CROWNWeb User Group Meeting October 11, 2012 CROWNWeb Glossary & CROWNWeb FAQ Please do not email patient specific details to craft@projectcrownweb.org. Instead, contact your Network.
Announcements CROWNWeb Glossary of Terms CROWNWeb FAQ Meeting Overview o Facility o Personnel o Patients o Clinical & Vascular Access o Clinical Clarity - Administered vs. Prescribed, Last Lab vs. Total Monthly CMS New Information 2
Questions & Answers From the WebEx Navigation Panel - Select the Q&A icon - Enter your question in the Q&A window - Ask: All Panelists - Click Send 3
Announcements CROWNWeb maintenance weekend October 12-14 o The use of CROWNWeb during this maintenance window may result in an accidental loss of data. CROWNWeb Training Videos CROWNWeb New Data Submission Deadlines 4
Project CROWNWeb Website Glossary of Terms Tamnah D Angelo Business Analyst (Requirements, Communication and Training) 5
www.projectcrownweb.org 6
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Search for Glossary of Terms 9
Glossary will automatically filter the list of terms. Do you have a suggestion for the Glossary of Terms? Email: CRAFT@projectcrownweb.org 10
CROWNWeb FAQ 11
CROWNWeb Frequently Asked Questions are available! CROWNWeb FAQ Visit http://projectcrownweb.org then select CROWNWeb Info tab Frequently Asked Questions. Select from one of the primary CROWNWeb topics. 12
Enter search criteria Find your question and the answer CROWNWeb FAQ Select from one of the primary CROWNWeb topics 13
CROWNWeb FAQ Details 14
How do I update our facility name? Facility You can update the facility DBA name in the Edit Facility screen. However, only the Network can update the Legal Name. Contact your Network for assistance in changing the Legal Name for your facility. 15
Personnel How do I get my physician to show in a physician list? Add them in the Personnel tab with a Job Description of: Facility Medical Director Facility Nephrologist Other Physician Transplant Surgeon Also add an NPI or a UPIN for the physician. 6
Personnel Can a facility have more than one admitting physician? Yes. Facilities can add multiple physicians in the Personnel module. Can I delete personnel that no longer work at my facility? Once an individual is associated with a CMS- 2728 or CMS-2746 form, you cannot delete their personnel record from CROWNWeb. To remove them from the drop-down lists in CROWNWeb, you must edit the personnel record and check the Inactive Record box. 6
Questions Please do not email patient specific details to craft@projectcrownweb.org. Instead, contact your Network. 18
Patients Is the US Citizenship field required and can our facility be audited on this field? CROWNWeb does request Citizenship information on the Patient Attributes page. However, this information is required ONLY for Transplant patients, as this data is used on the CMS- 2744 form. For regular dialysis (non-transplant) patients, facilities are not required to provide this information, as the absence of this information does not affect the ability to successfully submit patient data on the Patient Attributes page. Please do not email patient specific details to craft@projectcrownweb.org. Instead, contact your Network. 19
Patients We have a patient who started treatments at Clinic A and was then admitted as a Transient Patient to Clinic B. The patient intended to stay at Clinic B permanently, but received intermittent treatments at Clinic A. How do we document this situation in CROWNWeb so as not to lose the information on what the patient intended to do? CROWNWeb is designed to capture the actual course of treatment for patients, not the intent of the patient. Any time a patient moves from one facility to another for even a single treatment, CROWNWeb requires an admission (transient or otherwise) to be processed for that patient. In the situation above, discharge the patient from Clinic B when they return to Clinic A for any treatment. When they again return to Clinic B for treatment, readmit the patient to Clinic B at that point. 20
Clinical What do I do when I have patients missing from my list on the clinical data screen? Check to see if you have selected the correct treatment type for the patient you are trying to locate. Patients will only display for the collection type selected for that clinical month. 21
Clinical How is the Common Lab Test Date field used? Enter a date in this field to automatically populate any lab value that requires a date and utilizes this field. When you tab through the lab fields, the date in this field is automatically populated into date fields. A specific lab date can be manually changed if the lab was taken on a different date than the rest of the labs. 22
Clinical EPO is labeled monthly. What dosage do we enter for Iron and vitamin D? Enter the monthly dosage for both Iron and Vitamin D. 23
Clinical Is the Normalized Protein Catabolic Rate field required? No. However, this field becomes required if you enter a date of collection. 24
Clinical Is the Reticulocyte Hemoglobin field required? All available lab values are required if the facility takes that measurement for a particular month. Facilities must populate all fields marked with a red asterisk (*) to successfully submit data for a patient. 25
Clinical Are all labs only applicable to the month requested? Hepatitis values are done annually, would this be left blank if not done? Labs are applicable to the month selected. Data such as vaccination dates should be entered as updates occur (i.e. if no new hepatitis vaccination was given for a clinical month, select checkbox for Hepatitis B Vaccination Not Received ). 26
Clinical Where do we enter Vascular Access data in CROWNWeb? Facilities must enter Vascular Access in the Clinical tab by selecting Vascular Access in the Collection Type field. *Data is fictitious 27
Clinical What should I enter into the AV Fistula Usable Date field to avoid system errors? The AV Fistula Usable Date field should be populated with the date that the AV Fistula became usable at your facility. Enter the date you began using the AV Fistula for the patient. If the AV Fistula became usable prior to the date that the patient was admitted to your facility, enter the admission date in this field. When you click Submit, a warning may appear that this date is prior to the patient's admission date. Click the checkbox and then click Submit again. 28
Date Access Type Changed M Click the checkbox and click Submit again. 29
Clarity: Current Access Type AV Fistula Only (with 2 Needles) AV Fistula Combined with an AV Graft AV Fistula Combined with a Catheter AV Graft Only (with 2 Needles) AV Graft Combined with a Catheter Catheter Only Port Access Only Other/Unknown Clinical The current access type for a patient may be AV Fistula Only (with 2 needles). In the event the access type changes to AV Fistula Combined with an AV Graft, the date of reported dialysis session and date access type changed will need to be updated. 30
Clinical M What should I enter in the "Date Access Type Changed" field if a patient received a fistula prior to his/her start date? Enter the actual date the patient s current access type changed. CROWNWeb may display a warning message if the date is prior to the patient s admit date. 31
Project CROWNWeb Clinical Clarity Mike Seckman Senior Trainer 32
Administered vs. Prescribed M Should we report the administered or prescribed dose for medications given to patients in the center? 23
Administered vs. Prescribed Should we report the administered or prescribed dose for medications directed to be taken by the patient outside of the center? M 24
Last Lab vs. Total Monthly M Are the ESA, Iron, and Vitamin D fields requesting the total monthly dose? 25
Questions Please do not email patient specific details to craft@projectcrownweb.org. Instead, contact your Network. 36
New CMS Information Janis Grady, RHIT, CPHQ Centers for Medicare and Medicaid Services (CMS) Center for Clinical Standards & Quality Quality Improvement Group - Division of ESRD, Population & Community Health 37
Thank you Contact Reminders CROWNWeb issues? 866-288-8912 - or - qnetsupport-esrd@sdps.org CROWNWeb questions: craft@projectcrownweb.org Please do not email patient specific details to craft@projectcrownweb.org. Instead, contact your Network. 38