AMBULATORY SURGICAL CENTER (ASC) REGISTRATION INSTRUCTIONS for 2013

Transcription

1 AMBULATORY SURGICAL CENTER (ASC) REGISTRATION INSTRUCTIONS fr 2013 Required Registratin f Ambulatry Surgical Centers (ASCs) Accrding t the Statewide Quality Reprting and Measurement System (SQRMS) f the Minnesta Department f Health (MDH), all freestanding ASCs in the state f Minnesta are required t register with the Cmmissiner s designee, MN Cmmunity Measurement (MNCM). The instructins in this guide are prvided t assist ASCs in registering their sites and prviders. Please refer t page 4 fr the definitin f an ASC. Registratin deadline is April 1, 2013 Page 1

2 Table f Cntents Annual ASC Site & Prvider Registratin... 3 Lgin t the MNCM Data Prtal... 3 Definitins... 4 Hme Page... 5 Infrmatin t Prepare Befre Registratin... 6 ASC Site Naming Cnventins... 7 Registratin Step: ASC Sites... 8 Registratin Step: Prviders Cmpleting Registratin Appendix A: Hw t Create a CSV File (.csv) Page 2

3 Annual ASC Site & Prvider Registratin State health refrm law was passed by the Minnesta Legislature in Under this law, specific directives within Minnesta Statutes, sectin 62U.02, require all ASC sites s t register and submit data n measures t be publicly reprted t the Cmmissiner f Health. T implement ASC site registratin and the cllectin f quality measurement data, the Minnesta Department f Health (MDH) develped the Minnesta Statewide Quality Reprting and Measurement System (SQRMS), created thrugh Minnesta Administrative Rules, Chapter T view the cited Statutes and Rules, please refer t the fllwing website: MDH has cntracted with MN Cmmunity Measurement (MNCM) t assist with implementing SQRMS. Under this cntract, MNCM supprts ASCs in meeting registratin and measure requirements. T learn mre abut SQRMS and state requirements, please refer t the fllwing website: Each year, ASCs must register sites and prviders n the MNCM Data Prtal. ASC sites that registered previusly must still lgin t the MNCM Data Prtal, verify their ASC site and prvider infrmatin in the prtal, and make any necessary changes (e.g., add r remve ASC sites and prviders, update list f prviders, update cntact infrmatin, etc.). N new data elements are required fr 2013 ASC site and prvider registratin. The deadline fr registratin is April 1, All registratin steps must be cmpleted t submit data in Lgin t the MNCM Data Prtal G t the lgin screen at Determine which f the fllwing categries apply and d ne f the fllwing: Prtal users with a lgin: Lgin t the MNCM Data Prtal Frgt yur lgin? Click n I frgt my passwrd. Enter yur address (it must be the same address used t register). A new passwrd will be ed t prvide access t the prtal. New prtal users registering ASCs fr the first time: Click register fr an accunt, and enter the necessary infrmatin. MNCM will review the request and lgin infrmatin t prvide access t the prtal. Passwrds are case sensitive Helpful Tip: Add the MNCM Data Prtal site s URL t Internet Explrer s Favrites list fr quick future reference. First-time users must electrnically sign MNCM s Site Terms f Use Agreement befre accessing the MNCM Data Prtal. Page 3

4 Definitins Ambulatry Surgical Center (ASC) Ambulatry Surgical Center (ASC): A free-standing facility rganized fr the specific purpse f prviding elective utpatient surgery fr preexamined, prediagnsed, lw risk patients. Admissins are limited t prcedures that utilize general anesthesia r cnscius sedatin and that d nt require vernight inpatient care. An ASC site is nt rganized t prvide regular emergency medical services and des nt include a physician s r dentist s ffice r clinic fr the practice f medicine, the practice f dentistry, r the delivery f primary care. Prvider: Licensed individuals wh prvide medical services at an ASC site. Applicable prvider types fr registratin include Medical Dctr (MD) [including physicians wh have medical degrees frm ther cuntries (e.g., MBBCH, MBBS, MBCHB), and thse wh are lcum tenens, residents, and fellws], Dctr f Ostepathy (DO), Physician Assistant (PA), and Advanced Practice Registered Nurse (e.g., Certified Nurse Practitiner, Certified Nurse Specialist, Certified Nurse Midwife). A single prvider might wrk at multiple ASC sites; in this case, the prvider shuld be registered at each ASC site wrked at fr the 2012 calendar year. D NOT register dieticians, licensed cunselrs, pharmacists, physical therapists, pdiatrists, ccupatinal therapists, ptmetrists r thers nt listed abve. Page 4

