Institute for Healthcare Improvement: Develop Processes for Use of the Registry

Tips

Use DEMS or CVDEMS Visit Note. Many of the existing registries have Visit or Encounter Notes that provide the focal point for data collection.
If you're not using DEMS or CVDEMS, use a data collection sheet.
Include homeless/migrant status on the data collection tool to identify an important subpopulation.
Periodically have two team members enter the same data and check on reliability.
Periodically check registry data against your data entry sheet.
Ensure that the data entry person is given time to enter data in "real time." Enlist senior leader's support.
Perform data entry on the day the data becomes available.
Include clinic visits, lab work, outside visits, tests, and education.
Look at your current data flow and minimize handoffs.
Consider using trained volunteers to enter data.
Enter data at point of service if computers are available in examining rooms.
Include reports for:
- Providers
- Managers
- Board of Directors
- Referral Clerks
Enlist Risk Management support: The identification of high-risk patients and timely attention to standards of care can be an important defense against lawsuits.
Use password protection.
Determine who has read/write access and who decides about access.
Make sure computer terminals in public places don't violate confidentiality.
Design front-end "buttons" for one-touch printing of reports and forms.
Use fast printers if possible.
Make training on the system part of orientation for all staff.
Use an orientation checklist for consistency.
Schedule and test backups.
Determine who is responsible for backup and when/how frequently backups are done.

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