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2013 CROWNWeb New User Training 1

We’re glad to be here!

• All phone lines have been placed on mute.
• Ask questions directly to our Subject Matter Experts via

the WEBEX Q&A panel.

• When we’re done, we will provide additional

information on supplemental training materials.

• Dial In #: 1-866-906-7447 CODE: 8084929#

CROWNWeb OCT Trainers

CROWNWeb Outreach, Communications, and Training Team

Matthew McDonough, MS, CTT

Project Manager

Oniel Delva, BA, CTT

Communications and Training Manager

Mike Seckman, CTT

Senior Trainer

Michelle Barry, BFA

Technical Writer

2013 CROWNWeb New User Training 2

WebEx Q&A Feature Our Agenda Today

We will cover these major areas within CROWNWeb:

Patient Life Cycle Workshop

• Enter Clinical Information
• Discharge a Patient
• PART Data
• CMS-2746 Form

Facility Workshop

• Notifications and Accretions
• Reports

Prerequisite Tutorials

• Before You Begin
• Edit Facility Default Preferences
• Add Facility Personnel

Manage Users Workshop

• Overview of CROWNWeb and QIMS
• Managing Role and Scope

Patient Life Cycle Workshop

• Admit a New Patient
• Patient Attributes
• CMS-2728 Form
• Treatment Information

Day 1 Day 2

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How We’ll Do Things Today

Each lesson is divided into two parts:

• Part 1 – Background information
• Part 2 – Demonstration

NOTE: Patient data used in this presentation is fictitious.

Manage Users Workshop

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Overview of CROWNWeb and QIMS

Objective: What are they and how are they different

What is CROWNWeb?

CROWNWeb:

• Consolidated Renal Operations in a Web Enabled

Network (CROWNWeb).

• A Centers for Medicare & Medicaid (CMS)-

mandated data collection system for End Stage Renal Disease (ESRD).

• Used by every certified dialysis facility to input their

patient data, patients’ treatment and modality, facility, and facility’s personnel data.

• Collects monthly clinical measurements for patients.

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What is QIMS?

QIMS:

• QualityNet Identity Management System (QIMS).
• A software program to assign User IDs and

passwords for one or more CMS applications.

• Users register online and receive their User ID

and temporary password.

• Users change password as required.

CROWNWeb CRMIS ESRD QIP QIO DDST QIO MART QNet Identity Management

2013 CROWNWeb New User Training 6 CROWNWeb CRMIS ESRD QIP QIO DDST QIO MART QNet Identity Management

Managing Role and Scope in CROWNWeb

Objective: Configuring user access rights in CROWNWeb.

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Background Information

Things to know before you get started:

Role (what you can do in CROWNWeb)

• Facility Viewer
• Facility Editor
• Facility Administrator
• Only the QualityNet Help Desk can give a Facility

Administrator access to manage Role and Scope.

• Only Facility Administrators can manage Role and Scope for

the personnel at facilities they have scope over (but not for

• ther Facility Administrators).

Scope (where you can do it - Facilities)

Accessing Account Management

1. From the CROWNWeb Home screen, click the Admin link. The User Account Administration screen displays.

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Accessing User Role Management

2. Click User Role Manager. The Manage User Roles screen displays.

Removing and Adding Roles

3. Click in the User Last Name field and begin to enter the user's name, or click in the User ID field and enter their complete User ID (shown below). The Manage User Roles screen refreshes and displays a list of users who meet the criteria entered.

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Removing and Adding Roles

• 4. Click the User Name
• f the desired user.

The Manage User Role Screen displays the Roles Assigned to the selected user.

tr1006

Accessing Scope Management

5. Use the right (>) and left (<) arrow buttons to assign/remove roles as

• necessary. When all changes have been made, click Submit. The Manage

User Role Screen displays the message "User was saved."

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Configuring Scope

6. To change the scope for a user, click the Facility Scope Manager link. The Manage Facility User Scope screen displays.

Configuring Scope

• 7. Click in the User Last

Name field and begin to enter the user's name, or click in the User ID field and enter the complete User ID. The Manage Facility User Scope screen refreshes and displays a list of users who meet the criteria entered.

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Configuring Scope

• 8. Click the User Name of

the desired user. The Manage Facility User Scope screen displays the role(s) and scope assigned to the selected user.

Accessing Scope Management

9. Use the right (>) and left (<) arrow buttons to assign/remove scope as

• necessary. When all changes have been made, click Submit.

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Accessing Scope Management

• 10. The Manage Facility User Scope screen displays the message

"User was saved."

Let’s Take a Look!

Let’s take a look at how we’ll assign role and scope in CROWNWeb!

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Patient Life Cycle Workshop Admit Patients in CROWNWeb

Objective: Learn to admit patients to your facility using CROWNWeb.

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Background Information

Things to know before you get started:

• Required whether the patient is new to dialysis or

transferring in from another chronic facility.

• You only have access to data for patients who are

admitted to your facility.

• Use the date the patient first dialyzed at your facility as

the Admit Date.

Click Patients

• 1. From the Home screen, click the Patients link. The Search for Patients

screen displays.

