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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

NYSDOH Sepsis Care Improvement Initiative October 26, 2020 Webinar and Q3 Reporting Update

Dear Colleagues,
 
2020 Q3 Reporting Update
As a result of the ongoing public health emergency related to COVID-19, the Department had previously eliminated data submission requirements associated with the NYS Sepsis Care Improvement Initiative for 2020 Q1 and Q2. The Department is now eliminating data submission requirements for 2020 Q3 as well.  Submission of data for 2020 Q1, Q2 and Q3 will continue to be optional and the portal will be open until February 28, 2021 for those that are willing and able to submit data for this time period. In addition, there will be no adult or pediatric audit for these quarters. This guidance applies to all hospitals, including sampling and non-sampling hospitals. The NYSDOH will continue to closely monitor the evolving COVID-19 situation and will make changes to data submission deadlines and/or requirements as needed. Thank you for your continued efforts and support during this time. 
 
Hospitals may submit questions at any time to https://ny.sepsis.ipro.org/support.
 
October 26, 2020 Update Webinar
The Department would like to invite you to attend a webinar to provide updates on the NYS Sepsis Care Improvement Initiative. The webinar will include an overview of the 2018 Sepsis Public Report and detailed information on changes to the NYS Sepsis Care Improvement Initiative.
 
The webinar is scheduled for October 26th from 10 - 11am. There is no need to register ahead of time, simply use one of the following ways to join us on that day:
 
Meeting number: 171 674 0797
Password: Ky256W6mxth
 
Join by video system
You can also dial 173.243.2.68 and enter your meeting number.
 
Join by phone
1-518-549-0500 Local
Access code: 171 674 0797
 
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 available. If you have any questions please email Sepsis.Clinical.Data@health.ny.gov.
 
Thank you,
The NYSDOH Clinical Sepsis Team
 
Posted on: 10/20/2020

Hold the date- NYSDOH Sepsis Care Improvement Initiative Announcement, October 26, 2020 event

The Department would like to invite you to attend a webinar to provide updates on the NYS Sepsis Care Improvement Initiative. During this webinar we will offer highlights of the 2018 Sepsis Public Report and we will provide information on changes to the NYS Sepsis Care Improvement Initiative, including the addition of COVID-19 data variables and a move away from manual abstraction.
 
The webinar is scheduled for October 26th from 10 - 11am. 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 available. 
 
Please be on the lookout for an announcement in the coming days which will contain a link for you to register to join us. If you have any questions please email Sepsis.Clinical.Data@health.ny.gov
 
Thank you,
The NYSDOH Clinical Sepsis Team
 
Posted on: 10/07/2020

NYSDOH Sepsis: 2020 Q1-Q2 Quarterly Reports

Dear Colleagues:

Hospital-specific Sepsis Quarterly Data Reports through 2020-Q2 are available for download on the New York Sepsis Data Collection Portal.  As a result of the ongoing public health emergency related to COVID-19, the Department suspended data submission deadlines associated with the NYS Sepsis Care Improvement Initiative for Q1 and Q2 of 2020If your hospital had the resources and was able to submit cases for sepsis reporting then your hospital will have Q1-Q2 2020 data in the quarterly reports for this time period. If your hospital was unable to report sepsis data then your reports will contain updated 2019 data (if changes were made by your hospital). 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 here.
 
Thank you for your efforts towards keeping NYS healthy and safe,
The Sepsis Team
 
Posted on: 09/16/2020

For all previous announcements, click here.