5 Hme Page Ambulatry Surgical Center (ASC) The first page displayed after lgging in is the Hme Page; this page can als be accessed by clicking the Hme tab. A list f T D steps fr registratin and applicable measures will be shwn n this page. First, cmplete the registratin steps fr the ASC sites and prviders. When registratin is cmplete, all applicable measures will appear alng with the data submissin prcess steps t cmplete later in July Als, nte the tabs alng the tps f the screen, including: Hme: Displays infrmatin n all current measures and deadlines fr which the ASC sites are respnsible fr submitting data ASC Sites: Displays infrmatin n the ASC sites. If needed, edit infrmatin fr the ASC site under this tab. Prviders: Displays all infrmatin n registered prviders Cntacts: Lists all cntacts fr the ASC sites. Add, remve r edit a cntact persn here. Results: Displays data results after file submissin and validatin cycles. Resurces: This tab is rganized by tpic r measure, and cntains infrmatin abut the Minnesta Statewide Quality Reprting and Measurement System, data submissin guides and tls, and frequently asked questins by tpic. Users: Lists all users fr the ASC sites. Add, inactivate r edit a user here. Page 5

6 Infrmatin t Prepare Befre Registratin Please nte: The fllwing data elements fr ASC site and prvider registratin are based n what was true fr the ASC site lcatin during the 2012 calendar year (01/01/2012 t 12/31/2012). Prir t registering ASC sites and prviders in the MNCM Data Prtal, please have the fllwing infrmatin ready: ASC and Individual Site Names: Determine the names t enter fr the ASC and fr each individual site if there are multiple lcatins. Please see the ASC site naming cnventins in the next sectin. Tax Identificatin Number (TIN) fr each ASC and individual site. Natinal Prvider Identifier (NPI) fr each individual site and each prvider. Addresses, phne/fax numbers, and website address fr each ASC and individual site. Cntact names and infrmatin fr a general cntact and a primary cntact. The primary cntact is the persn respnsible fr submitting data. Als, knw the names and cntact infrmatin fr the fllwing cntacts at the ASC site (if applicable): Administratr/CEO ASC Cntact Medical Directr Medical Recrds Manager Quality Imprvement Directr/Manager Electrnic Medical Recrd (EMR) vendr name (if applicable)fr each ASC site Specialty/ies that are practiced at each individual site Primary bard certified specialty f each prvider Names (first, middle, last) f all prviders. This includes prviders wh are emplyed by the ASC sites and all prviders wh saw patients at any f the ASC sites during the 2012 calendar year, but may nt be emplyed by the ASC sites. The fllwing prviders shuld be included: Medical Dctrs (including physicians wh have medical degrees frm ther cuntries such as MBBCH, MBBS, MBCHB; and thse wh are lcum tenens, residents, and fellws) Dctrs f Ostepathy Physician Assistants Advanced Practice Registered Nurse, (e.g., Certified Nurse Practitiners, Certified Nurse Specialists, Certified Nurse Midwives) Page 6

7 ASC Site Naming Cnventins Ambulatry Surgical Center (ASC) When registering ASC sites, remember that the infrmatin entered in the prtal will appear exactly the same way n the public Web site and in written reprts. This means that the names prvided in the prtal may be used fr public reprting purpses including mnhealthscres.rg, the Health Care Quality Reprt, and MDH prducts. Therefre, remember t: Check the spelling in all fields Use the prper case. Fr example, enter Nrthern Health Surgery Center (versus nrthern health surgery center ) Only use abbreviatins where abslutely necessary Include www in frnt f the Web site name (e.g., d NOT include Enter nly the first five digits f the Zip cde f the ASC site Enter the street address in the first address bx; enter the suite # r ther infrmatin (such as a P.O. Bx Number) in the secnd bx. Multiple sites: Fr grups with mre than ne ASC site lcatin, the naming cnventin is the ASC name first, then space dash space, then the individual site name. (e.g., Nrthern Health Surgery Center Anytwn). Page 7

