Capacity Management - PowerPoint by HC120730082742


									Data Collection Call #4

      STOP CAUTI Data Collection Timeline
      (subject to change)
   April 22 Intro at NICHE meeting
   May 6: 1st data conference call: introduction and focus on demographic
    data elements
   May 25: 2nd data collection call: focus on urinary catheter elements and
    surgery elements
   June 15: 3rd data collection call: focus on laboratory data elements;
    validation of electronic data
   June 30: 4th call manual data collection; using REDCap for
    data collection and sending electronic files.
   Mid-July call: additional data issues; randomization; data
    collection waves
   August 1: Wave 1 data collection to begin
    What comes next for sites?
   Complete hospital worksheet
   Electronic data: prepare sample reports
    for study team review
   Get a data consultation
   July: Validate electronic documentation
    of catheter presence; pilot manual data
    collection; randomization
   August: Target data collection to begin
    – wave 1 sites
When can we start data collection?

1.   IRB approval obtained
2.   Subcontract executed
3.   Sample data files reviewed by STOP
     CAUTI team
4.   Hospital worksheet completed
5.   Electronic data validated/manual data
                                                                                                                                            Source         File Name*
Column (Variable)   Description           Variable Type Allowed Values/Formats                             Supplied Values/Formats

                                                                                                                                                           NOTE: the encounter number
                                                                                                                                                           will come in all files
                                                       Range from -21474836648 to 21474836648 -
                                                                                                 Y, we will assign a sequential
Enum                Encounter Number      Numeric      for dummy numbers assigned sequentially a
                                                       4 digit number is preferred.

                                                                                                                                            Care Manager   Study01012010.xls
DateAdmit           Date of Admission     Date         mm-dd-yyyy                                          Y

                                                                                                                                            IDX            Admin01012010.xls
DateDischarge       Date of Discharge     Date         mm-dd-yyyy                                          Y

                                                                                                                                            IDX            Admin01012010.xls
DiagCode            Principal Diagnosis   Text         ICD-9 code                                          Y

                                                                                                                                            Care Manger    Study01012010.xls
                    Patient Age (In
Age                                       Numeric      18-100                                              Y

                                                                                                                                            Care Manager   Study01012010.xls
Gender              Gender                Text         1 Character (Either "M" or "F")                     Y*, 1= female, 2 = male

                                                                                                                                            IDX            Admin01012010.xls

                                                       Maximum of 32 characters: “American                 Y*, native american, asian,
                                                       Indian/Alaska Native”, “Asian”, “Black or African
                                                                                                           black, hawaiian/pacific
Race 1              Race/Ethnicity        Text         American”, “Native Hawaiian or Other Pacific
                                                                                                           islander, caucasian, hispanic,
                                                       Islander”, “White”,”Not Hispanic”, “More Than One
                                                       Race”, “Unknown or Not Reported”                    multiracial, unknown.

                    Race/Ethnicity 2nd                 Maximum of 32 characters: choices are               N, we don’t have a 2nd
Race 2                                    Text
                    field                              same as above                                       race/ethnicity question
     Data Consultations for Individual Sites
   What? 30 min calls for clinical IT, project
    coordinators, data collectors to discuss
    specifics of electronic data extraction,
    formatting issues.
   Who? The data team (Heidi, Brian, Patrick).
   When? Now through June 30.
   Why ? No two hospitals are alike.
   How: Contact
CORRECTION: Urinalysis Elements
     Encounter number
     Urinalysis Order number
     Result date/time
     Result name:
          Nitrite Urine
          Leuk Est U
          WBC U
          Bact U
     Result Value: “negative” or “positive” or
      other values as defined on next slide
Data Flow
Study Sites            UCH

Manual                 UCH
              REDCAP   Secure
    Introduction to

   Research Electronic Data Capture and
    the REDCap Consortium:

