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Health and Aged Care Information Management Strategy. Tony Nippard Director, Planning and Resources Rural and Regional Health & Aged Care Services Presentation to AHSFMA May 2006. Drivers of Reform.
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Health and Aged Care Information Management Strategy Tony Nippard Director, Planning and Resources Rural and Regional Health & Aged Care Services Presentation to AHSFMA May 2006
Drivers of Reform • April 2002 PAEC Report to Parliament on the Department of Human Services - Service Agreements for Community, Health and Welfare Services • Partnership Flagship Data Collection and Performance Reporting Reform Project • Victorian Public Hospital Governance Reform Panel recommendations • Metropolitan Health & Aged Care Services (MHACS) Division Data Collection Review Project • DHS ICT Strategic Review (additional funds now allocated to this project)
Why Information Management Reform Information management reform is essential to address: • cost and burden of reporting for funded organisations • ongoing proliferation of data collections and reporting requirements • duplication of data collected • inconsistent terminology across data collections • inconsistent information management practice and utilization of collected information • limited feedback of information to organisations providing data
Information Management Reform Strategy The IM reform strategy was established to: • balance the information need of programs with the reporting burden on funded organisations • strengthen governance arrangements for data collection and reporting requirements of organisations funded by Health and Aged Care programs • review current data collection and reporting requirements in order to identify opportunities for reform • implement approved reform strategies • establish a Common Client Data Set across all Health and Aged Care programs • improve feedback on collection data from Health and Aged Care programs to funded organisations
What’s different? For the first time: • dedicated team • allocated resources • senior executive support and interest • governance: • data collection “gate-keeper” • advisory committee with external representation • new collections require Executive Director approval • immediate impact on data collections
Progress to Date • established information management governance infrastructure • reviewed proposals for new or changed data collections into 2006-2007 • developed whole of Health and Aged Care Data Collection Register (DCR) • established Common Client Data Set (CCDS) across nine (initially four) RRHACS program data collections from 1 July 2006 • established information management community of practice across DHS • slowed the proliferation of data collections • engaged two short-term staff to support work-plan acceleration
1. Information Management Governance Structure: MIMS & DMAC • established to support improvement in data collection and reporting across the RRHACS and MHACS Divisions: • a Manager, Information Management Strategies (MIMS) role in each both RRHACS and MHACS Divisions to coordinate and oversee all information management strategies and data collection reform • an infrastructure for ongoing data management across Health and Aged Care programs, through internal governance business rules • the Health and Age Care Data Management Advisory Committee, consisting of DHS and sector representatives
1. Data Management Advisory Committee (DMAC) • established to review and provide strategic advice to the Executive Directors MHACS and RRHACS on: • the work-plan to reform data collection and reporting requirements of organisations funded by Health and Aged Care programs • processes and associated business rules for proposed new, changed and ad hoc Health and Aged Care data collection and reporting requirements • review business cases for the continuation of all Health and Aged Care data collections into 2007-2008 • other matters related to Health and Aged Care data collection or reporting referred to the committee or raised by the committee
2. Data Collection Business Cases 2006-2007 • key component of the governance arrangement is requirement of Health and Aged Care programs to submit Business Case proposals to justify: • new data collections/reports; • change to existing data collections/reports; • maintenance of existing data collections/reports; and • ad hoc data collections/reports. • DMAC reviews Business Cases and makes recommendations to Executive Directors RRHACS and MHACS
2. DMAC Meeting – 7 March 2006 • DMAC met on 7 March 2006 to consider twenty-five (25) Business Case proposals for: new data collections or changes to existing data collections for operation in 2006-2007 • 20 Business Case proposals have been endorsed by the DMAC, 4 subject to minor clarification - to be followed up and resolved by the MIMS prior to implementation of the proposal • a summary of DMAC recommendations follows
2. Status of Health and Aged Care Data Collections • proposal to establish 4 new data collections compares favorably with the average of 10 new collections established per annum over the previous 5 years • projected total number of data collections over the next 2 financial years includes a number of collections which are scheduled to be discontinued • this can be due to a number of factors: • a collection is discontinued because it is part of a non-recurrent/short-term project; • as the result of review the collection is identified as redundant or able to be amalgamated with another collection
