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HCC Semi Annual Meeting June 14, 2010 Sacramento, CA & June 15, 2010 Walnut Creek, CA

Bay Area/Northern California Hearing Coordination Center Regions A & B. HCC Semi Annual Meeting June 14, 2010 Sacramento, CA & June 15, 2010 Walnut Creek, CA. Agenda. Introductions Overview of the Newborn Hearing Screening Program (NHSP) Goals of the NHSP /EDHI

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HCC Semi Annual Meeting June 14, 2010 Sacramento, CA & June 15, 2010 Walnut Creek, CA

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  1. Bay Area/Northern California Hearing Coordination Center Regions A & B HCC Semi Annual Meeting June 14, 2010 Sacramento, CA&June 15, 2010Walnut Creek, CA California Department of Health Care ServicesNewborn Hearing Screening Program

  2. Agenda • Introductions • Overview of the Newborn Hearing Screening Program (NHSP) • Goals of the NHSP/EDHI • Tracking and Monitoring Challenges • Who is Neometrics? • Overview of the Data Management Service • Next Steps California Department of Health Care ServicesNewborn Hearing Screening Program

  3. Introductions • DHCS • Joleen Heider-Freeman, RD, Chief, Statewide Programs Section • Hallie Morrow, M.D., M.P.H., NHSP Medical Consultant • Katherine Neto, Chief, Hearing & Audiology Services Unit • Jennifer Sherwood, M.A., Audiology Consultant, NHSP • Ursula Pareja, Contract Manager (Regions A/B) • Deborah Hunt, Ph.D., CSUS • HCC • Beth Lannon, Director, BA/NC HCC • Neometrics • Bill Mince, Vice President Operations • Joe Amato, General Manager • Gena Curtis, Client Service Manager California Department of Health Care ServicesNewborn Hearing Screening Program

  4. Agenda • Introductions • Overview of the Newborn Hearing Screening Program (NHSP) • Goals of the NHSP/EDHI • Tracking and Monitoring Challenges • Who is Neometrics? • Overview of the Data Management Service • Next Steps California Department of Health Care ServicesNewborn Hearing Screening Program

  5. Overview of NHSP • Established in 1998 by California Law as the Newborn and Infant Hearing Screening, Tracking and Intervention Act. • Requirements of the 1998 law: • Every CCS-Approved general acute care hospital with licensed perinatal services shall offer a hearing screening test using protocols approved by the State. • Expansion in 2008: • The law was further amended to include: every general acute care hospital with licensed perinatal services shall administer to every newborn, upon birth admission, a hearing screening test. California Department of Health Care ServicesNewborn Hearing Screening Program

  6. Overview of NHSP (continued) • Implemented in 2000 • NHSP follows the national EHDI guidelines • Requires all hospitals with licensed perinatal services and/or NICU to report to DHCS or designee California Department of Health Care ServicesNewborn Hearing Screening Program

  7. Overview of NHSP (continued) • Hearing Coordination Centers • Unique to California • Assures families are linked with services, minimizing the number of babies lost to follow-up • Regional support to all hospitals by: • Providing technical assistance and consultation to hospitals in setting up and maintaining programs • Certifying inpatient screening providers • Collecting data California Department of Health Care ServicesNewborn Hearing Screening Program

  8. Overview of NHSP (continued) • Hearing Coordination Centers (continued) • Tracking Infants • Screening/rescreening • Diagnostic services • Notification of PCP • Early Start referrals • Quality assurance activities • Monitor hospital screening and referral rates • Provide feedback to hospitals • Identify training opportunities • Education and community outreach California Department of Health Care ServicesNewborn Hearing Screening Program

  9. Agenda • Introductions • Overview of the Newborn Hearing Screening Program (NHSP) • Goals of the NHSP/EDHI • Tracking and Monitoring Challenges • Who is Neometrics? • Overview of the Data Management Service • Next Steps California Department of Health Care ServicesNewborn Hearing Screening Program

  10. Why We Are Here • Why is Data Management Service (DMS) critical to the NHSP? • Manual tracking system • Expansion of the program • HCCs databases • Consolidation of requirements • Hospital insight • Limited resources • Mandatory fields • Risk factors

