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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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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 Sepsis Pediatric Audit Medical Records Request

Dear Colleague:
 
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 help ensure that reported data, which will be used for public reporting of hospital performance measures and for risk adjusted mortality rates, is both accurate and complete, the Department of Health continues to select samples of cases from each hospital for medical record review. The information provided in these sampled medical records is compared to the data dictionary elements submitted by your hospital. 
This pediatric audit covers discharge dates from 7/1/2019 through 12/31/2019. A list of cases selected for validation audit will be uploaded to your hospital folder in Drop Zone today July 27, 2020. Be sure to use the correct medical record request case list (i.e., file ending in 20200724). We are accepting scanned medical records via your Drop Zone account. Your authorized Drop Zone users for your hospital will have access to this case list as well as the ability to upload the medical records. Instructions for medical record submission are detailed below. Please do your best to upload each requested medical record to IPRO by 8/25/2020We do understand a few hospitals may need longer. Be sure to reach out via the helpdesk as the deadline approaches if you need additional time for upload. All medical record file names must be identified by PFI (Permanent Facility Identifier), UPI (Unique Personal Identifier) and due date deadline, in the following format: (PFI_UPI_DueDate) 9999_SMTHJE1234_08252020.
 
The complete medical record, including Emergency Department and ICU records, and all demographics, laboratory orders and results, medications, progress notes, transfer information, admission and discharge documentation, must be provided for each requested admission. Please submit any questions regarding this request to the Sepsis Help Desk at https://ny.sepsis.ipro.org/support
 
For more information, regarding drop zone users may refer to the FAQ’s located at:
Thank you for your continued efforts in providing excellent patient care and for your commitment to accuracy and completeness in your data submissions.
 
As previously noted, all sepsis announcements are issued through Constant Contact. This enhancement allows interested parties to manage their inclusion or exclusion for sepsis announcements. If there are colleagues who wish to receive these announcements, please direct him/her to subscribe at: https://visitor.r20.constantcontact.com/manage/optin?v=001tY_bKFFKcKxHMJQ5T58eaQQI5oyK6CBFlgEdDSGqPfLYJ5r7c0CNskxws06xMmB3ivmvHYNBKpEjDKES7L0p_DNV-fjrEiBK5DcZpyc3dJ0%3D
 
Best regards,
The sepsis team
Posted on: 07/29/2020

NYSDOH Sepsis Care Initiative Announcement, July 1 2020

Dear Colleagues:
 
The Department continues to consider the implications and impact of COVID-19 on the provider community and hospitals. Therefore at this time, the reporting of sepsis cases to the NYSDOH sepsis portal remains optional. Deadlines have also been suspended for sepsis reporting for those hospitals that are continuing to report voluntarily. The decision to restart regular data submission and quality improvement activities related to the Sepsis initiative will be made after careful consideration of the impact of COVID on NY State, the hospitals, and the health care providers, and we will be closely monitoring all the relevant data.
 
If your hospital has the resources, and this would not interrupt other activities to abstract and sample for sepsis reporting, then you may continue to submit the cases voluntarily. With regard to eventual reporting of all sepsis cases, the Department will not require that hospitals back-report.
 
Many hospitals continue to report and submit questions to the helpdesk (https://ny.sepsis.ipro.org/support). The helpdesk remains open and responsive to your questions regarding individual case reporting and sampling, as well as all other sepsis reporting questions.
 
Thank you for all your continuous efforts to reduce the impact of COVID in NY State.

Best regards,
The sepsis team

Posted on: 07/01/2020

NYSDOH Sepsis: 2019 Q4 Quarterly Reports

Dear Colleagues:
 
Reminder:
As a result of the ongoing public health emergency related to COVID-19, the Department has suspended data submission deadlines associated with the NYS Sepsis Care Improvement Initiative. In addition, we will not be requesting sepsis medical records for audit until further notice. The Department recognizes that hospitals need to dedicate important resources to the care of patients at this time and a decision to restart normal data submission and quality improvement activities related to the Sepsis initiative will be closely monitored.  
 
If your hospital has the resources and this would not interrupt other activities to abstract and sample for sepsis reporting then you may continue. However, the Department does not want resources diverted from the COVID-19 response. With regard to eventual reporting of all sepsis cases, the Department will consider individual hospital circumstances related to difficulty with reporting.
 
Many hospitals continue to report and submit questions to the helpdesk. The helpdesk remains open and responsive to your questions regarding individual case reporting and sampling, as well as all other sepsis reporting questions.
 
 
Hospital-specific Sepsis Quarterly Data Reports through 2019-Q4 are available for download on the New York Sepsis Data Collection Portal at https://ny.sepsis.ipro.org/.  If you have both adult and pediatric data, you will have two reports available for download. The reports are accessible to your hospitals designated portal user(s). He/she may download the report(s) and disseminate the report internally as deemed appropriate at your hospital.   Please note that although case level detail is not provided in the report, the aggregated data is still considered confidential information and therefore should be disseminated with care.
 
As a reminder, to access your quarterly report(s), log into the sepsis data portal. Once you are logged in, click on the "Metrics" link in the top navigation. On that page you will see a list of metric reports that have been made available for you to download. If you did not submit data, a metric report is not available for you to download and you will receive a message stating that you have no metric reports available.
If you have forgotten your password to access the sepsis data portal, please click on the link "Reset your password" in the right hand navigation under technical support. If you require access to the sepsis data portal for your hospital, you will need to contact the primary user for your hospital as they have the ability to add users for their hospital. If you do not know who your primary contact is, please submit a ticket to our support desk with the full name of the hospital you are requesting access for along with the PFI number of your hospital as well as your full name. You will then be provided with the contact name within your hospital. Thank you for your attention to the report(s) and your continued efforts at improving sepsis care.  
 
If you have a colleague who wishes to be added to this notification list he/she may register at: https://visitor.r20.constantcontact.com/manage/optin?v=001tY_bKFFKcKxHMJQ5T58eaQQI5oyK6CBFlgEdDSGqPfLYJ5r7c0CNskxws06xMmB3ivmvHYNBKpEjDKES7L0p_DNV-fjrEiBK5DcZpyc3dJ0%3D If you previously registered and you are not receiving the notices, please check your spam folder.
 
Hospitals may submit questions at any time to https://ny.sepsis.ipro.org/support
 
We wish you all a happy and healthy holiday season!
The Sepsis Team
 
Posted on: 04/06/2020

For all previous announcements, click here.