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Click Admit Patient

2. Click Admit Patient in the sub-menu. The Admit Patient screen displays.

Enter Patient Information

3. Complete the required information, then click Next. The Add Treatment Information screen displays.

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Add Dialysis Treatment Info

4. Complete the patient's treatment information, and click Next. The Add Patient Attributes screen displays. NOTE: The Dialysis Time Period field may be required for the CMS-2744 Form.

Add Patient Attributes (details)

5. Enter the patient attributes data, and then click Submit.

Required fields for 2728

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Add Patient Attributes (details)

• 5. Enter the patient attributes data, and then click Submit.

Required fields for 2728

Add Patient Attributes (details)

• 5. Enter the patient attributes data, and then click

Submit.

Fields may be required for 2728 or 2744

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Patient Details – Submitted

6. The View Patient Attributes screen displays the message “View Patient Details - SUBMITTED.”

Admitting an Existing Patient

CROWNWeb searches against key patient data to ensure that the patient does not already exist. There are four possible scenarios that you may encounter when admitting an existing patient:

• 1. Exact Match – Out of Scope
• 2. Exact Match – In Scope
• 3. Near Match – In Scope
• 4. Near Match – Out of Scope

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Exact Match – Out of Scope

If the patient is an exact match for a patient at a facility you do not have scope over, the following message displays:

Exact Match – In Scope

If the patient is an exact match for a patient at a facility you do have scope

• ver, the following message displays:

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Near Match - In Scope

Near match patient IN SCOPE:

• Review the match details, ensuring you entered data correctly.
• Decide if the patient is a match.
• Determine whether the data in CROWNWeb or the data you are

entering is incorrect.

Near Match - Out of Scope

Near match patient OUT OF SCOPE:

• You cannot view possible matches.
• Contact your Network for help admitting the patient.

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Transient Patients

A “transient” patient is a patient requiring short-term dialysis at a facility other than his/her home facility on a temporary basis. Patients are considered transient if they are receiving treatment for fewer than 30 days or 13 treatments. Facilities must admit every transient patient to their facility via CROWNWeb, and indicate at least the Transient Reason.

Transient Patient

1. When admitting the transient patient, select Yes in the Transient Status field. 2. Select a Transient Reason, enter any address information. 3. Click Next.

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Accept Transient Patient

5. The Patient Admission Confirmation screen displays, with the message that the facility accepts the transfer of this patient. 6. Click Accept.

Transient Patient Guidelines

When working with transient patients, note the following guidelines:

• All temporary patients must be entered as a transient,

even if at your facility for only one treatment.

• Do not discharge transient patients in CROWNWeb until

they have fully completed their temporary treatment at your facility and have returned full-time to their home facility.

• Discharge with a reason of Transfer – Dialysis Facility

when returning to their home facility.

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Let’s Take a Look!

Let’s take a look at how we’ll Admit a Patient in CROWNWeb!

Admitting Patients Pop Quiz

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Viewing and Editing Patient Attributes in CROWNWeb

Objective: Locating and modifying existing patient attributes (details) in CROWNWeb.

Background Information

Things to know before you get started:

• The patient must be admitted to a facility you have scope
• ver.
• Facility Viewers can view attributes for admitted patients.
• Only Facility Editors can edit and delete attributes.

2013 CROWNWeb New User Training 25

Home

1. From the Home screen, click the Patients link. The Search for Patients screen displays. 2. Enter information for the patient, then click Search. The Patient Search Results screen displays.

Search for Patients

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3. Click the desired patient's CROWN UPI link. The View Patient Attributes screen displays.

Access the Patient Attributes View Patient Attributes

4. Click Edit Patient, located in the sub-menu. The Edit Patient Attributes screen displays.

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Edit Patient Attributes

5. Make any needed changes to the patient's record, then click Submit.

View Patient Details - SUBMITTED

6. The View Patient Attributes screen displays the message “View Patient Details – SUBMITTED.”

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Let’s Take a Look!

Let’s take a look at how we’ll Edit Patient Attributes in CROWNWeb!

Questions – Break 1

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Completing a CMS-2728 Form in CROWNWeb

Objective: Submit a CMS-2728 form in CROWNWeb.

Background Information

Things to know before you get started:

• You must admit patient in CROWNWeb

with a reason of New ESRD Patient before you can complete an Initial CMS-2728 form.

• Only a Facility Editor can add a

CMS-2728.

• Submission rules and deadlines

have not changed with CROWNWeb— forms must be submitted within 45 days of the patient’s first treatment.

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Click Patients

• 1. From the Home screen, click the Patients link. The Search for Patients

screen displays.

Search for Patients

2. Enter information for the patient, and click Search. The Patient Search Results screen displays.

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Patient Search Results

3. Click the desired patient's CROWN UPI link. The View Patient Attributes screen displays

View Patient Attributes

4. Click the 2728 link in the gray sub-menu. The Manage 2728 Forms screen displays.

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Manage CMS-2728 Forms

5. Click the Add 2728 button. If CROWNWeb contains the data required for the patient to begin the form, the Form 2728 screen displays.

