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New York S tate P erinatal D ata S ystem

New York S tate P erinatal D ata S ystem. SPDS. New York State Perinatal Data System SPDS Core Module Training. Provided by the New York State Department of Health. MODERATOR. Margaret Mollnow Bureau of Women’s Health, NYS DOH. Terry Sowinski Bureau of Health Statistics, NYS DOH

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New York S tate P erinatal D ata S ystem

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  1. New York State Perinatal Data System SPDS

  2. New York State Perinatal Data SystemSPDS Core Module Training Provided by the New York State Department of Health

  3. MODERATOR Margaret Mollnow Bureau of Women’s Health, NYS DOH

  4. Terry Sowinski Bureau of Health Statistics, NYS DOH Paul Gillette Upstate Medical University PRESENTERS

  5. SUBMIT QUESTIONS BY FAX518-629-8136

  6. SPDS OBJECTIVES • Vital Records Registration • Perinatal Regionalization • Public Health Surveillance & Reporting • Hospital Quality Improvement (QI) • Medicaid Infant Enrollment • Immunization Registry

  7. SPDS SCOPE • Phase I Core Module • Statewide Roll-out January 1st 2004 • All Birthing Hospitals in NYS • Exclusive of NYC

  8. SPDS SCOPE SPDS Enables • Entry of Birth Data • Entry of Additional Quality Improvement (QI) Data • Medicaid Enumeration

  9. WHY MUST WE SWITCH TO A NEW SYSTEM?

  10. CURRENT SYSTEM IS OUTDATED • Current System Does Not • Meet New Federal Standards • Data is Not Timely • Technology is Not Current • Difficult to Change/Update • Birth Certificates Print on Pin-fed Forms using Dot-matrix Printers

  11. BIRTH CERTIFICATE REVISIONS • The National Center for Health Statistics (NCHS) Sets the Standards For the Certificate of Live Birth • Revisions Occur Approximately Every 10 Years • Some Changes Aimed at Consistency With Census Data • SPDS Will Incorporate Mandated Updates

  12. BIRTH CERTIFICATE REVISIONS • Revision Highlights: • Race • Ethnicity • Education • Tobacco, Alcohol and Drug Use • Date of Last Prenatal Visit

  13. Race of Mother and Father • Former System Allows Only One Race Affiliation • SPDS Allows Respondents to Report More Than One Race Affiliation • All-inclusive Approach • Captures the Maximum Number of People Who Identify With a Certain Race Alone or In Combination

  14. REVISION EXAMPLES

  15. REVISION EXAMPLES - ETHNICITY • Eliminates National Ethnicity • Only Asks For Hispanic Ethnicity • Can Choose Multiple Hispanic Ethnicities

  16. REVISION EXAMPLES - EDUCATION • Change From Number of Years of Education to Specific Levels and Degrees • Changes are Driven by: • Decreased Importance of Exact Measure of Elementary Years • Increased Importance of Post-Secondary Education

  17. Selections Available In Drop-down List: • 8th Grade or Less • 9-12th Grade: No Diploma • High School Grad or GED • Some College Credit, But No Degree • Associate Degree • Bachelor’s Degree • Master’s Degree • Doctorate Degree • Unknown

  18. REVISION EXAMPLES- OTHER

  19. WORK BOOKLETS

  20. Completely Revised • Includes NCHS Changes • Includes QI Questions • Matches Screen Flow • CIN is Not In Work Booklet • Get From Medical Record • Collect Information From Best Source • Available In English and Spanish

  21. WORK BOOKLETS • Hospitals Should Not Modify • Modifications Lead to Data Quality Issues • Hospitals Should Use the Workbooks Provided to Ensure the Data Collection Process is Accurate and Consistent Statewide

  22. WORK BOOKLETS • Available Online Within SPDS Help in PDF Format • PDF Format Ensures That the Work Booklet Prints Accurately • Most Up-To-Date Version Will Always be Available For Printing • Available From Local Registrar • May be Ordered

  23. SPDS DESIGN Web Browser Application Software Resides on DOH Web Server • Allows Timely One-shot Updates to the SPDS Application

  24. SPDS DESIGN • Data Stored and Maintained on DOH Web Server • Ensures Data Security and Integrity • Access Through Restricted Secure Internet Web Sites

  25. SPDS SECURITY • Encryption of Data • User ID’s and Passwords • Time Out

  26. SPDS SECURITY • Maintaining a Secure Environment for SPDS Access • Keep Userids and Passwords Confidential • Do Not Leave System Unattended • Exit the SPDS and Network When Finished With Work

  27. SPDS SECURITY • Authority and Control Over Sections of the Birth Record • Authority and Control Over Who Can Use the SPDS Data

  28. REQUIREMENTS • Hardware Requirements • Minimum Configuration • Software Requirements

  29. USER ACCESS TO SPDS • Former EBC Submitters • Medical Records Staff • Labor and Delivery Staff • Admissions Staff • Physicians • Quality Improvement Staff

  30. APPLYING FOR ACCESS TO SPDS Need Active HPN /HIN Account Sharing of HPN Accounts is Strictly Forbidden • Access to the SPDS Will Be Granted Online • Current EBC Submitters Will Be ‘Grandfathered In’

  31. NEW HPN USERS • For New Users: • Get Current Applications From HPN Coordinators • Complete, Notarize, and Submit to DOH

  32. INACTIVE HPN ACCOUNT • Call HPN Hotline 1-866-529-1890 • Requires • HPN PIN #, or • NYS Driver’s License Number

  33. LOGGING IN TO THE HPN

  34. CONNECTING TO THE SPDS • https://commerce.health.state.ny.us • Enter Userid and Password

  35. HPN PAGE

  36. Resize the Browser Window So That Horizontal Scrollbar Does Not Show • Scroll Vertically to Bottom or • Tab to Next Field • Forcing Form to Display More Information • Set Screen Resolution • 1024 x 768 for maximized viewing

  37. BROWSER SCREEN CONTROL

  38. SCREEN NAVIGATION • Tabbing • Moves From Field to Field • Clicking • Use Mouse • Select an Item or Text Field • Do Not Use ‘Back’ and ‘Forward’ • Use Navigation Features in SPDS

  39. MAIN MENU • Your Hospital Name Will Appear • Choose an Action • Begin a New Case – Birth • Begin a New Case – Prenatal • Search For a Birth • Requests for Unlock Authorization

  40. SUBMITTING A SCREEN • Each Screen Is Submitted Independently • Submitting Initiates Processes • Edits Between Fields • Edits Between Screens

  41. SUBMITTING A SCREEN To Record Data • Click CONTINUE • No Incompatibilities • Next Screen Is Displayed • Screen Retrieval Time • Complexity of Screen Form • Speed of Computer and Modem

  42. ON-SCREEN HELP

  43. ON-SCREEN HELP

  44. SCREEN DATA ENTRY • Four Types • Text Items in Open Boxes • Radio Buttons • Check Boxes • Drop Down Lists • All Screens Have ‘CONTINUE’ Buttons

  45. Text Box Date Box Drop Down Box Radio Button Check Box

  46. DROP-DOWN SELECTION LISTS Only One Entry May be Selected • Use Mouse to Open & Select • Tab & Type First Character of the Entry • More Than One Entry • Keep Pressing the Key Until Entry Appears

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