Information Management Chapter 5 2 INFORMATION MANAGEMENT PROCESS • Identify Current Available Data Sources • Identify Critical Information Needs • Define Data Elements • Determine Data Collection Plan • Acquire/Collect Data • Aggregate & Display Data 3 INFORMATION MANAGEMENT PROCESS • Analyze Data • Interpret Data / Information • Act on Information • Report Data/Information/Knowledge/ Decision • Collect More Data to Monitor/Analyze the Decision. INFORMATION 4 RESOURCES • Access o Authority, security, etc. • Availability o In the form/format needed • Timeliness o How close to real time is data collected and/downloaded • Internal/External DATA INVENTORY 5 PROCESS • Where data is collected in organization • Collection Steps o What being collected, from where • Analysis Steps • Reason for Collecting this Data o Being used? o Duplicate Information? 6 Electronic Medical Record / Information Technology • Institute of Medicine (IOM) started the movement in Aug 2003 • Four Goals o Inform clinical practice o Interconnect clinicians o Personalize care o Improve population health 7 Other IT Topics • Impact of Health Information Management on Quality o ICD-10 o Coding o Meaningful use 8 CONFIDENTIALITY IN HEALTHCARE • Confidential information – information that one keeps or entrusts to another with the understanding it will be kept private and not shared • Protected/Privileged Information – information that can not be obtained by others or used in a court of law CONFIDENTIALITY IN HEALTHCARE 9 • HIPAA • Access o Without Written Authorization of Patient o With Written Authorization of Patient • Security o Sequestered records • Consent - Release of Medical Information 10 Committee Meeting Organization • Meeting Date • Agenda • Packet • Meeting • Minutes • Reminders 11 Epidemiological Contributions to QM • Definition – The study of populations • • • • Specifying good practice Specifying good system design Developing measurement tools Developing and conducting measurement and assessment ( monitoring) 12 Epidemiological Concepts & Methods • Concepts and Methods Causality Cause & Effect Frequency Rate Proportion Ratio 13 Epidemiological Concepts and Methods • Morbidity – rate of disease or proportion of diseased persons in a given location Incidence – rate during specific time period Prevalence – proportion in a defined population at one point in time • Mortality – proportion of deaths in a population within a time range 14 Data Definition And Collection • Sensitivity – inclusion of all appropriate items or descriptors • Specificity – differentiate between included & excluded items • How specific/exclusive do you want the measure to be? • Usability – ease of use of tool or indicator understood • Recordability – ability to identify, capture & measure needed information • Stratification – breaking data down into groups 15 Data Definition And Collection • Reliability o Ability to reproduce the same results o Test / Retest o Inter-rater Reliability • Validity o Measure what you are supposed to measure o Face Validity o Criterion Validity o Construct Validity 16 Defining a Population • Entire population – 100% • Sampling o Nonprobability o Probability 17 Nonprobability Sampling • Convenience o Using data readily available • Quota o Set number of data sets • Purposive o Demonstrate a desired characteristic o Expert sampling o Men vs Women 18 Probability Sampling • Simple Random o All items have an equal chance of being chosen • Stratified Random o Creating 2 or more homogeneous groups and then randomly selecting items o Men vs Women • Systemic Random o Every n’th case 19 Types of Data • Categorical (Attribute, Qualitative) (Descriptions of qualities or kind) o Nominal o Ordinal • Continuous (Variable, Quantitative)(Specific measurement units) o