ACS NSQIP Adult and Peds Data Registry: Patient Grid Tutorial · PDF fileACS NSQIP Adult and Peds Data Registry . Patient Grid Tutorial . June 30, 2012 . Version 1.0 . PROPRIETARY

ACS NSQIP Adult and Peds Data Registry Patient Grid Tutorial

June 30, 2012 Version 1.0

PROPRIETARY AND CONFIDENTIAL

This document is the sole property of the American College of Surgeons (ACS). Only the making of copies for classroom, scholarship or research is permitted. Production of any derivative or copying of this document intended to be “consumable” for distribution by public sale or other transfer of ownership by rental, lease or lending is strictly prohibited.

ACS NSQIP Adult and Peds Data Registry: Patient Grid Tutorial

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Contents

INTRODUCTION 3

LOCATION 3

SEARCH FILTERS 3

RUNNING A SEARCH 10

RESULT SET 10 Columns ...................................................................................................................................... 10 Records that Match the Search Criteria ..................................................................................... 12 Navigating the Result Set ............................................................................................................ 13 Hover functionality ..................................................................................................................... 13

Number of Days until Locked: .................................................................................................. 13 Previous Search ........................................................................................................................... 13

LEGEND 14 Incomplete .................................................................................................................................. 14 Complete ..................................................................................................................................... 14 Queried ....................................................................................................................................... 14 Locked ......................................................................................................................................... 15 Form Options .............................................................................................................................. 17 Exact Match ................................................................................................................................ 17

HEADER LINKS 18

COMMON SCENARIOS 19 Scenario 1.................................................................................................................................... 20 Scenario 2.................................................................................................................................... 21 Scenario 3.................................................................................................................................... 22 Scenario 4.................................................................................................................................... 23 Scenario 5.................................................................................................................................... 24

APPENDIX 25 Form Types per Filter .................................................................................................................. 25


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Introduction The ACS Adult Data Registry (“Adult Workstation”) and the ACS Pediatric Data Registry (“Peds Workstation”), have a feature called the “Patient Grid”. The Patient Grid functionality in the Adult Workstation and the Peds Workstation is the same. As a result, this tutorial will address both registries. The Patient Grid is a search tool that allows for retrieving patients based on user defined search criteria. In addition to retrieving a result set of patients that match certain criteria, the user may also create new demographics forms (patients) and case forms from the result set (grid).

Location The Patient Grid can be found within the “Patients” tab of the Data Portal (in the Workstation). Please note the Pediatric workstation has a different color scheme than the Adult Workstation.

Search Filters The following filters can be used as search criteria in the Adult/Peds Patient Grid:

- Search by IDN - Case # - First Name - Last Name - Cycle - Form to Search - Days of Follow-Up - Completeness - Locked Status - Queries - Date Type

o Operation Date o Form Creation Date o Lock Date

- Core Date Range - Patients Per Page


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The very first time a user uses the patient grid, the list of filters might be collapsed. For example:

To expand the list of filters so that one can see the entire list, click on the “Show Advanced Search” link. The list will be expanded as follows:

The user can toggle between expanding all of the filters and collapsing a subset of filters by pressing the “Show Advanced Search” link and “Hide Advanced Search” link, respectively.


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The definition (and helpful hints) for each search filter can be found below:

Search Filter Description/Comment

Search by IDN (text box)

Enter a patient’s IDN. The user may enter partial values for the IDN. For example, if a user enters “570” and performs a search, patients with IDNs that start with “570” as the first three digits will be returned in the result set.

Case # (text box)

Enter a case number. The case number entered must be an exact case number. Entering partial digits will not bring back any results.

First Name (text box)

Enter the first name of the patient. The user may enter partial characters for the first name. For example, the user may enter “Laur” for the name “Laura”, and patients that have “Laur” as part of their first name will be returned.

Last Name (text box)

Enter the last name of the patient. The user may enter partial characters for the last name. For example, the user may enter “Smi” for the last name of “Smith”, and patients that have “Smi” as part of their last name will be returned.

Cycle (dropdown boxes)

The “Cycle” represents the 8 day cycle for case inclusion. The user may select a Cycle “Year”, and subsequently a Cycle “Number” corresponding to that year. Patients with case forms corresponding to the selected cycle year and cycle number will be returned.

