export: 1. Open the Apollo32.ini file. You can do so either by opening Apollo32.ini using Start > Run in Windows or by clicking the View INI File button in Workstation Configuration. 2. In the Registries section, replace the registry name after the = sign with the registry name you want to assign to that position. You can use cut and paste to do so.

34 Example [Registries] Reg1=STS261Comp Reg2=ACCPCIv4.4 Reg3=ACCICDv2 ;Reg4=NYPCI11 ;Reg5=NYSURG11 ;Reg6=NYPEDSURG11 ;Reg7=NYPEDSURG08 (A semicolon (;) at the beginning of a row means that registry is hidden and will not display in the list.) Remove Extra Registry Validation Icons Only one registry validation icon should appear in the Apollo toolbar. If multiple icons appear, follow the steps below to remove the extra icons. To remove extra registry validation icons: 1. Log into Apollo using an Admin level account. 2. Go to Administration > Add In Manager. 3. In the Add In Name column, look for all records with the name of Registry Validation. To the right of each icon will be one or more tables. Find the Registry Validation record with the most complete list of tables. 4. Delete all Registry Validation records except for the one with the largest number of tables listed. 5. Close then reopen Apollo. You should only see one Registry Validation icon in the toolbar and one record in the Add Ins > Registry Validation table. For example, say that you have three records with the Add in Name of Registry Validation. The tables for each record are as follows: Record Tables 1 Event_STS 2 Event_STS and Event_Cath 3 Event_Cath You would delete records 1 and 3. Since Record 2 has the largest number of tables, it is the most complete record. Information subject to change without notice LUMEDX Corporation. All rights reserved. Registry Customization Quick Guide 29a REGST 01 Rev. A 2

35 e learning Resources Lumedx is happy to announce that a new topic has been added to our e learning library! Three topics are now available on our e learning page: STS Registry Training (new!) ACC Registry Training STEMI Procedures Training To use the e learning you must first log into lumedx.com and you must also be registered for e learning. (Please see the steps below for more information.) After your registration is active you can access the e learning from the Support tab whenever you are logged into lumedx.com. Please have a look and let us know what you think. Your feedback is important! You can send your comments directly to me at Bill.gazda@lumedx.com or call me at To sign up for a new lumedx.com account and register for e learning: 1. Go to 2. Click the Register link in the upper right corner. 3. Enter the information in all fields on the page, including User ID (you can choose your own), , Password, Confirm Password, Time Zone, First Name, and Last Name. 4. In the Registration Code box, enter Elng Change the Newsletter Subscriptions selections (optional). 6. Type the code displayed on the screen in the Enter the code shown box. 7. Click Create Account. After registration your lumedx.com account will be active immediately, but please allow up to 24 hours for us to activate e learning on your account. (You will not receive a confirmation after you create your lumedx.com account or when e learning is active.) After e learning has been activated, log on to lumedx.com and select E Learning from the Support tab to view the course offerings.

36 To sign up for e learning if you already have a lumedx.com account: 1. Go to 2. Sign in using your user name and password. 3. Click the My Account link and then click the Profile tab. 4. Under Registration Code, enter Elng2013. After registration your lumedx.com account will be active immediately, but please allow up to 24 hours for us to activate e learning on your account. (You will not receive a confirmation when e learning is active.) After e learning has been activated, log on to lumedx.com and select E Learning from the Support tab to view the course offerings. To view the LUMEDX e learning: After e learning has been activated, log on to lumedx.com and select E Learning from the Support tab to view the course offerings. When the page opens, you will see links grouped by topic. Each topic provides a variety of learning resources:

37 Lessons are self driven slide presentations that allow you to walk through a topic. Demos are video presentations that show how to use the software for a specific task. Try Its allow you to try out a task using a simulation with a specific data set. Quizzes allow you to test you own knowledge. Although you are given a score at the end of the quiz, the score is not tracked. Click a link to view an e learning item. You can go through the items in sequence or only open the items of interest to you.

