Registry General FAQs September, 2016
Table of Contents 1 Overview... 1 2 Frequently Asked Questions... 2 2.1 General... 2 2.2 Data... 5 2.3 Population Health... 6 2.4 Security and Privacy... 6 2.5 Cost and Requirements of Participation... 8 2.6 Enrollment... 9 2.7 Research... 10 2.8 Future Registry Modules... 10 2.9 Additional Questions... Error! Bookmark not defined. FIGmd, Inc.10 N Martingale Road, Suite 400, Schaumburg, IL 60173 Tel: +1 (773) 672 3155 1
1 Overview This document lists the frequently asked questions for the Registry. 2 Frequently Asked Questions 2.1 General Q1. What is a clinical registry? Ans: A clinical registry is an organized system that collects uniform data (clinical and patient-reported) to evaluate specified outcomes for a population defined by a particular disease. With the increasing usage of EHRs, registries have emerged as valuable solutions for harnessing the power of information technology to capture statistically-relevant, data to aid in decisions regarding the most optimal patient care. Such registries are already being successfully used within other medical specialties and medical associations, including the American College of Cardiology and the Society of Thoracic Surgeons. Q2. Why is the AAOMS providing this technology resource? Ans: The AAOMS is committed to continually improving and innovating oral and maxillofacial patient care. With the increasing adoption of EHRs and other advances in technology, physicians now have the ability to perform their own data analysis to inform better clinical decision-making. Using disease registries in this manner is the future of medicine, as evidenced by the success of the registries developed by the American College of Cardiology and the Society of Thoracic Surgeons. The timing is right for oral and maxillofacial surgeons to be among the early adopters in strategically deploying information technology to drive quality improvement. FIGmd, Inc.10 N Martingale Road, Suite 400, Schaumburg, IL 60173 Tel: +1 (773) 672 3155 2
Q3: Is the OMSQOR Registry being developed as part of the Accountable Care Act or other government mandate? Ans: Clinical data registries precede healthcare reform by two decades. They are not a mandated part of health care reform, nor are they required to comply with any federal regulations. The overarching purpose is to translate oral and maxillofacial surgeon s clinical data into quality measures that enables them to benchmark their practice's performance and drive improvement in patient outcomes. Q4: Is the AAOMS capable of delivering a quality information technology solution? Ans: The AAOMS is partnering in the development of the OMSQOR Registry with FIGmd, Inc., a company that specializes in integrating EHRs with registries. FIGmd has developed and maintained registries for the American College of Cardiology and has completed integration projects for more than 50 major EHRs and is capable of working quickly with new EHR systems. Q5: How does the OMSQOR Registry work? Ans: Data relevant to the registry will be extracted automatically from the office EHR and transmitted on a scheduled basis directly to the OMSQOR Registry. Participating Oral and Maxillofacial surgeons can then access the data and run queries on their own patient population to create practice patient registries and to benchmark practice performance and uncover potential areas for quality improvement. Results can also be compared to the larger aggregated data, such as: "How many extractions of full bony impactions were performed on patients 18 and younger?" Physicians can answer this question through the OMSQOR Registry. FIGmd, Inc.10 N Martingale Road, Suite 400, Schaumburg, IL 60173 Tel: +1 (773) 672 3155 3
Data Capturing: Data capturing methods depends on whether the practice has an HER installed or not at their practice. Practices with EHR Database: Practice with an EHR installed, FIGmd captures data by two mechanisms: Practices with EHR Database: Practice with an EHR installed, FIGmd captures data by two mechanisms: o Data push-when read only access to EHR database is given, data can be extracted by installing the Registry Practice Connector (RPC) at the practice server. RPC is explained in the Technical Requirements FAQs document. o Data pull- When access to the EHR database is not available, the practice has to send the data files to FIGmd through the SFTP. Non-EHR Practices: Practices that do not store their clinical data in an EHR, FIGmd has the following options of capturing the data: o Web data entry: A web portal is given on the registry dashboard