8 Registratin Step: ASC Sites Ambulatry Surgical Center (ASC) Registratin is required fr ALL individual ASC site lcatins in the State f Minnesta. Fr ASC sites that registered last year: 1. Lgin t the MNCM Data Prtal and click ASC Sites under the Prtal Setup sectin n the Hme tab. This can als be accessed by clicking n the ASC Sites tab. 2. Click the far left Edit buttn and review the ASC site infrmatin. If changes are necessary, make additins/crrectins t the ASC site infrmatin already listed in the prtal n this page. 3. Click Save when dne reviewing ASC site infrmatin. 4. Click the middle Edit buttn and review cntact infrmatin fr ASC site lcatin. If changes are necessary, make additins/crrectins t the cntact infrmatin already listed in the prtal n this page. If a persn represents mre than ne cntact type, select the name as many times as necessary. Fr example, if the Administratr als serves as the ASC site Manager, select this persn s name fr bth cntact types. Select ne persn frm the ASC site as the Primary Data Cntact by clicking Make Primary by the apprpriate cntact. This persn is respnsible fr the submissin f data cunts t the MNCM Data Prtal (denminatr template, summary data, etc.) and will be the primary cntact fr cmmunicatins frm MNCM. 5. Click Finished when dne reviewing cntact infrmatin. 6. Click the far right Edit buttn and review the specialties selectin. If changes are necessary, make additins/crrectins t the specialties infrmatin already listed in the prtal n this page. 7. Click Dne when finished reviewing cntact infrmatin. Fr new ASC sites that did nt register last year: 1. Lgin t the MNCM Data Prtal and click ASC Sites under the Prtal Setup sectin n the Hme tab. This can als be accessed by clicking n the ASC Sites tab. 2. Click Add New ASC Site and enter all required infrmatin (address, TIN, etc.). 3. Click Save when dne entering the infrmatin. 4. Click the middle Edit buttn t enter cntact infrmatin fr the ASC site lcatin. Click Add New Cntact and enter cntact name, phne number, fax number and address fr cntact. Click Save when dne entering the required infrmatin. Chse cntact type frm the Cntact Type drp-dwn menu and chse a cntact name frm the Cntact Name drp-dwn menu. Click Assign t assign a cntact t the ASC site lcatin. Click Finish after a cntact is assigned t ASC site lcatin. Page 8

9 If a persn represents mre than ne cntact type, select the name as many times as necessary. Fr example, if the Administratr als serves as the ASC site Manager, select this persn s name fr bth cntact types. Select ne persn frm the ASC site as the Primary Data Cntact by clicking Make Primary by the apprpriate cntact. This persn is respnsible fr the submissin f data cunts t the MNCM Data Prtal (denminatr template, summary data, etc.) and will be the primary cntact fr cmmunicatins frm MNCM. 5. Click the far right Edit buttn and select specialties. Select crrect specialty and then click Dne after the specialty is selected. Once all steps have been cmpleted fr previusly and newly registered ASC sites, click Dne t verify ASC sites. Page 9

10 Registratin Step: Prviders Register all prviders as defined n page 6 wh have practiced within the ASC(s) at any time during the 2012 calendar year (01/01/2012 t 12/31/2012). Applicable prvider types fr registratin include Medical Dctrs (MD) [including physicians wh have medical degrees frm ther cuntries (e.g., MBBCH, MBBS, MBCHB), and thse wh are lcum tenens, residents, and fellws], Dctr f Ostepathy (DO), Physician Assistant (PA), and Advanced Practice Registered Nurse (e.g., Certified Nurse Practitiner, Certified Nurse Specialist, Certified Nurse Midwife). Please nte: Include all prviders wh saw patients at the ASC site, regardless f whether the prvider was emplyed by the ASC site. This includes any prviders wh saw patients at an ASC site lcatin and billed thrugh that ASC site (e.g., a specialist frm an utside ASC site wh saw patients n cnsult must be registered if they bill thrugh the ASC site lcatin) at any pint during the 2012 calendar year (01/01/2012 t 12/31/2012). Fr ASC sites that registered last year: 1. Click n Prviders under the Prtal Setup sectin n the Hme tab. This can als be accessed by clicking n the Prviders tab. 2. T dwnlad a list f previusly registered prviders and their registered infrmatin n the prtal, click Dwnlad in Uplad Frmat. An Excel Prvider File template will pen with all f the prvider infrmatin that was registered last year. 3. Please add/delete prviders and the required infrmatin as applicable. 4. Update each field as necessary (e.g., new ASC site lcatin IDs, etc.) fr prviders wh will be registered again under the ASC site. 5. When all the infrmatin is updated, save as an Excel file. 6. Frm the Excel file, save a new CSV frmat file (.csv) and uplad the CSV file nt the MNCM Data Prtal. Please see instructins in Appendix A fr infrmatin abut hw t save a CSV file. 7. After uplading the CSV file, please review the infrmatin. If changes are necessary, please make changes in the riginal Excel file, re-save as a CSV file with a new name and re-uplad the file. If n changes are necessary, click Verify t cmplete prvider registratin. Fr ASC sites registering fr the first time: 1. Click Prviders under the Prtal Setup sectin n the Hme tab. This can als be accessed by clicking n the Prviders tab. 2. Dwnlad and cmplete the Excel Prvider File template available in the MNCM Data Prtal. Access the Excel Prvider File template lcated under the Prvider tab r the Resurces tab by selecting Ambulatry Surgical Centers frm the drp-dwn menu. 3. Enter all required infrmatin and save as an Excel file. Please review the required infrmatin fr each field belw. 4. Frm the Excel file, save a new CSV frmat file (.csv) and uplad the CSV file nt the MNCM Data Prtal. Please see instructins in Appendix A fr infrmatin abut hw t save a CSV file. Page 10

