Benchmarking Survey User Manual Version 1.0 January 2011
Contents
1. i a st 4 oa i oe ee i i i a _ im O California Ambulatory Surgery Association Benchmarking Survey User Manual Version 1 0 January 2011 CASA Benchmark Survey User Manual Table of Contents l Wep Sune Srce N Layou taierea 1 1 EE og CORRERE AO ENO CI 1 2 L2 LeltFra Melle 1 2 Lo Ronconelseilla lai ai 1 3 Oreto 1 4 2 WED SIRE RUS AA RL ae 2 1 Zeke LO0g9gng into the SUV CY se ul leale 2 1 2 2 SECURIFY ACcessilevelaan sacrale 2 2 2 2 1 Left Frame User VariatioNS ceccscecessssesessssesessssessssesevesseseveseees 2 2 2 3 Survey Date DependencieS 2 3 2 4 Survey Approval Process amp StatUS 2 4 3 Entering Data into the Survey PagGesS 3 1 Sl Survey Data Entry RUES nocni aaa e 3 1 Appendix A Gaining Access to the SURVEY sla A 1 B iData Polnts ENecKisE isnrn alzo B 1 Table of Figures Figure 1 1 General Web Site LayOUt ria 1 1 Figure 1 2 H ader Afea iimi hires idan eneaennninaa 1 2 Figure l 3 LertFrame Alea vic 1 2 Figure 1 4 Main Content Area iii ded FIGUEC IES FOOLER Al Ca ina 1 4 Figure 1 OGM PAG Ces late iaia 25 Figure 2 2 Lert FIAMe cairo 2 2 Figure 2 3 Sample Update ButtOn c ccccsssscssecscseceeeseneeseseureusenenesseusareusenenesesaes 2 5 Figure 2 4 SUIVEY Signature PAGE ssaa riale aaa 279 Figure 2 5 Survey Signature Page that cannot be Signed 22. Commercial Traditional Managed Care Capitation Workers Comp Other Payor claims denied at initial submission Gross charges for all patients Net charges for all patients Gross A R at end of Q Total paid hours clinical non physician Total paid hours non clinical Supply costs per case Man hours per case clinical and non clinical Total number of FTEs Page B 1 Version 1 0 CASA Benchmark Survey User Manual Entering Data into the Survey Pages Appendix B Data Points Checklist continued Operations O O O OOOOdUuUdodOodo Oo Total cases performed in Q Cases performed in following locations within ASC OR Procedure rooms laser rooms cysto rooms other Patients staying overnight ASA status of patients Cancellations after admission Patient issues physician medical patient personal other Cancellations prior to admission Complications Post op Excessive N V Excessive Pain Return to surgery Excessive bleeding Other Incidents Occurrences Burns Falls Medication Error Medical Device Error Unplanned transfers Acute Care Facility e g hospital Post discharge complications Wound infection w in 30 days ER visit w in 48hours Patients receiving antibiotics in appropriate timeframe Failure to perform timeout protocol Use of clippers or depilatory cream for hair removal when applicable of cases Substantive patient complaints Do
3. Reports amp Charts Current Quarter Report Overnight Stays o Indicate the number of patients who stayed 2 Your patients physical status at overnight in your facility n Society of Anesthesiologists Classification System ASA Current Quarter Charts ASA Classt 50 ONC ONA ONR i j SEIERE sa ASA Classi f ONC ONA ONR Historical Charts i ASA Class Il 39 ONC ONA ONR ASA Class IV o ONC ONA ONR Patients not assigned h9 ONC ONA ONR an ASA Classification lt B Total 394 Should equal value in 1 a v E mail Administrator Figure 1 1 General Web Site Layout Area Purpose Header Displays CASA Logo and User Log In information User Name Access Level Survey Period including Open Closed status amp user s CASA Name Left Provides links to the different pages in the web site Frame Main Displays main content of the website Clicking on the links in the Left Content Frame will cause this area of the screen to change Footer Displays Copyright Information and provides e mail link to the Survey Administrator Page 1 1 Version 1 0 CASA Benchmark Survey User Manual 1 1 Header User Fred Kruger 998 2 Access Data Entry Period 2004 Quarter 4 Open CASA Bob s ASC 998 Web Survey Page Layout C AaS N California Ambulatory Surgery Association Figure 1 2 Header Area The header area displays the CASA Logo and User Log In information User Name Access Level Su
4. a scroll bar at the bottom of the Frame If the user doesn t like scrolling the frame can be resized by placing the mouse over the right border of the frame pressing and holding the left mouse button then moving the mouse to the right or left to increase or decrease the size of the frame Once satisfied with the size release the right mouse button and the frame size will now be fixed to that size Additionally resizing the browser window will change the size of the left frame proportionally to its size of the browser Version1 0 CASA Benchmark Survey User Manual Web Survey Page Layout 1 3 MainContent The large area to the right of the Left Frame is where all data entry is made The content of this area is dependent on which link in the Left Frame is selected Pages that are displayed in this area are Welcome Login Help Pages Instructions CASA Member Information Survey Pages Demographics Financial Operations Signature amp Approval Reports amp Charts Use of these pages is discussed in Section 3 Operations Survey S 1 a How many total cases occurred at your ASC during this quarter 94 ON C ON A ON R 1 b How many cases occurred at the following locations at your ASC during this quarter Operating Rooms 210 ON C ONJA ON R Procedure Rooms 184 ON C ON A ON R Laser Rooms 0 ON C ON A ON R Cysto Rooms 0 ON C ON A ON R Other 0 ON C ON A ON R Total 394 Should equal val
