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Announcements

NYSDOH Sepsis Care Improvement Initiative Coding Collaborative Meeting Cancelled and Q4 Data Submission Reminder – 01/03/2024


Dear Colleague,


The New York State Sepsis Care Improvement Initiative is writing to share two Announcements:


January Coding Collaborative Meeting Cancelled:


The New York State Department of Health and IPRO Coding Collaborative Meeting on Wednesday, January 3, 2024 is cancelled.


Please save the date for the next Coding Collaborative Meeting on Wednesday, February 7, 2024 at 9 am. This meeting will include an overview of Data Dictionary changes that will become effective for discharges beginning on January 1, 2024.


Q4 Data Submission Reminder:

The New York State Sepsis Care Improvement Initiative reminds all hospitals that the NYS Sepsis Data Collection Portal is open from January 2, 2024 – February 15, 2024 for submission of adult and pediatric data for Q4 of 2023 (discharge dates 10/01/2023 – 12/31/2023).  Please be sure to submit your data before the February 15, 2024 deadline.


Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 12/29/2023

NYS Sepsis Care Improvement Initiative -Adult and Pediatric Data Quality and Quarterly Report Data Refresh – 12/19/23

Dear Colleague,

The New York State Sepsis Care Improvement Initiative is happy to announce the release of refreshed versions of the Adult and Pediatric Quarterly and Data Quality reports on Tableau Webserver. The refreshed reports include 2023 data for Reporting Period 3 (07/01/2023 – 09/30/2023) and any corrections made to the data prior to November 16, 2023.

Portal users can access the updated versions of the Data Quality and Quarterly Reports on Tableau Server at https://tableau.ipro.org using the login credentials previously sent via email to the Primary Portal User at each hospital.

Instructions for navigating the reports can be found in the Tableau User Guide at this link.

If you have any questions, please contact us by submitting a Helpdesk ticket.

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 12/19/2023

NYSDOH Sepsis Care Improvement Initiative Coding Collaborative Meeting– 12/06/2023

 

Dear Colleague,


Please join the New York State Department of Health (NYSDOH) and IPRO on Wednesday, December 6th  from 9:00 – 10:00am for the monthly NYSDOH Sepsis-COVID Data Coding Collaborative Call. Please share the agenda and invitation with others at your hospital as appropriate.


Agenda:


  • ICD-10-CM Code Discussion
    • ICD-10-CM Reporting Source
    • Non-billable ICD-10-CM Codes
  • COVID-19 Updates for 2024
  • CSV File Updates for 2024
  • Recent Data Dictionary Update and Reporting Reminders


Please use the following link to join us on 12/6/2023:


Monthly NYSDOH Sepsis-COVID Data Coding Collaborative - New Invite starting June

Hosted by Sepsis @ IPRO

https://ipro.webex.com/ipro/j.php?MTID=m56863b072624e044297b34477e758073


Wednesday, December 6, 2023 9:00 am | 1 hour | (UTC-05:00) Eastern Time (US & Canada)


Meeting number: 161 027 1232

Password: diRmsYx8g65


Join by phone

+1-855-797-9485 US Toll free

+1-415-655-0002 US Toll

Access code: 161 027 1232

 

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 12/04/2023

NYSDOH Sepsis Care Improvement Initiative – Reminder of Data Submission Deadline - 11/16/2023

Dear Colleague,

Quarter 3 Data Submission Reminder:

The New York State Sepsis Care Improvement Initiative is sharing a reminder with all hospitals that the NYS Sepsis Data Collection Portal is open from October 2 – November 16 for submission of adult and pediatric data for Q3 of 2023 (discharge dates 07/01/2023 – 09/30/2023). 

Please be sure to submit all adult and pediatric data or attest to zero cases in the NYS Sepsis Data Collection Portal by the November 16, 2023 deadline.

If you have any questions, please submit a helpdesk ticket at https://ny.sepsis.ipro.org/support.

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 11/14/2023

Adult and Pediatric Sepsis and COVID-19 Data Dictionary, D4.0.1 and D3.0.1, Respectively – Minor Revision – ICD-10-CM Code and CSV File Updates

 

Dear Colleague,

The New York State Department of Health (NYSDOH) is releasing minor revisions to the Adult and Pediatric Sepsis and COVID-19 Data Dictionaries, D4.0.1 and D3.0.1, respectively.


The minor revisions are effective for discharges from 10/01/2023 – 12/31/2023.


Please review the Change Log available at the beginning of each Data Dictionary for an overview of all changes.


ICD-10-CM and ICD-10-PCS Code and CSV File Updates:


For the Adult and the Pediatric Sepsis and COVID-19 Data Dictionaries, ICD-10-CM and ICD-10-PCS codes have been updated to align with the ICD-10-CM and ICD-10-PCS FY 2023 October 1 release (effective 10/01/2023).


ICD-10-CM codes have been updated for the following variables in the Adult and Pediatric Data Dictionaries and associated CSV files: Acute Cardiovascular Conditions (POA), History of Other Cardiovascular Disease, Hypertension, and Drug Resistant Pathogen.


ICD-10-CM codes for Sickle Cell Disease have been updated in only Pediatric Data Dictionary 3.0.1 and the associated CSV file.


ICD-10-PCS codes have been updated for the Mechanical Ventilation Treatment variable in the Adult and Pediatric Data Dictionaries and associated CSV files.


Please refer to the Adult D4.0.1 and the Pediatric D3.0.1 Summary Change CSV files for a complete list of ICD-10-CM and ICD-10-PCS code updates.


Please download the updated data dictionaries, associated CSV files, and Summary Change CSV files at the following link: https://ny.sepsis.ipro.org/data_dictionary.


If you have any questions, please submit a helpdesk ticket at https://ny.sepsis.ipro.org/support.


Thank you,


The NYSDOH Clinical Sepsis Team

Posted on: 11/09/2023

NYSDOH Sepsis Care Improvement Initiative – Coding Collaborative Call – 11/01/2023

Dear Colleague,

Please join the November Coding Collaborative call on Wednesday, November 1 at 9 am.

11/1/2023 Coding Collaborative Meeting:

Agenda:

ICD-10 Coding Spreadsheets

  • Continued discussion of possible enhancements to existing CSV files to reduce coding efforts and improve processes

Data Dictionary

  • ICD-10-CM and ICD-10-PCS Code Update, effective 10/1/2023

Data Submission Reminder

Sepsis Protocol Review Survey Update

Please use the following link to join us on 11/1/2023:

Monthly NYSDOH Sepsis-COVID Data Coding Collaborative - New Invite starting June

Hosted by Sepsis @ IPRO

https://ipro.webex.com/ipro/j.php?MTID=m56863b072624e044297b34477e758073

Wednesday, Nov 1, 2023 9:00 am | 1 hour | (UTC-05:00) Eastern Time (US & Canada)

Meeting number: 161 027 1232

Password: diRmsYx8g65


Join by phone

+1-855-797-9485 US Toll free

+1-415-655-0002 US Toll

Access code: 161 027 1232


Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 10/31/2023

NYSDOH Sepsis Care Improvement Initiative – Coding Collaborative Call, Tableau Downtime, and Data Submission Reminders – 10/02/2023

Dear Colleague,

The New York State Sepsis Care Improvement Initiative is writing to share three Announcements:

Q3 Data Submission Reminder:

The New York State Sepsis Care Improvement Initiative reminds all hospitals that the NYS Sepsis Data Collection Portal is open from October 2 – November 16 for submission of adult and pediatric data for Q3 of 2023 (discharge dates 07/01/2023 – 09/30/2023).  Please be sure to submit your data before the November 16, 2023 deadline.

