Data Quality Policy
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Head of Informatics
12 th January 2015
12 th January 2015
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Recommending Committee/Group: Information Governance Management Group
Approving Committee:
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Quality Committee
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Review Date:
Responsible Executive Director
Responsible Manager
For Use By:
1.3
September 2011
12 th January 2015
January 2017
Director of Quality
Head of Informatics
All Staff
Data Quality Policy
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CHANGE RECORD:
Version x.0.1
x.0.2 x.1.0
1.0
1.1
1.2
Date of change
21/11/07
30/11/07
Date of release
29/11/07 17/12/07
06/02/08
29/09/11 07/03/12
08/10/13 08/01/14
1.3 02/12/14
Changed by Reason for change
R. Rangaraju
P. Graham
C. Gresty
P. Graham
J Moran
J Moran
J Moran
Document creation
Amended document
Amended document
Approval by Trust Board
Re Approval by Quality Committee
Re Approval by Quality Committee
Changed to job titles – re approval by
Quality Committee
APPROVAL RECORD:
Body
Trust Board
Committee
Version Approved x.1.0 x.1.1
Date Approved
06/02/08
07/03/12
Data Quality Policy
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Head of Informatics
12 th January 2015
12 th January 2015
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DOCUMENT LOCATION (INCLUDING SUPERCEDED VERSIONS):
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I:\IM&T Department\IM&T Health Informatics\Information
Governance\NWAS Information Governance\NWAS Data Quality Policy
I:\IM&T Department\IM&T Health Informatics\Information
Governance\NWAS Information Governance\NWAS Data Quality Policy
I:\IM&T Department\IM&T Health Informatics\Information
Governance\NWAS Information Governance\NWAS Data Quality Policy
I:\IM&T Department\IM&T Health Informatics\Information
Governance\NWAS Information Governance\NWAS Data Quality Policy
Data Quality Policy
Author:
Date of Approval:
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Head of Informatics
12 th January 2015
12 th January 2015
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Foreword
The objectives of this policy are as follows:
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To ensure that all staff are aware of and understand, the standards that NWAS expects and requires in relation to Data Quality and to clarify the Trust’s position with regard to this environment,
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To define responsibilities relating to data quality;
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To clarify applicable legal requirements;
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To ensure consistent working practises throughout the Trust;
This policy will form part of the working practice of staff in order to promote awareness and good practice.
It is the intention that this policy and associated documents will be reviewed and updated following any major changes to legislation and/or applicable policy, or every 12 months, whichever is sooner.
The policy has been produced in consultation with relevant groups and approved by the Quality
Committee.
Staff wishing to discuss or having any questions about this policy should contact the Head of
Informatics through the ICT Service Desk or write to / email:
Head of Informatics
Trust Headquarters
Ladybridge Hall
Chorley New Road
Bolton
BL1 5DD
Data Quality Policy
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1.
The North West Ambulance Services NHS Trust is responsible for fast and effective care of over seven million patients covering an area of 5400 square miles. NWAS recognises that
‘data quality’ is crucial to this service provision and the availability of complete, accurate and timely data is important in supporting care delivery, clinical governance, management of information, clinical audit and achieving service targets.
Information collected in all systems by the Trust is used in many different ways. Much of the data is used in for commissioning, planning and auditing and therefore data quality must be of a high standard to ensure the Trust can function effectively.
2.
Data has a wider audience than just within the originating organisation. All Trusts send a variety of mandated returns to other stakeholders.
Trusts are responsible for the quality of the data they produce and these are measured and assessed against the required standards of the Information Governance Toolkit. Information
Governance provides a framework through which Trusts are monitored on the way they handle, obtain, record, use and share patient information so adherence to those standards is of great importance.
The use of computerised systems provides greater facility to store and access many types of data. High quality data is essential to support the delivery of patient care and to minimise clinical risk for patients. Secondary uses of data include deriving effective strategic planning and research information, which will improve patient care.
High quality information means better, safer patient care.
3.
The purpose of the policy is to:
 Establish the Trust’s commitment to data quality and its approach to ensuring data quality standards are adhered to
 To ensure that all staff are aware of and understand, the standards that NWAS expects and requires in relation to the adherence to data quality requirements and to clarify the Trust’s position with regard to this environment,
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To define responsibilities relating to data management and quality;
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To clarify applicable legal requirements;
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 To ensure consistent working practises throughout the Trust;
4.
The principles set out in this policy are applicable to any critical system, owned, used or managed by the Trust, whether they use paper, computer or other media. However, the focus will be the Command and Control environments of the Trust i.e. the system on which the majority of patient information is captured and which is also responsible for producing a Trust key data set and performance information.
