ACS BSCN Data Registry Platform. July 23, 2012

Transcription

1 ACS BSCN Data Registry Platform July 23,

2 ACS BSCN Data Registry Platform July 2012 Workstation Updates CMS Definition Format Introduction to the Clinical FAQ Database Q&A Panel Discussion 2

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4 Lock Date Calculator Updates New features and location Patient Grid Updates Patient Grid Help Forms to Search Searching for Created forms Due for Long Term Follow up Searching forms that have not been been Created Search by Operation Date Search by Form Creation Date Search by Lock Date Search by Assessment Period Begin Date Patient Grid Legend ACS BSCN Main Page 4

5 Lock Date Calculator Updates Lock date calculator link can be found on the Data Main Page of the Data Portal 5

6 Web based application replaces excel format Additional calculation for Last Date to Enter Data vs. Data Locked IMPORTANT: Assessment and Data Entry Periods have NOT CHANGED 6

7 Lock Date Calculator Updates Operation Date Tab Assessment Period Data Entry Period Lock Date 7

8 Lock Date Calculator Updates Operation Date Tab Assessment Period Time period during which a follow up visit would have to occur for a given follow up period (i.e. 30 day, 6 months, 1 year, etc.). In the lock date calculator this is the period between the assessment BEGIN date and the assessment END date. Data Entry Period Time period in which a follow up form is available for data entry in the Workstation. This time period coincides with the Assessment Period, but is extended days (depending on the follow up time frame) beyond the assessment END date to allow additional time for data entry beyond the follow up visit. In the lock date calculator this the period between the data entry BEGIN date and the last day to enter data date. Lock Date This is the date on which the form is no longer available for data entry. Forms lock at 12am on this date and all data must be entered PRIOR to this date. 8

9 Lock Date Calculator Updates Lock Date Tab Enter Lock Date Here 9

10 Lock Date Calculator Updates Lock Date Tab This tab is useful for helping you determine which forms (Case Form, 30 day follow up, etc.) will be locking on a given date Enter the lock date (this is the date that the case will be locked and data can no longer be entered for this case) Will pull up the operation date for cases that lock on this date based on form type (Case Form, 30 day follow up, etc) 10

11 Patient Grid Updates July 2012 Workstation Updates The patient grid is located under the patients tab, can be expanded or compressed using the Hide Advanced Search at the lower left hand corner of the patient grid search box 11

12 Patient Grid Help July 2012 Workstation Updates For assistance, you can chose Patient Grid Help in the upper right hand corner of the patient grid which provides you with a detailed walkthrough of the patient grid search features 12

13 Patient Grid Searching for Created forms Created forms are forms that have been opened and saved Choose the Form to Search from the drop down menu (this will disable the Due for long term follow up filter) This search will only bring up forms that have been created (you must enter data into the form and save to create a form) 13

14 Patient Grid Searching for forms that are due for followup, but have not been Created Must set Form to Search to All Forms Under Due for Long Term Follow Up select the desired follow up period This search will only bring up forms that have not yet been created (or pending ) 14

15 Patient Grid Search By Operation Date This search option will display results based on the date that the surgical procedure was performed 15

16 Patient Grid Search By Operation Date Blue checks will indicate an exact match for that operation date search period 16

17 Patient Grid Search by Form Creation Date This option should not be used when looking at forms Due for Long Term Followup as the long term follow up forms have not yet been created/edited This search option will display results based on the date that the form was first created/edited in the database 17

18 Patient Grid Search by Form Creation Date Exact Matches will appear for a search with results based on the date that the form was first created/edited in the database and will have a blue check mark next to them 18

19 Patient Grid Search by Lock Date If searching by lock date, do not select the Due for long term follow up as this will not pull up any forms that have been created This date represents the date that the case actually locks and you will no longer be able to edit a case on the date listed 19

20 Patient Grid Assessment Period Begin Date Cannot use Assessment period begin date when Form to Search option is chosen This will provide you with cases that begin the assessment period within this time frame 20

21 Patient Grid Legend The Legend is located next to the Patient grid in the Patient tab. 21

22 Patient Grid Legend Pending refers to the italic links which are used to create new forms for a patient. For example, the "Enter Case link on the patient list is in italics and is available to create a new case form for that patient Incomplete cases are in bold on the patient grid This means the incomplete option is selected at the bottom (or top) of the case form screen (prior to saving) and additional information is needed Complete cases are in regular text (not bolded or italicized) on the patient grid This means the complete option is selected at the bottom (or top) of the case form screen (prior to saving) and additional information is not needed Queried a special kind of data validation that happens between forms Date of operation is within 30 days of a previous operation for this patient They appear on the patient grid highlighted in orange 22

23 Patient Grid Legend Locked cases will have the lock symbol next to them No data can be changed on a case once it is locked through the workstation This option lets you open the case on a patient, print the case form with saved data, view an audit trail report that tracks any changes made on a case, or delete a case Form Options can be accessed by clicking the black down facing triangle Exact Match is a blue check next to a case This will appear after a search is completed and indicates that this case is an exact match for the search criteria entered 23

24 ACS BSCN Main Page Additional resources for BSCRs can be found on the new ACS BSCN Main Page Tab on the Workstation. Please stay tuned for additional tools that will be made available soon. 24

25 CMS Definitions Format 25

26 CMS Definitions Format CMS Definitions Format Emergency Case Steroid/Immunosuppressant Use for a Chronic Condition Intraoperative OR Postoperative Unplanned Intubation 26

27 CMS Definitions Format We are currently working to convert all ACS BSCN variable definitions to the CMS format to include: Definition Intent Inclusion Criteria Exclusion Criteria Examples Why? To decrease the variability in how data is captured When? All ACS BSCN definitions will be under review over the next several months 27

28 CMS Definitions Format The following definitions are examples of BSCN and NSQIP Variable Definitions that have been created in the new format: Emergency Case Steroid/Immunosuppressant Use for a Chronic Condition Intraoperative OR Postoperative Unplanned Intubation 28

29 BSCN Example #1 Emergency Case CMS Definitions Format 29

30 CMS Definitions Format NSQIP Example #2 Steroid/Immunosuppressant Use for Chronic Condition 30

31 CMS Definitions Format NSQIP Example #3 Intraoperative OR Postoperative Unplanned Intubation 31

32 Introduction to the Clinical FAQ Database 32

33 Introduction to the Clinical FAQ Database Under construction At this time the ACS BSCN Clinical FAQ database is under construction Compiling questions The clinical team is working to compile a list of frequently asked questions Example of NSQIP FAQ Database The FAQ Database will be available through the workstation. The following slides show an example of the NSQIP FAQ Clinical Database 33

34 Introduction to the NSQIP Clinical FAQ Database In the left hand column, you will find a listing of folders and sub folders which house the corresponding FAQs 34

35 Introduction to the NSQIP Clinical FAQ Database The arrow/triangle to the left of each folder will expand the folder to show the section topics contained within or condense the folder to hide contained topics 35

36 Introduction to the NSQIP Clinical FAQ Database The number in parentheses () to the right of the Folder Name shows the number of questions in that folder (i.e. the Clinical Questions folder contains 170 questions) 36

37 Introduction to the NSQIP Clinical FAQ Database By clicking and highlighting any of the folders on the left, it will show a summary of all of the questions that are contained in that folder on the 37 right

38 Introduction to the NSQIP Clinical FAQ Database To search for specific keyword(s)/text, you can enter text into the text box and click the Search button. All of the keywords found will be highlighted in yellow, along with the folders that the keywords were 38 found in

39 Questions Clinical support questions: Technical Support questions: 39