General Collection Practices

Collection Frequency

Data collectors are required to collect patient information at least 4 times per week to keep up with the collection process, and to minimize back-logging of profiles.

Data will be submitted once per week, every Wednesday. If data can't be sent on Wednesday the main office needs to be contacted. This standardized send day is required to prevent mix-ups for the data processors.

Collectors must follow-up charts to the Ward and to Medical Records for completion in a timely manner. The Health Care Management Team will be utilizing this information regularly, therefore the key is to collect and submit ASAP.

Discussion

• who is the "Health Care Management Team" referred to here, and exactly what is reported to them? Ttenbergen 21:48, 4 June 2008 (CDT)
• clearly the collection frequency requirement is not being fulfilled at some sites. For example, we are allowing vacation time in uncovered location. For another example, are some of the really low ICU EFTs really expected to show up 4 times a week? What is the actual requirement here? Ttenbergen 13:44, 16 October 2008 (CDT)
  • Medicine Data Collectors at the Vic are collecting 3 days per week. for any further information on this please contact Trish O. for details TAngell 10:34, 20 October 2008 (CDT)
    • The Vic ICU Data Collectors follow the 4 times per week collection. Even though we are a low EFT there is always something to do , like check the WIKI. As far as vacation, we do our EFT and assess what is need to keep up when the other person is away. That shift would be vacation relief and it may only be that one more day is needed.JWinestock 17:14, 20 October 2008 (CDT)
• The follow-up part refers to "a timely manner". What would that be? Ttenbergen 13:44, 16 October 2008 (CDT)

Quality Checks

Data collectors are required to check all their data to ensure that all fields are complete prior to sending.

Who will handle queries?

Any queries by data collectors should be directed to the Data Collection Manager by phone, fax or email.

Discussion

• This instruction is out of date from prior to the implementation of the wiki. At this point, any queries should be added to the wiki for proper tracking and to ensure everyone receives all the same answers.

Trish, if this is OK from your angle, just replace this section with

Please refer to the article Communication for the CCMDB.

Ttenbergen 13:49, 16 October 2008 (CDT)

Requests for correction / clarification

At times copies of patient profiles may be submitted back to the site for clarification. Clarification should be done by the data collector in a timely manner.

Discussion

• What does "copies" mean in our current environment? Ttenbergen 13:51, 16 October 2008 (CDT)
• What is a timely manner? Specifically, how long does a data collector have to respond to an email before they will be hounded with phone calls or faxes or visits? Ttenbergen 13:51, 16 October 2008 (CDT)

The importance of common practices

It is important that we maintain a clear standard in the collection processes for all sites so we can collate a database with quality information. This data will be used to manage and improved standards, quality of care and resource utilization of ICU’s across the city of Winnipeg.

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Discussion

• see various discussion sections above Ttenbergen 13:51, 16 October 2008 (CDT)