2. Status of Health and Aged Care Data Collections • 21 collections are due to retire by 1 July 2006 • 4 collections are due to retire by 30 June 2007
2. Data Collection Business Cases 2007-2008 • DMAC Business Cases are required for all on-going 2006-2007 data collections to justify their continuation into 2007-2008 • will be reviewed at DMAC meetings in July, August and September • anticipated that this process, combined with the governance arrangements, will over time contain and control the growth of data collections
3. Data Collection Register (DCR) • the result of a stock-take of all data collections - first time such a register has been established • prior to this no systematic knowledge regarding the number of data collections • from this point DCR creates to capacity to record an accurate history of data collections • DCR is a “live” document - the number of data collections can vary, as they are uncovered or discontinued over time
4. Common Client Data Set (CCDS) • developed to create greater alignment of data that describes persons in receipt of DHS funded services • nine RRHACS programs,will be utilising the CCDS V1.2 in 2006-2007 • Victorian ACAP MDS, HACC National MDS, SRS Service Co-ordination & Support MDS, Community Connections Service MDS, Housing Support for the Aged MDS, Older Persons High Rise Support Program MDS, State Alcohol & Drug Treatment Service Utilisation Data Collection, Community and Women's Health Data Collection, BBV-STI Data Collection • in principle agreement with Acute, Sub-Acute and Ambulatory Care programs to move towards CCDS • work on transitioning these programs’ data collections to a CCDS will progress throughout 2006, aim to implement by end 2008
4. Common Client Data Set (CCDS) • with progress to date - possible for agreement to be reached on the specifications of CCDS for all Health and Aged Care data collections by end 2006 • major programs yet to be approached are Mental Health and Dental Health • objective is to complete take-up of a CCDS across Health and Aged Care programs within 2-3 years • following this, attention moves to establishing a common service data language across Health and Aged Care programs - discussions with program branches to commence in early 2007
5. Information Management Community of Practice • fosters cross-program collaboration to achieve data and information management reform across the Health and Aged Care programs • discussion of data and information management issues • plan for future data collection, data transmission and/or reporting requirements. • discuss, support and plan for negotiations and initiatives with Commonwealth, other States and national bodies • bi-monthly meetings
6. Growth of data collections • as at December 2005 there were around 130 registered data collections • half of which had been in operation prior to 2000 • from 2000 to 2005 an additional 65 (currently operating) data collections were established • this is an average of 10 per year • 7 proposed new data collections for 2006/2007 (4 recommended, 2 deferred, 1 not recommended) • modest slow-down in growth of data collections • major issue will be the review of all continuing data collections into 2007-2008
7. Reform example • Primary Health Branch has begun to rationalise data collection and reporting in the Dental Health Program, this work in three stages: • Stage 1 - implement minor improvements to current reports for remainder of 2005-06 • Stage 2 - implement interim reporting arrangements for 2006-07 • Stage 3 - implement unit level data collection and revised reporting requirements for 2007-08 and beyond • Stages 1 and 2 completed: significant reduction (38 of 93 reports no longer required), in the number of reports DHSV are required to submit
Work Plan/Next Steps • detailed analysis of mapped data collections to identify opportunities for macro level reform, and implementing approved reforms • review of all on-going 2006-2007 data collections to justify their continuation into 2007-2008 • continuing staged roll-out of the CCDS across Health and Aged Care programs through 2006 and 2007 • improving feedback on collected data from program areas to Health and Aged Care funded organisations • Feb 07 start to focus on stage 2 of ICT funded projects: assist other Division to adopt (& appropriately resource) similar process – Whole of DHS Project Board to be established shortly
Information Management Reform Achievements • established information management governance infrastructure • first time number and details of Health and Aged Care data collections recorded • as a result slowed the proliferation of data collections • established CCDS across 9 RRHACS programs, • reviewed proposals for new or changed data collections into 2006-2007 • established a framework for further information management reform strategies • established information management community of practice across DHS
Information Management Reform Summary • joint RRHACS/MHACS, whole of Health and Aged Care initiative • reform is essential to: • reduce the reporting burden on funded organisations • improve the way information is used • reform will take place at the level of individual data collections and at the broader/macro level • principles of good information management will inform ICT development (e.g. RRHACS data repository) • requires joint effort of all program areas for success
Contact and Further Information Email: • MIMS.RRHACS@dhs.vic.gov.au (RRHACS programs), Jonathan Ashley, 9096 1482 Matthew Arnold, 9096 1484 • MIMS.MHACS@dhs.vic.gov.au (MHACS programs) Vaughn Moore, 9096 7618 Internet: http://www.health.vic.gov.au/hacims