Managing Data.

• Things to consider when selecting a range of ways to collect and record information and data:

  •data type: qualitative or quantitative data (for example laboratory results vs patient history)

  •the most appropriate method of data collection (manual vs automated)

  •the most appropriate way to present the information or data (for example graphs, charts and tables)

  •depth of analysis required (for example spreadsheets and databases)

  •the intended audience

  •storage method (for example digital or paper-based)
• Methods to collect data:

  •focus groups

  •open-question surveys/interviews

  •observation

  •public databases

  •journals and articles

  •carrying out practical investigations

  •closed-question surveys official statistics
• The importance of accuracy and legibility:

  •comply with legal requirements (for example General Data Protection Regulations (GDPR))

  •limit liability (for example ensuring anonymity and informed consent)

  •provide an accurate account of events

  •inform integrated working and data sharing

  •ensure accurate analysis of findings

  •support with audit trails ensure reproducibility of results
• Patient history:

  •strengths (for example provides detailed information over time) limitations (for example may not be accurate or complete)
• Results of investigations:

  •strengths (for example consistent results produced under controlled conditions)•limitations (for example possibility of over-extrapolation)
• Patient test results:

  •strengths (for example laboratory and test accreditation ensures standardisation)limitations (for example results are open to subjectivity)
• Published literature:

  •strengths (for example peer review improves validity)•limitations (for example could be based on small-scale/biased research or come from fraudulent sources)
• Real-time observation:

  •strengths (for example immediate data)•limitations (for example possible subjectivity)
• Quantitative data is numbers-based, countable, or measurable. (remember N for numbers.) EG: bar charts, graphs.
• Qualitative data is interpretation-based, descriptive, and relating to language
• 1.     What is the importance of having an audit when doing data collection?Offers a more in-depth and thorough review of your data quality and will highlight any accuracy issues.
• Key things to consider when selecting ways to record and collect data is the data type, the most appropriate method of data collection, the most appropriate way to present the information or data, depth of analysis required, the intended audience, storage method.
• Audits

  •Ensure information is legible where records have been recorded by hand using black ball point pen

  •Ensure all records have a date, time and signature

  •If using systems ensure care is taken to enter data record accurately
• What is an audit?

  Examination.
• 1.     What is the importance of having an audit when doing data collection?Offers a more in-depth and thorough review of your data quality and will highlight any accuracy issues.Ensure information is legible where records have been recorded by hand using black ball point pen, ensure all records have a date, time and signature, if using systems ensure care is taken to enter data record accurately.
•  The importance of accuracy and legibility

  •comply with legal requirements (for example General Data Protection Regulations (GDPR))

  •limit liability (for example ensuring anonymity and informed consent)

  •provide an accurate account of events

  •inform integrated working and data sharing

  •ensure accurate analysis of findings

  •support with audit trails

  •ensure reproducibility of results
• range of data sources:

  Results of investigations:

  Patient history:

  Patient test results:

  Published literature:

  Real-time observation:
• Results of investigations:

  •strengths (for example consistent results produced under controlled conditions)

  limitations (for example possibility of over-extrapolation)
• Patient history:

  •strengths (for example provides detailed information over time)

  •limitations (for example may not be accurate or complete)
• Patient test results:

  •strengths (for example laboratory and test accreditation ensures standardisation)

  •limitations (for example results are open to subjectivity)
• Published literature:

  •strengths (for example peer review improves validity)

  •limitations (for example could be based on small-scale/biased research or come from fraudulent sources)
• Real-time observation:

  •strengths (for example immediate data)

  limitations (for example possible subjectivity
• How new technology is applied in the recording and reporting of information and data

  •AI/machine learning

  •mobile technology and applications (for example to capture health informatics and location data - track and trace)

  •cloud-based systems (for example use of electronic health records (EHRs) enables easier data sharing for further analysis)

  •digital information management systems (for example to enable a digital audit trail)

  •data-visualisation tools (for example to consolidate multiple data sources for presentation)
• How personal information is protected by data protection legislation

  Data Protection Act 2018:

  •controls the use of personal information by organisations, businesses or the Government

  GDPR 2018:

  •provides a set of principles with which any individual or organisation processing sensitive data must comply
• Local ways of working/organisational policies:

  •ensure compliance with legislation and regulations, depending on the sector:

  •ensuring that data is stored securely (electronically or paper-based)

  •restricting the use of mobile devices in order to ensure confidentiality

  •preventing potential conflicts of interest
• Confidentiality Examples.

