Health Results Team for Information Management Ministry of Health and LongTerm Care

1
Health Results Team for Information
ManagementMinistry of Health and Long-Term Care

• Coding Quality Task Force Workshop
• September 22, 2006

2
Structure for Phase 1 of the Local Data
Management Partnerships Health Information
Management
Health Information Management Advisory Committee
CCAC Health Information Management Council
Physician Documentation Expert Panel
Data Consistency Working Group
LHIN 14 Local Data Management Partnership
LHIN 1 Local Data Management Partnership
LHIN 2 Local Data Management Partnership
LHIN Local Data Management Partnership
LHIN 13 Local Data Management Partnership
To support the above committees, five Data
Management Coordinators have been hired to
facilitate coordination and implementation of the
partnerships objectives.
3
Who are the Data Management Coordinators?
The Data Management Coordinators (DMCs) are five
individuals across the province who function as a
team
Left to Right Sandra Lariviere, Teresa Adair,
Kyra Wager, Kathy Gilmore and Deb Tetreault
4
What is the role of the DMCs?

• Ensure objectives of MoHLTC in relation to
  provincial and national data quality initiatives
  are achieved in an effective, efficient and
  timely manner
• Ensure consistent provincial approaches to data
  quality
• Implement data quality initiatives within the
  Local Health Integration Network structure
• Develop standards and processes for data quality
• Develop products and tools to support data
  quality
• Facilitate communication between individuals
  responsible for Health Information Management
  within hospitals, Community Care Access Centres
  (CCACs), and Local Data Management Partnerships
  (LDMPs)

5
Resource and Support to the LDMPs
DMCs act as a support to the partnerships,
including the role of a resource, investigation
and resolution of issues, and assisting in LDMP
initiatives. The DMCs work together to promote
standardization, and facilitate information
sharing across the province.
6
Status Update on Projects Underway

• Professional Practice E-learning and Assessment
  Tool (PPeAT)
• Modules online, to be completed by all coders in
  the province
• Available until October 31st, 2006
• Reports due in late November/early December
• Data Issues and Actions Management System
  (DIAMS)
• Up and running accessible at www.diams.on.ca
• Encourage everyone to use this tool to report
  data issues
• Physician Documentation Expert Panel
• A Guide to Better Physician Documentation
  release planned for mid-October
• Healthcare Improvement Practices Registry

7
Other DMC Activities

• Data Quality Reports
• Will be compiled and distributed through DMCs
• Input and feedback has been taken into
  consideration in development of the new reports
  and distribution process for this current fiscal
  year
• Any input should be directed to your DMC
• Data Blitzes will continue in the spring
• NACRS Re-abstraction Study
• Six weeks of data collection and re-abstraction
  of Emergency Charts
• 15 facilities at least one facility from each
  LHIN, and ranging from small rural hospitals to
  the large city hospitals
• 500 charts were re-abstracted from each facility
• 11 re-abstractors
• Re-abstraction complete awaiting results
• Administrative Support for Provincial Committees
• Planning and organization of Health Information
  Management Advisory Committee and Data
  Consistency Working Group meetings

8
Initiatives In Progress

• The work currently underway by the DMCs
• Compendium of HIM Resources and Guidelines
• Workload Standards
• Database Enhancement Proposals
• Health Records Documentation Assessment Project
• Registration Standards
• Health Information Management Communities of
  Practice (CoP)

9
Compendium of HIM Resources Guidelines

• This tool for HIM professionals will include or
  provide direction to a number of resources and
  guidelines including but not limited to
• The profession
• Coding and abstracting
• Policies and procedures
• Data quality
• Record processing
• Workload
• Registration
• Journals
• Articles
• Associations
• Will be completed in hard copy by December 2006
  conversion into electronic format will follow.

10
Workload Standards

• Assessment of measurement systems currently in
  use, followed by the development of
• Steps to incorporate coding workload standards
  into the Health Records Department
• Productivity tracking sheet
• Steps and tracking sheet being piloted in
  Champlain LHIN
• 3 facilities multi-site teaching facility,
  community and small hospital
• After 2 months of data collection, all aspects of
  the project will be reviewed
• Next steps include
• Expanding pilot to include all facilities in the
  Champlain LHIN
• Rolling the workload project out to all LHINs
• Developing tools to capture workload in chart
  assembly, loose filing, microfilming,
  transcription, and release of information
• Pilots on above tools will be done in Champlain
  LHIN prior to province-wide implementation

