11/2/16 HRIF-QCI Reporting System 2017 Data Trainings - October - - PDF document

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HRIF-QCI Reporting System

2017 Data Trainings - October 2016

Er Erika Gr Gray

Program Manager

ì

CCS HRIF Program Review

ì

System User Access/DUO Secure

ì

Reporting Forms

ì

Reporting System Usage

ì

System Improvements

ì

HRIF Data Finalization Process (DFP)

ì

Reporting System Tools

ì

2012 Data Closeout Summary

ì

Common Issues & Solutions

ì

Program Directories

ì

System Reports

ì

CPQCC Website

CCS HRIF Brief Background

ì

1979 CCS Standards for “Tertiary” NICUs were developed addressed CCS HRIF examinations. “CCS may pay for follow-up examination of high risk NICU graduates even though a CCS eligible condition does not exist“.

ì

July 1, 2006 restructured CCS HRIF Program went into effect Core Diagnostic Services

ìComprehensive History & Physical Exam with Neurologic Assessment ìDevelopmental Assessment ìFamily Psychosocial Assessment ìHearing Assessment ìOphthalmologic Assessment ìCoordinator Services

11/2/16 2 CCS HRIF Brief Background

ì CCS & CPQCC designed the High Risk Infant Follow-up Quality

• f Care Initiative (HRIF-QCI) Reporting System to:

ì Identify Quality Improvement Opportunities for NICUs in the Reduction of Long Term Morbidity ì Allow HRIF Programs to Compare their Activities with All Sites Throughout the State ì Allow the State to Assess Site-Specific Successes ì Support Real-Time Case Management

NICU Referral Requirements

ì

It is the responsibility of the discharging to home CCS NICU/Hospital or the last CCS NICU/Hospital providing care to make the referral to the HRIF Program.

ì

The NICU referral process:

ì

“Referral/Registration Form” is completed/submitted via the web-based HRIF-QCI Reporting System (http://www.ccshrif.org) by the discharge/referring NICU/Hospital at time of discharge to home.

ì

The discharging/referring NICU/Hospital will submit a SAR to the local CCS Office for HRIF services. (Service Code Group [SCG] 06 should be requested.

ì

Send a copy of the referring child’s discharge summary to the HRIF Program Reference: High Risk Infant Follow-up Program Number Letter (N.L.): 01-1113

HRIF Reporting Requirements

ì

The HRIF Coordinator is responsible for ensuring that data is collected and reported to the Systems of Care Division, CCS Program and the California Perinatal Quality Care Collaborative (CPQCC). The HRIF Coordinator will:

ì

Coordinate the collection, collation, and reporting of required data.

ì

Provide data to CCS/CPQCC Quality Care Initiative (QCI) HRIF Web- Based Reporting System. Refer to the HRIF/QCI website for reporting system information and requirements: https://www.ccshrif.org. The reporting forms include:

ì

Referral/Registration (RR) Form

ì

Standards Visit (SV) Form

ì

Additional Visit (AV) Form

ì

Client Not Seen/Discharge (CNSD) Form

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HRIF Reporting Requirements

ì

Ensure required data is submitted accurately and in a timely fashion to the CCS/CPQCC HRIF QCI and meets all required deadlines.

ì

Review and share results of the HRIF Summary Report and the HRIF CCS Annual Report with members of the HRIF program team, with referring NICU Medical Directors, and NICU team.

ì

In collaboration with the NICU Medical Director, ensure that the HRIF Program fully participates in the CCS Program evaluation, including submission of required information and data.

ì

Provide data and information that is required for the evaluation. Reference: High Risk Infant Follow-up Program Number Letter (N.L.): 01-1113

HRIF-QCI Reporting System

Effective April 2009, this web-based HRIF-QCI Reporting System was developed for CCS HRIF Program medically eligible infants, regardless of insurance status or CPQCC eligibility.

11/2/16 4 How To Get Access

ì Submit a Help Ticket at www.cpqccsupport.org ì With the following information:

ì

Center Name

ì

Does your center provide HRIF Services?

