PATIENT SAFETY METRICS TRAINING MANUAL

Transcription

1 PATIENT SAFETY METRICS TRAINING MANUAL

2 Table of Contents About the Patient Safety Metrics System... 3 Benefits of the Patient Safety Metrics System... 3 Main Components... 3 User Access & Passwords... 3 Permissions & User Roles... 4 Data Safety & Privacy... 4 Enrollment... 5 How to Enroll an Organization (first time users)... 5 How to Enroll an Organization (registered users)... 7 Getting Started... 8 How to Add a New Intervention or Manage Existing Interventions... 8 How to Add a New Measurement Worksheet... 9 How to Add a New Data Collection Form (DCF) How to Switch Between Your User Roles or Organizations Data How to Add Data using Measurement Worksheets How to Add Data using printed Data Collection Forms How to Add Data using online Data Collection Forms How to Add Data to Collaboratives or Action Series How to Edit Measurement Worksheet Data How to Delete Data Reports How to View Measurement Worksheet Data and Run Charts How to Run a Report How to Export Data from a Run Chart or Report Organizations & Users How to Update Organization Details How to Add New Team Members (Users) to an Organization How to Remove Team Members (Users) from an Organization How to Update Your Profile How to Change Your Password Contact Information July

3 About the Patient Safety Metrics System The Patient Safety Metrics System, a web based data submission and reporting system, was designed to support teams in the collection and analysis of improvement data. Benefits of the Patient Safety Metrics System The process of data submission has been streamlined and simplified; the system is easily accessible, intuitive to use, simple to navigate, and barriers to data submission have been minimized. Reports of participating facilities by region, type, intervention, measure Centralized source for data and reports Real-time access to data of all participants Real-time access to performance reports (controlled by permission linked to user level) Data can be rolled up or drilled down for reporting (e.g. team Hospital Region Province/Territorial --National) Customizable reports Dashboard multi-site and indicator reports (coming in Phase 2) Main Components This application consists of two main components: the Enrollment Process, and the Data Entry and Reporting Process The Enrollment component is used to enroll new organizations into Safer Healthcare Now! and can be used to see if an organization has already been enrolled. To enter the Patient Safety Metrics System, the following options are available: The Data Entry and Reporting component is a secure environment accessible by approved usermembers to access and enter data, organization and member profiles as well as to run real time organizational reports. The Guest Data Entry component is an unsecured environment which can be used by anyone to submit data. The data is held separate from the main database until it is approved by the Key Organizational Contact (KOC) or Central Measurement Team (CMT). It can only be used to submit data to interventions already enrolled in by existing organizations. This function was designed for those who are irregularly delegated as data entry persons only, where their role has no need to view data, or run reports. User Access & Passwords Users can access the system by using their Address and a Password to login. July

4 Permissions & User Roles Permissions linked to your membership group define who has access to specific data and who can assign access for other users. The Central Measurement Team (CMT) has access to all data and reports within the system. The CMT has sole permission to set-up programs such as action series, collaboratives, and learning series. The Regional Directors and Safety Improvement Advisors (SIAs) have access to region-specific data and reports only. The Intervention Leads have access to all intervention-specific data and reports. The Collaborative Leads have access to all collaborative specific data and reports. Key Organizational Contacts (KOC) and Members have access to organization-specific data, and to node and national level aggregate data in reports for comparison. Data Safety & Privacy A nationally recognized independent Privacy Consultant, Dr. David H. Flaherty, has reviewed and provided guidance for our procedures for receiving, storing, analyzing and reporting data from participating centres across Canada. The CMT has developed a detailed plan for protecting the confidentiality of your information. In order to maintain high quality support from SHN, your Regional Node (Western Canada, Ontario, Québec, and Atlantic Canada) and Intervention Leads will also have access to your individual organizational data. Your data will also be analyzed and used for national reporting, with analysis at the Regional Node and provincial levels. Aggregate data may also be used for research purposes and published in a peer reviewed journal article. July

