Guidance and Updates for Navigating the National Falls … · 2019-02-04 · Improving the lives of 10 million older adults by 2020 Guidance and Updates for Navigating the National

Improving the lives of 10 million older adults by 2020

Guidance and Updates for Navigating

the National Falls Prevention

Database

Administration for Community Living

National Council on Aging

September 18, 2017

Improving the lives of 10 million older adults by 2020 | © 2017 National Council on Aging 2

Speakers

Casey DiCocco, MPH, Team Lead, Office of Nutrition

and Health Promotion Programs

Chelsea Gilchrist, MGS, Senior Program Manager,

Center for Healthy Aging

Meghan Thompson, IS Specialist, Sound

Generations

Angelica P. Herrera-Venson, DrPH, MPH, Associate

Director, Data Management & Evaluation, Center for

Healthy Aging, NCOA


Administration for Community

Living/Administration on Aging Team

Casey DiCocco, Team Lead, Office of Nutrition and Health

Promotion Programs

Shannon Skowronski, Aging Services Program Specialist, Office of

Nutrition and Health Promotion Programs

Kristie Kulinski, Aging Services Program Specialist, Office of

Nutrition and Health Promotion Programs

Phantane Sprowls, Program Analyst, Office of Nutrition and Health

Promotion Programs

Lacey Vaughan, Aging Services Program Specialist, ACL Regions V

& VII Office, Chicago

Dennis Dudley, Aging Services Program Specialist, ACL Region IX

Office, San Francisco


National Falls Prevention Resource Center

Team

Kathy Cameron, Senior Director

Angelica Herrera-Venson, Associate Director, Research

and Evaluation

Chelsea Gilchrist, Senior Program Manager

Marissa Whitehouse, Senior Program Specialist

Ellen C. Schneider, Consultant, Research Scientist,

University of North Carolina– Chapel Hill


Sound Generations Team

Meghan Thompson, IS Specialist, Health & Wellness,

Sound Generations


Technical Assistance

Getting you

set up in

database

Troubleshooting

data entry

Assistance

with pulling

reports and

numbers

Data analyses

& evaluation

Migrating

data from

vendors


Terminology

Forms management, data privacy and data quality assurance

Reports overview

Live demo: Using the National Falls Prevention Database

Next steps

Q&A

Overview


Program: An evidence-based falls prevention

intervention (Matter of Balance, Tai Chi for Arthritis,

Stepping On, etc.)

Workshop: A class or group meeting through which

a program is delivered to participants.

Session: A meeting of a workshop, e.g., an hour-

long class period or an encounter

Terminology


Participant: The people who enroll in the programs

Leaders/Coaches: The people who are trained to

deliver the falls prevention programs

Terminology


Implementation Sites: The physical locations

where workshops meet or a program is delivered

Host Organizations: The organizations that

sponsor workshops, perhaps hold the license for a

programs, train or employ leaders, and arrange for

the use of implementation sites.

Terminology


Required and Optional Fields:

Required fields capture those data elements that

are collected on the OMB-approved data

collection forms. They are required in the sense

that they must be included on the data collection

forms presented to participants, but participants

are free to leave any blank.

Terminology


Required and Optional Fields:

Optional fields capture those data elements that

grantees may wish to collect over and above the

grant-required data elements. Optional fields can

be added to the database. Those that have are

annotated with “(optional)” as part of the field

label. These fields are not included on the OMB-

approved data collection forms, but you may add

them to the version that you use.

Terminology


Optional fields are marked in the database as

shown below:

Terminology


Current set of Optional Fields

On Participant record:

Zip Code

Insurance (set of questions)

On Workshop record:

Workshop Language

On Pre and Post Survey record:

Timed Up & Go score (seconds)

Chair Stand score (reps)

Terminology


Forms Management, Data Privacy and Data

Quality Assurance


Data collection forms include:

1. Participant Information Form (pre-program)

2. Participant Post Program Survey Form

3. Attendance Log

4. Falls Program Information Cover Sheet

5. Host Organization Form

Forms can be found at:

https://www.ncoa.org/center-for-healthy-aging/falls-resource-center/falls-prevention-grantees-falls-resource-center/falls-prevention-grantees/

The Forms & Where to Find Them

https://www.ncoa.org/center-for-healthy-aging/falls-resource-center/falls-prevention-grantees-falls-resource-center/falls-prevention-grantees/


Privacy Act of 1974 Public Law 93-579 (5 U.S.C.A. 552a): Provides for

protection of records that can be retrieved by personal identifiers, e.g. name,

social security number, or other identifying number or symbol.

