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Date

Attendees

Name
Aaron Thompsonx
Adrienne Adkins
Adrienne Rayx

Ahmar Wazir


Andrew Yochum
Anitha Chintalapati
Arnie Esparterox
Betina Fletcher
Branon Barrett
Brent Weaverx
Carol Olsenx
Cheri Jergerx
Chris Brownx
Christopher King
Curt Phillipsx
Deb Judy
Deb Wilson
Greg Eccleston
Hari Krishna
Heather Moorex
Howard Thomasx
Jada Garrettx
Jason Bullock
Jason Clemx
Jennifer Baileyx
Justyna Sardin
Karena Sullivan
Kotaiah Ravipati
Kathleen Prewittx
Kelly Llewellynx
Lakshmi Eriginenix
Leah Skienx
Lisa Reesx
Lonnie Hanekamp
Melissa Fieldhousex
Michael Kennedy
Nana Aidoo
Nathan Muzosx
Ozlem Tasel
Pandu Muddanax
Patrick McConnell
Preston Brownx
Revathy Ramakrishnax
Rosa Rinconx
Scott Laughlinx
Seema Sreenivas
Sarah Fillingx
Shamim Almamun
Shalon Quinnx
Thandapanix
Tim Jackson
Tom Lantz
Vladimir Ladikx
Yvette Brown
Zac Cohenx
Zach Serlethx




Agenda

ItemsWho
Meeting RecordingArnie

This session will be recorded for the purpose of documenting the meeting minutes and action items. If there are any objections to the recording of this session, please make it known now. Absence of an objection to the meeting being recorded will count as consent to recording this meeting.

Data DiscussionLisa/Scott/Preston

Data Migration for Pneumococcal

Why are we here?

    • The migrating of the vaccination data was brought up at a previous meeting and there were some questions that came out of that discussion
    • Lisa sent out an email to the EDIs this week about the discussion and she only received a response from Nathan requesting the opportunity to discuss

Per Vlad's comments:

    • The way data is stored is just by a year, if you want to migrate, now the exact date is required
    • For example, if you have an active patient currently active in DCI (for example), and have an exact date (10/10/2015) when the vaccination happened but when you migrate the data as 1/1/2015 and try to submit the data for the patient.  When try to submit 10/10/2015, the system sees a different result  (different dates) therefore, both records will be in the system
    • Vlad is ok with whatever decision is made
    • Vlad mentioned the following options:
      • Option 1 - whatever data you have, convert it up to the release date and when they report only vaccinations that happened after the release date
        • But what happens if a patient actually had the vaccination and it was never reported to CROWNWeb so it's not in EQRS right now, but they have the data and it would be difficult for them to assess if this data is in EQRS or not
        • Per Kathleen, this scenario was briefly discussed and Lisa said once it's launched then we can try to figure out what is missing
        • It would be good if the contractor can provide the EDIs with pneumococcal data so they can see what is missing and what they have. Then, they can do a go forward reporting and clean up any missing historical data
      • Option 2 - have the contractor convert data for patients who are no longer active and let the EDIs submit data for active patients
      • Lisa will take the two options back and discuss internally
      • The EDIs would have to ensure reporting on all of their current patients
      • Concerned we would lose some historical data on some of the current patients that may have reported vaccinations at the time they got them through their units and may have forgotten they got them (vaccinations) and don't know what to tell their unit
      • Ideal situation would be to have a system were programs that DCI run can ping EQRS and get information like complete pneumococcal information about the patient back, analyze it, see what's already in EQRS, then submit only what's new 

Per Kathleen's comments:

    • This discussion regarding migration of pneumococcal data was several weeks ago
    • Based on the proposal to migrate the data, she had asked that maybe once they get the module launched and their coding ready, they would record a go forward for new vaccinations and Lisa thought it may be agreeable
    • But the email sent out by Lisa seemed to indicate that in the interim, the ADO had some concerns about migrating the data.
      • Per Lisa, that is not the case
      • Lisa thought when it was discussed with Yvette everyone was ok with the plan to go forward
      • Kathleen is a proponent of go forward reporting

Per Nathan's comments:

    • Part of the concern is how it is being built
    • Key question: Will we have the ability to report historical data?
    • Will the new module allow them to report a pneumococcal from 2018 for an active patient?
    • The EDIs need to understand the system limitations
    • We need to talk through the implementation, not just the timing, what about the fields, will they be turned off on the day of the launch?
    • Agrees the process between ISG/ADO and EDIs is getting better; just asking not to shift the burden of reporting expectations to the clinics when the process was intentionally broken
    • No one will be ready to submit this data until early next year

Per Preston's comments:

    • There are no open and closed reporting periods
    • Believes it looks at the admission dates but need to confirm with Yvette

Per Lisa's comments:

    • We will see about getting the EDIs back together with Yvette at next Wednesday's Program Working Group meeting (10/20/21) to discuss further, answer questions and have a deeper dive of the data migration

Per Howard's comments:

    • Has some concerns about doing any retroactive data gathering
    • Going back retro actively and trying to get data gets problematic; it is a heavier lift
    • Request to send Howard anything in advance of the Wednesday meeting to review (PowerPoint, etc)
    • The EDIs need to be crystal clear on the communications on this one
    • There are a finite number of use cases to be considered

Per Revathy's comments:

