CMS’ CROWNWeb Application

August 22, 2013

With CROWNWeb Outreach, Communication, and Training

and CROWN Data Discrepancy Support

CROWNWeb Updates, Notifications

and Accretions, and FAQs

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Janis Grady, RHIT, CPHQ

Contract Officer’s Representative (COR)

CROWNWeb Outreach, Communication, and Training (OCT) Contract

Centers for Medicare & Medicaid Services

Oniel Delva, BA, CTT

Communications and Training Manager

CROWNWeb Outreach, Communication, and Training (OCT) Contract

Today’s Host

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CROWNWeb Outreach, Communication, and Training

Michelle Barry Technical Writer

Michelle Barry has worked on the CROWNWeb project in communications and training since 2010. As part of her role, Michelle develops and updates CROWNWeb training materials that focus on how new users can perform daily tasks in CROWNWeb.

Today’s Presenters

Latest News and Reminders

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Clinical Months Date for Closure of Clinical Submissions

January 2013 – March 2013 August 31, 2013 at 11:59 p.m. ET

April 2013 – June 2013 September 30, 2013 at 11:59 p.m. ET

July 2013 – September 2013 October 31, 2013 at 11:59 p.m. ET

• On Tuesday, August 6, 2013, CMS announced the closure dates for the January 2013 through September 2013 clinical months for hemodialysis, peritoneal dialysis, and vascular access.

• The closure dates apply to all facility types and all data submission methods.

2013 Clinical Closures

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Section Summary

Clinical 24hr Urine Urea Nitrogen (mg/dL) is used in the validation instead of 24hr Dialysate Urea Nitrogen (mg/dL) causing errors to be returned.

Clinical The tool tip for the Infection and Hospitalization “Add” button is displayed as “reset.”

Clinical Missing invisible attributes for Date selectors.

Clinical Validation messages displayed on the Clinical Screen disappear when the “Common Lab Date” is updated by the user.

Clinical User is allowed to navigate away from the Manage Clinical screen without the system displaying the “unsaved changes” message.

Clinical Focus returns to the browser behind the “Hospitalization” and “Infection” pop-ups if user tabs past the “Cancel” button.

Clinical Mousing over “RRF Assesses in Kt/V” field on the Peritoneal screen displays an incorrect tool tip.

Report Some personnel records are displayed twice on the Facility Personnel report and the facility mailing address is concatenated with the physical address.

Report The ESRD Incidence report does not display the footer as stated in the requirement when the criteria selected does not have any patients.

Report Facilities that have staff members with identical names are not being grouped in the scheduled version of this report.

Report Displays dialysis facilities in generated report when it should only have transplant facilities.

Report Update the “Vascular Access” report to ensure that the Social Security Number, Medicare Claim Number, and Unique Patient Identifier field labels match the requirements.

User Mgmt. The tool tip for the “Submit” button on the Manage Facility User Scope screen is displayed as “button.”

System Updates – CW v4.1.6

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• As part of CROWNWeb v4.1.5, Section D of the CMS-2728 form has been enabled on all CMS-2728 forms.

• Section D is to be completed for all ESRD self-dialysis training patients.

• Section D will be active, but must be filled out only if applicable.

• CROWNWeb pre-populates some of the fields, if applicable.

CMS-2728 Section D

CROWNWeb Notifications and Accretions:

Importance of Resolving

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• CROWNWeb cross-checks the data entered into CROWNWeb against data in other CMS databases for accuracy and validity.

• CROWNWeb uses the Action List screen to note discrepancies between CROWNWeb and CMS’ Renal Management Information System (REMIS) database.

Entry Validation

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NOTIFICATION ACCRETION

NOTIFICATION NOTIFICATION

ACCRETION ACCRETION

NOTIFICATION ACCRETION

REMIS gathers information from various CMS databases, and

compares that data to CROWNWeb, the system of

record for ESRD.

CROWNWeb receives discrepancy information each

night, and assigns Notifications and Accretions to facilities based on that information.

