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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

NYSDOH Sepsis August 30, 2019 Deadline Reminder & FAQs from 7/22/19 Webex

Dear Colleagues,
 
The NYSDOH Sepsis Initiative 2018 Audit Reports were disseminated in July. The due date for data corrections is August 30, 2019. All data for calendar year 2018 will be frozen as of midnight on August 31, 2019. After this time, no additional data corrections for discharges prior to 1/1/2019 will be permitted. Your hospital 2018 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. You may login to the portal at https://ny.sepsis.ipro.org.
 
There was a webinar to review global adult audit results on July 22, 2019. The recording and slides from NYSDOH WebEx are posted to https://ny.sepsis.ipro.org/pages/knowledge_base (under “webinars”). The FAQs from the event are posted to https://ny.sepsis.ipro.org/files/Sepsis%20WebEx%2007222019-QA_Final.pdf.
 
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: 08/19/2019

NYSDOH Sepsis ADULT Audit Reports: Data corrections due by August 30, 2019

Dear Colleagues,
 
The NYSDOH Sepsis Initiative ADULT Audit Reports for Q3, 2018 are available for download from the portal. The due date for data corrections is August 30, 2019. All data for calendar year 2018 will be frozen as of midnight on August 31, 2019. After this time, no additional data corrections for discharges prior to 1/1/2019 will be permitted. Your hospital 2018 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. You may login to the portal at https://ny.sepsis.ipro.org
 
The adult audit report just uploaded includes review of a sample of medical records from Q3, 2018. Hospitals received adult reports covering Q1 and Q2 2018 on April 11 and June 24, respectively. There will NOT be a release of Q4 2018 adult reports. Hospitals are requested to apply the findings from the sample cases of discharges Q1-Q3 2018 to all records within the full 2018 calendar year. Adult audit reports for Q3 were uploaded July 25, 2019 with the file name metrics_yourPFI_20190725 . If you also had pediatric cases in 2018, the pediatric audit report was uploaded July 23, 2019 and the file name was metrics_yourPFI_20190723.
 
As a reminder, there was a webinar to review global adult audit results on July 22, 2019. The format and functionality of the tableau reports was also reviewed 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).
 
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: 07/29/2019

NYSDOH Sepsis Pediatric Audit Reports: Data corrections due by August 30, 2019

Dear Colleagues,
 
The NYSDOH Sepsis Initiative Pediatric Audit Reports for 2018 are available for download from the portal. The due date for data corrections is August 30, 2019. All data for calendar year 2018 will be frozen as of midnight on August 31, 2019. After this time, no additional data corrections for discharges prior to 1/1/2019 will be permitted. Your hospital 2018 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. You may login to the portal at https://ny.sepsis.ipro.org
 
Pediatric audit reports include the entire 2018 calendar year. Adult audit reports are schedule to be released by the end of the day on Friday.
 
As a reminder, there was a webinar to review the format and functionality of the tableau reports which was recorded at the time of the event. The recording and slides from NYSDOH WebEx of July 22, 2019 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 (the free version is all that is required to utilize the reports).
 
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: 07/29/2019

For all previous announcements, click here.