Form to Search (dropdown box)

The user may select the type of form to search for. The user may select one of the following form types:

- All Forms - Demographics - Case Form

Days of Follow-Up (dropdown box)

If the “<30 days” option is selected, then the search will bring back patients that have case forms where the “If you were unable to obtain the 30-day follow up information, indicate how many days you were able to follow this case” dropdown was set to a value (in the “Follow Up” tab of the case form). An image of the variable is shown below.

Completeness (dropdown box)

The “Completeness” search filter allows the user to search for forms that are “complete”, forms that are “incomplete”, or both. The available options are:

- All Forms - Complete - Incomplete

As a side note, “incomplete” forms are designated in the patient grid in bold. “Complete” forms are not bolded. For example, in the image


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below, case “100064” is incomplete, and case “100055” is complete.

Locked Status (dropdown box)

The “Locked Status” search filter allows a user to search for locked forms, unlocked forms, or both. The available options are:

- All Forms - Locked - Unlocked

The definition of “locked” vs. “unlocked” is below:

- Locked = The form has a lock date and today's date is past that lock date. Forms that locked today are included.

- Unlocked = Today's date is not past the form's lock date. If the form doesn't have a lock date (such as pending LTFU forms), then they would be included in this bucket too.

Queries (dropdown box)

This search filter will probably not be used often by the end user. The “Queries” search filter checks for open queries on forms. A query is an automatic system error that may be posted on the form if the data provided does not meet system logic. If there are messages in the “Errors and Warnings” pane within a form (if the pane is not “blank”), then the form may be considered “Queried”. Please see the “Queried” section within the “Legend” section of this document for additional examples of queried forms.

The user can select from the following options:

- All Forms - Open Queries

Please note that in the Adult workstation, there may be some patients returned in the result set that do not have at least one highlighted form when doing an “Open Queries” search. This is because the form may be linked to the ACS BSCN (bariatric) Data Registry. The system considers the linking an “open query”.

Date Type (radio buttons)

The “Date Type” radio button is used in conjunction with the “Date Restriction” date range. The user can select from the following “Date Types” to search by:

- Operation Date - Lock Date


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- Form Creation Date

**********************

Operation Date: The operation date field is entered on the surgical profile tab in a patient’s case form. In terms of the patient grid, it is the date represented in the result set of the “Case Form” column. For example, in the image below, “04/01/2011” represents the operation date.

Lock Date: The lock date represents the date a form locks.

Form Creation Date: The form creation date is the date the form was created in the workstation.

*********************

It should be noted that depending upon the form type selected in the “Form to Search” dropdown box, certain Date Type radio buttons will be enabled or disabled. The reason for this is because some Date Type options do not exist for a particular form type. For example, if the “demographics” form is selected in the “Form to Search” dropdown box, then the only Date Type radio button that is enabled is the “Form Creation Date” option. This is because demographics forms don’t have operation dates or lock dates associated with them.

Only one Date Type radio button may be selected at a time.

When selecting a Date Type radio button, it is also important to enter a begin date and end date for the Date Restriction search filter’s “Earliest” and “Latest” dates. If no dates are entered for the “Earliest” and “Latest” dates, then the Date Type radio button option that is selected will have no impact on the search.

Date Restriction (Date boxes)

The Date Restriction date boxes are used in conjunction with the Date Type radio buttons. After selecting a Date Type radio button, enter dates in the “Earliest” and “Latest” date boxes.

In the image below, “MM” represents a two digit month, “DD” represents a two digit day, and “YYYY” represents a four digit year.

To set the search criteria to search on a date of 5/1/12 through 5/31/12, the user would enter the following in the date boxes:


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To search for a single day/date, the user would enter the same date in both the “Earliest” field and the “Latest” field:

Clicking on the calendar icon next to the “YYYY” entry boxes will display a calendar tool from which a date may be selected:

Before performing a search, it is important to note the following: If values are currently in the Date Restriction date boxes and the user wishes to perform a new search that does NOT take into account the Date Type, the user needs to delete the values in the Date Restriction date boxes. For example, in the image below, even though the “Operation Date” is selected for the Date Type radio button, the operation date will not be part of the search criteria because no date range has been entered for the Date Restriction date boxes. A Date Type radio button will always be selected. As a result, the way to disregard a Date Type when performing a search is to manually delete the dates in the “Earliest” and “Latest” fields (so that they are cleared out, as shown below).