ì

Full Name

ì

Title

ì

Email Address

ì

Phone Number

ì

User Account Access

How To Get Access

User Account Access: (contacts can have multiple accounts): ì Data User: CCS-approved HRIF Program staff submits all data forms (Referral/Registration (RR), Standard Visit (SV), Additional Visit (AV) and Client Not Seen/Discharge (CNSD) for infants/children receiving follow-up services from their own HRIF Program. Data Users can generate HRIF Program, HRIF CCS Annual and Patient Summary reports. ì Referral User: CCS-approved NICU and/or HRIF Program staff refers HRIF eligible infants to a CCS HRIF Program and only has access to submit the “Referral/Registration Form”. No access to generate/view reports. ì NICU User: CCS-approved NICU staff (read-only access) generate/view NICU Summary reports.

Duo Secure Login

ì

Effective June 2014, in order to access the online HRIF-QCI Reporting System, you will have to use the Duo Two-Factor Authentication security

• software. Two-factor authentication enhances the security of your
• nline accounts by using your phone to verify your identity. This

prevents anyone but you from accessing your accounts, even if they know your password. For more information about Duo Security visit: http://guide.duosecurity.com/.

ì

Two-factor authentication adds a second layer of security to your account to make sure that your account stays safe, even if someone else knows your password. And you'll be alerted right away (on your phone) if someone does know your password and tries to log in with it.

ì

This second factor of authentication is separate and independent from the username and password step — Duo never sees your password.

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www.cpqcc.org (Mobile ¡and/or ¡Landline ¡Phone) (Request ¡Bypass ¡Codes)

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(Mobile ¡and/or ¡Landline ¡Phone)

Account User Interface

• 1. Referral Forms Pending Acceptance
• 2. Patient Records Missing Client Not Seen/Dischage Forms
• 3. Patient Records with Open Forms

NEW Registration Form for patients being followed in your HRIF Program

• 1. Referral Patient Search
• 2. Patient Referral
• New Referral Form for patients who will be

receiving care at a CCS HRIF Program.

• 3. Referral Case History
• 1. Case History
• Displays (RR, SV, AV and CNSD) forms

attached to an individual record

• Patient Reports: “Patient Data Quality Self

Audit Instrument”

• Transfer History
• 2. New Standard Visit (SV) Form
• 3. New Additional Visit (AV) Form
• 4. New Client Not Seen/Discharge (CNSD) Form
• 1. HRIF Summary Report
• 2. HRIF CCS Annual Report
• 3. NICU Summary Report (NICU User ONLY)
• 1. HRIF Record Tracker
• 2. Manage CPQCC Ref Number
• 3. Error and Warning Report
• 4. Closeout Checklist
• 1. Update Password
• 2. Update Directory

HRIF Online Help Window:

• 1. System Overview – Medical Eligibility / Summary of Forms
• 2. Referral/Registration – Definition of Data Terms
• 3. Standard Visit – Definition of Data Terms
• 4. Additional Visit – Definition of Data Terms
• 5. Client Not Seen Discharge – Definition of Data Terms
• 6. Reports – Details and Definitions

11/2/16 7 Reporting Forms

Referral/Registration (RR) Form

It is the responsibility of the discharging to home California Children’s Services (CCS) Neonatal Intensive Care Unit (NICU) /Hospital OR the last CCS NICU/Hospital providing care to make the referral to the HRIF Program. Upon referring an infant to the HRIF Program, a “RR Form” is completed (except HRIF I.D. Number) by the discharge/referring NICU/Hospital at time

• f discharge to home. NOTE: Only refer patients who are alive at the time of

discharge to home.

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Standard Visit (SV) Form

The HRIF Program has 3 core visits that take place during the following time periods: Visit #1 (4-8 mos), Visit #2 (12-16 mos) and Visit #3 (18-36 mos). NOTE: The time frames for the core visits are only recommendations and guidelines that were decided by the HRIF-QCI Executive Committee. At each core visit, a “SV Form” is completed and submitted via the web- based HRIF-QCI Reporting System. During the third and final core visit (18-36 months) a developmental test, such as a Bayley III Scales of Infant and Toddler Development, must be performed and reported. It is highly recommended that an Autism Spectrum Screening tool such as the MCHAT be performed between 16-30 months of age.

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Additional Visit (AV) Form

If an infant requires additional visits for further assessment, an “AV Form” must be completed. Additional visits may occur before, between and/or after the recommended time frames for standard visits. This form only captures the date, reason (Social Risk, Case Management, Concerns with Neuro/Developmental Course or Other) and disposition for the additional visit.