Interval 20 Type Categorical / Count AKA Examples Usually Reported as Usual statistical test of difference between 2 groups Usual display tools Attribute Discrete Nominal Ordinal Qualitative # Members, Patients, Births, Procedures, Occurrences, Gender % in each category (whole numbers) Chi Square Table Scorecard Histogram Pareto See Section V page 51 for a similar comparison table Continuous / Measured Variable Quantitative Interval Ratio Age, Height, Weight, Temperature, Time, Charges (money), LOS Mean Median Minimum Maximum Percentiles (whole and fractional units) T test Run chart Control chart Scorecard (not the best to use) (data display over time = use one of these tools – but only 1 item per line on graph) 21 Tools & Statistics • What it is • When to use it • What does it say? 22 Simple Statistics (Central Tendency) • Mean – average • Median – middle • Mode – most frequently occurring • Range (Dispersion)– lowest to highest • 2 4 6 8 10 Mean: Median: • 2 4 6 8 100 Mean: Median: • 2 4 6 7 8 10 Mean: Median: • 2 4 6 6 8 10 Mode: • 2 4 4 6 6 8 10 Mode: • 2 4 4 6 6 6 8 8 10 Mode: • 2 4 6 8 10 Range: • 102 104 106 108 110 Range: • 0, 0, 0, 0, 0, 0, 2, 8, 12 • Mean = Median = • Mode = Range = • 392, 625, 17, 495, 89, 234, 106, 322, 982 25 Weighted Means • A mean where some values contribute more than others. • Weighted means can help with decisions where some things are more important than others • Use a table to make sure you have all the numbers correct 26 Weighted Means Score Weight Multiply 65 1 65 60 1 60 80 2 160 95 3 285 7 570 Total Final Total 81.43 (570 divided by 7) 27 Other Math You May Need • Percentage of the whole: o What percent of the patients have complications? o Total patients = 100 o Number of patients with comp. = 45 X% of 100 = 45 X% = 45 / 100 X = .45 or 45% 28 Other Math You May Need • Percentage of the whole: o If 55% of the patients have complications, how many patients would that be? o Total patients = 100 55% of 100 = X 0.55 x 100 = X 55 = X 29 Standard Deviation 30 STANDARD DEVIATION 31 Data Analysis Tools • Data must be displayed in the proper manner o Must be concise and easily understood by the reader • Analysis could include use of statistics, simple or complex 32 Data Comparison Between 2 Groups • Chi Square (X2) o Use with Count data • T-Test (t) o Use with Continuous data • Both give you a “p score” 0 0.05 0.25 0.50 1 • 0.05 or less indicates statistically significantly different – NOT BY CHANCE 33 Scatter Diagrams Looking for the relationship of two variables Positive Relationship Negative Relationship No Relationship See V 64 for more information on Scatter Diagrams 34 Positive Correlation 120 100 80 60 40 20 0 0 1 2 3 4 5 35 Negative Correlation 120 100 80 60 40 20 0 0 1 2 3 4 5 No Relationship or Correlation 36 100 90 80 70 60 50 40 30 20 10 0 0 1 2 3 4 5 37 38 Regression Analysis • Mathematical version of a Scatter Diagram • Compare the distribution of two dispersions • Correlation Coefficient (r) -1 Strong Negative Relationship (One up & One down) 0 No Relationship +1 Strong Positive Relationship (Both up or both down) 39 Data Analysis Tools - Tables Nov • Most common tool but not always the best one • Highlight the important information • Clearly label the different parts/columns • Stop Light approach General Consent Dec 0 0 Entries Dated 100 90 Entries Signed 100 90 Entries Timed 0 55 100 95 60 70 40 59 100 90 Author Identified Abbrev. Used Correctly Legible writing 2 Patient Identifiers Ope n Re cord OPD MONTHLY RATE-BASED 40 SCORECARD EXAMPLE Medical Record Review Me a sure INDICATOR AGGREGATE DATA 2012 De scription 0.0% 0.80% NA NA Research NA NA Thre shold 100% Risk, Be ne fits, Anesthesia NA NA Alternative Surgery NA NA Thre shold 100% Health History Summary Significant 