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Table of Contents
How to Run a Report ...3
Assisted Living Quality Measures Report ... 10
Save and Schedule Reports ... 15
AL Dashboard ... 17
SNF Dashboard ... 22
Training Opportunities ... 20
Quarterly Reports ... 26
Downloading Data ... 26
How to Register SNF’s and AL’s ... 28
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What is LTC Trend Tracker
℠?
LTC Trend Tracker
℠ is a web-based tool that enables
long term and post-acute care providers, including
assisted living, to access key information that can help
their organization succeed. This exclusive benefit for
AHCA/NCAL members, allows skilled nursing and
assisted living organizations to benchmark personal
metrics to those of their peers and examine ongoing
quality improvement efforts. LTC Trend Tracker is
AHCA/NCAL members’ one-stop-shop to gain timely
information and valuable insight about their own
performance as well as the entire profession’s.
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How to Run a Report
This section provides a summary of how to build reports in the LTC Trend Tracker system. Please
note your level of access to LTC Trend Tracker is determined by your organization’s account
administrator. The account administrator assigns all user permissions, including access to individual
centers’ data and specific reports. Please contact your account administrator to learn more about this
access. In addition, initial LTC Trend Tracker registration of a center must be completed by your
corporate office or your owner.
Running a Report
The following steps provide a summary of how to build reports in the LTC Trend Tracker system to utilize data. Reports, which are customizable, provide data about the centers in your state and a comparison of that data to a selected peer group.
1. Once you have logged in, on the left hand menu, click Run a Report to begin.
2. On the next screen, you can then choose which report you would like to run. Report selections are available in the
drop-down menu, entitled, Choose a Report. Currently, LTC Trend Tracker has 21 reports available. When making your selection, please note that you can only choose one report at a time.
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NOTE: The AL Quality Measures Report is only available to those states with Assisted Living members.
3. The next step, Limit My Buildings for which I want to see results, allows you to select and modify which
buildings you would like to see data for. All State affiliate users are able to select among members and non-members or by specific building groups or individual buildings. Please note that if you do not select a building
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NOTE: All facility names listed under Skilled Nursing Centers reflect the legal entity name as reported to CMS.
4. The next selection, Limit my Peer Results Geographically, allows you to choose peers in the same
state/county/zip code as your building choices or peers in a specific area, other than where your building choices are located.
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• The button, Only Peers that are in these areas, has an option for Saved Custom Geography. Please refer to
section entitled, Report Customization, to learn more.
5. The next selection, Limit my Peer results to only Peers that are, allows you to further compare centers based
on demographic factors, including ownership, center type, and location (urban v. rural).
NOTE: By default, your building selections are excluded from the peer data report. Select Include my selected
Centers/Communities in Peer results, if you would like to include your selected facilities’ data in the peer
comparison group.
6. Once finished with selecting the criteria for your report, click the button, which will take you to the report page.
NOTE: If selecting a CASPER Citation Report, you will need to make additional selections for category, special
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How to Interpret and Modify Reports
Once you’re on the report screen, the data will be divided by My Centers and My Peers. The data grouped under My Centers reflects the building(s) you selected on the previous menu and the data under My Peers reflects your peer group selections. Please note that reporting periods vary by individual report.
• If applicable, select the link, More, next to the metric, to see historical data and further details. Once clicked, you will see a screen with a chart and table. You can either print this data, or export to Excel or as a .PNG file.
o To return back to the main page of the report, simply click the button on the bottom.
• At the bottom of the main page of the report, you are able to either run a new report with new selections, or run a different report with the existing selections.
o If you select Start a New Report (Change Selections) button, you will return to the report builder screen to select your new report, facilities, and peer groups.
o If you would like to see a different report, for the same facilities and peer groups from the original report, click on Run another report using the current selections button, and then choose type of report from the dropdown menu.
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Report Customization
LTC Trend Tracker provides users with the ability to customize and modify their reports. This section provides an overview of specific customization options.
• Customizing your Peer Groups – this feature allows you to compare your results to certain peer groups by state, county, etc. Once you have made your selections, those selections can be saved for quick access the next time you run a report.
o On the report customization screen, you will see Saved Custom Geography, under Only Peers that are
in these areas:
▪ To create a custom geographic peer group, select Only Peers in these areas, and then click to select either State, County, City, CSBA, or Census Division and choose the desired
geographic region. In the bottom of the box, add a label for your custom geographic criteria.
