ed and as data reporting oshpd healthcare information division patient data section may 23, 2005
TRANSCRIPT
ED and AS Data Reporting
OSHPD
Healthcare Information Division
Patient Data Section
May 23, 2005
Agenda
Announcements Frequently Asked Questions Preliminary Data Findings
Hospital IP Data
Hospital ED Data
Hospital AS Data Freestanding ASC Data
Patient Data Reporting to OSHPD
FAQ # 1
What is the first ED and AS Reporting Period?
a) Jan – Jun 2005
b) Jan – Mar 2005
c) Apr – Jun 2005
d) Nov – Dec 2004
FAQ # 2
What is the due date for the first ED and AS Reporting Period?
a) February 14, 2005
b) February 15, 2005
c) May 15, 2005
d) September 30, 2005
FAQ # 3
What type of facilities are required to report AS data to MIRCal?
a) Freestanding Ambulatory Surgery Centers (Certified)
b) Freestanding Ambulatory Surgery Centers (Licensed as surgical clinic)
c) Hospitalsd) Both b and c
ASC Data Reporting to OSHPD
Licensed Surgical Clinics
Medi-Cal Certified ASCs
Medicare Certified ASCs
Other ASC Ownerships
FAQ # 4
What type of hospitals are required to report ED records?
a) Hospitals with EDs
b) Hospitals and Urgent Care (not EDs)
c) Freestanding Urgent Care Centers
d) All of the above
DHS PERMITS
STAND-BY SERVICES
BASIC SERVICES
COMPREHENSIVE SERVICES
Emergency Departments
FAQ # 5
What are all locations that are required for reporting AS procedures?
a) OR, Radiology, Cardiac Cath Lab, ASC
b) OR, Day Surgery, Cardiac Cath Lab, ASC
c) OR, Ambulatory Surgery Rooms, ED, ASC
d) OR, AS Rooms, Endoscopy Units, Cardiac Cath Lab, or Freestanding ASC
AS Patient Data Reporting to OSHPD
Ambulatory Surgery Room
Cardiac Cath Lab
Endoscopy Unit
General Operating Room
Freestanding ASC
FAQ # 6
Do hospitals report invasive AS procedures done in locations other than general OR, ambulatory surgery room, endoscopy units, or cardiac cath lab?
a) Yes
b) No
c) Sometimes (if part of ED record)
FAQ # 7
What ED records must be reported?
a) Only ED encounters with procedures
b) Only ED encounters without procedures
c) All ED encounters, including LWBS
d) All ED encounters, including discontinued care
FAQ # 8
Is the ED and AS format the same as IP format?
a) Yes
b) No
FAQ # 9
What service date do we report if ED patient came in on May 23rd and stayed overnight?
a) May 23
b) May 24
FAQ # 10
What service date do we report if AS patient came in on May 23 and sent home on May 24?
a) May 24
b) May 23
FAQ # 11
What admit date do we report if an AS patient came in on May 23 and was admitted to the same hospital on May 24?
a) May 24
b) May 23
FAQ # 12
Our hospital has to combine observation records with ED records. What do we report?
a) The combined record
b) ED record
c) Observation record
FAQ # 13
Our hospital has to separate observation records from ED records. What do we report?
a) The combined record
b) ED record
c) Observation record
FAQ # 14
When ED or AS patient is moved to observation, the record is replaced as an observation record. How do we report?
a) If treated in ED, report as ED record.
b) If treated in AS, report as AS record.
c) Do not report.
d) Either a or b.