If dates are entered in the “Earliest” and “Latest” fields, then the Cycle “Year” and Cycle “Number” dropdown boxes will be disabled, along with the “Core Date Range” dropdown box. To re-enable the Cycle dropdown boxes and the “Core Date Range” dropdown box, please manually remove the dates in the “Earliest” and “Latest” fields (screenshot above).


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Core Date Range (dropdown box)

A form’s “Core Date” is defined as follows:

- For case forms, the “Core Date” is the operation date - For demographic forms, the “Core Date” is the form creation

date - If the “Core Date Range” is the only search filter selected, and

the other filters are either set to “All Forms” or blank, then both of the following will be returned:

o Patients with any case forms with an operation date within the date range chosen Exact match icon will appear next to any case

forms with an operation date within the date range chosen

o Patients with any demographic forms with a form creation date within the date range chosen Exact match icon will appear next to any

demographic forms with a form creation date within the date range chosen

The available Core Date Range options are:

- All Dates - Last 7 days - Last 30 days - 31 – 60 days ago - 61 – 90 days ago - 91 – 120 days ago - 121 – 150 days ago

If an option is selected in the “Core Date Range” dropdown box, then the Cycle “Year” and Cycle “Number” dropdown boxes will be disabled. To re-enable the Cycle dropdown boxes please select “All Dates” in the “Core Date Range” dropdown box.

Similarly, if an option is selected in the “Core Date Range” dropdown box, then the Date Type and Date Restriction filters will be disabled. To re-enable the Date Type and Date Restriction filters, please select “All Dates” in the “Core Date Range” dropdown box.


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Patients Per Page (dropdown box)

The “Patients Per Page” represents the number of patients returned in the result set per page of results. The available options are:

- 10 - 25 - 50 - 100

Increasing the number of patients displayed per page may increase the time it takes to run the query and return the result set.

It should be noted that the search filter criteria will be “remembered” from the last search performed, and will subsequently be the default parameters used when the user returns to the patient grid. This includes “remembering” the criteria from the last time the user was logged in. The filter criteria used from the last search will be used until the user changes the filter criteria and runs a new search. The “advanced” search criteria will also be remembered even if the user clicks on the “Hide Advanced Search” link. If the last search a user performed took a while to execute, then the patient grid page may take a while to load initially.

Please see the Appendix for a list of form types that are searched on, per filter.

Running a Search After entering a desired set of search criteria in the patient grid filters, the search can be executed by pressing the “Search” button at the bottom of the filter list.

Please be patient when conducting a search, for depending upon the search criteria entered, the query may take a few minutes to extract and display the results. Please allow the search engine enough time to execute properly. Attempting to change filters options while a search is in process and then clicking “search” again will not be successful. The system will generally disregard the new request and return the originally requested search results.

Result Set The results of a search will display in a “grid” below the list of filters.

Columns The data will display in the following columns:

• Patient: Displays the IDN, First Name and Last Name of the patient (if they were entered on the demographics/case form), and the patient’s date of birth.

• Demographics: Displays a link to view the demographics form for the patient.


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• Case Form: Displays the case form(s) associated with the patient. All case forms for the patient will be displayed. The operation date associated with the case form is listed, as well as the case number. Clicking on a row in the Case Form column will open the case form associated with the case form number displayed in the row. The Case Form column will also display a link called “Enter Case” for each patient listed in the grid (for those users that have data entry access to the system). Clicking on the italicized “Enter Case” link will initiate the process of creating a new case form for that patient. A window will appear in which the user can enter the operation date for the newly created case. After entering the operation date, the user is taken to the newly created case form.

• Patient Summary Report This column displays a link to the Patient Summary Report for that particular patient. Clicking on the link will bring up the report.

• Delete Patient This column displays a link to delete the patient. This column only appears to users that have data entry access to the system. Clicking on this link will bring up a dialog box that warns the user that they are deleting the patient. From the dialog box, the user may either cancel the action, or proceed with deleting the patient.

The screenshot below is an example of the patient grid (result set).


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Records that Match the Search Criteria It is important to note that the patient grid result set will always show all of the forms associated with that patient, even if not every form associated with the patient matches the search filter criteria. For example, a patient may have three case forms, and if only one case form matches the user defined search criteria, the result set will still display all three case forms associated with that patient.

A blue check mark next to a form indicates that the form matched ALL of the search filter criteria. This is called the “Exact Match” icon. Please note that ALL of the search criteria must be met for the exact match icon to appear (as opposed to “any” of the criteria). The screenshot below shows that case form 109226 matched the selected search filter criteria, whereas case form 108967 did not. Note that all of the forms associated with the patient are returned, though.


