Data Quality Culture Project Validating Your Ticket…. OHIMA Annual Conference November 7th, 2014 Presented by: Stacey Colameco 2 Data Quality Improvement Strategy Data Quality Tools and Reports Education and Sector Engagement Data Quality Investigation and Data Mining Data Quality Improvement Strategy 3 • 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 4 DATA QUALITY CULTURE PROJECT –SETTING THE STAGE? 5 Culture Change… …is Very Difficult 6 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. 7 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. 8 9 Data Quality Culture –Why Now?? • • • • • • 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!!! 10 Our Vision… “ ... a Data Quality Culture that is embraced across the Health System, to support the delivery of quality patient care” 11 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. 12 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 13 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… 14 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 15 Data Quality Culture -Phase 1 DQ Culture Primer and Strategy Data Quality Toolkit and Templates DQ Culture Staff Engagement Tools 16 DATA QUALITY CULTURE TOOLKIT AND TEMPLATES 17 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 18 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 19 Example of Annual Cycle… Re-assess Baseline Self Assessment • • • • • Informs provincial gaps Projects beyond phase1 Create awareness Break down barriers Develop best practices Gap Analysis Operationalize Change 20 Sample of Acute Care Model v8 (2014-08-15) FINAL 21 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 22 DQ Culture Self Assessment Dashboard 23 Self Assessment Data Input Form 24 DQ Culture Templates 25 ENGAGING YOUR ORGANIZATION 26 Patient Registration ER Department Data Quality Triggers Respiratory Therapy Lab Diagnostic Imaging 27 DATA QUALITY CULTURE PROJECT –PILOT AND IMPLEMENTATION 28 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. 29 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 30 31 Planning for Implementation- What We Know • • • • • 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. 32 Draft Implementation Model -for discussion only Kick-Off Learning Support Ongoing Activities Provincial Data Quality Culture Implementation 33 • 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 34 35