Care Management User Guide for Dashboards and Alerts December 21, 2016
Table of contents User Guide Care Management Dashboard and Alerts What are Care Management Alerts and Care Management Dashboards?... 3 Getting Started... 4 Requesting access to Dashboards and Alerts... 4 Setting Up Care Management Alerts... 4 Recommended Browser for Working with Dashboards... 4 A Word About Downloading Files and Protecting PHI... 4 Care Management Alerts... 5 Care Management Dashboards... 6 Selecting a Dashboard... 7 Clinical Dashboard View... 8 Navigating the Dashboard... 9 Administrative Dashboard View... 18 For help with any Care Management services: Call: 888-858-4815, Option #5 Email: RIQIBusinessServices@riqi.org On Demand video training for Care Management Dashboards and Alerts is available at: http://riqi.org/caremanagement Rev. 12/21/2016 mmm 2
User Guide Care Management Dashboard and Alerts What are Care Management Alerts and Care Management Dashboards? Care Management Alerts and Dashboards provide near real time data for your patients admitted to and/or discharged from acute care hospitals across Rhode Island. Information is provided based on a panel (or panels) of patients provided by your organization. Care Management Alerts and Dashboard information can then be available for your High Risk patients, additional subsets of patients with specific co-morbidities, or for your full patient population (full panel) depending on the needs of your organization. Care Management Alerts Each time a patient from your organization s panel list gets admitted to or discharged from the hospital, you will receive a Care Management Alert. Care Management Alerts are email notifications sent via Direct secure email. Depending how the alerts have been configured, you view them either in a Direct message email inbox, or within your Electronic Health Record system. These messages include key information about the status of your patient and the facility where they received treatment. Care Management Dashboards The Care Management Dashboard is a secure, encrypted webpage that provides a one stop shop for data about where the patients from your panel are. Lists of patients at the emergency room, admitted to inpatient hospitalization and discharged can be easily queried. Data from the last 6 months can also be viewed for assessment of trends and comparative analyses. Because the data in Care Management tools updates every 45 minutes, you will have up-to-date information on your patients care within Rhode Island s hospital systems. This knowledge, of which you might not be aware without Care Management tools, can greatly help you to enhance care coordination. Additionally, if you are working toward quality improvement initiatives, you will have access to valuable data to help you analyze Emergency Room and Inpatient data over time, based on specific patient panels for your practice. Rev. 12/21/2016 mmm 3
Getting Started Requesting Access to Dashboards and Alerts User Guide Care Management Dashboard and Alerts A word about downloading files and protecting PHI It is required that the person who coordinates the use of both CurrentCare and Care Management for your practice complete a User Roles & Permissions form to verify your role and level of access you will have with regard to Care Management Dashboards and Alerts. Setting Up Alerts You will receive alerts via your EHR or in a separate, Direct email account, depending on the setup at your practice. Recommended Browser for working with Dashboards For data items, charts and tables to appear correctly, it is recommended that you use Google Chrome when you are viewing Care Management Dashboards. For each section of the Dashboard, you have the ability to download Excel spreadsheets containing table views, and lists of patient data. Depending on the browser you are using, some of these options may automatically be placed into the Download folder on your computer. To ensure maximum protection of patient data, it is strongly recommended that you: (1) always save files to a secure network location and ensure compliance with your organization s policies around use, handling, and storage of PHI. (2) make it a practice to empty your download folder and recycle bin each time you end a Dashboard session (3) use a laptop or desktop computer that is encrypted, in case of physical theft. Rev. 12/21/2016 mmm 4
User Guide Care Management Dashboard and Alerts Care Management Alerts Care Management Alerts include various information about your patients. If the patient is enrolled in CurrentCare, and you have access to the CurrentCare Viewer, you can copy and paste the MPIID number into the CurrentCare ID field on the patient search screen. The Viewer gives you access to discharge documents and up-to-date information on labs, imaging results, and medication. If you ve already been receiving CurrentCare Hospital Alerts, those will now be combined into one alert. The subject line will indicate that this is a combined alert: Rev. 12/21/2016 mmm 5
User Guide Care Management Dashboard and Alerts Care Management Dashboards Logging in and Activating Your Account After you receive your user ID and temporary password, you will need to log in to activate your account: 1. Navigate to: https://dashboard.currentcareri.com/login 2. Save this website address as a favorite or shortcut on your desktop 3. At the login screen, enter your user name and temporary password. If this is your first time logging in, you will be asked to reset your password. Rev. 12/21/2016 mmm 6