11 5. After uplading the CSV file, please review the infrmatin. If changes are necessary, please make changes in the riginal Excel file, re-save as a CSV file with a new name and re-uplad the file. If n changes are necessary, click Verify t cmplete prvider registratin. Please nte: The Excel Prvider File template is frmatted crrectly fr uplading t the prtal. It is imprtant that this frmatting remain the same. If needed, see frmatting instructins in the Prvider Template File table n pages When finished entering the infrmatin int the Excel file, save the Excel file as a new CSV frmat file (.csv) and uplad the CSV file nt the MNCM Data Prtal. Please see instructins in Appendix A abut saving a CSV file. If crrectins are necessary in rder t successfully uplad the file, please make these crrectins in the riginal Excel file and save as a new CSV file with a different name. Page 11

12 Clumn Field Name Details Excel Frmat A - C Prvider Name Enter names fr the fllwing fields: Last name (Clumn A) Full first name (e.g., Rbert vs. Bb) (Clumn B) Middle name if available (Clumn C) Text D Prvider ID (created by ASC site) Leave this field blank fr prviders with an NPI listed in Clumn E. Fr prviders withut an NPI (e.g., residents), enter a prvider ID. This may be an ID used in the EMR r a unique ID that is assigned by the ASC. Text E Natinal Prvider Identifier (NPI) Enter the unique ten-digit NPI fr each prvider being registered. Please review all entered NPIs t ensure crrect entry fr each individual prvider. Fr residents withut an NPI, enter all 9s (remember t enter an ID in the Clumn E fr prviders withut an NPI). Fr prviders WITH an NPI please use a distinct NPI value fr each unique prvider. Duplicating NPI values may cause difficulty with crrect attributin strategies in public reprting. Text Natinal Prvider Identifier (NPI) is a unique identifier fr individuals r rganizatins (ASC site lcatins) that render health care. Health care prviders wh are HIPAA-cvered entities btain an NPI t identify themselves in HIPAA standard transactins. Page 12

13 Clumn Field Name Details Excel Frmat F Prvider Type Cde Enter ne f the fllwing numerical cdes fr the applicable prvider type: 1 = Medical Dctr (MD) [including physicians wh have medical degrees frm ther cuntries (such as MBBCH, MBBS, MBCHB), and wh are lcum tenens, residents, fellws] 2 = Dctr f Ostepathy (DO) 3 = Physician Assistant (PA) 4 = Advanced Practice Registered Nurse (e.g., Certified Nurse Practitiner, Certified Nurse Specialist, Certified Nurse Midwife) D NOT register dieticians, licensed cunselrs, pharmacists, physical therapists, pdiatrists, ccupatinal therapists, ptmetrists r thers nt listed abve. Text Page 13

14 Clumn Field Name Details Excel Frmat G Bard Certified Specialty Using the fllwing list f cdes, enter the cde f the prvider s primary bard-certified specialty. If the prvider is a physician assistant, advanced practice registered nurse, r a resident, leave the field blank. If a cde is nt listed fr an applicable specialty listed (e.g., Sprts Medicine), enter 99 Other nt listed. 10 Allergy/Immunlgy 20 Onclgy/Hematlgy 6 Cardilgy 21 Ophthalmlgy 11 Cardivascular Surgery 22 Orthpedic Medicine/Surgery 12 Cln and Rectal Surgery 23 Otlarynglgy 13 Dermatlgy 24 Pediatric/Adlescent Medicine 14 Emergency Medicine 31 Perinatlgy 7 Endcrinlgy 25 Physical Therapy/Rehabilitatin Medicine 1 Family Medicine 8 Psychiatry/Behaviral Health 15 Gastrenterlgy 26 Pulmnary Medicine 5 Geriatric Medicine 32 Radiatin Onclgy 2 Internal Medicine 27 Radilgy 16 Nephrlgy 28 Rheumatlgy 17 Neurlgy 29 Surgery 18 Neursurgery 34 Urgent Care 9 Obstetrics/Gyneclgy 30 Urlgy 19 Occupatinal Medicine 99 Other nt listed Text H ASC ID Primary Enter the primary ASC site ID fr the lcatin where the prvider practices (e.g., the majrity f the prvider s claims are billed frm this lcatin). Text I - J ASC ID 2 nd - ASC ID If applicable, enter the secnd and third ASC site IDs where the prvider practices (site where 3 rd the secnd highest amunt f claims are billed after the primary lcatin in Clumn I and site where the third highest amunt f claims are billed in Clumn J). Text Page 14

