Table of Contents Overview... 2 Accessing the OB Registry... 2 Logging onto the Registry... 3 Updating user information or changing your password... 4 Add a patient (member)... 5 Closing a patient record... 13 Validation of a patient record... 15 Search and Export Data... 16 User Alerts... 19 Technical Assistance, Questions or Problems... 21 Version: 1/6/2017 10:23 AM 1
Overview The OB Registry is designed to collect, use and report information about women enrolled in the OBMH initiative. In addition to using this guide as a reference, consider viewing the Demonstration Videos available by clicking the links on the OBMH Registry login page displayed below. It is not necessary to be a registered user to view the videos. For OBMH policy references, please consult the DHS OBMH guidance found here: https://www.forwardhealth.wi.gov/wiportal/content/managed%20care%20organization/managed_ca re_medical_homes/home.htm.spage. Clinic users will only be able to view information for patients previously or currently enrolled in the OBMH at their clinic site that are entered in the registry. HMO users will only be able to view information for patients previously or currently enrolled in their HMO that are entered in the registry. Accessing the OB Registry Use the following URL to access the log in page. Note that after a successful logon, the system automatically logouts the user after 15 minutes of inactivity. http://www.metastar.com/apps40/commercial/obmh/obmh/login.aspx Version: 1/6/2017 10:23 AM 2
Logging onto the Registry Obtain a user name from the designated OB registry administrator at your clinic. If this is the first time you are logging into the OB registry, you will need to click on the link I forgot my Password near the bottom of the page to obtain a temporary password. (Example highlighted in yellow above) In addition, use this link anytime you forget your password. The new user will be directed to the page displayed below, should enter his/her email address and click the send email link at the bottom of the page. Use the I forgot my User Name (highlighted on the previous page) link, anytime you forget your user name. If this doesn t work, contact your local OBMH registry administrator for assistance. Version: 1/6/2017 10:23 AM 3
Updating user information or changing your password Update your user information by choosing the Setting menu from the choices along the top of the page and the select User Information. Change your password at any time after the initial reset, by choosing the Settings menu from the choices along the top of the opening page and then select Change Password. Version: 1/6/2017 10:23 AM 4
Add a patient (member) According to the DHS OBMH guidance, clinics are required to establish a new patient record in the OBMH registry within 30 days of the patient s enrollment in the medical home. Establish another patient record for any subsequent pregnancy. Patients may appear more than once in the registry if they have had multiple pregnancies. Each pregnancy would require a separate record. Only a single patient record is required when a pregnancy will result in multiple births. Search To prevent the duplication of patient records currently In-progress, conduct a search of the system for the individual patient you wish to enter, before adding a patient. Conducting a search in advance of creating the patient record also allows the user to replicate a record by copying the previous patient information to a new record to save you time entering a new pregnancy for that patient already in the system. In order to use this feature, the patient s previous pregnancy must be placed in validated or closed status. Do not create a new record if the previous pregnancy is identified as in progress. Conduct the search by entering information in several of the search fields below. The system returns results most quickly when the user selects the medical home site or clinic name from the drop down selection at the top of the search page and the Medicaid ID number for the patient just above the middle of the page. Using a combination of information fields may help you to confirm that the patient has not already been entered in the system for the current pregnancy. Select all three status boxes, In Progress, Validated and Closed to ensure the most comprehensive search. When you have finished entering the search details, click the Search button at the bottom of the page. If you enter too many details for the search, you may get a false search result, indicating that the member does not exist in the system. Remove some of the search criteria to broaden the record search and try again, if you have any concerns about the results. Version: 1/6/2017 10:23 AM 5
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If the member is in the OBMH registry for your clinic or HMO, for current or previous pregnancies, information will display as shown in the screen shot below. If the patient has an In-progress status, do not create a new patient record, as this indicates the patient has a current pregnancy in progress in the registry. The record must be updated with any additional information, as needed and then must be placed in validated or closed status. To add or edit information in the patient record, click on the Edit icon in the left hand column on the line associated with the patient name. Look closely to ensure that you are entering information for the most recent pregnancy, if the patient has been previously affiliated with your clinic and the validation step was missed during the previous registry use. Version: 1/6/2017 10:23 AM 7