11
Database Enhancement Proposals

• Proposals are submitted through
• Data Consistency Working Group
• LDMPs
• HIM Professionals
• Tracking of proposal status
• New
• Active under investigation
• Inactive denied
• Complete implemented
• DMC Involvement
• Creation of a database to capture all
  submissions, and their status
• Maintenance of database, tracking of status, and
  quarterly reporting

12
Health Records Documentation Assessment Project

• Came as a result of the Physician Document Expert
  Panel
• Ongoing struggle with physician documentation
• Health Records Assessment at the William Osler
  Health Center
• Headed primarily by a team of physicians, with
  representation from
• Central West LHIN
• MoHLTC Health Results Team for Information
  Management
• Data Management Coordinator
• Staff at William Osler Health Center
• Guide for improvement of health record
  documentation and processes to positively impact
  hospital compliance to standards, patient care
  and risk mitigation

13
Registration Standards

• Need for registration standards has been
  identified through many activities and forums. A
  number of initiatives are underway, nationally
  and provincially.
• Work to date
• CIHI National online education package
• SSHA Ontario Health Client Identification Data
  Dictionary
• CCO client registry as part of Wait Times
  Strategy
• Regional EMPI activities
• Next steps include
• Consolidation and comparison of work to date
• Solicit recommendations from HIMAC
• Creation and approval of provincial registration
  standards
• Online education for registration staff

14
Under Investigation

• Data Quality Audit Tool
• Tool which will compare previously coded data,
  with re-coded data identifying discrepancies
• DMCs will use the tool in analyzing identified
  data quality issues, and highlighting areas for
  education and action
• Hospitals may use it for their own data quality
  studies, or for training new staff
• The options for this tool are under investigation
  at this time

15
HIM Communities of Practice (CoP)

• Imagine a place where you can communicate with
  your peers and share information, discuss issues,
  exchange ideas without the inconvenience of
  arranging conference calls, traveling to
  meetings, preparing minutes, scheduling yet
  another meeting in your day....
• Welcome to the HIM Communities of Practice
• What is a CoP?
• A virtual environment where HIM professionals can
  share documents, ask questions, compare
  policies/procedures, and network
• Who can join?
• Hospital and Community Care Access Centre (CCAC)
  HIM professionals involved in Health Records,
  Registration, Decision Support, and Performance
• HIM students and faculty

16
What communities are available?

• There are several communities some are public
  (for anyone to join) and some are private
  (reserved for members only)

17
Joining the CoPs

• How do I join?
• Visit www.himcop.ca, click on the Join link
  beside Frequently Asked Questions in the top left
  of the screen, and follow the instructions

Note that screen shots may not be identical to
live website, due to the changing nature of the
CoP
18
Logging In

• Log-in at www.himcop.ca once you receive your
  username and password
• Forgot your username or password?
• Enter your email address and have it sent to you!

19
My profile

• Managing your profile and changing your password
• Click on Change Password, enter your current
  password and then enter and confirm your new one
• Recommend filling in rest of profile and
  displaying your information

My Profile
20
Your CoP Homepage

• Features of the CoP Homepage
• Listing of the communities that you are a member
  of, and the latest community news

21
Features of Homepage

• Ability to create links to your favourite sites

22
Features of Homepage

• Just updated communities that were most
  recently updated

23
Features of Homepage

• Announcements on whats new
• Featured Community

24
Features of Homepage

• Events that are happening
• Poll site wide poll

25
Features within each community

• The modules that are within
• Discussions
• News
• Resources
• Frequently Asked Questions
• Photo album
• Community events
• Community poll
• REMEMBER TO VIEW ALL

26
Setting Notifications

• What are notifications?
• An email that notifies you of activity on the site

27
How Do Notifications Work?

• How do they work?
• Settings are customizable for each user
• Settings per community
• Notifications can occur immediately, hourly,
  daily, weekly or monthly

28
CoP Mail

• Highlights of CoP mail
• Internal message system just amongst CoP members
• Communicate without filling up your regular inbox
• See if you have new mail right from your CoP
  homepage

29
Joining a New Community

• Click on Join/Visit Communities

30
Member Search

• Search to see all the other members on the CoP
• Send a message from your search results

31
Why YOU should participate on CoPs

• Benefits of the CoP include
• Participate in member-driven discussions
• Keep up to date on the latest news on Health
  Information Management and upcoming events
• Access publications and reference resources all
  from a central portal
• Links to relevant websites
• The more people who use the tool,
• the more effective it will be!

32
Health Results Teamfor Information Management
Read Information Management News our monthly
newsletter for HRT-IM updates. To subscribe,
send an email to HRTIM_at_moh.gov.on.ca
33
Comments and Questions

• Contact your Data Management Coordinator
• for your area as indicated on slide 5