5. current and historical Benchmarking Survey data Reports amp Charts cannot access the survey data entry pages Data Entry These users This level of access allows that of view only and also allows entering quarterly data into the survey database Also the Data Entry user can sign the survey indicating that survey is complete and ready for approval Approver This level of access allows that of data entry and also includes the authority to approve the current quarters entered data It is important to note that until the current quarter s data has been approved it is not available for the charting options current quarter or historical Options Logout Login Web Instructions Survey Instructions CASA Info Survey Past Data Reports amp Charts Current Quarter Report Current Quarter Charts Historical Reports Historical Charts View Only 2 2 1 Left Frame User Variations Options Logout Login Web Instructions Survey Instructions CASA Info Survey Demographics Financial Operations Sign Survey Status In Progress Reports amp Charts Current Quarter Report Current Quarter Charts Historical Reports Historical Charts Data Entry Figure 2 2 Left Frame Options Logout Login Web Instructions Survey Instructions CASA Info Survey Demographics Financial Operations Sign Survey Approve Survey Status Signed Reports amp Charts Curre
6. for the quarter This data record will include the data from the most recent quarter where data was entered Since this data is old the Status is Past Data Each Survey Data Page Demographics Financial amp Operations needs to be visited and updated See Figure 2 3 for a glimpse of an Update button Since the data imported into each of these survey pages is from a past quarter in all likelihood some of it is no longer accurate and needs updated Upon completion of updating a page the user must press either of the Update buttons located at the top or bottom of the survey page for the new data to be written to the database If this is not done then all of the work done on that page could be lost Note that in lieu of pressing one of the update buttons pressing the enter key in one of the data entry fields will also update the database After each of the Survey Data Pages have been accessed and updated the Status indicator will display In Progress If only 1 or 2 of the Survey Data Pages have been updated the Status indicator will continue to display Past Data Once all three Survey Data Pages have been updated then the survey needs to be signed Clicking on the Sign Survey link in the Left Frame activates the page that prompts the user to enter his her password to acknowledge that data entry is complete Figure 2 4 shows the Sign Survey page note that the Status indicates In Progress If t
7. 5 Page Version 1 0 CASA Benchmark Survey User Manual Web Survey Page Layout 1 Web Survey Page Layout The web survey screen layout consists of four main physical areas As shown in Figure 1 these areas are called the Header Left Frame Main Content and Footer The table below provides information regarding the purpose of each of these areas The subsequent sections in this chapter describe the functions of each of these areas File Edit View Favorites Tools Help Ca Q Back E gt x E A Search Ste Favorites tota A A ue A w Address http www oaasc org Eco Googley v Search Web User Options Fred Kruger 998 2 Access Data Entry gt Period 2004 Quarter 4 Open CASA Bob s ASC 998 C td N California Ambulatory Surgery Association Operations Survey ca 1 a How many total cases occurred at your ASC during this quarter Web Instructions 4 ON C ON A ONR Survey Instructions 1 b How many cases occurred at the following locations at your ASC during this quarter casa nio Operating Rooms 210 ON C ON A ON R J Survey Procedure Rooms 184 ON C ON A ON R sn Laser Rooms 0 ON C_ON A ON R Financial Cysto Rooms o ON C ON A ON R Operations Other 0 ON C ON A ON R Sign Survey Total 394 Should equal value in 1 a big 1 c How many patients stayed overnight in you re your facility during this quarter Status In Progress