38 ACC PCI Registry Quick Guide This document contains instructions for clients who use the LUMEDX SaaS solution for their ACC PCI Registry. Participant ID Number Setup Send your hospital Participation ID number to your LUMEDX representative. LUMEDX staff will add it to the Participant ID field, which is the first field on Form 1. Let us know if you want the Participant ID to be the default entry in this field. Master Physician List Use the following procedures to maintain the list of physicians for the Operator fields on Forms 5 and 6 in the ACC Episode and Lab Visit view. To add a new physician to the Master Physician List: 1. Log on to Apollo Advance as an Admin user. 2. Click Add Ins, and then click Master Physician Lookup. 3. The Master Physician Lookup dialog box appears. To add a new ACC physician, click Add. 4. Enter information in the following required fields: a. Last Name b. First c. Middle (if you know it) d. Suffix (MD, DO, etc.) e. UPIN, NPI, and TIN numbers 5. In the Physician Role section, click the first cell of the Roles column. Select the applicable role from the menu. A new row is added to the grid. If the physician has a second role, click the second cell in the Role column and select the second role. A second row is added to the grid. Optionally, you can specify the facility associated with the role in the Facility column. 6. Enter additional data as applicable for your site. 7. Click OK to save the physician record. 8. Repeat step 1 through step 7 to add additional physicians. 9. Click OK to close the Master Physician Lookup dialog box. To edit data for an existing physician: 1. Click Add Ins, and then click Master Physician Lookup. 2. The Master Physician Lookup dialog box appears. To locate the physician record to be edited, enter the applicable filter criteria and then click Find. 3. In the Physician List section, click the physician record, and then click Details. 4. To update the record, make the necessary changes and then click OK. 5. To change a physician s status, in the Physician List section, click the physician record and then select or clear the Active check box, as applicable. 6. To remove a physician from the Master Physician Lookup table, in the Physician List section click the physician record, and then click Delete. Deleting a physician from the Master Physician Lookup table deletes the record from the list. It does not delete the physician name from any records where the name has already been selected and saved to the database. 7. Click OK to close the Master Physician Lookup dialog box. ACC Updates The ACC reserves the right to change selection sets within the registry views at any time. For example, Closure Method, Intracoronary Device and Medication elements are maintained by the ACC for the PCI registry. To bring the new selection sets into Apollo, the Upload Utility must be run after the files are downloaded from the ACC website. When there are changes, the ACC will make the updated files available. The ACC, not LUMEDX, is responsible for creating the files, letting sites know they exist, and posting to a location where they can be downloaded. After you have the update file, it can be integrated into your existing ACC views by using LUMEDX s ACC Upload Utility. It is critical that your site download the necessary files and run the Upload Utility as soon as you are notified by the ACC that updates exist. Failure to do so will result in inaccurate selection sets and multi column drop downs. This could lead to inaccurate data, and to your submission being rejected by the ACC.

39 LUMEDX has no control over when the updates will occur. For current information on which updates have been released, when subsequent updates are expected, or which elements have been changed, contact the ACC. When you are notified that there is an update from the ACC, do the following procedure. To download and install the ACC update files: 1. Open a browser and navigate to 2. Log in. 3. In the upper right corner, click NCDR. 4. Click the Registry for which you want to obtain the updates. 5. Click Elements and Definitions. 6. Click Technology Downloads. 7. Decide how you want the list to look. Click View in the grid to confirm. 8. Right click Download in the grid. 9. Click Save Target As. Download the updated files from the ACC onto your local drive or onto a network drive. LUMEDX recommends creating a folder on your C: drive called LUMEDXACC to be used as the download location for these files. To run the ACC Upload Utility: 1. On the Apollo Advance Add Ins menu, click ACC Utility. 2. The ACC Files Upload Utility dialog box appears. Select the appropriate ACC registry box. 3. Enter or browse to the location of the update files that you received from the ACC. To browse to the files from this window, look for a path that includes a $. If you created the folder LUMEDXACC, the path to your files would be C$:\\LUMEDXACC. 4. Click OK. A progress bar indicates the files are being installed. 5. After the upload finishes, you will be prompted to view a log file for any errors. Click Yes to view the log or click No to continue. 6. Close the ACC Utility. Caution: Do not change the name or file type of the ACC files you are downloading. Information subject to change without notice LUMEDX Corporation. All rights reserved. ACC PCI Registry Quick Guide for SaaS Customers Rev. A 2