   REDCap site at University of Colorado
Benefits of REDCap

   Web-based
   HIPAA compliant
   You can only access your own site’s
   Designed for clinical research
   Data validation built in
        REDCap Access

   3 logins per study site (more provided
    upon request):
       xxxxLead        ex. ColoLead
       xxxxEntry1      ex. ColoEntry1
       xxxxEntry2      ex. ColoEntry2
   Passwords – will be emailed to the
    NICHE coordinator by Patrick Hosokawa

   REDCap Home Page
Actions on REDCap

1.    Sending data files to the STOP CAUTI
2.    Entering manually collected data
     1.   The STOP CAUTI database WILL NOT
          BE ACTIVE until August 1.
     2.   A test database will be active in July for
          practice. NO STUDY DATA SHOULD BE
REDCap Main Page After User login

1. To enter data:
                    2. To send data
My Databases
                    files: Send-It
Send Data Page (scroll down):

         1. To:
         2. Subject:
         Data from [facility]
         3. Message:
         Filenames (optional)
                  4. Select 14 days
         5. Attach Data File

         6. Hit Send!
  Main Page After User
REDCap After User Login – Select My
Databases Tab
                     Main Page for Manual
                     Data Entry

Click on the table
you would like to
enter data into
Manual Data Enter Study Encounter ID

            To add to an existing
            encounter, selct from
            the a list of IDs
                                To start a new
                                encounter you
                                must enter the ID
                                and hit TAB
Manual Data Entry Form: EncounterTable
  Selected Table

                      Will be assigned
                      AFTER the

                    Select and go on to
                    the next table
                    (Location) for this
 Manual Data Collection

For sites with no or partial EMR
  implementation or limited reporting
Forms can be entered directly into
  REDCap at any computer with internet
Forms can be printed out for data
  collection and later data entry.
Manual Data Collection Procedures

 A data collector

 A set time of day (between 8 and 9 AM)

 REDCap Access or printed out forms

 Crosswalk file

 A daily census for study unit(s)

 Access to chart and clinical IT
Daily Procedure – Identifying Patients
   Obtain daily census
   Identify eligible patients
       Catheterized – (EMR/chart review, charge
        nurse report, nursing query)
   Add each patient to crosswalk file
   Create a REDCap encounter
       Fill out encounter, location, catheter forms
More information

   To be more efficient:
       get a report from your EMR, rather than
        hand query
       Use a charge nurse report  however
        discrepancies will need to be resolved by
        patient’s nurse
       Stop data collection on discharge or on the
        3rd hospital day after catheter removal.
  The Crosswalk File = The Key to Your Data
                                                             1.   Add each
Study     Hospital    Name         MRN          Admit Date        eligible
Encounter Encounter   (optional)   (optional)   (optional)        encounter
Number    Number                                             2.   Use the Study
0001      987654321   John Doe     123456       1/1/10            Encounter
0002      987654322   Jane Doe     789123       1/2/10            Number as the
0003                                                              unique
                                                                  identifier for the
                                                             3.   Add more Study
0006                                                              Encounter
0007                                                              numbers as
0008                                                              needed
                                                             4.   Keep this up to
                                                                  date and
                                                                  securely stored
        Ongoing Data Collection: Daily Query
   Identify new patients (see prior slide)
   Catheter Query - fill out catheter form
       New patients – when was catheter placed?
       Existing patients – was catheter removed?
   Urine culture query –
       Was a urine culture sent? If yes:
          Was a urinalysis or blood culture sent?

          Did this patient have a temperature > 38C?

          Fill out culture, culture organism, urinalysis, and
           temp forms as needed.
Piloting your manual data collection

   1-2 weeks of piloting before anticipated
    start of data collection
   dry run of all collection procedures
    including data entry on REDCap
Additional tools coming soon

   STOP CAUTI Study Data Collection

   PDF document REDCap Forms

   A crosswalk file for manual data
    collection sites.
Thank you!

   Questions?

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