  •logging out of a system when leaving the screen

  •protecting login and password information

  •being aware of the surroundings

  •using secure internet connections

  •using privacy screen filters where appropriate
• The positive use of social media in health and science sectors

  •awareness campaigns/disseminating information

  •correcting misinformation

  •crisis communication/monitoring

  •monitoring public health

  •data gathering

  •establishing support networks

  •recruitment

  marketing
• restrictions on the use of, social media in health and science sectors: privacy concerns, ethical issues, confidentiality

  •not posting sensitive/personal information about oneself or others on social media, in line with an organisation’s code of conduct

  •maintaining professional boundaries when interacting with individuals external to the organisation

  •sharing inaccurate/non-evidence-based information
• The advantages of using IT systems to record, retrieve and store information and data

  •ease of access

  •ease of sharing and transferring data

  •speed of data analysis

  •security (for example password protected)

  •standardisation of data

  •enables continuous and/or real-time monitoring of data

  •cost and space saving

  •enables integrated working and supports safeguarding practices
• risks of using IT systems to record, retrieve and store information and data

  •security breaches - accidental or malicious

  •potential for corruption of data

  •lack of access due to system failure
• How security measures protect data stored by organisations, by...

  •controlling access to information (for example levels of authorised logins and passwords)

  •allowing only authorised staff into specific work areas

  •requiring regular and up-to-date staff training in complying with data security•making regular back-ups of files

  •using up-to-date cyber security strategies to protect against unintended or unauthorised access•ensuring that back-up data is stored externally (for example cloud-based or separate servers)
• What to do if information is not stored securely?

  •secure the information where possible

  •record and report the incident to the designated person, following organisational policies and procedures
• What is your role in relation to record keeping?

  •Ensuring timely, accurate records for every interaction and how they have provided care for the individual

  •Ensure they are competent in using systems to record data where applicable•Ensure confidentiality/security is not compromised by leaving records in public places or data is unprotected

  •Ensure the information recorded is factual and recorded in line with legislative requirements

  •Avoid abbreviations where possible
• What is your role in relation to audits?

  •Ensure information is legible where records have been recorded by hand using black ball point pen

  •Ensure all records have a date, time and signature

  •If using systems ensure care is taken to enter data record accurately
• Why is personal information collected?

  • to obtain an individual’s history

  •diagnosis

  •treatment

  •follow on care
• Why is personal information stored?

  •so that it can be shared, as appropriate, with the wider network of multidisciplinary teams

  •future use

  individual’s right to access data records
• Why is personal information protected?

  •data protection regulations

  information governance
• The types of information needed when obtaining a client history

  •name

  •date of birth

  •individual NHS or hospital number

  •presenting complaint

  •history of presenting complaint

  •drug history

  •family history

  social history
• The purpose of common abbreviations used in the healthcare sector

  •Facilitate and shorten written narratives•Standardisation

  Common abbreviations used:

  PRN - pro re nata (given as needed, for example medication)

  BP - blood pressure

  MAR - medical administration record

  DNR - do not resuscitate

  MUST - malnutrition universal screening tool

  NEWS - National Early Warning Score

  PEWS - Paediatrics Early Warning Score
• Advantages of reporting systems for managing information with regards to incidents, events and conditions

  •prevents misinterpretation of information

  •timely reporting information

  •easy access to patient/service user information for tracking or monitoring