Patient Administration Performance Delivery Evidence Framework May 2016 Corporate Data Quality Assurance

Background The Framework has been developed to encourage the utilisation of methods proposed to improve administrative approach to data quality The Framework may not be applied in its entirety but is intended to prompt review and understand local ways of working. The HSCIC would encourage Trusts to consider the value this Framework could add in their own organisation The Framework should be used to improve the organisation’s DQMI score

Aim of the Framework Address training and education needs relating to the correct entry of data Improve engagement between administrative staff and clinical staff A consistent way of working Equitable and consistent management of staff Ensure adequate focus on data quality as well as supporting clinical areas To provide support, cover and service delivery Continually engage with the administrative staff as to what they feel their priorities are in regard to data quality and other tasks they have tom complete.

Data Quality Delivery Statement Create a culture and understanding in staff of the value of capturing high quality data in real time to improve patient care. To continually record accurate data to ensure high quality care to all patients, citizens and stakeholders

Key Areas Key Areas Training and development Tackling inaccuracy raising profile of DQ Systems Admin cross cover Management of Absence Report Monitoring of Data Audit Delivery Monthly Reviews, apprasals and 1-1’s / Morale Recruitment and retention Clinical Engagement

Key Data Items Could we list the data items we have included in the first DQMI?

Performance Management Excellent performance should be praised and highlighted, with good practice shared amongst other admin staff Seek to understand where data accuracy is of a low level and engage the admin service to improve Proposal to develop local performance reporting tools that demonstrate following audit the accuracy of the data entered at an individual administrator level Empower management staff of administrators to engage with the data accuracy and quality agenda to build close relationships between care delivers and admin staff.

Performance management indicators Providers may wish to set percentage thresholds to understand by clinical area or individual following audit what is the level of accuracy of data entered into their key systems.. Staff member is performing as expected / well There is a potential area which needs investigating Immediate action needs to be take

Structure’s A clear management structure should be held by each organisation. In regard to those individuals who enter in data. This ensures that there is accountability for low levels of data quality and accuracy. For example  Over all Manager Team leaders / auditors (Potential ratio 1:10) Data Administrative Staff

Overall Approach - Conclusion To what extent are administrative staff who enter data incentivised, engaged, audited and reviewed for the data they enter. Immediate response to data quality issues or changes in practice should be in place locally. Ensure cover is in place for clinical areas to maintain consistency of clinical and administrative data entry, Set clear expectations to all admin staff on the level of data quality expected. Promote engagement between administrative and clinical staff. Ensure there are appropriate structures of engagement groups to prioritise data quality within an organisation and accountable officers are in place.