Prior to the end of each reporting period (i.e., the end of each quarter) sites should perform a Data Quality review of their data to ensure it is as accurate and complete as possible.
Dose Registry Support services recommends the following quality checks and schedule:
- Compare the Performed Volume to the DIR Received Volume;
- Frequency: Bimonthly
- Confirm each scanner is submitting data;
- Frequency: Bimonthly
- Map Unmapped Studies to a Radlex ID (RPID)
- Frequency: completed no later than one week prior to the end of each quarter
- Perform a complete Exam Name Mapping review
- Frequency: every 6 months
To determine if the DIR is receiving your data log into the NRDR portal and click on DIR on the menu on the left side of the page. The following instructions are taken directly and completely from an email sent by the DIR to all participants.
Comparing Volume of Exams Received vs. Volume of Exams Sent
- Under the DIR Report subheading, there are many reporting tools. To determine the last time your facility submitted exam data to the NRDR, use the ‘Summary of Data Submitted’ and ignore the date range fields, and click ‘Submit.’ The result of the search will display if we have received exam data from your facility recently.
- Clear the query to conduct a new one. Using ‘Summary of Data Submitted’ include one of the date ranges provided below to coordinate with the most recent reporting period. Make a note of the number of exams received during this reporting period. January 1 – March 31 (quarter Q1) January 1 – June 31 (semi-annual Q1Q2) July 1 – September 30 (quarterly Q3) July 1 – December 31 (semi-annual Q3Q4)
Compare the NRDR number of exams received to your volume of exams sent (your PACS may be able to help identify the number of exams sent).
- To know the volume of exams received per month, use the ‘Summary of Data Submitted’ and change the date range to capture one month at a time. Compare the NRDR monthly total of exams received against your monthly total number of exams submitted.
If the difference between the NRDR numbers and your total number of exams submitted is greater than 5% error, then please contact us at email@example.com
Determine if Each CT Scanner is Sending Exam Data
- Under the DIR Report subheading, there are many report tools that can provide you with this data. An easy report tool to work with is ‘Dose Information by Exam.’ Click it to open the report page.
- Enter a date range of at least 3 months so that you can review what your CT scanners have been sending since the last aggregate report (which is issued quarterly). When the page populates, go to the top of the screen and click ‘Export to Excel.’ Sort on the columns that contain information about your search, such as, Institution name, Scanner model and Scanner ID. In this manner, you can review the date that each of your scanners sent exam data to the NRDR. If any data is missing or if an entire CT scanner’s exam data is not appearing in the report, contact Triad-Support@acr.org or call 703-390-9858 to troubleshoot data transmission.
- Also check the ‘Study Description’ column to affirm the names of your exams are being captured. If missing Study Descriptions for your exam names are greater than 5% error rate (per scanner) please use the email and phone number above to contact us.
Map Unmapped Studies to a Radlex ID (RPID)
Exam names that have not been mapped to a RPID will not be included in the aggregate report. Please follow the instructions in the Exam Name Mapping User Guide to navigate through this task. If you have a Master-Child facility registration, you must perform your exam name mapping at the Master facility. Any mapping in the Child facility will be over written by the RPIDs selected in the Master facility every 24-hours. There are only a few Master-Child facility registrations that have ‘lifted’ restrictions, and are able to map at the Child facility. For the majority of Master-Child registrations, this is not the case. As a precaution, we suggest that you map at the Master facility level to avoid losing your RPID mappings at a Child facility that may not have ‘lifted’ restrictions in place.
Perform a Complete Exam Name Mapping Review
Facilities should review their exam name mappings periodically to check for errors (mismappings) and inconsistencies.
- Click on Exam Name Mapping in the left menu on the DIR Registry home page (make sure you are in the Master account unless you have had your Master-Child site relationships “lifted”).
- Click on the Export All to Excel icon at the top right of the page. Save the spreadsheet to your PC.
- Use the Pivot Table function in Excel to aggregate your Exam Names by assigned RPID. Drag the Pivot Table fields RPID or Predicate values and Study Description in that order into the Rows area in the report table.
- Distribute the printed version to staff and have them check the study names assigned to the RPID for appropriateness and have them mark any that seem mismapped. Use the Exam Name Mapping tool to reassign any mismapped studies.
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