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The Canadian Health Information Management Association

The Canadian Health Information Management Association. DATA QUALITY UPDATE OHIMA MAY 6, 2005. ONTARIO MOHLTC COMMISSIONS 2 ND DATA QUALITY STUDY. MOHLTC contracted CIHI and CHIM Consulting Several months discussion regarding Methodology and number of records . REASONS FOR THE STUDY.

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The Canadian Health Information Management Association

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  1. The Canadian Health Information Management Association • DATA QUALITY UPDATE • OHIMA MAY 6, 2005

  2. ONTARIO MOHLTC COMMISSIONS 2ND DATA QUALITY STUDY • MOHLTC contracted CIHI and CHIM Consulting • Several months discussion regarding Methodology and number of records

  3. REASONS FOR THE STUDY • Results of 1st Ontario Data Quality study • Ongoing CIHI re-abstraction studies • Clinical data as a vital resource for hospital planning

  4. INCREASED USEAGE OF CLINICAL DATA • Recent symposiums: • OHA – Data Quality Workshop • CHE – CEO Forum • Patient Safety initiatives • CIHI National Reports • Need for more timely, quality data

  5. STUDY METHODOLOGY • 10 Case Cost hospitals • 16 sites • 14,500 records re-abstracted • Largest re-abstracting study in Canada • 30 Coders “seconded” from hospitals

  6. Advertisements Broadcast faxes Individual letters to all Ontario members Meetings with Directors of Health Record Departments Vendors that have trained HIM professionals that code PROJECT DELIVERABLESRecruitment of Coders From Canadian Hospitals Includes:

  7. CODER INTERVIEWS INCLUDES: Letters to potential coders Receiving of resumes Setting up of 1 hour interviews with interview teams. Rating of coders scores and feedback to CIHI. Team selection of coders to be invited to training.

  8. Orientation to CHIMA portion of the project Letters of employment Oaths of confidentiality Review of travel, living and expense claims Scheduling of coders to hotels/hospitals once they were invited to proceed with the project CODER TRAINING INCLUDED:

  9. Development and monitoring of coders hospital schedules Available on a daily basis for any logistical issues-travel, hotels, parking Hospital orientation Working conditions SUPPORT TO CODERS WHILE AT HOSPITALS INCLUDED:

  10. Chart pull lists not always available on time. Coder – hospital schedules HOSPITAL CHALLENGES

  11. Not all hospitals utilize paper records – working with hospitals to set up coders on paper and on-line records. Hospitals locating hundreds of records. HOSPITAL CHALLENGES, Cont’d

  12. Decision to introduce “remote coding” Business plan presented to Steering Committee New Partnership with SALUMATICS for remote coding to finish Phase 1 and Complete Phase 11 – on schedule. LACK OF AVAILABLE ONSITE CODERS FOR PHASE 11:

  13. Both onsite and remote coders were finished January 7, 2004 Data collection dates approximately 1 month overdue Thank you letters to coders with copy to employers PROJECT COMPLETION

  14. Salumatics’ project objectives were to: Assist CHIMA by providing remote re-abstraction of selected hospitals/charts Coordinate transportation and conversion (scanning) of charts from relevant sites Establish secure VPN connections to two sites Provide project management services for the remote component of the project SALUMATICS PROJECT OBJECTIVES

  15. From a technology perspective, the project: Established a VPN (virtual private network) link between two hospital sites and the Salumatics Data Centre for on-line review Uploaded and provided remote access to site records through Salumatics Viewer or through hospital system for 13 auditors No technology issues were encountered during the course of this project. TECHNOLOGY

  16. Salumatics developed a comprehensive chart list and tracking system Chart pick-up/drop-off schedules were developed with each site Salumatics provided 24/7 chart retrieval service All charts submitted to Salumatics were returned in the same condition, in the same order DOCUMENT CONVERSION

  17. From a project management perspective: Regular teleconferences with remote Reviewers and with CIHI/CHIMA ensured prompt resolution of issues and effective communication A detailed project work plan was instrumental in monitoring project progress The remote nature of the project allowed the Project Manager the flexibility to re-assign charts PROJECT MANAGEMENT

  18. Sign off from CIHI and MOHLTC of all CHIM Deliverable (includes Salumatics portion of the project) Opportunity to review the report prior to going out to hospitals. Opportunity to influence ongoing recommendations to ensure Data Quality NEXT STEPS FOR THIS PROJECT

  19. ACCOUNTABILITY FOR DATA QUALITY: HIM PROFESSIONALS • Previous Study in Alberta • Results very positive (no funding overlay) • Other Health Ministries doing similar studies • More and more clinical data will be required • Ontario LHNs?

  20. OPPORTUNITIES TO CHIMA AND HIM PROFESSIONALS • Data Quality is only 1 of (3) Domains of Practice • More and more emphasis and awareness of HIM skill sets • CHIMA continues to market professionals in all (3) Domains of Practice

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