8-28 Action List When do you accept, reject, or investigate an action? What if it is right in CROWNWeb but wrong on the other data base? Accept when you agree with the CMS value Reject when you do NOT agree with the CMS value Investigate means when you need more time to investigate which value is correct and you will have to return to the notification later to either accept or reject it. P a g e 1 A patient came to us from a previous clinic and this previous clinic did not put a discharge reason into the system and it is now flagging me, how do I fix this? I have clicked on a Patient attribute screen and clicked on their tab and it says a is not needed. Do you know why I would get that if the patient is new to the network? What if you discontinue a patient on 8/15/12 and they pass away on 8/18/12? I went to do the and was unable to add the 8/18/12, I was going to have to change 8/15/12. Would this flag this in PART or show on the CROWNWeb Error Report? When a patient has to go from PD to hemo on a temp basis due to access problems, should they be listed as a transient, if they are there for longer than 30 days. How do I fix a 11225 code? What is the process when clinical errors are corrected, yet those patients still show in an error report. When batch submitting through the NRAA - who can we use as a resources for error codes. We are a batch facility. I know clinical data and access data is batched. Are demographics also batched (such as address changes, Remember: Items found in your action list should be processed within 30 days. A discharge reason is not required. If you are getting an error, contact your Network office. Click on the Admit/ Summary. Click on the date of the admission and make sure it says New Start and not a transfer in. Leave the discontinue discharge on 8/15. Edit the patient attributes to reflect the date and primary cause of death. The CMS- form should become available to you. Submit the form and check to make sure that CROWNWeb kept your discontinue discharge on 8/15. If the discharge changed to a death on 8/18, change it back. If the patient is at your unit for over 30 days or has more than 13 treatments, this patient would not be considered as a transient. This code means Invalid Admit Reason: An exact match patient was found and the Admit Reason selected is invalid based on the previous admission record's Reason with the same Transient Status. Contact your corporation s or batch submitting organization s helpdesk. This error report is generated from your corporate office. Contact your corporate helpdesk. If the error reports are coming from NRAA, you would have to contact them. Yes
etc.) 8-28 CMS s P a g e 2 I was originally told that I was supposed to enter the clinical data, so I entered some of it in. Then last week I was told that I am not responsible for it and that it's a batch issue. If it doesn't get entered batch and if I am not entering it, then it doesn't fix the problem of missing clinical data. Why is it necessary to input vaccination data every month? This does not usually change and it would be nice if this info would carry over from one month to the next. What steps do I take to close out a patient whose Date of Death is in a month which has no clinical data? Ex: last ran in June, went to hospice and passed in July, but still showing in CROWNWeb? If a patient is out of a facility for a period of time but was not disenrolled from a clinic, how can I note that the clinical data is missing because of this and not from lack of data entry? When entering clinical data, how can you save the data entries for a particular patient if you are unable to complete the entire form prior to be called away? Also I have had the program time out on me when I am in the midst of data entry and did not notice the reminder. How do you save intermittently? Are we going to have to continue putting in the allergies every month, as well as the vaccinations? Also there should be a drop down for the hepatitis patients already being positive and not receiving the vaccination. Did I hear you correctly? Once the data is entered for a or, it can be printed out and this copy can be used as the original that is signed in blue ink and sent to Social Security? We have a new patient that is changing modality from In-Center Hemodialysis to PD and we have If you are with a corporation such as FMC, DaVita, or DCI, you do not have to enter in clinical data. This data will come through batch. This is how the CROWNWeb developing team programmed the vaccination section. A change request has been sent to the helpdesk. Leave information blank. There are valid reasons for a patient not to have clinical values for the month. This functionality does not exist in the system right now. There has been a change request sent it to the helpdesk. THERE IS NO SAVE BUTTON for the majority of work done in CROWNWeb. It is recommended that you structure work in a time with minimal disruptions. CMS is aware of the need to provide a save feature and a change request has been made with the helpdesk. A: Yes you must enter this information in every month. There has been a change request sent to the helpdesk regarding this. Additional change requests are welcome. Contact the helpdesk with your suggestion on expanding the selection criteria for hepatitis vaccines. Yes that is correct Most likely, one but this will depend on when the change in modality occurred. We recommend that you contact your Network