Tableau Reports – Scheduled Downtime:

The IPRO Tableau Server will be undergoing scheduled maintenance on Thursday, October 5th, 2023 from 5pm to 10pm. Users will not be able to access their Tableau reports while this maintenance is performed. Users will regain access to reports after 10pm on Thursday, October 5th, 2023.

10/4/2023 Coding Collaborative Meeting:

The New York State Sepsis Care Improvement Initiative invites all hospitals to participate in the October Coding Collaborative Call at 9am on October 4th.

Agenda:

ICD-10 Coding Spreadsheets

  • Continued discussion of possible enhancements to existing CSV files to reduce coding efforts and improve processes

Data Dictionary

  • ICD-10-CM and ICD-10-PCS Code Update, effective 10/1/2023

Sepsis Protocol Review Survey Reminder

Tableau Report Refresh

Please use the following link to join us on 10/4/2023:

Monthly NYSDOH Sepsis-COVID Data Coding Collaborative - New Invite starting June

Hosted by Sepsis @ IPRO

https://ipro.webex.com/ipro/j.php?MTID=m56863b072624e044297b34477e758073

Wednesday, Oct 4, 2023 9:00 am | 1 hour | (UTC-05:00) Eastern Time (US & Canada)

Meeting number: 161 027 1232

Password: diRmsYx8g65


Join by phone

+1-855-797-9485 US Toll free

+1-415-655-0002 US Toll

Access code: 161 027 1232


Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 10/02/2023

NYS Sepsis Improvement Initiative – Protocol Survey and Coding Collaborative Follow-Up Request – 9/12/2023


Dear Colleague,

Thank you for your attendance at two recent webinars.  Recordings of both are now available on the IPRO website. 

Protocol Review Survey:

A recording of the NYS Sepsis Protocol Review Survey Technical Assistance Webinar and Sepsis Protocol Review Survey FAQs document are now available on the IPRO website: https://ny.sepsis.ipro.org/education 

Coding Collaborative Follow-Up Request:

A recording of the 9/6/2023 Coding Collaborative is also available. The 9/6/2023 Coding Collaborative Call included a discussion on potential updates to the CSV Files that accompany the Data Dictionaries.  The Department would like to hear feedback from hospitals regarding the current format of the CSV files and potential enhancements.

Please share this short survey with others at your hospital as appropriate, specifically staff responsible for programming and implementing updates to the CSV files provided along with Data Dictionary updates: https://www.surveymonkey.com/r/2TTPYVD

Please respond by close of business on September 22.

Please email Sepsis.Clinical.Data@health.ny.gov if you have any questions.

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 09/12/2023

NYSDOH Sepsis Care Improvement Initiative Coding Collaborative Meeting– 09/06/2023


Dear Colleague,

Please join the New York State Department of Health (NYSDOH) and IPRO on Wednesday, September 6th  from 9:00 – 10:00am for the monthly NYSDOH Sepsis-COVID Data Coding Collaborative Call. Please share the agenda and invitation with others at your hospital as appropriate, specifically staff responsible for programming and implementing updates to the CSV files provided along with Data Dictionary updates.

Agenda:

       ICD-10 Coding Spreadsheets

      Discussion of possible enhancements to existing CSV files to reduce coding efforts and improve processes

       Data Dictionary –

      ICD-10-CM and ICD-1-0 PCS Code Update, effective 10/1/2023

       Sepsis Protocol Review Survey Reminder

 

Please use the following link to join us on 9/6/2023:

Monthly NYSDOH Sepsis-COVID Data Coding Collaborative - New Invite starting June

Hosted by Sepsis @ IPRO

 

https://ipro.webex.com/ipro/j.php?MTID=m56863b072624e044297b34477e758073

 

Wednesday, Sept 6, 2023 9:00 am | 1 hour | (UTC-05:00) Eastern Time (US & Canada)

 

Meeting number: 161 027 1232

Password: diRmsYx8g65

 

Join by phone

+1-855-797-9485 US Toll free

+1-415-655-0002 US Toll

 

Access code: 161 027 1232

 

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 09/01/2023

NYS Sepsis Protocol Review Survey Training Recording and Slides Available - 8/17/2023


Dear Colleague,

 

A recording of the NYS Sepsis Protocol Review Survey Training Webinar and a copy of the slides are now available on the IPRO website: https://ny.sepsis.ipro.org/education

 

Please join us for an optional Technical Assistance Webinar on Monday 8/28/2023 at 1 pm.  This webinar will cover questions related to technical difficulties, completing the CEO/CMO Attestation, and/or any additional questions about completing the NYS Sepsis Protocol Review Survey.

 

Information to join on 8/28/2023:

https://meetny.webex.com/meetny/j.php?MTID=m0c75ca565e52d7ab0e0089ca3a46d9b5

 

Monday, August 28, 2023 1:00 PM | 1 hour | (UTC-04:00) Eastern Time (US & Canada)

Meeting number: 161 955 4341

Password: 43uJkmfEMG2

 

Join by video system

Dial 1619554341@meetny.webex.com

You can also dial 173.243.2.68 and enter your meeting number.

 

Join by phone

+1-518-549-0500 US (English Menu)

+1-518-549-0059 US (Menú en Español)

 

Access code: 161 955 4341

 

Please email Sepsis.Clinical.Data@health.ny.gov if you have any questions.

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 08/17/2023

NYSDOH Sepsis Care Improvement Initiative - NYS Sepsis Protocol Survey Training Webinar - 08/14/2023


Dear Colleague,

 

Please remember to join the New York State (NYS) Sepsis Care Improvement Initiative for the NYS Sepsis Protocol Survey Training Webinar on Monday, August 14, 2023 at 1:00 PM. At least one representative from each hospital facility should attend the Training Webinar.

 

All portal users should have received an invitation to the webinar. The webinar link to join will be provided, today Thursday, August 10, 2023.

 

Please email Sepsis.Clinical.Data@health.ny.gov if you have any questions.

 

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 08/10/2023

NYSDOH Sepsis Care Improvement Initiative - Data Collection Portal User Account Reactivation - 08/02/2023


Dear Colleague,

 

Several users have reported that their Sepsis Data Collection Portal Account was mistakenly suspended despite the user logging into the NYS Sepsis Data Collection Portal within the past 120 days. Please follow the instructions below if your Sepsis Portal Account has been suspended and needs to be reactivated. 

 

To reactivate a Primary User's account, Primary Users must Create a Helpdesk Ticket that includes a request to reactivate the inactive Primary User's account. The hospital's chief security or privacy officer must be copied on the request. Please note that tickets requesting the reactivation of Primary User accounts without the hospital's chief security or privacy officer copied on the request will be rejected.

 

To reactivate a Secondary User’s account, the hospital’s Primary User must log into the Portal, click ‘Users’ in the navigation bar, find the user whose account has been suspended, and click the checkbox icon on the right side of the User Accounts table (pictured). This will automatically send an email to the suspended user’s registered email address that includes a link for the secondary user to reactivate their account.

 


 

For more information regarding account reactivation, please refer to pages 8 and 9 of the User Access Guide.

 

If you have any questions, please Create a Helpdesk Ticket.

 

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 08/03/2023

NYSDOH Sepsis Care Improvement Initiative Coding Collaborative Meeting Cancelled – 08/02/2023


Dear Colleague,

 

The New York State Department of Health and IPRO Coding Collaborative Meeting on Wednesday, August 2, 2023 is cancelled.


