Comprehensive Data System. Users Guide

Transcription

1 Comprehensive Data System Users Guide Last update: June 10, 2012

2 Table of Contents Getting Started... 3 User Setup Hospital Engagement Network (HEN)... 4 User Profile (NEW!)... 5 Advanced User Setup Multiple Hospitals... 6 Data Entry Prework... 7 Measure Enrollment (NEW!)... 8 Data Entry in the CDS... 9 Measure Selection Organization Defined Measures Baseline Data Entry Measurement Timeframe Baseline Data Entry Monitoring Data Entry Reviewing Measure Status Reports (NEW!) Correcting Data Entry Common Warning Messages

3 System Requirements Getting Started The HRET CDS is a secure, web-based data collection system. Users must have a connection to the Internet and a browser which supports SSL (secure socket layer) encryption. Currently, the CDS supports the use of Internet Explorer v7 or higher and FireFox v 11.0 or higher. The system is currently being tested for use with Google Chrome and on ipad (IOS v5 or higher). Logging In To get started, visit Enter your LoginID and password, then click Login. If you have forgotten your password, click forgot your password to have your password ed to you. NOTE: This feature is not available for initial hospital accounts. 3

4 User Setup All HEN participants have been issued an initial LoginID. If using an initial LoginID, users will first be prompted to create specific users. Hospitals are encouraged to designate at least one data administrator and one data entry user. Each user must be created individually. Enter the following information for each user, and click the Add icon when finished. First name & last name: Enter the first & last name of the user Login: Enter the user s address Password: Create a password for the user. Passwords must be at least 7 characters long, and contain at least one letter and one number. Role: Data administrators should be persons with experience in data collection and measurement. An administrator will be permitted to add and delete users, enter & edit data, view reports, download data, and add/remove measures from the listing. Data entry users should have experience with entering data, and shall only be permitted to enter and edit data. Each user added will receive an confirmation, which will include their Login, password, role, and to which hospital(s) they have been assigned. 4

5 User Profile Once a user has been setup in the CDS, she/he may edit their user information after they log in, by selecting the User Profile option. Users may change their LoginIDs (LoginIDs must be valid addresses), passwords, and first & last names. To make changes, enter the relevant information and click Update Profile. A confirmation message appears, and an is sent to the LoginID ( ) address. 5

6 Advanced User Setup Multiple Hospitals In some cases, an individual may be authorized to be the data administrator or data entry user for more than one hospital. Each hospital must enter the user in the Admin section as described previously. Important Notes Regarding Multiple Hospital Access A user may only have one role in the CDS. That is, if a user is a Data Administrator for one hospital, he/she cannot also be a Data Entry user at another hospital. If a user has been granted access to another hospital, with the same LoginID ( address): The list of hospitals to which the user has been granted access will appear in the Organizations column, AFTER the user has been added to your hospital. The password set by the first hospital to assign that user will be retained Navigation Navigation tabs across the top allow the user to toggle between CDS functions. Depending on your role, these tabs may look different. The active tab is orange. User information, the data support and hotline number, are on the top right. Breadcrumbs allow the user to easily see in which section she/he is working. The active section will be orange. Help for each section can be accessed by clicking the? button next to the section name. (Note your browser must allow pop-ups to access help) 6

7 Data Entry Prework Prior to data entry, hospitals should select the projects (topics) on which they are focused. For each project, hospitals should review the Encyclopedia of Measures to select at least one process measure and at least one outcome measure. NOTE: If a hospital wishes to submit data on a measure not in the Encyclopedia, the CDS will allow for an organization-defined measure. Data entry will be streamlined if the hospital gathers the following prior to data entry: Baseline measurement information listed measures Timeframe: Define your timeframe with a start date and an end date, prior to The timeframe can be a year, a month, a quarter. Numerator: For the timeframe defined, the numerator value Denominator: For the timeframe defined, the denominator value Baseline measurement information organization defined measures Measure name: A brief statement describing the measure Description: A detailed yet succinct description of the measure Numerator definition: The measure s numerator definition Denominator definition: The measure s denominator definition Outcome/Process: The type of measure Timeframe: Define your timeframe with a start date and an end date, prior to The timeframe can be a year, a month, a quarter, or any other timeframe. Numerator: For the timeframe defined, the numerator value Denominator: For the timeframe defined, the denominator value Monitoring measurement information all measures for each month beginning January 2012 Numerator: For the timeframe defined, the numerator value Denominator: For the timeframe defined, the denominator value With this information in hand, initial data entry (baseline) should take the user less than one (1) hour. Subsequent monitoring entry should take even less time. 7