not submitted a CMS-. Do we need one or two CMS- forms? office so we can review this specific patient situation. We do not routinely do GFRs on Performing a GFR test is not required; our pediatric population. Is this however, selecting which method used is a required? required field to submit the CMS- form. Talk to your Medical Director and ask which calculation method would be the one that your unit would use. For the Pediatric Population, your selection may be P a g e 3 I am trying to verifying info and there are many errors with s that have already been submitted. How can these be corrected? At the end of the, there is a drop down that asks about "not a IDCN standardized." What does this mean? I was kicked out and lost my data twice. So, I saved mid way through. I then tried to go back into the document and was not able to add any more information. What should I do? Thanks! What do you do if the patient has the same employment status in the previous six months as current? System won't let you choose same for both. How do we address issues were incorrect data is flowing over to the in areas that cannot be edited on the form itself? Our facility trains pd patients on both CCPD and CAPD but the only allows us to choose one, how should we address this? I represent a dialysis center located in a facility, is it possible to view a patient's for a patient that is inpatient and is not going to be added as an outpatient. If you have entered and saved all data... but do not have labs from 45 days BEFORE the first date of dialysis... is there any way to the non-standardized method. You will have to contact the helpdesk to delete the form and state a reason for why the form should be deleted. The helpdesk will contact the Network to verify that the form can be deleted. You will then need to re-enter the form. This is referring to a GFR calculation method. It is mandatory to select one of the options. If you are not sure which one to select, discuss this with your Medical Director. Click on Edit then complete the form and Submit. (If this question is not referring to the, call your Network office.) CROWNWeb does let you choose both. The current employment status is found on the patient attributes screen and the prior employment status is on the. Edit the patient attributes prior to entering the CMS- form data. Changes should first be made to the Patient Attributes, Admission, and Treatment Detail screens. Edit the CMS- and the data will refresh. Note: Submitted forms cannot be edited and need to be removed if changes are required. Contact the helpdesk if needed. Choose the first modality on. Enter the 2 nd modality in the treatment summary. No there will not be a form completed for in-patient. You can only view a patient s if the patient is admitted to your unit. This rule has not changed. The lab values must be within 45 days prior of the first chronic date (field 24).
submit that pt without those lab values. The error message that I get is "lab values must be no later than 45 days BEFORE the first day of dialysis" which is a change from previous requirement for lab values. I had always been able to submit with labs within 30 days of admission to facility. Print out paper and get signed before Submitting? This all depends on the workflow that works best for your unit. Some units print out a partially complete CMS-, complete the required fields on the paper, have that paper signed in blue ink by the Physician and the Patient this form then becomes your original form for submission to the local SSA office. Then the form is edited in CROWNWeb with all information and submitted. Other units complete everything electronically up to the point of the signatures, print the form, obtain the signatures using blue ink, finishes the entry of the form by entering the signature dates and submits the form. P a g e 4 I filled out a on a patient and I hit save but when I go back in to submit it. CROWNWeb doesn't give me an option to submit, only print. When do you have to verify PART? Anytime during any given month? The - if a patient discontinues dialysis, how long do we have to track patient and complete a. can you please show the process again Either way, you should have a signature on some form before you click the submit button. On the Patient Attributes Screen Click the [] Link. This will display the CMS- form in read mode. Click [Edit ]. This will display the CMS- form in edit mode. Scroll to the bottom of the screen and Click the [Submit] button You verify your PART at any time. I would suggest that you do verify your entire patient population once a month and that you fit it in when it is convenient to you, but keep it on a schedule, like at the end of every month. Please do not exceed thirty days. 30 days. Before creating a, make sure the date of death and the primary cause of death fields are completed on the Patient Attributes screen. Then
Click Add in the gray sub-menu. Enter all required information Click on Save or Submit. 8-28 General Can we get a copy of this presentation slide set? 8-28 General What is the role of the renal social worker for CROWNWeb? Presently, at the dialysis facility I work at, this job is not being performed by the social worker but the administration. 8-28 General I have started entering my information in Crown-Web and the system is always logging me off before I get all information in and then I have to start over, how can I get this to stop. 8-28 General How do you enter two hospital dates in the same month? 8-28 General As a PD unit, I will admit my patients for training while they are on HD sometimes, can a patient be admitted to two units at once and how do you do a supplemental on these patients? 