Accurate, timely and quality data – the challenges. A Department of Health Victoria Perspective

Brooke Macpherson and Tamara Rogan

Funding and Information Policy BranchDepartment of Health Victoria

Department of Health Victoria

Health Services funded to provide:

• Admitted services

• Emergency services

• Management of waiting lists for elective surgery

• Outpatient services

The Department monitors:

• Performance and service delivery

• Quality of care

Challenges of Missing Data

Risk of non-compliance with agreed reporting requirements

Importance of monitoring systems that flag when data is missing

Causes:

• New Hospitals / Merging Campuses

• New Software Systems

• Non-compliance

• Staff Shortages

The Issue

Data Quality

• Incomplete, wrong, or missing data

• Validation issues

Importance of Training

• Underestimation of the amount of training Health Service staff require

Building Relationships

Contacting sites

Other issues identified

Not just technical

• Staff shortages

• Lack of experienced staff

• People who don't know how to submit

• People who don't know how to correct errors

• Lack of qualified staff

Use of Aggregate Data

Fall back on existing procedure

• Web portals – previous forms

• Manual data collection forms

Uses of aggregate data

• Absolute minimum data needed for performance monitoring

• Satisfy key public accountability requirements

Stakeholder Liaison

Stakeholders

• Internal and external

Compliance reports

• Level of data availability

• Status of data compliance issues

Issues log

• Impact of using aggregate data

• Solutions to fit requirements

New Methods

Alternative acquisition methods:

• Direct access to data warehouse

• Email

• Scanned forms

DH involvement with sites

Outcomes

Renewed communication with all Health Services including private hospitals

• Stronger relationships

• Establishment of regular meetings within DH

Closer monitoring and stakeholder engagement

New workforce development position at DH

Outcomes - Workforce Strategy

Establishment of Health Information Workforce Working Group (HIWWG)

• Develop health information workforce strategy

• Establishment of stakeholder working group (public and private hospitals, metropolitan and rural sites)

• Consultation with education providers and training organisations to commence shortly

• Assessment of current state underway

Lessons to Remember

Communication

• Within your organisation

• With stakeholders

Don’t ignore relationships

Review your processes

Be flexible!

Contact Details – National Health Reform

• Josephine Beer – Workforce Strategy Manager

Josephine.Beer@health.vic.gov.au

• National Reform Projects in Victoria

http://www.health.vic.gov.au/healthreform/