Health Results Team for Information Management Ministry of Health and Long-Term Care Coding Quality Task Force Workshop September 22, 2006

2 Physician Documentation Expert Panel LHIN 1 Local Data Management Partnership LHIN 2 Local Data Management Partnership LHIN … Local Data Management Partnership LHIN 13 Local Data Management Partnership LHIN 14 Local Data Management Partnership Data Consistency Working Group Health Information Management Advisory Committee Structure for Phase 1 of the Local Data Management Partnerships: Health Information Management CCAC Health Information Management Council 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? Left to Right: Sandra Lariviere, Teresa Adair, Kyra Wager, Kathy Gilmore and Deb Tetreault The Data Management Coordinators (DMCs) are five individuals across the province who function as a team

4 What is the role of the DMC’s?  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 Data Management CoordinatorLDMPs of ResponsibilityContact Info Sandra Lariviere Erie St. Clair LDMP South West LDMP Waterloo Wellington LDMP Ext 228 Deb Tetreault Hamilton Niagara Haldimand Brant LDMP Mississauga Halton LDMP Toronto Central LDMP Central West LDMP Ext 225 Kathy Gilmore Central East LDMP North Simcoe Muskoka LDMP Central LDMP Ext 219 Kyra Wager Champlain LDMP South East LDMP Ext 2016 Teresa Adair North West LDMP North East LDMP Ext 2023 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 31 st, 2006  Reports due in late November/early December Data Issues and Actions Management System (DIAMS):  Up and running; accessible at  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) Public Communities – target membership listed, but anyone can join Community NameMembership Ontario Health Information ManagementAll members of the CoP Hospital Health Information ManagementAll coders in the province Community Care Access Centre (CCAC) Health Information Management All CCAC staff involved in health information management functions Each LHINAnyone from each LHIN: directors, coders, CCAC staff, etc. Private Communities – reserved for their members only (Health Information Management Advisory Committee, Data Consistency Working Group, CCAC Health Information Management Council, Local Data Management Partnerships)

17 Joining the CoPs How do I join?  Visit click on the “Join” link beside Frequently Asked Questions in the top left of the screen, and follow the instructionswww.himcop.ca * 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 once you receive your username and passwordwww.himcop.ca Forgot your username or password? Enter your 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 what’s 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 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!

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Comments and Questions Contact your Data Management Coordinator for your area as indicated on slide 5