SUS Data Quality Reporting Reference Manual

Transcription

1 SUS Data Quality Reporting Reference Manual NHS Digital is the trading name of the Health and Social Care Information Centre.

2 Contents This Document 4 SUS Data Quality Dashboards 4 Data Quality Dashboard (DQD): 4 Maternity DQD: 4 Data Coverage DQD: 4 Critical Care DQD: 4 SUS KPI Reports 4 Submission KPI Report 5 Referral To Treatment KPI Report 5 'Preparedness for RTT Reporting through SUS' Report 5 Registration 7 Registration Error Messages 7 Accessing the Dashboards and KPI Reports 7 Locating the Data Quality Dashboards 7 Forgotten Username or Password 8 Troubleshooting issues with opening files 8 Opening the Data Quality Dashboards 8 Software Requirements 8 Opening the DQD files 8 Error opening Excel or CSV files 8 Using the DQDs 8 Accessing the underlying dashboard data? 8 Reconciling the activity reported in the Commissioner view 9 Different counts of births and deliveries between the Maternity and Coverage DQDs. 9 Identifying duplicate records in the Coverage DQD 9 Difference between Null activities and Zero total activities on the Critical Care DQD 9 Validation of NHS Number for Overseas Visitors 9 Printing the Dashboards 9 Circulating Dashboards electronically 9 Problems with data item visibility 9 NHS Digital is the trading name of the Health and Social Care Information Centre. 2

3 NHS Digital is the trading name of the Health and Social Care Information Centre. 3

4 This Document This document provides SUS users with information about registering, accessing and using the SUS Data Quality Dashboards (DQDs) and Key Performance Indicator (KPI) reports. SUS Data Quality Dashboards SUS Data Quality Dashboards (DQDs) report on SUS data via a user-friendly dashboard interface, allowing registered SUS users to: Maternity DQD: The Maternity DQD reports on the validity of key fields in maternity-related CDS data for the following CDS types: Births (CDS 120) Deliveries (CDS 140) Other Birth Events (CDS 150) and Other Delivery Events (CDS 160) Data Coverage DQD: The Data Coverage DQD reports include: Monitor improvement and completeness for a number of key fields over the different commissioning data sets (CDS). Assess sender organisation data in SUS to ensure completeness and compliance with data standards. Compare sender organisation to national and regional level data. Access may be granted to external organisations where a valid business need can be demonstrated. The following dashboards are available: Data Quality Dashboard (DQD): The DQD supports the improvement and completeness of data flows by reporting on the validity of key SUS data items, reported at both provider and commissioner level. It covers: Percentage of providers submitting CDS types when compared to Unify returns Coverage of activity data by month Levels of duplicates within SUS Critical Care DQD: The Critical Care DQD reports on the validity of key data items within submitted critical care activity data. The DQD includes sections for adult, paediatric and neonatal critical care data, as determined by the critical care unit function code. SUS KPI Reports SUS Key Performance Indicator (KPI) reports help users monitor the quality of their Commissioning Data Set (CDS) submissions to SUS for the following subject areas: Admitted Patient Care (Inpatients) Outpatients Accident and Emergency Submission (protocol, CDS version) Payment by Results (PbR) Data quality of the CDS data item Site Code of Treatment Referral to Treatment (RTT) Preparedness for RTT reporting through SUS NHS Digital is the trading name of the Health and Social Care Information Centre. 4