Selecting a Dashboard User Guide Care Management Dashboard and Alerts Once logged in, you may see several Care Management Dashboards, depending on how many patient panels your practice has submitted. There are two different views in the Dashboard Clinical and Administrative. The clinical view contains PHI, the Administrative view does not. Depending on how your practice has requested set up for you individually, you may only have access to the Administrative view. ABC Medical To open the selected dashboard, navigate point and hover over it until you see a yellow circle containing an arrow then click that icon: Rev. 12/21/2016 mmm 7
User Guide Care Management Dashboard and Alerts Clinical Dashboard View Each of the three main sections of the Dashboard allow those with clinical user access to drill down to examine information in more detail. Icons in each section allow you to change the view, print, or export data in table or Excel format relative to the screen view and function. Filters to the left of the screen link you to the login page for that organization s portal. Rev. 12/21/2016 mmm 8
User Guide Care Management Dashboard and Alerts Navigating the Dashboard Each panel contains different views and functions. Here is a description of each icon and its function. Fills the screen with this portion of the panel Returns screen to previous view Will change the screen from chart to table view Will change back from table view to chart view Creates a PDF of the current view Export Table to Excel: In Chrome, pressing this icon will automatically send an Excel spreadsheet of the data to your computer s Download folder; You ll be able to open the file by clicking the link in the bottom portion of your screen. Take care to always save files to a secure network location and ensure compliance with your organization s policies around use, handling, and storage of PHI. You can also empty your download folder after a Dashboard session. Click the shaded area inside either of the two blocks, and then click this button. The resulting screen lists all patients in your selection. Fields represented include those shown on the next page. For Patients Currently Inpatient or Emergency - Moves the screen back one level to the chart view. For Patients Discharged in the Past 72 Hours Shows all patients from both categories in one list Select a month on either the Emergency or Inpatient line and click this icon. The next screen will show a list of patients for Emergency or Inpatient on the selected date. Click this arrow to return to the Inpatient and Emergency Admissions by Month view Once in the day per month view, click this icon to see all patients for that particular day of the selected month. This icon returns you to the Admissions by Day view for the selected month. Encounter Type # MPID CurrentCare Enrollment Status First Name, Middle Name, Last Name DOB Age Gender Address City, State, Zip Phone PCP First Name PCP Last Name StartTime EndTime Facility Site Assigned Room Admit Reason Admit Description Referring Clinician Discharge Location* Discharge Disposition* ERVisits6mo total Inpatient6mo total *These fields are only available in the Clinical Dashboard/Discharged in Past 72 Hour drilldown. Red fields are the only ones available in the Administrative view drilldowns. Rev. 12/21/2016 mmm 9
User Guide Care Management Dashboard and Alerts The three sections of the Dashboard will be explained in detail, on the following pages. They include: Members Currently Inpatient or in the ER Members Discharged in the Past 72 Hours Inpatient and Emergency Admissions by Month Rev. 12/21/2016 mmm 10
Members Currently Inpatient or in the ER User Guide Care Management Dashboard and Alerts This section of the Dashboard shows you how many of your patients are currently in the Emergency Room or Inpatient. Having this information allows you to reach out to the specific facility treating your patient to facilitate care with information from your practice. Listing: Filtered To look at individual patients in each of these categories, click inside of the shaded area for either Emergency or Inpatient and click the Listing Filtered button. To sort any of the fields shown, simply double-click on that field name: Note: The figure to the right is from a sample screen; the actual fields of data displayed in this filtered list are listed on page 9 of this document Use the page navigation buttons to see additional patients in this list. Before using the horizontal scroll bar, click the checkbox to the left of the patient record(s) you wish to view, to keep that record highlighted as you scroll across the screen to view additional fields. Rev. 12/21/2016 mmm 11
Members Discharged in the Past 72 Hours This section of the Dashboard shows your patients who have been discharged from the Emergency Room and hospital over the past 72 hours. This information is important to coordination as it helps you to: User Guide Care Management Dashboard and Alerts reach out to your patient to schedule a follow up visit as soon as possible Discuss care plan and review medications with your patient to help prevent readmission educate your patient about when to go to an Emergency Room vs. when to call your office for something that you can help manage. Listing: Filtered To look at patients discharged on a specific day from either inpatient or emergency, click in the shaded area of the desired block, then click the Listing Filtered button. Listing: All Patients To look at all patients discharged in past 72 hours both emergency and inpatient, click inside one of the shaded blocks; click the Listing: All patients button. The report will show patients from both categories. Tip: You will only see the first 100 patients in this report, so export it to Excel to see and work with the complete list. Rev. 12/21/2016 mmm 12
