CODING QUALITY TASK FORCE

1. CODING QUALITY TASK FORCE OHIMA Spring Conference May 6th Deb Tetreault

2. OUR HISTORY • Originated from an OHIMA Meeting in London • Gail Crook and Charmaine Shaw shared their coding quality concerns • A committee of 8 was formed • Brainstorming began on how to reach our coding community

3. WHO HAVE WE REACHED

4. Workshops • We have meet three times to date • These have been in the London area • Kickoff Conference to introduce the CQTF and our intent • Managers and coders • 105 attended • First Workshop – Diabetic Coding • 15 Hospitals 50 attended • Second Workshop – Postoperative Complications • 17 Hospitals 85 attended

5. CQTF ORGANIZATIONAL COMMITTEE • Deb Tetreault, chair; Data Quality/Education for Salumatics • Sandra Norton, Health Records Manager from Leamington District Memorial Hospital • Nancy Seers, Coder and previous reabstractor from St. Thomas Elgin General Hospital • Diane Greer, Coder and previous reabstractor from Bluewater Health in Sarnia • Lynne Hopper, Clinical Information Analyst, Supervisor Health Records Departments from Listowel and Wingham Hospitals Alliance • Darlene Cambridge, Data Analyst from St. Joseph’s Health Centre, London • Alison Temple, Data Analyst from Tillsonburg General Hospital • Angela Empey, Data Analyst from Woodstock General Hospital

6. We have developed • TERMS OR REFERENCE • PRIVACY DOCUMENT AND PRIVACY OFFICER • RELATIONSHIP WITH CIHI • PRE-WORKSHOP PROTOCOL • WORKSHOP FORMAT • POST WORKSHOP FOLLOW UP

7. CODING QUALITY TASK FORCETERMS OF REFERENCE PURPOSE Provide a forum to Health Record Professionals in which coding quality and consistency can be enhanced GOALS 1) Provide coders with the tools required for coding 2) Develop a network for coding professionals 3) Work with CIHI and submit recommendations as necessary 4) Promote coder awareness of their importance 5) To maintain the privacy of the patient, facility and their staff OBJECTIVES 1) Promote CIHI's Web Board (e.g. using the coding query data base, create queries and to retrieve bulletins) 2) Refresh coders on the Folio product 3) Provide chart review exercises 4) Provide a consented network contact list (email, fax, phone) 5) Develop a network through workshops 6) Inform coders how the coded information is used MEMBERSHIP Coding Quality Task Force Membership will be any Health Record Professional interested in Data Quality FREQUENCY OF WORKSHOPS The Coding Quality Task Force will meet two times per year, spring and fall The Organizational Committee will meet monthly or as needed to plan workshops PRIVACY AND CONFIDENTIALITY One member of the Organizational Committee will act as the Privacy Officer. All participants of the Coding Quality Task Force will abide by the Statement of Information Practices and related Policies and Procedures.

8. Statement of Privacy for CQTFin development • Sandra Norton is our Privacy Officer. She is working with Gail Puder, Information Officer with IPC. • A Statement of Privacy is being developed along with appropriate policies and procedures based on the PHIPA Legislation. • All participating institutions will be required to review and acknowledge their acceptance of said policies, etc. • CQTF Committee goes over and above the requirement as we have 8 set of eyes that look over the chart for anonymization. • Because of the anonymization, we are not required to obtain the patient’s consent. • CQTF will contact the patient to ensure they are aware that their health information is being utilized for educational purposes.

9. Pre WORKSHOP • Committee selects a chart and codes it • Send the chart to the hospitals • Send the chart to the physician with questions • Send the chart to CIHI with questions • The hospitals code the chart (both IP and ER) within their facility and decide on one set of codes • Send those codes back to committee • CIHI sends their codes to the chart along with answers to the questions back to committee

10. Workshop Format • Review codes per hospitals (anonymous) consistencies/inconsistencies • Review the Consensus between the hospitals • Review CIHI Coding Selections • Review CIHI Answers to questions • Discussion • Create post Workshop questions and/or recommendations for CIHI/MoHLTC

11. Review Hospital Codes

12. Diagnosis Consensus

13. CIHI RESPONSE and QuestionsTHANK YOU CIHI

14. Physician Involvement • Physician shares in chart review • Answers preWorkshop questions • Open Discussion • If possible, show a video of procedure • If possible, show some surgical instruments and explain

15. Post Workshop • Send CIHI Post Workshop Questions • Send all material to hospitals • Power Point Presentations • CIHI Questions and Answers • Tentative timeframe for next Workshop • Tentative topic for next Workshop • Any other material • Put all material on OHIMA Website www.ohima.ca

16. What Works • Workshops are open forum with a relaxed atmosphere • Coders are developing a network • Standards and CIHI are more in the forefront for answers • We are learning where we differ and developing same page results • Physician Awareness • CIHI Awareness • Evaluations show a favorable response

17. ISSUES • There are inconsistencies in coding • There is lack of confidence in coding • There is no time for training due to lack of staff and/or deadlines • Some managers are not allowing coders to attend Training/Workshops even if they ask to take a vacation day • Coders would like an intense training session developed, similar to what the reabstrators received

18. My little Story

19. THE WHOLE ROAST • Coders need further education • Coders need a network developed • Coders need to be kept informed • Coders feel they are kept in the dark • Coders need out of the ‘BOX’ • Coders need a morale boost • Coders will produce better

20. Contact Information Contact anyone on the Committee Next Workshop in late October Deb Tetreault Home Office: (519) 245-7307 d.tetreault@rogers.com