Lastly, click the button. Your saved custom geography
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• How to select specific F-Tags and K-Tags– for citation reports, you will need to select specific F-tags and K-tagsto benchmark your survey history to your peers. The following categories are available to all LTC TT users to select these tags from.
Group
Definition and Helpful Hints
My Focus Tags This list of tags is selected by the individual user. Create ONE list of up to 15 tags for future use during report generation for Health and Life Safety survey reports.
TIP: Use this feature to save a list of tags that you frequently review. For example, if you want to run a report for the tags currently under review by your quality committee, manually select those tags and click the “Save My Focus Tags” button. The next time you use Report Builder, choose “My Focus Tags” to run a report based on this pre-def in ed list.
My Organization Tags
This set of F- or K-Tags was selected by your state to be a priority focus
NOTE: This category can only be set up by your state’s Account Administrator
Most Current Survey Tags
Report Builder will create a list of the top tags by looking at the most frequently cited citations from the recent certification survey for the center or centers included in the “Center/Organization Selection” step.
Most Frequent Tags (State)
Report Builder will create a list of the top tags by looking at the most frequently cited citations from the recent certification survey for the state (or states) where the center
or centers included in the “Center/Organization Selection” step are located. Most Frequent
Tags (Nation)
Report Builder will create a list of the top tags by looking at the most frequently cited citations from the recent certification survey for all centers in the national
database.
All other Categories
The remaining options contain the tags indicated by the category label. For example: “Category: Admission, Transfer, and Discharge Rights (F201-F208) contains the F-Tags 201 through 208. Each category contains no more than 15 tags.
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Assisted Living Quality Measures Report
The AL dashboard is a snapshot of selected data elements from various reports in LTC Trend Tracker. On this page you can navigate to other areas on the LTC Trend Tracker system.
1. Once logged in, on the left there is a link to “Run a Report”
a. Click “Run a Report” to begin.
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3. “Limit my Buildings for which I want to see results” This allows you to select between one center, the member
or non-member divisions, or your whole state. Check this box to run a report using a division or a specific center.
Note: This step is optional. If you do not select this box your report will include your whole state.
4. “Limit my peer results geographically” Use this section to select peers in the same (State/County/Zip Code
etc.) as your AL communities or peers in a specific area other than where your community is located.
a. Only Peers that are in these areas” has an option for “Saved Custom Geography” (see report customization to learn more)
5. “Limit my peer results to only peers that are” check this box to compare centers based on demographic factors
such as ownership, center type, urban/rural etc.
Note: You may select only one group from the drop down box.
a. “Include my selected centers in peer results” By default, your center(s) are excluded from the peer data reported. Check this box if you would like to include your center(s)’ data in the peer comparison group
6. “Limit my Peer results with number of beds in the range” check this box to compare AL communities based on the number of beds in an assisted living community. Please note: if there are less than five communities in your peer selection you will receive an error message.
7. Next, click on “Customize Report” to select the date intervals/windows and measures you would like included in
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accurate results due to smaller sample sizes. Utilizing data aggregated over a longer period with larger sample sizes is preferable.
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9. Next click on “Run Report Now.”
How to Read the Reports, See Charts and Get More Detail
On the report screen the data will be divided by “My Centers” and “My Peers.” “My Centers” is the AL communities or AL communities that you have selected for your state and “My Peers” is the peer group that you have selected. You may print this report or export the data to Excel by clicking on the green buttons. Reporting periods vary by individual report. You may select “More” to see historical data or more detailed data.
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Once you click on “More…” a screen with a chart and a table will appear. This will allow you to see more historical data for your centers against the selected peer group. You have the option of printing, this page, exporting to excel or exporting the chart.If you want to return to the report, please hit the button on the bottom of the screen If you want to build a new report, please select the build new report button on the bottom of the screen
or select “Run a Report” on the left-hand side of the screen.
10. On the report page, you have the option to run a new report or run another report using the current selections. If
you select “Run a new report, do not re-use my selections” and click the “Run new report” button, you will return to the report builder screen to select your new report, centers and peer groups. If you would like to see a different report for the same community and peer groups you originally selected, click “Run another report using the current selections,” then use the drop down menu to choose the report you would like and hit the “Run new report” button.