If the patient is in the registry with a status of Validated or Closed, you will need to create a new patient record for the current pregnancy. To save time you may Replicate an existing patient s demographic information to a new patient record. Click on the Replicate icon for the patient record you wish to copy to a new patient record. If the patient does not have a previous record in the system, click the Add a patient on the menu bar at the top of the page to access the page displayed below. The registry is designed so that when clinics enter a patient and selects a HMO, the clinic name will display in the drop down list for that particular HMO. In instances when a clinic does not display in the HMO s drop down list, a patient name has not yet been entered for that clinic. You may delete a record if it was entered in error by clicking on the red X in the delete column for an individual patient. When a record is deleted, it cannot be recovered. You would need to re-enter the information manually. (Note: This is the only time a record should be deleted. See information on page 13 regarding how to close a record prior to completion of the pregnancy, including a reason for terminating enrollment in the OB Medical Home.) Version: 1/6/2017 10:23 AM 8
Complete the information fields in the Patient information and Mother sections. A minimum set of required fields must be completed to create and save a new patient record. Once the record is created, it can be accessed as many times as necessary to add and update information, as it becomes available. The required fields, necessary to create a new patient record are designated with a single, red asterisk. The double, red asterisks designate required fields for validating a patient record, which happens at the end of the patient information data entry process, typically after the post-partum visit is scheduled and/or takes place. Continue entering information in the High Risks Categories Section. Select all of the high risk categories that apply to the patient by clicking on the box to the right of each risk category. Version: 1/6/2017 10:23 AM 9
To quickly select or deselect all categories, click the Select all/none box that appears below the text box as shown below. Selecting the Other diagnoses check box enables a text box that allows the user to enter additional information. Version: 1/6/2017 10:23 AM 10
If required information (single red asterisk) to create a patient record is not complete and you try to save the record, red error messages will appear at the top of the page. An example appears below. Enter the required information and click on the save button at the top or bottom of the page. As noted earlier, additional information about the patient may be entered at any time during the OBMH enrollment period, prior to validation of the patient record. Some additional information is required to validate a record at the end of the data entry process for a member. Users are encouraged to enter all information, including optional elements, as it becomes available. For instructions related to creating a list of all patients currently In-progress in the system, see the Search and Export Data section later in this guide or beginning on page 14. A screen shot of the Delivery Section and the drop down box choices in the section are displayed below as an example: Only the Due date is required to validate the record, as noted by the two, red asterisks. Version: 1/6/2017 10:23 AM 11
Enter information in the Birth Section using the drop down box options. The registry defaults to a single birth for each delivery. Click the Add Birth icon to save the information. Drop down options for the screen above are depicted in the screen shot below: Entering birth information for multiple infants If the mother delivered more than one infant, return to the Births Section. The information for the first infant will display. If the information is incorrect, you may delete the record by clicking on the red X first column in the infant information display and repeat the entry steps noted above. Assuming the display information for the first infant is correct, select the appropriate information from the drop down boxes in this section. Click Add Birth. If these steps are followed, you will find two rows of birth information displayed, one for each infant. Enter information in the After Delivery Section, as soon as it becomes available. The date of the postpartum visit is a field required to validate the record. Post-partum visits may be entered for a future Version: 1/6/2017 10:23 AM 12
date of up to six months from the date on which you are inputting the scheduled post-partum visit date. DHS encourages clinics to work with patients to schedule a post-partum visit in advance of the expected delivery date. In order to validate a record, a date must be entered in the post-partum visit field, even if the member refuses to make a visit or does not appear for the appointment. Closing a patient record A patient record may be closed prior to gathering and entering all information about the patient for a number of reasons, depicted in the drop down box below. A date must be entered that is prior to the delivery date. Select a Reason for termination as shown in the image below. Comments are optional. Patient records should not be closed because the patient attended less than ten visits, enrolled in the program late, had a poor birth outcome or because the clinic did not invoice the HMO for payment. Records are reviewed and data collected for all OBMH enrollees to support program evaluation and policy development. To re-open the patient that has a closed status in the OBMH registry: 1. When the clinic goes into the OBMH registry, click search, enter the patient first and last name/and/or Medicaid ID number. 2. When the user is at the Search page, they must check the Closed checkbox before clicking the Search button: Version: 1/6/2017 10:23 AM 13
