Sepsis Platform Overview

October 2021

1 HANYS Sepsis Platform Overview

HANYS recognizes that the time and costs associated

with the manual abstraction of clinical data from patient electronic health records is prohibitive for our member organizations. That is why we have partnered with Collective Medical Technologies to offer a plat- form that can seamlessly transfer continuity of care documents and patient encounter data to the secure HANYS Sepsis Portal. The data will be converted into the DOH-required file format and validated to meet the requirements of DOH Public Health Law, Sections 405.2 and 405.4 of Title 10, all without the need for hospital clinical staff or other resource time.

This guide provides an overview of the data collection process and the security measures used to ensure data safety and integrity.

Commitment to security

With the advent of the Health Insurance Portability and Accountability Act transaction and code set standards for

claim files and the Health Information Technology for Economic and Clinical Health Act, the use of electronic data is

quickly advancing in healthcare. While these advances in automation and interoperability enable us to optimize data

sharing processes, they also raise security concerns.

As a healthcare member organization that fully understands the importance of securing patient data entrusted to our

care, HANYS takes this responsibility very seriously. We meet all of the HIPAA, National Institute of Standards and

Technology and Federal Information Security Management Act requirements. We are also ISO 27001 certified, follow all

recommended safeguards and controls and strive toward the “gold standard” in security.

Data collection The HANYS Sepsis Platform requires data from two data sources:

• administrative claims (X12 837); and

• admission, discharge and transfer and continuity of care document data. This section of the guide provides an

overview of the steps required to transfer data to the HANYS Sepsis Platform.

Administrative claims data HANYS will collect administrative claims files (837) via Secure File Transfer Protocol. HANYS will work with each

hospital to create a SFTP connection to transfer 837 claims files. Files will be accepted either daily, weekly, bi-weekly

or monthly.

© 2021 Healthcare Association of New York State, Inc.

2 HANYS Sepsis Platform Overview

© 2021 Healthcare Association of New York State, Inc.

When creating and transferring 837 files, please use the following standardized file naming convention:

Year Month Frequency Hospital Name (YYYYMMFHospitalName)

Year – 4 digits

Month – 2 digits

Frequency – 1 character:

D – Daily

W – Weekly

B – Bi-weekly

M – Monthly (default)

Hospital Name – This should be the same value as your NM1 segment/field within your 837 file.

Capture of continuity of care and encounter data using Collective Medical Technologies software

CMT has been selected as the third-party vendor to facilitate the automatic transmission of continuity of care and

encounter data from participating hospitals to HANYS. CMT will work with and provide support to each hospital imple-

menting the HANYS sepsis data abstraction solution.

Detailed below are the steps for automating the receipt of data by CMT and the transmission of the DOH data elements

found in the Sepsis Data Dictionary and Appendices to the HANYS Sepsis Portal.

• Step 1 – Establish network connectivity:

CMT will work with your organization’s IT network team to “turn-up” an HL7 over HTTP or Virtual Private

Network connection.

• Step 2 – Establish data connectivity:

Your organization will provide CMT with an ADT feed from your electronic medical record. CMT will work with

your IT network/interface team to ensure the appropriate and necessary ADT data are included in the feed. This

feed will enable CMT to know what patient records are needed for sepsis reporting.

• Step 3 – Transfer of Clinical Document Architecture documents:

The CMT national framework is fully integrated with the data-sharing aggregators Carequality and CommonWell.

If your hospital is already a participating member of these data-sharing groups and is conforming to the Common

Clinical Data Set or United States Core Data for Interoperability specification, then CMT can query, extract and

transmit all the required patient data on your behalf. This is the optimal workflow as it requires only an ADT feed

to satisfy the automation requirement. If your hospital uses CommonWell, you may need to sign a Carequality

addendum so that the data can be accessed through Carequality. Many hospitals working with CMT have already

completed this addendum.

If your hospital is not a member of Carequality or CommonWell, then CMT will provide you with the pathway guidance

to have CDAs received directly from the hospital. The most common method of transmitting CDAs is through the hospi-

tal’s health information service provider using direct secure messaging.

• Step 4 – Enabling direct messaging for CDAs:

CMT will work with your hospital to configure direct messaging so that a CDA is transmitted to CMT on all patient

encounters post-discharge. NOTE: This step is only required if Step 3 is unavailable.

Once this interconnectivity is established and tested, this automated process will provide HANYS with the required

data elements on an ongoing basis.

3 HANYS Sepsis Platform Overview

© 2021 Healthcare Association of New York State, Inc.

Data validation and file submission After the data elements are transmitted from CMT, they will be accessible via HANYS’ secure sepsis web portal. You

will have the ability to review your data, search and sort cases using the data fields shown below, fix identified errors

and generate a fully formatted file for submission to IPRO.

• Category -

Adult/Pediatric

• Version

• Facility Identifier

• Discharge Date From/To

• Medical Record Number

• Patient Control Number

• Record Complete

• CSV File Generated

• CSV File Generated Date

Contact: For more information, please contact Lauren Ashley Senior Director, Quality Advocacy, Research and Innovation.

Each record is validated using the DOH Sepsis Data Dictionary. Any case

with missing data elements or elements that conflict with the DOH Sepsis

Data Dictionary is highlighted and marked as needing further review.

Once the case is opened, any data element(s) that failed validation are

highlighted and, where possible, a detailed error message is provided.

Completed cases can be exported to a CSV file and stored to one of your

organization’s directories.