    • If data migration will happen, will they be able to override if they are missing any data?
      • Per Preston additional data may be submitted but to override it you may need to have the vaccination ID, the underlying unique line item vaccination ID which is on the backend.  The EDIs do not get this ID
    • Request for detailed documentation on this new feature/module
    • What is the plan for this module to go out?
      • Per Lisa, the plan is to roll this out in November, 2021
      • Plan for the module is to move all the vaccinations eventually so they follow the patient
      • PVC23 was the first one then others will follow eventually
      • Per Revathy, they will not be ready in November, 2021
      • Need to keep in mind the Thanksgiving and Christmas holidays are coming up and there may not be resources available
General



DateMilestone (M) / Task (T)DescriptionPhaseStatus
2/28/2021MCode deployed to pre-prod for testing.1Complete
3/15/2021 - 3/24/2021TEDIs perform integration testing.1Complete

3/24/2021

MEDIs sign-off on integration testing.1Complete

3/24/2021 - 3/25/2021

TADO prepares for coding deployment.1Complete

3/25/2021

MProduction deployment.1Complete
3/31/2021MProd-Preview environment contains refreshed prod data 2Complete
2/24/2021 - 3/10/2021 TReview of phase 2 codes and finalize list of codes.  Complete
3/11/2021 - 4/30/2021TADO perform coding updates and regression testing - Phase 2 (Patient Codes) 2Complete

4/30/2021

MProd-Preview environment data refresh.2Complete

5/3/2021

MRemaining Phase 2 (Patient Codes) deployed to pre-prod for testing.2Complete

5/4/2021 - 6/1/2021

T

EDIs performs integration testing - Phase 2 (Patient Codes) 
Starting 5/4 - EDIs submit prod file in prod environment and PP2-3.  This should be the SAME file for both environments.  Review discrepancies between the feedback files and validate codes.

2Complete

6/2/2021

MEDIs sign off-on integration testing - Phase 2 (Patient Codes) 2Complete

6/2/2021 - 6/4/2021

TADO prepares for coding deployment - Phase 2 (Patient Codes) 2Complete

6/3/2021

MProduction deployment - Phase 2 (Patient Codes) 2Complete
6/4/2021MPhase 2 (Patient Codes) live in production.2Complete
3/10/2021 - 3/17/2021TReview of phase 3 codes and finalize list of codes.  3Complete
5/12/2021 - 06/08/2021TADO perform coding updates and regression testing - Phase 3 Clinical Codes/27283Complete

6/4/2021

MProd-Preview environment data refresh.
Complete
6/4/2021 - 6/6/2021T

EDIs SHOULD NOT submit any PATIENT files during this time period in production (to ensure same patients are in PP2-3).

3Complete
6/7/2021T

EDIs to drop file into PP2-3 to establish a baseline.

3Complete

6/8/2021

MCode deployed to pre-prod for testing - Phase 3 (Clinical Codes/2728).
Reopening September 2020 to March 2021 Clinical months for submission.
3Complete

6/9/2021 - 7/6/2021

TEDIs performs integration testing.

Starting 6/9 - Re-drop same file from 6/7/2021 into PP2-3.  Review feedback files from PP2-3 and validate codes.

3Complete

7/6/2021

MEDIs sign-off on integration testing - Phase 3 (Clinical Codes/2728).3

Complete

7/7/2021 - 7/11/2021

TADO prepares for coding deployment - Phase 3 (Clinical Codes/2728).3Complete
7/12/2021MPhase 3 (Clinical Codes/2728) live in production.3Complete

7/12/2021

MEDSM Implementation Complete (Phase 1 - 3).n/aComplete

7/12/2021 - 9/15/2021




T

Resubmission of Clinical Data Files (September to December). 

Open July 12, 2021 at 5 a.m. Pacific (8 a.m. Eastern) and close September 15, 2021 at 11:59 p.m. Pacific Daylight Time

9/15/2021 is the official closure date for the clinical months of September, October, November, and December 2020.

CMS highly recommends completing large data submissions prior to the official clinical closure date.


n/a

Complete


9/15/2021


M

Data fully submitted and ready for measure and scoring calculations.



n/aComplete
09/20/2021 - 02/28/2022T

Submit January-September 2021 EQRS Clinical Data, ICH CAHPS Attestations, and Clinical Depression Screening and Follow-Up Plan reporting in EQRS. Additionally, all subsequent months in 2021 will open for data submission on the first day of each month (i.e., October opens October 1; November opens November 1; and December opens December 1). 

n/a
02/28/2022MThe clinical closure date for all months in 2021 is February 28, 2022 at 11:59 PM PT.n/a

Data Submission (Errors & Warnings) Milestone Dates - By Phase


Phase No.

File Type

Code Bucket Name

Codes

ADO Completion Date

LDO Testing Start Date

Testing Completion Date

Production Date

1

Patient

Admit Reasons

11221, 11222, 11223, 11224, 11225

2/24/2021

3/1/2021

3/24/2021

3/25/2021

2

Patient

Patient Codes


5/3/2021

5/4/2021

6/1/2021

6/7/2021

3

Clinical

Clinical Codes


6/8/2021

6/9/2021

7/6/2021

7/12/2021

3

2728

2728 Codes


6/8/2021

6/9/2021

7/6/2021

7/12/2021

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