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Auditing Techniques for Ensuring Quality Data in a Registry

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Presentation on theme: "Auditing Techniques for Ensuring Quality Data in a Registry"— Presentation transcript:

1 Auditing Techniques for Ensuring Quality Data in a Registry
Alisa Johnson Hennepin County Community Health

2 ImmuLink -- Overview Developed in 1994 All ages registry
Populated with birth certificate data Web-based application Consolidates billing & school data Batch data supplied electronically Option to directly enter into database

3 ImmuLink -- Overview As of April 26, 2002
Maintains 530,000 records and 3.6 million immunizations 95 participating sites Covers four metro counties Approximately 800 users

4 Auditing Techniques Formal Audit Uploading Processes
Ongoing Maintenance

5 Formal Audit Purposes Verify that export file process includes all immunization codes Check for accuracy and completeness Ensure quality data in registry

6 Formal Audit Accuracy - immunization data in export file matches data on medical chart Clinics must meet 90% accuracy Completeness -all immunization information in chart is in the export file Clinics must meet 80% completeness

7 Formal Audit Process Generate random sample of 200 + 20%
Clinic pulls charts for scheduled audit date Audit at site Calculate results Prepare audit report: numerical results and summary Present results at audit meeting

8 Formal Audit -- Results
Not pulling all codes Out of date CPT codes Incomplete billing ticket Billing ticket not current Shots charted, not billed Practice Issues

9 Formal Audit -- Results
If Pass Schedule training Determine ongoing file submission schedule. If Fail Discuss improvement needs, next steps Schedule re-audit.

10 Formal Audit -- Outcomes
Clinic finds lost revenue Improved vaccine administration Improved documentation/charting Registry receives accurate information Patients do not receive unnecessary shots!

11 Auditing Techniques Formal Audit Uploading Processes
Ongoing Maintenance

12 Uploading Immunization Deduplication Process Batch file entry
Client Verification Report “Rules” and “Review” Use +/- 5 day window Antigen Families

13 Uploading Deduplication Antigen “Family” example Antigen Family: Polio
DTP/IPV IPV OPV Polio

14 Uploading Deduplication “Rules” based on: History versus History
History versus Actual Actual versus History Actual versus Actual

15 Uploading Deduplication Rules, example Actual vs History
1/1/1990 DTP ‘Clinic A’ vs 1/2/1990 DTaP HIST History vs History 2/15/1990 DTP HIST vs 2/17/1990 DTaP/Hib3 HIST

16 Uploading Deduplication Rules, Examples History vs. Actual
2/15/1990 DTP HIST vs 2/16/1990 DTaP/Hib3 ‘Clinic B’ Actual vs Actual 1/1/1990 DTP/Hib ‘Clinic A’ vs 1/2/1990 DtaP ‘Clinic B’

17 Auditing Techniques Formal Audit Uploading Processes
Ongoing Maintenance

18 Ongoing Maintenance Maintain ‘Rules’ Maintain ‘Review’
Check for missing vaccinations Participant Relationships Reports - Client Verification Report (CVR) Periodic queries

19 Ongoing Maintenance Reports Examples Duplicate shots Duplicate clients
Client status Clients seen at other sites

20 Ongoing Maintenance Periodic Queries Examples: OPV/IPV PCV7

21 ImmuLink Website http://www.co.hennepin.mn.us/commhlth/immulink/
immulinkhomepage.htm

22 Senior Planning Analyst 612-348-4125 alisa.johnson@co.hennepin.mn.us
For More Information: Alisa Johnson Senior Planning Analyst Technical Information:

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