Reference Guide AN OHIO HOSPITAL ASSOCIATION APPLICATION

Transcription

1 AN OHIO HOSPITAL ASSOCIATION APPLICATION

2 Table of Contents Data Submission Overview... 3 Steps to a Successful Submission... 3 Data Submission Schedule... 3 Data Submission Contacts... 4 GlobalScape... 5 File Format Options... 5 Upload a File for Submission Via GlobalScape... 5 DataTrack... 8 View Your Data Submission in DataTrack... 8 Correct Your Data Submission in DataTrack View Sign-Off Reports in DataTrack Sign Off on Your Data Submission Mapping Tables

3 Data Submission Overview Since 1979, OHA Data Services has been offering member hospitals information to support their decision-making needs. OHA receives data from member and non-member hospitals, within and outside of Ohio, relating to inpatient, outpatient, emergency department and skilled nursing facility care. The OHA Statewide Inpatient and Outpatient Databases rely on accurate and timely submission of inpatient and outpatient data from hospitals and health systems for release back to hospitals, as well as state and federal government agencies. For immediate DataTrack or GlobalScape assistance, please call OHA at and ask for Stephanie Jones. You can also the support team at Steps to a Successful Submission 1. Upload a file for submission via GlobalScape. 2. View your data submission in DataTrack, correct any errors in the submission and revalidate the data. 3. Review sign-off reports. 4. Sign off on your data submission. Data Submission Schedule 3

4 Data Submission Contacts DataTrack-Primary: This is the primary contact for each hospital participating in the OHA data program. This contact verifies which users within their hospital have access to upload, correct and sign off on the data. GlobalScape-Submitter: This user has access to our secure FTP site GlobalScape and uploads the monthly or quarterly data files for processing. DataTrack-Corrections: This user has access to view, correct and revalidate data submissions in DataTrack. DataTrack-Sign Off: The user reviews corrected data submissions using reports in DataTrack and is responsible for approving data before it is released. 4

5 GlobalScape GlobalScape is a secure file transfer site that allows hospitals to upload monthly or quarterly patient-level data files to OHA, as well as obtain patient origin data files from OHA. To update any GlobalScape contacts, please datasupport@ohiohospitals.org. File Format Options OHA can accept three different file format types. Please notify datasupport@ohiohospitals.org if you need to make any updates to your submission format. Multiple File Format Two File Format XML File Format Click here for the current file format Click here for the 2017 file format Upload a File for Submission Via GlobalScape 1. Login to 5

6 2. Click into your hospital s folder. The folders are organized by your hospital ID. Note: If you upload for multiple facilities and have access to multiple folders it is very important that you upload your file into the correct folder. 3. Click the File Upload button. 4. Select the file you would like to upload from your computer. Note: Your files must include the following in their respective file names Multiple File Format Two File Format XML Format Patient Patient Patient Rev Relational CPT Diag Proc 5. While the file is uploading you will see it in the In Progress section of the upload manager. 6

7 6. When your file is completely loaded you will see it in the Completed section of the upload manager. You will also see the file in your folder. 7. To upload additional files, repeat steps 3 through 6. Once the file or files have been uploaded, you may logout of GlobalScape. The data will be transferred to DataTrack. You will receive an when your data is available to view in DataTrack. Please Note: You will not have access to remove files from GlobalScape once they are uploaded. The files are sent to the processing server. If you need to remove files from GlobalScape, please call and ask for Stephanie Jones or datasupport@ohiohospitals.org. When submissions are made through GlobalScape, you must upload a complete file set. If you are using the multiple file format or two file format, please send all files for the corresponding date range together, before submitting for a new date range. When uploading multiple sets of files in the same folder, please upload one complete set of files at a time to ensure they are grouped together properly. 7

8 DataTrack DataTrack is a HITECH compliant secure-encrypted web-based software tool that validates hospital data submitted to OHA. DataTrack was created to offer a more streamlined, efficient and HITECH-compliant method for data processing and validations. Currently, OHA receives patient-level data files from over 200 hospitals on either a monthly or quarterly basis via DataTrack. Roughly 30 million records are collected per year. Our system improves accuracy, timeliness and ease of data submission through updated data validations as well as tools to help hospitals troubleshoot potential data problems. View Your Data Submission in DataTrack 1. Login to 2. Your username will be your address. You can reset your password with the link if you have forgotten it. 3. On the home screen, you will see updates and notes regarding DataTrack from OHA. 8

9 4. Click on the Batch tab to find your facility and data. 5. Use the drop-down menu to select the hospital/facility of the data that you would like to view. Note: If a submission contains more than one facility, you can choose any of the facilities that the submission contains data for. They are the same batch number in DataTrack. 6. Each data submission appears in DataTrack as a Batch. This screen shows some basic information about the batch. 9

10 Batch #: the unique batch number associated with your submission (you can click this to view the batch detail) Facility: the facility name Upload: the date the data was uploaded into DataTrack Start: the earliest discharge date in the batch End: the latest discharge date in the batch Total: the total number of patient records in the batch, separated by Inpatient (In) and Outpatient (O) encounter types Errors: the number of patient records that contain at least one validation error, separated by Inpatient and Outpatient % Errors: a calculated percent of errors, separated by Inpatient and Outpatient. Note: Minimum Error Threshold -Inpatient Records: 1% -Outpatient Records: 10% Status: the status of the batch. o New a new batch that has been processed and validated o Edited a user has made changes to this batch and saved the changes, but the batch has not been revalidated o Waiting to Process a batch that is in the queue to be processed by the system, you cannot edit the batch while it is in this status o Validating DataTrack is currently validating the batch, you cannot edit the batch while it is in this status o Revalidated the batch has been revalidated and you can continue making edits or review and sign off Click here to go into the batch detail Click here to export the data errors into a CSV format Click here if you would like to delete the entire batch/submission 10

