Memo
To: HRIF-‐QCI Reporting System Participants
From: HRIF-‐QCI Support
CC: Jeffrey Gould, MD, MPH; Susan Hintz, MD, M.S. Epi; Barbara Murphy, RNC, MSN; Hallie Morrow, MD; and Joseph Schulman, MD
Date: 01/15/2015
Re: 2015 Reporting System Updates Release
The California Children Services (CCS) and California Perinatal Quality Care Collaborative (CPQCC): High Risk Infant Follow-‐up Quality Care Initiative (HRIF-‐QCI) has made the following Reporting System Updates effective
Wednesday, January 14, 2015 for the 2015 data collection:
I. REPORTING SYSTEM IMPROVEMENTS
A. CPQCC Help Desk ( www.cpqccsupport.org ): This new ticket system is to be use for all HRIF-‐QCI issues
(transfers, duplicates, system problems, etc.) and all HRIF Program related questions and request.
NOTE: Tickets MUST be created in order for HRIF-‐QCI Support to complete any transfers. The Help Desk
link is a green button located at the top right corner on the “Quick Patient Search” and “Case History” pages in the HRIF-‐QCI Reporting System.
B. Annual Update Password Feature: Last year we implemented a secure feature that requires users to update their password every 12 months. The system will automatically redirect all active users to the
“Update Password” screen on January 29th, 2015. NOTE: Current passwords cannot be reused. Please
contact us at www.cpqccsupport.org, if you have any questions.
C. Quick Patient Search “Infant’s Birth Year” field: Allows users to search for patients by infant’s birth year.
D. Transfer History: Allows users to track a records transfer history between HRIF Programs. This feature is located on the “Case History” page and displays the “Transfer Date”, “Transfer From” and “Transfer
To” information.
E. CPQCC/HRIF Linkage Summary Report and Infant Status Report: To provide more timely data regarding HRIF registration of CPQCC infants, a HRIF status table is now available at the
cpqccreport.org website. NOTE: The HRIF status table is based on a probabilistic linkage of HRIF and CPQCC data, which is submitted and updated every month. HRIF Contacts are urged to contact CPQCC Support at cpqccsupport.org, to request access to review this report and make sure all eligible HRIF infants are referred to a HRIF Program.
F. Reminder – Transfer Patient Record Process:
1. Contact the CCS HRIF Program Coordinator where the patient will be transferred for follow-‐up care, to inform them of the patient and the HRIF ID #.
2. Submit a “Client Not Seen/Discharge Form”, before requesting to transfer the patient’s record:
Category: "Discharged”
Reason: "Infant Referred to Another HRIF Program"
Disposition: "Will be Followed by Another CCS HRIF Program"
3. Submit a “Help Ticket” at (http://www.cpqccsupport.org/) to request the record transfer to another CCS HRIF Program. Include in the email request the patient’s “HRIF ID Number”, “Date
of Birth” and the “CCS HRIF Program, where the patient will be transferred”.
NOTE: Records are transferred every Friday; request received on Friday will be transferred the
following week.
Records are only transferred to CCS HRIF Programs. If the infant is referred to a NON-‐CCS or Out of State HRIF Program, submit a “Client Not Seen/Discharge Form” to close the case:
Category: “Discharged”
Reason: “Infant Referred to Another HRIF Program” Disposition: “Discharged – Will be Followed Elsewhere”
II. REPORTING FORMS: NEW AND REVISED DATA COLLECTION ITEMS
Standard Visit (SV) Form
New Item – Is the Child Currently Receiving Breastmilk?
Indicate if the infant/child is receiving breastmilk at the time of the core visit.
This question is meant to determine the length of breastmilk exposure a child is receiving.
NOTE: If a child is receiving breastmilk and solid foods, then the child will be receiving “Some”
breastmilk.
• Select “Exclusively” if the infant/child is receiving only breastmilk. • Select “Some” if the infant/child is receiving breastmilk and formula. • Select “None” if the infant/child receives only formula.
Additional Visit (AV) Form
Disposition:
1. New Item -‐ Discharged, Family Moving Out of State/Country: When the family is moving out of state/country. No further data will be submitted to CMS/CCS.
2. Revised Item -‐ Discharged, Will Be Followed Elsewhere: When the infant/child will be receiving follow-‐up care from a NON CCS HRIF Program in California. No further data will be
submitted to CMS/CCS.
Client Not Seen/Discharge (CNSD) Form
Reason for Client Not Seen/Discharged:
1. Revised Item -‐ Infant/Family Moved Within California: If the family can not make the appointment due to moving from their primary residence and have changed city or county within California.
2. New Item -‐ Infant/Family Moved Out of State: If the family lives or is moving out of state or country.
Disposition:
1. New Item -‐ Discharged, Family Moving Out of State/Country: When the family is moving out of state/country. No further data will be submitted to CMS/CCS.