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Save and Schedule Reports
LTC Trend Tracker provides users with the ability to save reports, once designed, so that you can come back and re-run the same report at a future time quickly and easily. Two options are available – scheduling reports and saving reports.
Generating a Report Using the Automated Report Scheduler
This allows the user to define and save desired reports and either (1) have the system automatically generate these reports and email the user when they are available or (2) see a list of saved reports and run them at any time on-demand with one click. Scheduled reports can be set up to run on a monthly or quarterly basis.
1. Select “Save and Schedule Reports”
2. Follow the same steps listed in the previous section to design the report: select the type of report, the included
centers, geographic criteria and peer groups.
3. After the report design is complete, at the bottom of the window users will see the following options:
4. In the text box, give the report you wish to schedule or save a title of your choice.
5. If you would like to schedule the report to run automatically, select form among the three timeframes listed:
a. Quarterly on specific day (1st, 2nd, 3rd) of the month of each quarter
b. Monthly on a specific weekday of the month. c. Monthly on a given day of the month.
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Note: Scheduled reports are run 1am ET on the scheduled date. If you are scheduling a report, the earliest date
you should select is the next day. If you choose the current date, the next time the report will be run is one month or quarter from now (depending on your timeline selection).
6. If you do not want to schedule a report to run automatically, but would like to save the criteria for a report you
have designed to use it in the future, select the “Save report criteria for running later, but do not schedule” option.
7. Whether scheduling or saving a report, click the blue “Schedule Report” button at the bottom of the screen to save
all of your selections.
Accessing Scheduled Reports
When a report you have scheduled is ready, you will receive an e-mail from [email protected] alerting you that it has been run.
1. When you log in to LTC Trend Tracker, the scheduled reports that have been run can be found under “Saved &
Scheduled Reports” on the left-hand navigation pane.
2. Under “Saved & Scheduled Reports” a complete list of all the reports a user has scheduled will be displayed.
a. Under the Name column, the name of the report created by the user will be listed along with the frequency of when it is generated.
b. Report Type will list the type of report with all of the selected criteria. c. “Started” will be displayed when the scheduled report is started
Run Now… will allow you to run the report outside of the scheduled date Remove… will delete this report from your scheduled list.
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AL Dashboard
1. Click on “Dashboard” on the left-hand side of the screen and choose “AL Dashboard.” Note: The following steps will only apply if you have access to Assisted Living Communities in LTC Trend Tracker.
2. At the top of the dashboard you will see your username, state association, as well as the criteria for your desired
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3. On the left-side of the dashboard are key metrics that you choose to see on your dashboard. You can choose up
to four measures. Click on “Show Details” for the measure you would like to see the bar graph for. Click on “View Report” for additional information on the measure. At the bottom of the dashboard are key measures, including all the NCAL measures, AL Turnover and Retention, and CoreQ AL Customer Satisfaction Survey. If you see an arrow after a measure that means there are additional measures, click the arrow and the bar will scroll to show these additional measures.
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5. You can choose which measures you see on the left-hand side with a corresponding bar chart on your AL
dashboard.
6. You can then choose what communities you want in your peer group on your AL Dashboard.
Arrows
In the 4 large (blue) boxes and the sliding scroll (green) boxes, some metrics will have arrows to the left of the My Org data. These arrows indicate the direction of any changes since the last reporting period for that metric
• Green arrows indicate a positive change (either decreasing or increasing)
o when positive change is associated with having a lower value, the arrow will point down (e.g. % of hospital admissions), when a positive change is associated with having a higher value, the arrow will point up (e.g. % of occupancy rate)
• Red arrows indicate a negative change (either decreasing or increasing)
o when negative change is associated with having a lower value, the arrow will point down (e.g. % staff retention), when a negative change is associated with having a higher value, the arrow will point up (e.g. % hospital admissions)
• Blue arrows indicate no change
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SNF Dashboard
1. Click on “Dashboard” on the left side menu, to open the dashboard.
• NOTE: if the following banner across the top of the Dashboard screen appears, there have been updates to the data since your last login.
o “Click to refresh now!” will install the updated data. Until this step is complete, the dashboard will not reflect the updated information
2. At the top of the Dashboard, on the right side, you will see your username, state association name, and AHCA Member status. On the left, you will see the criteria defining the center(s) from your state and your desired peer
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3. To modify your selections to define the center(s) or peer groups whose data is reflected on the dashboard, click
the button.