8. cumented responses for complaint follow up Total OR hours available for scheduling OR hours utilized amp Total procedure specialty hours available for scheduling Total procedure specialty hours utilized amp Medical records completed within 30 days of procedure Page B 2 Version 1 0
9. e survey data has been signed preferably by the user entering the data indicating that it is ready for approval Approved The survey data has been approved making it available for use in the comparison charts after the Data Entry time period is closed Page 2 6 Version 1 0 CASA Benchmark Survey User Manual 3 3 1 Entering Data into the Survey Pages Entering Data into the Survey Pages Instructions for what to enter into the survey fields is beyond the scope of this user s manual See the Survey Instructions on the web for the specifics regarding how to complete the Survey Information Survey Data Entry Rules There are a handful of rules that the user should be aware of when entering data into the Survey Pages The table below discusses each of these rules and there impact on data entered onto these pages Update Buttons Red Error Messages Magenta Warning Messages Data Entry Fields with Radio Buttons Numerical Entry Boxes Text Entry Boxes For newly entered data to be saved to the Survey Database the Update button should be selected If you go to another page before pressing the Update button then all data entered will be lost Note that hitting the enter key is the same as clicking on the Update Button For convenience there are update buttons at the top and bottom of each survey page If there is an error message on the survey page the database cannot be updated and no data will be saved until t
10. further with the survey the user must have a valid User Name and Password If you don t have the necessary credentials to enter the web survey have forgotten your user name and or password please refer to Appendix 1 for instructions on what to do to gain re gain access to the site Steps to Login 1 Use the drop down list to select your ASC Name 2 Once done the User Names associated with the selected ASC will be selectable in the User Name drop down list Select your user name 3 Tab or mouse to the Password text field 4 Type in your Password and click on the Submit button or press the enter key NOTE The Password Is case sensitive Welcome to the CASA Benchmarking Survey Website Please select your ASC Name and User Name then enter your password to gain access to the rest of this site ASC Name User Name Password Figure 2 1 Login Page If you incorrectly enter the password repeat steps 1 through 4 above Page 2 1 Version 1 0 CASA Benchmark Survey User Manual Web Site Rules 2 2 Security Access Level Each ASC is assigned Security Access Levels by the System Administrator There are three levels of security and each level defines what the user can and cannot do on the web survey The three Security Access Levels are briefly described below NOTE All users have access to the Web and Survey Instructions View Only This is the lowest level of access and only allows for viewing
11. he error is corrected Error messages always appear in Red If there is a warning message on the survey page the database will still be updated and no data will be lost Warning messages always appear in Magenta Certain Fields allow for either data entry value or a radio button to be selected N A N C or N R If a value is entered in the field then selecting a radio button to the right will have no effect For a radio button selection to be applied the data entry field must be deleted Most of the data entries are numerical Numerical fields should be entered as indicated by the description of the field If a field requires a dollar entry simply enter the dollar amount in that field do not enter the sign and do not add commas Percent fields should be entered as the percent and not as the fractional value 50 2 should be entered as 50 2 and not 502 Question with multiple entries will Total automatically when you click the Update Button Do not enter anything in these boxes and do not hit the back space in these boxes Certain database fields allow for Text Entries such as explanations to Other fields If there is a radio button associated with the text field it must be selected for the text to be saved Page 3 1 Version 1 0 CASA Benchmark Survey User Manual Entering Data into the Survey Pages Appendix A Gaining Access to the Survey To begin using the CASA Benchmarking Tool over the Web you m
