Question

1. When discussing data quality issues, why is it important to get the entire group together?

2. By preparing a report that includes the data quality issues, Barbara can provide the details to the team. Why is it important to have the specific issues typed out for all to view?

3. Barbara mentions that truncated fields are causing information to be cut off. What review process can help the team understand which fields are impacted by this?

4. In the video, another data quality issue involves the Male/Female or M/F usage. How can various ways to display data impact facility operations?

Video Transcript

Data Quality Nightmare

[ Music ]

>> Maybe we should get started. I have to meet with a vendor in less than an hour. If Richard doesn't show up I can just catch him up on what we talk about.

>> Well, and that's a shame because the reason I wanted us all here at the same time is because I have a number of complaints here from various departments regarding data quality issues.

>> Well, I'm sorry. I'm sorry; I apologize. Yell at me later it was an emergency. How much did I miss?

>> That's okay emergencies are our middle name. I was just saying that the reason I wanted us all here together in the same room is because I have some complaints here from various departments regarding data quality issues that show that we have some problems.

>> Yeah, and you've probably got complaints from people in my department.

>> Oh, I do, here's some samples. I think these samples cover the problem areas that I've identified. For example, here's one with data fields that are too short on some forms; it's the last name, street names being truncated, and then the truncated information gets forwarded on to other departments that need the full information.

>> So if the field sizes aren't consistent from form to form, then just changing one form's field size can have consequences down the line?

>> Exactly. Here's another where consistency is the problem. We're using different terms for the same information and counter number on one form is referred to on another form as the case number.

>> How could that be confusing?

>> You're kidding?

>> Yeah.

>> Oh, all right. Well, here's another where data is being entered in different ways. For instance, m slash f on one form, and male slash female on another form. Now here we have a complaint where patients have multiple record numbers and they're not being linked, so we're not collecting required data, we're putting out inaccurate reports and complete medical records aren't being generated, which can certainly have a major impact on patient care.

>> Oye.

>> Oye is right, so now we have an idea of the breath of the problem; any ideas on how to address them?

[ Silence ]

We ended up looking at a number of options to dig ourselves out of this hole we'd put ourselves in. We decided to create a data dictionary for the development of forms; this dictionary would specify the wording for the basic choice, and the number of characters in the field for that choice wherever appropriate. For instance, the form would say that you have to choose between male, female, and unknown for gender, not just m, f, and u. Richard said that we can get algorithm software that can identify potential duplicate records; it can also perform data modeling to determine our data needs, and that can even include what we need in terms of compliance with UHDDS and/or other data set requirements. We also discussed forming a team to manage communications so that, for instance, data fields would not be cut off or changed without making sure everybody who needs to know would be properly notified. Whatever solutions we end up choosing it's clear that there's going to have to be some training involved, but I think that we all expected that. It's too complex to be solved just by pushing a button. The solution is going to require a certain amount of hands-on education.

Answer 1

1. Firstly, this will help resolve the issues faster and more accurately. Secondly, all the team members will be possessing the same information. There would be no discrepancies and any information gaps. Thus, the team would be stronger and more effective in executing tasks and resolving problems.

2. The most important reason is that the details must be readable and understood by all. Also, ensuring all the necessary points are being covered and facilitating re-visiting the information and details discussed.

3. The truncated fields means the complete information is not being sent and circulated in the organization. This is causing confusion and misunderstandings. The team can understand these issues by feedback process.i.e. take feedback of employees or evaluate the message application and assimilation. This would help the team realize the lacunae and proactively resolve the information gaps.

4. Standardization can help resolve these issues. The company must have set standards w.r.t. denotations and procedures. Thus, these kind of errors could be avoided.