Common Metrics Initiative Frequently Asked Questions

Metrics – Informatics

How are the Program Summaries used?

CLIC conducts qualitative analysis on the Program Summaries to select the content that will be shared in the Insights to Inspire program. https://clic-ctsa.org/common-metrics-initiative/i2i

How does a hub access a script?

The scripts are available on Github: https://github.com/ncats/CTSA-Metrics. Please be sure to use the most current script for you data model and data system.

How many people from our hub will have access to the CM-PRISM Software application?

Hubs can have as many users as they deem appropriate. There are two types of users – editors and viewers. Editors can enter, edit, and view the hub’s data. Viewers can only view the data. All users must request an account for CM-PRISM.

How will these measures/findings be used?

CLIC provides de-identified data to NCATS. NCATS does not use the information to make decisions regarding future renewals. The data is used to improve the quality of the data and to provide “lessons learned” to the consortium.

ICD 9/10 is listed for two domains, why is that?

ICD 9/10 is used in healthcare to code both diagnoses and procedures – be sure to enter data under the appropriate performance measure.

Incomplete data in the EHR can be outside the control of our CTSA. How can we remedy this issue without having the necessary authority?

Please enter the data that you can access. Then, list this issue as a challenge in the Program Summary section of CM-PRISM.

Is the Observations domain a simple nominal level count of everything in the warehouse for that domain?

Observations include the number of unique encounters with at least one vital sign coded (height, weight, blood pressure, BMI, or temperature).

Our research Informatics team has little control over what data points are filtered to the warehouse – we are at the mercy of the health system’s IT efforts.

That is not an uncommon situation. Please collect the data that you can and then list this issue as a challenge in the Program Summary section of CM-PRISM.

Regarding gender, is patient reported sex counted as administrative sex?

Yes - it is the gender identified by the patient/subject. 

Some of the denominators don’t adequately represent a particular measure. Are you addressing that?

The Informatics Quality Improvement Committee and scriptwriters are addressing this issue. The metric will continue to evolve over time.

We are a multi-site CTSA, and we can only access one site. Is there a way to indicate that?

Please report data from the centralized primary resources available to researchers at the primary hub institution. If patients can be unambiguously counted across multiple data repositories, the aggregate counts may be reported for the hub. There is no expectation that hubs report data on all of the individual sites in their CTSA Program.

We don’t have direct influence over the data domains in the Informatics CM. Are you looking for something different in this CM than in the other Common Metrics?

Unfortunately, this situation is not uncommon. Please enter this issue as a challenge in the Program Summary section of CM-PRISM.

We filter our patient table to only include patients that have visit data in our location because we have billing data from several hospitals where our faculty work, but no actual visit data for those patients – no other information is available.

If patients can be unambiguously counted across multiple data repositories, the aggregate counts may be reported for the hub. Otherwise, please use data from the centralized primary resources available to researchers at the primary hub institution.

We have information for labs, procedures and medications. What do we need to report for the RxNorm domain?

Report on just the values for the RxNorm.

Were the Informatics Webinars/Office Hours recorded? If so, where can I find the slides and the recordings.

All of the Common Metrics Webinars are recorded - only users with CLIC accounts can access the recordings.To view a webinar::

1. Log into your CLIC account

2. Click "Common Metrics Initiative"

3. Click "Webinars"

4. Click on the desired webinar (the webinars and slides are listed by date, title, and topic)

 

What are observations?

Observations are coded vital signs which include height, weight, blood pressure, BMI, or temperature.

What are the steps for uploading our data into CM-PRISM?

The steps are:

1. Access the appropriate data model/data system script from GitHub: https://github.com/ncats/CTSA-Metrics

2. Run the script

3. Open the Informatics form in CM-PRISM

4. Follow the system prompts

5. Click the Upload button

6. Verify that the data values are correct

7. Save and exit the form.

What exactly is being recorded for the Medications/Drugs domain?

This measure is used to identify if medications are being recorded using a standardized coding method - RxNorm.

When we run the scripts, is the worksheet automatically populated? How does it get uploaded to CM-PRISM?

The steps are:

1. Access the appropriate data model/data system script from GitHub: https://github.com/ncats/CTSA-Metrics

2. Run the script

3. Open the Informatics form in CM-PRISM

4. Follow the system prompts

5. Click the Upload button

6. Verify that the data values are correct

7. Save and exit the form.

Would you please provide a definition for each of the standard value data elements?

LOINC – Logical Observation Identifiers Names and Codes (https://loinc.org) – a set of codes that are used to identify test results and/or clinical observations for electronic reporting.
RxNorm ID (https://www.nlm.nih.gov/research/umls/rxnorm/) – a set of codes that provide normalized names for generic and branded clinical drugs.
ICD 9/10 – International Classification of Diseases (https://en.wikipedia.org/wiki/ICD-10) – set of codes for clinical diagnoses and/or procedures.
CPT – Current Procedural Terminology (https://www.ama-assn.org/amaone/cpt-current-procedural-terminology) – set of codes used to report outpatient clinical services and/or procedures for billing and reporting purposes.
HCPCS – Healthcare Common Procedural Coding System (https://www.cms.gov/Medicare/Coding/MedHCPCSGenInfo)
SNOMED (www.snomed.org) – a collection of medical codes and terms used in clinical documentation.

Reports

How do I get access to my hub report if I am a PI, Admin or CM Lead and did not have a CLIC website account before 2/28/19?

Please email common_metrics@clic-ctsa.org to request access after you have created your account OR request access from the PI, Admin, or CM Lead. Instructions for adding access can be found on the hub report page.

How do I get access to my hub report if I am not a PI, Admin or CM Lead?

To gain access, you need to be added to the group by your PI, Admin or CM Lead. Those currently with access can login to the page and follow the Instructions on the hub page to give access to another user.

I received an email I have access to my hub's CM Report, how do I access it?

Hub reports are available to the hub PI, Administrator and Common Metrics lead (given they have current CLIC website accounts.) To access your hub’s Common Metrics Report, please log in to the CLIC website.

  1. Click on My account
  2. On the right-hand side of the screen, locate the "Your Hub" section
  3. Click on the Report link
  4. Select the link for the report year
  5. Access the report or PowerPoint file

CM-PRISM

Are hubs able to provision/create their own users in CM-PRISM?

No, CLIC creates the users for CM-PRISM. To register for an account, complete this form.

Does the denominator for TL1 include both pre-docs and post-docs?

Yes.

For hubs with multiple affiliates, how should they submit Informatics data?

If a hub can aggregate data from the multiple affiliates without duplicating records, they should submit the aggregated data. If the hub cannot aggregate the data, hubs should only submit data from the primary institution. This issue is continuing to be addressed by the Informatics Quality Improvement Committee.

How frequently can I edit my CM-PRISM data?

Hubs can edit their current year’s data until August 31st annually. All records are locked by CLIC on September 1st to ensure data integrity. If you need to revise the data for a previous year, please contact common_metric@clic-ctsa.org

Is there a single individual authorized to submit data in CM-PRISM?

Individuals designated as Editors can enter data. Hubs should determine who is the best person at their hub to submit data.

When I mark my CM-PRISM data “complete”, does it lock the record from further editing?

No, the record is not locked. If you want to lock the record so that no data can be edited, please contact common_metrics@clic-ctsa.org