5 Enrollment A step by step How To guide about enrolling and adding interventions. How to Enroll an Organization (first time users) From the Organization Enrolment form 1. Enter your Organization Information Use the Province/Territory, and Region fields to narrow down your search results, or simply type part of your hospital name into the Organization Name field to see a list of enrolled organizations. 2. Click on Check if Organization is Enrolled to find if your organization is already in the system If the org is enrolled its name will appear in a list and you may select to enter data, which will take you to the Guest Entry component, or Contact KOC which will present you with a Contact Form where you can enter your contact information and a brief message to request the KOC to create your User Name and give you access to the system. 3. Enter your Organization Details You can modify this information at any time within the system 4. Enter your Key Organization Contact (KOC) Information Check if already have an account if you have used the system before and are registering a new site for your organization 5. Enter the CEO Information 6. Enter the Designate for CEO Information July

6 7. Check the Enroll Interventions Select all interventions for which you intend to report data by checking the check box next to the intervention name. Once your organization is enrolled, you will be able to manage your interventions. Checking the interventions is important because this is how the Interventions Leads know who to contact with information about national calls and other updates. 8. Enter the anti-spam text displayed in the recaptcha box to prove you are human 9. Click the Submit button to enroll your organization or site When your organization is enrolled, you will be able to update all the enrolment information and manage the organization s intervention list. After you click submit, a screen will appear prompting you to print the personalized CEO Letter and CEO Approval Form. The letter outlines the benefits of enrolment and importance of data management. The Approval Form must be read and signed by your CEO or his/her designate and faxed to in order to finalize your enrolment.

7 How to Enroll an Organization (registered users) 1. Select the Organization tab 2. Click the Add New Organization button 3. Enter your Organization information Use the Province/Territory, and Region fields to narrow down your search results, or simply type part of your hospital name into the Organization Name field to see a list of enrolled organizations. 4. Click on Check if Organization is Enrolled to find if your organization is already in the system If the org is enrolled its name will appear in a list and you may select to enter data, which will take you to the Guest Entry component, or Contact KOC which will present you with a Contact Form where you can enter your contact information and a brief message to request the KOC to create your User Name and give you access to the system. 5. Enter your Organization Details You can modify this information at any time within the system 6. Enter the CEO Information 7. Enter the Designate for CEO Information 8. Click the Save button to enroll your organization or site July

8 Getting Started A step by step How To guide about enrolling and adding interventions. How to Add a New Intervention or Manage Existing Interventions 1. Select the Data tab 2. Click the Manage Interventions button 3. Select Enroll from the dropdown next to the appropriate intervention You can enroll in more than one intervention at a time. 4. Click the Save and Back button to add your new intervention July

9 How to Add a New Measurement Worksheet 1. Select the Data tab 2. Select the Intervention for which you wish to add a new worksheet Either by selecting the intervention from the list or selecting the intervention from the intervention tab 3. Click the Add New Measurement Worksheet button 4. Select the Worksheet from the drop-down menu, along with any applicable attributes. All the Measurement Worksheet attributes below are optional. We recommend that you fill-out all as many of the attributes (e.g. Program, Service, Procedure, Unit, etc.) as possible because this will give the data more granularity and allow for better data roll-up and drill-down for reporting.. 5. Click the Save button to add the new worksheet Continue to add measurement worksheets, or use the tabs to navigate to other sections July

10 How to Add a New Data Collection Form (DCF) 1. Select the Data tab The activity status for each intervention and date of most recent data submitted are listed for easy reference for each of the Interventions for which Data has been submitted. 2. Select the Intervention for which you wish to add a new survey Either by selecting the intervention from the list or selecting the intervention from the intervention tab 3. Click the Add new Data Collection Form button 4. Select the Survey from the dropdown menu, along with any applicable attributes. All the Data Collection Form attributes below are optional. We recommend that you fill-out all as many of the attributes (e.g. Program, Service, Procedure, Unit, etc.) as possible because this will give the data more granularity and allow for better data roll-up and drill-down for reporting. In some cases, adding a new Data Collection Form will create corresponding Measurement Worksheets with the same attributes. 5. Click the Save button to add the new data collection form. Continue to add more surveys, or use the tabs to navigate to other sections. July

11 How to Switch Between Your User Roles or Organizations 1. Select the Data or Report tab 2. Select an existing user role from the drop-down at the top of the screen This feature is only available if you are a member of multiple organizations or sites, or if you have been assigned multiple user roles The data and information on the screens will change based on the user role selected. July