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Client Not Seen Discharge (CNSD) Form

The “CNSD Form” should be used for the following case scenarios:

• Infant referred to your HRIF Program, but your staff was unable to contact

the infant’s parent (primary caregiver) to establish an initial core visit.

• No Show: parent (primary caregiver) reschedule (less than 24 hours) or

does not show for a scheduled core visit.

• Infant eligible for HRIF Program, but parent (primary caregiver) declines

service.

• Infant expired prior to core visit, family relocated, insurance denial, etc.
• Infant transferred/referred to another HRIF Program for follow-up services.

This form captures only the date, category, reason and disposition for the client not seen visit.

11/2/16 12 Reporting System Usage

ì

67/120 (56%) CCS NICUs have a HRIF Program

ì

67 (100%) HRIF Programs Reporting Online

ì 23 Regional ì 44 Community ì

38/53 (72%) Referring CCS NICUs Reporting Online

ì 29/38 (76%) Community ì 9/15 (6%) Intermediate Total System Users: 528 (2015 = 437)

All CPQCC-CCS HRIF – Usage Stats

ì Since 2009 - ~ 57,400 high risk infants registered in

the CPQCC-CCS HRIF QCI.

ì Only 50% are VLBW.

ì

~29,200 of registered/ referred are < 1500 g BW ì Other:

ì

< 32 weeks: ~ 33,500

ì

< 28 weeks: ~10,800

CPQCC-CCS HRIF – Usage Stats

ì For birth year 2012- ~ 7,500 high risk infants registered ì <= 1500 g: ~3,800 ì < 32 weeks: ~4,400 ì < 28 weeks: ~1,400 ì For birth year 2015- ~ 8,300 high risk infants registered ì <= 1500 g: ~4,200 ì < 32 weeks: ~4,800 ì < 28 weeks: ~1,500

11/2/16 13 Reporting Submissions

7027 7430 7463 7542 8440 4980 5162 5304 5038 5497 5104 3695 3855 4038 3987 3994 1354 2682 2910 2923 2850 2 0 1 0 2 0 1 1 2 0 1 2 2 0 1 3 2 0 1 4 2 0 1 5

RR SV #1 SV #2 SV# 3 2014 = Implemented the CPQCC HRIF Referral Deliverable 2015 = Implemented the HRIF Closeout Checklist for 2012 Data

8348

System Improvements Released April 2016

ì Add the # of duplicate records to login notice ì Weight parameters:

ì

Referral/Registration = 300 – 6,000 grams ì Standard Visit Forms = 1 – 30 kilograms ì Length parameters = 26 – 110 cm ì Head Circumference parameters = 30 – 60 cm

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Ø Standard Core Visit Number (1, 2, 3) ì System to automatically code SV based on visit date and patient’s adjusted age parameters:

ì SV #1: must be >= 2 months ì SV #2: must have SV #1 and >= 7 months ì SV #3: must have SV #1, #2 and >= 16 months

ì If submitting a SV earlier than the adj. age or an additional SV within the same timeframe, a notice box displays with

• ptions to either override current SV or submit a AV Form.

Released July 2016

ì Summary Report Filters

ì Custom Birth Years, Weights and Gestation Age

ì New SV Disposition

ì

Select "Completed HRIF Core Visits, Scheduled to Return", the child has completed the three HRIF Program follow-up core visits, before the child's third birthday and is scheduled to return for additional resources. ì Health Families removed from insurance on RR and SV Forms ì Patient Assessment – Not Collected Reasons

11/2/16 15 Upcoming Release

Referral Rejected

ì

Drop down selection: “Duplicate Record”; “Not Eligible Due To: text field”; and “Referred in Error: text field” NOTE: The record is returned to the referring center with “Referral Rejected” as the referral status and listed in the “Pending” tab. The Referring Center:

1.

Confirm that the record was a “Duplicate”, “Referred in Error” and

• r “Not Eligible Due To” (NOTE: Confirmed records are removed

from the system).

2.

Records “Referred in Error” can be referred to another HRIF Program, if the infant met criteria and the HRIF Program clinic location and/or insurance (ie. Kaiser) was changed.