Please save the date for the next Coding Collaborative Meeting on Wednesday, September 6, 2023 at 9 am.


Please also be sure that at least one representative from your hospital facility attends the Sepsis Protocol Training Webinar on August 14, 2023 at 1 pm.

 

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 07/31/2023

NYSDOH Sepsis Care Improvement Initiative Coding Collaborative Meeting Cancelled – 08/02/2023


Dear Colleague,

 

The New York State Department of Health and IPRO Coding Collaborative Meeting on Wednesday, August 2, 2023 is cancelled.

 

Please save the date for the next Coding Collaborative Meeting on Wednesday, September 6, 2023 at 9 am.

 

Please also be sure that at least one representative from your hospital facility attends the Sepsis Protocol Training Webinar on August 14, 2023 at 1 pm.

 

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 07/31/2023

NYSDOH Sepsis Care Improvement Initiative Coding Collaborative Meeting Cancelled - 08/02/2023

Dear Colleague,


The New York State Department of Health and IPRO Coding Collaborative Meeting on Wednesday, August 2, 2023 is cancelled.


Please save the date for the next Coding Collaborative Meeting on Wednesday, September 6, 2023 at 9 am.


Please also be sure that at least one representative from your hospital facility attends the Sepsis Protocol Training Webinar on August 14, 2023 at 1 pm.


Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 07/31/2023

NYSDOH Sepsis Care Improvement Initiative - Framework Upgrade and Scheduled Portal Downtime - 07/27/2023

Dear Colleague,

IPRO will be releasing a major framework upgrade to the Sepsis data submission portal on Thursday, July 27, 2023. While these upgrades are being implemented, users will not be able to access the portal from 9am to 5pm. Users will regain access to the portal after 5pm.

Thank you,

The NYSDOH Clinical Sepsis Team


Posted on: 07/25/2023

NYSDOH Sepsis Care Improvement Initiative - Framework Upgrade and Scheduled Portal Downtime - 07/27/2023

Dear Colleague,

IPRO will be releasing a major framework upgrade to the Sepsis data submission portal on Thursday, July 27, 2023. While these upgrades are being implemented, users will not be able to access the portal from 9am to 5pm. Users will regain access to the portal after 5pm.

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 07/25/2023

test announcement

Posted on: 07/21/2023

NYS Sepsis Care Improvement Initiative -Adult and Pediatric Data Quality and Quarterly Report Data Refresh and Update

Dear Colleague,

The New York State Sepsis Care Improvement Initiative is happy to announce the release of refreshed versions of the Adult and Pediatric Quarterly and Data Quality reports on Tableau Webserver. The refreshed reports include 2023 data for Performance Period 1 (01/01/2023 - 03/31/2023) and any corrections made to the data prior to May 23, 2023.


Portal users can access the updated versions of the Data Quality and Quarterly Reports on Tableau Server at https://tableau.ipro.org using the login credentials previously sent via email to the Primary Portal User at each hospital.


The refreshed reports also contain updates to the layout and functionality of the previous versions of the reports based on feedback from hospitals. For example, the Data Quality report now contains a new “Exclusions” tab, listing all reported cases that do not meet inclusion criteria based on the submitted ICD-10 codes for each case.


An updated version of the Tableau User Guide that reflects and highlights these updates can be found at this link, and will be posted to the Education and Training Materials page of the Sepsis Portal soon.


If you have any questions, please contact us by submitting a Helpdesk ticket.

Thank you,
The NYSDOH Clinical Sepsis Team

Posted on: 07/07/2023

NYSDOH Sepsis-COVID Data Coding Collaborative Meeting Cancelled - 07/05/2023


Dear Colleague,

The monthly Sepsis Coding Collaborative Meeting on Wednesday, July 5, 2023 is cancelled.

Please join us on Wednesday, August 2, 2023 at 9 AM for the next Sepsis Coding Collaborative meeting. A reminder announcement will be shared in advance of the meeting.

Thank you,
The NYSDOH Clinical Sepsis Team

Posted on: 06/28/2023

NYS Sepsis Data Collection Portal Secondary User Permissions Update


Dear Colleague,

 

The New York State Sepsis Care Improvement Initiative is announcing updates to the user permissions functionality on the sepsis portal, effective immediately.

 

All confirmed Primary Users will retain existing permissions. This includes the ability to submit cases, attest to zero cases, request deletions, and view reports on the portal for their designated hospital group.

 

Existing permissions for some Secondary Users are changing:

 

  • Secondary users at hospital groups with more than one facility must manually be granted permissions by their hospital group’s Primary User. This process must be completed for all secondary users whose facility is part of a multi-facility hospital group, including secondary users who have previously submitted cases or deletion requests using the portal.
  • Secondary Users at facilities which are part of a hospital group containing only one facility will retain access to the same portal functionality by default.

For more information about hospital groups and detailed instructions on how Primary Users can grant Secondary Users permissions for their hospital groups, please see the ‘User Permissions’ section of the updated User Access Guide. The updated User Access Guide will be also be made available on the Education and Training Materials next Tuesday. For a walkthrough of the instructions outlined in the User Access Guide, please attend the next Coding Collaborative Webinar on Wednesday June 7th at 9 AM. The dial-in information can be found below.

Monthly NYSDOH Sepsis Care Improvement Initiative Coding Collaborative - New Invite starting June Hosted by Sepsis @ IPRO

https://ipro.webex.com/ipro/j.php?MTID=m56863b072624e044297b34477e758073

Wednesday, Feb 1, 2023 9:00 am | 1 hour | (UTC-05:00) Eastern Time (US & Canada)

Occurs the first Wednesday of every month effective 6/2/2021 from 9:00 AM to 10:00 AM, (UTC-05:00) Eastern Time (US & Canada)

Meeting number: 161 027 1232

Password: diRmsYx8g65

Join by phone

+1-855-797-9485 US Toll free

+1-415-655-0002 US Toll

Access code: 161 027 1232

If you have any questions, please submit a helpdesk ticket at https://ny.sepsis.ipro.org/support.

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 06/01/2023
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NYSDOH Sepsis Care Improvement Initiative Coding Collaborative Meeting – 05/03/2023

Dear Colleague,

Please join the New York State Department of Health (NYSDOH) and IPRO on Wednesday, May 3, 2023, from 9:00 – 10:00am for the monthly NYSDOH Sepsis Care Improvement Initiative Coding Collaborative meeting. The meeting will include a detailed walkthrough of the Data Quality Reports.

The full agenda for the meeting is as follows:

       Data Submission Reminder

       Data Completeness

      Mandatory Data Elements

       Importance of Severity Variables for Risk Adjusted Mortality Calculation

       Missingness in 2021 Severe Sepsis/Septic Shock Adult Cases

       Data Quality Report Walkthrough

Please use the following link to join us on Wednesday:

Monthly NYSDOH Sepsis Care Improvement Initiative Coding Collaborative - New Invite starting June Hosted by Sepsis @ IPRO

https://ipro.webex.com/ipro/j.php?MTID=m56863b072624e044297b34477e758073

Wednesday, Feb 1, 2023 9:00 am | 1 hour | (UTC-05:00) Eastern Time (US & Canada)

Occurs the first Wednesday of every month effective 6/2/2021 from 9:00 AM to 10:00 AM, (UTC-05:00) Eastern Time (US & Canada)

Meeting number: 161 027 1232

Password: diRmsYx8g65

Join by phone

+1-855-797-9485 US Toll free

+1-415-655-0002 US Toll

Access code: 161 027 1232

 

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 05/01/2023

Announcement Test

Dear Colleague,

This is a test

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 04/11/2023

Adult and Pediatric Sepsis and COVID-19 Data Dictionary, D3.0.2 and D2.0.2, respectively – Minor Revision – ICD-10-CM Code and CSV File Updates

Dear Colleague,

The New York State Department of Health (NYSDOH) is pleased to share the below announcements regarding the release of CSV files for the Adult (D4.0) and Pediatric (D3.0) Sepsis and COVID-19 Data Dictionaries, an extension of the Q1 2023 data submission deadline and a notice related to portal maintenance.

