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CROWNWeb

Overview

What is CROWNWeb?

CROWNWeb is an acronym for Consolidated Renal Operations in a Web-Enabled Network. In order for all dialysis facilities in the United States and U.S. territories to comply with the Conditions for Coverage, all facilities will use the CROWNWeb application. The current application allows clinics to input patient demographic, admit/discharge and treatment data. It also permits collection of facility and personnel information as well as Clinical Performance Measures (lab values and vascular access).

In order to access CROWNWeb, a new user must obtain an EIDM/QARM User ID and password. For specific details on registering, see Getting Started.

How do I interact with CROWNWeb?

CROWNWeb is designed for individual users and for Electronic Data Interchange (EDI). Facilities that are part of a Large Dialysis Organization (such as Davita, DCI, or Fresenius) submit most of their data through the EDI process, commonly referred to as Batch Submission. Additionally, other facilities may take advantage of batch submission by connecting their Electronic Medical Record (EMR) system to the National Renal Administrators Association (NRAA) Health Information Exchange (HIE).

If a facility does not submit data through a batch process, all data must be entered manually.

Whichever method is used, it is important to understand that the responsibility for the completeness and accuracy of the CROWNWeb data belongs to the facility.

Getting Started

Getting my account

Registering for access to CROWNWeb is a multi-step process. The EIDM/QARM Quick Start Guide explains the necessary steps to obtain access.

Initial Training

Educational resources and training are provided by a CMS contractor, the Outreach, Communication, and Training (OCT) team. OCT provides New User training each month. Topics include information about the End Stage Renal Disease Quality Reporting System (EQRS) Dashboard, Facility Personnel, Patient Admission, Attributes, CMS Forms, Treatment Data, Clinical Information, Discharges, and the monthly verification of patient data.

Understanding Expectations and Time Frames

The Centers for Medicare and Medicaid Services has established expectations and timeframes for completion of data management activities for all users of the EQRS system and CROWNWeb. These expectations are explained in the ESRD Systems Data Management Guidelines. OCT has published a useful visual guide, the Deliverable Countdown Stopwatch that you can use as a reference. The Clinical Closure Schedule for CY 2019 and 2020 is available on the OCT website, mycrownweb.org.

The EQRS Dashboard

The EQRS Dashboard opens when you select End Stage Renal Disease Quality Reporting System from the Programs menu of the QualityNet Secure Portal and choose CROWNWeb. The Dashboard displays facility specific information in near real time related to forms, notification and accretions, system discharges, PART verification, as well as clinical data submission.

Form 2728

An initial, re-entitlement, or supplemental form is due within 10 days of the date regular chronic dialysis began, but no later than 45 days.

Form 2728 Categories

Initial

For all patients who initially receive a kidney transplant instead of a course of dialysis.
For patients for whom a regular course of dialysis has been prescribed by a physician because they have reached that stage of renal impairment that a kidney transplant or regular course of dialysis is necessary to maintain life. (The first date of a regular course of dialysis is the date this prescription is implemented whether as an inpatient of a hospital, an outpatient in a dialysis center or facility, or a home patient. The form should be completed for all patients in this category even if the patient dies within this time period.)

A patient will only have one Initial 2728.

Re-entitlement

For beneficiaries who have already been entitled to ESRD Medicare benefits and those benefits were terminated because their coverage stopped 3 years post-transplant but now are again applying for Medicare ESRD benefits because they returned to dialysis or received another kidney transplant.

For beneficiaries who stopped dialysis for more than 12 months, have had their Medicare ESRD benefits terminated and now returned to dialysis or received a kidney transplant. These patients will be reapplying for Medicare ESRD benefits. A patient may have multiple re-entitlement 2728s.

Supplemental

Patient has received a transplant or trained for self-care dialysis within the first 3 months of the first date of dialysis and initial form was submitted. A patient will only have one Supplemental 2728, if needed.

 

 

Medicare certified dialysis facilities (this does not apply to VHA or transplant facilities) must enter 2728 forms into CROWNWeb. After the form has been completed, a copy must be printed and signed by the patient and physician. An original signed copy (blue ink) needs to be sent to the local Social Security Administration office. Enter the patient's Zip code into the Social Security Administration Office Locator to determine which Social Security Office the 2728 should be submitted to. For facilities that are not required to use CROWNWeb, you may download the Form 2728  (opens in a new browser window) here. CMS instructions are included with the downloaded form.

Form 2746

For facilities that are not required to use CROWNWeb, you may download the Form 2746 (opens in a new browser window) here. This form must be completed by the facility last responsible for the patient’s maintenance dialysis (or home dialysis) and submitted to the Network within 14 days of the date of death. CMS instructions are included with the downloaded form.

Notifications and Accretions

All Notification or Accretion items must be processed within 15 days.