► Your Responsibilities:

Train all staff, program leaders, and anyone handling, transferring

data forms, in paper or electronic form so that they are aware of data

privacy requirements

Program leads can hold a face-to-face or set up online training. They

can collect Certificates of Completion from staff to verify that they

completed the training. (NCOA or ACL does not require copies of

these.)

https://www.ncoa.org/resources/power-point-presentation-privacy-

security-basics-falls-prevention-data-collection/

Inform participants that disclosure of information on surveys is

voluntary, and inform them how their information is protected

Data Privacy

https://www.ncoa.org/resources/power-point-presentation-privacy-security-basics-falls-prevention-data-collection/


► Non-Disclosure Agreements (NDA) with those who

handle participant data:

Written acknowledgement that participant information should

not be shared with others and should be safeguarded

appropriately

Form: https://www.ncoa.org/resources/non-disclosure-

agreement-2/

State lead or the designee for data collection must keep

NDA in locked secure storage or store electronically-

scanned copies in a secure, password protected database

for 3 years.

Data Privacy

https://www.ncoa.org/resources/non-disclosure-agreement-2


► Have a forms storage and retention policy

Enter data from forms into secure, password-

protected database, such as the National Falls

Prevention Database

Store completed forms in a secure, locked cabinet

when not in use, or destroy forms once data is

entered

Forms must be transferred from sites to the data entry

staff securely

Forms Management & Data Privacy


1. Make a priority building in time, taking advantage of Session ‘0’

2. Assist participants - consider literacy and cognitive challenges, including LEP participants

3. Offer help to workshop leaders

4. Review script during training, emphasize the value of feedback to future funding, programming etc.

5. Build excitement for data by sharing feedback with implementation sites, partners

6. Check forms on-site

Resource: Tip Sheet: Maximizing Complete and Accurate Data

https://www.ncoa.org/center-for-healthy-aging/falls-resource-center/falls-prevention-grantees-falls-resource-center/falls-prevention-grantees

Reducing Missing Data

https://www.ncoa.org/center-for-healthy-aging/falls-resource-center/falls-prevention-grantees-falls-resource-center/falls-prevention-grantees


► Consider how to handle missing forms.

Leaders/coaches or site coordinators should

communicate to the data entry staff that any expected

forms are missing.

Leaders/coaches may include an inventory sheet

with each packet

Leaders/coaches may staple together pre- and post-

survey forms, and make a notation on sets with

missing forms

► Missing Attendance Logs: Do not enter data from

workshops with NO Attendance Log into the database.

Handling Missing Data


► Leaders/coaches or site coordinators:

Keep the forms together for a given workshop

from its start date to its end date.

Submit all forms together for a given workshop

for data entry as soon as possible after

completion of a workshop, and at least within 2

weeks of its end date.

Forms Management Process

Recommendations


► Data entry person:

Review forms when received to be sure packet

is complete — that is, all expected forms are

included, and participant IDs match across all

forms.

Follow up promptly with leaders/coaches or site

staff to clarify any issues.

Enter forms into the database as soon as

possible.

Forms Management Process

Recommendations


► Leaders/Coaches are first line of QA

They are able to check forms as they collect them, clarify questions with participants right away.

► Data entry staff are the second line of QA

Have a system for managing the flow of forms (e.g., a checklist).

Watch for unclear responses on the forms and have a consistent method to handle them.

If you cannot get clarification from leaders/site staff, leave unclear responses blank.

Data Quality Assurance


List of Reports with Descriptions

Reporting Overview


List of Reports with Descriptions

Reporting Overview


Semi-Annual Report

Reporting Overview


Demographics and Survey Responses report

Reporting Overview


Data Export reports

Reporting Overview


Outcome Dashboard report

Reporting Overview


Pre/Post Survey Summary report

Reporting Overview


Selecting Filters & Exporting

Reporting Overview


ncoa.org/fallsdata

Live Demo of the National Falls Prevention

Database


1. Complete a form identifying your users with name,

organization, and email address, so that your

database accounts can be created.

Grantees may have up to 3 concurrent user

accounts covered by the grant. User accounts

can be reassigned as needed.

Additional users (for 4 or more concurrent

accounts) can be added at the cost of

$200/user/year.

Next Steps


2. Optional: If you already have identified any Host

Organizations, Implementation Sites, and Leaders,

complete a spreadsheet template with those

details. Sound Generations can preload this data.

Next Steps


Avoid double data entry work!

Contact Sound Generations for assistance…

► If you are using another database for primary data entry. We can work with you to import data exported from another database. (Note: Otago database is exported to the National Falls Prevention Database on a monthly basis.)

► If you are using the National Falls Prevention Database for primary data entry and you want to export data from this system into a different system.

Using Other Databases


Questions & Answers

Thank you!

Documents

Guidance and Updates for Navigating the National Falls … · 2019-02-04 · Improving the lives of 10 million older adults by 2020 Guidance and Updates for Navigating the National