Frequently Asked Questions

updated 1/17/2012
download a printable version of the FAQ

  1. What is eRehabDataŽ?
  2. What are the current features of eRehabDataŽ?
  3. How does it work?
  4. How do I use it?
  5. Does this mean that we can have access to the information from remote sites such as the business offices, the clinical floors, and our satellite clinics?
  6. What about upgrading the software?
  7. What is the planned down time for eRehabDataŽ?
  8. Where are the data stored?
  9. What is the disaster recovery plan for eRehabDataŽ?
  10. How many simultaneous users will eRehabDataŽ support?
  11. What kind of security is used to protect patient data?
  12. What is the current status of eRehabDataŽ with The Joint Commission?
  13. What are the eRehabDataŽ ORYX® indicators?
  14. Is there an additional charge for The Joint Commission ORYX® reporting?
  15. Can we participate if we use another system for our data?
  16. Can I upload assessment/patient data to eRehabDataŽ?
  17. We have a separate vendor for follow-up assessments. Will eRehabDataŽ support the needs of this service?
  18. Can you tell me more about the IRF-PAI features?
  19. Does eRehabDataŽ help the facility receive appropriate reimbursement?
  20. Does eRehabDataŽ have a pre-admission feature?
  21. Does eRehabData® work on a mobile device?
  22. Does eRehabDataŽ have facility-definable fields?
  23. Does eRehabDataŽ calculate the proper Case Mix Group (CMG) for the patient?
  24. What sort of error checking features does eRehabDataŽ have?
  25. Can we collect IRF-PAI data for non-Medicare patients?
  26. What sort of computer hardware will I need to install in my facility?
  27. What sort of benchmarks and outcomes does eRehabDataŽ offer?
  28. What kind of analysis does the eRehabDataŽ outcomes report provide?
  29. How often are the outcomes reports updated?
  30. Does the outcomes report distinguish between payer groups?
  31. Will this report be expanded or revised?
  32. Does eRehabDataŽ offer any FIM training?
  33. Does eRehabDataŽ offer any FIM certification?
  34. Can eRehabDataŽ incorporate patient satisfaction surveys?
  35. How long has eRehabDataŽ been operational?
  36. What does a one-year subscription to eRehabDataŽ cost?
  37. Who owns eRehabDataŽ?
  38. What are the subscriber fees used for?
  39. What else are the data used for?
  40. What user support does eRehabDataŽ offer?
  41. Does eRehabDataŽ provide references?
  42. How do I sign-up?
What is eRehabDataŽ?

The American Medical Rehabilitation Providers Association (AMRPA) began offering data services in 1999. The first service was called "Positioning for 2000 and Beyond," which utilized pre-PPS data from a facility to project the financial effects of the IRF-PPS. eRehabDataŽ is the second service offered by AMRPA. It delivers real-time financial and clinical outcomes and benchmarks and offers an easy solution to completing the Inpatient Rehabilitation Facility - Patient Assessment Instrument (IRF-PAI). It is available on the Internet at www.eRehabData.com.

What are the current features of eRehabDataŽ?

eRehabDataŽ is constantly evolving and improving. Our staff developers work continuously to keep eRehabDataŽ at the front of IRF outcomes systems. A partial list of eRehabDataŽ features follows:

  • Easy migration from IRVEN, UDS-PRO or other system
  • No installation, maintenance, or upgrade woes
  • Easy to use
  • Thin client software minimizes demands on IT personnel
  • Works with any computer with a current browser connected to the Internet
  • User-configurable home page for at-a-glance assessment display and sorting
  • Uploads of demographic data, full assessment data, follow-up data, and patient satisfaction data
  • Assessment data, payment information & HIPPS codes downloads
  • User-definable templates for custom downloads
  • Pre-Admission Screening (PAS) Tool
  • PAS Mobile Notification system for physician pre-admission screening review and signature on mobile devices
  • Referrals tracking and reporting
  • Multiple follow-up assessments
  • IRF-PAI proficiency exams and exam outcomes
  • Patient satisfaction survey system, including surveys and real-time outcomes reports
  • CMS transmission file creation
  • Assessment coding and scoring analysis
  • Outcomes reports with national and regional benchmarks
  • Appeals tracking and reporting
  • Real time data analysis
  • Real time benchmarks
  • Clinical and financial analysis
  • CMG grouping
  • Comorbidity assistance feature
  • Pricer feature predicts payments
  • Advanced error checking
  • Remote and local data storage
  • Unlimited simultaneous users
  • Remote access to system 24x7
  • Seamless upgrades
  • Customizable forms
  • Assessments accepted for all payers
  • Email bulletins sent to all users
  • HIPAA compliant
  • Empowers national association for more effective advocacy
  • Non-restrictive service agreement
  • The Joint Commission ORYXŽ performance measure system
  • Online and phone-in help desk support
  • Comprehensive user manual
How does it work?