  • Notifications fall into two categories: REMIS identity and REMIS event. REMIS identity notifications are for a patient’s first name, last name, date of birth, gender, Social Security Number, and Medicare Claim Number.
  • Some Action List items reflect data already changed and/or corrected in CROWNWeb. The Action List item must be manually accepted or rejected in order to remove it from the list.
  • Action items for last name, first name, date of birth, gender, Social Security Number, and Medicare Claim Number automatically update CROWNWeb data when accepted.
  • Action items for admit/discharge and dialysis treatments may require manually admitting/discharging or adding/deleting a treatment prior to accepting the action item. Once you accept or reject the item, a warning appears to ensure you manually updated the record.
  • Each Action List item has three options for action.
    • Accept: The information provided by CMS (EDB/Other) is correct.
    • Reject: The information provided by CMS (EDB/Other) is not correct.
    • Investigate: More time is needed to determine the correct resolution option. This option extends the time to resolve the Action List item to 30 days.
  • Once the action is selected there are two options to resolve the item.
    • Submit: You will have to click the “Ignore Warning” box that appears and click Submit again in order for the item to resolve.
    • Escalate: This option allows the facility to escalate the Action List item to the Network. You should not escalate the item to the Network unless:
      • CMS reports a date of death for a patient that is still alive
      • The patient has transferred to another facility
      • The Network specifically asks you to do so

System Discharges

A system discharge occurs when another dialysis or transplant facility admits a patient to their facility before your facility discharges the patient in CROWNWeb. This will only occur when the admission to the next facility has the same transient status as your admission. The system discharge, once it has occurred, will remain until action is taken by your facility to resolve it.

PART Verification

Dialysis facilities that are required to use CROWNWeb must validate all patients on the Patient Attribute and Related Treatment (PART) screen every 30 days.

Getting Help When I Need It

The QualityNet Help Desk

By Phone

The QualityNet Help Desk phone number is: (866) 288-8912. They are open Monday through Friday from 7:00 AM to 7:00 PM (Central Time).

By Email (please do not send patient information other than a CROWN UPI)

ESRD facilities should use email for general questions only. The QualityNet Help Desk must report security incidents to CMS when it receives protected health information or personally identifiable information in unsecured email. QualityNet ESRD Email Address

EQRSOCT

The OCT team provides official communication about CROWNWeb and ESRD QIP primarily through its website MyCROWNWeb.Org. Included on the website are tutorials, guides, training, news, and community events.

Education

Events

News

CROWNWeb Help Portal

My Network

In addition to the MyCROWNWeb.Org website, your local ESRD Network makes valuable information and assistance available to you. You can receive one-on-one assistance through a scheduled appointment, view Network guides on CROWNWeb topics, attend Network sponsored training events, or contact Information Management staff through email, phone, or fax.

Dashboard and General CROWNWeb Assistance by Appointment

Book an appointment with Alliant Quality Kidney Collaborative

Powered by AppointmentPlus

Network CROWNWeb Guides

Training Events Sponsored by Your Network

Check back for future events.

Information Management Contacts

Network

Name

Contact (Do Not send patient information by email(only a CROWNWeb UPI can be sent))

Position

Focus

NW8 and NW14

Robert Bain

NW8 email: rbain@nw8.esrd.net

NW14 email:

rbain@nw14.esrd.net

Phone:

601.813.0742

Fax:

601.932.4446

Information Systems Director

  • CROWNWeb Data Quality Review
  • Facility Data Management (EQRS)
  • Escalated Issues

NW14

Sadé Castro

NW14 email:

scastro@nw14.esrd.net

Phone:

469.916.3805

Fax:

972.503.3219

Information Systems Coordinator

  • CROWNWeb
  • DFR/MAH log in information
  • EQRS Dashboard Assistance
  • CMS 2744
  • Missing CMS forms

NW8

Mary Jane Dearman

NW8 email:

mdearman@nw8.esrd.net

Phone:

601.813.0741

Fax:

601.932.4446

Provider Data Support Specialist

  • CROWNWeb
  • EQRS Dashboard Assistance
  • CMS 2744
  • Missing CMS forms

NW14

Noah Rosales

NW14 email:

nrosales@nw14.esrd.net

Phone:

469.916.3815

Fax:

972.503.3219

Provider Data Support Specialist

  • CROWNWeb
  • EQRS Dashboard Assistance
  • CMS 2744
  • Missing CMS forms

NW8 and NW14

Shirley Smith

NW8 email:

ssmith@nw8.esrd.net

NW14 email:

ssmith@nw14.esrd.net

Phone:

601.813.0745

Fax:

601.932.4446 (NW8) or

972.503.3219 (NW14)

 

Data Monitoring & Review Specialist

  • Transplant Facility (TARs)
  • Transplant & VHA 2728/2746 forms
  • VHA Patient Admission and Discharge (PAR)