HMIS (LESSON 7 HIS) Flashcards
________ is collected at every point along the patient’s journey through these systems in Ireland
DATA
the information of data can be used in?
Health providers and monitoring
what categories are involved for monitoring in the data data collection?
Diseases, planning services, informing health policy and undertaking research
data quality should be ________
highest possible quality
where laboratory results are ________, the doctor will be able to decide how to best treat the patient
accurate
what are the 5 Key Components of Data Information & Quality?
Timeliness & Punctuality
Accuracy & Reliability
Accessibility & Clarity
Relevance
Coherence & Comparability
one of the 5 key concepts of data information and quality where timely data is collected within a reasonable agreed
time period after the activity that it measures?
Timeliness & Punctuality
one of the 5 key concepts of data information and quality where it allows the doctor to swiftly make a decision about how
best to treat the patient
timeliness and punctuality
one of the 5 key concepts of data information and quality where it allows the doctor to swiftly make a decision about how
best to treat the patient
Timeliness and punctuality
one of the 5 key concepts of data information and quality where refers to how closely the data correctly & consistently
describes what it was designed to measure
Accuracy and reliability
one of the 5 key concepts of data information and quality where when results are quality-checked in laboratories, the doctor can have confidence in making a diagnosis
based on accurate test results
Accuracy and reliability
one of the 5 key concepts of data information and quality where accessible & clear data are easily obtainable &
presented in a way that can be understood
accessibility and clarity
one of the 5 key concepts of data information and quality where accessible & clear data are easily obtainable &
presented in a way that can be understood
accessibility and clarity
one of the 5 key concepts of data information and quality where relevant data meets the current & potential future needs of users
relevance
one of the 5 key concepts of data information and quality where it is consistent and can be easily combined with other sources
Coherence and comparability
coherent and comparable data should _______ over time and it can be ________ with other sources.
Consistent and easily combined
important that this data is of the highest possible quality. What do you call this term?
Data quality
data quality should be _______ and _________.
accurate and relevant
this allows organizations to identify any URLs and put measures in place to prevent these from happening in the future
Assessing data quality
high quality data leads to ________________.
poor quality data leads to ____________.
high quality decisions,
poor quality decisions
what are the factors of data quality?
Accuracy
o Completeness
o Reliability
o Relevance
o How up to date it is
it is A central to developing effective health information systems
Data quality
data should always be reliable and _______.
accurate
Data should always be __________ and accurate
reliable
who founded the organization that set guidelines for data quality standard?
United States of America (USA)
what are the organizations that set guidelines for data quality standard?
Medical Record Institute (MRI)
American Health Information Management (AHIMA)
what are the MRI Principles that healthcare care documentation must have ?
Unique patient identification must be assured within and
across healthcare documentation systems.
Healthcare documentation must be:
▪ Accurate
▪ Timely
▪ Complete
▪ Interoperable across types of documentation systems
▪ Accessible at any time and at any place where patient
care is needed
Auditable
▪ Confidential and secure authentication and accountability must be provided in the data gathering and throughout the entire process
Meaning of AHIMA?
American Health Information Management Assurance (AHIMA)
meaning of MRI?
Medical Records Institute
what are the characteristics of data quality based on the standards of American Health Information Management (AHIMA) and Medical Records Institute (MRI)?
Accessibility
Accuracy
Comprehensiveness
Consistency
Currency
Definition
Granularity
Precision
Relevancy
Timeliness
Characteristics of data quality?
Application,Collection, Warehousing, Analysis
one of the characteristics of data quality, where its purpose for which the data are collected.
Application
one of the characteristics of data quality, where this is where you state or gather the purpose of why you
are collecting data in the first place
application
one of the characteristics of data quality, where this is where it is the processes by which data elements are accumulated.
Collection
one of the characteristics of data quality, where the processes and systems used to archive data and data journals.
warehousing
one of the characteristics of data quality, where he process of translating data into information utilized for an application.
Analysis
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “Data should be accessible.”
Accessibility
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “Data items should be easily obtainable and legal to collect.”