8 Measure Enrollment After reviewing the Encyclopedia of Measures to select at least one process measure and at least one outcome measure for each topic, Data Administrators may edit the measure listing by topic to display only the desired measures. To edit the list of measures, select the Admin tab, then select Measure Enrollment. At the top of the Measure Enrollment page, Data Administrators can select an organization/reporting entity (if they are assigned to more than one) and the appropriate topic/project, using the drop-downs provided. For each measure you wish to display for data entry, check, or un-check, the Display box, then click the Save icon. You will receive confirmation messages as you save changes for each measure. 8 NOTE: If data exist for any measures, you will NOT be able to remove them. Please contact HRET data support.

9 Data Entry in the CDS For users assigned to only one hospital (reporting entity), data entry begins with the selection of a quality initiative, a topic, and a project: For HEN, the topic & project are the same, and only the topic needs to be selected. To continue to the measures, click Next For users assigned to more than one hospital, data entry begins with selecting select the organization (hospital) and reporting entity for which they will be entering data: 9

10 Measure Selection If the Data Administrator has edited the measure listing prior to data entry, only those measures which your hospital has chosen will be listed here. Further instructions on adding/removing measures from the list are on page XX. The hospital and project selected always appears on the top left: Baseline & monitoring status for each measure are shown to the right. Additional details about each measure can be obtained by clicking the button to the right of the measure name To enter data on a measure from the list, select Enter Data Organizations may add measures if they are not collecting any of the listed measures. Further instructions on adding organization-defined measures are on page

11 Organization Defined Measures Organizations may add measures if they are not collecting any of the measures listed. Organizations are strongly encouraged to review the Encyclopedia of Measures before adding an organization-defined measure. Only Data Administrators will be permitted to add an organization-defined measure. The following information must be entered before data entry can begin: MeasureID: A unique identifier for the measure. Add numbers or characters to what the CDS has already displayed. Measure name: A brief statement describing the measure Description: A detailed yet succinct description of the measure Numerator definition: The measure s numerator definition Denominator definition: The measure s denominator definition Calculation method: How the measure rate is calculated Measure type: Whether the measure is an outcome or process measure Click Save to submit the measure specifications to the CDS. Once the measure is saved, it will appear at the top of the measure listing, with the measure name and type as submitted, and (Organization Defined) at the end. Proceed with data entry as described on the following pages. 11

12 Baseline Data Entry Measurement Timeframe If no baseline data has been entered, the baseline data entry screen will appear first. At any time, the user can toggle to monitoring by selecting the Monitoring tab. Enter the baseline measurement start and end dates. The date may be directly entered into the space provided, in mm/dd/yyyy format, or the user may click the calendar icon to select the dates from the calendar. NOTE: Users may change baseline dates and data up until the end of May 2012, after which the baseline data will be locked down and may only be changed by submitting a request to hendatasupport@aha.org After the timeframe has been entered, click Go in the data entry column to enter the data. 12

13 Baseline Data Entry The data entry pop-up window displays the measure name and measurement timeframe being collected. Item 1 asks whether data was collected for the period. Item 2 allows the user to enter a numerator and denominator, which are clearly specified. Data may be saved or submitted. Saving allows a user to return to revise the data at a later date. In order for data to be sent to the system and made available for reporting, data must be submitted. After saving, a confirmation message appears just below the measure name. When data are submitted, a submission confirmation message appears. After clicking Close on the data entry window, the user is directed to monitoring data entry. 13

14 Monitoring Data Entry Monthly monitoring measurement periods have been predefined. Enter data by clicking Go in the Data Entry column. Monitoring data are entered in the same fashion as baseline. If data are not available for a specific timeframe, select No for Item 1 and provide brief comments. 14