Adult (D4.0) and Pediatric (D3.0) Sepsis and COVID-19 Data Dictionary CSV Files

  • The NYSDOH has released the CSV files for major revisions to the Adult and Pediatric Sepsis and COVID-19 Data Dictionaries, D4.0 and D3.0, respectively. The major revisions are effective for discharges from 01/01/2023 – 03/31/2023 (Q1 2023).
  • Please refer to the Adult D4.0 and the Pediatric D3.0 Summary of Changes CSV files for a complete list of updates to ICD-10 CM and NDC codes.
  • Please download the updated data dictionaries and CSV files at the following link: https://ny.sepsis.ipro.org/data_dictionary

Data Submission Deadline Extension

  • The submission deadline for Q1 2023 will be extended from Thursday, May 16, 2023 to Thursday, May 23, 2023 to ensure hospitals have enough time to submit data.

Sepsis Portal Maintenance – 2/23/2023

  • The sepsis portal will be undergoing scheduled maintenance on Thursday, February 23, 2023. During this time, users will not be able to access this website. Users will regain access to the sepsis portal on Friday, February 24, 2023.

If you have any questions, please submit a helpdesk ticket at https://ny.sepsis.ipro.org/support.

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 04/11/2023

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Posted on: 04/10/2023

Test 1

Posted on: 04/10/2023

Adult and Pediatric Sepsis and COVID-19 Data Dictionary, D3.0.2 and D2.0.2, respectively – Minor Revision – ICD-10-CM Code and CSV File Updates

Dear Colleague,



The New York State Department of Health (NYSDOH) is releasing minor revisions to the Adult and Pediatric Sepsis and COVID-19 Data Dictionaries, D3.0.2 and D2.0.2, respectively.

The minor revisions are effective for discharges from 10/01/2022 – 12/31/2022.

ICD-10-CM Code and CSV File Updates:

For the Adult and the Pediatric Sepsis and COVID-19 Data Dictionaries, ICD-10-CM codes have been updated to align with the ICD-10-CM FY 2023 October 1 release (effective 10/01/2022).

ICD-10-CM codes have been updated for the following variables in the Adult and Pediatric Data Dictionaries and associated CSV files: Chronic Liver Disease, Coagulopathy, History of Other Cardiovascular Disease, Immunocompromising, Lymphoma Leukemia Multiple Myeloma, and Suspected Source of Infection.

ICD-10-CM codes for Dementia have been updated in only Adult Data Dictionary 3.0.2 and the associated CSV file.


NYSDOH has also revised all CSV files to include two new columns “ADD” and “REVISE.” These two columns have been added to all CSV files to indicate which ICD-10 codes have been added or revised from the previous release of the Data Dictionary. This change applies to all CSV files for both adult and pediatric reporting.

Please refer to the Adult D3.0.2 and the Pediatric D2.0.2 Summary Change CSV files for a complete list of ICD-10-CM code updates.




Please download the updated data dictionaries, associated CSV files, and Summary Change CSV files at the following link: https://ny.sepsis.ipro.org/data_dictionary.



If you have any questions, please submit a helpdesk ticket at https://ny.sepsis.ipro.org/support.


Thank you,


The NYSDOH Clinical Sepsis Team

Posted on: 11/10/2022

NYSDOH Sepsis-COVID Pediatric Data Quarterly Reports Release – 09/29/2022

Dear Colleague,

The New York State Department of Health (NYSDOH) is pleased to announce the release of Pediatric Quarterly Reports for the New York State Sepsis Care Improvement Initiative.

The Pediatric Quarterly Report, which is in the same format as the Adult Quarterly Report released earlier this year, covers discharges from December 1, 2020 through December 31, 2021. The reports will contain 2021 data submitted by August 8, 2022.

The report is currently available on Tableau Webserver, Tableau’s online platform.

Accessing the Quarterly Reports:
Hospitals have been issued an institutional Tableau Webserver account to access the reports. Portal users can access the Data Quality and Quarterly Reports on Tableau Server at https://tableau.ipro.org using the login credentials previously sent via email to the Primary Portal User at each hospital.

If you have any questions, please submit a helpdesk ticket at https://ny.sepsis.ipro.org/support.

Thank you,
The NYSDOH Clinical Sepsis Team

Posted on: 10/04/2022

NYSDOH Sepsis-COVID Pediatric Data Quality Reports Release – 09/06/2022

Dear Colleague,

The New York State Department of Health (NYSDOH) is pleased to announce the release of Pediatric Data Quality Reports for the New York State Sepsis Care Improvement Initiative. Pediatric Quarterly Reports will be released shortly.

The Pediatric Data Quality Report, which is in the same format as the Adult Data Quality Report released earlier this year, covers discharges from December 1, 2020 through December 31, 2021. The report will be published on Tableau Webserver, Tableau’s online platform, on September 6, 2022.

Purpose of Data Quality Reports:

• Provide actionable information to hospitals to identify and address data quality issues
• Allow hospitals to review, validate issues, and correct or supplement data as necessary
• Ensure data quality for hospital-level risk adjustment and the NYSDOH Public Report

Timeline for Correcting Data as Necessary:

1. First Data Correction Deadline: September 28, 2022

Between the report launch on September 6, 2022 and close of business on September 28, 2022 hospitals may make corrections to their 2021 Pediatric data.

2. First Data Refresh: October 19, 2022

The first data refresh will be posted by IPRO on October 19, 2022. This refresh provides an opportunity for hospitals to review the corrected data and identify further corrections that are needed. Any data corrections made by close of business on September 28, 2022 will be included in this refresh.

3. Final Correction Deadline: November 2, 2022

Between October 19, 2022 and close of business on November 2, 2022 hospitals may make final corrections to 2021 Pediatric data. After this deadline, the data will be used for the annual public report and no further corrections to data from Calendar Year 2021 Pediatric data will be permitted

As outlined above, hospitals have two opportunities to correct their 2021 Pediatric data and can get started with initial corrections immediately upon release of Data Quality Reports. Please visit the recorded webinar on how to interpret the Data Quality Reports and what action(s) to take if you need more information: https://ipro.webex.com/recordingservice/sites/ipro/recording/f8993724c3d8103aa70b00505681e464/playback

Accessing the Data Quality Reports:Hospitals have been issued an institutional Tableau Webserver account to access the reports. Portal users can access the Data Quality and Quarterly Reports on Tableau Server at https://tableau.ipro.org using the login credentials previously sent via email to the Primary Portal User at each hospital. If you have any questions, please submit a helpdesk ticket at https://ny.sepsis.ipro.org/support.

Thank you,
The NYSDOH Clinical Sepsis Team

Posted on: 09/02/2022

NYSDOH Sepsis-COVID Data Coding Collaborative Meeting Cancelled – 09/07/2022

Dear Colleague,

The Sepsis Coding Collaborative Meeting on Wednesday, September 7, 2022 is cancelled. Please join us at 9am on Wednesday, October 5, 2022 for the next Sepsis Coding Collaborative meeting. A reminder announcement will be shared in advance of the meeting.

