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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.
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.
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 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)
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 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
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