Data Quality Culture Project Validating Your Ticket…. OHIMA Annual Conference November 7

Data Quality Culture Project
Validating Your Ticket….
OHIMA Annual Conference
November 7th, 2014
Presented by: Stacey Colameco
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Data Quality Improvement Strategy
Data Quality
Tools and
Reports
Education and
Sector
Engagement
Data Quality
Investigation
and Data
Mining
Data Quality Improvement Strategy
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• Data Blitz
• UMNO Education
Day Updates
• Memos and
Communications
• Speaking
Engagements
• Mandatory
Education (LTC
Sector).
• Self Study Modules
• OHA Data Quality
Videos
DQ Investigation
• Data Submission
Compliance
Reports
• Surveillance
Reports
• Quarterly DQ
reports
• DQ Monitoring
Reports
• Data Quality
Culture Toolkit
• Ad Hoc Reports
Education and SE
Tools and Reporting
Linking Initiatives to DQ Improvement Strategy
• SCU Reporting
• Co-Morbidity
Reporting
• Homecare
Linkage
• Annual OCCI
Data Quality
Report
• LTC Data Quality
Inspection
Program
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DATA QUALITY CULTURE PROJECT
–SETTING THE STAGE?
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Culture Change…
…is Very Difficult
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What is Culture?

The values and behaviors that contribute to the unique social and
psychological environment of an organization.

Organizational culture includes an organization's expectations,
experiences, philosophy, and values that hold it together, and is
expressed in its self-image, inner workings, interactions with the outside
world, and future expectations.

