|Frequently Asked Questions|
-What is eRehabData®?
eRehabData is a service offered by the American Medical Rehabilitation Providers Association (AMRPA) since July 2001 to deliver real-time financial and clinical outcomes and benchmarks and offer an easy solution for completing the Inpatient Rehabilitation Facility - Patient Assessment Instrument (IRF-PAI).
-What is the current status of eRehabData with The Joint Commission®?
eRehabData was a Joint Commission ORYX Performance Measurement System until January 1, 2013, when The Joint Commission suspended ORYX performance measure reporting requirements for accredited inpatient rehabilitation facilities (IRFs).
-What are the current features of eRehabData?
eRehabData is constantly evolving and improving. Our staff developers work continuously to keep eRehabData at the cutting edge of IRF outcomes systems. A partial list of eRehabData features follows:
Easy Onboarding and Maintenance
Multiple Assessment Tools
Communication and Support
Electronic Data Transfer
-Does eRehabData offer configurable user profiles?
Yes, eRehabData allows users with varying levels of permissions to access the system.
A user with full access can add new patient IRF-PAI records, error check IRF-PAI assessments, prepare assessment files for transmission to CMS, view clinical outcomes data, view reimbursement estimates, upload and download assessment data, and view financial and clinical benchmarks and outcomes. More limited privileges can be established for users who don’t require full access.
A hospital-designated system administrator can create and delete users, establish and edit user permissions and reset user passwords when necessary, plus create custom data fields, assign QRP Certification exams, and sign up for additional services.
All users can increase productivity by utilizing eRehabData’s built-in messaging system.
-How does it work?
eRehabData is a thin-client database application that can be accessed using a current-generation web browser on any computer or tablet connected to the Internet. Subscribers log in to www.eRehabData.com, at which point the browser session becomes encrypted for security just like for online banking. Faster Internet connections increase speed.
-How many simultaneous users will eRehabData support?
eRehabData is built to sustain thousands of simultaneous users. Each facility may have as many registered users as it requires.
-Can we access our data remotely, from business offices, clinical floors, or satellite clinics?
Yes. You can access the service and submit or retrieve information from any computer with a web browser and Internet access. For enhanced security, an organization has the option to narrow access to its IP range.
-What sort of computer hardware will I need to install in my facility?
Most likely you already have all the computer power you need. Any computer running a current web browser (such as Internet Explorer, Chrome, Firefox, or similar) with a connection to the Internet will suffice. Since the system is Internet based, you do not need to have a dedicated server or dedicated machines to run this software.
-What kind of security is used to protect patient data?
Traffic between eRehabData and individual users' browsers is protected using the encryption protocol TLS 1.2. This allows for data to be sent and received in an externally unreadable way and ensures that no data is tampered with en route. Furthermore, the computers that handle user forms are separate from the database where patient information is stored, and the encrypted database computer is not accessible from the Internet. Because eRehabData utilizes this compartmentalized architecture, patient data would be fully protected in the unlikely event that someone gained unauthorized access to one of the web servers.
-Where are the data stored?
Data are stored in a dedicated RAID10 server in a highly secure offsite data center with redundant data communication connections and backup power supplies. This configuration provides for maximum security of the data while still providing excellent reliability.
-What about upgrading the software?
The eRehabData program code is located on a remote server outside your facility. As new features are developed you will be notified through email, and upgrades will appear the next time you log in. You will never have to load patches or upgrades or increase the power of your computers. The eRehabData software itself is continually improved, and you are encouraged to make suggestions or report bugs using the system’s Enhancement Requests feature.
-What is the planned down time for eRehabData?
eRehabData has been in continual operation since January 1, 2002 with 24x7 availability. Very infrequently it has proven necessary to briefly shutdown various servers to perform upgrades and maintenance. These have been announced in advance and have been scheduled during periods of low usage (i.e., late at night or on Sundays).
-Does eRehabData work on a mobile device?
While eRehabData can be accessed on a mobile device, only the Mobile PAS has been specifically optimized for mobile device screens. The Mobile PAS is part of the PAS Mobile Notification System, which enables users to notify each other via email when a pre-admission screening requires their attention or when a screening is ready for physician review and sign-off.
Working with Other Systems
-Can we participate if we use another system for our data?
