Clinical Information System:
Develop Processes for Use of the Registry, Including Designating Personnel for Data Entry, Ensuring Data Integrity, and Registry Maintenance
- Develop tools for collecting data. (Use computer programming to capture electronic data when available.)
- Train people who will be collecting and entering data into the registry. Include test cases for entering data.
- Create a process for data entry. It is best to enter data directly into the registry during the visit. Even if this is not currently possible, make sure the process is well described and becomes part of people’s daily work. Data entry and integrity are part of the center’s daily operations, not an "add-on" task at the end of the day.
- Schedule and produce reports.
- Ensure system security.
- Make sure that people who need information from the system can get it in a timely manner.
- Make sure staff are trained on data entry, backup, and security procedures. Train staff in how to use the registry.
- Establish system backup.
- Use carbonless copy data collection sheets.
- Include on the data collection tool ways to identify important subpopulations:
- Homeless/migrant status
- Substance abuse
- Mental illness
- Start with small sample sizes to assess the quality of data collection.
- Periodically have two team members enter the same data and check on reliability.
- Periodically check registry data against your data entry sheet. Do periodic checks to ensure an accurate database.
- Use a consistent, methodical process for ensuring that ALL data gets into the registry. Keep manual data entry to a minimum by transferring information electronically from appointment and billing systems, for example. The data entry process needs to be documented, and all staff should be trained on the process.
- Ensure that the data entry person is given time to enter data in "real time." Enlist the senior leader’s support.
- Include data on clinic visits, outside visits, tests, and education in the registry.
- Look at your current data flow and minimize handoffs.
- Consider using trained volunteers to enter data. Remember confidentiality training.
- Enter data at the point of service if computers are available in examining rooms.
- Include reports for: providers, managers, the Board of Directors, and referral clerks
- Determine who has read/write access and who decides about access. Make sure access is restricted to only those who need to know.
- Make sure the system meets HIPAA confidentiality requirements.
- Make sure computer terminals in public places don’t violate confidentiality.
- Lock up manual registry systems.
- Restrict access to certain personnel by using unique identifiers.
- Design front-end "buttons" for one-touch printing of reports and forms.
- Use fast printers if possible. Ensure that there are enough computer stations available.
- Assess the staff’s level of IS knowledge.
- Make training on the system part of orientation for all staff.
- To ensure staff buy-in, show how registry data will be helpful to them.
- 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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