Thank you,
The NYSDOH Clinical Sepsis Team

Posted on: 09/01/2022

NYSDOH Sepsis-COVID Adult Quarterly and Data Quality Report Refresh

Dear Colleague,

The New York State Sepsis Care Improvement Initiative refreshed the data within the associated Adult Data Quality and Quarterly Reports on June 6, 2022. This was done to ensure that the reports reflect all cases submitted by hospitals, particularly those that were submitted after the data submission deadlines. The refreshed reports include any corrections made to the data prior to June 6, 2022.  

All hospitals should review the current refreshed Data Quality Reports and make any necessary corrections by close of business on Thursday, July 7, 2022. If you have already reviewed the Quarterly and Data Quality Reports and are satisfied with the accuracy of the data reflected, you do not need to do anything further at this time.  

One further data refresh will be completed on Friday, July 22, 2022. This will provide an additional opportunity for hospitals to review the corrected data and identify further corrections that are needed.  Any data corrections made by close of business on Thursday, July 7, 2022 with be included in this refresh.

Between July 22, 2022 and close of business on Monday, August 8, 2022, hospitals may make final corrections to the data. After this deadline, the data will be used to determine risk-adjusted mortality rates for the annual public report and no further corrections to data from Calendar Year 2021 will be permitted.

Please visit the recorded webinar on how to interpret the Data Quality Reports and what action(s) to take if you need more information: https://ipro.webex.com/recordingservice/sites/ipro/recording/f8993724c3d8103aa70b00505681e464/playback

Portal users can access the Data Quality and Quarterly Reports on Tableau Server at https://tableau.ipro.org using the login credentials previously sent via email to the Primary Portal User at each hospital.

If you have any questions, please contact us by submitting a Helpdesk ticket.
 
Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 06/21/2022

Adult and Pediatric Sepsis and COVID-19 Data Dictionary, D3.0.1 and D2.0.1, respectively – Minor Revision – CSV File Correction and Clarification of Inclusion Criteria for Pediatric Reporting

Dear Colleague,

The New York State Department of Health (NYSDOH) is releasing minor revisions to the Adult and Pediatric Data Dictionaries.

The first revision applies to both the Adult and Pediatric Data Dictionaries:

NYSDOH has revised the CSV files referenced in the Notes for Abstraction for Demographic Variables “Inclusion Septic Shock” and “Inclusion Severe Sepsis” in the Adult and Pediatric Sepsis and COVID-19 Data Dictionaries. This revision is effective with discharges from 04/01/2022. Changes are highlighted in green in the updated Data Dictionaries.

The CSV file “inclusion_definition_table_a_code_VerD3.0” has been separated into two files and renamed as the following:

CSV file “inclusion_septic_shock_code_VerD3.0.1”
CSV file “inclusion_severe_sepsis_code_VerD3.0.1”

Please refer to the CSV file “inclusion_septic_shock_code_VerD3.0.1” for the Inclusion Septic Shock data element, and CSV file “inclusion_severe_sepsis_code_VerD3.0.1” for the Inclusion Severe Sepsis data element of the Adult Sepsis and COVID-19 Data Dictionary Version D3.0.1.

Similarly, the CSV file “ped_inclusion_definition_table_a_code_VerD2.0” has been separated into two files and renamed as the following:

CSV file “ped_inclusion_septic_shock_code_VerD2.0.1”
CSV file “ped_inclusion_severe_sepsis_code_VerD2.0.1"

Please refer to the CSV file “ped_inclusion_septic_shock_code_VerD2.0.1” for the ICD-10 codes used to define the Septic Shock data element, and CSV file “ped_inclusion_severe_sepsis_code_VerD2.0.1” for the ICD-10 codes used to define the Severe Sepsis data element of the Pediatric Sepsis and COVID-19 Data Dictionary Version D2.0.1.

The second revision applies only to the Adult Data Dictionary:

ICD-10-CM codes for Severe COVID-19 inclusion criterion listed in the adult data dictionary were missing from the respective CSV file. Missing ICD-10-CM codes were added to the CSV file “inclusion_definition_table_b_2_code_VerD3.0,” and the CSV file was then renamed as the following:

CSV file “inclusion_definition_table_b_2_code_VerD3.0.1”

Please refer to the CSV file “inclusion_definition_table_b_2_code_VerD3.0.1” for the ICD-10 codes used to define the Severe COVID-19 data element of the Adult Sepsis and COVID-19 Data Dictionary Version D3.0.1.

Please download the zip file containing the corrected CSV files at the following link: https://ny.sepsis.ipro.org/data_dictionary.

The third revision applies only to the Pediatric Data Dictionary:

The revision clarifies but does not change the inclusion criteria for pediatric reporting. Please refer to page 10 of the Pediatric Sepsis and COVID-19 Data Dictionary Version D2.0.1. Changes are highlighted in green.

If you have any questions, please submit a helpdesk ticket at https://ny.sepsis.ipro.org/support.
 
Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 05/19/2022

Dear Colleague,

The New York State Department of Health (NYSDOH) is pleased to announce the upcoming release of Adult Data Quality and Quarterly Reports for the New York State Sepsis Care Improvement Initiative.

The reports will cover data submission periods 1, 2, and 3 and cover discharges from December 1, 2020 through December 31, 2021. The reports will be published on Tableau Webserver, Tableau’s online platform, and will be rolled out in multiple waves following a launch webinar.
 
Launch Webinar:

NYSDOH, in collaboration with IPRO, will be hosting the webinar to debut the new Tableau Webserver Data Quality and Quarterly Reports. The webinar will be held on Wednesday, May 18, 2022 at 1:00pm.
 
Please use the following link to register for the webinar:

https://ipro.webex.com/ipro/j.php?RGID=rf647f70f30092293120544e123c8cda2
 
The webinar will include information on how to access the reports, a demonstration of the reports, and present supporting materials like the user guide.
 
Please feel free to forward the link to others in your organization who will participate in reviewing the reports or to a colleague if you cannot attend. Following the webinar, we will send out the link to the recording and the supporting materials.
 
Accessing the Data Quality and Quarterly Reports:

Hospitals will be issued an institutional Tableau Webserver account to access the reports. The Primary User for the Sepsis Portal who has been approved by the hospital’s Chief Privacy/Security Officer will be the point person for the hospital’s institutional Tableau Webserver account. The institutional account login credential will be sent  from IPRO  to the Primary User for the Sepsis Portal and only the Primary User will be able to request a password reset.
 
Please review who your designated Primary User is in preparation for the launch of the reports. Hospitals can only have one designated Primary User at a time. If you would like to designate a different person as Primary User, your facility’s current Primary User can designate a new Primary User on the Users page of the Sepsis Portal. If your current Primary User is unable to designate a new Primary User, please submit a Helpdesk ticket copying your facility’s Chief Privacy/Security Officer. Please review your Primary User as soon as possible so that any changes can be made in time for the launch.

More information about requesting a new Primary User can also be found at:

https://helpdesk.ipro.us/hc/en-us/articles/204984520-Requesting-a-New-Primary-Contact.

If you have any questions, please submit a helpdesk ticket at https://ny.sepsis.ipro.org/support.
 
Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 05/09/2022

Sepsis and COVID-19 Data Dictionary Release Schedule

The New York State Department of Health (NYSDOH) has developed a tentative framework and quarterly release schedule for the data dictionary.

