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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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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: Quarterly Rpts, Measure change, and Reminder of 7/22 Webex

Dear Colleagues:
 
Hospital-specific Sepsis Data Reports through 2019-Q1 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.  
 
2019 Adult Measure Specifications were modified to align with the CMS measure for vasopressors which does not include a lower bound. For a copy of the revised measure specifications, please visit https://ny.sepsis.ipro.org/measure_specification
 
Webex Reminder
The NYSDOH will hold a 90 minute WebEx on July 22, 2019 at 10am to review the adult sepsis audit reports. Please register for the event at 
 
Hospitals may submit questions at any time to https://ny.sepsis.ipro.org/support
 
Best regards,
The Sepsis Team
 
 
Posted on: 07/12/2019

NYSDOH Sepsis Adult Audit Reports Released 6/24/2019 - Upcoming Webex July 22, 2019

Dear Colleagues,
 
The NYSDOH Sepsis Initiative Adult Audit Reports for Quarter 2, 2018 are available and have been uploaded to the sepsis portal under the "metrics" tab today Monday, 6/24/2019. Note that the reports are not in drop zone where they were posted in the past but are in the portal (where you recently received quarterly reports). These reports contain case level PHI therefore it is important to follow hospital security protocol regarding distribution, sharing, and storing your file.
 
We will hold a 90 minute WebEx on July 22, 2019 at 10am. Please register for the event at https://ipro.webex.com/ipro/onstage/g.php?MTID=ee3c7f97be553893492703250deee3882. In the meantime, please note that a recorded webinar to review the format and functionality of the tableau reports was held last year on June 20, 2018. The recording and slides from NYSDOH WebEx of June 20, 2018 are posted to https://ny.sepsis.ipro.org/pages/knowledge_base (under “webinars”). When viewing this recording, please disregard the reference to the Data Dictionary discussion as this refers to a different year of collection but the tableau functionality and format remains the same. There is also a Tableau Users Guide posted.
 
We hope hospitals are able to take full advantage of the case level drill down functionality within tableau but understand that some hospitals prefer to view the data in excel. To extract an excel version from tableau, see slides 36-37 from the presentation or 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.
 
Also note that you may need to update your free version of tableau; the most recent version of tableau is needed to review the reports.
 
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: 06/26/2019

NYSDOH Sepsis 2019 Q1 Exception Reports - Corrections due June 10, 2019

Dear Colleague,
 
The NYSDOH Sepsis Exception Reports are in the sepsis portal and available for download.
 
If you had case(s) submitted by your hospital(s) for 2018 or 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 June 10, 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 1/1/2018 are static therefore your report will only show discharges from January 1, 2018 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: 06/26/2019

For all previous announcements, click here.