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iDOP : Information Technology FAQ
Q: What IT services does iDOP offer to help hospitals participate?
The iDOP project handles many IT processes to keep the burden as low as possible on participating hospitals.
The iDOP technology team will accept data in many different formats, map that data to the iDOP database, and build a custom import routine.
The iDOP technology team is also available to work directly with the hospital IT staff to help them with this process.
The iDOP team will provide a "data use agreement" to the participating hospital to comply with HIPAA rules.
Q: What are the specific requirements from an IT point of view for the iDOP project?
Participating hospitals will need to provide at least one year's worth of data in the following categories: visit data, discharge data, financial data, lab data, and pharmacy data (see "iDOP Data Requested" below for a complete list). This information can be pulled together in whatever methods are currently used at the hospital.
There needs to be a de-identification routine run to remove any patient identifiers and ensure that the data from the various systems is properly cross-linked with a (non-patient-identifiable) key. In addition, a data use agreement must be signed between the iDOP team and the hospital (details below in the De-Identification, HIPAA rules and "Limited Data Set" section). The hospital must accept the " USER AND DATA USE AGREEMENT FOR THE UNIVERSITY OF FLORIDA INFECTIOUS DISEASE OUTCOMES PROJECT" agreement either via clicking ACCEPT on the iDOP website prior to submitting a questionnaire or via responding to an email with "ACCEPT" when given the agreement from iDOP in email.
This data can be submitted to iDOP in many formats, usually one that is most convenient for the hospital such as spreadsheets, text or XML files. A column or field reference list/index needs to be provided so the iDOP team knows what each field is and can then map it appropriately.
The preferred method of transmitting data to iDOP is via secure FTP ("sFTP"). The iDOP team will provide the URL, ID and Password to use after the data use agreement is accepted and any other required information is collected. If the hospital does not have a sFTP tool, we recommend http://www.winscp.com which is a free sFTP software product.
Q: What is the process for getting data from the hospital to iDOP?
- Hospital representative fills out the questionnaire
- iDOP approves hospital for participation
- iDOP provides a data use agreement to the hospital
- Hospital IT and iDOP technology team review the process and establish how data will be transferred to iDOP
- Hospital IT provides data (see prior FAQ question on using sFTP)
- iDOP technology team maps, imports, and processes the data
- iDOP reports are generated and hospital can review
- Hospital data is used in aggregate form as part of the iDOP database
Q: How often will data need to be transferred from the hospital to iDOP?
No ongoing requirements exist - the data transmission process does not need to be setup as a recurring process that needs management.
However, hospitals can re-participate in the project as needed to help implement new strategies and see the results. Any re-participation involves a complete data set transmission (old data is then purged).
iDOP : Data Requested
This list of data represents our "wish list" of items to be used in various reports. Participating hospitals are not required to have all of these data points and the iDOP team will work with them to determine the set of data that they can provide for best results in their situation. In the list below, required data points are in red and marked with an asterisk.
The iDOP team will take the raw data in electronic format and will need a key or index to what each data point represents. Then the iDOP team will map this data to the iDOP database and import it. After importing, the source data is destroyed and any further data imports will need to be "full set" and include all historical data necessary for the reports desired.
De-Identification, HIPAA rules and "Limited Data Set"
All data delivered to iDOP must be "de-identified." So any patient information such as name, address, or other "ID" must be eliminated and replaced with a non-identifiable ID.
In addition, there are date fields (admission, discharge, re-admission) that iDOP needs for accurate reporting. According to HIPPA Privacy Rules, this data requires a "data use agreement" agreement between the iDOP team and the participating hospital. The hospital must accept the " USER AND DATA USE AGREEMENT FOR THE UNIVERSITY OF FLORIDA INFECTIOUS DISEASE OUTCOMES PROJECT" agreement either via clicking ACCEPT on the iDOP website prior to submitting a questionnaire or via responding to an email with "ACCEPT" when given the agreement from iDOP in email.
Background on HIPPA rules, Limited Data Set definition, and data use agreements can be found here: http://privacyruleandresearch.nih.gov/pr_08.asp Note that the section titled " Limited Data Set and Data Use Agreement" list 16 types of data that cannot be collected. iDOP follows these guidelines and does not collect those 16 types of protected health information (PHI) data.
-- VISIT & PATIENT DATA ---
- Date of admission *
- Prior to admission diagnostic code
- Diagnostic code for admission *
- Date of discharge *
- Date of hospital readmission (if applicable) *
- Source of admission
- Procedures
- Height
- Weight
- Age (note - not birth date, just age)
NOTE: data from patients over 89 years old should be excluded from the supplied data set. - Race
- In-patient or Out-patient status
-- DISCHARGE -
- Disposition/Mortality *
- Primary diagnosis code *
- Secondary diagnosis codes (up to 20)
- FINANCIAL DATA ---
- Patient insurance type
- Medication cost to patient
- Hospital charges
- Room & board
- Pharmacy
- Lab
- Professional non-physician services
- Professional services
--LAB DATA COLLECTION---
- Collected date *
- Collected time *
- MIC *
- Organism Name (when applicable) *
- Drug Name (Trade Name) (when applicable) *
- Drug Name (Generic Name) (when applicable) *
- Reported date
- Reported time
- Susceptible/ Intermediate/ Resistant *
--EMR DATA -
- Temperature (°F or °C)
- Heartrate (beats/min)
- Blood Pressure (mmHg)
- White blood cell count
--PHARMACY DATA COLLECTION --
- Antibiotic start date & time *
- Antibiotic end date & time *
- Drug Name (Trade Name) *
- Drug Name (Generic Name) *
- Dose *
- Frequency *
- Duration *
- Mode of administration/route
- Duration of infusion time
- Length of IV therapy (LOIV)
- Discharge medications *
- Medication cost to hospital
- # doses delivered, # doses given, # doses missed
