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

NYSDOH Sepsis Audit Medical Records Request-Due November 4, 2019

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 audit covers discharge dates from 1/1/2019 through 6/30/2019. A list of cases selected for validation audit will be uploaded to your hospital folder in Drop Zonetoday October 3, 2019. Be sure to use the correct medical record request case list (i.e., file ending in 20191003). 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.  This request includes two quarters of 2019 which should ease burden in fewer requests, however this request is then naturally larger. Please do your best to upload each requested medical record to IPRO by 11/04/2019. We 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. We also appreciate early uploads when convenient for hospitals. 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_11042019.
 
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
 
Some hospitals have expressed an interest in submitting a focused and targeted portion of the medical records that were selected for audit. If you are interested in submitting a targeted medical record in lieu of submitting the entire medical record, please submit a helpdesk ticket and provide your contact phone number so we can discuss this possibility. The targeted medical record would need to include all of the documentation to support the data provided for each data element entered by your hospital in the case data submission to the portal.
 
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: 10/03/2019

NYSDOH Sepsis: 2019 Q2 Quarterly Reports

Dear Colleagues:
 
Hospital-specific Sepsis Quarterly Data Reports through 2019-Q2 are available for download on the portal.  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
 
Best regards,
The Sepsis Team
 
Posted on: 10/02/2019

NYSDOH Sepsis 2019 Exception Reports - Corrections due September 16, 2019

Dear Colleague,
 
The NYSDOH Sepsis Exception Reports are in the sepsis portal and available for download. If you have adult and pediatric cases, you will have two files.
 
If you had case(s) submitted by your hospital(s) for 2019 data submissions that were in error (for example, not unique patient records; included overlapping admission and discharge dates, etc), you will have a report for download on the portal. Please review all of the fields for the case(s) you delete and then upload the correct case(s). Data correction and resubmission is required on or before COB on September 16, 2019 to enable your next quarterly report to capture these changes. Cases identified as submitted with these errors will not be pulled into the quarterly reports without your corrective actions. Please note that discharges prior to 1/1/2019 are static therefore your report will only show discharges from January 1, 2019 forward.
 
Specific instructions for file correction and resubmission are on the sepsis website. You may log in to the portal, click "Data Submission", then "Corrections Reports" to find and download your exception/correction report. The report is available in PDF format posted within this section. Please submit a helpdesk ticket to https://ny.sepsis.ipro.org/support if you have questions. 
 
Thank you for helping to ensure that your data and reports are as accurate as possible.
Best regards,
 
The Sepsis Team
Posted on: 09/10/2019

For all previous announcements, click here.