Secure Data Portal Users Guide

Transcription

1 Secure Data Portal Users Guide Updated:

2 Table of Contents Introduction... 1 System Requirements... 1 Technical Assistance... 1 Initial Login... 2 Setting Up User Accounts... 3 Data Submission... 5 Patient and Family Engagement Assessment... 7 Performance Dashboards... 9 Performance Dashboard Tabs... 9 Performance Dashboard Tab: HIIN Measures Performance Dashboard Buttons Reports HSAG HIIN: Secure Data Portal Users Guide Page i

3 Introduction This document is created to support Health Services Advisory Group Hospital Improvement Innovation Network s (HSAG HIIN s) hospitals in their data submission, data management, and use of the HSAG HIIN Secure Data Portal. Hospitals must have a user account with Data Administrator, Data Manager, or Report Viewer privileges to access the portal. This document will guide users through several topics in the following areas: Initial Login Setting Up User Accounts Data Submission Patient and Family Engagement Assessment Performance Dashboard Reports To access the HSAG HIIN Secure Data Portal, go to: System Requirements Users must have a connection to the Internet and a browser which supports secure socket layer (SSL) encryption. Currently, the website supports the use of Internet Explorer 8 or higher and Google Chrome. Technical Assistance If your hospital needs technical assistance, HSAG HIIN will acknowledge all s and respond to all telephone messages within three business days. For Application Support, please contact via sitehelp@hsaghiin.org or via telephone at the toll-free number (866) For Measure Support, please contact via measurehelp@hsaghiin.org or via telephone at the toll-free number (844) HSAG HIIN: Secure Data Portal Users Guide Page 1

4 Initial Login A HSAG HIIN Administrator will send the registration invitation to the hospital s Data Administrator(s) via upon completion of the Secure Web Portal Data Administrator form. HSAG HIIN encourages hospitals to designate at least two users to serve as a Data Administrator, both a primary and an alternate. The link for registration will expire in 72 hours. If you are unable to register within the 72 hour period, you will need to request a new link or click on the Forgot your password? link on the Secure Login page. Once you receive your registration , your address will be designated as your user name and you will be prompted to set up a password that encompasses the following strength criteria: A minimum length of eight characters. At least one uppercase letter. At least one lowercase letter. At least one number. At least one special character (i.e.,"#$%&'()*). Once you have set up a password, you will be redirected to a confirmation page with a link that redirects you to the HSAG HIIN Secure Data Portal. Upon clicking the link, you will be redirected to the Secure Login page where you will need to enter your credentials in order to access the site. Enter your User Name and Password then click Login. To reset your password, click on the Forget your password? link. HSAG HIIN: Secure Data Portal Users Guide Page 2

5 Setting Up User Accounts The hospital s Data Administrator will be able to set up user accounts for the Data Manager or Report Viewer, as well as additional Data Administrators, if needed. The Data Administrator will create each additional account by clicking the Administration tab and providing the required contact information and privileges. Upon account creation, each user will receive an invitation for registration via from HSAG HIIN. The Data Administrator(s) will have the ability to create or modify all account users. Selecting the Invite User button will provide the Data Administrator will bring you to the Invite User Page. The HSAG HIIN Secure Data Portal contains an Administration tab where the Data Administrator has access to maintaining User(s) and Hospital(s) accounts. Address First Name and Last Name Title Phone Number Role: Data Administrator Permitted to add and delete users, submit data, view performance dashboards, and view and download reports. Data Manager. Submit data, view performance dashboards, and view and download reports. Reporting Viewer View performance dashboards and view and download reports. Click to provide the registration to the user. Follow the directions under the System and Hospital sections to select the hospital for the User to be assigned to. HSAG HIIN: Secure Data Portal Users Guide Page 3

6 When users are invited, they will receive an confirmation that is identical to the sent to the Data Administrator. addresses must be configured to allow messages from If the address of the person you wish to add (User Name) is already in the HSAG HIIN Secure Data Portal, you will not need to re-invite the user to your organization, but will be required to add the user to the desired hospital. Within the Administration tab, you will find the Existing Users for your organization and as a Data Administrator, modify the user s details. Selecting the User Name will bring you to the User Details page. The Data Administrator can modify the user s profile information in the Users Details page. HSAG HIIN: Secure Data Portal Users Guide Page 4