• This button will lead you to a screen with different parameters to allow you to modify your dashboard. You can select from the following parameters:
o Limit my Buildings for which I want to see results – select which centers to include in the
results by membership type (members v. non-members), defined building groups, or an individual center.
NOTE: If you select multiple individual centers, the results will populate aggregate data on the
multiple selections, and will not populate individual center data as a side-by-side. o Limit my Peer Results Geographically – select if peer group data should be limited
geographically and/or by center type
o Include my selected Centers/Communities in Peer Results
NOTE: These selections will only affect your individual dashboard. You will need to re-define your criteria
separately when running a report.
How to Interpret Your Dashboard
• After you have modified and saved the criteria for the data to include on your Dashboard, it will now display a snapshot of several metrics for My Org and Peers. The four categories for the various metrics include, Five Star,
Survey, Quality Initiative, and Post-Acute. Please note, that the metrics displayed cannot be changed.
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• Furthermore, at the bottom of the Dashboard page, you will find a scrolling ticker table, which includes additionalmetrics for several other categories, including Staffing, Survey, Post Acute, and Long Stay Quality.
• To toggle between the different categories, select a tab by clicking on the label in the grey bar and the selected tab will turn dark blue.
• If there are additional metrics available, use the grey arrows to scroll further to display them. • Some metrics, under My Org data, display arrows that indicate the direction of any changes since the last
reporting period for that specific metric.
• For decreasing value in change, arrows will point down and for increasing value in change, arrows will point up
o Green arrows indicate a positive change o Red arrows indicate a negative change o Bluearrows indicate no change
• If there is no arrow corresponding to a metric, change over time is not reported for that specific metric.
4. Additional options and functionality for the metrics displayed on the Dashboard, including reviewing historical
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Background Data
The tables below indicate from which report the metrics displayed on the Dashboard were obtained:
Dashboard Blue Box
Metric
Report
Five Star
Overall
Five Star Overall Report Health Inspection
Staffing
Quality Measures
Survey
Number of Citations (Standard) CASPER Standard Health Survey Report Number of Citations (Complaint) CASPER Complaint Survey Report Substandard Quality of Care CASPER Standard Health Survey Report Special Focus Facilities CASPER Demographics
Quality Initiative SS Rehospitalization PointRight® Pro 30™
Hospitalization AHCA Measure Report
Antipsychotic Use Quality Measure (All) Report
DCS Turnover Staff Turnover and Retention
LS Hospitalization PointRight® Pro
Long Stay™ Hospitalization AHCA Measure Report
Post Acute CoreQ Short Stay Discharges CoreQ Reports
Risk Adjusted Discharge to Community Discharge to Community AHCA Measure Report
Risk Adjusted Median Length of Stay Length of Stay Report
Dashboard Green Box
Metric
Report
Staffing
Total Nursing Services Hours PPD
CASPER Staffing Report Total Aides Hours PPD
RN Hours PPD LPN/LVN Hours PPD DCS Retention
Staff Turnover and Retention Report DCS Turnover
Survey
Any SQC Citations (Standard)
CASPER Health Survey Report Any ≥ G Citations (Standard)
Any SQC Citations (Complaint)
CASPER Complaint Survey Report Any ≥ G Citations (Complaint)
Number of Citations (Life Safety) CASPER Life Safety Survey Report Post Acute Average Medicare Rate (PPD) RUGs Medicare Utilization Report
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SS Rehospitalization PointRight® Pro30™ Hospitalization AHCA Measure Report
Rehospitalization Ratio
(Actual/Expected) Hospitalization AHCA Measure Report SS (Short Stay) Pain
Quality Measure (All) Report SS (Short Stay) Antipsychotic
Medication
Nursing Case Mix Index (CMI)
RUGs Medicare Utilization Report % Ultra High RUGs
% Very High RUGs % High RUGs % Medium RUGs % Low RUGs
Long Stay Quality
LS (Long Stay) Antipsychotic Use
Quality Measure (All) Report LS (Long Stay) High Risk Pressure
Ulcers
LS (Long Stay) Fall with Injuries LS (Long Stay) Weight Loss
“Your Top Line” allows you to view and download publications for your organization with customizable settings from reports on a specific building, division, or quarter. Keep your staff updated with quarterly progress reports on your organization’s Five Star Performance, Quality Initiative, and Quality Award status through customizable email features.
