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AE Pain Management Tracking Tool February 15, 2013

Overview and Instructions

QUICK LINKS

Sheet-specific Instructions Topics

Welcome Instructions Common Qs & As Week_1 Week_2 through Week_5 Data for Website Entry

Introduction to AE Excel Tools Maximize Your Screen About the Outcomes Starting a New Month Contact the AE HelpDesk

Welcome to the Advancing Excellence Pain Management Tracking Tool! This Tracking Tool is an Excel workbook that you can use track your residents’ pain, the timing and type of assessments, and the kind of interventions they receive. Entering these items will produce charts to help you identify patterns and track processes during the month, and summary statistics that will allow you to track your outcomes and progress over time. Please contact the Advancing Excellence Help Desk if you have any questions or would like support getting started with this tool. Thank you for participating in this important project!

Advancing Excellence Campaign Help Desk

help@nhqualitycampaign.org

This material was prepared by CFMC, the Medicare Quality Improvement Organization for Colorado, under contract with the Centers for Medicare & Medicaid Services (CMS), an agency of the

U.S. Department of Health and Human Services. The contents presented do not necessarily reflect CMS policy. PM-4020-042 CO 2013

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INSTRUCTIONS [QuickLinks] You may wish to print these instructions for easy reference as you access the

AE_PainManagementTrackingTool.

Open the AE_PainManagementTrackingTool from the website. Save the file to a location on your

computer. (Some people will get a message asking for a username and password. This is not necessary.

Simply click ‘Cancel’ once or twice until the file opens.)

Excel vocabulary [QuickLinks] The file named ‘AE_PainManagementTrackingTool’ is an Excel workbook. Within the workbook are worksheets. Worksheets are accessed by clicking the tabs that appear at the bottom of your Excel window.

Click on the named tabs at the bottom of

the window to move between worksheets

(use this method for weekly tabs).

Or click the hyperlinked name in the

directory (weekly tabs are not hyperlinked

from the directory).

Sometimes there are so many worksheets in

your workbook that you can’t see them all.

Use the scroll bar on the LEFT side of the

window to see all tabs.

Note: If you can’t see the tabs at the bottom of the Excel

window, make sure your window is maximized.

If that doesn’t work, or you can’t see the upper right

corner, double click the title bar.

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Welcome [QuickLinks] This page gives you an overview of the tool. Note the version number and date –

occasionally updates are posted to the website. You may access the website by clicking the website

address on this page. The table of contents indicates that there are 2 informational worksheets

(Welcome, Common Qs&As); The “Instructions” hyperlink will take you to the document you are reading

now. There are 5 data entry worksheets, one for each week in the month. Following these worksheets

are your reports. The WeeklySummaryCharts tab will produce graphs tracking the distribution of

assessments type (verbal/non-verbal/both) and intervention type (pharmacologic/non-

pharmacologic/both) from week to week. The DataforWebsiteEntry tab contains your calculated

outcome measures for the month: Percent of Residents with Assessment Each Week; Average Weekly

Percent of Residents with Pain; Average Weekly Percent of Residents Receiving Pharmacologic/Non-

Pharmacologic/Both. You may also record your QIES (Casper) score.

Click on the named tabs to move

between worksheets.

2 information sheets

5 data entry worksheets

Graphs tracking your processes

Website address.

Click here to go to

the AE homepage.

Monthly outcomes for

website entry.

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Instructions [QuickLinks]

This tab links to a copy of the instructions you are reading now, so they are handy at all times.

Common Qs&As [QuickLinks]

This sheet contains important information about how to use the tool, covering topics such as what to do

when residents come and go during the month, how outcomes are calculated, and how to start a new

workbook for the next month. It also includes some more advanced Tips and Tricks for using the tool,

sections on Troubleshooting and About Data for Website Entry. Hyperlinks at the top of the page make

it easy to jump to topics of interest.

GETTING STARTED WITH DATA ENTRY

Maximizing Your Screen Space [QuickLinks]

Go to Week_1. There are several things you can do to make the most screen space possible:

If you can see the

formula bar, click

‘View’ and uncheck

‘Formula Bar’

This is the formula bar.

Make sure your

window is maximized.

If you can see column and row headers, click ‘View’ and uncheck ‘Headings.’

These are column headings (letters).

These are row headings (numbers).

If you have a wide ribbon of menu options visible, as shown here, place your cursor in the top row, right click, and click ‘Minimize the Ribbon.’

Set your zoom to a smaller

percent. 80% often works well.

Use the slider bar to increase

or decrease your zoom.

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Getting Started, continued

These black lines indicate that there are

frozen panes. This allows you to scroll to

the far right and still see the resident’s

name. It allows you to scroll far down in

the list and still see the column headers.

Codes to de-identify the

workbook.

Instructions for de-identifying

your workbook are included in

the Common Qs & As.

Most data entry fields have reminders or instructions

that will pop up when you click the cell.

These can become annoying and/or get in the way.

Solutions:

1. To make the message disappear just once, hit

the escape key. You will need to repeat this

each time the message is in your way.

2. Move the message box away from your work

area: click on the box to select it and drag it to

an area on your screen where it won’t be in

your way.

