Join Us At The Table! NDNQI Site & Survey Coordinator Roles

Join Us At The Table! NDNQI Site & Survey Coordinator Roles Jan Davidson Angela Christopher Donald Kelly Session ID 060 Transforming Nursing Data Into Quality Outcomes Las Vegas, Nevada January 30, 2007 1 Session Objective-1 List 5 duties specific to site coordinator role 2 All Rights Reserved 1

NDNQI Site Coordinator 3 Site Coordinator (SC) SC essential role One per participating hospital Critical to successful participation in NDNQI Must have strong problem solving skills Able to communicate across all levels of organization Understanding of your facility & resources Computer skills Basic research knowledge 4 All Rights Reserved 2

SC Responsibilities 1. Communication-Primary Point of Contact 2. Manage Website Access 3. Unit Enrollment 4. Supervision of Data Collection & Submission 5. Dissemination & Interpretation of Quarterly Reports 5 1 - Communications 6 All Rights Reserved 3

Phone or Email SC NDNQI SC Users User NDNQI 7 SC NDNQI Primary point of contact between the NDNQI and member hospitals Communications addressed to SC Quarterly data Newsletters Teleconferences SC should clarify questions about data collection NDNQI Office Hours 8-5 central time M-F 8 All Rights Reserved 4

SC Users SC responsible for internal dissemination Updates to Guideline Manual Pertinent email Newsletters Unit list/names Indicator updates Website updates Data checks 9 User NDNQI Record deletions Data corrections Uncorrected data errors Concern with function of webpages 10 All Rights Reserved 5

Website Access SC responsible for maintaining the security of hospital s website Local control Determines who has access within facility Access managed from the Site Coordinator Webpage 13 Site Coordinator Webpage 14 All Rights Reserved 7

User Roles Site Coordinator - one Survey Coordinator - one User - unlimited Retired Coordinator always inactive 15 How do users get access? Register themselves Create their own password SC grants access SC checkmarks permissions Quarterly SC function Take on-line tutorials 16 All Rights Reserved 8

NDNQI Unit Structure Basis of analysis Determines eligibility Participation not mandatory Classification of units Population Unit type Specialty (optional) 19 SC Responsibility &/or Survey Coordinator Unit enrollment On-going unit monitoring Changes in enrolled units 20 All Rights Reserved 10

Unit Enrollment Requires collaboration with personnel who have knowledge of units Consult with Each unit manager to define Unit name Patient population Unit type Prior to unit enrollment & monitor for changes over time 21 Unit Enrollment (Unit Management) 22 All Rights Reserved 11

Approval / Changes in Units Requires phone call with NDNQI Hospital Liaison Schedule appointment if >5 changes Upon approval call, unit ready for Quarterly data entry Selection for RN Survey 23 Challenges What constitutes a unit? Inpatient Outpatient Procedural Work group More considerations Cost center Dedicated staff Staff work >one cost center 24 All Rights Reserved 12

Data Collection Download Guideline Manual Complete on-line tutorials Supervise User tutorial completion Supervise data collection Notebook Data collection sheets Staff 27 Guideline Manual Excel for Data Collection (Reports and Documents) 28 All Rights Reserved 14

Tutorials Purpose Inform users about NDNQI standards for data collection & submission General Overview One for each Indicator NCH Pt Days Falls PU Restraints Pain PIV Assault RN Ed/Cert 29 Data Entry Tutorial 30 All Rights Reserved 15

Challenges Accurate NCH Floats Charge nurse Orientation Minimum staffing during low census System extracts by payperiod Restraint & PU together 31 Data Submission Facility Demographic verification Supervise data entry Staff Review Data Summary reports Check Error reports 32 All Rights Reserved 16

Facility Demographics Verify quarterly Important for comparison group Bedsize Teaching status Magnet status Designated Applied Intend to apply 33 Facility Demographics (Site Coordinator Website) 34 All Rights Reserved 17

Data Error Reports Identify data mismatches Check After each data entry session Before quarterly deadline Correct errors before quarterly deadline Uncorrected data deleted 35 Data Error Reports (Reports and Documents) 36 All Rights Reserved 18

Data Summary Reports All indicator data per quarter Download into Excel Check before quarterly deadline Replacement for Review Data 37 Data Summary Reports (Reports and Documents) 38 All Rights Reserved 19