Changes to the data dictionary to add newly released ICD-10 codes will be reserved for an annual release in November with changes effective for the last reporting period of the year (October 1st – December 31st).  In 2022 the ICD-10 coding update will be released on November 10 with changes covering discharges beginning October 1st, 2022.

In addition, any major changes to the data dictionary will be made once annually covering discharges beginning on January 1st of each year with an anticipated release in February of each year.

Other updates to the Data Dictionary will be kept to a minimum and will be released only as necessary on these following dates in 2022.

  • May 10, 2022
  • August 9, 2022
Posted on: 04/07/2022

Dear Colleague,

The following CSV files have been corrected for the Adult Data Dictionary Version D3.0:

CSV file “skin_disorders_burn_disease_code_VerD3.0” has been added.
CSV file “medication_immune_modifying_ndc_code_VerD3.0” has been corrected.

Please download the zip file containing the corrected CSV files at the following link: https://ny.sepsis.ipro.org/data_dictionary.

If you have any questions, please submit a helpdesk ticket at https://ny.sepsis.ipro.org/support.
 
Thank you,
The NYSDOH Clinical Sepsis Team

Posted on: 03/07/2022

Adult Sepsis and COVID-19 Data Dictionary (Digitalized Data Collection, D3.0), Pediatric Sepsis and COVID-19 Data Dictionary and CSV Files (Digitalized Data Collection, D2.0), and File Testing Functionality.

Dear Colleague:

The Department is pleased to announce the release of updates to the Adult and Pediatric Sepsis and COVID-19 Data Dictionaries and csv files.

The updates address issues identified during previous data submission periods. In addition, corrections and clarifications were made based on feedback received via the helpdesk and during code sharing meetings. Finally, because the information in the appendices and csv files is duplicative, appendices will no longer be provided. With the removal of the appendix document, the applicable ICD-10/NDC codes can be found in the csv files of the corresponding version of the data dictionary. A summary document highlighting the changes can also be found on the 'Data Dictionary' section of the webpage.

Adult Sepsis and COVID-19 Data Dictionary (Digitalized Data Collection, D3.0)

This data dictionary will be effective for cases for Adult Data Collection Period 1 in 2022, which covers discharges from 01/01/2022 to 03/31/2022. The portal will be open for reporting these cases from 04/01/2022 to 05/17/2022.

The data dictionary, csv files and summary are posted at: https://ny.sepsis.ipro.org/data_dictionary.
Pediatric Sepsis and COVID-19 Data Dictionary (Digitalized Data Collection, D2.0).

For pediatric submissions, “ped” has been added to the beginning of all csv filenames to address differences in reportable codes and values between the adult and pediatric data dictionaries.
This data dictionary will be effective for cases for Pediatric Data Collection Period 1 in 2022, which covers discharges from 01/01/2022 to 03/31/2022. The portal will be open for reporting these cases from 04/01/2022 to 05/17/2022.

The data dictionary, csv files and summary are posted at: https://ny.sepsis.ipro.org/data_dictionary.

Portal Update and File Testing

The portal will be updated the week of February 28, 2022. This update will include file testing functionality for both the new adult and pediatric data dictionaries. To test files, please login into the main portal and select “test submission” when uploading your test files.

If you have any questions, please submit a helpdesk ticket at https://ny.sepsis.ipro.org/support.

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 02/17/2022

Dear Colleague:

This is a reminder that the NYS Sepsis Data Collection Portal is now open for the following data collection periods:

Adult Data Collection Period 3 covering discharges from 09/01/2021 to 12/31/2021.
Pediatric Data Collection Period 1 covering discharges from 12/01/2020 to 12/31/2021.
The portal will be open for data submission from 01/03/2022 to 02/17/2022.

For the Pediatric sepsis data submission, please upload your cases as three separate files:

Pediatric cases from 12/01/2020 to 05/31/2021, by selecting P1.
Pediatric cases from 06/01/2021 to 08/31/2021, by selecting P2.
Pediatric cases from 09/01/2021 to 12/31/2021, by selecting P3.

If you have any questions, please submit a helpdesk ticket at https://ny.sepsis.ipro.org/support.

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 01/11/2022

Adult Sepsis and COVID-19 Data Dictionary and Appendices (Digitalized Data Collection, D2.1.2), Pediatric Sepsis and COVID-19 Data Dictionary and Appendices (Digitalized Data Collection, D2.1.2), and File Testing Functionality.

Dear Colleauge:

The Department is pleased to announce the release of updates for the Adult and Pediatric Sepsis and COVID-19 Data Dictionaries and Appendices.

Adult Sepsis and COVID-19 Data Dictionary (Digitalized Data Collection, D2.1.2)

This update addresses issues identified during the first and second data submission which prevented certain cases from being accepted by the portal, adds new NDC codes that represent medications already included in the prior data dictionary, and adds ICD-10 codes effective 10/1/2021 that represent conditions already included in the prior data dictionary. A summary highlighting the changes can be found on the‘Data Dictionary’ section of the webpage.

This data dictionary will be effective for cases for Adult Data Collection Period 3 with the portal openfrom 01/03/2022 to 02/17/2022 covering discharges from 09/01/2021 to 12/31/2021.

The data dictionary, appendix, csv files and summary are postedat: https://ny.sepsis.ipro.org/data_dictionary.

Pediatric Sepsis and COVID-19 Data Dictionary (Digitalized Data Collection, D1.1)

This update includes changes to align the pediatric data dictionary, where clinically relevant and possible, to the adult data dictionary and to allow much of the same coding structure used to develop electronic abstraction for the adult population to be utilized in the pediatric collection. A summary highlighting the changes can be found on the ‘Data Dictionary’ section of the webpage.

This data dictionary will be effective for cases for Pediatric Data Collection Period 1 with the portal open from 01/03/2022 to 02/17/2022 covering discharges from 12/01/2020 to 12/31/2021.

The data dictionary, appendix, csv files and summary are posted at: https://ny.sepsis.ipro.org/data_dictionary.

CSV Files and Portal

Please note that the csv files and the portal updates corresponding to this release will be made availableduring the week of November 29th, 2021.

File Testing

In addition, we would like to announce that file testing for both adult and pediatric data submission has been moved from the test to the main sepsis portal. To test files, please login into the main portal and select “test submission” when uploading your test files. The portal is open for testing of both adult and pediatric data submissions.

Pediatric Data Submissions

Because the sepsis portal aligns reporting periods for the adult and pediatric data submission, the pediatricdata submission must be submitted as three files aligning with the adult's submission periods.

Please be aware that pediatric files must be split to upload in the following manner:

  1. Pediatric cases from 12/01/2021 to 05/31/2021 as one file selecting P1 in the portal
  2. Pediatric cases from 06/01/2021 to 08/31/2021 as a second file selecting P2 in the portal
  3. Pediatric cases from 09/01/2021 to 12/31/2021 as a third file selecting P3 in the portal

If you have any questions, please submit a helpdesk ticket at https://ny.sepsis.ipro.org/support.

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 11/23/2021

Pediatric Sepsis Webinar Recording, Reporting Schedule Updates and Adult-Pediatric Data Dictionary Crosswalk Are Now Available

Dear Colleague,

September 15, 2021 Webinar Recording

On September 15, 2021 the Department held a webinar to provide updates on the NYS Sepsis Care Improvement Initiative and the launch of the new Pediatric Sepsis and COVID-19 Data Dictionary with Digitalized data collection. The webinar included a discussion of the differences in the Pediatric and Adult data collection, details on the ongoing coding collaborative, timeline and submission requirements and a question and answer period.

