navigating the databases: vssc/arc/dss/nepec/intranetavapl.org/conference/pubs/2011 conference...

Navigating the Databases:VSSC/ARC/DSS/NEPEC/Intranet

Mark F. Ward, PhD

VA Psychology Leadership Conference

May 21, 2011

VA

Mastering the Maze of Data Alphabet Soup

OQP

SATP

VSSC

MO

SE

PCTEPRP

CPT

Recovery

ARC

EWL

TIDES

DSS

NEXUS

SSN

PRP

5CRVU

PCT

RVU

FacWork

VERA LRC

KLF

TBI

Managing With Data

• You Have only Two Choices– Data Savvy - Master of Your Data

• The closer you are to your data, or your data person, the better you will be able to answer the tough Q’s

• The Data Devil is Always in the Details - Criteria• What’s included, what’s not

– Data Ducker - Or your Data’s Slave• When the tough Q’s come, you are toast

• Choose Wisely– Then Proceed with Caution

Cautious Use of Data

• What you see is often not exactly what you think you see• The less often you access a given data site, the more

confusing/misleading it will be• Assumptions about the data – Be Careful• Validate before you Conclude

– Crosscheck with known sources• Start by looking at data reflecting something you already

know and understand to see how the data compare to your knowledge

• Year to Year usually Safe• Cross Facility Comparisons often Very Dangerous

– Exception NEPEC-Still be cautious

Keys to Cost Management

• Careful DSS Mapping of Each Provider to their Programs/Sites of Service by percent of time

• Careful Clinic Stopcode setup

• Periodic review of costs from all angles

• Judicious use of “Admin time”– My time managing my programs is NOT Admin

• Careful monitoring of Indirect Costs

Primary Stop Code2ndary Stop Code

CPT CodeDiagnosisMapped Provider & RVU

Direct Costs + Indirect Costs = Encounter Cost

CPTDx

Provider

CPTDx

Provider

Provider TypePrimary Stop CodeCredit Stop CodeMatrix for CostTimeRVU

ARC Resources

• Allocation Resource Center –VERA lives here• http://vaww.arc.med.va.gov/

• Education – Tutorials (VERA 2011 Model)– Mental Health

• Resource Management – Staff, Beds, Costs– MH FTE Briefing Book – MH Staff by VISN Over Time

» Core…All VISN…V20

• Administrative – 14 Day Summary & Patient Level– 2010…Sep…Cum…Admin Parent….648

– Links to many useful websites (at bottom)

VHA Support Service Center -VSSCPerformance Measure Resources– http://klfmenu.med.va.gov/

• Tip- Search Mental

• MH Uniform Services Survey

• Tip- Search Missed Opp

• Tip- Search TBI

– Spreadsheet and Links

– Monthly User Calls 3rd Thursday 3pm EST• VANTS 63073

DSS Resources• http://klfmenu.med.va.gov/

– DSS Portal• Reports Home – Search Index of Reports

– Cost and Workload of Selected DSS Stop/Credit

– Clinical – Pt. Centric

Mental Health Specific Reports

Mental Health Pts with and without Primary Care

Select All, or be selective

Drill down to SSN’S

Northeast Program Evaluation Center

• http://vaww.nepec.mentalhealth.va.gov/index.htm

• Nat’l MH Programming Performance Monitor– 2010 Draft National Report Card

• 4 Domains Ranked by VISN (p 10)– 70 Monitors (p 72)

• Outpatient (p172)

• Economics Table 6-8 (p210)

Local Data Validation Tool

• Ambulatory Care Report Project (ACRP) –in VISTA• Nearly Real Time- As up to date as your data• Runs fast• Can be global (Clinic or Stopcode)• Can be focused (Provider for a given xxx time)

– Can list each patient fitting your criteria• Use to compare to database numbers when in

doubt• Find a skilled ACRPer, and have them teach you

– There are unseen traps

Get Cozy with your Data !!

VHA Resources

• http://vaww1.va.gov– Locations

• All Medical Centers and CBOC’s– Vet Centers

• http://vaww.mentalhealth.va.gov/

• mark.ward@va.gov• 503-220-8262 x 54242 (I’d rather talk than type!)