5 The reports are NOT intended to be used as a performance measurement tool. They are designed to support adherence to best practice and data standards. All reports are produced monthly, following the reconciliation inclusion date. Information is presented at: Provider level For every provider of NHS funded services in England submitting CDS into SUS NHS England (NHSE) Region level Summaries for each NHSE Region based on their relationship to provider organisations in the Organisation Data Service (ODS) reference data National level A national (England) summary for each indicator The reports are primarily aimed at provider organisations delivering NHS-funded services (NHS trusts and the Independent Sector) to help them monitor and drive improvements in the quality and completeness of their SUS data submissions. They may also be of interest to NHS organisations with a remit to commission or monitor healthcare. Submission KPI Report Information is presented for three aspects of CDS submission: Comprehensive coding Measures how comprehensively APC records have been clinically coded Net submitters Measures the submission of CDS using net protocol rather than bulk protocol for APC, OP and A&E CDS Version Monitors which CDS version is being used for submitting data (only displayed when transitioning from one version to the next where dual versions are accepted into SUS) Referral To Treatment KPI Report Quality and completeness of RTT data submissions to SUS against a number of data quality criteria for RTT activity including: Clock stops Clock pauses Transfers between organisations The indicators cover APC and OP CDS data types (130 and 020 respectively). 'Preparedness for RTT Reporting through SUS' Report Information about NHS provider organisations' preparedness for RTT reporting through SUS covering finished APC and OP data types. The report combines and compares information from the following sources: CDS submissions to SUS RTT data in CDS RTT data submitted to Unify Payment by Results (PbR) KPI Report Presents SUS data in relation to Payment by Results. It compares APC, OP and A&E data submitted at the reconciliation inclusion (initial) and post-reconciliation inclusion (final) dates for a given month covering the following areas: Number of records submitted Percentage of records with an invalid HRG code Percentage of records with a missing/invalid commissioner code NHS Digital is the trading name of the Health and Social Care Information Centre. 5

6 The report also presents information about the following month's data submitted by its reconciliation inclusion (initial) date. It also covers the above areas and includes a comparison against the current reporting month, highlighting changes. For APC, the report also includes data submitted at the post-reconciliation inclusion date for: Presence of new and retired OPCS procedure codes Presence of new and retired ICD-10 diagnosis codes Site Code of Treatment Data Quality Report Information on a number of data quality criteria for the Site Code of Treatment data item based on data submissions to SUS, across APC, OP and A&E data types: Completeness Records submitted with or without a site code Validity Records with a site code are validated against the ODS reference data Integrity Records with a valid site code which belong and which do not belong to the originating provider Default Usage of default codes Providers submitting data against a single site code With count of unique provider submitted site codes NHS Digital is the trading name of the Health and Social Care Information Centre. 6

7 Registration To access the DQDs and KPI reports users must follow these steps: 1) Complete the SUS DQ Dashboards and KPI Registration Form (available on the SUS Guidance page) and send it to Applications from NHS employees (with an NHS account) or independent sector provider employees will automatically be approved. Users from organisations not delivering NHS-funded services can also request access and this can be provided whilst they are working with organisations delivering NHSfunded care to help them assess the quality of their submitted data in SUS. Details of an NHS sponsor are required as part of the application process for these users. 2) Successful applicants will receive an containing login details and instructions for viewing the reports. Users must click the link contained in the and sign on to access the dashboard pages. This only needs to be performed once. The DQDs and KPI reports can then be accessed on SharePoint using the NHS Digital Single sign-on. 3) Users with an existing single sign on account can use the same username and password to access the SharePoint site. Registration Error Messages Users receiving error messages when trying to login or register should start by visiting the Single sign-on web page. Users who do not already have a single sign-on account should: 1) Click the Register button This will navigate to a new page. Users should enter their details, including choosing a new password which will be required each time to login to the SharePoint site. All fields must be completed when registering. 2) Click the 'Create my account' button. Users will now be able to sign in as usual. 3) Users that already have a single sign-on account with NHS Digital can use the same username and password to sign into the SharePoint site. However you will still need to sign in to gain access to this page. Accessing the Dashboards and KPI Reports Locating the Data Quality Dashboards To access the Data Quality Dashboards, users must 1) Login to the DQD and KPI reports SharePoint site using the NHS Digital Single sign-on. 2) Click in the left hand grey box and choose 'SUS KPI Reports' or 'SUS Dashboards. 3) Select on the left hand grey box which DQD or KPI report is required. Users who experience problems locating the Data Quality Dashboards are advised to NHS Digital enquiries and include a screen shot showing what is being viewed. enquiries@nhsdigital.nhs.uk NHS Digital is the trading name of the Health and Social Care Information Centre. 7

