Tools for Grantees: Quality Management Manual < Previous | Home | Next >  III. Step-By-Step Quality Management Guide: Nine Critical Steps   Analyze Data   •  Analyze data and review the results.    •  Identify areas where additional data is required. If historical data are available, compare for trends.    •  Display and distribute data to communicate findings and results.    •  Identify areas for improvement and select a quality improvement project

Analyze data and review the results.  TOP

Once the data is collected, the results should be prepared for analysis and presentation. Data should be presented in the simplest and most understandable form possible in order to determine if an opportunity for improvement exists. To assure confidentiality, data should be reported in the aggregate, by unique identifier or by medical record number so that the information cannot be connected to an individual patient.

	Identify areas where additional data is required.  TOP
	If historical data are available, compare for trends.

If historical data are available, these should be used to compare trends (e.g., year to year) to help identify opportunities for improvement and assess the severity of the problem. As the data are being analyzed, additional data needs might be identified. It is important, however, to remember that the data were not collected for the purposes of research and a rigorous statistical analysis is not needed.

Display and distribute data to communicate findings and results.  TOP

Graphic displays of data, such as charts and graphs, should be used to convey the results at a glance. Run charts and Pareto charts are two charts that are helpful in displaying data. Run charts are line graphs that plot data over time (Figure 2) while Pareto charts are simple bar charts that rank related categories in decreasing order of occurrence (Figure 3).

Figure 2. Sample of Run Chart

[If historical data are available, these should be used to compare for trends to help identify opportunities for improvement and assess the severity of the problem. Run charts are line graphs that plot data over time.]

Figure 3. Sample of Pareto Chart

[From these data, we derived several reasons for missed appointments. As a result of these findings, the clinic, in order of priority, implemented a follow-up “Reminder System” to help clients/patients remember their appointment date and time. As a result, client/patient missed appointments decreased significantly].

Identify areas for improvement and select a quality improvement project.  TOP

Once created, the graphic displays can be used to communicate the findings and results and establish a foundation on which to build project-specific quality improvement plans.