DP002 - Quarterly Submission Process for TBIMS Centers

DP002 Quarterly Submission Process for TBIMS Centers
Review Committee: NDSC Start Date: 3/05/2011
Attachments: Submission Checklist Last Revised Date: 7/3/2024
Forms: None Last Reviewed Date: 7/3/2024

Introduction:

On a quarterly basis the NDSC is responsible for generating TBIMS reports, and preparing datasets for statistical analysis. The NDSC has prepared the following guidelines to ensure accuracy of reports, data integrity, and timeliness of delivery.

Purpose:

Outlines the steps necessary to complete a quarterly data submission.

Scope:

All TBIMS Centers, longitudinal follow-up centers, and the NDSC.

Responsibilities:

All TBIMS Center Data Managers.

Procedural steps:

Submission of data to the NDSC happens quarterly on the following dates: 1/15, 3/31, 6/30, and 9/30. At 5:00 p.m. Pacific Time on the submission date, access to the data entry forms will be disabled. No changes or additions of data will be allowed without the consent of the NDSC. If a center is unable to complete the submission by the deadline, they risk not having their data included in the quarterly reports. Exceptions to this will be handled on a case-by-case basis by the NDSC staff. If for any reason you are unable to meet the deadline you should contact the NDSC immediately.

Below is a list of the steps that each center should take prior to the submission deadline to complete a quarterly data submission.

  1. All data should be entered into the TBIMS National Database.

  2. Verify that SOP DQ001 - Data Quality Guidelines have been followed.

    1. Fix all errors identified on the Error Analysis report.

    2. Run both Error/Inconsistency Dynamic Report for the given quarter, and review all inconsistencies. Resolve all inconsistencies where an error has occurred, and disregard any inconsistencies where an error has not occurred.

    3. Review the Completeness/Missingness Dynamic Report for the given quarter and verify missing data points listed by Subject ID.

    4. Run the Follow-Up Cases Report.

      1. Review cases overdue and update any cases on this report that are past due.

      2. Review cases lost and verify that all lost cases have been updated by completing the “Lost” tab.

  3. Within one month after data submission, complete data quality checks (i.e., 10% data entry checks on Form 1 and Form 2, and reabstraction of Form 1).

    1. A center’s list can be found under Data-Data Quality Checks.

    2. Select the year and quarter for which the cases due need to be checked. For example, selecting year 2024 and quarter 1 would list all the cases that were due between 1/1/2024 and 3/31/2024.

  4. For determining which cases are due for submission, refer to the following table and footnotes:

Submission Date: Cases Due: Corresponding Report:
01/15/(CY) 07/01/(PY) to 09/30/(PY) Quarter 3 (PY) Quarter 4 (PY)
03/31/(CY) 10/01/(PY) to 12/31/(PY) Quarter 4 (PY) Quarter 1 (CY)
06/30/(CY) 01/01/(CY) to 03/31/(CY) Quarter 1 (CY) Quarter 2 (CY)
09/30/(CY) 04/01/(CY) to 06/30/(CY) Quarter 2 (CY) Quarter 3 (CY)
(CY)=Current Year, (PY)=Previous Year
Form 1: Include cases with rehab discharge dates in given range
Form 2: Include cases with window closing dates in given range
Form 1 & Form 2 cases may be entered early, but will not be reflected in ‘In Qtr’/‘In Yr’ report statistics until due

Training requirements:

None

Compliance:

All TBIMS Data Managers and Collectors will comply with this policy and its procedures.

References:

None

History:

Date Action
3/5/2011 New policy developed
10/1/2012 Revised policy to reference rehab discharge dates as key to cases due
1/15/2020 Reviewed in full and revised to reflect new data entry procedures
4/12/2021 Updated “Missing Data” report references to “Missing Data Analysis”, Removed instruction to run “Quarterly Report”
7/3/2024 Updated procedural steps and submission checklist

Review Schedule:

Every five years.

Submission Checklist

Data Entry

  • Screening data entry up-to-date

  • Form 1 data entry completed

    • Error check completed on last tab of data entry and any errors corrected

  • Form 2 data entry completed

    • Error check completed on last tab of data entry and any errors corrected

Data Quality Guidelines Requirements

  • All staff certifications up-to-date (FIM, DRS, Form 1, CT, Cultural, Pledge)

  • Form 2 Interview (completed annually: listen in, code and compare)

  • Errors/Inconsistencies report run and all errors fixed

    • Items corrected where error has occurred

    • Remaining items verified for accuracy

  • Completeness/Missingness report reviewed for accuracy

  • Follow-Up Cases report run

    • Lost cases have been entered as “lost” (Any cases left on the Cases Overdue tab at time of submission will be automatically coded as “lost.”)

Post-Submission Data Quality Checklist

  • Form 1 Re-Abstraction (1 case; if errors, 1 more case)

  • Data Entry (10% checked for accuracy: if errors all forms to be verified)

    • Form 1

    • Form 2