5.
Recent legislation is having a significant effect on data quality in NHS organisations. The ambulance trust must ensure that all policies and procedures are fully compliant with legislation and NHS guidance on the management of information, including:
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Public Records Act 1958 and 1967;
Access to Health Records Act 1990;
Data Protection Act 1998;
Freedom of Information Act 2000;
HSC 1999/053: For the Record: Managing Records in NHS Trusts and Health
Authorities;
Caldicott Review of Patient Identifiable Information 1997;
HSC 1999/012: Caldicott Guardians;
NHS Litigation Authority Risk Management Standards;
NHS Information Governance Toolkit 2009; and
ISO/IEC 17799:2000, Information Governance Security.
The general principles of good data quality are that data should have the following attributes:
Validity –All data items held on trust computer systems must be valid. Where codes are used, these will comply with national standards; locally defined code sets will map to national values. Wherever possible, computer systems will be programmed to error-trap invalid entries.
Completeness - All internally agreed data items within a data set should be completed.
Systems should be programmed to force the input of mandated fields for national requirements. Use of default codes will only be used where appropriate and not as a substitute for real data. If it is necessary to bypass a data item in order to admit or treat a service user, the missing data should be reported for immediate follow up.
Data Quality Policy
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Accuracy – Data recorded should accurately reflect the process undertaken. Checks on data accuracy should be undertaken at designated intervals and reported on accordingly in order to ensure high levels of accuracy.
Timeliness - All data should be recorded within specified deadlines; best practice would dictate that data entry should take place at, or as near as possible to, the event being recorded. This will ensure that data can be included in national, local and internal reports at the appropriate time.
Training – All staff that input data onto critical systems should receive regular training to maintain and develop their skills, regardless of experience or length of service. All newly appointed employees will be provided with the necessary ‘formal training’ within a stipulated time period. Training Needs Analyses will be regularly carried out, in intervals of no less than annually and will form part of individuals annual KSF (Knowledge & Skills)
Review. Procedure notes should support all critical system data input processes.
Reporting – Data quality reporting should be undertaken for all critical systems to the
Trust so any flaws in data collection and quality can be addressed at the earliest opportunity.
7.
Information Governance provides the Trust with a consistent way of dealing with all the requirements of information handling. It has a much wider focus than just data quality, including areas covered in other Trust policies such as Data Protection, Records
Management, and Confidentiality, and provides a framework to bring together all the requirements, standards and best practice that apply to the handling of personal information. Adopting the framework offered by Information Governance will ensure that the Trust and its staff are using and handling data in compliance with legislation and with current guidance.
The Information Quality Assurance initiative of Information Governance is the framework used by the Trust to establish and maintain good data quality standards through best practice guidelines and clear policies and procedures. Through the framework and the information quality assurance initiative the following will be undertaken;
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The Trust will establish and maintain policies and procedures for information quality assurance and the effective management of records.
The Trust will undertake or commission annual assessments and audits of its information quality and records management arrangements.
Managers are expected to take ownership of, and seek to improve, the quality of information within their services.
Wherever possible, information quality should be assured at the point of collection.
Data Quality Policy
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Data standards will be set through clear and consistent definition of data items, in accordance with national standards.
The Trust will promote information quality and effective records management through policies, procedures/user manuals and training.
It is the role of the Trust Board to define the Trust policy in respect of information governance of which data quality is a key component, taking into account legal and NHS requirements. The Board is also responsible for ensuring that sufficient resources are provided to support the requirements of the policy.
The Director of Quality has responsibility for all Information Governance protocols and communication within Trust, and for ensuring that they are managed responsibly.
The Information Governance Management Group, led by the Director of Quality and assisted by the Head of Informatics, is responsible for overseeing day-to-day Information
Governance issues, including developing and maintaining policies, standards, procedures and guidance, coordinating information governance in the Trust and raising awareness of information governance.
Managers and Information Asset Owners within the Trust are responsible for ensuring that the policy and its supporting standards and guidelines are built into local processes and that there is on-going compliance.
All staff, whether permanent, temporary or contracted, and contractors are responsible for ensuring that they are aware of the requirements incumbent upon them and for ensuring that they comply with these on a day to day basis.
The Chief Executive and senior managers are personally accountable for the records in their care and quality of records management within their organisation and all line managers and supervisors have a duty to ensure that their staff are adequately trained and apply the appropriate guidelines.
Data Quality Policy
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Head of Informatics
12 th January 2015
12 th January 2015
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