The oncology data paradigm in practice: A feasibility study of structured data capture with minimal support (stage one of a multi-phase implementation).

Abstract

e13660 Background: We previously showed success with collection of structured data elements within the electronic health record using the minimum common oncology data elements (henceforth, mCODE tool) supported by soft-stop close visit validation (CVV) and staff support interventions in a limited cohort. Since the additional interventions are resource-intensive and difficult to apply across an entire department, we therefore implemented a department-wide roll-out supported by the least resource-intensive interventions while monitoring uptake. Methods: The mCODE tool collects five data elements: stage, disease status, performance status, intent of treatment, and intent to change therapy. The Department of Oncology providers received education on the mCODE tool and were asked to implement use at a faculty meeting; soft-stop CVV was enabled at that time. The percentage of data captured for each data element was collected from the notes of providers who did not participate in prior pilots for the 4 months post-implementation. mCODE tool usage was defined as entry of at least one data element except stage (as stage has long been a structured data element in Epic, can be entered independently of the mCODE tool, and many providers were entering stage prior to mCODE tool introduction). Results: 86 MDs and 20 APPs for a total of 106 providers were included, resulting in 14,973 visits and 8,745 unique patients. 73.6% of providers (n =78) utilized the mCODE tool. Of those who utilized the tool, median overall data capture across the four data elements was 24.0%. 22.6% of providers (n =24) achieved > 80% overall data capture and 32.1% (n =34) had over 50% overall data capture despite minimal intervention. 75.6% of MDs (n = 65) utilized the tool with a median data capture of 16.3% compared to 65% of APPs (n = 13) with a median data capture of 90.3%. Rates of data capture for individual data elements were similar. Conclusions: Use of soft-stop CVV appears to drive utilization of the mCODE tool but is insufficient to promote > 80% data capture for most providers without more intervention. Supportive interventions such as individualized assistance with incorporation into existing templates and directed communication from leadership remain necessary to promote use of structured data elements and will be implemented in sequence to understand how we achieve the target data capture ( > 80%) at scale.