0.0% 13.3% Health history 0.0% 37.5% Drug Allergies 0.0% 3.3% Current 0.0% Diagnoses 10.8% Medication Red < 70 3.3% 0.0% 3.3% Screening 40.0% 87.50% Procedures Past Hospitilazation 85% Reason for visit 20.0% 85.0% Nursing Pain 40.0% 49.1% Assessment Nutritional 20.0% 76.6% Social/Econ 20.0% 79.1% 0.0% 61.6% 20.0% 65.8% Abuse 0.0% 54.1% Reassessment 0.0% 53.3% 100.0% 86.6% 80.0% 72.5% Falls Risk Allergies Thre shold Green >85 0.0% Past Surgical Thre shold Yellow >70 but < 85 De c Informed General Conse nt Nov 85% Med. Assess. Physical Medical System review Assessment Findings Diagnostics Plan Reassessment Thre shold 85% 0.0% 15.0% 80.0% 75.8% 100.0% 45.0% 0.0% 75.8% 20.0% 40.8% Ye a r End 0.40% 41 Histogram / Bar Chart • Often confused with each other • Histogram = one stratified variable • Bar Chart = Discrete categories HISTOGRAM BAR CHART 100 100 80 80 60 60 40 40 20 20 0-16 17-30 31-50 51-65 >65 CHF COPD MI Pneum 42 Data Analysis Tools – Histogram/Bar Charts • Illustrates the variability or distribution of the data 90 80 70 60 50 East West North 40 30 20 • Use with Count data unless over time 10 0 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr • Then move to Run Chart 43 OPD Open Record Audit Nov - Dec 2012 120 100 80 60 Nov Dec 40 20 0 General Consent Entries Dated Entries Signed Entries Timed Author Identified Abbrev. Used Correctly Legible writing 2 Patient Identifers 44 Data Analysis Tools – Pareto Diagram • Prioritizes a series of data sets or possible causes of problems 16 14 12 10 8 • Best if you use more than one 6 4 2 0 Brown Yellow Green Red Blue Orange 45 Pareto Diagram 100% 50 45 40 35 30 25 20 15 10 5 0 75% 50% 25% Brown Total Number Available Yellow Green Red Blue Orange Percent of the Whole 46 Pareto Diagram 50 45 40 35 30 25 20 15 10 5 0 x x 100% x x 75% x 15 12 50% 10 25% 7 3 Brown Yellow Green Red Blue 3 Orange 47 Pareto Diagram 50 45 40 35 30 25 20 15 10 5 0 x x x 80% x 75% x 15 12 50% 10 25% 7 3 Brown Yellow 100% Green Red Blue 3 Orange 48 Pareto Chart Patient Transfer – In To XXX Hospital 100.0 85.7 8 0 60 47.6 4 2 80 71.4 6 100 40 20 23.8 No communication No eforcement of with referring "contact Hospital precaution"to all staff New machine for MRSA screening result within 2hr (current result 48hrs) Main Concerns All transfer-in patients are not treated as "screened and cleared" MRSA screening should be initiated in Accident & Emergency. 0 Percentage Number of Vote 10 49 Drill Down with Paretos • Can use pareto charts to drill down to find a specific area to make improvements • For example: Patients requiring greater then 1 hour in Recovery Room 50 Percent of Patients requiring > 1 hour in Recovery Room 25 20 15 10 5 0 Aug Sept Oct Nov Reason for Prolong Recovery Time 250 200 150 100 50 0 Clinical Non-clinical 51 Pareto - Clinical Delay in Recovery Time 80 70 60 50 40 30 20 10 0 Pareto - Non-Clinical Delay in Recovery Time 50 40 30 20 10 0 Unit RN MD Assess Porter File Bed CCU/ICU 52 Pain Delay in Recovery 30 25 20 15 10 5 0 Not reassessed Pt not medicated Med did not work Pt not assessed Pt not complain Data Analysis Tools – Run Chart • Monitors variation in data/ • processes over time • Use with continuous /measured data 80 70 60 50 40 30 20 10 0 Ja n Fe b M ar Ap r M ay Ju n Ju ly Au g Se p Oc t No v De c 53 ADC 54 Data Analysis Tools Stratification • Breaks down single variables into its meaningful Total Falls parts 60 50 40 30 Med Unit Surg Unit • Helps to focus on where the problem really lies 20 10 0 Jan Feb Mar Apr May Jun 55 Average Daily Census What type of data is this? If one wanted to see the Average Daily Census Over the Year, a Run chart will show this better than a Histogram 56 Average Daily Census 80 70 60 50 40 30 20 10 Ja n Fe b M ar A pr M ay Ju n Ju ly A ug Se