Frequently Asked Questions

AHA Number

Q: Where can I find our organization's American Hospital Association number?

A: Call the AHA at 800-424-4301 and ask for your organization's AHA number.

Certifications

Q: What criteria are used to determine whether a credential is included in the DDCT list of national certifications?

A: Please see the criteria for inclusion located at: http://nursecredentialing.org/Magnet/Magnet-CertificationForms.

Q: If a full/partial FTE has more than one certification, should all of their certifications be entered into the DDCT?

A: Only one certification is to be entered into the DDCT per nurse. The certification is entered as a full/partial FTE consistent with the hours worked by that nurse. The certification may not be the specialty of the current work unit.

Q: What do we do if a certification is not listed as an option in the DDCT?

A: Encourage the certifying body to submit a Credentialing Body Review Request. This document can be downloaded from http://nursecredentialing.org/Magnet/Magnet-CertificationForms.

Q: What is a certificate program?

A: The primary focus of an assessment-based certificate program is on the provision of education/training, with assessment(s) being used to confirm that participants have achieved the intended learning outcomes. Certificates are not included in the demographic report.

Q: What is a professional certification?

A: Professional or personnel certification is a voluntary process by which a non-governmental body grants time-limited recognition and use of a credential to individuals who have demonstrated that they have met predetermined and standardized criteria for required knowledge, skills, or competencies. To retain the credential, certificants must meet requirements for renewal. The credential awarded by the certifier denotes that the participant possesses particular knowledge, skills, or competencies.

Data Entry Tips

Q: Why did my entries on the General Information screen fail to save?

A: On this screen only, data must be entered in all fields which have bold labels or the data will not save. Throughout the system, numeric entries are limited to two decimal points. Data will not be saved if more than two digits are entered to the right of a decimal point.

Q: Why does the screen update slowly?

A: Calculations are being done as data is entered. Pick a subset of unit types and a subset of roles, enter data, Save, then select a different subset of units/unit types and roles.

Export

Q: Can I export the data to an Excel spreadsheet?

A: Users are now able to select units and question sets on the Organization Questions screen for export via the Export Selection button. The far right "totals" column values for RN Turnover, RN Vacancy, and % RNs/LPNs/UAP are not currently accurate. These data points are accurate as displayed in the DDCT.

General Information

Q: What is the purpose of the Attachments function?

A: The Attachments function allows the organizations to save up to 5 support documents with the submitted report. These documents can be referred to in subsequent years.

Q: What questions/data fields are are mandatory?

A: All fields, line items, and unit types that pertain to your organization must be completed. A few items in the category of Utilization of Services are identified as optional for inpatient organizations. This can be found in the help for these questions.

Q: What unit types are available to specialtry organizations?

A: When an Organization Type has been selected on the Organization Information screen, the full spectrum of unit types should be used. By example, if the Pediatric Organization Type is selected, then the Medical unit type can be used for medical pediatric units.

Load Prior Report Data

Q: What is the value of loading DDCT data from prior reports?

A: The ability to load data from prior reports into the grid for one or all topics of the current year's report allows reuse of any unchanged information.

Navigation

Q: How do I select a question?

A: First select the unit(s) to enter data for, then select the grouping of questions, then select the Continue button.

Notes Tool

Q: What is the purpose of the Notes Tool?

A: The Notes Tool supports communication within the organization's team and between the organization and the appraisers. Private notes can serve as reminders to individual users. All notes are available in previously submitted reports.

Q: Who can edit or view notes entered on the "For Appraiser” tab?

A: Only users internal to the organization can view and edit entries made on this notes tab.

Q: Who can edit or view notes entered on the "For Organization” tab?

A: Only users internal to the organization can view and edit entries made on this notes tab.

Nursing Roles

Q: How do I represent roles that cover multiple units or the entire organization?

A: Create a unit for the role in unit type Centralized Function. This is often the most efficient approach for Nurse Leaders, Nurse Managers, etc.

Q: What are Unlicensed Assistive Personnel (UAPs)?

A: UAPs include certified nursing assistants, technicians, and other types of unlicensed personnel who perform patient care functions as delegated by registered nurses.

Q: What is a Clinical Nurse (other than APN)?