Yes. You can upload IRF-PAI data to the database and utilize the outcomes and benchmark analysis without using the IRF-PAI screens to enter data into eRehabData.
-Can I upload assessment/patient data to eRehabData
Yes. With the proper permissions (assigned by the hospital's eRehabData System Administrator) a user can upload demographic data, full assessment data, follow-up assessment data, and patient satisfaction survey data to eRehabData.
+We have a separate vendor for follow-up assessments. Will eRehabData support the needs of this service?
-We have a separate vendor for follow-up assessments. Will eRehabData support the needs of this service?
Yes. eRehabData contains numerous features for follow-ups and can be configured to accept additional patient data not already present in the follow-up assessment forms. Follow-up assessment data can be hand-entered or uploaded as a text file.
Patient Assessment Features
-Can you tell me more about the IRF-PAI features?
Users with the necessary permissions can do the following:
The IRF-PAI on eRehabData offers plenty of useful features to support your work:
-Does eRehabData have a pre-admission feature?
Yes. The eRehabData Pre-Admission Screening (PAS) Tool was designed to meet the screening requirements published in the 2010 IRF-PPS Final Rule. The advanced technology of eRehabData allows users to perform pre-admission assessments over the Internet from remote locations. These assessments help to predict outcomes, length of stay, and discharge destination as well as cost and revenue. Pre-admission screenings can be easily converted into admission assessments or denial records for full referrals tracking using the eRehabData Referrals Outcomes reports.
-Does eRehabData have facility-definable fields?
Yes. A facility can add custom data fields to the eRehabData assessment and even make them required for assessment completion. There is currently no limit on the number of additional fields that can be added to eRehabData.
-Does eRehabData calculate the proper Case Mix Group (CMG) for the patient?
Yes. Once an initial assessment is performed, the eRehabData system can project which CMG the patient will most likely belong to as well as clinical outcome, cost, and reimbursement. The final CMG is calculated at the time of the discharge assessment along with a more accurate estimate of reimbursement.
-What sort of error checking features does eRehabData have?
eRehabData has a variety of data integrity checks to ensure proper coding. Assessments are checked for basic logic, CMS requirements, QRP requirements, and statistical probability. Detailed completion checking error messages guide you to the problem areas so that problems can be easily addressed prior to transmission.
-Can we collect IRF-PAI data for non-Medicare patients?
Yes, it is recommended that you keep assessment data for non-Medicare patients as well as Medicare patients. Outcomes reports that include all patients offer a complete picture of a facility’s case mix and are more useful for facility administration.
-Does eRehabData offer any functional scoring training?
eRehabData offers an annual series of clinical training webinars which cover a range of topics relevant to inpatient rehabilitation and are included with your eRehabData subscription. eRehabData also offers QRP certification exams. These exams are free for all eRehabData subscribers and AMRPA member facilities who do not subscribe to eRehabData. Facilities can assign exams to users, correct them, review the results, and view exams outcomes reports.
Outcomes & Analysis
-What sort of benchmarks and outcomes does eRehabData offer?
eRehabData Outcomes Reports include the following measures, and more:
-What kind of analysis do the eRehabData outcomes reports provide?
The outcomes reports are a multi-tiered structure that allows the user to drill down from a broad facility perspective to a detailed line-item perspective to gain more specific focus on any one item, with national and regional comparisons at every level. Comparisons are provided as both weighted (case-mix-adjusted to your facility’s case mix) and unweighted.
Outcomes are available for a variety of time periods including trailing 30, 60, 90, 180, and 365 days, Quarterly, Year to Date, Calendar Year, Fiscal Year, and individual months dating back to January 2002. Additional reports and graphing tools include the following:
Time-Series GraphsSelect measures, RICs and/or CMGs, tier, time span, and payer, and display a graph and/or numeric data for the selected options compared to either your region or the nation, weighted or unweighted.
Functional Scoring Comparison GraphSelect time period, payer and RIC and display a graph and numeric data of GG/H functional scores and variances for the selected options compared to either your region or the nation, weighted or unweighted.
Dashboard ReportSelect a start date and view a summary of your facility's occupancy, Medicare utilization, case mix index, trailing 30-day occupancy by payer, projected 14-day occupancy, trailing month case mix index by payer, RIC distribution and payer distribution for the selected day.
