2021.10.15 EQRS EDI Submission Testing - Meeting

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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    • Option 2 - have the contractor convert data for patients who are no longer active and let the EDIs submit data for active patients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

• There is additional information on the public EDI website for vaccinations
• The public EDI website (confluence page) is currently in the process of being redesigned for better organization and access to EDI documentation/information.  Link below:
  • Data Submission (Errors & Warnings) Implementation Project - EQRS Communications Hub - HCQIS Confluence (cms.gov)
• For next Wednesday's Program Working Group meeting, send coding and data questions to Scott and any program questions send to Lisa