The recording of the webinar is now ready for viewing by using the following link:
https://meetny.webex.com/meetny/ldr.php?RCID=eda1f346c2fa1d18e666c23f56f5c982

Updated Adult and Pediatric Reporting Schedules

The Department has released the following updated reporting schedules through the end of 2022. Please note that the reporting window has been expanded from 30 days to 45 days to allow hospitals additional time to report once the portal has opened for that reporting period.

Pediatric Reporting Schedule

Reporting Period -- Cases from - to -------------- Portal open for submission
----------- 1 ----------- 12/01/2020 – 12/31/2021 --- 01/03/2022 – 02/17/2022
----------- 2 ----------- 01/01/2022 – 03/31/2022 --- 04/01/2022 – 05/17/2022
----------- 3 ----------- 04/01/2022 – 06/30/2022 --- 07/01/2022 – 08/16/2022
----------- 4 ----------- 07/01/2022 – 09/30/2022 --- 10/03/2022 – 11/17/2022

Adult Reporting Schedule

Reporting Period -- Cases from - to -------------- Portal open for submission
---------- 1 ------------ 02/01/2020 – 05/31/2021 --- 06/30/2021 – 08/02/2021
---------- 2 ------------ 06/01/2021 – 08/31/2021 --- 09/01/2021 – 10/19/2021
---------- 3 ------------ 09/01/2021 – 12/31/2021 --- 01/03/2022 – 02/17/2022
---------- 4 ------------ 01/01/2022 – 03/31/2022 --- 04/01/2022 – 05/17/2022
---------- 5 ------------ 04/01/2022 – 06/30/2022 --- 07/01/2022 – 08/16/2022
---------- 6 ------------ 07/01/2022 – 09/30/2022 --- 10/03/2022 – 11/17/2022

Pediatric and Adult Crosswalk
 
The Department has also made available a crosswalk that lists the differences between Adult and Pediatric data collection to help make programming the Pediatric data dictionary easier for hospitals. This crosswalk can be found in the ‘Data Dictionary’ section here:

https://ny.sepsis.ipro.org/data_dictionary

Thank you,
The NYSDOH Clinical Sepsis Team

Posted on: 09/16/2021

NYS Sepsis Care Improvement Initiative - Webinar on September 15: New Pediatric Sepsis and COVID-19 Data Dictionary with Digitalized Data Collection

Dear Colleague,

The Department would like to invite you to attend a webinar to provide updates on the NYS Sepsis Care Improvement Initiative and to discuss the new Pediatric Sepsis and COVID-19 Data Dictionary with Digitalized data collection. The webinar will include updates on the differences in the Pediatric and Adult data collection, details on the ongoing coding collaborative, timeline and submission requirements and a question and answer period. Please visit the IPRO webpage to see the most recent version of the data dictionary: https://ny.sepsis.ipro.org/data_dictionary.

The webinar is scheduled for September 15th, from 9am – 10am. There is no need to register ahead of time, simply use one of the following ways to join us on that day: 
 
Meeting number (access code): 161 258 2719 
Meeting password: W56cpwcPp2K  
 
Join by video system
You can also dial 173.243.2.68 and enter your meeting number.

Join by phone+1-518-549-0500 USA Toll
Access code: 161 258 2719
 
We hope you can attend but if you are unable to make it on that day the webinar will be recorded.  
 
Thank you,
 
The NYSDOH Clinical Sepsis Team
Posted on: 08/25/2021

New York Sepsis Care Improvement Initiative Temporary Extension Request Filing Deadline July 26th, 2021

Dear Colleague,

This is to notify you that the final day to submit a request for a Temporary Extension for reporting data to the Sepsis Care Improvement Initiative program is July 26th, 2021.

As a reminder, this policy is only available to hospitals transitioning EHR platforms and can be accessed at Extension Policy.
 
Temporary Extension requests and any questions about this announcement may be directed to Sepsis.Clinical.Data@health.ny.gov.

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 07/21/2021

Pediatric Sepsis and COVID-19 Data Dictionary and Appendices (Digitalized Data Collection, D1.0)

Dear Colleague,

The Department is pleased to announce the release of the Pediatric Sepsis and COVID-19 Data Dictionary and Appendices (Digitalized Data Collection, D1.0).

The data dictionary is posted at: https://ny.sepsis.ipro.org/dictionaries/pediatric.

A data submission template and CSV files will be posted in the coming weeks. 

In developing the Pediatric Sepsis and COVID-19 Dictionary, an effort was made to align where clinically relevant with the Adult Sepsis and COVID-19 Dictionary (Digitalized Data Collection, D2.1.1). Much of the same coding structure used to develop electronic abstraction for the adult population may be utilized in the pediatric collection.

The Department will hold a webinar to kick off the Pediatric Sepsis and COVID-19 Data Dictionary with Digitalized Data Collection on Wednesday, September 15th, 2021. The webinar will include information on the new data collection and a question-and-answer period. Additional details and a webinar link will be available soon.

The Department has identified the following dates for the initial reporting period for Pediatric cases (aligns with the portal open dates for the 3rd Adult Reporting Period):

Submission period for pediatric cases: 12/1/2020 – 12/31/2021

Portal open for submission: 1/3/2022 – 2/4/2022

Please note, the Department is requesting Pediatric cases from December 1st, 2020 to December 31st, 2021 during the first submission period for Pediatric cases. Pediatric and Adult cases will resume regular quarterly reporting in 2022.

Thank you,

The NYSDOH Clinical Sepsis Team

Posted on: 07/15/2021

NYSDOH-Adult Sepsis & COVID-19 Updated Dictionary, Appendices & CSV files, D2.1.1

Dear Colleague,
 
The Department is pleased to announce the release of an updated Adult Sepsis and COVID-19 Data Dictionary, (Digitalized Data Collection, D2.1.1). Updates are highlighted within the text in the data dictionary in addition to the Change Log to assist users in quickly identifying important changes. The updated data dictionary will be posted by COB Friday, May 14, 2021 at: https://ny.sepsis.ipro.org/dictionaries/adult
 
We are highlighting those updates that affect mapping
  • Length extensions for aPTT, Platelets, Leukocyte, and Bilirubin variables
 
Renaming of existing variables
  • Organ Dysfunction Hepatic to Bilirubin
  • Organ Dysfunction Renal to Creatinine
  • Cardiovascular Outcomes to Cardiovascular Outcomes in Hospital
 
Modifications to allowable values for variables
  • Payer
  • Patient Care Considerations
  • Acute Cardiovascular Conditions including corresponding ICD-10 codes in appendix 1A
  • History of Cardiovascular Disease including corresponding ICD-10 codes in appendix 1 N
  • Cardiovascular Outcomes in Hospital and corresponding ICD-10 codes in appendix 5A
 
Addition of ICD-10 code-based severity variables and corresponding ICD-10 code tables in the appendix
  • Organ Dysfunction Cardiovascular
  • Organ Dysfunction Hematologic
  • Organ Dysfunction Hepatic
  • Organ Dysfunction Renal
  • Cardiovascular Outcomes at Discharge
 
The updates were highlighted in the DOH Webinar on May 6, 2021. The recording of the webinar is available for viewing at
 
Thank you,
 
The NYSDOH Clinical Sepsis Team
 
Posted on: 05/14/2021

Sepsis All-Hospital Webinar Recording (May 6th, 2021) and Coding Collaborative Monthly Call Information

Dear Colleague,

May 6, 2021 Webinar Recording

On May 6, 2021 the Department held a webinar to provide updates on the NYS Sepsis Care Improvement Initiative and the launch of the new Adult Sepsis and COVID-19 Data Dictionary with Digitalized data collection. The webinar included updates on changes in data collection, details on statewide efforts to collaborate on changes, requesting temporary extensions related to the transition, and a question and answer period.
 