12. he status indicates Past Data the user cannot sign the survey Figure 2 5 shows the Sign Survey page that cannot be signed due to the survey containing Past Data The purpose of this step is to ensure that the user entering the survey data has reviewed and concurs with the data entered onto each survey page This prevents the data from being inadvertently approved prior to it actually being ready for approval Note that once a Survey Data Page has been updated it may be revisited and updated again and again until the quarter is closed By having the data entry user sign the survey this lets the Approver know that data entry is complete and it is OK for the Approver to review and approve the quarter s data the approver can also update any data if he she sees fit The final step in approving the data for the survey quarter is to approve it Clicking on the Approve Survey link in the Left Frame activates the page that prompts the user to enter his her password to acknowledge that entered data is approved If the status indicates In Progress the user cannot approve the survey The purpose of this step is to ensure that the entered data has been accepted by the given ASC s approver If the data is not approved then it will not be used in the comparison Charts Page 2 4 Version 1 0 CASA Benchmark Survey User Manual Web Site Rules Operations Survey Figure 2 3 Sample Update Button Survey Signature The first s
13. nt Quarter Report Current Quarter Charts Historical Reports Historical Charts Approver Access to the Survey pages is controlled by graying out the links in the Left Frame that the user cannot access Whena link is grayed out it has been effectively turned off such that clicking on it will do absolutely nothing Figure 2 2 shows the available links in the left frame for the 3 security access levels Page 2 2 Version 1 0 CASA Benchmark Survey User Manual Web Site Rules 2 3 Survey Date Dependencies When Survey data can be updated and when charts are available for display is controlled strictly by rules configured in the web survey These rules are universal to all users and are set up by the System Administrator The date dependency rules are as follows NOTE The table following the rules shows all the applicable dates for the data dependencies Survey For the previous quarter the first day that the quarter s data can be Open Date entered into the Web Survey is the first day of the next quarter For example Quarter 3 ends on September 30 thus Quarter 3 data entry may begin on the first day of Quarter 4 or October 1 Survey For the previous quarter the last day that data can be entered into the Close Date Web Survey is the 15 of the second month of the preceding quarter For example Quarter 3 ends on September 30 thus the last day that Quarter 3 data may be entered is November 15 C
14. rvey Period including Open Closed status amp user s CASA Name The user information is updated upon successful login into the web site The user cannot alter any of this information nor are there any links to any other parts of the website in the header area The User and CASA information are dependent on which CASA User logs in The Access is dependent on the security level assigned to that user and the Period is dependent on the date in which the user has logged in The different Access Levels and Period Status information are described in detail later in the manual 1 2 LeftFrame Options Logout Login Web Instructions Survey Instructions CASA Info Survey Demographics Financial Operations Sign Survey Status In Progress Reports amp Charts Current Quarter Report Current Quarter Charts Historical Reports Historical Charts Figure 1 3 Left Frame Area Page 1 2 The left frame is the user s area to navigate throughout the web survey Access to the Options Survey Pages and Reports amp Charts is through this area Details of these functions are also provided in other sections of this manual Active Links will be in Blue Underlined Text The links that are active depend on the User Access Security Level Inactive links or functions unavailable to the User are grayed out see Approve Survey in Figure 3 Resizing the Frame If the text of the Frame does not fit there will be
15. tep to finalizing the quarterly survey is to Sign it indicating that the updates are complete The survey cannot be approved until it has been signed At a minimum Data Entry Access Privilages are required to sign the quarterly updates as complete Password Figure 2 4 Survey Signature Page Survey Signature The first step to finalizing the quarterly survey is to Sign it indicating that the updates are complete The survey cannot be approved until it has been signed At a minimum Data Entry Access Privilages are required to sign the quarterly updates as complete CASA Info Survey Password Demographics Financial One or more pages of the Survey have not been Operations updated Please Update the Survey then come Sign Surve back to Sign Click on the Status Link to see which pages have not been updated Figure 2 5 Survey Signature Page that cannot be Signed Page 2 5 Version 1 0 CASA Benchmark Survey User Manual Web Site Rules The table below summarizes the four possible statuses of the survey data Status Description Past Data The Past Data status indicates that data from the previous survey has vet to be updated This status will continue to appear until all 3 survey pages Demographics Financial amp Operations have been updated In Progress All three survey data pages have had some level of updating activity This status will continue to appear until the survey has been signed Signed Th