Accessibility
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “Good data should be accessible and it should be only accessible to those who are authorized to access it.”
accessibility
data should be __________. Data should be easily obtainable and ___________ to collect
easily obtainable and legal
Good data should be accessible and it should be only accessible to those who are ________ to access it.
authorized
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “Data should reflect correct, valid values.”
Accuracy
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “Accuracy will talk more about the correct valid values.”
Accuracy
__________ .will talk more about the correct valid values.
Accuracy
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “All required data items are included..”
Comprehensiveness
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “All required data items are included.”
Comprehensiveness
When you say comprehensive, all of the data should be _________.
complete
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “The entire scope of the data should be collected and
documented with intentional limitations.”
Comprehensiveness
Comprehensiveness is The entire scope of the data should be collected and
documented with ___________________.
intentional limitations
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “The value of the data should be reliable and the same
across applications.”
Consistency
if there is a word or an abbreviation that can be used in different places for different meaning, you should put a __________ that will state the whole __________ of the abbreviation
parenthesis, meaning
What happens if you use different abbreviations to mean
different things?
people who are reading that data may not be oriented to what you intend the data
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “The data should be up-to-date if it is current for a specific
point in time.”
Currency
what is the singular form of data?
Datum
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “Many types of health care data become obsolete after a
period of time.”
Currency
Good data quality ensures that data is ______________.
up to date
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “Should be clearly provided for current and future data users.”
Defintion
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “Each data element should have clear meaning and
acceptable values.”
definition
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “This also relates to consistency.”
defintion
what is one way to supply clear data defintions?
Data Dictionaries
Several books have __________ at the end. One purpose of it is to provide the definition of terms.
glossaries
In making SOPs or your standard operating procedures in different laboratories or in different organizations, one of the first few pages we have the ______________. So that will allow the user or their readers to know the _____________ that will be mentioned in that SOP.
definition of terms, meaning of the words
Doesn’t mean it is automated, there is an excuse to exclude ____________.
definition
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “Attributes and values of the data should be defined at the
correct level of detail.”
Granularity
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “Also called Atomicity”
Granularity
what is the root word of atomicity?
Atomic
Individual data elements that are ________ are the same, that they cannot be __________
atomic, further subdivided
_______________ enables for the arrangement of data so you can subdivide the name.
Granularity
what do you search if you are searching for certain patient charts from that patient’s medical history?
Full name
if you are searching for how many dela cruzes have been admitted to the hospital then you are searching for the?
Atomic
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “Data values should be just large enough to support the
application or process.”
Precision
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “it often relates to numerical data, where it denotes how close the acutal size, weight, or other standard a particular measurement.”
Precision
usually talks about numerical data
Precision
usually talks about the words and the letters.
Accuracy
it is where you think more about typographical error in the data or the misspelling of anmes or terms and deals with words
accuracy
deals with numbers so whichever number is needed it should be that one, it should not be rounded-off and should not be minus, it has to be precise.
Precision
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “The data are meaningful to the performance of the process
or application for which they are collected.”
Relevancy
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “The data are meaningful to the performance of the process
or application for which they are collected.”
relevancy
So you have to access if that data is relevant to because if it is not relevant then that would just cause ____________.
bloating
We have to save storage room for our data so irrelevant data leads to _________ in the storage room and aside from that, it can also mislead any future use of that data.
bloating
one of the characteristics of data quality based on the standards set by MRI and AHIMA, where it stated that “Determined by how the data are being used and their
context.”
Timeliness
must be available to the health care provider in a timely manner, producing accurate results after the patient has been discharged may be of little or no value to the patient’s care
Critical Lab values
needed daily to provide sufficient day-to- day operation staffing such as nursing and food service.
PAtient census
what census would you need were you need it for strategic planning?
Annual or monthly patient census
what census would you are planning for food service, like what food to serve on that day, or how much will the dietary department cook, then you need the ___________ or if how many nurses will go on duty that day?
day-to-day patient census
what are the five major functions negatively affected by poor quality data?
- Patient Safety
- Public Safety
- Continuity of Patient Care
- Health Care Economics
- Clinical Research and Outcomes
one of the five major functions negatively affected by poor-quality data where “First to be affected with poor-quality data because they are direct recipients of health care.”