12 Data A step by step How To guide about data. July

13 How to Add Data using Measurement Worksheets 1. Select the Data tab. The activity status for each intervention and date of most recent data submitted are listed for easy reference for each of the Interventions for which Data has been submitted. 2. Select the Intervention you wish to add data for Either by selecting the intervention from the list or selecting the intervention from the intervention tab 3. Click the Add Data link for the appropriate measure and patient sample 4. Enter your data Pick the year and month that corresponds with the data, type in the denominator and numerator value. The result will be calculated automatically. You can also add comments or good catches. 5. Click the Save and Back button to submit your data We recommend data submission on a monthly basis. Alternatively, to submit data on a quarterly basis, please enter your data in the last month of the respective quarter. It is beneficial to submit data on a regular basis in order to track progress. Data may be entered retrospectively; there are no due dates, if you are unable to enter concurrent data. Continue to add other data points to the same measurement worksheet by clicking on the Add Data button. Otherwise click on the Back to List of Worksheets button or use the tabs to navigate to other sections. July

14 How to Add Data using printed Data Collection Forms 1. Select the Data tab. The activity status for each intervention and date of most recent data submitted are listed for easy reference for each of the Interventions for which Data has been submitted. 2. Select the Intervention you wish to add data for Either by selecting the intervention from the list or selecting the intervention from the intervention tab 3. Click the Get Form link for the appropriate survey and patient sample 4. Print the PDF form The forms are designed for letter sized paper. Multiple forms may be printed and stored for later use. 5. Complete and FAX the printed PDF form. Do NOT use cover sheets. Make sure you fill-in your name and contact phone number. Double-check that you filled in the correct date and the form information is correct. The fax number is printed on the form. Please do not use cover sheets because they will cause your data to be rejected. Once faxed, the system will automatically process the data and make it available for reports within Patient Safety Metrics. Please allow one hour for data to be processed by the system before it becomes available for reports. July

15 How to Add Data using online Data Collection Forms 1. Select the Data tab. The activity status for each intervention and date of most recent data submitted are listed for easy reference for each of the Interventions for which Data has been submitted. 2. Select the Intervention you wish to add data for Either by selecting the intervention from the list or selecting the intervention from the intervention tab 3. Click the View Data link for the appropriate survey and patient sample 4. Click the Add New Data button 5. Enter your data Pick the year and month that corresponds with the data, type in the denominator and numerator value. The result will be calculated automatically. You can also add comments or expand the Detail worksheet (optional) section, where you can enter step-by-step data for the denominator. 6. Click the Save and Back button to submit your data, or click on Save and Add New button to submit your data and continue adding more data to the same survey. Continue to add other data points to the same measurement worksheet by clicking on the Add Data button. Otherwise click on the Back button or use the tabs to navigate to other sections. July

16 How to Add Data to Collaboratives or Action Series Please add data as outlined above. No special action is required for Collaboratives or Action Series. July

17 How to Edit Measurement Worksheet Data 1. Select the Data tab The activity status for each intervention and date of most recent data submitted are listed for easy reference for each of the Interventions for which Data has been submitted. 2. Select the Intervention you wish to modify data for Either by selecting the intervention from the list or selecting the intervention from the intervention tab 3. Click the View Data link for the appropriate measure and patient sample 4. Click the Edit link for the appropriate data point 5. Make your changes 6. Click the Save and Back button to update your data Continue to add other data points to the same measurement worksheet, or click on the Back to List of Worksheets button or use the tabs to navigate to other sections. July

18 How to Delete Data Please contact the Central Measurement Team by if you want to DELETE a data point or a worksheet. 1. Identify your organization, measure, and worksheet patient sample. 2. Send the to metrics@saferhealthcarenow.ca July

19 Reports A step by step How To guide about reports. How to View Measurement Worksheet Data and Run Charts 1. Select the Data tab The activity status for each intervention and date of most recent data submitted are listed for easy reference for each of the Interventions for which Data has been submitted. 2. Select the Intervention you wish to view data for Either by selecting the intervention from the list or selecting the intervention from the intervention tab 3. Click the View Data link for the appropriate measure and patient sample Data presented in the table and available at a glance include the: Denominator, Numerator, Result, Goal, Distance to Goal and the person who submitted the data. 4. Click the Run Chart button The graph will display the local result, and goal lines with the data dates on the X-axis and the result on the Y-axis. You can export both the chart and the data to Excel by clicking the Export to Excel button. July

20 5. Click Export to CSV (comma-separated output) in order to export the data for external use in programs such as Excel. View other worksheets by clicking the Back to List of Worksheets button or use the tabs to navigate to other sections.