16. ue in 1 a 1 c How many patients stayed overnight in you re your facility during this quarter Overnight Stays 0 ON C ON A ON R 2 Your patients physical status at time of procedure surgery using the American Society of Anesthesiologists Classification System ASA ASA Classi 50 ONC ONA ONR ASA Class Il 106 ONC ONA ONR ASA Class Ill 39 ONC ONA ONR ASA Class IV o ONC ONA ONR Patients not assigned l an ASA Classification 199 ONC ONA ONR Total 394 Should equal value in 1 a Figure 1 4 Main Content Area Page 1 3 Version 1 0 CASA Benchmark Survey User Manual Web Survey Page Layout 1 4 Footer The Footer area simply provides the copyright information and a link to e mail the System Administrator To e mail the System Administrator simply click on the link E mail Administrator Copyright 2011 Figure 1 5 Footer Area Page 1 4 Version 1 0 CASA Benchmark Survey User Manual Web Site Rules 2 Web Site Rules There are a handful of rules that apply to the web survey that dictate what a user can and cannot do when certain activities can be performed and the approval process This section will cover the following e Logging into the Survey e Security Access Levels e Survey Date Dependencies e Survey Approval Process amp Status 2 1 Logging into the Survey Upon entering the survey at www casa org the first page displayed is the Welcome Login Page To proceed any
17. urrent Current Charts are available on the day following the Survey Close Date Charts through the end of the current quarter Using the examples from Available above the Current Quarter Charts would be available from November 16 through December 31 Once a new quarter begins the Historical Charts Link would be the only way to view a non current quarter chart Data Collection Data Entry Current Quarter Begin End Begin End Chart Available 1 January 1 March 31 April 1 May 15 May 16 Jun 30 2 April 1 June 30 July 1 July 15 Jul 15 Sep 30 3 July 1 September 30 October 1 November 15 Nov 16 Dec 31 4 October 1 December 31 January 1 February 15 Feb 16 Mar 31 Refer back to Figure 1 2 Header Area and note that the Period field indicates what the current period is and is followed by Open indicating that data entry is allowed If the quarter was beyond the End Data Entry date then Closed would have been indicated Page 2 3 Version 1 0 CASA Benchmark Survey User Manual Web Site Rules 2 4 Survey Approval Process amp Status There are 4 steps that must occur to complete a survey for a given quarter In the Left Frame next to the Status link the current Quarter s Survey Status is displayed See Figure 2 2 The 4 steps in completing the survey are as follows 1 4 Valid Login during the Data Entry Dates The first successful Login during the Data Entry Dates will create in the database the data record
18. ust be able to login to the Web Survey If you do not have access or have forgotten your password please contact the administrator by clicking on the e mail link at the bottom of this web page If you forgot your password include the following information 1 Your Full Name 2 ASC Name 3 Phone Number 4 UserName If you desire an account be set up for you include the following information 1 Your Full Name 2 ASC Name 3 Phone Number 4 Desired User Name 5 Desired Password 6 Reason Access is needed Please be specific 7 Desired Access Type A View Only B Data Entry or C Approver Page A 1 Version 1 0 CASA Benchmark Survey User Manual Entering Data into the Survey Pages Appendix B Data Points Checklist The following is a checklist of data points that are collected with the benchmarking survey To dia the reporting process it is helpful to have these figures compiled prior to beginning the data entry process Demographics OOOOU Years in Operation Profit Non profit Region of the state Ownership type of specialty chiropractic ophthalmology plastic dermatology oral podiatry gastroenterology orthopedic pulmonary general surgery otorhinolaryngology urology gynecology pain management neurosurgery peripheral vascular other Accreditation type Top 15 CPT codes by type and count Financial O 0o0 u0d o ua a u wg Payor mix Medicare Medicaid MediCal Self Pay
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