eRehabDataŽ is a thin client database application that runs over the Internet. Simply put, any computer connected to the Internet (via modem, hospital network, or wireless) can be a terminal for eRehabDataŽ. For most facilities, that means that there are no additional hardware or IT costs associated with an eRehabDataŽ subscription since, for the most part, current computer systems are more than adequate to utilize eRehabDataŽ. eRehabDataŽ is accessed via any personal computer running a web browser such as Internet Explorer version 7.0 or higher, Firefox version 3 or higher, or similar current-generation browser. Faster Internet connections increase speed but modem dial-up is adequate.

How do I use it?

Go online, open a web browser, and point your browser to www.eRehabData.com. Subscribers can login, at which point the browser session becomes encrypted for security purposes (just like for online banking). The program 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, and view financial and clinical benchmarks and outcomes. Users can increase productivity by utilizing eRehabDataŽ's built-in messaging system. A hospital-designated system administrator can create and delete users, establish and edit user permissions and reset user passwords if necessary, plus create custom data fields, purchase IRF-PAI Proficiency exams, and sign up for other additional services.

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.

What about upgrading the software?

The eRehabDataŽ 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 eRehabDataŽ software itself is continuously 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 eRehabDataŽ?

eRehabDataŽ has been in continual operation since January 1, 2002 with 24 X 7 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 done during periods of low usage (i.e., very late at night or on Sundays).

Where are the data stored?

Data are stored in the dedicated eRehabDataŽ RAID 5 data warehouse. This configuration provides for maximum security of the data while still providing excellent reliability. A facility may download its complete data set or any portion thereof at any time and as often as a facility chooses.

What is the disaster recovery plan for eRehabDataŽ?

A reserve server is maintained in a remote physical location. This reserve server is maintained with all data entered into the system every evening. This server can take over all primary functions of eRehabDataŽ should there be total loss of the main eRehabDataŽ server cluster. The enabling of the reserve server could take as little as one hour, but no longer than twenty-four hours.

How many simultaneous users will eRehabDataŽ support?

eRehabDataŽ is built to sustain thousands of simultaneous users. Each facility may have as many registered users as it requires.

What kind of security is used to protect patient data?

eRehabDataŽ uses 128-bit SSL encryption for all transmissions between the system and users that contain patient data. This not only allows for data to be sent and received in a non-human readable way, but also ensures that no data are tampered with en-route. This level of encryption is very secure and is similar to the encryption used by financial institutions to transmit account information across the Internet. (According to Netscape's chief scientist, it would take a "trillion trillion years" to break into a message protected with 128-bit encryption.) Furthermore, the computers that handle the user forms are separate from the database computer where patient information is stored, and the database computer is not accessible from the Internet. Because eRehabDataŽ utilizes this compartmentalized processing, someone who gains unauthorized access to one of the web servers cannot access patient data.

What is the current status of eRehabDataŽ with The Joint Commission?

eRehabDataŽ is a Joint Commission ORYX® Performance Measurement System.

What are the eRehabDataŽ ORYX® indicators?

The approved eRehabDataŽ ORYX® measures are:

Length of Stay
Discharge FIM
Change in FIM
FIM change per day
Discharge to Community
Discharge to Acute
Discharge Motor FIM
Change in Motor FIM
Discharge Cognitive FIM
Change in Cognitive FIM
Discharged to Acute Unit

Is there an additional charge for The Joint Commission ORYX® reporting?

The Joint Commission has a number of charges for the service. eRehabDataŽ passes those charges along to the facility. The charge for the ORYXŽ reporting service is an additional $1,750 a year above and beyond the normal eRehabDataŽ subscription price.

For more information on our ORYX® services, please refer to our ORYX® FAQ.

Can we participate if we use another system for our data?

