Core Options FUNdamentals Let there be light

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Core Options FUNdamentals Let there be light

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Data Dictionary. Algorithm Letter Assignments. Measure Definitions. General ... Recommended dataset: Medical Record Number, Account Number, Discharge Date, ... – PowerPoint PPT presentation

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Title: Core Options FUNdamentals Let there be light

1
Core Options FUNdamentalsLet there be light

Using Core Options to enhance and improve your
quality improvement goals

2
Agenda

Set-up
User Settings
Facility Settings
1400 import file
Help File
F1 Key
Measure Set Definitions
General Abstraction Guidelines
Algorithm Letter Assignments
Import Module
Abstract Module
Data Submitter
Reporting on Data Basics
Report Module
Basic Reports
Export Module
Basic Exports
Templates Available

3
Tips and Tricks

Press F1 at any time when you are in a module to
access that portion of the user manual
If you are at the main screen, go to HelpgtTopics
to open the help file
Wherever there is a sign there are chapters
below the topic
Whenever you are on a form with multiple tabs the
exit button is always on the FIRST tab
Access www.coreoptions.com for this general
information. The username is coreclient and the
password is cods2005
Submission Deadlines
New Reporter Training Demo
File Formats
Web Reporter
JCAHO Measure Set Definitions
Data Reporting Requirements

4
User Settings

User Settings
Always changing where your reports go to?
Change default report settings
ToolsgtOptions and SettingsgtUser Settings
Select the 2nd tab
Forgot your password
Facility assigned administrator needs to give you
a new password
You are the administrator ?
Call us and we can reset your password

5
Facility Settings

Selection of Measure Sets for a Facility
Add a measure set
Click on the New Measure Button
Choose the measure set (Heart Failure) then
system (CMS)
We ask that you enter in each measure set for
EACH system you are collecting for
Another example, is if you will be participating
in BCBS and CMS, you will have 2 entries for CHF
Enable or disable sampling
Select the 'Allow for Sampling for this measure
Size is decided in the abstractor module

6
Measure Settings

Enables the user to customize the order of the
questions in the Abstractor module
ToolsgtOptions and SettingsgtMeasure Settings
Select the performance measure set from the
drop-down menu
To change the order of the questions use the
mouse to highlight the appropriate question
To select consecutive questions, click the first
item, press and hold down SHIFT, and then click
the last item
Use the up and down arrow keys to move them
The question order is NOT user specific. If you
have multiple users, you will need to get
together as a group to decide on an order, or you
will overwrite each others preferences

7
Physician Settings

Physician settings area allows the user to enter
and maintain basic information on individual
physician into Core Options
The specialty codes represent only the more
common categories and may not match your
specialty codes exactly
You have two options to enter in physician names
and specialties
Option 1 Enter in the name and specialty
manually. Physicians ID numbers contained within
a patient data import file (eg. the 1400 file)
will be copied into the Physician Settings area
Option 2 Create a separate import file
(Physician Demographic File Format 500) and
import in the file
For further information on the physician import
file check out http//www.coreoptions.com/members
/File20Formats.htm
This is a client restricted area. The username
is coreclient and the password is cods2005

8
Import Module Import Process

Select the Import Module
Select Add Session
Select Import Type Facility
1400 File, Facility ID
Select Measure To Import
You Can Select All At Once Or One At A Time
Identify Date Format Type And Range
Specific Date Range (Jan 1, 2006 To Jan 7, 2006)
Monthly Date Range (Jan To Feb)
Select The Import File
Select Import The Data File Button
Import Summary
Apply Valid Records

9
Import Module Troubleshooting records

Do not capture excluded records
Will not capture excluded records
Will save space on network
Browse/Report Data Tab
Report vs. Browse
Report options places them into a formatted
report with limited fields (Measure Set, Name,
Dates of Service and DOB)
Browse options allows you to select which fields
you want to view on screen it does not allow
for printing
New Records Added During Import
Report Existing Records Not in Import
Allows for you to see what new records were added
from your last import for this time period
Helpful when doing concurrent abstraction

10
Help Screens

Data Dictionary
Algorithm Letter Assignments
Measure Definitions
General Abstraction Guidelines
Report Definitions
Medication Tables
ICD-9-CM Codes for Focus Areas
User Manual

11
Abstract Module Reports

Quick Reports
Upper Right Hand Corner of the Main Abstract
Window
Limits Reports to the Filtered Records Only
Algorithm letter assignment report
Basic summary reports
Error listings
QID Number
Core Options generated ID
Linked to each record and is provided in Excel
feedback reports