FAQ # 15
For an injury that was first diagnosed or treated, where is E code reported?
a) First inpatient discharge
b) First ED encounter
c) First AS encounter
d) First physician office
e) Only a, b, or c, whichever occurs first
FAQ # 16
If the patient comes from ED of acute hospital A and admitted to another hospital B, who reports the E codes?
a) ED of acute hospital A
b) Hospital B
FAQ # 17
If a patient fell from a hospital bed in a psych facility A, the attending physician first diagnosed and ordered the patient to be transferred to hospital B, who reports the E code?
a) Psych facility A
b) Hospital B
FAQ # 18
If a patient has a drug reaction that was first diagnosed or treated during the encounter or stay, who reports the E code?
a) Psych facility
b) Rehab facility
c) ED encounter
d) AS encounter
e) Any of the above, whichever occurs first
FAQ # 19
If an injured patient was first diagnosed in a doctor office and sent to Endoscopy Unit, who reports the E code?
a) Doctor’s office
b) Endoscopy Unit
c) Not applicable
FAQ # 20
What procedure codes will OSHPD collect?
a) CPT Codes 10000-69999
b) CPT Codes 10000-69999, HCPCS G Codes
c) CPT Codes 00100-99999
d) CPT Codes 00100-99999, 0001T-9999T
FAQ # 21
Can OSHPD crosswalk the HCPCS Level II G codes to HCPCS Level I CPT codes?
a) Yes
b) No
FAQ # 22
Can we report modifiers with CPT codes?
a) Yes
b) No
FAQ # 23
Do we report cancelled procedures?
a) Yes, if the procedure was begun
b) No
c) Report all procedures whether it began or not.
FAQ # 24
What types of crosswalk of data elements should we be looking at?
a) Your crosswalk
b) Our crosswalk
Your crosswalk of in-house codes to OSHPD.
Our crosswalk of IP codes to ED & AS codes.
FAQ # 25
Will OSHPD change the IP data elements to the national standards?
a) Yes
b) No
c) Later
FAQ # 26
What is the number of extension days allowed for 2005?
a) 45 days
b) 28 days
c) 14 days
d) 7 days
FAQ # 27
There is a hospital staff change to accessing MIRCal system. What do I do?
a) Permit other staff to access MIRCal for you.
b) Wait to be contacted by MIRCal before updating the changes
c) Contact the UAA to update the MIRCal system (User Access)
d) All of the above
FAQ # 28 www.oshpd.ca.gov/hid/MIRCal/index.htm
Where can I find the Quick Notes, Due Dates, Regulations, System Requirements, FAQs, Data Elements, and Reporting Manual?
a) MIRCal Stars for IP or ED or ASb) Resourcesc) Laws and Regulationsd) All of the above
FAQ # 29
Where can I find licensing information?
a) www.oshpd.ca.gov/ALIRTS/index.htm
b) www.oshpd.ca.gov/hid/MIRCal/index/htm
Future Edits?
Illogical relationships between data elements (sex, dates, diagnoses, procedures)
Illogical relationships between codes in a data element (all Medicare?)
Voluntary Data Submissions (Thank you!)
Timeframe: February 16 through March 29 Number of voluntary submissions of Oct-Dec 2004 data
94 ED 94 Hospital-based AS 34 Freestanding ASCs
Win-Win for all! Facilities tested format structures & mapping w/o pressures Facilities received personal training from PD analysts Freestanding ASCs learned the MIRCal process better We were able to further our testing with ‘live’ data – thank you!
Preliminary Data Submissions
January – March 2005 MIRCal Opened April 11th
Gathered preliminary data findings from those facilities who were approved or below error tolerance level (ETL) between April 11th through May 16th.
Remember, this preliminary data does not have all facilities’ data that are still being submitted or corrected.
