ACS BSCN Data Registry Platformweb2.facs.org/download/Scholl.pdfIntroduction to the NSQIP Clinical...

ACS BSCN Data Registry Platform

July 23, 2012

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ACS BSCN Data Registry Platform

• July 2012 Workstation Updates• CMS Definition Format• Introduction to the Clinical FAQ Database• Q&A Panel Discussion

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July 2012 Workstation Updates

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• 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


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July 2012 Workstation UpdatesLock Date Calculator Updates

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Lock date calculator link can be found on the Data Main Page of the Data Portal

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• 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

Lock Date Calculator Updates – Operation Date Tab

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Assessment Period

Data Entry PeriodLock Date

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 30‐120 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.

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July 2012 Workstation UpdatesLock Date Calculator Updates – Lock Date Tab

Enter Lock Date Here


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)

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Patient Grid UpdatesJuly 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

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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

Patient Grid Help


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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)


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Patient Grid – Searching for forms that are due for follow‐up, 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 onlybring up forms that have not yet been “created” (or “pending”)


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This search option will display results based on the date that the surgical procedure was performed

July 2012 Workstation UpdatesPatient Grid ‐ Search By Operation Date

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Patient Grid ‐ Search By Operation Date

Blue checks will indicate an exact match for that operation date search period


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Patient Grid‐Search by Form Creation Date

This option should not be used when looking at forms “Due for Long Term Follow‐up” 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


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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


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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


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Patient Grid – Assessment Period Begin DateCannot 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


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Patient Grid ‐ Legend

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


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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


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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


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July 2012 Workstation UpdatesACS BSCN Main PageAdditional 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.

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CMS Definitions Format

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• CMS Definitions Format• Emergency Case• Steroid/Immunosuppressant Use for a Chronic Condition

• Intraoperative OR Postoperative Unplanned Intubation

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• 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

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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

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CMS Definitions FormatBSCN Example #1 – Emergency Case

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CMS Definitions FormatNSQIP Example #2 – Steroid/Immunosuppressant Use for Chronic Condition

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CMS Definitions FormatNSQIP Example #3 – Intraoperative OR Postoperative Unplanned Intubation

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Introduction to the Clinical FAQ Database

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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…

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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

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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

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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)

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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 right 37


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 found in 38

Questions

Clinical support questions: [email protected]

Technical Support questions: [email protected]

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ACS BSCN Data Registry Platformweb2.facs.org/download/Scholl.pdfIntroduction to the NSQIP Clinical...

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