Case Validity Checks

[Ashley Robertson Newmyer]

Hello All,

 

Does anyone have a standard checklist or instuction sheet on how you conduct record validity checks? In our state, each of our regional registrars conduct record validity checks for the hospitals in their region and we want to set up a standard sytem to insure that everyone is checking the same items in the same manner. I would also be interested in hearing about any of you who have had to set-up a validity check process for your state.

 

I look forward to your feedback.

 

Sincerely,

Ashley Newmyer

Nebraska Trauma Registrar

 

[Ginger Franks]

Hi Everyone.

 

Idaho is just getting up and running with our new Image Trend software so we don’t have anything set up for validity checks beyond cases meeting inclusion criteria and Image Trend’s suggested edit checks.  Since I’ve worked at the Idaho Trauma Registry (helped to set it up in 2005), I’ve been confused about the difference between edit checks and data validation.  Our database administrator views validity as meeting inclusion criteria and passing edit checks– which has never made sense to me (beyond filtering on inclusion criteria) because the validity of the data entered is just based on whether or not the data meets the requirements for the field  (does the date fall in the correct format, does the SSN have a minimum of three digits etc.). 

 

Because I am also working on a healthcare associated infection (HAI) prevention grant that requires me to develop a validation protocol and validate the HAI sent to CDC, I am viewing validation in the light I always imagined it should be:  1) do the cases submitted meet criteria (specificity), 2) are cases missing that should be entered (sensitivity), 3) are the data in the chart reflective of the data entered into the software (accuracy), and 4) are hospitals across the state consistent with each other in their data submission (inter-rater reliability).

 

All that being said, I interested in how you are viewing data validation:  1) meeting inclusion criteria and passing edit checks,  2) sensitivity/specificity/accuracy/inter-rater reliability, or 3) something in between 1 and 2.  I am also interested, as Ashley is, in your processes.

 

Thanks (too),

 

GFF

 

Ginger Floerchinger-Franks, Dr.P.H.

Idaho Trauma Registry

615 North Seventh Street
P.O. Box 1278
Boise, ID 83702
Phone: (208) 489-1391

Fax: (208) 344-0180

www.idahotrauma.org