Patient safety
patient safety is affected by?
inadequate information, illegible entries, misinterpretations, and insufficient interoperability.
one of the five major functions negatively affected by poor-quality data where “Diminished by the inability to collect information in a coordinated, timely manner at the provider level in response to epidemics and the threat of terrorism.”
Public safety
one of the five major functions negatively affected by poor-quality data where “Affected by lack of shareable information among patient care providers.”
Continuity of patient care
difference between EMR and EHR?
EMR (Electronic medical record) exists for one organization only while EHR (electronic health records) are records that are shared by multiple organizations
one of the five major functions negatively affected by poor-quality data where “good quality of data in EHR ensures that the patient’s second doctor is aware of the health services given to the patient from the first hospital.”
continuity of patient care
is shared from hospital to hospital so they can monitor the patient’s case properly?
EHR (Electronic health record)
one of the five major functions negatively affected by poor-quality data where “Information capture and report generation costs estimated to be ~$50 billion annually.”
Health Care Economics
______________ will suffer if there is a bad quality in data.
Healthcare Economics
Healthcare Economics is an important function that is negatively affected by ___________.
poor-quality data
one of the five major functions negatively affected by poor-quality data where “Affected by a lack of uniform information capture that is needed to facilitate the derivation of data from routine patient care documentation.”
Clinical research and outcomes
is the Discreet measurement of data quality, usually using standard data quality performance indicators such as accuracy, timeliness and completeness of reporting.
data quality assessment
it is Still basing it on the qualities of good quality data but systematizing it to indicators and tools for us to easily measure.
DAta quality assessment
it is Often conducted on a sample of health facilities representative of the whole health program, given a large enough sample and an appropriate sampling methodology.
Data quality assessment
what are the data quality assessment tools focus on?
- Verifying the quality of reported data.
2.Assessing the underlying data management and reporting systems for standard program-level output indicators.
what are the three types of data quality assessment tools?
A. Data Quality Audit Tool
B. Routine Data Quality Assessment Tool
C. Lot Quality Assurance Sampling
one of the types of data quality assessment tools where it “Provides guidelines to be used by an external audit team to assess a program/project’s ability to report quality data.”
Data quality Audit tool
one of the types of data quality assessment tools where it is the”Simplified version of DQA tool.”
Routine Data Quality Assessment Tool
one of the types of data quality assessment tools where it is the”Simplified because it is routinely/regularly done.”
Routine data quality assessment tool
what are the use cases of RDQA?
-Routine data quality checks as part of on-going supervision.
-Initial and follow-up assessments of data
management and reporting systems.
-Strengthening of the program staff’s capacity in data management and reporting.
-Preparation for a formal DQA.
-External assessment by partners of the quality of data.
one of the types of data quality assessment tools where it is the”Not designed for healthcare, but in the business industry. But applicable for HMIS..”
Lot Quality Assurance Sampling
one of the types of data quality assessment tools where it is the”Originally developed and used in the business industry.”
Lot quality assurance sampling
what statistical method is used in LQAS?
statistical method of quality control per lot
how do you do lot quality assurance sampling?
-Define the service to be assessed
Identify the unit of interest
-Define the higher and lower thresholds of performance
-Determine the level of acceptable error
-From a table, determine the sample size and decision rule for acceptable errors to declare an area
as performing “Below expectations”
-The number of errors observed (mismatched data
elements will determine if the facility is performing above or below expectations.)
it is Versatile capacity building and self- assessment tool for a program in a single health area as part of monitoring and supervision.
Routine.
Routine Data Quality Assessment
it is the Site-level assessment/supervi sion tool to assess completeness and consistency of records and investigate suspected data quality.
Can be random.
Lot quality Assurance Sampling
what are the dimensions of RDQA?
Accuracy Completeness Availability Timeliness
what are the dimensions of quality assessed by LQAS?
Accuracy Completeness Timeliness Reliability
Internal consistency
frequency of implementation of LQAS and RDQA?
LQAS - as needed
RDQA - routinely and regularly
sampling of LQAS and RDQA?
LQAS - clustered base sampling
RDQA- Systematized random sampling
A problem-solving method that identifies the root causes of problems or events instead of simply addressing the obvious symptoms
Root cause analysis
meaning of RDQA?