2. Revised Item -‐ Discharged, Will Be Followed Elsewhere: When the infant/child will be receiving follow-‐up care from a NON CCS HRIF Program in California. No further data will be
submitted to CMS/CCS.
III. REPORTING SYSTEM REPORTS
NOTE: The following reports are available in the Reporting System under the “Report” tab.
A. HRIF Summary Report:
Purpose to provide HRIF Programs with confidential information about their patient’s HRIF follow-‐up outcomes. (Consistent with the CCS HRIF Mission and Goals – to allow sites to access information about their own successes and challenges; compare their own activities with all others in the State; provide opportunities for quality improvements). The report is updated every month. Users are able to view their own HRIF Program or “All”, and filter based on “Discharge NICU”, “Infant’s Birth Year”,
“Infant’s Birth Weight”, and “Report Name: Registration Summary Report, Standard Core Visits (1, 2, or 3) or Adjusted Age Range (0-‐11, 12, 17 or 18 and above)”.
B. HRIF NICU Report:
Purpose to provide NICU Directors and other NICU care providers with confidential information about their patient’s post-‐discharge care, course, and HRIF follow-‐up outcomes. (Consistent with the CCS HRIF Mission and Goals – to allow sites to access information about their own successes and
challenges; compare their own activities with all others in the State; provide opportunities for quality improvements). The report is updated every month. Users are able to view their own NICU hospital or “All”, and filter based on “Infant’s Birth Year”, “Infant’s Birth Weight”, “Inborn/Outborn”, and
“Report Name: Standard Core Visit (1, 2, or 3) or Adjusted Age Range (0-‐11, 12, 17 or 18 and above)”
at follow up. NOTE: in order to view this report, you must have “NICU User” access. Email HRIF-‐QCI Support at support@ccshrif.org.
C. HRIF CCS (Annual) Report:
This annual HRIF CCS Report structure serves a dual purpose:
1. Fulfills the CCS requirement to report on all CCS-‐accredited HRIF Program activity. 2. Efficiently presents an annual compilation of the site-‐specific longitudinal outcomes.
(Consistent with the CCS HRIF Mission and Goals – to allow sites to access information about their own successes and challenges; compare their own activities with all others in the State; provide
opportunities for quality improvements). The report is released annually during June after the data set cohort year has been finalized and closed.
IV. 2011 HRIF-‐QCI FINALIZATION PROCESS
CCS/CPQCC HRIF-‐QCI is responsible for all data finalization procedures for the CCS HRIF Programs. The purpose of this finalization process is to assist HRIF Programs with complete and accurate data submission of records for
infants born in 2011 AND referral/registrations for infants born in 2014. For technical assistance contact support@ccshrif.org or call 650-‐725-‐1306.
June 1, 2015 Edit Data for Completeness and Accuracy
Using the www.ccshrif.org, complete the following:
1. Make corrections and close online entry: Referral/Registrations, Standard Visits, Additional Visits and Client Not Seen/Discharge Forms for all 2011 submitted records.
2. Review the CPQCC Reference Number report to verify that all eligible CPQCC 2011 born
infants have a valid CPQCC Patient I.D. Number entered.
4. Review the Error and Warning Report tool to verify that all 2011 case records are
complete. NOTE: The Error and Warning tool is located under the “Tools” tab, and is
updated in real-‐time.
NOTE: Review the “HRIF-‐Data Finalization 2011 – Tools and Guidelines” document for
information about the tools at https://www.ccshrif.org/download.html, located under Data
Finalization section.
June 1, 2015 Deadline to Submit the Current -‐ Reporting System User Contacts Form
NOTE: The Form will be emailed on April 1, 2015. Review, sign and fax the form to 650-‐
721-‐5751, Attention: HRIF-‐QCI Support.
June 15, 2015 The final 2011 HRIF CCS Report will be available.
August 1, 2015 The Reporting System will NOT accept any Referral/Registrations for infants born in 2014:
1. Collaborate with the CPQCC Data Contacts or NICU Discharge Planner to verify that all HRIF eligible infants have been referred/registered.
2. Review the CPQCC Reference Number report to verify that all eligible CPQCC 2014 born
infants have a valid CPQCC Patient I.D. Number entered.
The new reporting system data collection forms and Manual of Definitions – Release 01.15, are available at
https://www.ccshrif.org/download.html for download. The addition of these new items support the best interest of the CCS HRIF Programs request of these data items for quality improvement purposes.
Please do not hesitate to contact the CCS/CPQCC HRIF-‐QCI at 650-‐721-‐6540 or via email support@ccshrif.org. We welcome the opportunity to assist centers as they meet this requirement.
Thank you for your cooperation, HRIF-‐QCI Support