Competitive Grant Program: Year 2 Meeting 3. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant...

Competitive Grant Program: Year 2 Meeting 3

SPECIAL DIABETES PROGRAM FOR INDIANS






Karen Wilde Rogers

CC DP Data Coordinator

Data Coordinator TrainingWorkshop



Data Coordinator

• Responsibilities

Data Collection

Data Submission

Quality Assurance



Data Collection

SCREENING, REGISTRY, RECRUITMENTOngoing until recruitment goals met

BASELINE ASSESSMENTSWithin month before beginning DPP curriculum

INTENSIVE ACTIVITIESDPP Curriculum and Lifestyle Coaching

FOLLOW-UP ASSESSMENTS (DP ONLY)Within a month of completion of DPP Curriculum

ANNUAL ASSESSMENTS Anniversary of first DPP curriculum class

ANNUAL (DECEMBER) REPORTS AND QUESTIONNAIRES

ONE TIME TELEPHONE INTERVIEWSelected providers interviewed by CC

1

STEP ACTIVITY

2

3

4

5

6

7

OVERVIEW OF DATA COLLECTION



STEP 1 Overview



http://www.uchsc.edu/ai/sdpi/dp/data/dp_forms.htm

• Registry Input Form R1.D (does not get submitted)

• Participant Record Form R2.D (does not get submitted)

• Recruitment Team Meetings Form R3.D (December)

• Participant Consent R4.D (does not get submitted)

• HIPAA B R5.D (does not get submitted)

• Community Screening Worksheet R6.D (upon completion)

Step 1 Forms: Screening, Registry, & Recruitment




http://www.uchsc.edu/ai/sdpi/dp/data/dp_excel_registry.htm

Excel Registry





• A way to do a pre-post comparison of whether the programs implemented the core elements and required intensive activities.

• We also needed to know whether the participant’s clinical and behavioral measures improved specific to the goals and targets in the core elements.

• All clinical measures are based on IHS standards.

Step 2:Baseline Assessment



Baseline Assessment of Core Elements• Purpose:

– gather information related to implementation of Core Elements at baseline

• Content:– Physical, Clinical, Laboratory measurements– Health Behaviors and education around program goals – Medications

• Timing:– Within month prior to start of DPP curriculum classes

• Filled out by:– Program Coordinator or staff as assigned




• Baseline Assessment of Core Elements B1.D

• Participant Baseline Questionnaire B2.D

• Family Baseline Questionnaire B3.D

• Family Consent B4.D (does not get submitted)

☞ Forms colored in blue need to be completed before beginning the DPP curriculum, and need to be submitted together after completion.

Step 2 Forms: Baseline Assessment






• DP Team Meetings Form I1.D (December)

• Participant Attendance Form I2.D (December)

• Individual Retention Form I3.D (December )

☞ Although these forms are due every Dec., they should be filled out monthly or whenever applicable throughout the year.

Step 3: Intensive Activities Forms






• Follow-up Assessment of Core Elements F1.D

• Participant Follow-up Questionnaire F2.D

• Family Follow-up Questionnaire F3.D

☞ These forms need to be completed within one month after the participant finishes the curriculum classes,

and need to be submitted together after completion.

Step 4: Follow-up after Intensive Activities Forms






• Annual Assessment of Core Elements A1.D

• Participant Annual Questionnaire A2.D

• Family Annual Questionnaire A3.D

☞ These forms need to be completed within one month of the 12-month anniversary of the first curriculum class, and need to be submitted together after

completion.

Step 5: Annual after Intensive Activities Forms





• Recruitment Activities Annual Report AD1.D (December)

• Retention Activities Annual Report AD2.D (December)

• Provider Annual Questionnaire AD3.D (December)

• Organization Annual Questionnaire AD4.D (December)

• Community Annual Questionnaire AD5.D (December)

• AfterCore Activities Annual Report AD6.D (December)

☞ Forms colored in blue are due every Dec., but they should be filled out monthly or whenever applicable throughout the year.

Step 6: Annual December Forms



Data Submission



• Each grantee submits data to CC every other Tuesday

• Submission dates of Gamma group:http://www.uchsc.edu/ai/sdpi/common/data/files/Calendar_DP_Gamma.doc

• Submission dates of Omega group:http://www.uchsc.edu/ai/sdpi/common/data/files/Calendar_DP_Omega.doc

Data Submission Schedule



• Tracking Logsheet (Phase 2)

• Excel Registry

• Must be sent on every scheduled date

What to Submit by EmailPhase 2



● Tracking Logsheet

● Community Screening Worksheets

● BACE (B1.D), PBQ (B2.D), FBQ (B3.D)

● FACE (F1.D), PFQ (F2.D), FFQ (F3.D)

● Serious Adverse Event Form (SAE) if any

● Incident Report Form (IRF) if any

☞ Only send a package if you have complete forms to

submit.

What to Submit by MailPhase 2



● Tracking Logsheet

● Community Screening Worksheets

● Assessment forms and questionnaires:

BACE/PBQ/FBQ; FACE/PFQ/FFQ; AACE/PAQ/FAQ

● Intensive Activities forms:

- DP Team Meetings Form I1.D - Participant Attendance Form I2.D - Individual Retention Form I3.D

What to Submit by MailDecember



● Annual (December)

○ Recruitment Activities Annual Report (AD1.D)

○ Retention Activities Annual Report (AD2.D)

○ Provider Annual Questionnaire (AD3.D)

○ Organization Annual Questionnaire (AD4.D)

○ Community Annual Questionnaire (AD5.D)

○ AfterCore Activities Annual Report (AD6.D)

What to Submit by MailDecember - Continued



• DP Data Submission Reference Card

• Mailing Labels http://www.uchsc.edu/ai/sdpi/dp/data/dp_data.htm

• Data Flow Document http://www.uchsc.edu/ai/sdpi/dp/data/dp_appendices.htm

How to Submit

http://www.uchsc.edu/ai/sdpi/dp/data/dp_appendices.htm



Quality Assurance

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 2

Best Practices to Assure Data Quality

• Include as few steps as possible in the data collection and handling processes

• Focus on error prevention

• Focus on process monitoring

• Should not focus on inspecting quality at the final stage



☞ Check completeness of each form you are submitting.

☞ Make sure to have NDPID #, Site #, and Participant ID # on each form.

☞ For scannable forms, check that all the fields are properly bubbled by a pencil.

Quality Assurance – Before

Submission



• SDPI CGP website http://www.uchsc.edu/ai/sdpi/sdpi_index2.htm

Username: dp Password: dp

☞ username and password are case sensitive

Data Coordinator Resource

http://www.uchsc.edu/ai/sdpi/sdpi_index2.htm



• Operations Manual http://www.uchsc.edu/ai/sdpi/dp/data/dp_manual.htm

• Tip Of The Week (TOTW)

• Frequently Asked Questions (FAQs) http://www.uchsc.edu/ai/sdpi/dp/resources/dp_resources.htm

Data Coordinator Resource



• CC DP Data Coordinator – Karen Rogers

E-mail

[email protected]

Telephone

303.724.1422

Data Coordinator Resources



Data Coordinator Workshop

Q & A

Competitive Grant Program: Year 2 Meeting 3. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant...

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