CROWNWeb Data Quality Improvement Report Distribution Process:

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1 Background: In an effort to assist organizations in correcting errors encountered in the electronic data submission of CROWNWeb Quality Data Reports, the CROWNWeb Data Discrepancy Support (CDDS) Team has prepared various data quality improvement reports designed to: Provide specific information for data submitters to correct errors encountered and identify other potential issues from the quality data report submission process. Provide detailed information, not available in the Deferred Response, so that over time the data quality and ease of submissions to CROWNWeb can be improved. These reports are prepared weekly by CDDS and sent to the NRAA HIE for distribution to submitting entities or individuals responsible for data submissions. The reports address various data issues and will change over time as needed to help improve the quality of the data submissions. CROWNWeb Data Quality Improvement Report Distribution Process: The CROWNWeb data quality improvement reports are distributed to all NRAA HIE entities responsible for submitting quality data to The NRAA HIE entities (or individuals) managing the data submission process will receive the data for all the facilities for which they are submitting. The entities or individuals are responsible for: 1. Taking action on the data supplied in the reports, or 2. Further distribution to individual facilities that need to take action on the information supplied in the reports. PROTECTED INFORMATION WARNING: The CROWNWeb data quality improvement reports contain analysis information provided by CROWNWeb for the NRAA facility that submitted the data. The information in the report may contain personally identifiable information (PII), protected health information (PHI) or personal health record information (PHR). You are required to keep this information and/or clinical data, secure and protected at all times. You are responsible to ensure that the PII/PHI/PHR under your care and control is not disclosed to any unauthorized entities. This includes, but is not limited to, a PII/PHI breach or compromise resulting from misuse or abuse, intentional or unintentional. 1

2 How to open a report: The CROWNWeb data quality improvement report is received in the NRAA Report folder of the Activator in the form of a pipe-delimited CSV file. Note: If you do not have access to the Activator please contact your EMR vendor for instructions on where to locate these reports. To access the information in the report please take the following steps: 1. Open Microsoft EXCEL 2. Go to the Data tab, select import data from Text file 3. Browse to and open your Activator In folder 4. Find and open the NRAA Report folder 5. Select the CROWNWeb data quality report.csv file you wish to work with and click Import. 6. Follow the EXCEL wizard steps inserting the appropriate delimiter and selecting where you want the data to go. 7. The first line in the report will be header information for the data showing: a. The submitting facility nraa identifier b. The name of the report c. The URL link to information about the report d. The number of records in the report e. The date and time the report was sent 8. The second line in the report will be column header information. 9. The remainder of the report will be data quality improvement information from 2

3 CROWNWeb Quality Data Improvement Information Version Date Document Update Prepared by Approved by 1.0 3/21/2013 Initial draft OneHealthPort HIE REPORT NAME: Patient Admission Discharge Errors The Patient Admission Discharge Errors report provides a listing of historical admission and discharge dates for facility s use in assessing which date or dates are conflicting with the admission date provided in the data files submitted to Admission or discharge related data error codes are produced by CROWNWeb when this date conflict is present and the file data cannot be successfully uploaded to the database. File Name: The report will be sent to the Activator supporting the facility s CROWNWeb data submissions. An example of the file naming convention and description of the file name field is provided below. Layout: FacilityID@ReportName@[email protected] Example: nraa @patientadmissiondischargeerrors@ @.csv File Name Field Facility ID ReportName Date.csv Description The NRAA HIE number assigned to a participating facility. PatientAdmissionDischargeErrors this is a fixed field for this report. Date the file was prepared by the NRAA HIE Hub engine for distribution. Format is yyyymmdd. File extension indicating the file is a comma-separated values (CSV) file. 3

4 @ Each file name field is separated with symbol. Report Content: Each report contains a listing of patient data file submissions and the corresponding historical admission and discharge dates that were present in CROWNWeb displaying possible date conflicts and the reason for the data error. Report Layout: The first row of the report is the report header and contains the following information: HDR NRAA FACILITY ID REPORT NAME LINK FOR REPORT GUIDE ON NRAA HIE WEBSITE DATE REPORT PREPARED BY NRAA HIE Example: HD R nraa PatientAdmissionDischar geerrors charge_errors.pdf The second row of the report is the column headers that describe the data content of the report: BSO_NAME ORG_FACILITY_ID ORG_FACILITY_CODE ORG_PATIENT_ID CROWN_UPI ADMIT_DATE_IN ADMIT_DATE_CURRENT ADMIT_REASON_IN ADMIT_REASON_CURRENT TRANS_STATUS_IN TRANS_STATUS_CURRENT DISCHARGE_DATE_IN DISCHARGE_DATE_CURRENT DISCHARGE_REASON_IN DISCHARGE_REASON_CURRENT Column Header Field BSO_NAME ORG_FACILITY_ID Description The method through which CROWNWeb data is submitted. The NRAA Facility ID assigned to a participating facility by the NRAA HIE. 4

5 ORG_FACILITY_CODE ORG_PATIENT_ID CROWN_UPI ADMIT_DATE_IN ADMIT_DATE_CURRENT ADMIT_REASON_IN ADMIT_REASON_CURRENT TRANS_STATUS_IN TRANS_STATUS_CURRENT DISCHARGE_DATE_IN DISCHARGE_DATE_CURRENT DISCHARGE_REASON_IN DISCHARGE_REASON_CURRENT The date the patient demographic file was submitted the upload attempted at the Unique identifier for the patient presented in the CROWNWeb data file. The identifier is a combination of the NRAA Facility ID and the patient s chart number from the EMR system. The unique patient identifier assigned to the patient by Admission date of the patient in the facility EMR. Date patient admitted to the facility as currently shown in Admission reason for the patient in the facility EMR. Admission reason for the patient as shown in Transfer status of the patient in the facility EMR. Transfer status of the patient as shown in Discharge date of the patient in the facility EMR Discharge date of the patient as shown in Discharge reason for the patient in the facility EMR. Discharge reason for the patient as shown in Actions Required: 1. Review the admission discharge date rows for each patient provided in the report. 2. Look for admission dates in the ADMIT_DATE_IN column (the date your facility EMR shows) with that of the ADMIT_DATE_CURRENT column (the current date in CROWNWeb) for dates that do not present in a logical or chronological order. 3. Review the admission discharge date history for the patient in the facility EMR and CROWNWeb to determine where the dates are not aligned. 4. Correct the date: a. In the facility EMR if the error is identified there. b. In CROWNWeb if the date is identified there. 5

6 c. If the dates in conflict pertain to a time period where the patient was not admitted to the current treating facility, then the facility must contact the Network to obtain assistance in correcting the dates in 5. The example below shows the dates highlighted in blue font where there is a date conflict between the admit date of 1/14/2013 in the facility EMR and a current admit date of 1/5/2011 in In this example two possible problems exist: a. The facility has an incorrect admission date for the patient in the EMR system. b. A prior facility neglected to report a discharge date for the patient in ORG_PATIENT_ID CROWN_UPI ADMIT_DATE_IN ADMIT_DATE_CURR DISCHARGE_DATE_CURR nraa mm /14/ /29/1991 8/14/1994 nraa mm /14/ /2/1996 9/23/1997 nraa mm /14/2013 1/5/2011 6