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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

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
Adult cases: 12/1/2020 – 5/31/2021
Portal open for submission: 6/30/2021 – 8/2/2021
 
2nd Reporting Period
Submission period of adult cases: 6/1/2021- 8/31/2021
Portal open for submission:10/1/2021 – 11/1/2021
 
3rd Reporting Period
Submission period of 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: 04/08/2021

NYSDOH-Adult Sepsis & COVID-19 Updated Dictionary, Appendices & CSV files, D2.1

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). Updates are now highlighted within the text in the data dictionary in addition to the Change Log to assist users in quickly identifying important changes. The data dictionary can be found by COB Friday, March5, 2021 at: https://ny.sepsis.ipro.org/dictionaries/adult
 
The Department is also pleased to introduce a policy for hospitals to request a temporary extension for reporting data to the New York State Sepsis Care Improvement Initiative. The temporary extension policy applies to hospitals transitioning to a new EHR and going live within twelve months (anticipated). Details about this policy and how to request an extension can be found here: https://ny.sepsis.ipro.org/files/Sepsis_Extension_3.3.21.pdf
 
Finally, a clarification to important dates in the timeline for the implementation of automated data abstraction is below. The portal will be open from June 30th to August 2nd, 2021 for submission of data collected from December 1st, 2020 to May 31st, 2021. Hospitals may request access to submit test files to the IPRO helpdesk at any time: https://ny.sepsis.ipro.org/support
 
Tasks  & Timeline
 
Data Dictionary, definitions, and ICD-10 codes
November 2020 (complete)
 
Hospital build and test phase
12/1/20 - 5/31/21
 
Timeframe for hospitals to capture cases for submission to DOH
12/1/20 - 5/31/21
 
Data submission period for cases 12/1/20 to 5/31/21
6/30/21 – 8/2/21
 
 
Thank you,
The New York State Department of Health Clinical Sepsis Team
 
Posted on: 03/05/2021

NYSDOH Sepsis and Covid-19 Digitalized Data Collection Collaborative

Dear Colleagues:
 
We are pleased to announce the development of a collaborative aimed to reduce burden associated with data collection for the NYSDOH Sepsis Care Improvement Initiative. This collaborative which is open to all NYS hospitals is particularly directed towards hospital programming staff who will be working towards extracting electronic health record data to meet data reporting requirements.
 
In brief, the NYSDOH Sepsis and Covid-19 Digitalized Data Collection Collaborative is a peer sharing initiative to reduce the burden associated with electronically abstracting data (from EHRs) for reporting to the NYSDOH Sepsis portal. 
 
The intent of the collaborative is to work collectively to produce code which will
 
•     Ensure greater consistency in data extraction;
•     Ease provider burden; and
•     Bring questions and needed clarifications to light early in the process.
 
This collaborative is an online, concurrent code sharing iterative process with editing in an interactive environment. Contributors add code, suggest changes, and discuss (codes, concepts, source locations, etc) to bring about useable codes. It is expected that some core programming codes may be applicable regardless of your particular EHR. It is also expected that there will be specific programming codes required for each EHR (and perhaps version of that system).    
 
Hospitals are free to submit SQL for any EHR system, for any version, for use by others in kick starting or advancing their abstraction process. There are monthly meetings for larger discussion issues while real-time daily work within the collaborative continues. The collaborative is for both beginner and seasoned programmers with an appreciation for what each might bring to the table and find useful.
 
Anyone wishing to discuss the details and how this might benefit their hospital or health system can reach out via a helpdesk ticket here.
 
You may also jump right into the collaborative by joining the google discussion.
 
 
Direct programming code sharing will be handled through Bitbucket. For more information about Bitbucket: https://bitbucket.org/product. You may also sign up for a free account at this site. See also:
 
·        The NYSDOH Sepsis-Covid-19 Bitbucket Repository: 
 
·        The NYSDOH Sepsis-Covid-19 Contribution Guide:
 
We welcome, encourage, and look forward to your participation and input. If we can help in any way to assist in your onboarding to Bitbucket; the Google groups; and/or participation in general please reach out (https://ny.sepsis.ipro.org/support).  
 
Until then, jump in to start collaborating and let us know how we can assist!
 
Thank you for your continued efforts towards improving care.
The NYSDOH Sepsis Team
 
Posted on: 02/26/2021

For all previous announcements, click here.