Using the Workstation and Online Reports ACS NSQIP National Conference New York, NY. Steve Merzlak Principal Site Support Engineer July 2014

Transcription

1 Using the Workstation and Online Reports 2014 ACS NSQIP National Conference New York, NY Steve Merzlak Principal Site Support Engineer July

2 Agenda Workstation > My Account > Data Main Page > Patient Grid > Complete vs Incomplete > Queried Cases > Error Box > Custom Fields > Bariatric and Adult Data Automation > What is it? > How do I get it? Online Reports > Workflow Reports > Site-Level Reports > Database Statistics 2

3 My Account The My Account Tab contains features to help you manage your account, including: > User Information > Organization Information > Changing your Password > Managing Cycles > Managing Custom Lists > Managing Custom Fields 3

4 My Account Accessing My Account 4

5 My Account 5

6 My Account Managing Cycles Ability to change the status of a specific cycle > Max Cases > Vacation > Normal Ability to view a summary 6

7 My Account Managing Custom Lists Maintain Surgeon List Maintain CPT Groups 7

8 Data Main Page 8

9 Data Main Page Cases by Cycle 9

10 Data Main Page Cases by Cycle 10

11 Patient Grid 11

12 Patient Grid 12

13 Patient Grid 13

14 Complete vs Incomplete Incomplete cases will disappear if they lock Adult & Pediatric Lock 120 days Bariatric Lock 150 days 14

15 Queried Cases Open case and check Errors Box. 15

16 Error Box Critical Errors appear in bright red These items must be entered in order to save the form as complete OR incomplete. Errors appear in dark red These items must be resolved if you wish to save the form as complete. Warnings appear in gray These items are potential data issues that you may wish to address, but are not required to. 16

17 Custom Fields 17

18 My Account Managing Custom Fields 18

19 Custom Fields Field Types Boolean > Single Checkbox Date > Date Date field with a minimum and maximum precision of Day Date field with a minimum and maximum precision of Minute Date field with a minimum value of Year and a maximum value of Hour 19

20 Custom Fields Field Types Decimal > Numeric Integer > Numeric Text > Multiple Lines 20

21 Custom Fields Field Types Text > Single Line Multi-select > List Multi-select > Multiple Checkbox 21

22 Custom Fields Field Types Select > Drop-down Select > Radio Button 22

23 Custom Fields Hiding Custom Fields Custom fields cannot be deleted but you can remove the custom field from the Custom Field form by Hiding the Custom Field NOTE: Hiding a Custom Field does not delete it, so the selection will always be available from the Select Field drop-down. 23

24 Bariatric and Adult Cases from Adult are Pumped to Bariatric > Cases must have a Bariatric CPT Code entered to push over Adult is Master > Bariatric user can not change Adult data Adult Cases Always Entered First > Wait until Adult has all cases in for cycle Locking > Adult 120 days > Bariatric 150 days 24

25 Bariatric Follow-up Form Locking Schedule Follow-up Form Date Form Is Available After Op Date Days After Op Date When Overdue Icon Appears Days Until Lock 6 Month Year Year Year Year Year

26 Data Automation Data automation is the process of extracting, formatting, and transmitting data to the ACS NSQIP database. Available for Adult (all modules) and Pediatric 26

27 Data Automation Steps to Automation 1. Know your Data» 3 6 months entering data 2. Identify IT Source 3. Identify Variables that can be Automated» Data collection Form» Demographics» Op Times/Dates» Labs 4. Introduce IT to Quintiles Technical Support 27

28 Data Automation Project can take 1 3 man months SCR and IT Work Together Closely Involve Quintiles Technical Support 28

29 Online Reports Accessing Online Reports > Data Main Page Right Hand Side Menu - Quick link that jumps you to an individual report 29

30 Online Reports Accessing Online Reports > Data Main Page Online Reports Tab - Brings you to a list of all available reports 30

31 Workflow Reports 30 Day Patient Letter Request for Medical Records 30 Day Call List 31

32 Workflow Reports 30 Day Patient Letter > Generates 30 Day Follow Up Letters and Mailing Labels > Customizable letter templates in English and Spanish - Today s Date - <<Date>> - Patient s First Name - <<FirstName>> - Patient s Last Name - <<LastName>> - Patient s First Name and Last Name - <<Name>> - Address Line 1 - <<Address1>> - Address Line 2 - <<Address2>> - City - <<City>> - State - <<State>> - Zip Code - <<Zip>> - Operation Date - <<OPDate>> - Surgeon s Name - <<SurgeonName>> - Cycle Number - <<Cycle>> - Case Number - <<Casenum>> 32

33 Workflow Reports Modifying 30 day patient letter 33

34 Workflow Reports Request for Medical Records > Produces a list of cases that can be used when requesting medical records for case review. > Usually generated for specific 8 day cycle 30 Day Call List > The 30 Day Call List provides a summary of what is in each case along with additional demographic information. > Used in conjunction with the patient contact management section 34

35 Site-Level Reports Condition Versus Non-Condition Report > Summary report comparing patients with a selected condition vs. those without the condition (ex. Ventilator Dependent vs. non- Ventilator Dependent) > A single condition from one category (pre-op risk factors, post-op occurrences or mortality) may be selected for analysis. Pre-Operative Risk Factor Summary > Summary report providing overview of pre-operative risk factors 35

36 Site-Level Reports 30 Day Post-Operative Occurrence Summary > Provides summary data for all 30-day post-operative occurrences. > Takes into consideration pre-existing conditions (PATOS) Select Post-Operative Occurrence > Summary Patient List CPT Occurrence Rate - Summary report provides an analysis of patients with a specific post-operative occurrence or category of occurrences. - The patient list report can be used to generate a list of patients with a specific post-op occurrence. - The CPT occurrence rate report can be used to generate a list of occurrence rates of occurrences for varying CPT codes. 36

37 Site-Level Reports Mortality > Summary Patient List - Summary - report with deaths occurring up to and including 30-days after surgery summary and detail reports. - Patient List list of patients with a death within 30 days of the date of operation» Ability to drill down on case number to open case assessment Wound Occurrences Stratified by Wound Class > Summary Patient List CPT Occurrence Rate > Summary report providing overview wound occurrences distributed by wound classification 37

38 Site-Level Reports Patient Variable Statistics Report > Summary report that compares patient variables recent timeframe to same timeframe in previous year Case Details Report > Exports key case data per row for the date range and criteria selected. > One-to-many fields (i.e. occurrences) are aggregated to a number. > Has a limitation of 2500 rows in export Custom Fields Report > Exports demographics and custom field data Print Cases by Cycle > Allows printing of selected cycle cases to PDF format 38

39 Database Statistics Reports Ageing Case Report Weekly Accrual Report 8-Day Cycle Report List Complete Assessments List Incomplete Assessments List Unable To Follow 30 Day Cases CPT Volume Analysis 39

40 Running Online Reports Selecting Criteria Printing and Exporting Reports 40

41 Selecting Criteria Adult and Pediatric 41

42 Selecting Criteria Bariatric 42

43 Online Reports Report Columns 43

44 Printing and Exporting Reports Print > Produces a file in PDF format (Adobe Acrobat Document) Export to Excel > Produces a file in XLS format (Microsoft Excel) Export to CSV > Produces a file in CSV format (comma-separated values) 44

45 Printing and Exporting Reports Print Option Example 45

46 Using the Workstation and Online Reports Visit the Quintiles Tech Support Table 46