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Navigating the Result Set The number of patients returned in the result set is displayed above the grid, in the top left hand corner. For example:

The number of pages displayed in the result set is shown at the bottom of the grid, in the bottom left hand corner. For example, the result set below has 84 pages, and the user is currently on page 2. The red links allow for navigation to various pages. To go to a specific page, click the individual page number link. To go to the next page in the result set, click the “Next” link. To go to the previous page in the result set, click the “Prev” link. To go to the first page in the result set, click the “First” link. To go to the last page in the result set, click the “Last” link.

Hover functionality While using the mouse to “hover” over certain links in the patient grid, “hover text” may be displayed in some areas. It should be noted that not all browsers may support the hover feature. Examples of hover text in the patient grid include the following:

Number of Days until Locked: Placing a cursor over an unlocked case form will display hover text that shows the number of days until the form locks. Please see the image below.

Please note that if a form says “0 days until locked”, then the user has less than 24 hours until that form locks. The form will lock at 11:59 pm Eastern time on the current day. For example, if today’s date is June 18th and I see hover text for a form that indicates “0 days until locked”, then at 11:59 pm Eastern time on June 18th, the form will lock.

The “days until locked” hover text will not appear for case forms that are locked.

Previous Search It should be noted that the search filter criteria will be “remembered” from the last search performed, and will subsequently be the default parameters used when the user returns to the patient grid. This includes “remembering” the criteria from the last time the user was logged in. The filter criteria used from the last search will be used until the user changes the filter criteria and runs a new search. The “advanced” search


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criteria will also be remembered even if the user clicks on the “Hide Advanced Search” link. If the last search a user performed took a while to execute, then the patient grid page may take a while to load initially.

Legend A legend of common icons and symbols used in the patient grid is displayed on the patient grid web page. Below is an image of the legend, and the definition of each icon/symbol:

Incomplete Forms that have been started by the user, but are not marked as “complete” by the user, are bolded. For example, the case form 100137 is an incomplete form. Clicking on the text/link “05/01/2012: 100137” will bring up the case form for 100137. Please note that if you click on the “Enter Case” link, a new case form for the corresponding patient will be created.

Complete Forms that are marked “complete” by the user are NOT italicized, and NOT bolded…they are in regular font. For example, the form for 100139 below is complete. Clicking on the text/link “05/12/2012: 100139” will bring up the case form for 100139. Please note that if you click on the “Enter Case” link, a new case form for the corresponding patient will be created.

Queried A query is an automatic system error that indicates the data provided does not meet system logic. Queried forms appear on the patient grid highlighted in yellow/orange.

An example of a query check is the following: • The Date of operation is within 30 days of a previous operation for this patient.

For example, in the screenshot above, the patient has two case forms that have operation dates within 30 days. The more recent case form is highlighted.


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Here are some additional instances that will cause a form to be marked as “queried”:

Items relating to “Queried” on Patient Grid

Query Text Programs

Date of operation is within 30 days of a previous operation for this patient. If this is a re-operation for a previous procedure, it should be recorded as a post-operative occurrence and not as a new case.

Adult, Pediatric

You have already entered 3 Inguinal Hernia Repairs for this cycle. This data will not be included in your O/E reports.

Adult

You have already entered 3 Lumpectomies for this cycle. This data will not be included in your O/E reports.

Adult

You have already entered Laparoscopic Cholecystectomies for this cycle. This data will not be included in your O/E reports.

Adult

You have already entered 3 TURPs +/or TURBTs for this cycle. This data will not be included in your O/E reports.

Adult

You have already entered your sample limit for this procedure for this cycle.

Adult (Targeted)

Additionally, if a form has messages in the “Errors and Warnings” pane (the pane is not “blank”), then the form may be considered “queried”. An example is below:

Locked Forms that are locked and allow no further editing have a “lock” icon next to them, such as the following:


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If the user selects the “Lock Date” radio button for Date Type and enters today’s date in the earliest/latest fields, the search will return locked cases (with an exact checkmark next to them). If the user does a search on tomorrow’s date, the search will bring back cases that are locking tonight at 11:59 pm Eastern time (the user can still edit those cases).