Upcoming Release

System Submit CNSD Forms (Automatically)

ì

If the patient is 12 months, with ONLY a RR form

ì

If the patient is 3 years old

ì Reason = Unable to Contact ì Disposition = Discharged-Closed Out of the Program

NOTE: The CNSD form will remain “Open” and display in the Pending tab, form status ”Pending Confirmation”.

HRIF Data Process Finalization

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The purpose of this finalization process is to assist HRIF Programs with complete and accurate data submission of records for infants born in 2013; Standard Visit (SV) #1 [and/or Additional Visit (AV)] for All expected infants born in 2015 AND Referral/Registration (RR) forms for infants born in 2016. For technical assistance submit a help ticket at www.cpqccsupport.org.

Data Finalization Process (DFP) Data Finalization Process (DFP)

DFP Schedule for 2017

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2017%CPQCC%&%HRIF.QCI%% Data%Finalization%Calendar%

January% ! February% ! March% Su! Mo! Tu! We! Th! Fr! Sa! ! Su! Mo! Tu! We! Th! Fr! Sa! ! Su! Mo! Tu! We! Th! Fr! Sa! 1% 2% 3! 4! 5! 6! 7! ! ! ! ! 1! 2! 3! 4! ! ! ! ! ! 2! 3! 4! 8! 9! 10! 11! 12! 13! 14! ! 5! 6! 7! 8! 9! 10! 11! ! 5! 6! 7! 8! 9! 10! 11! 15! 16% 17! 18! 19! 20! 21! ! 12! 13! 14! 15! 16! 17! 18! ! 12! 13! 14! ! 16! 17! 18! 22! 23! 24! 25! 26! 27! 28! ! 19! 20% 21! 22! 23! 24! 25! ! 19! 20! 21! 22! 23! 24! 25! 29! 30! 31! ! ! ! ! ! 26! 27! 28! ! ! ! ! ! 26! 27! 28! 29! 30! 31! % ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! %

April% ! May% ! June% Su! Mo! Tu! We! Th! Fr! Sa! ! Su! Mo! Tu! We! Th! Fr! Sa! ! Su! Mo! Tu! We! Th! Fr! Sa! ! ! ! ! ! ! 1! ! ! 1! 2! 3! 4! 5! 6! ! ! ! ! ! 1! ! 3! ! 3! 4! 5! 6! 7! 8! ! 7! 8! 9! 10! 11! 12! 13! ! 4! 5! 6! ! ! 9! 10! 9! 10! 11! 12! 13! 14! 15! ! 14! 16! 17! 18! 19! 20! ! 11! 12! 13! 14! 15! 16! 17! ! 17! 18! 19! 20! 21! 22! ! 21! 22! 23! 24! 25! 26! 27! ! 18! 19! 20! 21! 22! 23! 24! 23! 24! 25! 26! 27! 28! 29! ! 28! 29% 30! 31! ! ! ! ! 25! 26! 27! 28! 29! 30! ! 30! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! !

July% ! August% ! September% Su! Mo! Tu! We! Th! Fr! Sa! ! Su! Mo! Tu! We! Th! Fr! Sa! ! Su! Mo! Tu! We! Th! Fr! Sa! ! ! ! ! ! ! 1! ! ! ! 1! 2! 3! 4! 5! ! ! ! ! ! ! 1! 2! 2! 3! 4% 5! 6! 7! 8! ! 6! 7! 8! 9! 10! 11! 12! ! 3! 4% 5! 6! 7! 8! 9! 9! 10! 11! 12! 13! 14! 15! ! 13! 14! 15! 16! 17! 18! 19! ! 10! 11! 12! 13! 14! 15! 16! 16! 17! 18! 19! 20! 21! 22! ! 20! 21! 22! 23! 24! 25! 26! ! 17! 18! 19! 20! 21! 22! 23! 23! 24! 25! 26! 27! 28! 29! ! 27! 28! 29! 30! 31! ! ! ! 24! 25! 26! 27! 28! 29! 30! 30! 31! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! !

