emergency department information system (edis) – data ... · web viewdata quality policy system...
TRANSCRIPT
Emergency Department Information System (EDIS) – Data Validation
Canberra Hospital and Health Services
Operational Procedure
Emergency Department Information System (EDIS) – Data Validation
Contents
Contents1
Purpose2
Scope2
Section 1 – Preparation of Validation Reports2
Implementation3
Related Policies, Procedures, Guidelines and Legislation4
References4
Search Terms4
Attachments4
Attachment 1: Daily Data Validation Reports6
Attachment 2: Triage Category waiting time exceeded7
Purpose
For various reasons, there are inconsistencies in the information entered in the Emergency Department Information System (EDIS). As a result, data validation is required.
This Operational Procedure provides guidance to the EDIS System Administrators on which records to audit and which data they are allowed to edit in EDIS.
Back to Table of Contents
Scope
This Operational procedure applies to the EDIS Administrators only. EDIS administrators are employed by ACT Health within the division of Critical Care
Back to Table of Contents
Section 1 – Preparation of Validation Reports
1. Run, save and print the following reports DAILY:
· ‘Excess Triage Category Wait’ and
· ‘Triage Excess Percentage’
· The timeframe for these reports are for the previous day, from midnight to midnight.
2. Next, run the other 21 data validation reports (see Attachment 1) which identify other data entry inconsistencies. Save any reports that flag incorrect data before any data validation is made. The timeframe for these reports are also for the previous day, from midnight to midnight.
· Edit all incorrect data identified in these reports
3. After the data has been corrected, re-run and print the ‘Excess Triage Category Wait’ Report. This report is used to review the ‘Doctor Seen By’ times.
Apply the following parameters:
· Exclude ‘Did Not Wait’
· Exclude ‘Triage Category 4’
4. The EDIS Administrator is required to review the clinical records of every patient on the list. Any one of the following list of documented evidence may be used to edit the ‘Doctor Seen By’ times:
a. Time seen as recorded in patient notes
b. Time of arrival for Triage Category 1 patients sent into Resuscitation – Code Trauma, Air Ambulance Retrieval, Intubated, Cardiorespiratory Resuscitation (CPR) in progress and straight to Resuscitation.
c. Time of commencement of a medically approved and supervised protocol (Chest Pain Pathway, etc.) For patients seen as part of the Chest Pain Pathway or where an ECG has been performed in the initial assessment, the recorded time of the Electrocardiograph (ECG) (following the protocol that all ECGs are to be shown immediately to a senior Emergency Department (ED) doctor for assessment)
d. The earliest time of a written medication or fluid order signed by a doctor
e. Correction of obvious errors (incorrect day, 12-hour versus. 24-hour clock, etc.)
f. Comprehensive completion of the triage mental health checklist if all responses marked as ‘No’
g. Earliest entry by mental health clinician on MAJICeR
h. Earliest recorded doctor time on EDIS (Ctrl+H)
5. Any differences are recorded on the hard copy of the ‘Excess Triage Category Wait Report’ (See Appendix B).
6. The documented differences are then used to edit the ‘Doctor Seen By’ time in EDIS.
7. When the editing is complete re-run and save the:
a. ‘Excess Triage Category Wait’” Report and save;
b. ‘Triage Excess Percentage’ report and print.
8. Store the hard copies of before and after Triage Excess Percentage reports and the printed audit template with documented changes in ‘this month’s data’ folder. Audit records are only kept for about 3 months and sent to Records Management at Mitchell for secure storage, these reports are only retrieved if requested through an official inquiry process.
Outcome Measure
Accurate recording, or as close to, of the management of patients who attend the ED.
The intention of this procedure is to ensure accurate recording or management of patients who attend the ED. Compliance with this procedure is monitored using [methods listed below”
Method
My Hospitals:
· Waiting Times
· Time in Emergency
· Number of Patients
Score Card
ED Validation Report
National & Local KPI’s
Performance Information Portal – ED Live
Back to Table of Contents
Implementation
This document will be Available on the policy register on Sharepoint, discussed at orientation and in existing program of education for EDIS administrators
Back to Table of Contents
Related Policies, Procedures, Guidelines and Legislation
Legislation
ACT Health Records (Privacy and Access) Act 1997
Electronic Transactions ACT 2001
Territory Records Act 2002
Policies
Data Quality Policy
System Security Plan: EDIS – Emergency Department Information System
Data Release Policy
Acceptable Access and Use of Information Technology (IT) Policy
Data Custodian and Data Steward Policy
Electronic Emergency Department Operating System (EEDOS) Policy
Standards
ACT Health Admitted Patient Activity Data Standards
Non-Admitted Patient Emergency Department Care NMDS 2014-15
Back to Table of Contents
References
1. ACT Auditor-General’s Performance Audit Report
2. Emergency Department Performance Information, Report No.6/2012, July 2012
Back to Table of Contents
Search Terms
EDIS, Data, Emergency Department Information System, Validation, Waiting times
Back to Table of Contents
Attachments
Attachment 1: Daily Data Validation Reports
Attachment 2: Triage Category waiting time exceeded
Disclaimer: This document has been developed by ACT Health, Canberra Hospital and Health Services specifically for its own use. Use of this document and any reliance on the information contained therein by any third party is at his or her own risk and Health Directorate assumes no responsibility whatsoever.
Policy Team ONLY to complete the following:
Date Amended
Section Amended
Divisional Approval
Final Approval
14/03/2018
Full review
ED, Critical Care
CHHS PC
This document supersedes the following:
Document Number
Document Name
Attachment 1: Daily Data Validation Reports
· Referred from ED
· Downtime List
· Referred by
· DOH Error Report
· Patients Located in EMU
· NE check
· No EPISI
· LMO Code Blank
· ADMEPISI1
· Short EMU Admissions
· Bed Req – Depart Mismatch
· Doctor Specialty Mismatch
· Depart Dest – Ward Mismatch
· Overlapping Episodes
· Deaths
Incomplete Admissions List
· DUP2
· EDIS Edits Prior to 48 Hours After Discharge
· Did Not Wait
· Date-Time Mismatch
· Ward Comparison Folder
Refer to the EDIS Administrator Local Procedure Manual located in the EDIS Administrator office for further details on these reports.
CHHS18/114
·
Doc Number
Version
Issued
Review Date
Area Responsible
Page
CHHS18/114
1.0
16/03/2018
01/07/2019
Critical Care
7 of 7
Do not refer to a paper based copy of this policy document. The most current version can be found on the ACT Health Policy Register
Attachment 2: Triage Category waiting time exceeded