8-28 General Some patients are noted with missing and from prior the start of CROWNWeb. Do we re-enter those even if it s been sent? 8-28 General Do you know when my unit will go live with Crown Web? 8-28 Near Match I have a patient that we have actually had for about a month now and she isn't in CROWNWeb. I tried to put her in myself but when I do it tells me a possible duplicate exist outside my scope. How do I get this patient on our part? 8-28 PART How can you delete patients that are not admitted to your facility? We have two patients: 1 is entered twice with a misspelled last name for one entry and the other has never been a patient at this facility. Yes the presentation slides were emailed to all participants registered for these sessions. They will also be available for download from our websites. Your unit should assign CROWNWeb work in a way that works best for your unit. There is no specific expectation; CROWNWeb work can be performed by the nurse, social worker, data contact, or administrative assistant. You will need to contact the helpdesk. I am not sure what you are referring to. Please contact your Network office for assistance A patient cannot be at 2 units at once We entered all forms received prior to CROWNWeb. If your forms are missing, you must enter them in CROWNWeb. Each Medicare approved chronic outpatient dialysis center should be operational in the CROWNWeb environment at this time. You need to call the helpdesk for assistance on getting a QIMS ID. This is a Near Match and you need to call the Network office to resolve this. You will have to contact the helpdesk to merge the duplicate patient (with the misspelled name). For the patient that was never at your facility if this patient is a new start and a has been submitted, you will have to contact the helpdesk to P a g e 5
delete record. If the patient is listed as a new start with no or clinical data submitted, then you can delete the patient in CROWNWeb. 8-28 PART When verifying PART data, how do we change the Nephrologist if it is incorrect or missing? 8-28 PART Under PART, in the Treatment details, there is a "Treatment Start Date" that is autopopulated (for some patients it's a date within the current year eventhough they have been on dialysis for years and for some from years past)...what is this date and should we be changing it when we verify PART every month? I need to change a diagnosis for a patient who had a failed transplant, how do I do this? What do we do with an acute non Medicare patient? If a patient doesn't have a SS# what should we do? We are showing errors for two patients. Why is it when you search for a patient it says "no record" but when you admit the patient that did not come up on a search, it says "duplicate"? 8-28 QIMS Do not have access yet and need to enter May & June info. What I Do? 8-28 QIMS I still have several teammates that do not have QIMS accounts, even after sending their info in to for 3/4 times? Is there anyone in particular that we may contact for this If the nephrologist in incorrect, click on the treatment summary hyperlink for that patient. Click on Edit Treatment. From there, you can edit the physician. If the physician is not available for you on this screen, you need to add the physician to your unit s Personnel. This date should reflect your patient s current admission or discharge activity. If you have any question on this date, click the patient s admission/discharge summary hyperlink. We need more information to answer this. Please call your Network office. If a was submitted with the incorrect diagnosis then you would contact the help desk to assist you in correcting the error. Acute patients should not be reported in CROWNWeb. It sounds like you re looking at batch error reports. Call you Network Office and a standardized placeholder will be assigned to the patient temporarily to create the patient s unique identifier (UPI). This UPI should then be communicated to your batch submitting organization for a link to be made which will resolve your errors. You can only view patients currently admitted to your facility. You cannot see any patients not yet admitted. If you get a possible duplicate error then you have typed something different than what s in CROWNWeb when you completed the Admit Patient Screen. Complete a possible duplicate request and fax to the Network. You will need to contact the helpdesk. You will have to contact the helpdesk. P a g e 6
problem? 8-28 QIMS I work at two units. Do I need to duplicate application process for each unit or can I just register once? 8-28 QIMS Our end user receives a phone call to the facility with her passcode. She would like to receive an email which is more secure. How can we change this? A: 8-28 Reports For my monthly census report, how do I print our Patients In and Patients Out? - I have not found a report equal to the events report in VISION. 8-28 Training Is this training available, or can it be made available for us to print a copy for training purposes for staff who couldn't attend webinar or newly hired staff? You will need to complete a registration form for each unit. Have the end-user login to QIMS (https://idm.qualitynet.org/idm/user/) and click on Profile. You can change your TFA method to email. There is no equivalent report available in CROWNWeb. Send a change request to the helpdesk. You can filter your PART screen to display New Patients and d Patients which may help until the report can be developed. The power point slides used in today s presentation was emailed to all registrants. Additional training and resources can be found at www.projectcrownweb.org. P a g e 7