New User – Getting Started

A guide for getting started can be found below. Click on each of the steps for more detailed instructions.

Review Data Dictionary
Map EHR to the DOH Digital Data Dictionary
Submit a test file
Submit data file during reporting period

Review Data Dictionary

The first step is to download the digital Data Dictionary (DD) Appendix csv files and file template and familiarize yourself with the variables you must collect.

Many of these variables are defined by ICD–10–CM codes which are defined in the Appendix. In order to facilitate the abstraction process, we also posted csv tables with all of the relevant ICD–10 codes listed in the Data Dictionary and the Appendix.

You can view the Data Dictionary here.

Map EHR to the DOH Digital Data Dictionary

The allowable values in the Data Dictionary may not exactly match the values in your EHR and will require mapping. Mapping will match your EHR data elements to elements in the Data Dictionary. Therefore, abstracting the data from the EHR will require partnering with your hospital Information System team. They should be able to assist you with mapping the data elements in the Data Dictionary to your EHR and then, once that is complete, provide you with the data extraction to upload to the Sepsis Portal. An example of such a variable is “payer”. How the data elements from the EHR get mapped will depend on your EHR, whether it is EPIC, Allscripts, Meditech, or something else.

Submit a Test File

Before you submit any data into the Sepsis Portal, we ask that you first submit a test file to the Test Portal. The purpose of the submitting a test file is to validate that the data file matches the file template and that variables match the formats advised in the notes for abstraction.

In order to get submit a test file, please ensure that the 'Test Submission' checkbox on the case submission page is checked. As a test submission, no information will be saved to the portal but any and all errors (if any) will be reported to you..

If you identify any issues during the testing process, we ask that you submit a helpdesk ticket (https://ny.sepsis.ipro.org/support) with a detailed description of the issue so that we can improve and correct any issues.

The test portal web address is: https://lw-ny-sepsis-preview.ipro.org

Submit a data file during reporting period

The reporting periods for submission of adult COVID-19 and Severe Sepsis/Septic Shock cases are as follows:

1st Reporting Period

Submission period for adult cases: 12/1/2020 - 5/31/2021
Portal open for submission: 6/30/2021 - 8/2/2021

2nd Reporting Period

Submission period for adult cases: 6/1/2021 - 8/31/2021
Portal open for submission: 9/1/2021 - 10/19/2021

3rd Reporting Period

Submission period for adult cases: 9/1/2021 - 12/31/2021
Portal open for submission: 1/3/2022 - 2/17/2022

4th Reporting Period

Submission period for adult cases: 1/1/2022 - 3/31/2022
Portal open for submission: 4/1/2022 - 5/17/2022

5th Reporting Period

Submission period for adult cases: 4/1/2022 - 6/30/2022
Portal open for submission: 7/1/2022 - 8/16/2022

6th Reporting Period

Submission period for adult cases: 7/1/2022 - 9/30/2022
Portal open for submission: 10/3/2022 - 11/17/2022

7th Reporting Period

Submission period for adult cases: 10/1/2022 - 12/31/2022
Portal open for submission: 1/2/2023 - 2/16/2023

Q1 2023 Reporting Period

Submission period for adult cases: 1/1/2023 - 3/31/2023
Portal open for submission: 4/3/2023 - 5/23/2023

Q2 2023 Reporting Period

Submission period for adult cases: 4/1/2023 - 6/30/2023
Portal open for submission: 7/3/2023 - 8/17/2023

Q3 2023 Reporting Period

Submission period for adult cases: 7/1/2023 - 9/30/2023
Portal open for submission: 10/2/2023 - 11/16/2023

Q4 2023 Reporting Period

Submission period for adult cases: 10/1/2023 - 12/31/2023
Portal open for submission: 1/2/2024 - 2/15/2024

Q1 2024 Reporting Period

Submission period for adult cases: 1/1/2024 - 3/31/2024
Portal open for submission: 4/1/2024 - 5/23/2024

Q2 2024 Reporting Period

Submission period for adult cases: 4/1/2024 - 6/30/2024
Portal open for submission: 7/1/2024 - 8/15/2024

Q3 2024 Reporting Period

Submission period for adult cases: 7/1/2024 - 9/30/2024
Portal open for submission: 10/1/2024-11/14/2024

Q4 2024 Reporting Period

Submission period for adult cases: 10/1/2024 - 12/31/2024
Portal open for submission: 1/2/2025 - 2/13/2025

The reporting periods for submission of pediatric COVID-19 and Severe Sepsis/Septic Shock cases are as follows: