Data Collector Portal

The Portal is a type of “table of contents”, which is designed to help collectors navigate the wiki. It contains a series of links to various pages, which provide information about our program as well as many detailed aspects of data collection.

This page is:

• a good starting point for new collectors as they learn how to collect data.
• a convenient reference point for more experienced staff, as it provides links to many different topics in one place.

The Portal is by no means an all inclusive list of links. Use the search engine to find items of specific interest. Also, as the wiki is constantly evolving and improving, please feel free to add anything to this page to make it more complete and user friendly for collectors.

Purpose and Mission

Mission Statement Medicine and Critical Care Database April 7, 2008

The collection of medical data at the WRHA department of medicine and critical care sites for the purpose of administration, research and quality improvement purposes.

To that end the following services are provided:

• Provide aggregate data for the purpose of monitoring capacity utilization, diagnostics, work load, and outcome trends.
• Prepare standardized reports are to be available within one month of the reporting period and quarterly reports within 6 weeks of the quarter end.
• Coordinate the collection of data and manage the raw data
• Maintain the quality of the data to ensure the most accurate possible representation of a patient’s medical condition, outcomes and hospital stay.
• Ensure patient data is available within two weeks of patient discharge 95% of the time.
• To support administrators and researchers by filling basic data requests within two weeks of the request and within one month for requests that require data analysis.
• To use the data collector resources to support special projects and other data collection requests related to patient care quality improvements in the Regional.

Information for new collectors

The following links serve as an "orientation package" for new Medicine and ICU collectors at all three hospital sites.

Please review them before and during your orientation, to familiarize yourself with many aspects of data collection as well as to start learning how to navigate the wiki.

• Critical Care and Medicine Database Core Curriculum - information for all collectors.
  • ICU Curriculum - information for ICU collectors at all sites.
  • Medicine Curriculum - information for Medicine collectors at all sites.

Expand the following collapsible box to find site specific details:

Information for all collectors

Info about our program

• CCMDB and CCMDB.accdb
• Publications, abstracts, presentations using the Critical Care and Medicine Database
• Reporting
• History and Background of the Critical Care and Medicine Database
• Category: Data Use

How to Structure your Day

• News and backup
• Review recent changes on the wiki
• Cognos data import if delayed complete discharges as per EPR
• focus on new admissions as per Overstay2 Overview if your site participates in this project
• if your site does not participate in the Overstay2 project, focus on completing the oldest discharges/transfers first as per the MR List
• News and backup and Sending Patients

Data Entry Components

Cognos data import

• Cognos2 Service Starter see also Service tmp entry
• Cognos2 Ender
• Cognos2 Unit Starter see also Boarding Loc

Admissions

• Definition of a Critical Care Program Admission
  • Apache for ICU collection only
• Definition of a Medicine Program Admission
  • ADL for medicine collection only
  • ALERT Scale and ALERT Scale timing of assessment for medicine collection only

• Demographics for both
• Minimal Data Set for both

Diagnoses

• ICD10 collection
• ICD10 Diagnosis List (slow)
• Admit Diagnosis
• Comorbid Diagnosis
• Acquired Diagnosis

Procedures

• CCI Collection
• CCI Picklist
• CCI component 1 codes - what organ was something done to
• CCI component 2 codes - what was done
• Admit Procedure
• Acquired Procedure
• Converting Lab Counts to CCI
• TISS28 Collection Guide for ICU only
• Pharmacy collection for ICU only

Discharges

• Cognos2 Ender
• Dispo field
• Transfer Ready DtTm tmp entry
• Tmp Project Collection

Miscellaneous

• Contact / Contact list on private wiki, requires login
• Site and Location table
• Agenda for next Data Collector Team Meeting
• vacation list
• Work Place Information
• Confidential waste disposal
• Troubleshooting

Communication

• Communication for the CCMDB
• Task Team Meeting - Rolling Agenda and Minutes
• How to edit the wiki
  • Discussion & Question Instruction
  • Questions - list of questions/discussion entries currently on the wiki - anyone, please answer if you know.

Main office

• Data Processing
• Statistical Analysis and Reporting
• Database Request Process