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Department of Health

Information for a Healthy New York

Welcome to the NY State Sepsis Data Collection Portal

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New Users:
If you are a new user, a high level overview by task is available by clicking each tab in the circle. Complete detail for each and more is found in the knowledge base. If you need access to the portal, request access here.

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Sepsis Data:
There are multiple ways to access sepsis clinical data:

 

Life of a Sepsis Case

Discharge Reporting   |   Data Submission   |   Sample   |   Measures   |   Quarterly Report   |   Data Audit   |   Public Report & RAMR

Overview & Case Reporting

Effective May 1, 2013 NYSDOH Title 10 New York Codes Rules and Regulations (NYCRR) Sections 405.2 and 405.4 were amended to require that hospitals have in place evidence-based protocols for the early recognition and treatment of patients with severe sepsis and septic shock. Consistent with these regulations, subdivision 7 (i, ii) specified that “medical staff shall be responsible for the collection, use and reporting of quality measures related to the recognition and treatment of severe sepsis for purposes of internal quality improvement and hospital reporting to the Department."

To make this additional data reporting more user friendly, beginning in 2017, NYSDOH has aligned with select CMS SEP-1 data elements and measures. However, the denominator for the NYSDOH data submission still requires reporting ALL cases that meet criteria for severe sepsis or septic shock INCLUDING cases identified through coding AND/OR other avenues (e.g., concurrent case identification; retrospective review; and so forth).

The hospital is responsible for reporting all diagnosed cases of severe sepsis or septic shock, regardless of billing code designation. Cases diagnosed as sepsis but that do not meet criteria for severe sepsis or septic shock are not to be submitted.

Hospitals must report:

  • Patients in inpatient settings:
    • Includes psychiatric inpatient hospitals and units within hospitals but excludes ambulatory clinics
    • If an ED patient was not admitted, but the patient had severe sepsis or septic shock, then the data is to be reported for this patient
  • The first event of severe sepsis or septic shock for multiple sepsis events during a single admission
  • A single case for patients who are internal transfers from other units within the hospital. Report the full episode of patient care as a single record which depicts complete hospital patient care.

Please note this is not an exhaustive list of all reporting requirements. Refer to the Data Dictionaries for additional information.

Cases excluded from the protocol using an acceptable exclusion reason in the data dictionary must still be reported though the full data capture of all data elements is reduced. If the ED patient had severe sepsis or septic shock but was never admitted, the data would still need to be reported. Admissions to observation alone would also need to be reported.

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Announcements

NYSDOH-Adult Sepsis & COVID-19 Updated Dictionary, Appendices & CSV files, D2.1.1

Dear Colleague,
 
The Department is pleased to announce the release of an updated Adult Sepsis and COVID-19 Data Dictionary, (Digitalized Data Collection, D2.1.1). Updates are highlighted within the text in the data dictionary in addition to the Change Log to assist users in quickly identifying important changes. The updated data dictionary will be posted by COB Friday, May 14, 2021 at: https://ny.sepsis.ipro.org/dictionaries/adult
 
We are highlighting those updates that affect mapping
  • Length extensions for aPTT, Platelets, Leukocyte, and Bilirubin variables
 
Renaming of existing variables
  • Organ Dysfunction Hepatic to Bilirubin
  • Organ Dysfunction Renal to Creatinine
  • Cardiovascular Outcomes to Cardiovascular Outcomes in Hospital
 
Modifications to allowable values for variables
  • Payer
  • Patient Care Considerations
  • Acute Cardiovascular Conditions including corresponding ICD-10 codes in appendix 1A
  • History of Cardiovascular Disease including corresponding ICD-10 codes in appendix 1 N
  • Cardiovascular Outcomes in Hospital and corresponding ICD-10 codes in appendix 5A
 
Addition of ICD-10 code-based severity variables and corresponding ICD-10 code tables in the appendix
  • Organ Dysfunction Cardiovascular
  • Organ Dysfunction Hematologic
  • Organ Dysfunction Hepatic
  • Organ Dysfunction Renal
  • Cardiovascular Outcomes at Discharge
 