To Access your Top-Line Publication:
Step 1: Go to www.ltctrendtracker.com and login to your account.
i. Note: You can also access this screen from the “click here” link from the Your Top Line publication email.
Step 2: After logging-in, Click “Manage Publications,” then click “Subscribe to Publications.”
Step 3: On the Manage Publications screen under “Select Publication,” select the publication you want from the
drop down menu or leave the option as is to pull all available information for your publication selection. Make sure
“Subscribe only for selected Buildings and Divisions” is selected.
Step 4: Under “Choose Division,” select your desired division. The options in this list allows you to choose the
entire state, individual organization(s), or buildings who are not registered with LTC Trend Tracker. Towards the right of the box, you have option to choose Members and Non-Members.
i. Note: The Non-Members will only have publications in the “AHCA Unattached Centers Organization.”
This organization are all members and non-members who are not current users of LTC Trend Tracker. You will be unable to access non-member publications for non-members who are currently registered in LTC Trend Tracker.
Step 5: You can also choose specific buildings in the “Choose Skilled Nursing Centers” section. After selecting
your centers, you can save your preferences by entering a titles in the Name box, then click the “Save Selected Centers/Communities As Building Group (Optional)” button.
i. Note: Be sure that all the centers you would like to see are selected. Unchecked items will not be included on the View and Download Publications page.
Step 6: Once your preferences have been established, click at the bottom of the page.
View and Download Publications:
**The following page correlates with the subscription settings created in the previous section.
Step 1: Click on “Manage Publications,” then “View and Download Publication” from the drop down menu.
Step 2: Choose an option from the “Select a Publication” and “Select and Organization” drop down menus.
Note: Although on the previous page you may not have subscribed to all organizations, you are still able to download publications for any organization in your state that is a registered
organization with LTC Trend Tracker. To view individual buildings in the Top Line publication Viewer, you must select the organization you have subscribed to from the dropdown list. See Step 6 below.
Step 4: In the “Download by Division” section, if applicable, choose the division set up by the Account
Administrator of the organization that you choose to see. If you would like to specify the period of data shown in the publication, choose an option from the “Period” drop down menu.
i. Note: The “No sub-org assigned…” division is not a division.
Step 5: To download the data, choose one of the three options “All buildings in division,” or “Members Only” or
“Non-Members.” Non-Member data will only be given if the AHCA Unattached Centers Organization was chosen.
Step 6: To view individual building data, select the building you are looking for under the “Select a Building”
pull-tab.
i. Note: This drop down lists correlates with the organizations you have subscribed to on the previous page.
Step 7: Check off which publications you would like to download then click the “Download Publication” button. Your Winzip program should open with the files listed. Click each document to open the PDF. You may also use the Your Top-Line Publication Viewer to look at the documents by clicking “View”.
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Training Opportunities
AHCA/NCAL is honored to support our federation of state affiliate associations across the country, our website offers a variety of videos, help documents, and tutorials in our Resources Center. As always, our Help Desk is available at
AHCA/NCAL is honored to support our federation of state affiliate associations across the country at conferences, conventions, and meetings. In order for us to be responsible stewards of your dues dollars, in the majority of instances, AHCA/NCAL will send one to two individuals per event. AHCA/NCAL will cover the cost of the flight, and we ask that the state affiliate cover the cost of hotel, food, and ground transportation. The available training sessions are listed below. If you would like to have a session tailored to more specific needs, please contact [email protected] to discuss available options.
