Methods of data collection, referral and collation

1
Methods of data collection, referral and
collation

• Tom Oluoch
• KEMRI/Wellcome Trust, Kilifi Kenya
• netSPEAR meeting
• 17-19 November, 2003

2
Information Flow
3
Form Data

• Few fields on specimen forms
• Patient name, IP No., Age, Sex, Specimen type,
  Date of specimen, Time of specimen, etc
• Basic/Demographic data filled in by hand by the
  Clinician
• Initial form data entered by Lab Technician
• Lab results entered by the Lab Technician

4
Types of Data Fields

• Vital Data
• Entry cannot proceed without entering these
  values
• Specimen/Sample ID (e.g. Serial No., IP No.,
  etc.), Dob/Age, Sex
• Valuable Data to netSPEAR
• Entry into the computer system will continue but
  the record will be flagged as incomplete
• Date and Time of specimen
• Ideally recorded data should be as complete as
  possible

5
Data Entry System

• Choice to be made between FileMaker, Visual
  FoxPro and Visual Basic
• To be developed and tested in Kilifi, borrowing
  from existing systems
• Simple Entry Screen forms matching the paper form
• Data stored in dbf format at sites
• Standalone installation on PC/Mac, no requirement
  for a server or a Local Area Network
• Time reminder (15th of each month, for previous
  submission).
• Automated e-mail submission on click of a button

6
Sample Layout
7
Sample Layout
8
Sample Layout
9
Data Referral
Site
Site
Site
NC
Data Cleaning
Queries
Analysis/ Summary
Queries/Feedback
Upload to website
10
Sending Data

• Computer
• Modem/LAN
• Telecom Link to ISP

11
Data Management by netSPEAR team

• Quality Control
• Data Cleaning
• Consistency checks (also inbuilt in entry system)
• Duplicate entries
• Range checks
• Missing data
• Feedback to sites
• No. of Isolates over time, Sensitivity to
  antibiotics, etc
• Performance indicators based on submission times,
  quality of data etc
• Types of Analysis/Summaries
• Hospital, Country, Regional summaries etc.

12
Data Dissemination

• Targeted Audience
• Ministries of Health
• Donors
• Policy Makers in the Health Sector
• Researchers in related fields
• Academicians
• Website
• www.netspear.org
• Has Static and Dynamic pages

13
Data Dissemination

• Static Pages
• Home, News, Surveillance etc
• Mainly textual and images
• Dynamic Pages
• Based on data from hospitals/countries/region
• Mainly predetermined graphs generated on-the-fly
  based on latest data uploaded by netSPEAR team
• Highly summarised data with provision for
  drill-down
• Allows flexibile queries to select periods,
  isolates, etc

14
Website Updates

• Developed in Dreamweaver
• netSPEAR team uploads cleaned summarised data at
  regular intervals
• News Pages