15 Reviewing Measure Status The measure listing screen lists the status of each measure: If the Data Administrator has edited the measure listing prior to data entry, only those measures which your hospital has chosen will be listed here. Further instructions on adding/removing measures from the list are on page XX. Status message No data In progress Complete Baseline Measurement timeframe and/or data has been entered and saved, but not submitted Measurement timeframe and data have been submitted No data has been entered Monitoring At least one month of monitoring data has been saved and/or submitted. All expected monitoring data (monthly, Jan 2012-Dec 2013) has been submitted Resources CDS resources include a User s Guide, Frequently Asked Questions (FAQs), the Encyclopedia of Measures, the Data Submission Schedule, and instructions for how to confer rights in the CDC NHSN. HRET will make every effort to keep these resources up-todate with the most current information on measures. If you have a suggestion on a resource to include, please hendatasupport@aha.org to submit your request. 15

16 Reports Reports are available to Data Administrators by selecting the Reports tab. Two report types are available: Individual Measure, or All Measures Individual Measure Report To view data entered and submitted for an individual measure, select from the drop-down options at the top. There are two views for the measure: Data, which displays the data entered, and the measure rate, in tabular format, and Chart, which displays the measure rate over time. From the Data view, you may export the data shown to Excel by clicking the Export to Excel button on the lower left. Depending on your browser settings, you may see a pop-up window prompting you to save or open the file: 16 Depending on which version of Excel is loaded on your computer, you may receive a warning that the file is in a different format. There is nothing wrong with the file, therefore, you may disregard the warning.

17 Reports, continued Individual Measure Report Chart View In the Chart view, you will see the measure rate plotted over time. The baseline rate is shown as one data point, in orange, with the baseline timeframe clearly display. Monthly rates beginning in Jan 2012 are shown as a time series. 17

18 All Measures Report The all measures report will display, in tabular format, all measures submitted by all hospital(s) to which the user has been assigned. The following variables may be filtered using the drop-down listings at the top of the columns: Organization Name (most users will only see one organization) State (most users will only see one state) QI Initiative (currently there is only 1 initiative HEN) Topic (there are 10 topics in HEN. Only those for which data have been entered will appear in the drop-down listing) Project (there are 10 projects in HEN. Only those for which data have been entered will appear in the drop-down listing) Measure (measures vary by project. Only those for which data have been entered will appear in the drop-down listing) Timeframe (baseline or monitoring) For other variables, you may enter your criteria in the box provided. Once you have finished filtering the results, you may download them by clicking Export to Excel which is at the bottom of the table. Be sure to indicate whether you want All Data or Filtered Data Only. 18

19 Correcting Data Entry At data entry, data may be saved or submitted. Saving allows a user to return to revise the data at a later date. In order for your data to be sent to the system and made available for reporting, you must submit the data. The CDS recognizes that data may be updated or errors may be made during data entry, and allows for previously submitted data to be edited for a certain period of time following the collection period. This timeframe will vary, but generally, submitted data may be edited and re-submitted for at least 60 days after the close of the monitoring period. For example, data for May 2012 may be edited and re-submitted through August To edit and re-submit data, go to Data Entry (as described earlier in this guide) for the particular data you wish to correct. Correct the data, then click the SUBMIT button. The CDS will confirm that your data has been saved. 19

20 Common Warning Messages The CDS has been programmed to warn the user of data entry issues. The warning messages appear in red font or highlighted in red. Baseline Timeframe Warnings The baseline timeframe must be prior to January 1, This warning will appear if the user attempts to enter and end date after 1/1/2012: Similarly, the measurement start date must be before the measurement end date. This warning will appear if the user attempts to enter a start date after the end date: Numerator & Denominator Warnings Numerators and denominators must be entered correctly before data can be submitted. The CDS will not accept characters, fractions, or decimal values for these variables. In addition, numerators must be smaller than, or equal to, denominators. NOTE: Warning messages appear when the user attempts to SUBMIT the data; they will not appear when the user SAVES the data. This error will appear if the numerator is larger than the denominator. 20

21 Entry of any non-numeric value or character will generate a warning message. The CDS does not accept characters, fractions, or decimal values for the numerator or denominator. Here, the user entered a non-integer for the denominator. The character g generated a warning. Here, the user entered the fraction 1.5 and even though that numerator is numerically smaller than the denominator, the CDS is unable accept decimals, fractions, or noninteger values. 21