How to use the DET (Data Entry Tool)

How to use the DET(Data Entry Tool) Core data Set J

Content of Presentation • Business Definitions • Introduction to DET • Data Entry on DET • Searching on DET • Reporting on DET • Agency Administrators’ role • Extracting data & uploading via DAMS

What is the Data Entry Tool? • The Data Entry Tool (DET) allows drug and alcohol treatment providers to capture essential client and treatment information and then to extract this information in a file that can be submitted to NDTMS via DAMS • Please use this guide with the NDTMS Data Entry Tool Agency User Guide: • http://www.nta.nhs.uk/uploads/ndtms-dataentrytool-agencyguidev2.06.doc

Getting started • There are six data entities that need to be completed: • Client Information • Episode • Time in Treatment • Intervention • Sub-Intervention • TOP (Treatment Outcome Profile)

The basics of the DET Blue Title bars hold the links which take you into a client record/episode/ modality/TOP creation Data filter options Navigation options Agency details

Create a client Click here to create a new client

Client information The client ref is created by the agency The notes do not get sent to NDTMS Save the page after completion

Data save error A red cross will appear to show that the save was unsuccessful An error message will appear in the validation output section

Data save success A green tick will appear to show that the save was successful

Creating an episode record Click ‘back to the episode list’ in navigation menu to see all client’s records

Creating an episode record Click ‘create’ to create a client episode

Creating an episode record Scroll down to see two pages for adults Remember to press save

Create a modality record In order to create or edit a modality record, the client record must be open – which means no discharge date or discharge reason Press create on the modality tab

Create a modality record Click save when you have completed the modality section

Editing a modality record To edit a modality (e.g. to close the client’s modality) click edit

Creating Time in Treatment Record Press create on the Time in Treatment tab, each time the threshold changes

Entering the Time in Treatment Record Choose a Time threshold from the list Enter the date this time has been assessed Press Save record

Creating a Sub-Intervention Press create on the Sub Interventions tab, every 6 months and at discharge

Entering a Sub-Intervention Enter the date (after every 6 months in structured treatment and at discharge) Tick Yes/No for all then press save

Creating a TOP record Click on the TOP List tab, on the Episode Information page, then click ‘Create’

Creating a TOP record Complete every field in Section 1 & 2 then 3 & 4 Click ‘save’ when you have completed all the fields (sections 1 – 4)

TOP report • To help providers get a better understanding of their TOP performance, TOP reports have been added to the DET. The reports are: • Missing treatment start TOP • Treatment start TOP outside protocol • Treatment start TOP with inconsistent drug values • Treatment start TOP with inconsistent TOP values (2) • Treatment start TOP with inconsistent injecting status • Missing Review TOP • Discharge clients with missing Treatment Exit TOP • Treatment Exit TOP outside Protocol • TOP – Treatment Progress Tracker

TOP Reporting • http://www.nta.nhs.uk/uploads/top_technical_notes_det_1109.pdf Once you’re on Report page, choose other reports with this drop down menu Enter dates in past – current date then press Generate Report

TOP Flags This box flags up errors asking whether TOPS aren’t needed or need to be followed up

Administrator options on the DET • If you have administration rights on the DET, you can; • Delete a record or a client (by selecting ‘delete client / record’ on the client pages) • Add a new user to the DET • Create a key worker • Reset a user's password

Create a new user After clicking the administration and user maintenance link, click ‘create new user’ Complete the new user fields The DET will generate a password. Give the username and log in details to the new DET user.

Create a keyworker Repeat the previous action. If the key worker does not have access to the DET, check the box ‘User is a key worker’ and do not check the box ‘Allow log on access for key worker’ The key worker will now show up in the key worker list on the episode field and will appear on the key worker report The key worker will not be given a username or password

Reset a user’s password In the administration section, click user maintenance, select the user in the table and reset the user’s password

Create an NDTMS extract On the client list page, click ‘NDTMS extract’

Create an NDTMS extract Click the option for creating a Full Extract With the latest dataset Press Produce Extract File

Create an NDTMS extract Click here to produce the extract Click here to save to your PC This extract can now be uploaded to the DAMS

DAMS Click here to upload extract Click here to see all extracts that have been uploaded per month Then Press GO

Uploading an extract Search for the extracted file Then Press Upload File

Loading Files - Data Quality When a provider submits a file, a validation is performed, the file must score 100% for both data load and data quality (DQ%) before it can be submitted

Resolving Data Quality Validations

Detailed Mismatches • All missing records highlighted in this table must be resolved before the file can be successfully loaded. To view the options available in each case, hit ‘Resolve’.

Detailed Mismatch Resolution

Mismatch Options • INCLUDE RECORD • If this option is selected, then the missing record is included for the current submission and no future prompts are presented to the user in subsequent submissions. Even though future notifications are suppressed, if the same record is not present in the file during subsequent submissions, the record will still be included for reporting purposes. • EXCLUDE RECORD • If this option is selected, then the record is excluded for the current submission only. The agency user will be reminded AGAIN if the record is missing during subsequent submissions. • DELETE RECORD • If this option is selected, then the missing record, which is present in the NDTMS database, will be deleted (therefore matching what is present in the file being uploaded). The user may need to ensure that the record has been deleted from their clinical case management system before committing to this action. • REPLACE RECORD • This option will only be available for selection if there is a record present in the file being submitted, which is vastly similar to the missing record.

How to use the DET (Data Entry Tool)