15 Cmpleting Registratin T verify cmpletin f ASC site and prvider registratin, g t the Hme tab and find ASC Site Registratin. If the sectin is n lnger n the Hme tab, registratin is cmplete. If any step is nt cmpleted, T D will be listed in red text. All steps must be cmpleted in rder t finish ASC site and prvider registratin. ASC site and prvider registratin must be cmpleted befre data fr 2013 reprting can be submitted. Frequently Asked Questins Which measures are ASCs expected t reprt? All ASC sites are expected t query recrds and submit cunts fr all three ASC measures if eligible patients are fund in the query. Sme ASC sites may nt have any data cunts t submit fr certain measures. Hw and when is data reprted fr the required ASC quality measures? After cmpleting registratin, g t the Hme tab t view a list f required measures fr reprting. Fllw the series f steps t cmplete listed under each measure as a guide fr submitting data. T prepare fr data cllectin, visit the Resurces tab and dwnlad the latest data cllectin guides and tls. A Planning Calendar that includes key dates and mnthly planning steps fr data submissin is als available by selecting Calendar fr Data Submissin Timelines frm the drp-dwn menu n the Resurces tab. Denminatr certificatin will ccur in June 2013 and data cllectin can begin after 06/30/2013. Please nte, even thugh patient level data needs t be cllected by the ASC site t calculate cunts, ONLY cunts will be submitted t MNCM. Page 15

16 Appendix A: Hw t Create a CSV File (.csv) If multiple tabs were created in the Excel spreadsheet, select the crrect tab and prceed with the fllwing steps (if the spreadsheet has nly ne tab, start with step 7). Fr Excel 2003 Users Fr Excel 2007 Users Fr Excel 2010 Users 1. Open the riginal Excel file (.xls) and d the fllwing: 2. Click Edit r right-click the tab f the spreadsheet that needs t be saved (near the bttm f the screen) 3. Select Mve r Cpy Sheet 4. T bk (new bk) this is a drp-dwn selectin 5. Create Cpy (check this bx) 6. In this new bk, click File, Save As 2. Right-click the tab f the spreadsheet that needs t be saved (near the bttm f the screen) 3. Select Mve r Cpy Sheet 4. T bk (new bk) this is a drpdwn selectin 5. Select Create a Cpy and click OK 6. In this new bk, click the Office Buttn (upper left-hand crner f screen); Select Save As 2. Right-click the tab f the spreadsheet that needs t be saved (near the bttm f the screen) 3. Select Mve r Cpy Sheet 4. T bk (new bk) this is a drp-dwn selectin 5. Select Create a Cpy and click OK 6. In this new bk, click the File tab (upper left-hand crner f screen); Select Save As 7. Select the flder and give the file a name. 8. At the very bttm, Save as type will appear; chse frm the drp-dwn menu, CSV (cmma delimited). 9. Click Save. When the CSV file is saved, the fllwing warning will appear: may cntain features that are nt cmpatible with CSV. D yu want t keep the wrkbk in this frmat? Click Yes. 10. Nw clse the file; a message will appear: D yu want t save this file...? Click either yes r n. The CSV file is nw ready fr uplad t the MNCM Data Prtal. D NOT pen the CSV file in Excel. If the file is mistakenly pened, simply resave a new CSV file. Imprtant Message Regarding the CSV File: After creating the CSV file, d NOT pen the CSV file in Excel. Opening the CSV file in Excel destrys the frmatting and alters the data. T view the data again, pen the riginal Excel file. If the CSV file is mistakenly pened in Excel, simply re-save a new CSV file frm the riginal Excel file. Rename the ld CSV file r delete it entirely. What is a CSV file? Why is a CSV file needed fr data submissin? CSV stands fr cmma separated values. A CSV file is a cmmn and simple frmat that is used t imprt /transprt data between systems r sftware applicatins that are nt directly related (e.g., frm a spreadsheet t a database). Page 16