New York Sepsis Data Collection Portal

Sepsis Reporting Webinar II:Registration and Data Submission

Presented by the NYS Department of Health and IPRO

June 26, 2014

Agenda:

• Housekeeping

• Opening Remarks by Dr. Foster Gesten

• Data Collection and File Creation (Jaz-Michael King)

• Q&A Period (File creation)

• Registration Process (Jaz-Michael King)

• Q&A Period (Registration)

• Data Submission Process (Collin York)

• Q&A Period (Data Submission)

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Dr. Gesten Opening Remarks:

• Summary review of project thus far

• Submission dates (portal opening August 1)

• Q&A will be open between each portion of today’s presentation

• Not covered today: Clinical questions, dictionary changes; these questions should continue to be directed to sepsis@ipro.us

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File Creation (1-2):

Templates available at http://protocol.sepsis.ipro.org/pages/documents

Create and upload a variable length delimited flat file. Documentation is available in the current protocols site, and will be available in the clinical data portal also.

You do not need to log in to the site to download these materials.

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File Creation (2-2):•All fields are enclosed with double quotes, and delimited by semi-colon

“like”;“this”

•Multicodes are delimited by colon

“like:this”

•Direct technical end-user support is available for file creation: sepsis-ny@support.ipro.us

There will also be a link on the main protocol site.

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File Creation Q&A:

•Please indicated that you have a question by “raising your hand”. Your line will be opened so you may ask your question.

•There will be additional opportunities for questions.

•You should ask your questions about file creation at this point.

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Registration:• One primary user per hospital or hospital group

• Security verification will occur offline

• Primary users, once verified, will add secondary users

• Secondary users will have permissions to the same hospital(s) as the primary

• Walkthrough:

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To register for the upcoming sepsis collection application, start by clicking on the registration link at the top.

Registration:

While filling out the registration form, your password must meet the following criteria:

• At least 16 characters long

• Contain at least one upper case[A-Z] and at least one lower case character[a-z]

• Contain at least one number [0-9]

• And at least one special character [~!@#$%^&*_-+=`|:;"'<>,.?/]

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At the bottom of the registration form you can search for the hospitals that you are registering for.

Once registration is complete you will have to verify your email address from an email that you receive. Make sure to check your spam folders if you have not received one.

Registration Q&A:

•Please indicated that you have a question by “raising your hand”. Your line will be opened so you may ask your question.

•There will be additional opportunities for questions.

•You should ask your questions about registration at this point.

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Data Submission:

•Files are uploaded to the secure clinical data portal

•It is not yet live, but its address will be:

https://ny.sepsis.ipro.org

•Users can upload data and review logs of activity. No reports, data or other function will be available for first quarter submissions.

•Walkthrough:

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Once you have been approved and the submission period starts you will go to the data collection app and log in in the upper right hand corner of the site.

Once logged in you will see your profile page, which contains the hospitals that you are approved to upload data for. To upload data click on the Verify/Upload link in the top navigation bar.

Once on this page you will select “Choose File” and navigate to the file that you would like to upload.Once the file is selected click on the “Upload” button to start the verification process.

Once the file is uploaded and checked of errors, you will receive a summery of the upload.If any errors are caught the complete file will be rejected. You will have to fix any errors that appear here and upload the entire file again.

Demonstration Q&As:Please indicated that you have a question by “raising your hand”. Your line will be opened so you may ask your question.

Please remember:

Questions regarding data upload should be directed to: sepsis-ny@support.ipro.us

Questions regarding the data dictionary, data elements, timeframes, inclusion criteria, etc should be directed to: sepsis@ipro.us

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