7 Data Submission To reduce the data submission burden on hospitals, HSAG HIIN is acquiring data that support calculation and reporting for most of the measures detailed in the Compendium of Measures (CoM). The CoM has easy to identify icons located at the top of each measure page. Each measure will display two icons designating if the measure is an outcome or process measure, as well as if the measure has been calculated by the HSAG HIIN or the measure needs to be self-reported. To submit both baseline and evaluation period data for these hospital self-reported measures, please download the Data Submission Template (DST). The DST contains the following fields, that require populating prior to data submission: Hospital ID (CCN) Hospital Name Time Period Start Date Time Period End Date Measure ID Denominator Type Denominator Numerator Six-digit Medicare CCN For hospitals reporting under the same CCN, report by hospital name and CCN Start date of baseline or evaluation period in MM/DD/YYYY format End date of baseline or evaluation period in MM/DD/YYYY format Measure ID that you are entering denominator and numerator data for. Measures are available via pick list For ADE outcome measures only, this column specifies the denominator type being submitted The denominator for the chosen time period and measure Note that the DST requires denominator entry before numerator entry The numerator for the chosen time period and measure HSAG HIIN: Secure Data Portal Users Guide Page 5

8 Once you have populated and saved the DST(s), upload the template using either the Evaluation or Baseline options. For more detailed information on the HSAG HIIN Data Submission process, click the link to watch the tutorial video. Select the period for which you are uploading: Evaluation or Baseline. Upload the file by selecting the Browse button. Upload DST to submit measures to HSAG HIIN. After review of the CoM to identify which measures are self-reported measures, please review the DST Instructions for a step-by step process of submitting these measures to the HSAG HIIN Secure Data Portal. HSAG HIIN: Secure Data Portal Users Guide Page 6

9 Patient and Family Engagement Assessment The Patient and Family Engagement (PFE) Assessment allows HSAG HIIN to monitor and track progress on the five PFE metrics that represent patient-centered processes related to patient safety. The PFE Assessment provides HSAG HIIN with an update on your hospital s current PFE practices by answering a series of short questions. The Data Administrator is encouraged to consult with the most appropriate individual at your hospital to update your PFE practices. For details about each PFE metric see the Compendium of Measures (CoM). Once the PFE Assessment is open, you will access the tab labeled PFE Assessment. Select your hospital from the drop down. Once you have selected your hospital, you will be provided with your Hospital Summary of PFE Progress. The table displays your hospital s progress to date in meeting each of the PFE metrics. HSAG HIIN: Secure Data Portal Users Guide Page 7

10 Below the Hospital Summary of PFE Progress, you will find the PFE Assessment. Each of the five PFE metrics has subsequent questions with a Yes or No answer. You will only have to answer the PFE metrics in which your hospital has not met. Your hospital s previous answer will be displayed for reference. Once you have marked the answer on behalf of your hospital, the table will update if you have met or not met the Once you have completed answering all the PFE metrics required for the PFE Assessment, you will click on submit. The PFE Assessment will remain available for updating as your hospital implements PFE practices. HSAG HIIN: Secure Data Portal Users Guide Page 8

11 Performance Dashboards The Performance Dashboards gives the user a visual representation of their hospital s performance on the selected measures chosen. Users only have access to their system and/or hospital(s). Performance Dashboard Tabs Once you have access to the dashboard, you will be able to view information about your hospital s HSAG HIIN Measures. On the HIIN Measures tab, users can filter on five elements by hospital, core topic area, measures, and type of measure. For additional information regarding interpretation select the Frequently Asked Questions (FAQ) tab or the green FAQ button. HSAG HIIN: Secure Data Portal Users Guide Page 9