  11. Goals of the Program • 1 – 3 – 6 Goals • 1 month of age: hearing screening to all newborns • 3 months of age: diagnostic audiologic evaluation to all newborns who do not pass the screening • 6 months of age: entry into early intervention services, for newborns with hearing loss • Informational materials to families • Results to primary care providers California Department of Health Care ServicesNewborn Hearing Screening Program

  12. Reporting Requirements • DHCS to CDC • Mandatory reporting required to the CDC (Federal Centers for Disease Control and Prevention) • HCCs to DHCS • Mandatory reporting to DHCS quarterly on all activities including data reported by hospitals, as well as ad-hoc reports • Hospitals to HCCs • Patient-specific demographic data • Results of screens California Department of Health Care ServicesNewborn Hearing Screening Program

  13. Why We Screen • Hearing loss occurs more frequently than any other congenital condition • Negative consequences of late identification of hearing loss • Early identification and intervention by 6 months of age has shown to result in age-appropriate language development California Department of Health Care ServicesNewborn Hearing Screening Program

  14. Agenda • Introductions • Overview of the Newborn Hearing Screening Program (NHSP) • Goals of the NHSP/EDHI • Tracking and Monitoring Challenges • Who is Neometrics? • Overview of the Data Management Service • Next Steps California Department of Health Care ServicesNewborn Hearing Screening Program

  15. Current Reporting Challenges Difficulties when: • Manually tracking and reviewing of records • Tracking babies transferring to another hospital • Identifying babies not screened as inpatient • Hospital monitoring screen and refer rates • Reporting process California Department of Health Care ServicesNewborn Hearing Screening Program

  16. Current system: In manual form, you are unable to Search Report Collate Review DMS Benefits: Hospitals get real-time data on screen status Ad-hoc reports can be generated by hospital users Hospital users can generate work lists as needed Hospital can monitor screener performance Challenge: Manual Review of Data California Department of Health Care ServicesNewborn Hearing Screening Program

  17. Current system: Receiving hospital not always aware of screen status Receiving hospital not always aware if baby is in non NICU unit Required to send in status reports for all transferred babies DMS Benefits: Transfers are recorded as they occur Hospitals are no longer required to generate transfer reports Real-time status is available for State, HCC and hospital users Audit trail details the history of movement Automatic action creation helps curb lost to follow-up Challenge: Managing Transfers California Department of Health Care ServicesNewborn Hearing Screening Program

  18. Current system: Hospital birth log is the only mechanism that can be used to determine whether or not a baby has been missed Easy to miss babies No central collection point for data DMS Benefits: Reports can be generated to reconcile birth log to the DMS data Immediate ID of infants not screened Challenge: Identifying Missed Babies California Department of Health Care ServicesNewborn Hearing Screening Program

  19. Current system: It is not possible to easily determine screen and refer rates for a hospital. DMS Benefits: Central data collection point captures screen and refer rates. Data can be used for QA for hospital staff to improve screening process Data can be used for staff education Challenge: Monitoring of Hospital Screen & Refer Rates California Department of Health Care ServicesNewborn Hearing Screening Program

  20. Current system: Hospitals are required to report information via paper and FAX: IRF Weekly reports Monthly report Transfer Status Reports DMS Benefits: Hospitals are no longer required to report information via paper and FAX: IRF forms Weekly reports Monthly report Transfer Status Reports Challenge:Reporting Process California Department of Health Care ServicesNewborn Hearing Screening Program

  21. Agenda • Introductions • Overview of the Newborn Hearing Screening Program (NHSP) • Goals of the NHSP/EDHI • Tracking and Monitoring Challenges • Who is Neometrics? • Overview of the Data Management Service • Next Steps California Department of Health Care ServicesNewborn Hearing Screening Program

  22. Who is Neometrics? • Leading provider of data management software for Newborn Screening market • In business since 1978 • Acquired by Natus Medical in 2003 • Staff has over 100 years experience in the Newborn Screening market • Working with NLM, HRSA and government agencies to maintain compliance with state and federal initiatives California Department of Health Care ServicesNewborn Hearing Screening Program