A: This is typically a nurse providing care directly to patients, excluding the nurse manager, nurse leader, and advance practice nurse. (However, in some settings, the nurse manager does spend a portion of her or his work hours providing direct patient care.) Direct-care activities can be reflected as partial full-time equivalents (FTEs). Supervisors are included in this group.

Q: What is a Clinical Nurse Leader?

A: This is a registered nurse, with a Master's Degree in the Science of Nursing who has completed advanced nursing coursework, including classes in pathophysiology, clinical assessment and pharmacology. CNLs oversee patient care coordination, assess health risks, develop quality improvement strategies, facilitate team communication, and implement evidence-based solutions at the unit level.

Q: What is a Nurse Leader?

A: This is a nurse leader with line authority over multiple units that have RNs working clinically and those nurse leaders who are positioned on the organizational chart between the nurse manager and the CNO.

Q: What is a Nurse Manager?

A: This is a Registered Nurse with 24 hour/7 day accountability for the overall supervision of all Registered Nurses and other healthcare providers in an inpatient or outpatient area. The Nurse Manager is typically responsible for recruitment and retention, performance review, and professional development; involved in the budget formulation and quality outcomes; and helps to plan for, organize and lead the delivery of nursing care for a designated patient care area.

Organization User Types

Q: What is an Organization Administrator?

A: The Organization Administrator manages all DDCT accounts for the organization, sets up the unit structure, and controls the data input and report submission processes.

Q: What is an Organization Contributor?

A: The Organization Contributor has the ability to enter data into the DDCT.

Q: What is an Organization Reviewer?

A: The Organization Reviewer has the ability to review and comment on data that has been entered into the DDCT.

Report Submission

Q: Does the demographic report need to be completed at the time of documentation submission?

A: The data being entered into the DDCT must be submitted and approved by the 15th or next business day of the month prior to documentation submission.

Q: For a redesignating Magnet that has been granted an extension, is the demographic report due by the final day of the organization’s designation anniversary month or must the demographic report be submitted and approved by the 15th or next business day of the month prior to documentation submission?

A: In the event of an extension for a redesignating organization, the demographic report must be submitted and approved by the 15th or next business day of the month prior to documentation submission.

Q: When is the annual demographic report due?

A: The demographic report is due by the final day of the organization’s designation anniversary month. No report is due during the redesignation process.

Unit Types

Q: How should pediatric organizations categorize units?

A: Categorize critical care units in either the PICU or NICU unit types. Categorize non-critical care/non-stepdown units in other available unit types such as medical, surgical, orthopedic, oncology, etc.

Q: How should units be names within a unit type?

A: Use the unit name/acronym that is/will be used in the written documentation. Ten characters or less is recommended for your unit's name to ensure optimum display in the DDCT.

Q: What is a Centralized Function?

A: This unit type accommodates roles, such as informatics, educators, wound care, etc., which cross multiple units or are organization-wide and not associated with a clinical unit type.

Q: What is a Critical Care unit?

A: This is a unit serving predominantly adult populations requiring a higher level of service than that provided in step down units. Pediatric organization should categorize their critical care units in either the PICU or NICU unit types.

Q: What is a Hospice unit/care?

A: This a unit or type of care serving the physical and emotional needs of dying patients in their home or in a healthcare facility.

Q: What is a Labor and Delivery unit?

A: This is a unit serving intrapartum patients.

Q: What is a Labor, Delivery, Recovery and Postpartum (LDRP) unit?

A: This is a unit serving families throughout the entire stay from labor through birth and post-delivery care.

Q: What is a Long Term Care unit?

A: This is a unit serving both the medical and non-medical needs of people with a chronic illness or disability who cannot care for themselves for long periods of time.

Q: What is a Medical unit?

A: In acute care organizations this is a unit serving predominantly adult populations requiring medical services. In pediatric organizations this is a unit serving providing medical services.

Q: What is a Medical-Surgical unit?

A: In an acute care organization this is a unit serving predominantly adult populations requiring either medical or surgical services. In pediatric organizations this is a unit serving providing either medical or surgical services.

Q: What is a Neonatal Intensive Care Unit (NICU)?

A: This is a unit serving the highest level of service to neonates.

Q: What is a Pediatric Intensive Care Unit (PICU)?

A: This is a unit serving the highest level of service to patients outside of the neonatal period but less than 18 years of age.

Q: What is a Pediatric unit?

