The Importance Of
Data Quality
High Data Quality is Important to:
* Improve Patient Care
* Reduce Clinical Risk
* Support Payment by Results
* Comply with Legal & Statutory requirements
The Data Quality Team
Information Governance
Ext 8168
The Importance Of
Data Quality
It must be emphasised that high quality data and information
is vital to providing safe and effective patient care and for
this reason 100% accuracy 100% of the time must be the main
objective
High quality data supports clinical care and underpins Payment by Results. It
also allows the Trust to stand up to public scrutiny, as so much of our
information is now accessible to the public with the introduction of the Freedom
of Information Act 2000
The Importance Of
Data Quality
Department of Health Requirements
The Trust sends weekly, monthly and quarterly returns to the
Department of Health on the Trust’s activity, for example:
* Number of outpatients treated by the Trust
* Number of inpatients treated by the Trust
* Number of patients on waiting lists
* Number of patients waiting more than 4 hours in A&E
The Importance Of
Data Quality
Department of Health Requirements
The Department of Health monitors the Trust on the information
provided, for example:
* As part of Standards for Better Health, the Trust is measured on
information issues like:
* Accuracy of information
* Completeness of fields
* Patient’s ethnic category recorded
* Number of correct postcodes
* NHS Number
* Incorrect or incomplete information will affect the Trust’s present
excellence rating
The Importance Of
Data Quality
Importance is increasing as the NHS moves forward with
information becoming more accessible:
Subject Access Requests under DPA 1998
Freedom of Information Act 2000
Not an optional extra - 100 % accuracy 100% of the
time must be the main objective if we are to stand up to public scrutiny and
secure correct funding
Do you know that under Payment by Results, the Trust’s income will be
determined solely by the services given? Poor data quality will have a
direct impact on funding
The Importance Of
Data Quality
Fit for the purpose
Accurate
Complete
Timely
Includes all information in every format, both clinical and
non-clinical
The Importance Of
Data Quality
Searching for a Patient on PCIS
* Assume the patient already has a Medical Record Number
* Enter only the first three letters of the surname and DOB
* If not found, search again using the full surname, be aware a patients
surname and forename can often be spelt more than one way e.g. Smith
could also be spelt Smyth or Steven could also be spelt Stephen etc
* Staff must check all records that are returned as part of the search to
ensure the correct record is selected
* If a patient is not found on PCIS always ask them if they have a previous
surname and repeat the searches again, most duplicate numbers on
PCIS are issued because a previous surname has not been checked
* Be aware names or addresses may have changed and always check
these with the patient
The Importance Of
Data Quality
Duplications
The Trust must reduce the number of duplicate records on PCIS. Duplicates are
created by:
* Not searching for a patient correctly on PCIS
* Incorrect patient details being entered e.g. wrong spelling
* Full name being entered for a patient search e.g. Johnston instead of
the
first three letters e.g. Joh, which may identify several spellings e.g.
Johnston, Johnstone
* Not checking previous names or addresses
Never assume you know the exact spelling of a patients name, always
check by asking them
The Importance Of
Data Quality
What to do if you find a Duplication?
If staff find a duplicate record on PCIS they must immediately notify the Data
Quality Team on ext 8168
(Out of hours contact Medical Records 24 hr - Bleep 2044)
Duplicates must be reported promptly ensuring there is no clinical risk to the
patient
The Importance Of
Data Quality
Patient Demographics
Patient details must be checked and recorded correctly each time a patient
visits/contacts the Trust
Staff must update all fields in a patient’s record on PCIS
Always check with the patient that their information is correct and up to date,
always asking the patient to confirm the details:
The Importance Of
Data Quality
Name (always check spelling and ask for middle names)
DOB
Address, including Postcode
Contact telephone numbers
GP
Next of kin
Ethnic category
The Importance Of
Data Quality
PCIS Address Fields
When updating a patients address, always follow the Data Quality
Good Practice Guide for Postcodes. This guide sets out the correct
format that a patients address should follow when being entered on
PCIS
Never use abbreviations, full stops or commas in an address line.
Eg never type ‘rd’, always type ‘road’
Incorrectly formatted addresses, abbreviations and punctuation in
address fields can effect WROCS requests and mean Lab or
Radiology requests coming from a GP are delayed
To obtain a copy of the Data Quality Good Practice Guide for
Postcodes, please contact the Data Quality Team on Ext 8168
The Importance Of
Data Quality
Capturing GP Details
Staff must ensure that the patient’s GP details are collected
and recorded correctly and as much information collated as
possible. GPs and Trusts validate patients treatment.
Incomplete or missing GP information leads to incorrect
reporting/validation
Missing GP information could delay or affect patient care.
If you are unable to locate a GP on PCIS or only have limited
GP details, contact the Data Quality Team on ext 8168
where a national search for the GP can be conducted
The Importance Of
Data Quality
Admissions/Transfers/Discharges
Admissions, transfers and discharges should be completed ‘real time’ on PCIS
Never admit a patient before they actually arrive at the
hospital. If the patient was to be admitted to another ward for any reason, PCIS
wouldn’t allow the admission to happen
If a patient is transferred from A&E to a ward, ensure the
patient is not discharged from A&E before the transfer
The Importance Of
Data Quality
Admissions/Transfers/Discharges
Only Discharge a patient on PCIS once they have left the hospital
If the admission, transfer or discharge cannot be completed ‘real time’
for a specific reason, ensure all the correct details are recorded in the
casenote and entered on PCIS as soon as possible. Ensure that
both correct dates and timings are recorded
The Importance Of
Data Quality
PCIS Inaccurate Data Quarterly Reports
Quarterly reports produced for the Divisional Managers and for the Information
Governance Support Group and Steering Group
Quarterly reports produced on staff suggested for further training or support for
the Divisional Managers
The Importance Of
Data Quality
High quality clinical and non-clinical information means
improved patient care and patient safety
Clinicians have greater levels of confidence when advising
patients on the basis of accurate, up to date, complete information
Quality data on demand:
More time to treat and advise patients
Less time searching, waiting, checking patient information
Supports the modernisation agenda, national service
frameworks, clinical audit and governance, clinical and
performance indicators, organisational duties,
statistical analysis
The Importance Of
Data Quality
“All too often data quality is still seen as something that is the
responsibility of informatics staff alone and is often seen with
disinterest by clinicians and managers, despite being so critical to
the quality of decisions they make”
“Data Remember” - Management Paper from the Audit
Commission (2002)
“All healthcare is information driven, so the threat associated with
poor information is a direct risk to the quality of healthcare service
and governance in the NHS”
The Kennedy Report (2001)
The importance of Data Quality
must not be undermined or undervalued
The Importance Of
Data Quality
Responsibilities
All staff have a responsibility under data quality
Produce high quality data at all times, both clinical and non-clinical
Ensure that all data entered on to PCIS is ‘real time’, accurate, complete and up
to date
Whenever a patient visits/contacts the hospital, always ensure you have
checked and updated relevant details
Ensure you and others have read and follow Trust policies and procedures
accordingly
Report any information related incidents promptly
The Importance Of
Data Quality
Any Questions