Preliminary Data Submissions As of May 16th
Emergency Departments (ED)a) 235 approved data
b) 109 remaining for submission or approval
Hospital-based Ambulatory Surgerya) 256 approved data
b) 133 remaining for submission or approval
Freestanding Ambulatory Surgery Centersa) 329 approved data
b) 120 remaining for submission or approval
Preliminary Data Submissions (Based on approved data or below ETL)
Number of Patient Recordsa) ED 1,520,340b) Hospital AS 387,754c) Freestanding ASCs 282,182
Average Number of Extension Days Useda) ED 7 daysb) AS 7 days
Preliminary Data Findings – 1st Qtr ‘05 (gathered from April 11 – May 16)
Number of Outpatients by Gendera) ED
o 807,431 Femaleso 696,477 Maleso 16,395 Unknowno 37 Invalid and Blank
b) ASo 300,510 Femaleso 235,293 Maleso 3,500 Unknowno 8 Invalid and Blank
Preliminary Data Findings – 1st Qtr ‘05 (gathered from April 11 – May 16)
Racea) ED
o Highest: 947,290 White (R5)o Lowest: 12,991 Hawaiian/Pac.Islander (R4)
b) ASo Highest: 350,416 White (R5)o Lowest: 3,180 Amer.Indian/Alaskan (R1)
Preliminary Data Findings – 1st Qtr ‘05 (gathered from April 11 – May 16)
ED Diagnosisa) Valid - 1,518,884 Princ. Diagnoses
1,310,676 Other Diagnosesb) Blank - 1,400 Princ. Diagnosesc) Invalid - 57 Princ. Diagnoses
47 Other Diagnoses
AS Diagnosisa) Valid - 538,933 Princ. Diagnoses
727,355 Other Diagnosesb) Blank - 231 Princ. Diagnosesc) Invalid - 148 Princ. Diagnoses
98 Other Diagnoses Top three diagnoses – Unknown at this time
Preliminary Data Findings – 1st Qtr ‘05 (gathered from April 11 – May 16)
ED Procedures a) Valid - 648,694 Princ. Procedures
1,341,023 Other Proceduresb) Invalid - 491 Princ. Procedures
531 Other Procedures
AS Proceduresa) Valid - 538,485 Princ. Procedures
428,011 Other Proceduresb) Invalid - 230 Princ. Procedures
428 Other Proceduresc) Blank - 598 Princ. Procedures
Top three procedures – Unknown at this time
Preliminary Data Findings – 1st Qtr ‘05 (gathered from April 11 – May 16)
ED Cause of Injuries a) Valid - 356,486 Princ. E Codes
351,780 Other E Codesb) Invalid - 7 Princ. E Codes
6 Other E Codes
AS Cause of Injuries a) Valid - 17,562 Princ. E Codes
17,186 Other E Codes
b) Invalid - 15 Princ. E Codes 3 Other E Codes
Top three causes – Unknown at this time
Preliminary Data Findings – 1st Qtr ‘05 (gathered from April 11 – May 16)
Social Security Numbersa) ED
o Valid - 1,215,040o Invalid - 1,491 o Unknown - 303,443o Blank - 366
b) ASo Valid - 500,970o Invalid - 250o Unknown - 37,960o Blank - 133
Preliminary Data Findings – 1st Qtr ‘05 (gathered from April 11 – May 16)
Top Three ED Dispositions1. 1,391,404 - Home (code 01)2. 48,026 - Other (code 00)3. 39,688 - AMA or Discontinued Care (code 07)
Top Three AS Dispositions1. 516,372 - Home (code 01)2. 19,278 - Other (code 00)3. 1,087 - Medicare-certified SNF (code 03)
Deaths (as of May 16th)ED 3,500 AS 39
Preliminary Data Findings – 1st Qtr ‘05 (gathered from April 11 – May 16)
Top Four ED Payers1. 398,633 - Medi-Cal (code MC)
2. 255,339 - Self-Pay (code 09)
3. 233,838 - HMO (code HM)
4. 106,900 - PPO (code 12)
Top Four AS Payers1. 105,352 - HMO (code HM)
2. 75,826 - Medicare Part B (code MB)
3. 65,303 - PPO (code 12)
4. 55,702 - Blue Cross/Blue Shield (BL)
Possible Data Needs
Possible Ideas
a) Public Data Sets
b) Top Five Reasons to EDs
c) Top Five Procedures in AS Facilities
d) Volume load in EDs or AS Facilities
e) Clusters of Cardiac Cath Procs in Certain Counties
f) Clusters of Auto Accidents in Certain Counties
g) Quick Notes – Preliminary Data Snapshots
Your Data Needs?
How do you want the data to work for you? Dissemination Plans
– Facility Profile Report– Aggregate Reports of Frequency of Diagnosis and
Procedure codes
Timeline: After 2nd Quarter report period (April-June) Your feedback and suggestions needed [email protected]