TO FACILITY B45

The Cross-Check Process

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Notification

• A discrepancy in patient data between a CMS database and CROWNWeb.

• CROWNWeb has “Identity” and “Event/Treatment” Notifications.

Accretion

• An ESRD patient identified in another CMS database that appears to be associated with your facility in the CMS database.

• The patient is not currently admitted to your facility in CROWNWeb.

• Data discrepancies are viewable on the Action List screen as a “Notification” or an “Accretion.”

• All users are required to work towards resolving Notifications and Accretions within 30 days from when they are issued.

Why Notifications and Accretions?

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Accretions

ACCEPT – The user agrees with the external source and will admit the patient in CROWNWeb.

REJECT – You don’t agree with the Accretion. You’ve researched and the patient is not ESRD.

INVESTIGATE – Informs other users that the Notification is under review.

ESCALATE – The facility submits the Accretion to the Network to be reassigned to the correct facility.

Notification

ACCEPT – The user agrees with the patient data provided by the external source.

REJECT – After research, the user does not agree with the Notification.

INVESTIGATE – Informs other users that the Notification is under review.

ESCALATE – The facility reassigns the Notification to the Network.

Users can take the following actions to resolve Notifications and Accretions:

Resolving Discrepancies

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Total Accretions – 372 Total Event Notifications – 11,212 Total Identity Notifications – 35,179

Notifications and Accretions

Facility Assigned: Outstanding (by Network)

As of 7/31/2013

Notifications and Accretions

Role l Admission l CMS-2728 Form l Clinical

Frequent CROWNWeb Questions

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How do I change my role in CROWNWeb?

• Complete a new QualityNet Identity Management System (QIMS) Part B form.

• Provide the Part B form to your CROWNWeb Facility Administrator.

• Facility Administrators must submit their new Part B form to the QualityNet Help Desk.

• The Part B form must be kept with the user’s QIMS application.

Role Change

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What should I select as the “Race” of a Hispanic or Latino patient?

• Fill in the race with which the patient most associates himself or herself.

• Definitions of each race can be found on page 4 of the CMS-2728 form instructions.

Patient Attributes

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We have a “New to ESRD” patient who needs an Initial CMS-2728 form. He was previously admitted to a facility that he never visited. How do we resolve this?

1. Determine if the previous facility submits their data via batch or manually.

2. Contact the previous facility to delete the patient’s record from CROWNWeb and internal system (if needed).

3. Admit the patient as “New to ESRD”.

New ESRD Patient

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18 M

We had a transient patient who came to our facility for treatment at the end of one month. We discharged the patient at the beginning of the following month, but the name still appears on the Clinical screen. What do we do?

• Patients appear on the Clinical screen for a reporting month if the patient’s admit record is associated with that facility as of the first of that month.

• Enter details regarding the treatment performed by your facility. If labs were not drawn, facilities must complete the minimum required fields.

• You can leave the clinical fields blank if the patient returns to his/her home facility or transfers to another facility at the beginning of the month and your facility DID NOT treat the patient at all.

Transient Patient

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• QualityNet sends the user a one-time use pass code via: o Email o Telephone call o Text message

• Users must enter the code in the “Pass Code” field on the User Authentication Challenge screen.

Two-Factor Pass Code

CMS Comments and Wrap-Up

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Final Comments

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Questions

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CMS Community Town Hall:

TBD

Date: September 26, 2013

Time: 2pm - 3pm ET

Our Next Session

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For Further Information… Help Me Form: http://help.projectcrownweb.org/

QualityNet Help Desk: 1-866-288-8912

Website: http://www.projectcrownweb.org

This material was prepared by FMQAI, the CROWNWeb Outreach, Communication, and Training contractor, under contract with the Centers for Medicare & Medicaid Services (CMS), an agency of the U.S. Department of Health and Human Services. The contents presented do not necessarily reflect CMS policy. OCT contract # HHSM-500-2011-00157G. Publication Number: FL-OCT-2013OCTT22-8-1196

Thank You