p O ct N ov D ec 0 ADC 57 Number of CHF Patients vs AMI Patients for 1st Half of Year Have Categories of patients: 1. CHF 2. AMI This is Nominal Data since there is no real order here Could use a Histogram to show this 58 Number of CHF Patients vs AMI st Patients for 1 Half of Year 60 50 40 CHF AMI 30 20 10 0 Jan Feb Mar Apr May Jun Number of CHF Patients vs st AMI Patients for 1 Half of Year 59 60 50 40 CHF AMI 30 20 10 0 Jan Feb Mar Apr May Jun 60 Events Reported (Patients with unknown status – considered negative who had positive screening at XXX) Total Number of Reported Events per Month # of Events Target Reported Event 2 1 0 Jan Feb Mar Apr May Jun 2012 Jul Aug Sept Oct 61 Prevention & Control of Infection Program 62 Data Analysis Tools – Control Chart • Statistically illustrates the upper & lower control limits of a process & the variation of the process within those limits 63 Control Charts As easy as: Run charts with the Bell Curve turned on its side 64 Control Charts 100 90 80 70 60 50 40 30 20 10 0 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr 65 PROCESS VARIATION • Variation – change or deviation in form, condition, appearance, extent, etc. from former or usual state, or from an assumed standard • Clinical Variation – can be positive or negative 66 PROCESS VARIATION • Random/Common Cause - Intrinsic to the Process Itself Common Cause Variation What you would expect to happen with random variation Do not try to improve the process unless the mean is not where it needs to be 67 Based on Variation And Spread of Data Special Cause - Extrinsic to the Usual Process; Related to Identifiable Characteristics. Example - Sentinel Events Special Cause Variation What you would not expect to happen If a pattern or trend exists Need to investigate and make changes Good = try to get it to repeat Bad = try to eliminate it from happening again 68 Special Cause / Trend Rules • Run charts & Control charts both use Trend/Special Cause rules • Basically theses show trends, shifts, & other changes in the data • Run & Control chart rules are basically the same but with difference in the number of data points • Control Charts are more precise in identifying special cause variation Special Cause Rules Use with both run chart & control chart 69 Outside the Upper and Lower Control limits on a Control chart or an outrageous value compared to the other ones on a Run chart (Astronomical Value) Six or Seven consecutive points going up or going down (Trend) Seven or Eight consecutive points above or below the mean (Shift) 70 Special Cause Rules - Outside limit (Astronomical Value) • Any dot that is outside of the upper or lower control limit (or in a run chart an astronomical value) • Control limits are mathematically calculated based on the mean of the data 71 Special Cause Rule – 7 or 8 in a row (Shift) • Seven or Eight dots in a row either above or below the mean • If a dot in the run lands on the mean, it is skipped & not counted 72 Shift – Dot on Mean 73 Special Cause Rule – 6 or 7 in a row • Six or Seven dots in a row going up or gong down • If two dots are side by side in a run of data, one of those is not counted 74 Trend – Dot Next To Each Other 75 76 77 Catheter-Related BLOOD-STREAM INFECTION(CRBSI) NICU 1 case CRBSI identified 79 HEALTHCARE-ASSOCIATED INFECTION RATE Rate / 1000 ICU PATIENT DAYS ADULT ICU 35 1 case developed CRUTI ,AND 2 RTA cases developed VAP, with the same organism isolated from the tracheal aspirate(A.baumanii MDR) IC Practitioner focused on Environmental screening & audit on hand hygiene practices. 