21 How to Run a Report 1. Select the Report tab The activity status for each intervention and date of most recent data submitted are listed for easy reference for each of the Interventions for which Data has been submitted. 2. Click the Report Name or the Run link for the appropriate report 3. Select the parameters for your report You will be prompted to select the time range (Month From and Month To) for the report; the node, province, region, organization and measure. Selecting the date range is optional; leaving them blank will return all available data. 4. Click the Run button The graph will display the local result, and goal lines with the data dates on the X-axis and the result on the Y-axis. You can export both the chart and the data to Excel by licking the Export to Excel button. Change the measure by clicking the Change Prompt Values button. Click on the Report tab to choose a different report, or use the tabs to navigate to other sections. July

22 How to Export Data from a Run Chart or Report You must first do a Run Chart or run a Report. 1. Click the Export to CSV button located above the graph This only exports the data table in comma-separated value (CSV) file 2. When prompted, choose to Save the file Remember the location where you choose to save the file so you may open it later 3. Optionally, right-click on the graph and choose Save picture as to save the graph The graph will be saved in Portable Network Graphics (PNG) format. 4. Navigate to your saved file and Open it in Excel The CSV file will open as a nicely formatted file. You can now create graphs using Excel. 5. In Excel, choose Save As in order to save the file in Excel (XLS) format. You must save your file in XLS format in order to retain any graphs or changes you made in Excel. July

23 Organizations & Users A step by step How To guide about organizations and users. How to Update Organization Details 1. Select the Organization tab 2. Click the Open link for the appropriate organization 3. Update the Organization Info name Information entered at the time of enrolment will be displayed: Organization Name, Organization Details, CEO Information, and Designate for CEO Information. 4. Click the Save button to update the organization details July

24 How to Add New Team Members (Users) to an Organization 1. Select the Organization tab 2. Click the Open link for the appropriate organization 3. Click the Add New Member button 4. Select a User Role from the drop-down menu 5. Enter their address 6. Click the Check User Existence link If the user exists, click the OK button to add the user to your organization 7. Enter the User Information 8. Check the User Intervention List Select all interventions you are interested in by checking the check box next to the intervention name. Checking the interventions is important because this is how the Intervention Leads know who to contact with information about national calls and other updates. 9. Click the Save button to add the new user To remove members click the checkbox to the left of the appropriate individual(s) and select Remove Checked Members. July

25 How to Remove Team Members (Users) from an Organization 1. Select the Organization tab 2. Click the Open link for the appropriate organization 3. Check the Checkbox(s) for the appropriate individual(s) you want to remove 4. Click the Remove Checked member(s)button 5. Click the Save button to add the new user July

26 How to Update Your Profile 1. Select the My Profile tab 2. Update your User Information You cannot change your address. Please contact the CMT if this must be done. If you switch organization you must register as a new user. 3. Check the Enroll Interventions Select all interventions you are interested in by checking the check box next to the intervention name. Checking the interventions is important because this is how the Intervention Leads know who to contact with information about national calls and other updates. 4. Click the Save button to update your profile Checking the interventions is important because this is how the Intervention Leads know who to contact with information about national calls and other updates. July

27 How to Change Your Password 1. Select the My Profile tab 2. Enter New Password and Confirm Password 3. Check the Enroll Interventions Select all interventions you are interested in by checking the check box next to the intervention name. Checking the interventions is important because this is how the Interventions Leads know who to contact with information about national calls and other updates. 4. Click the Save button to update your profile Checking the interventions is important because this is how the Intervention Leads know who to contact with information about national calls and other updates. July

28 Contact Information WE ARE HERE TO HELP! You will find current contact information on the Help tab within the Patient Safety Metric System secure environment. Central Measurement Team (CMT) CMT - metrics@saferhealthcarenow.ca Alex Titeu Virginia Flintoft Regional Directors and Safety Improvement Advisors (SIAs) Atlantic Region - atlantic@saferhealthcarenow.ca Theresa Fillatre Wayne Miller Ontario Region - ontario@saferhealthcarenow.ca Kim Stelmacovich ext 2376 Carrie-Lynn Haines Quebec Campaign - quebec@saferhealthcarenow.ca Paule Bernier ext 5044 Hélène Riverin ext 3954 Western Node - western@saferhealthcarenow.ca Sandi Kossey Nadine Glenn Canadian Patient Safety Institute (CPSI) Anne MacLaurin or amaclaurin@cpsi-icsp.ca July