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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 New

EHR Workgroup

Update: Please note there has been a correction to dates and/or times for some of the meetings.

The Department would like to thank everyone who participated in the EHR workgroup calls over the past two weeks. For those hospitals who utilize an EHR other than Cerner, EPIC, Allscripts or Meditech, an initial call has been scheduled for November 30th, 2020.

The Department would like to continue the discussions that started on the initial workgroup calls and the below webinar events have been scheduled to assist in that facilitation. Anyone can join, and we strongly encourage hospitals to participate. Individuals interested in helping lead EHR workgroup discussions may email Sepsis.Clinical.Data@health.ny.gov ahead of the meeting.

  1. General EHR Workgroup:
    November 30th, 1-2pm (for hospitals that do not have Cerner, EPIC, Allscripts, Meditech)
    Meeting link: https://meetny.webex.com/meetny/j.php?MTID=mf7da72e0d5bb2c04d54391a5c62de3a6
    Meeting number: 178 099 2584
    Join by phone: 1-518-549-0500 Local
    Access code: 178 099 2584
  2. Cerner Workgroup:
    December 7th, 2-3pm
    Meeting link: https://meetny.webex.com/meetny/j.php?MTID=m07b3264054796276f275aec098780f2e
    Meeting number: 178 649 5134
    Join by phone: 1-518-549-0500 Local
    Access code: 178 649 5134
  3. EPIC Workgroup:
    December 14th, 1-2pm
    Meeting link: https://meetny.webex.com/meetny/j.php?MTID=mab99af80150b7e7a8e57bf83a7acfb7b
    Meeting number: 178 733 0300
    Join by phone: 1-518-549-0500 Local
    Access code: 178 733 0300
  4. Allscripts:
    December 15th, 9-10am
    Meeting link: https://meetny.webex.com/meetny/j.php?MTID=m4128f10f5df528752e2dac03730456e0
    Meeting number: 178 530 9611
    Join by phone: 1-518-549-0500 Local
    Access code: 178 530 9611
  5. Meditech:
    December 17th, 2-3pm
    Meeting link: https://meetny.webex.com/meetny/j.php?MTID=m85061be81a87b0ac0efb7853a8f6f023
    Meeting number: 178 458 1650
    Join by phone: 1-518-549-0500 Local
    Access code: 178 458 1650
Posted on: 11/23/2020

NYSDOH - Adult Sepsis and COVID-19 Data Dictionary, Digitalized Data Collection, D1.0 Released

Dear Colleague,
 
The Department is pleased to announce the release of the Adult Sepsis and COVID-19 Data Dictionary, Digitalized Data Collection, D1.0, for the transition to an automated abstraction process in the New York State Sepsis Care Improvement Initiative. The data dictionary can be found at:
 
 
As a reminder, submission of data for 2020 will no longer be accepted in the portal using Data Dictionary version 7.1 for the Adult population or version 2.1 for Pediatric population. Additional important announcements related to the upcoming changes to the Sepsis Care Improvement Initiative, including a link to the October 26, 2020 webinar recording, a transition to automated abstraction timeline and meeting information for users of Cerner, EPIC, Allscripts and Meditech EHRs, are available on the portal under ‘Announcements’.
 
Thank you,
The New York State Department of Health Clinical Sepsis Team
 
Posted on: 11/09/2020

NYSDOH Sepsis Care Improvement Initiative - Upcoming events & recorded webex link

Important announcements regarding the NYSDOH Sepsis Care Improvement Initiative:

2020 Reporting Update:
As a result of the ongoing public health emergency related to COVID-19, the New York State Department of Health (NYSDOH) has eliminated data submission requirements associated with the NYS Sepsis Care Improvement Initiative for all of CY 2020. Submission of data for 2020 will no longer be accepted in the portal using Data Dictionary version 7.1 for the Adult population or version 2.1 for Pediatric population. In addition, there will be no adult or pediatric audit for these quarters. This guidance applies to all hospitals, including sampling and non-sampling hospitals. Hospitals will instead be asked to direct their attention and efforts towards the updated reporting detailed below.

Updated Sepsis Reporting
The NYSDOH is in the process of transitioning to an automated abstraction process. A new data dictionary is currently under development and will be forthcoming. The new data dictionary will be posted on this page and shared by email with all NYS hospitals when it becomes available.

October 26, 2020 Update Webinar

The Department hosted a webinar on October 26, 2020 to provide an overview of the 2018 Sepsis Public Report and to detail anticipated reporting changes to the NYS Sepsis Care Improvement Initiative.
Please use the following link to view the recorded webinar (video begins at 11 minutes and 38 seconds): NYSDOH All Hospital Webinar (October 26, 2020).

Timeline for Transition to Updated Automated Abstraction
·        Data dictionary, definitions, and ICD-10 codes – October/November 2020
·        Build and test phase December 1st – February 28th, 2021
·        Hospitals start capturing cases from December 1st, 2020 – February 28th, 2021
·        Hospitals begin to report cases to DOH in March 2021

The NYSDOH will continue to closely monitor the evolving COVID-19 situation and will make changes to data submission timelines and/or requirements as needed. Thank you for your continued efforts and support during this time.

EHR Workgroups
NYSDOH will facilitate workgroups for hospitals using the same EHRs. Call and webinar information is posted below, anyone can join but we strongly encourage hospitals with any of these EHRs to participate. Individuals from hospitals with one of the below EHRs that are interested in helping lead discussions related to that EHR may email Sepsis.Clinical.Data@health.ny.gov ahead of the meeting.

1.      Cerner Workgroup: November 9th, 10-11am
Meeting link: https://meetny.webex.com/meetny/j.php?MTID=md79022ac038f2d846833036204dcab10
Meeting number:171 011 3805
Join by phone: 1-518-549-0500 Local
Access code: 171 011 3805

2.      EPIC Workgroup: November 16th, 10-11am
Meeting link: https://meetny.webex.com/meetny/j.php?MTID=m1bb1d29a77a48ac2fb68bcb9314c9c08
Meeting number: 171 708 1891
Join by phone: 1-518-549-0500 Local
Access code: 171 708 1891

3.      Allscripts: November 17th, 10-11am
Meeting link: https://meetny.webex.com/meetny/j.php?MTID=m28c3086bd9a44bd14cce52c8bae9e287
Meeting number: 171 443 1644
Join by phone: 1-518-549-0500 Local
Access code: 171 443 1644

4.      Meditech: November 20th, 10-11am
Meeting link: https://meetny.webex.com/meetny/j.php?MTID=m75245d0d27c7f642b8cdf931e30f5713
Meeting number: 171 859 5522
Join by phone: 1-518-549-0500 Local
Access code: 171 859 5522

Posted on: 10/28/2020

For all previous announcements, click here.