General Collection Practices

Collection Frequency

Data collectors are required to collect patient information ideally at least 3-4 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. .
• Collectors must follow-up charts to the Ward and to Medical Records for completion.
• When a patient is discharged, after the Wednesday sending date, then his data profile must be completed and sent in on the following weeks sending date.
• if there are priorities to submit outstanding data, the data processer will advise you and these must be submitted within 2 day of request.
• Managers, Directors & Researchers are utilizing this information regularly in form of regular reports

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?

• Question and answers should posted here on the WIKI.

Please refer to the article: Communication for the CCMDB.

Requests for correction/clarification/audits

• Regular queries in regards to data elements are submitted back to the data collector for clarification. (emails, fax, voice mail or spreadsheets). Clarification will be completed within the time frame that has been is requested by the manager or data processor.

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.