Challenges Users entering data they don t understand 39 Challenges cont Quarterly Reported Indicator, Data Collected Monthly Pain PU Slow computer Duplicate records See NDNQI computer standards 40 All Rights Reserved 20

5 - Dissemination & Interpretation of Reports 41 Quarterly Reports 3 Reports Quarterly Report PDF Excel Executive Summary National Summary Statistics Report Content Description Quarterly Executive 42 All Rights Reserved 21

Quarterly Reports (Reports and Documents) 43 Report Distribution CNO Research Council Quality Council Risk Management Practice Council Management Council Staff Education Unit Manager Staff Nurse 44 All Rights Reserved 22

Challenges Are our reports accurate? Are the units in my hospital improving? How are my hospital units doing relative to the same unit type in peer hospitals? What would our rates have to be if we were to be in the best 25% of all units in the country? 45 Summary Site Coordinator Responsibilities Communication Manage Website Access Unit Enrollment Supervision of Data Collection & Submission Dissemination & Interpretation of Quarterly Reports 46 All Rights Reserved 23

Conducting Survey 1. Identify Survey Coordinator & Gather Resources 2. Before Data Collection 3. During Data Collection 4. After Data Collection 49 Survey Coordinator Responsibilities Primary Point of Contact for Survey Weekly email reminders Unit Enrollment Coordination of Survey Dissemination & Interpretation of Survey Reports 50 All Rights Reserved 25

RN Survey Instrument Options 1. RN Survey with the Practice Environment Scale 2. RN Survey with Job Satisfaction Scales 3. RN Survey with Job Satisfaction Scales Short Form 53 Challenges Which survey option to use? Hospital objectives Satisfaction vs. Environment Length of survey Trending data 54 All Rights Reserved 27

2 Before Data Collection 55 Confirm Web Data Collection System in Your Hospital Browsers HTTP Port Internet restrictions Inactivity time out settings Printers Link to the survey Help Desk 56 All Rights Reserved 28

Develop Recruitment Plan Obtain administrative support Recruit a partner on each unit Establish incentives Develop publicity plan 59 RN Survey Eligibility Criteria Eligible RNs Full or part time At least 50% time in direct patient care Employed >3 months on the unit Include all unit-based RNs, staff nurse RNs and APRNs, PRN or per-diem RNs employed by the hospital Exclude Agency or contract RNs RNs on LOA Non unit-based RNs - see Work Group Units 60 All Rights Reserved 30

Submit Units for Enrollment Approval Complete 3 step enrollment process 1. Prepare unit enrollment request 2. Submit unit enrollment request 3. Complete unit enrollment approval phone call Consider issues related to unit enrollment 61 Issues Related to Unit Enrollment Unit Names Work Group Units 62 All Rights Reserved 31

Challenges What if a unit has more than one manager? What happens to those units with less than 5 RNs? Can hospitals combine units for the survey? 63 Register Hospital for the Survey By Site or Survey Coordinator 150 slots per survey month First come, first serve basis April, May, June, August, September, October 64 All Rights Reserved 32

Web Preparation Steps Step 1 Select participating units Step 2 Enter number of eligible RNs Step 3 Select survey instrument Step 4 Pilot test each unit 67 Preparation Steps Step 1-Select Units 68 All Rights Reserved 34

Continued Recruitment Continue to publicize the survey Use various communication strategies Intranet Mailboxes Posters Unit meetings Administer individual-level participation rewards Monitor & use unit response rates to target recruitment efforts 79 Monitor Survey Response Rate 80 All Rights Reserved 40

Challenges How to keep the momentum? Participation goals 35-40% end of week 1 55-60% end of week 2 70% end of week 3 81 Continued Recruitment Distribute reminders at the beginning of week 2 & 3 of data collection 82 All Rights Reserved 41

Distribute Participation Rewards Identify and distribute individual and unit participation rewards 85 Download Reports Survey Coordinator receives email notification once reports have been posted 2 formats PDF Excel 86 All Rights Reserved 43

Summary Survey Preparation Steps IRB Recruitment Plan Unit Enrollment / RN Eligibility Register for Survey Month Web Preparations Invitation Letters 89 The End NDNQI NDNQI@kumc.edu 913-588-1691 90 All Rights Reserved 45