RAVI PALLIPAMU, MBA, MICROBIOLOGIST

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Importing files for NHSN 101

Why does NHSN offer Data uploading?

To ease inputting burden on the IP.Improve data integrity as mentioned aboveThis option is a move towards

STANDARDIZATION.This infrastructure will support the

movement of large packet of data (CDA) by 3rd party vendors which will require very little IP involvement.

What is importing/uploading files mean? Uploading is like adding a picture file on your Facebook page. It is simply fancy computer language for adding an

“attachment” like in one does in email. Why is this method more desirable compared with manual data entry? Prevents duplication of efforts if data was already inputted somewhere else in your hospital data system: Once data (Patient,

procedural, etc) is entered somewhere in the hospital information management system, it can be retrieved electronically. One should not have to re-input the same information.

Data should move from computer to computer with little human interaction. Human manipulation of data (ie transcribing) will lead to errors.

It simplifies the process rather than manually inputting each required field in NHSN forms. What do you mean retrieved electronically? Once data is entered somewhere, anywhere, it can be downloaded or exported in simple workable electronic format.

“Electronically” means what you see on a computer, not on a piece of paper. What if I want the information I see on paper to be available to me on the computer? Find out where the report resides, what department generated the document and/or talk to IT to find out where it came from

and who built the report? Does scanning a piece of paper make it electronic? Yes it does, however when you scan, it creates an image or picture of the document. Data fields (patient identifiers, results,

etc) will not be available to you electronically.

Why/how is this Data Integrity important in uploading?

So I want to Import/Upload files into NHSN, how do I get started?

Ask the right questions to the right people but first…. Find out what data elements NHSN wants. Think about where and on what hospital reports houses the required NHSN

data elements. In order to do this, you need to educate yourself on the basics of NHSN

importing requirements. Find out all you can about Importing/uploading files found by searching at www.cdc.gov/nhsn

NHSN wants the data elements or names of fields in order, 1st column = pt ID, 2nd column = Gender, etc.

Importing Patient Data (required fields and order) can be found here when logged on to NHSN: https://sdn7.cdc.gov/nhsn/help/NHSN_Help.htm (search for importing patient data)

This information can be found here on importing Procedural Data (required fields and order): www.cdc.gov/nhsn/PDFs/ImportingProcedureData_current.pdf

Now that you know WHAT you need you must find out who can find these electronic data elements:

Bring a copy of the NHSN data elements (NHSN Patient Field Data and Procedural data) with you.

Bring ALL copies of hospital electronic reports where you have found these data elements. Choose the fewest number of reports that will capture all your data elements. (You don’t want to bring 10 reports to that person/department. Bring the one or two reports that have all the information required).

Patient information data: talk to the lab first. Since the NHSN LabID module is probably next in lineNHSN may offer to import, it will involve the lab so ask the lab first to help you. If the lab cannot help, talk to IT, show them what you need (the spreadsheet in hand with data elements listed) in electronic format.

Data fields in a table such as in an Excel table have field names such as FirstName, LastName, etc. The exact names of the fields are important. These data fields are case-sensitive, “LastName”, not” lastname”, as requested by NHSN. The data in each field also has rules as well. For example, “date received” has to be in MM/DD/YYYY format. So 12/25/00 would not be acceptable and would be rejected. 12/25/2000 is the accepted format.

Once you have found the department/person to work with, you may want to ask the following:

How often will you ask for the data? Realistically, how often will you, the IP,

actually have the time to upload the file into NHSN?

If told that some REQUIRED data elements cannot be populated electronically. Ask the person for a method to complete data elements in order to maintain data integrity.

GOOD LUCK!

YOU CAN MAKE IT HAPPEN. BE PERSISTANT (ITS OUR NATURE).