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)
• 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 alltheir forms to ensure that all fields are complete prior to handing in for entry.

Who will handle queries?

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

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.

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.