Guidelines for submission of AROC
data
Collecting data for AROC
There are two options for collecting the AROC data set. Facilities
can use their current data collection
system and extract the required data items from it according
to the current version of the AROC data set (version 3 AROC
data set is the current version). Alternatively, facilities
may choose to use SNAPshot software,
which enables easy collection of all required data items and
is updated to always reflect the current AROC data set. The
section Submitting data to AROC below
details how to submit your data to AROC irrespective of how
your facility chooses to collect the AROC data set.
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SNAPshot software
The SNAPshot software has been designed for use by facilities
to collect a number of different data sets (for example AROC,
PCOC, HCP and ACAT). All data items in the current AROC data
set are in SNAPshot. The current version of SNAPshot is version
3.8(a), which has an AROC screen specifically designed for
the version 3 data set. Users of earlier SNAPshot versions
should upgrade to version 3.8(a) to ensure that they are collecting
the version 3 data set. Users of SNAPshot version 3.8(a) extract
their data for online submission to AROC via the AROC extract
(step
by step instructions on how to create the AROC extract in
SNAPshot).
New version of SNAPshot released in 2007
In August 2007, inline with the release of the version
3 AROC data set and AN-SNAP
version 2, as well as several other data set changes that
do not impact AROC, a new version of SNAPshot was released.
This version of SNAPshot has an AROC screen specifically designed
for the version 3 data set.
For assistance with using SNAPshot, or for enquiries about
upgrading or purchasing SNAPshot, please contact:
Centre for Health Service Development
Building 29 University of Wollongong NSW 2522
Website: chsd.uow.edu.au/snapshot.html
Phone: (02) 4221 4411
Email: chsd@uow.edu.au
Fax: (02) 4221 4679
AROC data extract
Facilities choosing not to use SNAPshot should submit their
data in a fixed ascii format, according to the current AROC
data set (version 3 AROC data set is the current version).
Please contact AROC if you wish to discuss any aspect of the
AROC data set.
Phone: (02) 4221 4411
Email: aroc@uow.edu.au
Submitting data to AROC
Data submission dates
When data is submitted to AROC it is sent as a fixed ascii
extract and conforms to the AROC filenaming convention. Data
is submitted to AROC quarterly, but can be monthly. Facilities
new to submitting data to AROC are recommended to submit their
data on a monthly basis initially. Data submission dates for
episodes ending in 2008 are:
| Data collection
month |
Data submission
month |
Dataset |
| Episodes ending up to March 2008 |
End of April 2008 |
V3 |
| Episodes ending up to June 2008 |
End of July 2008 ** |
V3 |
| Episodes ending up to September 2008 |
End of October 2008 |
V3 |
| Episodes ending up to December 2008 |
End of January 2009 * |
V3 |
* Calendar year AROC benchmark reports produced using this
data
** Financial year AROC benchmark reports produced using this
data
Impact of changing the AROC data set
(V2 to V3)
Data submitted to AROC up to and including episodes ending
in June 2007 must be submitted in the AROC version 2 data
set format. Corrections should be made to this data, and resubmitted
to AROC before upgrading to the AROC version
3 data set. If you have any questions about the timing of
upgrading the AROC data set and submission of data please
do not hesitate to contact AROC.
The next benchmark reports to be generated by AROC will be
for the financial year July 2006 to June 2007, and will be
based on the Version 2 data set. The 2007 calendar year reports
(January - December 2007) will be the first AROC benchmark
reports to use the version 3 data set.
AROC Online Services
(AOS)
Data should be submitted to AROC via the internet using AROC
Online Services (AOS). This is the most secure way to
submit data. Access to AOS is restricted by username and password
and is limited to your facility's information. To obtain your
facility's username and password please complete the AOS
application form. Instructions on how to submit your data
via AROC Online Services are available in the AOS
User Guide. For further information please contact the
AROC data manager.
If you do not have internet access your AROC data extract
should be submitted to AROC via email. The email address to
send your extract to in this case is aroc@uow.edu.au.
If you have neither access to the internet or email then
your password protected data should be submitted to AROC on
a USB drive or CD. The address to mail your data to in this
case is:
Attn: AROC Data Manager
Australasian Rehabilitation Outcomes Centre, Building 29
University of Wollongong NSW 2522
What happens when AROC receives data
When facilities submit their data to AROC the data are audited
for any errors. Upon succesful submission of data to AROC
facilities will receive an audit email titled “Confirmation
of upload of AROC data (FACILITY NAME)”. The purpose
of this confirmation email is to:
- Confirm that AROC has received your data submission -
data audits are generated and confirmation emails sent automatically
for those using AROC Online Services, where data is submitted
via other means this should be completed within 3 days of
receipt of the facility's submitted data.
- Give you a brief summary of what AROC found in your data
- such as the name of the file received by AROC, date it
was audited, the number of rehab episodes in the data file
and the time period of the data sent.
- Provide a list of any “possible
errors” that were found in your data - the error
checking lists erroneous dates, possible problems associated
with the FIM, missing data, etc...
- AROC News - information on what is happening at AROC,
includes: when the next round of AROC reports will be generated,
upcoming FIM workshops, upgrades to SNAPshot, what's new
on the AROC website, data submission dates, etc...
All data received by AROC are combined into a larger database
for the purpose of reporting.
Each time a facility submits data to AROC, this data replaces
the data previously received from that facility so that AROC
always has the most up to date data. As such, data submitted
to AROC should cover all episodes from that facility, not
just episodes for the current month or current quarter.
Upon receipt of a data audit from AROC, facilities are asked
to resubmit their data after making any necessary corrections
to their data. This resubmitted data then replaces the earlier
data set received from that facility, thereby ensuring that
the combined larger database contains the most up to date
data possible from each facility.
Should you not receive an audit email you can safely assume
that AROC has not received your data - please resubmit it.
PLEASE NOTE: not everything in the “possible
error” report AROCerrorReport_FacilityName_yyyymmdd.html
is necessarily an error. The error checking is designed to
find discrepancies in the data, based on what is normal. For
example, it is normally expected that a client being discharged
home will have a higher FIM™ score than they had at the start
of their episode. Having said that, the “possible error”
reports will identify a client that has an episode begin FIM™ score of 74 and a discharge FIM™ score of 59 for you to review. It is possible
that the episode begin FIM™ score was really 47, or that the end
FIM™ score really 95, or that this patient had complications and
was sent to an acute ward and the scores are correct but the
reason for episode end may be in error. Or perhaps, the FIM™ scores are correct and the patient really was sent home. Where
data is in error it needs to be fixed; where missing data
has been identified it should be entered. Where data has been
questioned for accuracy (Crosscheck), fix those that are in
error and note in the AROC comments section which are correct
(this way when they continue to appear as a crosscheck you
will know that you have already checked them).
* FIM and WeeFIM are trademarks of the Uniform Data System for Medical Rehabilitation, a division of UB Foundation Activities, Inc.
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