Yes, eRehabDataŽ is principally intended to be a data warehouse for rehabilitation going into the future. You may submit data to the database and utilize the outcomes and benchmark analysis without using the IRF-PAI assessment forms in eRehabDataŽ.

Can I upload assessment/patient data to eRehabDataŽ?

Yes. With the proper permissions (assigned by the hospital's eRehabDataŽ System Administrator) a user can upload demographic data, full assessment data, follow up assessment data, and patient satisfaction survey data to eRehabDataŽ.

We have a separate vendor for follow-up assessments. Will eRehabDataŽ support the needs of this service?

Yes. eRehabDataŽ contains a number of 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.

Can you tell me more about the IRF-PAI features?

Users with appropriate permissions can initiate, edit and submit IRF-PAI assessments. Assessments are error checked using a three-tiered system that checks for simple data entry errors, conformity with the IRF-PAI training manual guidelines, and coding and scoring anomalies. Then the assessments can be locked in preparation for submission to CMS. Facilities can also create their own custom data fields to capture information not required by CMS, and upload electronic documents to individual assessments for centralized storage.

The IRF-PAI on eRehabDataŽ offers plenty of useful features to support your work. IGC and diagnosis look-ups and cross-reference tables assist with coding and scoring. Top comorbidities lists highlight common RIC-specific conditions that impact burden of care. And an optional FIM Log enables shift scoring on all FIM items, with a score copy feature that selects the appropriate admission and discharge FIM scores and moves them to the final FIM section.

Does eRehabDataŽ help the facility receive appropriate reimbursement?

Because the system runs on live data, we have been able to include some very 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. We estimate that if this assistance helps to avoid receiving lower than appropriate payment on just three or four Medicare patients, the software will have paid for itself for an entire year.

Does eRehabDataŽ have a pre-admission feature?

Yes. The eRehabDataŽ Pre-Admission Screening (PAS) Tool was designed to meet the screening requirements published in the 2010 IRF-PPS Final Rule. The advanced technology of eRehabDataŽ 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 eRehabDataŽ Referrals Outcomes reports.

Does eRehabDataŽ work on a mobile device?

While eRehabDataŽ 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.

Does eRehabDataŽ have facility-definable fields?

Yes. A facility can add custom data fields to the eRehabDataŽ assessment, and assign level of requirement before an assessment can be completed. There is currently no limit on the number of additional fields that can be added to eRehabDataŽ.

Does eRehabDataŽ calculate the proper Case Mix Group (CMG) for the patient?

Yes. Once an initial assessment is performed, the eRehabDataŽ 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 eRehabDataŽ have?

eRehabDataŽ has a variety of data integrity checks to ensure proper coding. Assessments are checked for logic (is the patient being discharged after being admitted, does a Medicare patient's birth date suggest that they are Medicare eligible, etc.), for CMS requirements and for statistical probability. Assessment screens are color coded and sorted for easy review before completion.

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 including all patients offer a complete picture of a facility's case mix, and are more useful for facility administration.

What sort of computer hardware will I need to install in my facility?

Most likely you already have all the computer power that you need. Any computer running a current web browser (such as Internet Explorer or Firefox) with a connection to the Internet (modem, LAN, wireless) 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 sort of benchmarks and outcomes does eRehabDataŽ offer?

eRehabDataŽ Outcomes Reports currently analyze the following measures:

    # Discharges in Sample
    Case Mix Index
    Average Medicare Expected Reimbursement
    Co-morbidity Distribution (in tiers)
    Average Age
    Gender Split
    Transfer Patients
    Interrupted Stays
    Short Stays
    "Long Stays"
    Deceased Patients
    Inpatient Institutional Discharges
    Community Discharges
    SNF/Subacute Discharges
    "60% Rule" Compliant Discharges (Conditional)
    "60% Rule" Compliant Discharges (Presumptive)
    Discharge Destination
    Average Onset Days
    Average Length Of Stay
    FIM Total Admission
    FIM Total Discharge
    FIM Change Admission to Discharge
    FIM Change per Day
    FIM Motor Subscale Admit
    FIM Motor Subscale Discharge
    FIM Elements (Admit/Discharge/Change)
      Eating
      Grooming
      Bathing
      Dressing - Upper
      Dressing - Lower
      Toileting
      Bladder
      Bowel
      Bed, Chair, Wheelchair
      Toilet Trans
      Tub, Shower
      Walk/Wheelchair
      Stairs
      Comprehension
      Expression
      Social Interaction
      Problem Solving
      Memory
Follow-Up Outcomes include:
    Follow-Up Setting
    Discharge FIM Total
    Follow-Up FIM Total
    FIM Change Discharge to Follow-Up
    Discharge FIM Motor Subscale
    Follow-Up FIM Motor Subscale
    FIM Elements (Follow-Up and Change - Discharge to Follow-Up):
      Eating
      Grooming
      Bathing
      Dressing - Upper
      Dressing - Lower
      Toileting
      Bladder
      Bowel
      Bed, Chair, Wheelchair
      Toilet Trans
      Tub, Shower
      Walk/Wheelchair
      Stairs
      Comprehension
      Expression
      Social Interaction
      Problem Solving
      Memory
What kind of analysis does the eRehabDataŽ outcomes report provide?