where the practice can enter the encounter specific data, which is then saved to the practice database at FIGmd. o CSV file upload: A CSV file template is given to the registry. The practice can upload the encounter specific data in this format on the registry dashboard. Data reporting OMSQOR will eventually support all data reporting mechanisms listed by CMS for quality clinical data registries (QCDR) and quality reporting. Data submission will eventually be done for both PQRS and non-pqrs measures and measure groups. Q6: How will it affect my practice workflow? Ans: The OMSQOR Registry has been designed to minimize your participation overhead and time spent on data entry while immediately delivering valuable tools that your practice FIGmd, Inc.10 N Martingale Road, Suite 400, Schaumburg, IL 60173 Tel: +1 (773) 672 3155 4
can use. Many clinical registries include laborious data entry, confusing technology and little immediate return on effort. The OMSQOR Registry avoids these problems. 2.2 Data Q7: What would the OMSQOR Registry provide for me? Ans: The OMSQOR Registry allows you to run productivity reports that provide clinician-, practice- and national-level performance data. In addition, over time the registry allows users to compare their performance and outcomes to practices at the regional and national level. It is also possible to generate comparative analysis within a physician s own practice. Examples of reports generated include: tracks diagnoses and types of procedures performed; total number of procedures performed on a daily, monthly, quarterly, or yearly basis; total number of visits required to complete treatment; medications prescribed and administered; surgical outcomes and complications; site of service; and patient demographics. In the future, the OMSQOR Registry will allow you to report your Medicare quality in accordance with CMS Quality Payment Program. Q8: Is it necessary to have an EHR system to participate in the OMSQOR Registry? Ans: Yes. Q9: Can the registry data be used for Physician Quality Reporting System (PQRS) reporting? FIGmd, Inc.10 N Martingale Road, Suite 400, Schaumburg, IL 60173 Tel: +1 (773) 672 3155 5
Ans: The OMSQOR Registry has not yet received approval as a CMS certified EHR technology vendor to help practices report clinical quality data for PQRS submission. The AAOMS anticipates applying to become a qualified clinical data registry after the registry has been in operation for at least one full year. 2.3 Population Health Q10: How can the OMSQOR Registry inform me about my patient population? Ans: You'll be able to monitor patient and procedure counts, medications prescribed, patient demographics, track interventions and complications, as well as evaluate surgical outcomes at a population level. The OMSQOR registry allows users to run queries based on the demographics of an oral and maxillofacial surgery patient population for those conditions addressed in the OMSQOR registry. It can help you answer questions such as: What is the percentage of my patients requiring prescriptions for opioids? What is the percentage of patients requiring general anesthesia in conjunction with extractions? Q11: How is population management via the OMSQOR registry different than via my EHR? Ans: The OMSQOR Registry is focused on specific conditions and patient data only for those patients meeting the registry criteria. Therefore, the report run time is much quicker than that of an EHR, whose reporting functions are often poorly developed, and often cumbersome to use. 2.4 Security and Privacy Q12: What identifiable points will be associated with my data? FIGmd, Inc.10 N Martingale Road, Suite 400, Schaumburg, IL 60173 Tel: +1 (773) 672 3155 6
Ans: Practices that join the OMSQOR enter into an agreement with the AAOMS, which includes a HIPAA-compliant Business Associate Agreement. Personal Health Information and identifiable provider information will be captured and stored by the OMSQOR in accordance with federal and state laws and regulations. The OMSQOR will not publish any identifiable provider or practice data without permission. The AAOMS will have access to only aggregate data. Q13: Who will have access to my data? Ans: The OMSQOR Registry collects, stores and reports data on an rral and maxillofacial surgeon s behalf, taking every measure possible to safeguard it. The AAOMS's technology partner, FIGmd, is compliant with all local and federal regulations governing these areas, including HIPAA provisions and the recently updated provisions as part of the American Recovery and Reinvestment