1. Key Performance Indicators
Dr Rod Harvey
Gavin Sell

2. Topics Key Performance Indicator Definitions Examples/Scenarios Intro:
In this workshop we want to give you assurances that the KPI’s have been accurately defined and that essential to using the reports is a good understanding of the way that they have been defined.
In this session we will go through some of the important (and maybe more difficult) definitions. To make use of the reports to manage your service it is important that you understand exactly what the reports are saying.
We will then give the rest of the time to looking at some scenarios and the KPI’s in relation to these scenarios. We’d be happy to take questions about specific scenarios and look at these and work through them on flip chart.

3. 21 Key Performance Indicators 5 reports
Definitions are all in the Manual
Intro:
There are 21 different KPI’s – but they are presented in 5 different reports that will be able to be run from Soarian:
Screening Uptake report
Screening Performance report
Screening Outcomes report
Ophthalmology Performance report
Grading Internal QA report
I suggest I produce a handout for this listing the reports and which KPI’s in are each.
For each report there are parameters that will need to be entered by the user which will determine the content of the report. This session is aimed at helping you to be able to work out how to use the parameters to make best use of the report and to give assurance that considerable effort has gone into the definitions of the KPI’s.
You can have confidence that when using the reports the numbers that they are presenting are the correct numbers!
The KPI definitions are all available on the internet on the DRS Web page.

4. This is the definition document.
The first section (2 pages) is a table of definitions of terms - Click mouse
The second section is the actual Indicators.
When we defined the KPI’s we applied a lot of effort into ensuring that the definitions were unambiguous. Where ever you see a word in itallics in the indicator description this means that the word has a definition.
Each definition has been very accurately defined and if you ever need to understand understand what a KPI is actually measuring and the database query that is generating the report you will need to give careful attention to the related definitions.
We are going to look at some of the more important definitions/concepts that have been used to generate the KPI’s and then go onto look at some specific KPI’s to give some examples of how the numbers are created.

5. In or ready for workflow
Populations
Ophthalmology Care
Total Population
Patient merge
In or ready for workflow
Screening Population
Not Diabetic
Deceased
Eligible Population
Loss of Vision
Terminal illness
Firstly we will look at the way that the populations are defined as in every Indicator we need to be precise about which people are included in the KPI. So we have defined three different populations:
Total Population, Screening Population, Eligible population
I suggest that we give have the definitions on a handout so that people can read them in front of them as we then go through this slide which is animated and builds up the populations
Click mouse and diagram appears
The complete circle represents all the patient records in Soarian. With each segment representing people who are either suspended or in workflow.
Total Population is defined as everyone in Soarian on the day of the report apart from those suspended for reason of Deceased, Not diabetic or Patient Merge. Click mouse and total population arc and title appear
Screening population is Total Population without those suspended for reasons: Loss of vision, Terminal Illness, Unfit, opted out, No active CHI, Under age Click mouse and screening population arc and title appear
Point out that Temp unavailable are in the screening population
Eligible population is Screening population excluding those who are excluded for reason of under opthalmology care click mouse and final arc shows
Temp Unavailable
Unfit
Opted out
No Active CHI
Under Age

6. Dates Reporting Start Date Reference Date Reporting Interval time
KPI Date
Now look at dates. This is particularly important as it relates to the parameters that the user enters when running the reports.
We have defined the date on which the data is extracted from the database to create the report is called the KPI date – mouse click and it appears
In practice this is today – i.e the day that you run the report. This is not an entered parameter.
The Reference Date is an entered parameter – click and it appears
This date is the date against which the KPI’s are determined and can be in the future or the same as the KPI date – click and it moves
The default for this date is the same as the KPI date
Another user entered parameter is the Reporting Start Date – click and it appears.
This is always in the past – click and it moves.
And it used to define the reporting interval – click and it appears – which is the period of time that the requested report refers to. Note that the default start date is 12 months prior to the Reference Date.
At this point it might be worth going to a flip chart to show how you can change the reference date and start date to get reporting on different periods

7. Screening Episodes Photography, Slit Lamp and Ophthalmology
Screening outcomes are defined as one of the following:
Rescreen in 12 months
Rescreen in 6 months
Refer to Ophthalmology
Refer to Slit Lamp
Retain under Ophthalmology Review
It’s important to understand how we have defined a screening episode and what is successful and unsuccessful screening.
Note that a Photography, slit lamp and ophthalmology are all different episodes. The screening episode starts when the patient attends.
Screening outcomes are defined in the list on the screen
Did Not attend is not a screening outcome – obviously because the patient has not been screened.

8. Successful Screening Unsuccessful Screening is when
Patient attended outcome is recorded +
R6 for at least one eye (without referable grade in the other eye)
Successful Screening is when
Patient attended outcome is recorded +
patient is not unsuccessfully screened
The slide is self explanatory
If you understand what unsuccessful screening is, then you can understand successful.
DNA’s are neither successful or unsuccessful!

9. Lets look at some examples….
Rod – I thought that we could may be have a think about some of these on the train on the way down and prepare some scenarios that we can work through on flip chart.

10. Annual Successful Screening Rate
In or Ready for Workflow or Temp suspended for reason temp unavailable
Eligible on the KPI date
The proportion of the Eligible Population who have been Successfully Screened by slit lamp or photography at least once within a period of 12 months prior to the Reference date
Counting people not episodes
Attended with an outcome and not R6 for either eye (in the absence of referable grade)
Not Ophthalmology

11. Annual Successful Screening Rate
12 months
Reporting Start Date
Reference Date
Episode started
Grading Completed
Result Delivered
Episode started
Grading Completed
R0/M1
time
Episode started
Grading Completed
Episode started
Grading Completed
R0/M0
KPI Date

12. Annual Successful Screening Rate
12 months
Reporting Start Date
Reference Date
Episode started
Grading Completed
Result Delivered
Ophth result
R1/M2
Retain
time
Episode started
Grading Completed
Result Delivered
Ophth result
R1/M2
KPI Date
Discharge 6 month
Status
Temp Suspended
Waiting Delivery
Ready for work flow
Waiting Result
Status
Waiting Result
Waiting Delivery
Ready for work flow

14. Key Performance Indicators
Dr Rod Harvey
Gavin Sell