October% ! November% ! December% Su! Mo! Tu! We! Th! Fr! Sa! ! Su! Mo! Tu! We! Th! Fr! Sa! ! Su! Mo! Tu! We! Th! Fr! Sa! 1! 2! 3! 4! 5! 6! 7! ! ! ! ! 1! 2! 3! 4! ! ! ! ! ! ! 1! 2! 8! 9! 10! 11! 12! 13! 14! ! 5! 6! 7! 8! 9! 10% 11% ! 3! 4! 5! 6! 7! 8! 9! 15! 16! 17! 18! 19! 20! 21! ! 12! 13! 14! 15! 16! 17! 18! ! 10! 11! 12! 13! 14! 15! 16! 22! 23! 24! 25! 26! 27! 28! ! 19! 20! 21! 22! 23% 24! 25! ! 17! 18! 19! 20! 21! 22! 23! 29! 30! 31! ! ! ! % ! 26! 27! 28! 29! 30! ! ! ! 24! 25% 26! 27! 28! 29! 30! % ! ! ! ! ! % ! ! ! ! ! ! ! ! ! 31! ! ! ! ! ! !

%%%%%%%%%%%%Awards%&%Closeout%Deadlines%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%Office%Closed%&%Holidays% CPQCC$ HRIF!

$ $ $2/1$ Deadline!Items!#!1!&!2! 3/1$$ Super!Star!Awards! ! 1/1$ New!Year’s!Day! 6/19$–$30$ Office!Closed! 3/15$$ Superstar!Award! 4/1$ Deadline!Items!#!1!@!3! ! 1/2$ Office!Closed! 9/4$ Labor!Day! 4/1$ Deadline!Items!!#!3!@!8! 4/2$ Follow@up!Rate!Award! ! 1/16$ Martin!Luther!King! 11/23$ Thanksgiving! 5/15$ All!Star!Award! 4/16$$ Deadline!Item!#!4! ! 2/20$ President’s!Day! 11/24$ Office!Closed! 6/1$ Deadline!Items!#!9!@!12! 6/1$ Deadline!Items!#!5!&!6! ! 5/29$ Memorial!Day! 12/25$ Christmas! 6/2$ Early!Bird!Award! $ ! ! 7/4$ Independence!Day! 12/26$–$29$ Office!Closed! 6/7$ Deadline!Item!#!13! $ ! ! $ ! $ ! 6/8$ Crown!Award! $ ! ! $ =$Quarterly$Data$Training$Webinars$ $ !

11/2/16 18 Closeout Checklist

ì This tool was developed to guide HRIF Programs through the Data Finalization Process (DFP). Six (6) task items are required to finalize data submitted for birth year 2013; SV #1 or AV Forms for ALL Expected 2015 born infants and RR for infants born in 2016. ì # : the task item number. ì Activity: the description of the deliverable. ì Resource: active links to tools and resources to aid in completing the deliverable.

Closeout Checklist

ì Deadline: the due date of the deliverable. ì Complete: checkbox and date stamp to indicate the deliverable is complete. ì Grayed out boxes are automatically checked

• nce the system verifies that the deliverable

was completed (items #1 thru #4).

ì Item #5 must be manually checked by HRIF Program ì Item #6 will be checked by HRIF Support

Closeout Checklist

Activities and Deadlines:

1.

No Priorities (auto) – April 1st

2.

No Errors/Warnings (auto) – April 1st

3.

SV #1 for ALL Expected 2015 infants (auto) – April 1st

4.

CCS Report reviewed/approved (auto) – April 16th

5.

Registered/Accepted 2016 HRIF eligible infants – June 1st

6.

Reviewed/Sign-off Directory (manual) – June 1st

11/2/16 19 Confirm HRIF CCS Report

11/2/16 20 CPQCC Deliverable

’

HRIF/CPQCC Match Status Report & HRIF/CPQCC Match Summary

ì

CPQCC CCS NICU may request HRIF Program user access at www.cpqccreport.org. HRIF user access is designed for referring CCS NICU or HRIF Program Staff and provides access to HRIF Reports ONLY. The reports list the basic information required for HRIF infant referral.

www.cpqccreport.org

11/2/16 21

Reporting System Tools - Review

11/2/16 22 Family Information Form

To collect social-demographic information about HRIF patients and their families to determine the specific needs of this patient population and develop better standards of care for California HRIF Programs. Printable forms and instruction are available at https://www.cpqcc.org/perinatal-programs/ccscpqcc-hrif- qci/resource-corner in the following languages:

ì English ì Spanish ì Vietnamese

Record Tracker

The purpose of the Record Tracker tool is to help HRIF Programs track and finalize/close patient records. The system will display the “Date Expected” for when the patient should have been seen for Standard Visit #1, #2 and #3, based on the recommended time frames. The “Date Expected” is calculated by using the patient’s gestational age. Once the Standard Visit is submitted the “Visit Date” and the visit “Disposition” will override the “Date Expected”. NOTE: The Record Tracker is located under the “Tools” tab and is updated in real-time.

