Web-Based Data Entry System: FAQs Answered

1. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 Web-Based Data Entry System: FAQs Answered March 7, 2012

2. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 Overview • Timeline Requirements • Using the ‘Skip’ Function • Unable to Submit • Updating Attendance • Changing a Participant’s Status • MDRs and DCFs

3. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 Format Most frequently asked questions and issues in red Answers and solutions in blue

4. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 I’m getting errors highlighted in red for all the dates in my assessment. The error messages say the dates aren’t appropriate for this assessment.

5. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 • Check to make sure the assessment being entered is for the correct time-point • Enter ‘Date Clinical History Obtained’ first • You might need to ‘Skip’ to the appropriate assessment • The CC might need to assist with you with submitting • It is possible the assessment cannot be accepted

6. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2

7. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 This baseline assessment is giving me strange errors for all of the dates I enter

8. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 It is best to enter the ‘Date Intervention Started’ before entering any other data

9. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2

10. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 For P0001, the system is listing the Year 3 Annual on the Participant screen, but she is due for her Year 4 Annual. Her last completed assessment was the Year 2 Annual

11. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 • The system lists the next assessment expected – not the one currently due (if they are different) • Use the ‘Skip’ button to the right of the assessment listed under “Options” to reach the appropriate assessment • Be careful not to skip too far ahead – you cannot go back without CC assistance.

12. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2

13. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 I hit ‘Submit Info’ and the pop-up box tells me I have errors preventing me from submitting the assessment

14. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 • Contact the CC! • This should be a rare occurrence • Double-check that this assessment is being entered for the correct time-point

15. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 The date I entered for the baseline glycemic measure is highlighted in red and the error says that the date is not appropriate for this assessment

16. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2

17. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 • The baseline glycemic measure should be within 30 days of the first attended curriculum class for eligibility to be established • Reference Appendix N4 – Timelines for Clinical Measurements and Lab Results

18. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 Woops! I submitted an assessment and forgot to enter the attendance dates on the P1 tab. How can I go back and put them in?

19. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 • Email a Data Correction Form to the CC with the P1 attached

20. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2

21. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 Woops! I submitted a P2 form to change a participant to Inactive status, and I forgot to update the attendance dates in the P1 tab. How can I go back and put them in?

22. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 • When a participant is listed as Inactive, you will not be able to enter participation dates • Email a Data Correction Form to the CC with the P1 attached to report missing dates • Do not change the participant’s status back to Active to enter dates

23. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 • It is critical to update attendance dates in the P1 before submitting a P2 or an assessment • Future enhancement plans include adding a stand-alone P1 form to the system so you can update attendance continually

24. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 I made a participant Inactive before I submitted the assessment they completed before becoming Inactive. Should I make them Active again and submit the assessment?

25. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 • No. Contact the CC and ask us to delete the P2 you submitted. • After the system is ready, you can submit the assessment and then submit the P2 (and update the P1) to make the participant Inactive.

26. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 I submitted a P2 documenting that a participant died, and the system shows a message saying “You cannot submit this participant’s data on the web-based data entry system. Please contact the Coordinating Center”. What do I do now?

27. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2

28. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 • This message indicates that the P2 was submitted successfully • The message refers to entering future data – you cannot enter any future data in the system after submitting a P2 documenting the death of a participant

29. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 I submitted an assessment that was missing the A/C Ratio, but we have obtained it since. Section 3 of the MDR I received says it was missing; how do I report the results? Do I type it into the MDR and email it back to the CC?

30. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 • Email a Data Correction Form to the CC with the value of the A/C Ratio and the date it was obtained • DO NOT type anything into the MDR for Section 3, or for any section except Section 2. • The ‘Response from Program’ column in Section 2 is the only place for which you should type a response and email the MDR document back to the CC.

31. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2

32. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2

33. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 I was filling out the Year 3 Annual for P0020 and the weight listed for her last annual is 253 lbs., but I checked her chart and at her last assessment her weight was 235 lbs. How can I correct something that is prefilled?

34. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 • Email a Data Correction Form to the CC with the corrected value and the date it was obtained

35. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 The web system is telling me I can’t enter information for a participant on the web and to contact the CC. Why? And how do I submit their recently obtained assessment?

36. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 • If you have a participant who was enrolled in the program under the past Metabolic Syndrome criteria, you cannot enter their information using the web-based system • Email or fax any assessments obtained for these participants to the CC for data entry

37. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 Summary… • Contact the CC with issues – we can help • Not being able to submit should be rare • Double-check the time-point • Use the ‘Skip’ function if necessary

38. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 Summarycontinued… • Use a Data Correction Form to: • correct data previously submitted • correct incorrect prefilled values • submit data previously missing

39. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 Summarycontinued… • Section 2 of the MDR is the only section needing an email response • Other sections may require alternative action on your part, such as double checking ‘Section 3 Warnings Confirmed’ for accuracy

40. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project Initiative: Year 2 Meeting 2 MDR Section 6 Reminder • List of participants who have had no activity reported in the last two years • If no activity after the date listed, submit a P2 to make the participant Inactive • If a more recent assessment was obtained, enter it on the web • If participant has had recent activity but no assessment, email or fax the P1 to the CC • Deadlines for data submission are September 30 and March 31