The Importance Of Data Quality

1. The Importance Of Data Quality High Data Quality is Important to: Improve Patient Care Reduce Clinical Risk Support Payment by Results Comply with Legal & Statutory requirements The Data Quality Team Information Governance Ext 8168

2. The Importance Of Data Quality It must be emphasised that high quality data and information is vital to providing safe and effective patient care and for this reason 100% accuracy 100% of the time must be the main objective High quality data supports clinical care and underpins Payment by Results. It also allows the Trust to stand up to public scrutiny, as so much of our information is now accessible to the public with the introduction of the Freedom of Information Act 2000

3. The Importance Of Data Quality Department of Health Requirements The Trust sends weekly, monthly and quarterly returns to the Department of Health on the Trust’s activity, for example: Number of outpatients treated by the Trust Number of inpatients treated by the Trust Number of patients on waiting lists Number of patients waiting more than 4 hours in A&E

4. The Importance Of Data Quality Department of Health Requirements The Department of Health monitors the Trust on the information provided, for example: • As part of Standards for Better Health, the Trust is measured on information issues like: • Accuracy of information • Completeness of fields • Patient’s ethnic category recorded • Number of correct postcodes • NHS Number • Incorrect or incomplete information will affect the Trust’s present excellence rating

5. The Importance Of Data Quality • Importance is increasing as the NHS moves forward with • information becoming more accessible: • Subject Access Requests under DPA 1998 • Freedom of Information Act 2000 • Not an optional extra - 100 % accuracy 100% of the • time must be the main objective if we are to stand up to public scrutiny and secure correct funding • Do you know that under Payment by Results, the Trust’s income will be determined solely by the services given? Poor data quality will have a direct impact on funding

6. The Importance Of Data Quality • Fit for the purpose • Accurate • Complete • Timely • Includes all information in every format, both clinical and • non-clinical

7. The Importance Of Data Quality • Assume the patient already has a Medical Record Number • Enter only the first three letters of the surname and DOB • If not found, search again using the full surname, be aware a patients surname and forename can often be spelt more than one way e.g. Smith could also be spelt Smyth or Steven could also be spelt Stephen etc • Staff must check all records that are returned as part of the search to ensure the correct record is selected • If a patient is not found on PCIS always ask them if they have a previous surname and repeat the searches again, most duplicate numbers on PCIS are issued because a previous surname has not been checked • Be aware names or addresses may have changed and always check these with the patient Searching for a Patient on PCIS

8. The Importance Of Data Quality Duplications • The Trust must reduce the number of duplicate records on PCIS. Duplicates are created by: • Not searching for a patient correctly on PCIS • Incorrect patient details being entered e.g. wrong spelling • Full name being entered for a patient search e.g. Johnston instead of the first three letters e.g. Joh, which may identify several spellings e.g. Johnston, Johnstone • Not checking previous names or addresses • Never assume you know the exact spelling of a patients name, always check by asking them

9. The Importance Of Data Quality What to do if you find a Duplication? If staff find a duplicate record on PCIS they must immediately notify the Data Quality Team on ext 8168 (Out of hours contact Medical Records 24 hr - Bleep 2044) Duplicates must be reported promptly ensuring there is no clinical risk to the patient

10. The Importance Of Data Quality Patient Demographics • Patient details must be checked and recorded correctly each time a patient visits/contacts the Trust • Staff must update allfields in a patient’s record on PCIS • Always check with the patient that their information is correct and up to date, always asking the patient to confirm the details:

11. The Importance Of Data Quality • Name (always check spelling and ask for middle names) • DOB • Address, including Postcode • Contact telephone numbers • GP • Next of kin • Ethnic category

12. The Importance Of Data Quality PCIS Address Fields When updating a patients address, always follow the Data Quality Good Practice Guide for Postcodes. This guide sets out the correct format that a patients address should follow when being entered on PCIS Never use abbreviations, full stops or commas in an address line. Eg never type ‘rd’, always type ‘road’ Incorrectly formatted addresses, abbreviations and punctuation in address fields can effect WROCS requests and mean Lab or Radiology requests coming from a GP are delayed To obtain a copy of the Data Quality Good Practice Guide for Postcodes, please contact the Data Quality Team on Ext 8168

13. The Importance Of Data Quality Capturing GP Details Staff must ensure that the patient’s GP details are collected and recorded correctly and as much information collated as possible. GPs and Trusts validate patients treatment. Incomplete or missing GP information leads to incorrect reporting/validation Missing GP information could delay or affect patient care. If you are unable to locate a GP on PCIS or only have limited GP details, contact the Data Quality Team on ext 8168 where a national search for the GP can be conducted

14. The Importance Of Data Quality Admissions/Transfers/Discharges Admissions, transfers and discharges should be completed ‘real time’ on PCIS Never admit a patient before they actually arrive at the hospital. If the patient was to be admitted to another ward for any reason, PCIS wouldn’t allow the admission to happen If a patient is transferred from A&E to a ward, ensure the patient is not discharged from A&E before the transfer

15. The Importance Of Data Quality Admissions/Transfers/Discharges Only Discharge a patient on PCIS once they have left the hospital If the admission, transfer or discharge cannot be completed ‘real time’ for a specific reason, ensure allthe correct details are recorded in the casenote and entered on PCIS as soon as possible. Ensure that both correct dates and timings are recorded

16. The Importance Of Data Quality PCIS Inaccurate Data Quarterly Reports Quarterly reports produced for the Divisional Managers and for the Information Governance Support Group and Steering Group Quarterly reports produced on staff suggested for further training or supportfor the Divisional Managers

17. The Importance Of Data Quality High quality clinical and non-clinical information means improved patient care and patient safety Clinicians have greater levels of confidence when advising patients on the basis of accurate, up to date, complete information • Quality data on demand: • More time to treat and advise patients • Less time searching, waiting, checking patient information • Supports the modernisation agenda, national service • frameworks, clinical audit and governance, clinical and • performance indicators, organisational duties, • statistical analysis

18. The Importance Of Data Quality “All too often data quality is still seen as something that is the responsibility of informatics staff alone and is often seen with disinterest by clinicians and managers, despite being so critical to the quality of decisions they make” “Data Remember” - Management Paper from the Audit Commission (2002) “All healthcare is information driven, so the threat associated with poor information is a direct risk to the quality of healthcare service and governance in the NHS” The Kennedy Report (2001) The importance of Data Quality must not be undermined or undervalued

19. The Importance Of Data Quality Responsibilities All staff have a responsibility under data quality Produce high quality data at all times, both clinical and non-clinical Ensure that all data entered on to PCIS is ‘real time’, accurate, complete and up to date Whenever a patient visits/contacts the hospital, always ensure you have checked and updated relevant details Ensure you and others have read and follow Trust policies and procedures accordingly Report any information related incidents promptly

20. Any Questions ? The Importance Of Data Quality