The outcomes report is 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. The tiers are:

    Organization Level (Facility Ranking)
    Facility Level
    RIC Level and RIC Group
    CMG Level
    IGC Level
    Patient Level

You may currently select from 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. There are also a number of graphing tools you can use to view different reports. These tools include:

  • Time-Series Graphs: select 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.
  • FIM Scoring Comparison Graph: select time period, payer and RIC and display a graph and numeric data of FIM scores and variances for the selected options compared to either your region or the nation, weighted or unweighted.
  • Dashboard Report: select 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.
How often are the outcomes reports updated?

The outcomes reports are provided over the web and are updated nightly. This provides almost real time information for management and quality improvement purposes.

Do the outcomes reports distinguish between payer groups?

You may select between three payer classes: Medicare, Non-Medicare and all payers.

Will these reports be expanded or revised?

Yes. Based on industry feedback the reports are periodically expanded to include other items and additional functionality.

Does eRehabDataŽ offer any FIM training?

eRehabDataŽ offers IRF-PAI proficiency exams. Facilities can purchase exams and assign them to users, correct them, review the results, and view exams outcomes reports. There is an additional fee for the exams with a sliding scale based on the number of exams purchased. We also recommend ITHealthTrack.com for additional training on FIM coding including DVD and on site training.

Does eRehabDataŽ offer any FIM certification?

Because CMS offers no guidance or requirements for FIM certification, eRehabDataŽ does not offer or endorse a FIM certification course. However, eRehabDataŽ does offer IRF-PAI proficiency exams in order to give facilities some benchmarks for determining how their scorers and/or coders compare to each other as well as other scorers and/or coders in the nation. Facilities can purchase exams and assign them to users, correct them, review the results, and view exam outcomes reports. There is an additional fee for the exams with a sliding scale based on the number of exams purchased.

Can eRehabDataŽ incorporate patient satisfaction surveys?

eRehabDataŽ has a complete Patient Satisfaction System which includes three survey instruments, scannable and uploadable survey forms, and a comprehensive patient satisfaction outcomes report suite. This system is available to eRehabDataŽ subscribers for an additional annual subscription fee of $4,500. More information on the eRehabDataŽ Patient Satisfaction System is available in the system design document here: IRFPatientSatisfaction.pdf.

How long has eRehabDataŽ been operational?

eRehabDataŽ has been open for users to enter and retrieve IRF-PAI information since July of 2001. Features have been, and will continue to be, added regularly.

What does a one-year subscription to eRehabDataŽ cost?

10 or fewer Beds $3,500
Greater than 10 Beds $6,800

Our billing is based on Medicare Provider numbers. You may have multiple remote locations or sites within a single provider number. Being Internet based, eRehabDataŽ is perfect for distributed locations.

Who owns eRehabDataŽ?

eRehabDataŽ is owned and controlled by the rehabilitation industry through the American Medical Rehabilitation Providers Association.

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 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.

What user support does eRehabDataŽ offer?

eRehabDataŽ does not charge for support. We offer users five different ways of getting answers to questions:

  1. Check the User Manual. Virtually all questions are answered in the User Manual.
  2. Use the eRehabDataŽ message system to send a secure, private question to the "Support" account.
  3. Send your questions via email to assistance@eRehabData.com.
  4. Post a question on the eRehabDataŽ user forums.
  5. Call our support desk at 202.588.1766
Does eRehabDataŽ 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 eRehabDataŽ by submitting a signed service agreement which can be found on www.eRehabData.com or by calling (202) 588-1766.

Additional information:
email sam@eRehabData.com
(202) 588-1766.