8 Forgotten Username or Password Users who have forgotten their account details should click 'Forgotten details?' on the right hand side of the login web page. This will open a new page. 1) Enter your address 2) Tick the 'reset my password' and 'Send my username' check boxes. A new password and username will be sent to the users inbox which will allow the user to sign in as usual. Troubleshooting issues with opening files If users are experiencing problems viewing the dashboards then it is recommended to try clearing the Internet Explorer cache. To do this: Select Tools (via the Gear Icon) > Safety > Delete browsing history... Tick the Temporary Internet Files and website files' check box only then click Delete. A confirmation message will appear at the bottom of the window when the cache has been successfully cleared. If users are still having problems accessing the dashboards please a screen shot to enquiries@nhsdigital.nhs.uk and we will investigate further. Opening the Data Quality Dashboards Software Requirements The DQDs are flash files that should open in Internet Explorer (or other web browser). The DQD may not open correctly in versions of Flash Player prior to version 10. The version number of your installed Flash Player can be checked using the Adobe Flash Player web page. If your version is too old you will need to contact your ICT department who should be able to upgrade you to the most current version. The DQD s require ActiveX to be allowed in order to open them. Some ICT services impose restrictions on ActiveX controls and won't allow them on the network. Where this is the case, users are advised to contact their ICT department to request that ActiveX controls are granted for the purposes of viewing SUS Data Quality Reporting Opening the DQD files To open the DQD files: 1) Click the link to the file and select Save to save it locally. 2) Right click on the saved file and select Open With, then choose your internet browser, and the DQD should open. The DQD is a flash file that should open in Internet Explorer (or other web browser). Error opening Excel or CSV files An error can occur on opening an Excel file when using Internet Explorer with Windows 7; this will apply to any version of Internet Explorer. Users experiencing this error should try the following; right click on the file, and then select save as to a local location and then try to open the file from the local location. This issue is not known to affect DQDs. Using the DQDs Accessing the underlying dashboard data? The underlying dashboard data is published alongside each months dashboard file (Main SUS DQD, Critical NHS Digital is the trading name of the Health and Social Care Information Centre. 8

9 Care DQD, Coverage DQD and Maternity DQD) as a csv file. A corresponding metadata file is also present which should be reviewed before using the data. Reconciling the activity reported in the Commissioner view The organisations listed in the Commissioner view of the DQD are based on the Organisation Code (Code of Commissioner) submitted to SUS by Providers. These codes are not always up to date, so the drop down list may include some old PCT names. Data with missing or completely invalid Commissioner Codes is excluded from this view of the DQD; however it is still included in the Provider view. Different counts of births and deliveries between the Maternity and Coverage DQDs. In the Maternity DQD, only finished episodes count towards the totals. The Coverage DQD does not distinguish between finished and unfinished episodes. Identifying duplicate records in the Coverage DQD Duplicates reported in the Coverage DQD are based on the methodology used to identify duplicates as part of HES processing. Further details can be found in the HES DQ Duplicate Methodology guide in the Duplicate Methodology section of the HES Data Quality web page. Difference between Null activities and Zero total activities on the Critical Care DQD Null activities count the number of records where the mandatory Critical Care Activity types have been left blank, have been entered as a non-valid value or as 999. Zero total activities counts the number of records where the sum of all the Critical Care Activity types equals 0. Validation of NHS Number for Overseas Visitors Overseas visitors are not excluded from the NHS Number validation as, in theory, they should still be allocated an NHS Number. However, allocation of an NHS number for an overseas visitor can only be done by organisations with a PDS compliant system. Printing the Dashboards To ensure that the Dashboard prints correctly, it should be printed using landscape print orientation: 1) Select 'File > Page Setup...' 2) Select Landscape 3) Select Print. Circulating Dashboards electronically The DQD is a.swf file. These.swf files can be circulated within a user s organisation. They can be opened by anyone with an internet browser. It is not possible to save the file as PDF or Excel so the only alternative for sharing the DQD would be to take a screenshot of the required DQD screen and paste it into a Word or PDF document. Problems with data item visibility Some users can experience issues with the data item validity tables in the DQDs where, when printing each screen, not all data items are visible. This can occur on laptop computers or PC s with lower resolution screens. If this happens, please try the following suggestions: 1) Increase screen resolution to 1920 x 1080 or higher (right click on your desktop and select Graphics Properties and then Screen Resolution) 2) Reduce the number of toolbars visible within your internet browser to 1 (right click on the grey area at the top and deselect all options). NHS Digital is the trading name of the Health and Social Care Information Centre. 9

10 3) Reopen the dashboard file NHS Digital is the trading name of the Health and Social Care Information Centre. 10