12
Algorithm Letter Assignments

You want to become familiar with these letter
assignments to assist you in quality improvement
Each record will be eligible for each indicator
independent of the other. For example, a CHF
record has 4 indicators and will have a chance to
be in each indicator.
(A) - Category A-Missing or Invalid Measure
Population Data
Record contains missing information and is
incomplete
(B) - Category B-Not in Measure Population
Record is excluded from the indicator and is not
included in rate calculations
An example would be a non-smoker is excluded from
PN-4, AMI-4 or CHF-4
(C) Category C-Missing or Invalid Numerator Data
Record is missing information that prevents it
from being assigned as either an E or D
(D) Category D-In Measure Population
For rate based measures this is a record that
failed the numerator
For continuous variable measures this is a record
that met the initial measure population and will
have a corresponding time value in minutes.
(E) Category E-In Numerator Population
For rate based measures this is a record that
meet the requirements for the numerator.
(Y) Category UTD Allowable Value Does Not Allow
Calculation of The Measure
For continuous variable measures Date, Time, or
Numeric data element with a value of 'UTD'

13
Quick Report

Run the rate measure summary quick report in the
Abstract Module to check for trends PRIOR to
submission to MHA
Allows for trending information at point of
abstraction
Provides abstractors the ability to look at
outliers most useful for continuous variable
measures

14
Continuous Variable vs. Rate

Continuous Variable Measures
PN-5, AMI-7 and AMI-8
Report the measurement value () for a clinical
process anywhere along a continuous scale
Measure Category Assignment always equal to D
Measure Category Assignment of B excludes the
record from the indicator
Rate Based Measures
All other indicators
Describe the frequency () with which a clinical
event has occurred in a given patient population
Measure Category Assignments are D and E
Numerator cases E
Cases that fail the numerator have a D
Rate is the number of E/(DE)

15
Rate Based Reports

PN-6 is a rate based measure
Measure Category Assignments are D and E
Numerator cases E
Cases that fail the numerator have a D
Rate is the number of E/(DE)
Example
Numerator is the number of records with a letter
assignment of E
Denominator is the number of records with a
letter assignment of D E
The difference between the two gives you the
number of records that failed to meet the
numerator or those with a letter assignment of D

16
Continuous Variable vs. Rate Based Example
Antibiotic Timing (PN-5)

PN-5 is a Continuous Variable Statement The
time, in minutes, from hospital arrival to
administration of first antibiotic for inpatients
with pneumonia.
PN5-A (Rate Based)
Initial antibiotic received within 8 hours of
hospital arrival
PN5-B (Rate Based)
Initial antibiotic received within 4 hours of
hospital arrival
PN5-C (Rate Based)
Initial antibiotic received within 6 hours of
hospital arrival

17
Continuous Variable Reports

PN-5 is a continuous based measure
Example
Total Cases Number of records with a D
Minimum/Maximum Record with the lowest/highest
time in minutes to initial antibiotic
Mean The average of all the total cases
Median Core Options sorts the total cases and
picks the number in the middle (in the Jan. 2005
example it is returning the middle value of 15th
and 16th record. In the Feb 2005 example it will
return the value of the 15th record.)
Std. Dev Standard Deviation is a statistical
calculation of the sum of the total cases minus
the mean of all the cases divided by the number
of cases -1

18
Using Core Options

Report Module
Run a JCAHO Summary Report each quarter
Build Control Charts for presentations
Run Individual Reports
Use multi-level report capability
Physician
Admit Source
Time to First Antibiotic Variables
Export Module
Identify Patient Level Trends
Customize Reports
Web Reporter
JCAHO Comparative Data

19
Report Module Basics

Provides Rates Only No Patient Identifiers
Summary Reports
One Page Summaries
Limited to One Level
Applying Filters
Use of Physician Specialties

20
Report Module

Summary Reports
Available for each measure set
Located at the bottom of the individual report
list
BC Summary
For Michigan Clients participating in the Blue
Cross and Blue Shield Incentive Program
CMS/JCAHO Summary
Will create a report that lists each indicator on
one spreadsheet

21
Advanced Reporting

Individual Reports
Multi-level reports
Attending Physician
Source of Admission
Filters
Admit Source Equal to 7-Emergency room and Time
to First Antibiotic greater than 241 and less
than 481
Series Reports
Create a batch of reports

22
Series Filter

Series Filter
Used best when running multiple reports in a
group, for example all PN reports, and you want
all the reports to have the same filter
For example, you want to run all PN reports for
just the emergency room
You could apply a report filter to EACH report in
the series looking at where Admission Source
equal to 7 OR
You could apply ONE series filter where
Admission Source equal to 7

23
Series Reports

Series Reports
You can select multiple reports to run to one
workbook
Each report will have its own page
Allows you to send one file to a workgroup or
physician
You can save the report to run as a series
Saves filters and report levels
Change the date and go

24
All reports by physician

Select the All HF Measures from the upper left
hand corner of the report module
Each measure set has its own group of reports so
you dont have to select each one individually
Click Run Selected Report
On the Report Settings Tab you need to set EACH
report in the series to a two level report with
the first level being Physician-Attending and
the second is defaulted to Time Period
Save the report series with a name and click the
Save as New Series button
Click on the Report Output tab and select to
Excel