Act/Health Information Technology for Economic and Clinical Health Act. Q14: How will the AAOMS use the data in the OMSQOR Registry? Ans: The AAOMS is working to create quality benchmarks so that you can compare your outcomes, and study whether or not quality improvement tools measurably improve quality. We will also do research to improve understanding of which quality improvement efforts measurably improve quality, and what happens to quality over time. Advocacy efforts will be improved at state and federal levels and the association will have access to real data to assist with supporting our practice model. FIGmd, Inc.10 N Martingale Road, Suite 400, Schaumburg, IL 60173 Tel: +1 (773) 672 3155 7
Q15: Will data from the OMSQOR be used by any health plans to evaluate surgeons performance? Ans: No. Any reporting of your data or your measures will be under your control or with your permission. 2.5 Cost and Requirements of Participation Q16: What are the costs for participating in the OMSQOR Registry? Ans: To encourage wide-spread adoption, the AAOMS is currently covering the user fee for OMSQOR participants, therefore offering the OMSQOR at no charge to members. Q17: What are the time commitments for my office staff? Ans: The aim of the OMSQOR Registry is easy use. It is designed to require minimal effort from your staff. EHR integration typically requires one to two hours per week for three to four weeks from IT staff to assist in the installation and mapping process. Following installation, no additional work is required, unless the practice's EHR software is updated or changed which could require repeat of the installation and mapping process. FIGmd, Inc.10 N Martingale Road, Suite 400, Schaumburg, IL 60173 Tel: +1 (773) 672 3155 8
2.6 Enrollment Q18: How do I get started? Ans: Complete the interest form at https://omsqor.aaoms.org/interestform Q19: Do you have to be an AAOMS fellow or member to participate in the OMSQOR Registry? Ans: Yes. Registry participation is open to U.S.-based practicing AAOMS fellows and members. Q20: Is the OMSQOR registry available to other clinicians in my practice? Ans: Only oral and maxillofacial surgeons who are fellows or members of AAOMS are eligible to participate. Participating members and practices are allowed to appoint a registry administrator for their practice, whether it be the practice manager, coding staff, or IT staff. When appointing the practice s registry administrator, they have access to patient healthcare information when accessing the registry on your behalf. Q21: Can academic medical practices participate in the OMSQOR Registry? FIGmd, Inc.10 N Martingale Road, Suite 400, Schaumburg, IL 60173 Tel: +1 (773) 672 3155 9
Ans: Any fellow or member of the AAOMS, regardless of practice setting, can participate in the OMSQOR Registry as long as they meet the participation criteria. Q22: Are all AAOMS fellows and members in the U.S. expected to participate? Ans: While participation is encourage, participation in the registry is voluntary. Participation will help improve the quality of care provided by not only their individual practices but by the profession as a whole. Q23: Do all doctors in a practice need to participate in the OMSQOR Registry? Ans: It is not required that all OMS within a practice participate, but participation by all OMS in the practice is strongly encouraged to generate data that most accurately reflects practice performance. 2.7 Research Q24: How can the OMSQOR be used for research? Ans: The AAOMS plans to use aggregate data for research purposes but will follow its current policies regarding data sharing which are stringently set to protect fellows and members and their patients. The AAOMS will not sell your data and will only share in deidentified fashion if it adds value to the registry (additional data, creates new quality improvement tools, lowers your costs) or at your discretion (PQRS). 2.8 Future Registry Modules Q25: Will the AAOMS create additional clinical data registry modules? FIGmd, Inc.10 N Martingale Road, Suite 400, Schaumburg, IL 60173 Tel: +1 (773) 672 3155 10
Ans: Once the OMSQOR Registry is fully implemented, future registry topics will be explored. The Registry will also allow AAOMS to study and develop more meaningful measures for practice improvement and advocate for payment related to these measures. Q26: How do I submit suggestions related to the registry and recommendations for new topics? Ans: Send an email to omsqor@aaoms.org FIGmd, Inc.10 N Martingale Road, Suite 400, Schaumburg, IL 60173 Tel: +1 (773) 672 3155 11