33.22 30 25 24.65 21.98 20 22.06 17.9 14.23 11.02 18.94 17.7 15 10 22.39 19.9 11.4 11.7 10.9 9.7 7.7 5 13.98 13.96 7.7 9.55 9.71 7.87 3.73 0 KFMMC-AICU- 2011 KFMMC -AICU-2012 CDC median Rate 23.9 kfmmc 2011 median rate (18.8) 79 Rate / 1000 HOSPITAL DAYS HEALTHCARE-ASSOCIATED INFECTION HOSPITAL WIDE RATE 8 7 6 5 4 3 2 1 0 6.7 19 infections with 30 organisms 5.11 2.7 2.5 2.2 3.4 3.14 2.47 JA N FE B 4.2 3.01 3.06 2.9 3.2 2.18 2.1 2.98 3.55 2.25 2.7 3 2.46 2.85 2.14 2.05 M AR 2011 KFMMC AP R M AY JU N JU L 2012 KFMMC AU G SE P OC T NO V CDC ( up to 6.7 ) DE C 80 Process Analysis Tools • A method of analyzing the data utilizing diagrams of a healthcare process • Measure process variations & look for ways to improve the process & the administrative or clinical outcome • Tools include a cause & effect diagram, flowchart, process mapping, tree diagram, interrelationship diagrams, affinity diagram, and many other such tools • Frequently used in RCA and FMEAs 81 CAUSE AND EFFECT DIAGRAM (Ishikawa) • Purpose • Steps 82 Cause & Effect Diagram Effect Cause 83 Cause & Effect Diagram 4 or 5 M’s o Manpower o Materials o Machines o Methods o Management 5 P’s o People o Provisions (supplies) o Policies o Procedures o Place (environment) 84 People Physical Environment Transportation Not enough to do the work Bed not clean MD communication Tubing system Other department delays Access nurse Technical difficulties with text pager Not adhering to process Reluctance to discharge Why Bed Assignment Cannot be Made in < 30 minutes Patient education Discharge order Transportation Too many discharges Current patient waiting for tests Waiting for test results Discharge Summary Transcriptions Waiting for oxygen, visiting nurse Process Not wanting discharge Waiting for education Waiting to talk to MD Patients 85 Gantt Chart • Project Planning Tool • Includes list of tasks and estimates of time, people & resources to complete task • Actions down left side • Horizontal bars to indicate time frames Wk 1 Data collection Data Analysis Prepare Reports Present Reports Wk 2 Wk 3 Wk 4 Wk 5 Wk 6 Survey Process Chapter 7 88 New Objectives • Facilitate evaluation & selection of appropriate accreditation or recognition programs o The Joint Commission (TJC) o Det Norske Vertis (DNV) o Healthcare Facility Accreditation Program (HFAP) • American Osteopathic Association (AOA) o National Committee for Quality Assurance (NCQA) o Magnet o Baldrige • http://www.jointcommission.org/assets/1/6/Compar ison_Document2013.pdf • Facilitate communication with accreditation and accrediting and regulatory bodies 88 New Objectives • Develop / Provide survey preparation training (accreditation, licensure, equivalent) • Aid in evaluating survey readiness for accrediting and regulatory bodies • Aid in evaluating the readiness to apply for external quality awards • Coordinate survey process (accreditation, licensure, equivalent) 89 Determine Survey Readiness • Assess compliance with standards o Review of documentation o Onsite mock surveys o Verbal interaction with staff o Review of medical records o Assessment of service/support systems 90 Accreditation Survey Readiness • Leadership • Readiness/ Regulatory Team o Mock Surveys o Implementation of new standards o Knowledge readiness • Communication !!!!!!!!! 91 Coordination of Survey • Have a process in place and tested for when ANY surveyors come through the front door • Have a headquarters (war room) for all information to flow through • Have scribes (with a phone) to write down all that the surveyor asks or looks at • If documentation is needed, call war room to get the information – NOT the scribe • Have a separate person to accompany the surveyor. 