This site utilizes javascript for is functionality. It is strongly recommended that you enable javascript.

Department of Health

Information for a Healthy New York

Welcome to the NY State Sepsis Data Collection Portal

Login Here

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.

Request Access

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.

Read More

 

Announcements New

NYSDOH-Adult Sepsis&COVID-19 Updated Dictionary, Appendices & CSV files, D2.0

Dear Colleague,
 
The Department is pleased to announce the release of an updated Adult Sepsis and COVID-19 Data Dictionary, (Digitalized Data Collection, D2.0) along with updated appendices and CSV code files to assist in file creation. The CSV files include ICD-10-CM, ICD-10-PCS, and National Drug Codes (NDCs) and are intended to assist hospitals in the transition to the automated abstraction process. The data dictionary can be found at:
 
https://ny.sepsis.ipro.org/dictionaries/adult
 
As a reminder, submission of data for CY2020 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 revised timeline for implementation of automated data abstraction and a link to the October 26, 2020 webinar recording are available on the IPRO webpage under ‘Announcements’.
 
Thank you,
The New York State Department of Health Clinical Sepsis Team

Posted on: 01/13/2021

NYSDOH - Sepsis and COVID-19 updates December 4, 2020

Dear Colleague,

As you are aware, the New York State Department of Health (NYSDOH) previously suspended data submission requirements associated with the NYS Sepsis Care Improvement Initiative for all of CY 2020 due to the public health emergency related to COVID-19.

In anticipation of a resumption of reporting the NYSDOH introduced a revision in reporting methodology of sepsis data from manual abstraction to an electronic data abstraction process including a new data dictionary (Adult Sepsis and COVID-19 Data Dictionary, Digitalized Data Collection, D1.0).

The NYSDOH has continued to monitor and is cognizant of the escalating COVID-19 situation and other deadlines hospitals may be required to meet including, but not limited to, efforts to comply with CMS Interoperability and Patient Access rules.

Given the current escalation in COVID activity statewide the NYSDOH has determined that extending the timeline for implementation of automated data abstraction is warranted. While data must still be reported for the previously specified timeframes (below), required reporting to the portal will not begin until June 2021 as detailed below:
 
Task Original TimelineRevisted Timeline
Data Dictionary, definitions, and ICD-10 codes November 2020 November 2020 (complete)
Hospital build and test phase 12/1/20 - 2/28/21 12/1/20 - 5/31/21
Timeframe for hospitals to capture cases for submission to DOH 12/1/20 - 2/28/21 12/1/20 - 5/31/21
First new data submission to NYSDOH 3/31/21 6/30/21

In addition:
All currently scheduled EHR workgroup meetings will be rescheduled to the first quarter of 2021;
The due date for data corrections to 2019 discharges has been moved from a due date of December 30, 2020 to a revised due date of March 31, 2021. If you have not yet downloaded your report, the adult and pediatric sepsis audit reports are available on the portal.

While we understand this is a challenging time, we would like to encourage hospitals to continue preparing for sepsis data submission in 2021. We will continue to work on refining the data dictionary during this time and would like to encourage hospitals to continue to send any questions or comments about the data dictionary to: Sepsis.Clinical.Data@health.ny.gov. Hospitals may also submit questions and comments about the data dictionary and/or the portal to the IPRO helpdesk at any time: https://ny.sepsis.ipro.org/support.

Thank you for your continued efforts.

The NYSDOH Clinical Sepsis Team
 
Posted on: 01/12/2021

NYSDOH Sepsis Audit Reports: Data corrections due by December 30, 2020

Dear Colleagues,
 
The NYSDOH Sepsis Initiative Adult and Pediatric Audit Reports for 2019 are available for download from the portal. The due date for data corrections is December 30, 2020. All data for calendar year 2019 will be frozen as of close of business on December 31, 2020. After this time, no additional data corrections for discharges prior to 1/1/2020 will be permitted. Your hospital 2019 frozen data will be used for public report and risk adjusted mortality measurement so be sure to make your hospital corrections prior to data close.
 
The adult audit report just uploaded includes review of a sample of medical records from Q1 and Q2, 2019. There will NOT be a release of Q3 and Q4 2019 adult reports. Hospitals are requested to apply the findings from the sample cases of discharges Q1-Q2 2019 to all records within the full 2019 calendar year. Adult audit reports for Q1 and Q2 were uploaded November 30, 2020 with the file name metrics_yourPFI_adult_20201123. If you also had pediatric cases in 2019, the pediatric audit report was uploaded November 30, 2020 and the file name was metrics_yourPFI_ pediatric_20201120.
 
The format and functionality of the tableau reports have not changed. This functionality was reviewed last year and the event was recorded. The recording and slides from NYSDOH WebEx are posted to https://ny.sepsis.ipro.org/pages/knowledge_base (under “webinars”). Note that the most up to date version of Tableau is needed to review the audit reports (the free version is all that is required to utilize the reports). Please update Tableau if you installed the software on your computer before and a message shows up, for example “This file was created by a newer version of Tableau. Please upgrade Tableau to the version (or greater) that the file was saved in.” 
 
In the past, feedback from several hospitals indicated that they preferred an excel version of the audit results. To extract an excel version from tableau, follow these steps:
 
  • Be sure the workbook is in tableau packaged workbook type
  • Right click the file and select "unpackage"
  • Two more files are created when you unpackage. One file is the performance averages. One file is the case-level audit results.
  • Click the file of choice and it will open in excel
 
If you cannot unpackage and need assistance, please submit a helpdesk ticket and we will be happy to assist and send your hospital data in excel via drop zone.
 
Thank you for your continued efforts to improve sepsis care. Please submit any questions you have to the helpdesk at https://ny.sepsis.ipro.org/support.
 
Best regards,
The Sepsis Team
 
Posted on: 11/30/2020

For all previous announcements, click here.