A: In an acute care organization this is a unit serving medical-surgical patients outside of the neonatal period but less than 18 years of age. Pediatric organization should categorize their non-critical care/non-stepdown units in other available unit types such as medical, surgical, orthopedic, oncology, etc.

Q: What is a Post Anesthesia Recovery Unit (PACU)?

A: This is a unit serving patients recovering from anesthesia.

Q: What is a Preoperative unit?

A: This is a unit serving patients (preparation and management) prior to surgery.

Q: What is a Psychiatric unit?

A: This is a unit serving populations requiring psychiatric services.

Q: What is a Rehabilitation unit?

A: This is a unit serving populations requiring rehabilitative services.

Q: What is a Same Day/Ambulatory Procedure Unit?

A: This is a same day surgery/same day procedure unit serving patients receiving preoperative and postoperative care for less than 24 hours.

Q: What is a Specialty Practice unit?

A: This is a unit/practice providing a higher level of intensity of nursing practice than that seen in a typical ambulatory clinic supporting provider visits. By analogy, medical-surgical is to critical care as ambulatory is to specialty practice. Wound-care-ostomy, diabetic education, interventional radiology, cardiac catheterization laboratory, etc. fit in this unit type.

Q: What is a Step Down unit?

A: This is a unit serving populations requiring a higher level of service than that provided in medical and/or surgical units but a lower level of service than that provided in critical care units.

Q: What is a Surgical unit?

A: In an acute care organization this is a unit serving predominantly adult populations requiring surgical services. In pediatric organizations this is a unit serving providing surgical services.

Q: What is an Acuity adaptable (universal bed) unit?

A: This is a unit standardized in design with characteristics to accommodate a wide variety of patient conditions, needs, and staffing during changes in patient acuity.

Q: What is an All Others unit type?

A: This unit type is reserved for emerging unit types that do not fit into any of the other categories provided. Please contact the Magnet Program office for guidance before using this unit type.

Q: What is an Ambulatory unit?

A: This is an outpatient area accommodating provider visits and related support services such as patient education. Inpatients may be seen.

Q: What is an Ante/Postpartum unit?

A: This is a unit serving antepartum and/or postpartum patients.

Q: What is an Emergency Department?

A: This is a unit serving patients with emergent and/or urgent conditions.

Q: What is an Oncology unit?

A: This is a unit serving populations requiring non-surgical oncology services.

Q: What is an Operating Room Suite?

A: This is an area in which intraoperative care is provided.

Q: What is Home Care?

A: This is health care or supportive care provided in the patient's home by healthcare professionals.

Q: What unit types are new in the DDCT?

A: The following unit types were addeded to those which existed in the Demographic Information Form: Centralized Function, Home Care, Hospice, LDRP, Long Term Care, and Pre-Operative.rative.

XML Schema (Batch Loading DDCT Data)

Q: How can I convert an Excel file to XML?

A: Users who have been successful with this process have mentioned this website: http://www.excel-easy.com/examples/xml.html

Q: How do we use Notepadd++, (step 1 through step 3)?

A: Download Notepad++ here (http://notepad-plus-plus.org/download/v6.5.5.html). Under the Plugins > Plugin Manager menu, you can install the XML Tools plugin. Then you can open an XML file and validate it using Plugins > XML Tools > Check XML Syntax Now.

Q: How do we use Notepadd++, (step 4)?

A: Once the syntax is valid, you can validate it against the schema using Plugins > XML Tools > Validate.

Q: What are the file specifics required for uploading batch data?

A: The XML Schema can be downloaded from the Organization Administrator Report Dashboard. Download the most recent version before developing a report. The Report.xsd is the schema. The ReportEnumerations.xsd file is for information only.

Q: What does batch loading data mean?

A: The ability to load data stored in a predefined format into the DDCT so the organization does not need to manually enter the data. After data is batch loaded it must be verified to ensure that all fields line up properly.

Q: What is the XML Schema? How do we use this file?

A: Use of the XML Schema requires an Information Technology professional with a working knowledge of Extensible Markup Language (XML) and a thorough understanding of the organization’s source data systems. Before an XML file is submitted for import, it is important that the end-user validates the XML against the latest version of the XML schema. There are free tools that can do this, such as Notepad++ with the XML Tools plugin.