Improving Efficiencies in Data Collection, Processing, and Reliability Using Innovative Technology

Purpose:
This presentation details an innovative strategy for data collection and reporting that enables rapid and accurate identification of gaps in care delivery processes and outcomes. The process has proven successful to enhance patient safety and quality within a Magnet® hospital.

Significance:
Paper data collection was fraught with completion errors and was static and time consuming. Instead, a model that establishes data validity, reliability and collection ease is critical for organizational reporting requirements on multiple nurse-sensitive and other patient care outcomes.

Strategy and Implementation:
Realizing that the current electronic medical record was unable to meet the rapidly changing environment in quality and the lack of reporting capabilities led a team to maximize the use of available technology with an established software program. This innovative web-based data collection system replaced the paper scantron collection process in 2012. The technology associated with this process allowed Nursing Quality staff to be dynamic with changes, build expert rules and thus decrease non-value added work for the end user. The data collection from patient care units became meaningful and timely. With the web-based application, electronic data questionnaires can be created and edited at any time. Data are processed following data entry via desktop computers or portable tablets, and feedback to the unit staff and end-user workflow is expedited. The end-users were introduced to the technology and without hesitation embraced the change in quality reporting process.

Evaluation:
Monthly processing of over 5000 scantrons was eliminated. Labor costs and time were reduced by over 20%. Data entry errors inherent in the old system were reduced by 100%. User satisfaction was significantly improved.Turn-around-time for reporting monthly data collected went from 4 weeks to 2 weeks.

Implications for Practice:
As a Magnet® hospital using the NDNQI database, a valid and reliable method to collect process and outcome indicators with a rapid turnaround time is crucial in identifying gaps in processes, rapidly implement solutions, and improve outcomes.