11/2/16 23

Priority Cases are patient records with current adjusted age => 37 months and has one of the following:

1. Only has a Referral/Registration Form in the system (No visit forms submitted) 2. Open Forms = the “This Form is Closed” check box has not been checked 3. Non “discharged” disposition selected to close the case NOTE: Priority Cases are highlighted in RED

Warning Cases are patient records with current adjusted age < 37 months with a non “discharged” disposition selected to close the case and has one of the following:

1. Open Forms – the “This Form is Closed” check box has not been checked 2. Missing Standard Visit Form(s) 3. NOTE: Warning Cases are highlighted in YELLOW

Closed Cases are patient records with the following:

1. All forms are Closed – the “This Form is Closed” check box has been checked 2. A “discharged” disposition has been selected to close the case

Case Status CPQCC Reference Numbers

The purpose of the CPQCC Reference Number tool is to provide a full list of all the HRIF Programs registered infants and allow program staff to update and enter the CPQCC Patient Network ID Numbers. The CPQCC ID Numbers tools is located under the “Tools” tab and is updated in real-time. NOTE: All small babies (=< 1500 grams) born or discharged from a CPQCC CCS NICU should be assigned a CPQCC ID Network Number.

11/2/16 24 Error & Warning Report

Purpose of the Error and Warning Report tool is to alert HRIF Programs of missing or incorrect data entries and to help aid them in completing and finalizing their data. The system will display patient records with any of the following issues: “Duplicate Record”, “Missing CPQCC ID Number”, “No Forms”, “Transfer Record Incomplete”, “Met Age Limit for Program”, “Missing Birth Date of Mother”, “Incorrect Date of Visit”, and “Duplicate Core Visit” and an action plan to resolve the issue. NOTE: The Error and Warning Report tool is located under the “Tools” tab and is updated in real-time.

11/2/16 25 2015 Data Closeout 2012 Data Closeout

ì

Programs w/ NO Errors & Warnings = 64 (93%)

ì 57 (82%) 2011 | 27 (39%) 2010 ì

Programs w/ NO Priority Cases = 65 (94%)

ì 63 (91%) 2011 | 49 (75%) 2010 ì

52 Programs received the “Superstar” award

ì 44 Winners 2015 ì

12 Programs received the “Follow-up Rate” award

ì 12 Winners 2015

Error &Warning

2010 2011 2012 # of Programs 56 12 4 Total Errors 877 230 30 100 200 300 400 500 600 700 Missing MDOB >= 3 years Missing CPQCC ID# Duplicates >= 12 /No Forms Duplicate SVs Incorrect Date of Visit 2010 2011 2012

11/2/16 26

Congratulations to the 52 HRIF Programs who received the "HRIF Super Star Award" for meeting the April 1, 2016 HRIF Data Finalization Deadline for not having any Priority or Error/Warning Cases for the closing 2012 born infant records!

