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Page content updated 24/05/2019
AboutHow GCPHN updates its data

How GCPHN updates its data

 

Organisation Data is stored in our Chilli Database (GCPHN CRM) and is updated through both a proactive approach from Gold Coast Primary Health Network (GCPHN) staff and through the generated exception report to ensure organisational information stored within our database is no older than six months old.

1 - EXCEPTION REPORT
2 - DATA COLLECTION FORM SENT VIA EMAIL
3 - DATA COLLECTION FORM COMPLETED
4 - RETURNED FORMS STORED SECURELY

5 - ORGANISATIONS CONTACTED IF FORMS ARE NOT RETURNED
6 - HARD COPY FORMS DESTROYED
 
 
EXCEPTION REPORT
Each quarter an exception report is generated to include General Practice, Community Pharmacies, Allied Health Organisations, Private Specialists and Residential Aged Care Facilities whose data has not been validated within the previous 6 months.

DATA COLLECTION FORM SENT VIA EMAIL

A data collection form is then sent to each of the organisations on the exception report via email to the current contact person using a generic email template.


DATA COLLECTION FORM COMPLETED

General Practice, Community Pharmacies, Allied Health Organisations, Private Specialists and Residential Aged Care Facilities have two weeks to review the data collection form and update any information inline with the instructions provided via email.


RETURNED FORMS STORED SECURELY

Returned data collection forms are stored on a secure local drive then reviewed for updates. Updates are then entered into Chilli (GCPHN's CRM). The data collection form is scanned and also saved into Chilli within the organisations file and the vaildation date is updated. Any other project areas with GCPHN are advised of any changes if it is of relevance to their work (i.e. Clinical Placements)


ORGANISATIONS CONTACTED IF FORMS ARE NOT RETURNED

General Practice, Community Pharmacies, Allied Health Organisations, Private Specialists and Residential Aged Care Facilities that have not returned the data collection form within the 2 weeks are contacted via phone to confirm their details are correct or complete updates over the phone.


HARD COPY FORMS DESTROYED

Hard copy data collection forms are securely destroyed once stored in Chilli


If you would like to know more about what GCPHN does with the data it collects please refer to the Information Management Lifecycle Phase. If you would like more information about the GCPHN Privacy Policy, please refer the link here.

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