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Week_1 [QuickLinks]

Enter information for each resident you are tracking. You may choose to begin with a single

neighborhood or group of neighborhoods, and then expand over time.

Begin by selecting the

month for the data you are

collecting.

The dates for each week

will be populated for you.

On-screen instructions.

Type your residents’ names –

or you may paste them in

from another source.

Instructions on copying

names are provided in the

Common Qs & As.

You will also type the date of

pain assessments.

Other fields can be completed

using the drop down lists.

Once a response appears in a

particular column, you can

enter it again by typing the

first letter of that response.

For example, once the

response ‘Non-verbal’ has

been entered in the ‘Type of

Assessment’ column, you may

simply type ‘n’ and the

response will auto-complete.

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Week_1, continued

This workbook is best completed on a daily basis. It reduces the burden

of data entry, and it will give you real time information that will help you

manage pain and inform your quality improvement project.

Weekly

summary

statistics are

calculated for

you.

Assessments that still need

to be completed this week

will be highlighted for you.

Use the last column to

indicate if a resident is no

longer in your home as of

the last day of the week.

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Week_2 through Week_5 [QuickLinks]

The first three columns will

automatically populate from

the previous week.

The dates will all be

highlighted until you begin to

update them this week.

Recall that Jeremy had been

discharged by the end of last week.

His information therefore does not

automatically appear this week.

Hyperlinks at the top of some columns link

you to relevant resources.

On-screen instructions.

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WeeklySummaryCharts [QuickLinks]

The WeeklySummaryCharts sheet will produce tables and graphs displaying the weekly distribution of

assessment and intervention types. No input is needed on this sheet. You may print the sheet as a

whole, or copy the graphs into another program, such as PowerPoint, to share with your stakeholders.

Graphic and numeric displays show the

distribution of assessment types and

interventions from week to week.

Click here for ideas on how to dig

into your data to look for

patterns and opportunities.

Note: Sometimes the graphs on this page

(and AE logos on all sheets) may appear

out-of-place or mis-sized. Please don’t try

to move or resize them. Simply use your

zoom bar to zoom in and out, and they will

snap into place.

You may copy just the graphs by

clicking once on a graph to select

it, and then right click and choose

‘copy.’

To print just a graph: click a graph

once to select it. Then, when you

select ‘Print’ from the menu, the

‘Print what’ option ‘Selected

graph’ will be chosen.

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Data for Website Entry [QuickLinks]

This sheet provides a monthly summary of your outcome measures.

Enter your CASPER (QIES) scores.

Enter these numbers on the Advancing Excellence Website and access real-time trend graphs of

your progress over time. Submitting your data also fulfills participation requirements for the

Campaign. This step will take just a few minutes. Instructions are provided on this tab in your

workbook.

Enter your CASPER (QIES)

scores to complete the page.

This worksheet is set to print

on a single page for an easy

monthly snapshot.

Entering the data on the AE

website fulfills ‘participation’

requirements AND gives you

access to real-time trend

graphs. Details on outcome measure

calculations are provided in the

Common Qs & As tab of the

workbook.

Type your CASPER scores here.

Thank you for working on this important goal and participating in the Campaign!

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Starting a New Month [QuickLinks] These instructions are also available in the Common Qs & As section of your workbook. Step 1: Please download a fresh copy of the tool each month and save it with a name that makes sense

to you and includes the name of the month that matches your data. Do not re-use an old workbook.

Some functions in the tool will not work properly if you have erased data. This will make it harder for

you to use. Also, we sometimes incorporate changes and enhancements or post notes for users on the

tool page of the website. Downloading a new workbook each month will ensure that you are using the

most recent version and see any messages we have for you.

Overview: Once you have downloaded and saved your new version, you may copy information from the

last week of your current workbook into the first week of your new workbook. Importantly, you will only

want to copy the first three columns: Residents' Names, Stay Type and Date of Most Recent

Assessment, which you will update as your weekly assessments occur.

Step 2: If you have blank rows in Week_5 of your completed month, please follow these directions:

1. Save a copy of the workbook you've been using (you won't copy directly from that workbook).

THEN save it again, and include the word 'transfer' in the filename of the second copy.

2. Go to Week_5 in your Transfer copy. Unprotect the sheet using password AE2012. (Select

"Review" from the Excel menu at the top of the screen and choose 'Unprotect.' You will be

prompted for the password.)

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3. If you cannot see the row (numbers) and column (letters) headers, click "View" from the Excel

menu at the top of your screen, and check the box "Headings" (see info on headings above also)

4. If you click on the Excel row number, the entire row will automatically be selected. Do this to

select the first empty row you'd like to remove. Then, right click, and select 'Delete.' Do this until

you have removed any blank rows in your data.

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Step 3: Copy, and PASTE SPECIAL, VALUES

Select the first three columns on Week_5 of your Transfer copy, selecting down far enough that you've

captured all of your residents' information. Right click and select Copy. Move to your new workbook,

Week_1, and click in the cell for the first resident's name. To Paste: Right click, select Paste Special, and

then choose Values.

Copy the first 3 columns to your new

workbook.

Remember to use the Paste Special

option ‘Values.’

Remember, your dates will all be

highlighted in the new workbook. The

highlighting will be removed as you

enter assessments completed during

the week.