The last Monday of each month the Network emails a “Missing Clinical Data” report to any unit that has one or more patients missing clinical data in CROWNWeb for a currently open “clinical month”. The clinical data covers three areas:
The goal set by CMS (Centers for Medicare and Medicaid Services) is to ensure that 95% of all dialysis units report clinical data for 95% of the patient roster for a given clinical month. For example, if your unit has 100 patients that would mean CMS expects to see clinical data for at least 95 patients. For 50 total patients that would be 43 (rounding up). As you can see, the smaller your patient roster, the more critical it becomes if you are just missing data on one or two patients.
The clinical data affects your ESRD QIP (Quality Incentive Program) scores and reimbursements, and will affect your 5 Star Ratings in Dialysis Facility Compare as well.
Batch Submitting Organizations (BSOs)
BSOs such as DCI, DaVita, Fresenius and NRAA affiliated dialysis units make up 85% of all dialysis units in the country. Batch submission means that your corporation or NRAA automatically extracts patient data from your electronic medical record systems and uploads it into CROWNWeb, saving you the effort of manually entering a lot of data into CROWNWeb. Each BSO has its own submission schedule which generally uploads demographic and admission data weekly and clinical data monthly.
Batch submission covers:
Forms such as the Medical Evidence Form (CMS-2728) and Death Notification Form (CMS-2746) must still be hand entered into CROWNWeb.
Each BSO has a different process for finding out why certain patients are loading into CROWNWeb via the batch process, and many of the BSO organizations’ helpdesks distribute reports to their local units if a fix is required by the local unit. Because the batch submission is a process that works outside of CROWNWeb and is controlled by your corporation, the Network will often refer you back to your corporate helpdesk or corporate CROWNWeb contacts for resolution.
Although you may be referred to corporate contacts, it is the expectation that data quality management is your responsibility at the local dialysis unit level.
Clinical months in CROWNWeb are closed by CMS 60 days after the end of the clinical month, i.e. the August clinical month closes October 31st. Once a month is closed you can never add or correct any data for that month.