11 7. Click on the batch number or the clipboard icon to view the batch detail. Correct Your Data Submission in DataTrack 1. The Batch Detail screen shows the detail for errors in the batch. 11

12 You can use the drop-down menu (that defaults to All Errors ) to see how many errors of each type there are, and to filter the patient accounts to one specific error type. The Show Inpatient/Outpatient Records will filter the results to either or both of those encounter types. You can search by clicking PAN or MRN, entering the value, and clicking the green arrows to find specific encounters. Use the navigation buttons (shown below) at the bottom of the page to move between pages. Click batches. to go back to the previous page and view all 2. To view all of the records in the batch, click on the All Records tab. 12

13 3. To view and begin to edit a patient record, click on the linked Patient Account Number. 4. The Edit Record screen shows the entire record for one patient encounter. This is where you can begin to correct the errors in the batch. 13

14 Any fields that have a validation error and need to be corrected are highlighted in yellow. Move your mouse over the exclamation error to see a detailed error description. If the field to be corrected in one with an OHA lookup table, that data on the screen will be the OHA value (not your original value). Drop down menus are provided on these fields to show only the valid OHA codes. Fields ending in (orig): Admit Src, Sex, Admit Type, Disch Stat, Encounter, Place of Svc, Payer Grp, Race, Ethnicity, Language and Location. 1. These fields are not editable. They are made up of the original values that hospital sends in their files. 2. Data in the field WITHOUT (orig) is the value after OHA mapping is applied, and is what will reflect on statistic reports. Begin to modify the patient records to correct the data. Click when you are finished with the record. You will see this note that the data is saved: Click the buttons to move between records. To remove an entire record from your batch, click the button. The button will take you back to the Batch Detail screen. Any modified records are noted with an asterisk (*). 14

15 5. When you have modified all of the records you would like to correct, return to the Batch Detail screen and click the button. This sends the data back through the validation process and will check the data that you have just modified. Note: Depending on the size of the batch and the amount of users in the system, the revalidation process can vary greatly. You will receive a notification from DataTrack when this batch has finished revalidating. 6. Once the status is Revalidated you can review the % errors to determine if you are able to complete the reports and sign off process. If your batch still does not reach the minimum error threshold, repeat steps 1 through 5. Note: Minimum Error Threshold -Inpatient Records: 1% -Outpatient Records: 10% 15

16 View Sign-Off Reports in DataTrack OHA provides multiple reports for hospitals to review before signing off on their monthly or quarterly data submissions. It is important that the signoff user for your facility review the reports under the Signoff Reports section before signing off on any data to ensure the accuracy of the data being loaded into our analysis tools. These reports can be used to pinpoint errors in the data, before hospitals begin using this data for analysis. Reports Available for Review Data Mapping: This report is located in the General Reports section of the Reports and Signoff tab. It is used to show which OHA value your hospital submitted value corresponds to for fields that are able to be mapped by OHA. Note: This report does not need to be reviewed for sign-off. It can be used if you notice any mapping issues during data correction. 16

17 MSDRG comparison: This report is located in the Signoff Reports section of the Reports and Signoff tab. It compares the MSDRG counts for the batch you are reviewing to the data from that same time period of the previous year. Inpatient Report: This report is located in the Signoff Reports section of the Reports and Signoff tab. It compares the inpatient encounter counts for different fields (admission source, discharge status, race, etc.) of the batch you are reviewing to the data from that same time period of the previous year. 17

18 Outpatient Report: This report is located in the Signoff Reports section of the Reports and Signoff tab. It compares the outpatient encounter counts for different fields (admission source, discharge status, race, etc.) of the batch you are reviewing to the data from that same time period of the previous year. Data Integrity: This report is located in the Signoff Reports section of the Reports and Signoff tab. It shows a trended view of your data for 5 quarters. The first column shows the DataTrack data of the batch and facility you are reviewing and the last four columns show the counts of the previous four quarters in OHA s data warehouse. 18

19 Downloading Reports for Review 1. To view the DataTrack reports, click the Reports and Signoff tab. 2. Click the report that you would like to view. Note: The MSDRG Comparison report can be exported as a CSV file. Check the Export as CSV box before viewing your report. Note: If you would like to review the report of a batch that has already been signed off, check the Show signed off batches box before selecting your batch number. 19

20 3. You will see the report name appear at the top of the page. 4. Pick the facility and batch that you would like the report run for. Note: If the batch you are reviewing includes more than one facility, you will need to review reports for each facility individually. 5. Click View Report. 20

21 Sign Off on Your Data Submission 1. Click on the Reports and Signoff tab. 2. Under the Sign Off section, click Sign-off on Data. 21

22 3. Use the drop down menu to choose the facility and batch number that you would like to sign off on. The date range of the submission is also provided. Note: If you are signing off on a batch that contains data for multiple hospitals, you will only need to sign off as one facility and the entire batch will be approved and signed off. 4. Click the check box that says I approve the data as submitted and click the Approve button. 22

23 5. You should see the following message. Mapping Tables Where possible, OHA has standardized the lookup tables based on NUBC and CMS standards to accommodate the values hospitals may already be using. Fields in the lookup table must be submitted with the required OHA values or they will error. Some fields can be mapped to OHA values, if the hospital is unable to submit the OHA accepted values. If the value is in one of the fields listed below, hospitals are able to map their values to the OHA values. For a full list of reference tables please see OHA s Data Dictionary. Admission Source Admission Type Discharge Status Encounter Type Ethnicity Language Payer Inpatient Place of Service Outpatient Place of Service Race Sex Present on Admission Indicator Location Flag 23