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How can you effectively clean clinical documentation data for case management?

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Data quality and accuracy are essential for effective case management, as they affect the outcomes, costs, and compliance of health care services. However, clinical documentation data often contains errors, inconsistencies, and gaps that can compromise the quality of care and the performance of case managers. How can you effectively clean clinical documentation data for case management? Here are some tips and best practices to follow.

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Charles Umeh

Public Health Physician and Telemedicine Expert.…

1 Identify the sources of data

The first step to clean clinical documentation data is to identify the sources of data that you use for case management. These may include electronic health records (EHRs), claims data, registries, surveys, assessments, and other tools. You need to understand the origin, format, and content of each data source, as well as the frequency and method of data collection and transfer. This will help you determine the reliability, validity, and completeness of the data, as well as the potential issues and risks that may affect its quality.

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Charles Umeh

Public Health Physician and Telemedicine Expert. Family Planning Advocate, UNDP Awardee and USAID YALI alumni..
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Begin by pinpointing where your clinical documentation data is coming from. This includes electronic health records (EHRs), patient forms, and other reporting systems. Knowing the sources helps in understanding the potential inconsistencies and errors in the data.

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2 Assess the data quality

The next step is to assess the data quality using various criteria and indicators. Some of the common criteria are accuracy, consistency, completeness, timeliness, relevance, and accessibility. You can use different methods to measure and monitor the data quality, such as data audits, data quality reports, data quality dashboards, and data quality feedback loops. You should also compare and validate the data from different sources to identify and resolve any discrepancies or conflicts.

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Charles Umeh

Public Health Physician and Telemedicine Expert. Family Planning Advocate, UNDP Awardee and USAID YALI alumni..
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Evaluate the data for accuracy, completeness, and relevance. Look for common issues like duplicate entries, missing values, or outdated information. This assessment will guide your cleaning priorities and techniques.

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JANARDHANAN R

Lead Director , Enterprise Data & Machine Learning
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Just to add one more point . Data Security: Clinical data deals with PHI & PII information of real people, so data security protocols of encryption & decryption between source to target systems need to be part of data access . RBAC needs to be established for data access. Data Domain: Clinical data majorly deals with major entities like Patient, Provider, Payer , claims , orders , Drug , plan, pharmulary , etc., Classifying/tagging the data to relevant subject data domain will help in establishing data quality process and jump start in data insights .

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3 Clean the data

The third step is to clean the data by detecting and correcting any errors, inconsistencies, or gaps that may affect the data quality. You can use various tools and techniques to clean the data, such as data validation rules, data cleansing software, data standardization, data de-duplication, data enrichment, and data verification. You should also document the data cleaning process and the changes made to the data, as well as establish a data governance framework to ensure the accountability and transparency of the data quality.

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Charles Umeh

Public Health Physician and Telemedicine Expert. Family Planning Advocate, UNDP Awardee and USAID YALI alumni..
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Start the cleaning process by correcting inaccuracies, removing duplicates, and filling in missing values where possible. Use software tools designed for data cleaning to automate some of these processes efficiently.

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4 Analyze the data

The fourth step is to analyze the data to extract meaningful and actionable insights for case management. You can use various methods and tools to analyze the data, such as descriptive, predictive, and prescriptive analytics, data visualization, data mining, and data modeling. You should also align the data analysis with the goals and objectives of case management, such as improving the quality of care, reducing the costs of care, enhancing the patient satisfaction, and complying with the regulations and standards.

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Charles Umeh

Public Health Physician and Telemedicine Expert. Family Planning Advocate, UNDP Awardee and USAID YALI alumni..
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Once cleaned, analyze the data to uncover insights relevant to case management. This could involve identifying trends in patient care, areas for improvement, or the effectiveness of treatment plans

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5 Use the data

The final step is to use the data to inform and improve your case management decisions and actions. You can use the data to identify the needs, preferences, and risks of your patients, to design and implement personalized and evidence-based care plans, to coordinate and communicate with other health care providers, to monitor and evaluate the outcomes and impacts of your interventions, to identify and address any gaps or barriers in your services, and to report and demonstrate your value and performance.

By following these steps, you can effectively clean clinical documentation data for case management and leverage it to enhance your practice and your patients' health.

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Charles Umeh

Public Health Physician and Telemedicine Expert. Family Planning Advocate, UNDP Awardee and USAID YALI alumni..
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Utilize the cleaned and analyzed data to inform case management decisions. This includes enhancing patient care plans, improving resource allocation, and supporting the overall goals of the healthcare facility or organization.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you effectively clean clinical documentation data for case management?

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2

3

4

5

6

1 Identify the sources of data

2 Assess the data quality

3 Clean the data

4 Analyze the data

5 Use the data

6 Here’s what else to consider

Case Management

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How can you effectively clean clinical documentation data for case management?

1

2

3

4

5

6

1 Identify the sources of data

2 Assess the data quality

3 Clean the data

4 Analyze the data

5 Use the data

6 Here’s what else to consider

Case Management

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