92 Coordination of Survey • NEVER leave the surveyor alone, even in the restroom or outside for a smoke • When surveyors leave in the evening, key personnel stay and meet to discuss the day and determine if work needs to occur before the next day to “make things better” or find things the surveyor wants that were not found that day. • Notify all managers/other appropriate staff what the surveyors looked at that day and what the next day will be like 93 End of Survey • Typically, the CEO determines who hears the exit interview • After the exit interview, staff should be informed of the results • Regardless of what the results are, celebrate ! • Then buckle down the next day or so and start an action plan for what has to been done to clear any citations 94 Licensure • Mandatory act of granting and receiving a license to provide healthcare services in a state in the U.S. • Usually the state Department of health Services grants the license and monitors the license • Onsite survey to determine compliance with all applicable state and federal laws and regulations • License specifies the number of beds permitted o Acute, skilled, subacute, long term, etc. 95 The Joint Commission • Organizations o o o o o o o o o http://www.jointcommission.org/ Hospitals Critical Access hospitals Home Care Ambulatory Surgery Primary Care medical Home Behavioral health Long Term care Laboratory Disease Specific Care certification • Core Measures for hospital programs • Other quality measurement systems for other types of organizations 96 Det Norske Vertis (DNV) • National Integrated Accreditation for Healthcare Organizations (NIAHO) – http://www.dnvusa.com/industry/healthc standards are/index.asp • CMS Conditions of Participations plus ISO 9001 standards • Hospitals & Critical Access Hospitals • Primary Stroke Center certification 97 Healthcare Facility Accreditation Program (HFAP) • American Osteopathic Association (AOA) sponsors this accreditation • All Acute Care facilities (general, specialty, LTAC) • Behavioral/mental health • Ambulatory care/office-based surgery • Ambulatory Surgery Centers • Clinical laboratories • Primary Stroke Centers http://www.hfap.org/ • Critical Access Hospitals • Focus: CMS plus patient safety & quality of care standards National Committee for Quality 98 Assurance (NCQA) • Health Plans, including: o o o o • • • • http://www.ncqa.org/ Health Maintenance Organizations (HMO), Managed Care Organizations (MCO), Preferred Provider Organizations (PPO) and Point of Service (POS) plans Managed Behavioral Health Organizations (MBHO) Disease Management accreditation or certification Wellness & Health Promotion Health Effectiveness Data and Information Set (HEDIS) o Evaluate the structure and functions of medical and quality management systems in managed care organizations 99 Commission for Accreditation of Rehabilitation Facilities (CARF) • Promotes quality, value, & optimal outcomes of services to the following types of facilities o Aging Services www.carf.org o Behavioral Health o Business & Service Mgmt Networks o Child & Youth Services o Employment & Community Services o Medical Rehabilitation o DMEPOS (medical equipment, etc) Baldrige Performance Excellence Award 100 http://www.nist.gov/baldrige/ • Managed by the National institute of Standards & Testing (NIST) – o an agency of the U.S. Department of Commerce • Seven Categories of Criteria o o o o o o o Leadership Strategic planning Customer Focus Measurement, Analysis and Knowledge Management Workforce Focus (environment & engagement) Operations Focus Results (outcomes) 101 Magnet Recognition Program http://www.nursecredentialing.org/Magnet.aspx • Developed by American Nurses Credentialing Program to recognize healthcare organizations for nursing excellence • Five Model Components (14 Forces of Magnetism) o o o o o Transformational Leadership Structural Empowerment Exemplary Professional Practice New Knowledge, Innovation & Improvements Empirical Quality Results 102 Susan Mellott PhD, RN, CPHQ, FNAHQ mellottandassoc@att.net mellottandassociates.com