Data
Submission
Collecting data for PCOC
There are several options for collecting the PCOC data
set. Services can collect data using SNAPshot, which enables
easy collection of all required data items. Alternatively,
facilities can use their current
data collection system and extract the required data items
from it according to the version
2 PCOC data set. The section Submitting
data to PCOC, below, details how to submit your data
to PCOC irrespective of how your facility chooses to
collect the PCOC data set.
SNAPshot database
All data items in the PCOC data set can be
found in SNAPshot. The current version of SNAPshot is
version 3.8(a). It has a PCOC screen specifically
designed for the PCOC data set. Users of SNAPshot submit
their data to PCOC by sending the PCOC extract created
in SNAPshot to their Quality Improvement Facilitator.
For assistance with using SNAPshot, or for general
enquiries about SNAPshot, please contact your PCOC
Quality Improvement Facilitator.
Other databases
Other databases can be used to collect PCOC data. Facilities choosing not to
use SNAPshot should submit their data in a fixed ascii
format, according to the PCOC
Version 2 data set. Please contact your PCOC
Quality Improvement Facilitator if you wish to discuss any aspect
of the PCOC data set or how to extract data from the
database you are using.
Submitting data to PCOC
When data are submitted to PCOC it is sent as an ascii extract. Facilities new to submitting data to
PCOC are invited to submit their data on a monthly basis
initially. Monthly submissions allow for regular feedback
on data collection and early identification of problems.
Once procedures are established data can be submitted
to PCOC six monthly.
Email
Data can be submitted to PCOC via the email address
pcoc@uow.edu.au.
Online
PCOC is working towards making online data submission
available in the near future. This will be the most
secure way to submit data to PCOC. Facilities interested
in using online submission should complete the registration
of interest form. For further information please
contact your PCOC Quality Improvement Facilitator.
What happens when PCOC receives
data
Receipt of Data
CHSD acknowledges receipt of the data to both the facility and the relevant Quality Improvement Facilitator within a day or two. A record of this email being sent is stored on the PCOC Membership database.
Subsetting the Data
The data that is received is usually a dump of the SNAPShot database and as such contains information that is not in the required date range. A SAS program is run which extracts a subset of the data required based on the Episode Start Date. A text file of this extract is loaded into the database.
The PCOC Membership database is also updated with the number of records at patient, episode and phase levels.
Loading the Database
The subsetted text files are run though the PCOC system, which loads the ACCESS database. The PCOC Membership database is updated with the counts for records passed and records rejected at each level during the load and a record of the emails sent to the Quality Improvement Facilitators with the relevant Data Quality Reports is also kept.
Production of Data Quality Reports
The data quality reports are a part of the data loading process and list records that have not been loaded due to errors in the data. These reports are verified by CHSD staff and errors corrected where possible. The remaining errors are sent to the Quality Improvement Facilitators who liaise with the service to correct errors if possible and these corrections are re-loaded into the database. These steps are important data quality checks.
Locking the Database
Services are given time to submit outstanding data after which CHSD locks the database and runs the report. Services receive a report every 6 months and can compare their results with the aggregated data for all services.
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