It is based on shared attitudes, beliefs, customs, and written and
unwritten rules that have been developed over time and are considered
valid. It is shown by:
1. The ways the organization conducts its business, treats its employees,
customers, and the wider community,
2. The extent to which freedom is allowed in decision making, developing
new ideas, and personal expression,
3. How power and information flow through its hierarchy, and
4. How committed employees are towards collective objectives.
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What does Culture Affect?
 It affects the organization's productivity and
performance, and provides guidelines on
customer care and service, product quality and
safety, attendance and punctuality, and concern for
the environment.
 Organizational culture is unique for every
organization and one of the hardest things to
change.
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Data Quality Culture –Why Now??
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Evidence Based Decision Making –Funding,
Planning and Health System Sustainability.
We need to be more efficient in how we manage
data quality.
You can’t do it alone.
No more $$
Shifting culture is foundational to ensure we put
something in place that will stick!
Quality Patient Care!!!
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Our Vision…
“ ... a Data Quality Culture that
is embraced across the Health
System, to support the delivery
of quality patient care”
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Building a Data Quality Culture Our Objectives…
To create a shared data quality approach
wherein everyone who documents, collects or
submits data into the healthcare system is
accountable for quality of the data they produce.
Creating awareness of the uses of data for
planning, funding and many other decisions and
the impact of poor data quality.
Providing data quality tools and supports to
enable each health care provider and
organization to develop their own data quality
culture.
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Data Quality Culture
Current State and Gaps
HSP perception that Data Quality Culture is “immature”:
Limited:
 Sr. Management commitment
 Awareness/understanding of the implications of bad data
 Processes to support good Data Quality
 Ongoing staff DQ training
 Staff understanding of DQ roles, responsibilities, accountabilities
 Good quality Physician documentation – Coders and Data Collectors
“speak a different language” than Physicians
 DQ facility-wide communications & transparency
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Strong Data Quality Culture
How to Identify Good Data Quality Culture
You have a shared belief, behaviours and attitude
towards Data Quality improvement
You have commitment across your organization
Your teams work together to improve Data
Quality
Your organization understands the importance of
Data Quality
There is an awareness of Data Quality at every
level of staff
Your organization accepts accountability for the
Understanding
quality of the data they produce
You believe that good data creates positive outcomes for our patients and is used for
important decision making. It is a Culture of Trust in our leaders, ourselves and our
data…
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DQ Culture –The Big Picture…
DQ Culture
Toolkit and
Templates
Sample
Facility
Province
On-Line
Best
Practice
Library
DQ Tools
and Reports
Baseline
Self
Assessment
Procedure
Data Quality
Culture
DQ
Education
and
Engagement
Policy/
updates
Celebrating
DQ
Successes
Projects to
be
Determined
by Results
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Data Quality Culture -Phase 1
DQ Culture
Primer and
Strategy
Data Quality
Toolkit and
Templates
DQ Culture
Staff
Engagement
Tools
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DATA QUALITY CULTURE TOOLKIT
AND TEMPLATES
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DQ Culture Toolkit Objectives
To create data quality awareness across
each organization
Evaluate current data quality culture in
each organization through baseline selfassessment
Assist in empowering all staff who
collect, document or report data to have
a common understanding of their role in
data quality
Assist organizations to identify which
areas/departments where attention or
change may be required to improve data
quality culture
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Dashboard and Templates
DQ Culture Toolkit Layout
Introduction
• Background
• Overview of Toolkit
Self Assessment
• Instructions to perform self-assessment
• Details and examples
Change
Management
Tools
• Change Management Tools/Templates
• Examples
Operational and
Maintenance
Tools
• Operational and Maintenance
Tools/Templates
• Examples
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Example of Annual Cycle…
Re-assess
Baseline Self
Assessment
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Informs provincial gaps
Projects beyond phase1
Create awareness
Break down barriers
Develop best practices
Gap
Analysis
Operationalize
Change
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Sample of Acute Care Model
v8 (2014-08-15) FINAL
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DQ Culture Toolkit – Baseline Self-Assessment Flow
Information Technology Assessment
• Registration, Medical Records, Finance
Nursing/Professional Services
Assessment
• Surgical/Medical/Intensive Care, PT,
OT, Perioperative services
Diagnostic/Therapeutic
Assessment
• Laboratory, Medical Imaging,
Pharmacy
Facility
DQ
Culture
Maturity
Level
Physician/Medical
• Physicians, Surgeons, APNs
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DQ Culture Self Assessment Dashboard
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Self Assessment Data Input Form
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DQ Culture Templates
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ENGAGING YOUR ORGANIZATION
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Patient
Registration
ER
Department
Data Quality Triggers
Respiratory
Therapy
Lab
Diagnostic
Imaging
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DATA QUALITY CULTURE PROJECT
–PILOT AND IMPLEMENTATION
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Data Quality Culture Project Timeline
May 2014
Revised Toolkit, Electronic
Dashboard and Templates
October 2013
HSP Consultation
For Needs Assessment
January 2014
First Draft of DQ Toolkit
July 2013
Environmental Scan
December 2014
*Provincial Implementation
Hospitals
August 2014 - October 2014
Pilot with Hospitals
July 2013
July 2015
July 2014
Engagement with
OACCAC
September 2014
Engagement with LTC
(Homes and Associations)
April 2015
*Provincial Implementation
CCACs and LTC Homes
*Tentative implementation targets may be revised based on dependencies.
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Pilot - Overview
• 17 Facilities selected for Pilot (mostly volunteered).
• Facility types include -small, large, multi-site and teaching.
• Timeline - 8 weeks (planning to end of pilot).
• Use the toolkit (self-assessment and other tools).
• Extensive face to face debrief session with pilot facilities on
October 29th –provided lots of excellent feedback.
• Ministry will revise material (based on feedback).
• Provincial launch with hospital sector –target December 2014
• CCACs and Long-Term Care sectors to follow in Spring 2015
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Planning for Implementation- What We Know
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We know not everyone will want to start at the same time.
We know we don’t have the resources to support a total
‘hands on’ implementation model.
We know that everyone will not be able to go at the same
speed.
We know that available resources will vary across
organizations.
We know that we need to break down the implementation
into ‘bite size pieces’ to be successful.
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Draft Implementation Model -for discussion only
Kick-Off
Learning
Support
Ongoing
Activities
Provincial Data Quality Culture Implementation
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• Record
Session
• A series of
eLearning
Modules to
guide
facilities –
one step at a
time
• Regular
Support
from
Ministry
• FAQs
• Share Best
Practices
Ongoing Activities
• Provincial
Video
conference/w
ebinar to
engage Sr.
Leadership
• Bite Size
Pieces
Support
• Engage Sr.
Leadership
Learning
Kick-Off
Implementation Model Details
• Baseline
SelfAssessments
will help us
decide
where we go
next…
• Mentoring/
• BuddySystem
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