Data Collection

• Background to the data collection
• How to submit data to PCOC
• Data collection tools
• Data Item Compliance
• Download a copy of the PCOC Data Set (version 2)

Background to the data collection

In developing the PCOC data set, the objective has been to include data items that are currently routinely collected by a majority of providers and to conform with the National Health Data Dictionary (NHDD) wherever possible. The PCOC Data Set includes information about the palliative care service, the person receiving care, administrative details about the period of care and clinical characteristics. The majority of data items will be collected at the beginning of the episode and each phase with some items needing to be collected at the completion of an episode. The PCOC data set has thus been developed using the following principles:

• Where a NHDD definition exists, and is consistent with PCOC requirements, it is incorporated in the PCOC data set exactly as it appears in the NHDD;
• Where a NHDD definition exists, but is less detailed than PCOC requires, it is incorporated in the PCOC data set using a codeset that can be mapped to the NHDD codeset;
• Where a data item is required for PCOC purposes but does not exist in the NHDD, it is incorporated in the PCOC dataset based on an agreed industry definition.

All items in the PCOC data set will be submitted to PCOC. Each record in the data file will correspond to an episode of care. The preferred submission method is that files containing the extracted data be encrypted and sent electronically. If a facility is unable to do this, the required files can be copied onto a floppy disk and sent to PCOC by secure post. It is important that all submitted data conform to the specified format. Providers will submit their data directly to the PCOC data manager who has responsibility for the management, analysis and reporting of the national database.

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How To Submit Data

Information concerning the submission of data is provided at the Data Submission page.

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Data Collection Tools (Software)

• SNAPshot - recommended
• PalCis
• PCS
• CME (South Australia)
• Access

As service providers are recruited, information will be provided regarding systems used by services. Issues regarding extraction and mapping to SNAPshot will be added to the website as they arise.

Individual service providers can use any data collection tool given that the data for PCOC can be extracted and submitted in the specified format.

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Data Item Compliance

All items in the PCOC data set should be submitted to PCOC. It is important that all submitted data conform to the specified format, therefore, if a facility is unable to collect some items in the PCOC data set space for them should be included in the data submission. Facilities submit their data directly to the PCOC data manager who has responsibility for the management, analysis and reporting of the national database.

Where it is noticed that data items are not collected well (i.e. more than 20% missing) the facility will be contacted by the PCOC data manager.

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