Institute for Healthcare Improvement: Develop Processes for Use of the Registry, Including Designating Personnel to Enter Data, Assure Data Integrity, and Maintain the Registry

Tips

Use carbonless copy data collection sheet.
Include homeless/migrant status on the data collection tool to identify an important subpopulation.
Periodically have two team members enter the same data and check on reliability.
Periodically check registry data against your data entry sheet.
Ensure that the data entry person is given time to enter data in “real time.” Enlist the senior leader’s support.
Include clinic visits, outside visits, tests, and education.
Look at your current data flow and minimize hand-offs.
Consider using trained volunteers to enter data.
Enter data at point of service if computers are available in examining rooms.
Include reports for:
- Providers
- Managers
- Board of Directors
- Referral clerks
Determine who has read/write access and who decides about access.
Make sure computer terminals in public places do not violate confidentiality.
Manual registry systems need to be locked, just as do medical records.
Design front-end “buttons” for one-touch printing of reports and forms.
Use fast printers if possible.
Make training on the system part of orientation for all staff.
Use an orientation checklist for consistency.
Schedule and test backups.
Determine who is responsible for backup and when/how frequently backups are done.

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