3. Next, they will locate the closed patient record in question and click on the Edit icon: 4. Once the user is in the (closed) Patient record, they will see a Reopen button beneath the reason the record was initially closed: Version: 1/6/2017 10:23 AM 14
5. Once they click on the Reopen button, the Patient record status will switch back to In-Progress. 6. Although it does not appear necessary to save the record after clicking the Reopen button, we highly recommend that they do. 7. Make any necessary updates to the record and then validate it, to ensure all information is captured for the member, if the member has concluded enrollment in the OBMH following a post-partum visit or at a time after delivery in which reasonable efforts to contact the patient to schedule a post-partum visit have been made (see below). Validation of a patient record Validation is a step at the end of the data entry process to make sure required fields are completed. Prior to validation, the record can be saved multiple times and the status will remain In-progress. To begin the validation process, go to the validation section at the bottom of the patient record. Click on the Validate Patient Record icon. A list of missing required information will display in red text. Navigate to the appropriate sections of the patient record and update the information. Return to the Validation Section, repeat use of the Validate Patient Record icon. If all information is complete, the Validation Section will be updated to reflect the information displayed below. Version: 1/6/2017 10:23 AM 15
Search and Export Data As noted previously in the guide, a successful logon to the Registry brings the user directly to the search page. Use the Search page to quickly obtain a list of In-Progress records to update. Select the name of your clinic from the drop down list of Medical Home site options. If your clinic is affiliated with more than one HMO, you may also narrow the search by selecting the name of the HMO (Member s health plan). Select the In-Progress box and click the Search icon. For HMOs conducting searches in the registry, note that the registry is designed so that when clinics enter a patient and selects a HMO, the clinic name will display in the drop down list for that particular HMO. In instances when a clinic does not display in the HMOs drop down list, a patient name has not been entered and associated with the HMO. Please note that if you are looking for a complete list of patient records for your organization, you need to also check Validated and Closed. Version: 1/6/2017 10:23 AM 16
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Clicking the Search icon will return a list of patients. This page will provide a list of patients based on your search criteria. An example is displayed below. Notes for using the Search and results pages: Columns that look like links can be sorted according to your personal preferences. See the screen shot above that displays search results. The default sort is alphabetical by last name, then first name. The record can be edited as many times as necessary, prior to validation. If dis-satisfied with the search results, use the Refine your search link to return to the search criteria page. Add or delete criteria to broaden or limit the results and click the Search icon. Export Search Results to Excel format to create reports A user can export the results from any search to a Microsoft Excel format. After confirming the search results meet the user needs, click the Export search results link that appears above the list of results. The results will re-display in the excel format. Users can save or print the file with typical excel functions. Version: 1/6/2017 10:23 AM 18
Export all patients Insert a general statement about the possible reason a user may want to export all patients associated with their clinic. To export all patients, click on the link on the menu bar at the top of the page: Depending on the web browser you are using, the messages for downloading the Excel spreadsheet will be different on the screen. Essentially, the web browser will tell you that the Excel spreadsheet is downloaded and you can open it in Excel. User Alerts Users are notified of patient records that do not have a postpartum visit date entered in the system or that are not validated 60 days after the delivery date. The user will receive another notice if the record is not updated with this information 90 days after the delivery date. The alert will appear in the upper left hand corner of the screen after logging into the system. Version: 1/6/2017 10:23 AM 19
To identify the specific records that need attention, search member records for your clinic or HMO that are in progress. When the results appear, the row in which member information is displayed will be highlighted in pink if the record is not validated by the 60 or 90 day time period and in gold if the postpartum visit date is not entered in the system by the 60 or 90 day time period. An example is displayed on the next page. Version: 1/6/2017 10:23 AM 20
Technical Assistance, Questions or Problems If you have any questions or problems, contact your local OB registry administrator or the individual assigned to the role of back-up Security Point of Contact. Examples include: To obtain initial access to the registry If you are having problems logging into the registry To unlock the system if you failed to log in after 3 attempts Any questions related to the patient s record or information If your local OB registry administrator or back-up Security Point of Contact is unable to assist you, contact the MetaStar help desk via email: ITHelpDesk@metastar.com Generally, you can expect a response within one business day. Version: 1/6/2017 10:23 AM 21