Superstar Winners

ì Alta Bates Summit Medical Center ì Anderson Lucchetti Women's and Children's Center ì Arrowhead Regional Medical Center ì Bakersfield Memorial Hospital ì California Pacific Med Center ì Cedars Sinai Medical Center ì Children's Hospital Of Orange County ì Desert Regional Medical Center ì Doctors Medical Center ì Fountain Valley Rgnl Hosp And Med Ctr ì Glendale Adventist Medical Center ì Good Samaritan Hospital - San Jose ì Harbor-UCLA Medical Center ì Hoag Memorial Hospital Presbyterian ì Huntington Memorial Hospital ì John Muir Medical Center ì Kaiser Fnd Hosp - Downey ì Kaiser Fnd Hosp - Fontana ì Kaiser Fnd Hosp – OC - Anaheim ì Kaiser Fnd Hosp - Panorama City ì Kaiser Fnd Hosp - San Diego ì Kaiser Fnd Hosp - Sunset/Los Angeles ì Kaiser Permanente - Oakland Campus ì Kaiser Permanente – Roseville ì Kaiser Permanente - San Francisco ì Kaiser Permanente - San Leandro ì Kaiser Permanente - Walnut Creek ì Kaweah Delta Medical Center ì Kern Medical Center ì Los Robles Hospital & Medical Center ì Lucile Packard Children's Hospital Stanford ì Marian Regional Medical Center ì Mattel Children's Hospital At Ronald Reagan UCLA Medical Center ì Mercy San Juan Hospital ì Miller Children's & Women's Hosp At Long Beach Memorial Hosp ì North Bay Medical Center ì Northridge Hospital Medical Center ì Olive View - UCLA Medical Center ì Pomona Valley Hospital Medical Center ì Presbyterian Intercommunity Hospital ì Providence Tarzana Medical Center ì Rady Children's Hospital - San Diego ì Riverside Universal Health System Medical Center ì San Antonio Regional Hospital ì Santa Barbara Cottage Hospital ì Santa Clara Valley Medical Center ì Santa Monica - UCLA Medical Center ì Sierra Vista Regional Medical Center ì

• St. John's Regional Medical Center

ì Sutter Santa Rosa Regional Hospital ì UCSF Benioff Children's Hospital - Oakland ì UCSF Benioff Children's Hospital - San Francisco ì University Of California Davis Med Center ì University Of California Irvine Med Center ì University Of California San Diego Med Center ì Valley Children's Hospital ì Valley Presbyterian Hospital

11/2/16 27 Follow–Up Rate Winners

Congratulations to the 12 HRIF Programs who received the "HRIF Follow-up Rate Award" for meeting the follow-up rate recommendation for HRIF eligible infants: 1st Visit => 80%; 2nd Visit => 70%; and 3rd Visit => 60% for the closing 2012 born infant records!

ì John Muir Medical Center ì Kaiser Fnd Hosp – OC - Anaheim ì Kaiser Fnd Hosp - Panorama City ì Kaiser Fnd Hosp - Sunset/Los Angeles ì Kaiser Permanente - Oakland ì Kaiser Permanente - San Francisco ì Kaiser Permanente - San Leandro ì Kaiser Permanente - Santa Clara ì Kaiser Permanente - Walnut Creek ì Lucile Packard Children's Hospital Stanford ì Natividad Medical Center ì Providence Tarzana Medical Center

Common Issues & Solutions Discharge Registration Delay

Year <=3 mos 3-6 mos 6-12 mos Over 1 yr 2011 70% 14% 8% 7% 2012 71% 16% 10% 4% 2013 80% 12% 7% 1% 2014 81% 9% 8% 1% 2015 88% 7% 4% 1% 2016 97% 3%

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Ø Who is responsible for referring HRIF eligible infants? The CCS NICU who is discharging the infant home. Ø What is the HRIF ID Number? A computer generated 8-digit number assigned to the infant/child after submitting the “RR Form” in the web-based Reporting System. Ø Searching for Records in the System: Use the “HRIF ID #” or “Date of Birth” search fields. Ø How do you obtain a CPQCC Patient ID Number? Contact the CPQCC Data Contact person from the birth/discharge NICU to obtain the CPQCC Patient ID #. Ø When do you use the “Still in Hospital” check box? If the infant/child is still hospitalized in the NICU or other unit in the hospital at 8 months chronological age. Ø Not Sure if the Infant Qualified for CPQCC Patient ID#: Enter “00000” as the CPQCC Network Patient ID Number, if your not sure if the infant met the CPQCC NICU Eligibility Criteria or a CPQCC ID Number has not been assigned to the infant. Ø Infant has two CPQCC IDs, which one do I use? Either one, note the ID number you choose to use must be paired with the Hospital’s OSHPD code who assigned the CPQCC ID Number.

Ø Infant Qualified for CPQCC, but no ID was assigned: Enter “77777” as the CPQCC Network Patient ID Number, if the infant met the CPQCC NICU Eligibility Criteria, but never assigned a CPQCC ID Number. Ø Infant eligible for HRIF, but family lives out of state/country:

1.

Submit RR Form

2.