The updates were highlighted in the DOH Webinar on May 6, 2021. The recording of the webinar is available for viewing at
 
Thank you,
 
The NYSDOH Clinical Sepsis Team
 
Posted on: 05/14/2021

Sepsis All-Hospital Webinar Recording (May 6th, 2021) and Coding Collaborative Monthly Call Information

Dear Colleague,

May 6, 2021 Webinar Recording

On May 6, 2021 the Department held a webinar to provide updates on the NYS Sepsis Care Improvement Initiative and the launch of the new Adult Sepsis and COVID-19 Data Dictionary with Digitalized data collection. The webinar included updates on changes in data collection, details on statewide efforts to collaborate on changes, requesting temporary extensions related to the transition, and a question and answer period.
 
The recording of the webinar is now available for viewing at

https://meetny.webex.com/recordingservice/sites/meetny/recording/e5e06c7e90a91039beff005056813c95/playback

NYSDOH Sepsis and Covid-19 Digitalized Data Collection Collaborative Monthly Call Information

The information for the NYSDOH Sepsis and Covid-19 Digitalized Data Collection Collaborative monthly meeting on the first Wednesday of every month at 9 AM has been updated.

Please use this link to join the call

https://ipro.webex.com/ipro/j.php?MTID=m56863b072624e044297b34477e758073
Meeting number: 161 027 1232
Password: diRmsYx8g65

You may also join by phone
+1-855-797-9485 US Toll free
+1-415-655-0002 US Toll
Access code: 161 027 1232

Thank you,

The NYSDOH Clinical Sepsis Team

 

Posted on: 05/11/2021

Sepsis Adult Reporting Period Update, Webinar on May 6, and Portal Testing

Dear Colleague,
 
The Department would like to invite you to attend a webinar to provide updates on the NYS Sepsis Care Improvement Initiative and the launch of the new Adult Sepsis and COVID-19 Data Dictionary with Digitalized data collection. The webinar will include updates on changes in data collection, details on statewide efforts to collaborate on changes, requesting temporary extensions related to the transition, and a question and answer period. 
 
The webinar is scheduled for May 6th, from 11am – 12pm. There is no need to register ahead of time, simply use one of the following ways to join us on that day:
 
Meeting number: 185 726 1250
Password: 5RGuJJ48A7x
 
Join by video system
You can also dial 173.243.2.68 and enter your meeting number.
 
Join by phone
+1-518-549-0500 USA Toll
Access code: 185 726 1250
 
We hope you can attend but if you are unable to make it on that day the webinar will be recorded, and slides will be made available. 
 
Adult Reporting Period Update
 
The Department has determined the following three reporting periods for Adult cases for the remainder of 2021. 
 
1st Reporting Period
Submission period for adult cases: 12/1/2020 – 5/31/2021
Portal open for submission: 6/30/2021 – 8/2/2021
 
2nd Reporting Period
Submission period for adult cases: 6/1/2021- 8/31/2021
Portal open for submission: 9/1/2021 – 10/1/2021
 
3rd Reporting Period
Submission period for adult cases: 9/1/2021 – 12/31/2021
Portal open for submission: 1/3/2022 – 2/4/2022 
 
It is anticipated that the Department will return to a quarterly submission schedule for Adult and Pediatric cases in 2022.
 
The Department is also currently finalizing the Pediatric data dictionary and will announce the reporting schedule for Pediatric cases in the coming weeks.  
 
Sepsis Portal Testing
 
We are looking for users to test the portal and data integrity checks. Testing allows users to familiarize themselves with the functionality and process before the portal opens for official data collection on 06/30/2021. If you are interested, please request access at https://ny.sepsis.ipro.org/support. Enter your contact information, your hospital’s PFI, and mention "portal testing" in comments.
 
Thank you,
The NYSDOH Clinical Sepsis Team
 
 
Posted on: 04/23/2021

For all previous announcements, click here.