Option 1:
• Basic training including how to log on, run reports, customize your dashboard, schedule reports, etc. a. Estimated Time: 60-90 minutes
b. Platform: Webinar c. Audience: SNF or AL
d. AHCA/NCAL Staff Required: 1
Option 2:
• Learn how to utilize data available in LTC Trend Tracker reports (assumes basic understanding of how to access and run report in LTC Trend Tracker) for quality improvement efforts and your business bottom-line. Attendees will also learn how using LTC Trend Tracker data can expand to other AHCA/NCAL member programs.
a. Estimated Time: 90-120 minutes b. Platform: Webinar
c. Audience: SNF or AL
d. AHCA/NCAL Staff Required: 1
Option 3:
• Hands on training which requires attendees to come with a laptop, wifi access and ideally already a registered user but they can also use the training environment. This is similar to the first training but very hands on. NOTE: All users attending training MUST be registered in LTC Trend Tracker prior to presentation
a. Estimated Time:90-120 minutes b. Platform: In-Person
c. Minimum Persons: <10 d. Audience: SNF or AL
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Quarterly Reports
On a quarterly basis, the LTC Trend Tracker Team emails a quarterly report to all state executives & state affiliate staff. If you would like to have a report tailored to more specific needs, please contact [email protected] to discuss available options.
The information available in these reports are listed below:
• A list of all registered skilled nursing and assisted living communities in your state
o Includes: Facility/Community name, Address, NCAL ID/Medicare Provider Number, Organization name
Note: This report only lists the registered LTC Trend Tracker members of AHCA/NCAL.
• A zip-file containing the Your Top Line Publications for the skilled nursing facilities in your state.
Note: This report lists only the LTC Trend Tracker registered members of AHCA/NCAL.
Downloading Data
The “Download Data” tab is the last tab on your tool bar. For Providers, this tab gives historical data for multiple measures. These measures are listed below:
• Short Stay Rehospitalization--PointRight® Pro 30™ • SNF RM
• Long Stay Hospitalization - PointRight® Pro Long Stay™ • Discharge to Community
• Long-Stay Antipsychotic Rate Quality measure (1 Quarter average) • Staff Turnover & Retention Upload
• Quality Measures SS 3 Qtr Avg • Quality Measures SS 1 Qtr Avg • Quality Measures LS 3 Qtr Avg • Quality Measures LS 1 Qtr Avg • RUGs Upload
• NCAL Measures Upload • CoreQ Results Upload
As a state affiliate, you are able to download this data to view historical data for any center and/or community in your state. To download this data, please reference the steps on the next page:
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1
.
Choose your measure by selecting the box next to the appropriate measure. You are able to download multiple measures, or one at a time.2.
Choose the criteria
for your download by clicking “Limit my buildings…” (See Step 2 in screenshot below). • Tip: You can select the “Members” or “Non-Members” tab to get an aggregate look at your state as a whole.3. Specify a date range for
your downloads.
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How to Register SNF’s and AL’s
1. Things you’ll need to get started:
a. Name of your building/organization.
b. Medicare Provider Number (CCN/FPN) or NCAL ID. c. Address.
2. Don’t have your Medicare Provider Number (CCN/FPN) or NCAL ID? Head over to
www.ltctrendtracker.com
, and click “REGISTER” to access our lookup function by zip-code!3. Have your Medicare Provider Number/NCAL ID? Awesome!
4. Head on over to
www.ltctrendtracker.com
and click “Register.” Take a scroll down to the bottom and fill out the form that fits your needs.5. Once Customer Service receives your form, you will receive an email in 3-5 business days regarding next steps.
6. Once you have received your credentials, you will be good to go!
7. So, how do you use LTC Trend Tracker? Visit
www.ltctrendtracker.com
and access our “Resource Center” • NOTE: Tons of helpful how-to videos and help documents to guide you every step of the way.8. Have some questions? Don’t forget to register for our LIVE! Monthly Q&A Sessions—registration information can be found at www.ltctrendtracker.com.
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Contact Information
For all questions related to the LTC Trend Tracker, please submit a ticket to: [email protected]. All
Inquiries are
responded to with 1 business day.
• LTC Trend Tracker Team:
o David Gifford, Sr. VP of Quality & Regulatory Affairs o Gautami Inamdar Manager, LTC Trend Tracker o Katherine Almendinger, Senior Research Analyst o Kiran Sreenivas, Senior Research Analyst
o Lindsay Schwartz, Senior Director, Workforce & Quality Improvement, NCAL o Lonnita Belk, Manager LTC Trend Tracker
o Marsida Domi, Research Analyst o Terry Hawk, Research Associate