Routine Data Quality Assessment
LQAS? meaning
lot quality assurance sampling
what does root cause analysis aim to?
Aims to improve quality products and services by using systematic ways to address problems
Aims to improve quality of products and services by using systematic was to address problems in order to be effective
root cause analysis
How start root cause analysis?
Start with a new mindset
Dig deeper and look at what is the core problem
Use passive voice avoid the blame game
why should you avoid the blame game?
you are dwelling on the surface problem. You will not get to the root cause because people will focus on the mentioned name. state facts only
what are the root cause analysis techniques?
Tree Diagram – 5 WHYs
Fishbone Diagram
Failure Mode and Effects Analysis
Fault Tree Analysis
Current Reality Tree
Kepner-Tregoe Technique
PAreto analysis
Tree Diagram 5 whys other name?
Cause mapping
cause mapping is another name for the ?
Tree diagram
it is one of the root cause analysis techniques where it “Starts with laying down the immediate or major causes of the
effect or problem. “
5 whys
in the 5 whys, Each major cause and succeeding layer of causes are then
further explored by asking “_____________”
Why did this happen?
is the one that is convincing and can explain the effect directly through a series of events initiated by it, is amendable to action and addressing it will solve or reduce the
problem.
root cause
effects in this diagram can be seen. what root cause analysis is it referring to?
5 whys
lower boxes in the 5 whys are considered to be?
amendable to action or can be fixed and is considered to be the root cause
describe the tree diagram of 5 why?
kind of like a little kid as they are fond of asking why
at what box in the tree diagram does it stated to be that statements is amendable to action and is already the root cause and can no longer be expand
last box of why
when do you use the tree diagram - 5 Whys?
where you want to find out the amendable action and addressing it will solve or reduce the problem
fish bone diagram is aka?
Ishikawa diagram, cause and effect diagram
Looks like a fishbone, showing the categorized causes and sub-causes of a problem.
fishbone diagram
when do you use the fishbone diagram?
use when you want to group causes into categories or show categorized causes and sub-causes to a problem
it is useful in grouping causes into categories?
Ishikawa diagram
Ishikawa diagram is aka?
Fish bone diagram or cause and effect diagram
cause and effect diagram is aka?
Ishikawa diagram, cause and effect diagram
to find out different causes we should use what type of diagram should we use?
Fishbone diagram
Used when there is a new product or process or when there are changes or updates in a product and when a problem is reported through customer feedback
failure mode and effects analysis
when do we use failure mode and effect analysis?
when there is a new product or process, changes or updates or when a problem is reported through a customer feedback
it aims to find various modes of failure within a system?
Failure mode and effects analysis
what questions does the failure mode and effect analysis address to?
a. What is the mode in which an observed failure occurs?
b. How many times does a cause of failure occur?
c. What actions are implemented to prevent this cause
from occurring again?
d. Are these actions effective and efficient?
Doesn’t really use a diagram, it’s more on statements which are very direct to the point
failure mode and effect analysis
when is failure mode and effect analysis difficult to use?
difficult to use when the problem is very wide and broad
Can use this analysis simultaneously with another RCAT
Failure mode and effects analysis
when is fault tree analysis used?
in risk and safety analysis
in the fault tree analysis where is undesirable result and potential causes listed?
undesirable results are listed at the top while potential causes are listed down forming an upside down tree
when do we use fault tree analysis?
in risk and safety analysis
a diagram where it focuses more on the events or focuses more on dealing with events
fault tree analysis
main difference between the fault tree analysis and 5 whys?
5 whys is finding out the reasons behind each step or level while fault tree analysis focuses more in finding out the events behind each event
what is the advantage of fault tree analysis?
you can differentiate
events or causes which is why it is more useful in risk and safety analysis
a fault tree analysis should have a ______ at the side.
legend
in the legend of the fault tree analysis where does the description fit into? “Meaning all these events under this gate are the possible or discovered events under the main event.”
OR gate
belongs to the legends of the fault tree analysis where we say “could have”?
OR gate
it is a gate thats under the OR gate
And gate
a legend of the fault tree analysis where all of the events that led to the effect are all in this part?
AND gate
what do you call the gate the very top at the fault tree analysis?