12 Performance Dashboard Tab: HIIN Measures The interactive performance dashboard within the HIIN Measures tab displays data for your hospital s selected measures related to specific areas of harm, including all cause harms and 30-day readmissions. Performance Dashboard Filters To apply filters simply make the selection from the drop-down menu by clicking on the small arrow on the right-hand side of the filter selection box. Hospital Selection: You may select one hospital and/or multiple hospitals if you are a part of a system. Core Topic: You have the option to select one or more measures topic areas (e.g., adverse drug events [ADEs]). (Note: Consider limiting the amount of data you display by limiting the number of hospital[s] and measures you select.) Measures: You have the option to select one or more measures. Measure Type: You have the option to select all measures or limit to process or outcome measures. Process measures determine if the services provided to patients are consistent with routine clinical care. Outcome measures evaluate patient health as a result of the care received. HSAG HIIN: Secure Data Portal Users Guide Page 10

13 Apply Measures: Select one or more measures topic areas, click on the Apply button to apply the selected Measure to the Dashboard. Please note if you make selections that are mutually exclusive, you will not get any results. For example, if the Core Topic is ADE and the Measure is 30-day All-Cause Readmissions, you will not get results because 30-day All-Cause Readmissions is not an ADE measure. Apply Core Topics: After you select one or more measures topic areas, click on the Apply button to apply the selected Core Topics to the Dashboard. HSAG HIIN: Secure Data Portal Users Guide Page 11

14 Performance Dashboard Tooltips When viewing the hospital run chart, you may see additional details by hovering over various elements, including measure rate, goal, and baseline. For example, in the screenshot below, if you hover over the Postoperative Sepsis Rate measure value for January 2016 a box appears with the name of the hospital and other information about the measure. If you hover over the green dotted line for measure goal you will see the hospital s minimum goal value, which is 20 percent below the baseline value for all measures except readmissions, which seeks to reduce readmissions 12 percent below baseline. This goal represents the measure value the hospital is working toward. If you hover over the red line for the baseline you will see the hospital s average baseline value. HSAG HIIN: Secure Data Portal Users Guide Page 12

15 Performance Dashboard Buttons Bottom Left Buttons Undo: This button allows you to cancel the previous action. Redo: This button allows you to re-perform the previous action. Revert: This button is intended to revert the report to its default view; undoing all user selections and/or filtering. Refresh: In some scenarios, reports may store your filter selections in memory and automatically open the report at that filter combination. To confirm that you are viewing the latest data available for the report, click Refresh. Pause: This button allows the user to pause the updates of data while the user applies multiple filters. Tableau processes filter selections as they are made, by pausing, you can make multiple filter selections without updates for each selection. Note: Use the Resume button only when you are ready for Tableau to proceed. Refresh and Pause will probably be the most useful buttons. Bottom Right Buttons View: Original: This button allows the user to switch between the default view and a custom view created based on their filter selections. If you have applied filters, clicking this button will take the users back to the original view. Download: This button provides the option to export the report in one of the following formats: PDF: A user can download the current dashboard or the entire report as a PDF, allowing you to print what you see. Image: This allows a user to save an image of the current graph (with filters). (Note: You may need to click a second time.) Full Screen: This button allows the user to maximize the dashboard into a full screen view. HSAG HIIN: Secure Data Portal Users Guide Page 13

16 PDF Downloads Click the Download button and select PDF. Select the Layout: Portrait or Landscape. To select a PDF of the entire dashboard that would be shown if you scrolled all the way down the report, select Sheets in Dashboard. To create a PDF Screenshot, select the HIIN Run Charts. Click Download and a pop-up will appear notifying when the PDF file has been generated. Select Download. You will see the downloaded file in the corner of your screen; open and save. Note: If you want a picture of your dashboard, HSAG HIIN recommends using the PDF option, not the image option. Selecting This Dashboard will export ONLY the current tab to PDF as it appears on the screen. Selecting Sheets in Workbook will export all tabs in the report to PDF. HSAG HIIN: Secure Data Portal Users Guide Page 14

17 Reports The Reports tab will provide hospital-level reports on a quarterly basis to show your hospital s progress toward reducing all cause harm and 30-day readmissions. Additional reporting options may become available as HSAG HIIN evolves. HSAG HIIN: Secure Data Portal Users Guide Page 15