Inpatient and Emergency Admissions by Month User Guide Care Management Dashboard and Alerts The lower section of the Dashboard allows you to view trending data over time. You are able to view either Emergency (red line) or Inpatient (blue line) trends by month, by days in a selected month, or by individual patients in a selected month. Use cases for trending data: See if there are times when utilization of hospital facilities is lower/higher to better assess services provided by the practice. For example, if hospital ED admission rates are elevated on weekends, consider the availability of care from the practice at these times. If there are no appointments available on weekends, perhaps additional coverage for these times should be made available. Use this trending data to understand the impact of quality improvement projects and other changes you have made to reduce ED and hospital utilization. The following pages illustrate the level of detail you can see as you drill down to each level: Rev. 12/21/2016 mmm 13
User Guide Care Management Dashboard and Alerts To view trends by individual days in a selected month, select a single data point on either the Emergency or Inpatient line chart then click the drill down icon. The resulting screen will now show number of total admissions by each day in the selected month: Rev. 12/21/2016 mmm 14
User Guide Care Management Dashboard and Alerts To see the individual patients who were in the Emergency or Inpatient on a specific day of the month, click the data point for that date and press the binocular icon. You will see a screen while your data is generated; this may take a few moments: Rev. 12/21/2016 mmm 15
User Guide Care Management Dashboard and Alerts Detailed information will appear for each patient. This is detailed in three different screenshots beginning on the next page: Screen 1 At the bottom of the screen, be sure to note the total number of records you can us the vertical scroll bar to see all; use the horizontal scroll bar to see all fields (displayed on following slides/screen shots) Rev. 12/21/2016 mmm 16
Screen 2 User Guide Care Management Dashboard and Alerts Screen 3 Rev. 12/21/2016 mmm 17
User Guide Care Management Dashboard and Alerts Administrative Dashboard View Members Currently Inpatient or in the ER Members Discharged in the Past 72 Hours Inpatient and Emergency Admissions by Month Rev. 12/21/2016 mmm 18
Members Currently Inpatient or in the ER User Guide Care Management Dashboard and Alerts You can see more details by clicking inside a selected block and clicking the binocular icon. In the Administrative Dashboard, the only fields available on a drilldown include: # Encounter Type Facility Site ERVisit6Mo Total Inpatient6mo Total Admit Reason Members Discharged in Past 72 Hours Screenshots contained in this document and on any training files do not contain Protected Health Information (PHI). All data presented for training purposes has been randomly generated from databases of fictitious data. Rev. 12/21/2016 mmm 19
Inpatient and Emergency Admissions by Month User Guide Care Management Dashboard and Alerts Selecting the month of February on the Inpatient line of the chart above and pressing the down arrow for both Inpatient and Emergency. will show you the total number of patients by day Rev. 12/21/2016 mmm 20
Drilldown Field Descriptions User Guide Care Management Dashboard and Alerts Fields in each Section: Field Title Description Inpatient Discharged Monthly # Sequential order in the list shown X X X MPID X X X CurrentCare Enrollment Status X X X FirstName Patients s first name as reported at this encounter X X X MiddleName Patient s middle name or middle initial as reported at this encounter X X X LastName Patient s last name as reported at this encounter X X X DOB Patient s date of birth X X X Age Patient s current age X X X Gender Patient s gender X X X Address Patient s address as reported from the most recent encounter X X X City Patient s city as reported from the most recent encounter X X X State Patient s state as reported from the most recent encounter X X X Zip Patient s zip code as reported from the most recent encounter X X X Phone Patient s phone number as reported from the most recent encounter X X X PCPFirstName Primary Care Physician s first name as reported by the practice X X X PCPLastName Primary Care Physician s last name as reported by the practice X X X StartTime Time the patient was admitted to the Emergency Department/Hospital X X X EndTime Time the patient was discharged from the Emergency Department/Hospital X X X Facility Organizational name for this facility X X X Site Specific site under an organization X X X AssignedRoom As provided by the facility X X X EncounterType Emergency or Inpatient X X X AdmitReason Reason for visit X X X AdmitDecsription Code entered by the facility X X X ReferringClinician Provided by the facility X X X Discharge Location provided by the discharging facility Location X Discharge Can be a text or numerical code describing discharge location and Disposition care X ERVisits6moTotal The number of times the patient has been to an ER in the past 6 months X X X Inpatient6moTotal The number of time the patient has been admitted to a hospital in the past 6 months X X X Fields in red are the only fields included in the Administrative view of the Dashboard. Rev. 12/21/2016 mmm 21