Transfer gate
what gate is the main event of the fault-tree analysis?
Transfer gate
Used when the root causes of multiple problems need to be analyzed all at once.
current reality tree
Used when the root causes of multiple problems need to be analyzed all at once.
current reality tree
when do you used current reality tree?
Used when the root causes of multiple problems need to be analyzed all at once.
The problems are listed down followed by the potential cause for a problem
current reality tree analysis
when is the current reality tree analysis used and useful?
used when multiple problems needs to analyzed all at once
a diagram where it allows you to see the relationships and connections between the problems?
current reality tree
a diagram where it allows you to see the relationships and connections between the problems?
current reality tree
what does the current reality tree allows you to see?
lets you see the relationships and connections between the problems
in the current reality tree once you find the common problem what do you?
plot using 5 whys or fishbone or fault tree analysis
a diagram where it is the combined failure mode and 5 WHYs or Fishbone.
Kepner-Tregoe Technique
a diagram where it Breaks a problem down to its root cause by assessing a situation using priorities and orders of concern for specific
issues.
Kepner-Tregoe Technique
how does the Kepner-Tregoe Technique break a problem down?
by using priorities and orders of concern
a diagram for A business tool used in management that the healthcare system has also adapted for HMIS
Kepner-Tregoe Technique
in what diagram is where Various decisions that should be made to address the problem are outlined. Items are being outlined and the people in-charge of RCA answers the items beneath each branch.
Kepner-Tregoe Technique
is made to ensure that the actions recommended are sustainable.
potential problem analysis
what is the pareto principle?
80% of the effects are the result of a small number of cases ~20%
when is pareto analysis used?
Used when there are multiple potential causes of a problem.
The chart shows the causes of a problem sorted by their degree of seriousness, expressed as the frequency of
occurrence, costs, and performance level.
pareto analysis
how do you do pareto analysis?
-List down all the problems your
organization/department is encountering from the most
frequent to the least frequent.
-Get the percentage by dividing the number of
occasions by the total number of all occasions
-get cummulative percentage
-plot it into a bar and or line graph
-and choose the 20%
in the pareto analysis what should you target ?
target the 20% because according to the Pareto Analysis or the Pareto Principle, you just target the 20% and that would be a huge help in fixing the entire problem.
what do you do after you find the root cause using the root cause analysis?
CAPA (Corrective And Preventive Action).
In corrective action, you need to:
-Identify potential corrective actions
-Select and implement the action most likely to eliminate
the problem and prevent recurrent.
-Corrective actions are appropriate to the magnitude and
risk of the problem
what do you do when your CAPA is effective?
close the corrective action
what do you do when your CAPA is ineffective?
select another corrective action or revisit the root cause
is the Proactive process of continual development.
preventive action
whats the goal of preventive action?
o Improvement of the quality management system
o Improvement of technical operations
o Elimination of potential nonconformities
It is when the requirement is not fulfilled.
nonconformity
what are the things that can help you come up with preventive actions.
o Observations
o Nonconformities
o Analysis of data
o Proficiency tests
o Suggestions for continuous improvement
The first thing in preventive action.
develop an action plan
what do you need to do develop an action plan?
o Specify what situation needs preventive action
o Define what changes/actions need to occur
o Assign responsibility
o Implement the preventive action
They decide on this matter as a team and not just as one person.
Corrective and Preventive Action (CAPA).
what do you do after implementation?
monitor the action
it is where you gather observations or data to determine whether the preventive action was effective. what step is this?
monitor the action
If effective - _______ the Preventive action.
close
If not effective - _____ another Preventive action.
select
illustrates how a project is expected to progress at a high level.
project management tool
This helps to ensure that a development team is working to deliver and complete tasks on time.
DEVELOPMENT IMPLEMENTATION PLAN
validates estimation and schedule of the project plan.
DEVELOPMENT IMPLEMENTATION PLAN
what are the steps in doing a DIP?
- Define goals or objectives.
- Schedulemilestones.
- Allocateresources.
- Designate team member responsibilities.
- Definemetricsforsuccess.
is one of the very foundations of an effective and good health information system.
Data quality
are rarely the cause of the problem because people implement processes.
people