Submit a CNSD Form - indicate family moved out of state/county and Discharge, Family Moving Out of State/Country, then close the form. Ø Patient seen for 1st visit, scheduled to return, BUT 6-8 months have passed and patient has not been seen after multiple attempts. How to code in the system: Submit a CNSD Form, unable to contact and discharge-closed out of program. Ø If you check the “Unable to Complete Form” box on the RR Form: Submit a CNSD Form to indicate the reason your unable to complete the form: “Infant Expired”, “Lost to Follow-up” or “Parent Refused”. Ø Review the HRIF Record Tracker and Errors and Warning tools on a quarterly basis to keep your records up-to-date. Ø Need additional assistance contact HRIF Support to schedule a one-on-one phone conference.

How to Resolve Duplicate Records

1. Contact the HRIF Program with the duplicate case to review the records. 2. Make sure all data variables are captured on the RR Form (CPQCC Reference Number, Birth Mother’s Date of Birth, Discharge Date to Home, etc).

• 3. *Combine all data forms (SV, AV and CNSD) into one record.

4. The HRIF Program not currently following the patient should use the orange "Delete" button located at the bottom of the RR Form entry screen to remove their record from the system. *TIP: Use the "Patient Data Quality Self-Audit Instrument Report" located in the "Patient's Case History" page to review the details of the record.

11/2/16 29 Transfer Patient Record Process

1. Contact the CCS HRIF Program Coordinator where the patient will be transferred for follow-up care, to inform them of the patient. 2. Submit a “CNSD Form”, before requesting to transfer the patient’s record: Category: "Discharged” Reason: "Infant Referred to Another HRIF Program" Disposition: "Will be Followed by Another CCS HRIF Program” 3. Submit a “HELP TICKET” to request the record transfer to another CCS HRIF

• Program. Include in the ticket request the patient’s “HRIF ID Number”, “Date
• f Birth” and the “HRIF Program, where the patient will be transferred”.

NOTE: Records are transferred every Friday; request received on Friday will be transferred the following week.

Transfer Records

1.

CNSD form’s date of Not Seen, should not be greater than 2 months when requesting a transfer.

2.

If child is greater than 28 months, HRIF Support will contact the transfer to HRIF Program Coordinator to confirm the case prior to transferring.

3.

Use the Correct Disposition:

ì

Select “Will Be Followed by Another CCS HRIF Program” when the infant/child is transferred and receiving follow-up care from another CCS HRIF Program.

ì

Select “Discharged, Will be Followed Elsewhere” when the infant/child will be receiving follow-up care from a NON CCS HRIF Program in California. No further data will be submitted to CMS/CCS.

4.

Transfer request Help Tickets will be closed if left idle for 3 or more days after response by HRIF Support.

Program Directories

11/2/16 30 Update Directories

1. CPQCC / HRIF-QCI Directory 1. Available at https://www.cpqccdata.org, “Close-Out Check List” => “Item #7, Resource Link” 2. Available at https://www.ccshrif.org under the “Admin” tab => “Update Directory” 3. Updates in real-time 2. CCS-Approved Special Care Center (SCC) Directory 1. Available at http://www.dhcs.ca.gov/services/ccs/scc/Pages/default.aspx 2. Find your Facility Name, then click the Center Number (X.XX.XX) 3. Review SCC Directory 4. Fax “SCC Directory Update Cover Sheet” and “SCC Directory” to Provider Services Unit: #916-322-8798 NOTE: Follow-up with Joseph Schulman, MD (Director, NICU Quality Measurement and Improvement) @ Joseph.Schulman@DHCS.ca.gov, if SCC Directory is not updated within 4 weeks.

http://www.dhcs.ca.gov/services/ccs/scc/Pages/default.aspx

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http://www.dhcs.ca.gov/services/ccs/scc/Pages/default.aspx http://www.dhcs.ca.gov/services/ccs/scc/Pages/Updates.aspx

11/2/16 33 System Reports

ì

HRIF Summary Report

ì Provide HRIF Programs with confidential information about their patient’s HRIF follow-up outcomes. ì

HRIF CCS Reports

ì Provide CCS an annual compilation of site-specific longitudinal outcomes. Released after the data set cohort year has been finalized and closed. ì

NICU Report

ì Provide NICU care providers with confidential information about their patient’s post-discharge care, course, and HRIF follow-up outcomes.

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11/2/16 35 CPQCC Website

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11/2/16 37 Any Questions?