Manage CMS-2728 Forms

If needed data is missing, a warning message will display prompting you to go back and enter it, or you can check the checkbox to ignore the warning. You will eventually have to make these updates, so it is recommended to make these changes right away.

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6. Complete patient information up to the Physician Identification section, and then click Save.

Adding a CMS-2728 Form Adding a 2728 for the Patient

• 6. Enter or select patient information up to the Physician

Identification and obtain signature from patient sections, and then click Save.

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Adding a 2728 for the Patient

• 6. Enter or select patient information up to the Physician

Identification and obtain signature from patient sections, and then click Save.

Adding a 2728 for the Patient

• 6. Enter or select patient information up to the Physician

Identification and obtain signature from patient sections, and then click Save.

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Adding a 2728 for the Patient

• 6. Enter or select patient information up to the Physician

Identification and obtain signature from patient sections, and then click Save.

Adding a 2728 for the Patient

• 6. Enter or select patient information up to the Physician

Identification and obtain signature from patient sections, and then click Save.

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Adding a 2728 for the Patient

• 6. Enter or select patient information up to the Physician

Identification and obtain signature from patient sections, and then click Save.

Save and Print

7. Click Save. The message "Form 2728 was saved" displays. Scroll to the bottom of the screen, and click the Print button. CROWNWeb displays the CMS-2728 Form in Adobe PDF format.

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Save and Print

8. Click the printer icon. The Print dialog box displays.

Save and Print

9. Select the desired printer, and click OK.

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Physician and Patient Signatures

• 10. On the paper form, obtain the physician and patient signatures and any

missing data (co-morbid conditions, etc.); then return to CROWNWeb to complete the CMS-2728 Form.

Physician and Patient Signatures

• 11. After submitting the CMS-2728 in CROWNWeb:
• Make a copy of the completed, signed

form.

• Keep the copy with the patient’s medical

records file.

• Mail the original, printed hardcopy to your

local Social Security Administration office.

2013 CROWNWeb New User Training 39

Submitting the CMS-2728 Form

• 12. From the Manage 2728 Forms screen, click the Initial Dialysis+ link in the

Existing 2728 Forms section. The View ESRD Medical Evidence (2728) - Saved screen displays.

Submitting the CMS-2728 Form

• 13. Click the Edit 2728 link in the gray sub-menu. The Form 2728 screen

displays.

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Submitting the CMS-2728 Form

• 14. Enter the dates that the Attending Physician and Patient signed the form

(as well as any other missing data), then click Submit.

Submitting the CMS-2728 Form

• 15. The View ESRD Medical Evidence (2728) - Submitted screen displays if all

information passes validation.

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Submitted Without Required Fields

When the CMS-2728 Form is submitted without all the required fields, error messages will display. You must go back and correct these errors, then click Submit again.

Serum Creatinine

2013 CROWNWeb New User Training 42

Supplemental and Re-entitlement CMS-2728 Forms

• Steps to complete these forms are identical to the Initial

CMS-2728 Form.

• Circumstances where these forms are required depend
• n the patient’s course of treatment.
• CROWNWeb will automatically enable the Supplemental
• r Re-entitlement CMS-2728 Forms, if necessary.
• These forms will be found on the Manage 2728 Forms

screen, if available.

Deleting a Saved CMS-2728 Form

While deleting a CMS-2728 Form is not a common occurrence, only a CMS- 2728 Form in a Saved status can be deleted, e.g., when an acute patient is accidentally admitted and a form has been started for that patient. 1. Access the saved CMS-2728 Form from the Manage 2728 Forms screen, scroll to the bottom of the form, then click Delete.

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Deleting a Saved CMS-2728 Form

2. CROWNWeb will display a confirmation box. Click Yes to confirm. 3. The View Patient Attributes screen displays the message “Form 2728 was deleted.”

Let’s Take a Look!

Let’s take a look at how we’ll Add an Initial CMS-2728 Form in CROWNWeb!

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CMS-2728 Pop Quiz

Adding Treatment Information

Objective: Viewing and adding treatment information for a patient in CROWNWeb.

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Background Information

Things to know before you get started:

• When a patient is admitted to a facility, the Treatment

Summary screen tracks changes in the modality.

• Each time the treatment information changes, a new

Treatment Summary must be created.

Locate the Patient

1. From the Home screen, click the Patients link. The Search Patients screen displays. 2. Enter the patient information, then click Search. The Patient Search Results screen displays. 3. Click a patient's CROWN UPI link. The View Patient Attributes screen for that patient displays.

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View Patient Attributes

4. Click the Admit/Discharge Summary link in the gray sub-menu. The Admit/Discharge Summary screen displays.

Admit/Discharge Summary

5. Click a Treatment Summary link. The View Treatment Summary screen displays information on that treatment record.

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View Treatment Summary

6. Click the Add Treatment link. The Add Treatment Information screen displays.

Add Treatment Information

7. Enter the patient's new dialysis treatment information, and then click Submit.

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View New Treatment Summary

8. The View Treatment Summary screen displays the new treatment summary record.

Let’s Take a Look!

Let’s take a look at how we’ll add Treatment information in CROWNWeb!

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Treatment Summary Pop Quiz Questions – Break 2

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Thank You!