60% Rule Compliance ReportView 60% Rule compliance statistics for multiple calculation methodologies for any user-entered time period.
Census ReportView information on patients in-house for any user-entered time period, optionally broken down by payer and/or RIC.
QRP Override ReportSelect a start date and view a summary of your facility's occupancy, Medicare utilization, case mix index, trailing 30-day occupancy by payer, projected 14-day occupancy, trailing month case mix index by payer, RIC distribution and payer distribution for the selected day.
Transmittal ReportView information on the timeliness of your CMS transmissions for transmitted assessments and deadlines for in-progress assessments for any user-entered time period.
-Is there a way to build a custom report?
Yes. eRehabData offers a customizable data download that allows you to choose which items or calculations from the IRF-PAI you want to use in your reporting and enables you to filter data by user-entered time period, payer, and assessment status.
+Does eRehabData offer a way to distinguish between rehab patients versus those admitted due to the COVID-19 public health emergency?
-Does eRehabData offer a way to distinguish between rehab patients versus those admitted due to the COVID-19 public health emergency?
Yes. Custom fields added for all facilities help you track COVID-19 admissions, and the 60% Rule compliance report shows compliance numbers with and without those patients.
-Can I track my census in eRehabData?
Yes. eRehabData’s Census Report uses real-time assessment data and your facility’s configured bed count to give you the most accurate and up-to-date census information for user-entered date ranges.
-Does eRehabData help the facility receive appropriate reimbursement?
Because the system runs on live data, we are able to include advanced features to help ensure that all the information required for appropriate payment is being captured. We have built in several features to remind coders to look for factors that can impact reimbursement, and our QRP data collection checks help you avoid reimbursement penalties due to insufficient QRP data submission. We estimate that if this assistance helps you avoid receiving lower than appropriate payment on just three or four Medicare patients, the software will have paid for itself for an entire year.
-How often are the outcomes reports updated?
Most of the outcomes reports are updated nightly. Some, such as the 60% Rule Report, Census Report, and Dashboard Report, are updated as information is entered into the system. This provides almost real-time information for management and quality improvement purposes.
-Do the outcomes reports distinguish between payer groups?
You may select between four payer classes: Medicare, Medicare Advantage, Non-Medicare, and all payers.
-Will these reports be expanded or revised?
Yes. Based on industry feedback the reports are periodically expanded to include more items and additional functionality.
-Can eRehabData incorporate patient satisfaction surveys?
eRehabData has a complete Patient Satisfaction System integrated into our patient assessments that includes three survey instruments, scannable and uploadable survey forms, and a comprehensive patient satisfaction outcomes report suite. This system is available to eRehabData® subscribers for an additional annual subscription fee of $4,500. Please contact us at assistance@eRehabData.com or (202) 588-1766 for more information on this system.
-What else are the data used for?
Data are aggregated to develop national benchmarks as well as provide the industry with insight into practice patterns and industry dynamics. AMRPA has successfully identified problems or dynamics with the Medicare PPS before any other entity because of its access to good data. This research draws a blueprint for AMRPA's legislative agenda.
Subscribing to eRehabdata
-What does a one-year subscription to eRehabData cost?
10 or fewer beds: $4,250
Greater than 10 beds: $7,950
Our billing is based on Medicare CCNs/Provider numbers. You may have multiple remote locations or sites within a single provider number. Being Internet based, eRehabData is perfect for distributed locations.
-What are the subscriber fees used for?
Subscriber fees are used to pay for the cost of developing and maintaining the database, hardware, bandwidth, and other overhead. Surplus funding is put to work for the industry by AMRPA for research, advocacy, representation, and education.
-What user support does eRehabData offer?
eRehabData offers free technical support. We offer users five different ways of getting answers to questions:
-Does eRehabData notify users regarding regulatory updates and changes to policies?
Yes. eRehabData staff endeavor to stay up-to-date on all compliance matters and regularly notify users of changes to federal policy through emails and site announcements.
-Does eRehabData provide references?
References are happily supplied on request. Please email mberkoff@eRehabData.com with a request for references.
-How do I sign-up?
You may sign up for eRehabData by submitting a signed service agreement which can be found on eRehabData.com or by calling (202) 588-1766.
© 2001 - 2021 eRehabData