For example, if today is 6/22/2012, and the user wants to search on cases that they have up until 11:59 pm Eastern time to still edit, the user would enter the following in the search filter (a lock date of “6/23/2012”). The cases brought back with the exact match checkmark are still editable, and have “0 days” remaining until locked (meaning that there are still a few hours left to edit the form, until 11:59 pm Eastern time on 6/22/2012). Please see the screenshot below, which was executed on 6/22/2012.


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Form Options The upside-down triangle icon that appears next to a form can be clicked on to expand certain form options.

For example, clicking on the upside-down triangle icon above will bring up a display box with the following actions available for that form:

The user may subsequently perform the following actions on that form:

• Open Form • Print Form • View Audit Trail • Delete Form (this option is not available on all forms (e.g. Locked forms)). Also, this option

only appears to users that have data entry access to the system.

Exact Match The “exact match” icon is a blue check mark that indicates that the form met ALL of the search criteria entered in the search filters upon which the search was executed. Please note that ALL of the search criteria must be met for the exact match icon to appear (as opposed to “any” of the criteria).

In the case of the image above, case 109226 met the search criteria exactly. The other forms listed for the patient did not meet the criteria exactly (such as case form 108967, and the demographics form associated with the patient via the “View Data” link). As previously noted in this document, the patient grid results will bring back ALL forms for a patient, as long as one form meets the search criteria.


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Header Links At the very top of the patient grid page, above the filter list, there are additional links (as shown below).

These links are:

• Enter New Patient: Clicking on this link will bring up the “Enter New Patient” window.

• Variable Definitions: Clicking on this link will bring up a Web page with links to the Variable Definitions documents.

• Technical User Manual: Clicking on this link will bring up a PDF of the Technical User Manual. Note that as of this writing, the current version of the Technical User Manual is an older document and might be outdated.

• Print Blank Forms: Clicking on this link will bring up a Web page with links to the Worksheets.


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Common Scenarios This section of the document lists out 5 common scenarios that a user might use the patient grid for. There are many, many different combinations of filter criteria that a user may enter. The scenarios below just represent examples of 5 of them.

The following pages will specify which search filter criteria to use for the following 5 scenarios:

- Scenario 1: The user would like a list of all patients whose last name begins with “Doe”.

- Scenario 2: The user would like a list of all patients that had surgery on 4/6/2012.

- Scenario 3: The user would like a list of all patients with incomplete cases that have a lock date between 6/18/2012 and 7/14/2012.

- Scenario 4: The user would like a list of all patients that have unlocked case forms.

- Scenario 5: The user would like a list of all patients with at least one form that was created between 6/18/2012 and 7/14/2012.


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Scenario 1

- The user would like a list of all patients whose last name begins with “Doe”. (Please note that this query might take a few minutes to run.)

The following screenshot shows the criteria that should be entered in the search filters:


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Scenario 2

- The user would like a list of all patients that had surgery on 4/6/2012. (Please note that this query might take a few minutes to run.)



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Scenario 3

- The user would like a list of all patients with incomplete cases that have a lock date between 6/18/2012 and 7/14/2012. (Please note that this query might take a few minutes to run.)



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Scenario 4

- The user would like a list of patients that have unlocked case forms. Please note that the “Form to Search” filter should be set to the “Case Form” option, since demographics forms do not have a lock date associated with them. (Please also note that this query might take a few minutes to run.)



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Scenario 5

- The user would like a list of all patients with at least one form that was created between 6/18/2012 and 7/14/2012. (Please note that this query might take a few minutes to run.)



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Appendix

Form Types per Filter The following table lists the type of form the filter searches for, if only that particular filter is selected.

Search Filter Form Type Search by IDN Existing demographics forms;

Existing case forms Case # Existing case forms First Name Existing demographics forms;

Existing case forms Last Name Existing demographics forms;

Existing case forms Cycle Existing case forms Form to Search Existing demographics forms;

Existing case forms Days of Follow-up Existing case forms Completeness Existing demographics forms;

Existing case forms Locked Status Existing case forms Queries Existing demographics forms;

Existing case forms Date Type: Operation Date

Existing case forms

Date Type: Form Creation Date

Existing demographic forms; Existing case forms

Date Type: Lock Date

Existing case forms

Core Date Range Existing demographic forms; Existing case forms

Documents

ACS NSQIP Adult and Peds Data Registry: Patient Grid Tutorial · PDF fileACS NSQIP Adult and Peds Data Registry . Patient Grid Tutorial . June 30, 2012 . Version 1.0 . PROPRIETARY