  23. Neometrics Products California Department of Health Care ServicesNewborn Hearing Screening Program

  24. Agenda • Introductions • Overview of the Newborn Hearing Screening Program (NHSP) • Goals of the NHSP/EDHI • Tracking and Monitoring Challenges • Who is Neometrics? • Overview of the Data Management Service • Next Steps California Department of Health Care ServicesNewborn Hearing Screening Program

  25. Overview of the Data Management Service • Overview will cover the following topics: • Critical Information on Data Requirements for Hospitals • Help for Hospitals to select Data Transmission Modes • Brief review of DMS Functionality California Department of Health Care ServicesNewborn Hearing Screening Program

  26. Overview of the Data Management Service • Overview will cover the following topics: • Critical Information on Data Requirements for Hospitals • Help for Hospitals to select Data Transmission Modes • Brief review of DMS Functionality California Department of Health Care ServicesNewborn Hearing Screening Program

  27. Required Fields for All Infants • Infant last name • Infant DOB • Infant gender • Infant birth order • Screener name • Screen type (right/left) • Screen result (right/left) California Department of Health Care ServicesNewborn Hearing Screening Program

  28. Reporting Requirements: What YOU Want to Know • Hospitals will no longer be required to print the Infant Report Form (IRF) • Hospitals will no longer be required to submit the weekly transmittal form to the HCC • Hospitals will be phased-out of the option for faxing information to the HCCs as the system is implemented • The number of reports hospitals are now required to submit will be significantly lower California Department of Health Care ServicesNewborn Hearing Screening Program

  29. Outpatient and Diagnostic Providers • Outpatient screening providers will continue to report screening results using the ORF • Diagnostic providers will continue to report diagnostic evaluation results using the DRF • OP and DX providers will continue to receive hard copies of IP screen results from the hospital • Reports will be faxed to the HCC at least weekly • At this time, OP and DX providers will not have access to the DMS California Department of Health Care ServicesNewborn Hearing Screening Program

  30. Standards, Policies and Procedures • No new NHSP standards will be issued • Policies and procedures will need to be updated to reflect the new reporting procedures • HCCs will assist with this process California Department of Health Care ServicesNewborn Hearing Screening Program

  31. Overview of the Data Management Service • Overview will cover the following topics: • Critical Information on Data Requirements for Hospitals • Help for Hospitals to Select Data Transmission Modes • Brief review of DMS Functionality California Department of Health Care ServicesNewborn Hearing Screening Program

  32. Equipment Requirements • Computer Hardware and Software • The hospital is required to provide a PC with access to the DMS website • The hospital is responsible for configuring the interface for data transmission • Technical assistance will be provided California Department of Health Care ServicesNewborn Hearing Screening Program

  33. Data Transmission Selection • Hospital Staff have access to a PC with Internet access to DMS website? • Screening Device • Export capable? • What Data Fields are captured? • Hospital HIS • Able to send data after admission of newborn? • Able to load result data from device? • Able to send data after device upload? California Department of Health Care ServicesNewborn Hearing Screening Program

  34. Screening Device Export • Cart Based Screening Devices • ALGO 5, ABaer, and IHS screeners are capable of exporting to a local network location • Contact the tech support group for your device manufacturer for more details

  35. Screening Device Export • Handheld Screening Devices • Echoscreen and A3i devices require intermediary software to move data off of the devices. • Contact the tech support group for your device manufacturer for more details California Department of Health Care ServicesNewborn Hearing Screening Program

  36. Data Transmission Selection California Department of Health Care ServicesNewborn Hearing Screening Program

  37. Data Entry DMS HIS INTERNET Transmission Mode: Manual Hospital Risk Factors DHCS Hearing Screener Birth Log Face Sheet • Demographic Data • Data entered into the DMS in the manual demographic entry module • Hearing Result Data • Data entered into the DMS in the manual hearing screening results module • Risk Factors • Data entered manually California Department of Health Care ServicesNewborn Hearing Screening Program