25
What you get

Once saved all you have to do is select the
report series from the upper left hand corner.
Changes the dates and go

26
Example Saved Series

This is a saved report we named Right Antibiotic
within 4 hours
Within each report we will create and save the
following filter statements that can be used
later
Run the PN-5 and PN-6 reports with the following
filters
PN-5a and PN-5b
Where the PN-6a or PN-6b letter assignment is
equal to E
PN-6a and PN-6b
Where Time to First Antibiotic is less than 241

27
Step-by-Step Instructions

Open the Report Module
Select the following reports by double-clicking
on the report
PN-5a, PN-5b, PN-6a and PN-6b
Select Run Selected Report
Report Settings Tab
Provide a name for the report in the Series Name
dialog box in the upper left hand corner
Set Report Filters
Each report needs its own filter
Select each report in the Report Settings Tab
Report Filter for PN6 Reports Time to First
Antibiotic (Cont Var.) Less Than 241
Report Filter for PN5 Reports PN-6a Letter
Assignment (Pntrnicu) Equal to E OR PN-6b Letter
Assignment (Pnicu) Equal to E

28
Checking outliers

After submission to MHA and hopefully prior to
the submission deadline for that quarter run the
following export to Excel
Pneumonia
Recommended dataset Medical Record Number,
Account Number, Discharge Date, Physician
Attending, Time to First Antibiotic (Cont Var),
Antibiotics, Arrival Date, Arrival Time, PN-6A
and PN-6B letter assignments
Filter Statement for the value of PN-5 Letter
Assignment (Pnantib) equal to D and Time to First
Antibiotic (Cont Var) greater than 241and PN-6A
or PN-6B equal to D

29
Step-by-Step Instructions

Open the Export Module
Select Pneumonia
Set time frame
Select fields to export
Recommended data set Medical Record Number,
Account Number, Discharge Date, Physician
Attending, Time to First Antibiotic (Cont Var),
Antibiotics, Arrival Date, Arrival Time, PN-6A
and PN-6B letter assignments
Items on the left are fields that are relevant to
the pneumonia measure set
To select the fields move them to the right
You can save this field list for future use by
clicking on the Save as Field List and giving it
a name
Create a report filter
You can save this filter statement for future use
by clicking on the Save as Filter and giving it a
name
Select order
Create export
DBF Browse is just a really technical way to see
to the screen

30
You have got to be kidding

Your filter statement should look like this
By default items are grouped with an And
statement. To add an Or variable, click in the
Or column.
You can add parentheses by double clicking in the
second column

31
Data Submitter

Select Time Frame
Select Measure Set
Add to Packet
Repeat till all measure sets have been added
Encrypt and Compress Data
Click on the link to go to the Data Submission
Web Site
Using your keyboard select the CTRL-V keys
together to paste the file location into the
white dialog box
Click on the Upload Data Button
Click on the Please wait Button

32
Submission Feedback Reports

Will receive the feedback reports within 24-48
hours
Delays may occur the closer to the deadline
Consist of 3 tabs
First tab is a summary tab
Second tab is a letter assignment tab
Third tab will contain any edits that remain that
you need to review
Feedback reports do not contain any patient
identifiers.
Type or paste the QID number into the Find button
in the main abstract module after selecting the
right measure and time frame

33
CHF-1 Template Instructions

We have developed a template for those records
that have failed the CHF-1 indicator. To perform
the export needed for the template you need to
Select Heart Failure
Chose your fields Recommended dataset - Medical
Record Number, Account Number, Discharge Date,
Physician Attending, All Discharge Instructions
Question Answers
Filter Statement for the value of HF-1 Letter
Assignment (Hfdischins) equal to D
Copy your export into our template and then sort
the resulting summary

34
Differences between Core Options Reporter and
Web Reporter

Core Options Reporter
Real time data reporting
Ability to produce complex multi-level reports
Filtering capability enhanced by the ability to
save queries for future use in the exporter
Summary reports for JCAHO/CMS measure sets
Web Reporter
Core Options Web Reporter can be accessed from
the Help menu
HelpgtCore Options on the Web
Comparison data from JCAHO and Core Options
released quarterly
Limited filters available only in trending and
Core Options comparative reports
Reports are limited to indicators

35
Web Report Types

JCAHO Comparative Data
Individual reports only
Comparative data received directly from JCAHO
Core Options Comparative Data
Both individual and summary reports
Only data from Core Options Clients
Trending Data
Your own data
Limited filtering capability
Recommend limited use

36
Measure Builder

The intent of the Measure Builder Module is to
Provide a means to gather data and information to
develop a custom measure.
Generate reports on the data for supporting
continuous quality improvement activities.

37
Measure Builder Overview