The recording of the webinar is now available for viewing at

https://meetny.webex.com/recordingservice/sites/meetny/recording/e5e06c7e90a91039beff005056813c95/playback

NYSDOH Sepsis and Covid-19 Digitalized Data Collection Collaborative Monthly Call Information

The information for the NYSDOH Sepsis and Covid-19 Digitalized Data Collection Collaborative monthly meeting on the first Wednesday of every month at 9 AM has been updated.

Please use this link to join the call

https://ipro.webex.com/ipro/j.php?MTID=m56863b072624e044297b34477e758073
Meeting number: 161 027 1232
Password: diRmsYx8g65

You may also join by phone
+1-855-797-9485 US Toll free
+1-415-655-0002 US Toll
Access code: 161 027 1232

Thank you,

The NYSDOH Clinical Sepsis Team

 

Posted on: 05/11/2021

Sepsis Adult Reporting Period Update, Webinar on May 6, and Portal Testing

Dear Colleague,
 
The Department would like to invite you to attend a webinar to provide updates on the NYS Sepsis Care Improvement Initiative and the launch of the new Adult Sepsis and COVID-19 Data Dictionary with Digitalized data collection. The webinar will include updates on changes in data collection, details on statewide efforts to collaborate on changes, requesting temporary extensions related to the transition, and a question and answer period. 
 
The webinar is scheduled for May 6th, from 11am – 12pm. There is no need to register ahead of time, simply use one of the following ways to join us on that day:
 
Meeting number: 185 726 1250
Password: 5RGuJJ48A7x
 
Join by video system
You can also dial 173.243.2.68 and enter your meeting number.
 
Join by phone
+1-518-549-0500 USA Toll
Access code: 185 726 1250
 
We hope you can attend but if you are unable to make it on that day the webinar will be recorded, and slides will be made available. 
 
Adult Reporting Period Update
 
The Department has determined the following three reporting periods for Adult cases for the remainder of 2021. 
 
1st Reporting Period
Adult cases: 12/1/2020 – 5/31/2021
Portal open for submission: 6/30/2021 – 8/2/2021
 
2nd Reporting Period
Submission period of adult cases: 6/1/2021- 8/31/2021
Portal open for submission:10/1/2021 – 11/1/2021
 
3rd Reporting Period
Submission period of adult cases: 9/1/2021 – 12/31/2021
Portal open for submission:1/3/2022 – 2/4/2022 
 
It is anticipated that the Department will return to a quarterly submission schedule for Adult and Pediatric cases in 2022.
 
The Department is also currently finalizing the Pediatric data dictionary and will announce the reporting schedule for Pediatric cases in the coming weeks.  
 
Sepsis Portal Testing
 
We are looking for users to test the portal and data integrity checks. Testing allows users to familiarize themselves with the functionality and process before the portal opens for official data collection on 06/30/2021. If you are interested, please request access at https://ny.sepsis.ipro.org/support. Enter your contact information, your hospital’s PFI, and mention "portal testing" in comments.
 
Thank you,
The NYSDOH Clinical Sepsis Team
 
 
Posted on: 04/08/2021

NYSDOH-Adult Sepsis & COVID-19 Updated Dictionary, Appendices & CSV files, D2.1

Dear Colleague,
 
The Department is pleased to announce the release of an updated Adult Sepsis and COVID-19 Data Dictionary, (Digitalized Data Collection, D2.1). Updates are now highlighted within the text in the data dictionary in addition to the Change Log to assist users in quickly identifying important changes. The data dictionary can be found by COB Friday, March5, 2021 at: https://ny.sepsis.ipro.org/dictionaries/adult
 
The Department is also pleased to introduce a policy for hospitals to request a temporary extension for reporting data to the New York State Sepsis Care Improvement Initiative. The temporary extension policy applies to hospitals transitioning to a new EHR and going live within twelve months (anticipated). Details about this policy and how to request an extension can be found here: https://ny.sepsis.ipro.org/files/http:/Sepsis_Extension_3.3.21.pdf
 
Finally, a clarification to important dates in the timeline for the implementation of automated data abstraction is below. The portal will be open from June 30th to August 2nd, 2021 for submission of data collected from December 1st, 2020 to May 31st, 2021. Hospitals may request access to submit test files to the IPRO helpdesk at any time: 
 
Tasks  & Timeline
 
Data Dictionary, definitions, and ICD-10 codes
November 2020 (complete)
 
Hospital build and test phase
12/1/20 - 5/31/21
 
Timeframe for hospitals to capture cases for submission to DOH
12/1/20 - 5/31/21
 
Data submission period for cases 12/1/20 to 5/31/21
6/30/21 – 8/2/21
 
 
Thank you,
The New York State Department of Health Clinical Sepsis Team
 
Posted on: 03/05/2021

NYSDOH Sepsis and Covid-19 Digitalized Data Collection Collaborative

Dear Colleagues:
 
We are pleased to announce the development of a collaborative aimed to reduce burden associated with data collection for the NYSDOH Sepsis Care Improvement Initiative. This collaborative which is open to all NYS hospitals is particularly directed towards hospital programming staff who will be working towards extracting electronic health record data to meet data reporting requirements.
 
In brief, the NYSDOH Sepsis and Covid-19 Digitalized Data Collection Collaborative is a peer sharing initiative to reduce the burden associated with electronically abstracting data (from EHRs) for reporting to the NYSDOH Sepsis portal. 
 
The intent of the collaborative is to work collectively to produce code which will
 
•     Ensure greater consistency in data extraction;
•     Ease provider burden; and
•     Bring questions and needed clarifications to light early in the process.
 
This collaborative is an online, concurrent code sharing iterative process with editing in an interactive environment. Contributors add code, suggest changes, and discuss (codes, concepts, source locations, etc) to bring about useable codes. It is expected that some core programming codes may be applicable regardless of your particular EHR. It is also expected that there will be specific programming codes required for each EHR (and perhaps version of that system).    
 
Hospitals are free to submit SQL for any EHR system, for any version, for use by others in kick starting or advancing their abstraction process. There are monthly meetings for larger discussion issues while real-time daily work within the collaborative continues. The collaborative is for both beginner and seasoned programmers with an appreciation for what each might bring to the table and find useful.
 
Anyone wishing to discuss the details and how this might benefit their hospital or health system can reach out via a helpdesk ticket https://ny.sepsis.ipro.org/support.
 
You may also jump right into the collaborative by joining the google discussion.
 
 
Direct programming code sharing will be handled through Bitbucket. For more information about Bitbucket: https://bitbucket.org/product/. You may also sign up for a free account at this site. See also:
 
·        The NYSDOH Sepsis-Covid-19 Bitbucket Repository: 
 
·        The NYSDOH Sepsis-Covid-19 Contribution Guide:
 
We welcome, encourage, and look forward to your participation and input. If we can help in any way to assist in your onboarding to Bitbucket; the Google groups; and/or participation in general please reach out (https://ny.sepsis.ipro.org/support).  
 
Until then, jump in to start collaborating and let us know how we can assist!
 
Thank you for your continued efforts towards improving care.
The NYSDOH Sepsis Team
 
Posted on: 02/26/2021

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