  38. Upload DMS HIS INTERNET Transmission Mode: Semi-Auto (upload) Hospital Risk Factors DHCS Data Entry Hearing Screener Birth Log Face Sheet • Demographic Data • Data entered into the DMS in the manual demographic entry module • Hearing Result Data • Uploaded from the device into the DMS • Risk Factors • Data entered manually California Department of Health Care ServicesNewborn Hearing Screening Program

  39. Upload DMS HIS INTERNET Transmission Mode: Semi-Auto (single) Hospital Risk Factors DHCS Data Entry Hearing Screener OR Birth Log Face Sheet • Demographic Data • Entered into the DMS in the manual demographic entry module • Hearing Result Data • Uploaded from the device into the DMS • Risk Factors • Data entered manually California Department of Health Care ServicesNewborn Hearing Screening Program

  40. Upload DMS HIS INTERNET Transmission Mode: Semi-Auto (batch) Hospital Risk Factors DHCS Data Entry Hearing Screener OR Birth Log Face Sheet Face Sheet Face Sheet Face Sheet • Demographic Data • Entered into the DMS in the manual demographic entry module • Hearing Result Data • Uploaded from the device into the DMS • Risk Factors • Data entered manually California Department of Health Care ServicesNewborn Hearing Screening Program California Department of Health Care ServicesNewborn Hearing Screening Program

  41. DMS HL7 (ADT) HIS INTERNET Transmission Mode: Semi-Auto (EDT) Hospital Risk Factors DHCS Data Entry Hearing Screener Birth Log Face Sheet • Demographic Data • Transmitted to the DMS via HL7 ADT message • Hearing Result Data • Entered into the DMS Hearing Screening Result module • Risk Factors • Data entered manually California Department of Health Care ServicesNewborn Hearing Screening Program

  42. Upload DMS HL7/ ADT HIS INTERNET Transmission Mode: Fully Auto (batch) Hospital Risk Factors DHCS Data Entry Hearing Screener OR Birth Log Face Sheet Face Sheet Face Sheet Face Sheet Face Sheet • Demographic Data • Transmitted to the DMS via HL7 ADT message • Hearing Result Data • Uploaded from the device into the DMS • Risk Factors • Data entered manually California Department of Health Care ServicesNewborn Hearing Screening Program

  43. DMS HIS HL7 INTERNET Transmission Mode: Fully Auto (HL7) Hospital Risk Factors DHCS Data Entry Hearing Screener Birth Log Face Sheet • Demographic Data • Transmitted to the DMS via HL7 ADT message • Hearing Result Data • Screening Results are transmitted to the HIS • Screening Results are transmitted to the DMS via HL7 ORU message • Risk Factors • Data entered manually California Department of Health Care ServicesNewborn Hearing Screening Program

  44. Overview of the Data Management Service • Overview will cover the following topics: • Critical Information on Data Requirements for Hospitals • Help for Hospitals to select Data Transmission Modes • Brief review of DMS Functionality California Department of Health Care ServicesNewborn Hearing Screening Program

  45. DMS Overview - Functionality • Main DMS Tasks • Data Entry Optimization • Search Capabilities • Daily Worklist • Transfers California Department of Health Care ServicesNewborn Hearing Screening Program

  46. DMS Overview - Functionality • Main DMS Tasks • Data Entry Optimization • Search Capabilities • Daily Worklist • Transfers California Department of Health Care ServicesNewborn Hearing Screening Program

  47. DMS Overview - Functionality • Data Entry Optimization • Mandatory Fields are clearly defined • Data Controls speed entry and promote data integrity California Department of Health Care ServicesNewborn Hearing Screening Program

  48. DMS Overview - Functionality • Main DMS Tasks • Data Entry Optimization • Search Capabilities • Daily Worklist • Transfers California Department of Health Care ServicesNewborn Hearing Screening Program

  49. DMS Overview – Functionality • Search Capabilities • Search criteria allows users to use wildcard searches • Multiple criteria entry • Multiple results are displayed to refine selection options California Department of Health Care ServicesNewborn Hearing Screening Program

  50. DMS Overview – Functionality • Search Capabilities • Data Grids support Pivot technology California Department of Health Care ServicesNewborn Hearing Screening Program

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