For Managers

The Manager's role

Fredda Vladeck, Director of the Aging in Place Initiative at United Hospital Fund, discusses the Manager's role in the Health Indicators implementation process.

Database Instructions for Managers

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Database Instructions for Data Enterers

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As the Manager, you are responsible for training and supporting staff and managing the Health Indicators process at your organization.  The check list of Manager responsibilities below can help you with both tasks.  While the list may seem daunting, remember that not all tasks are done at the same time. 
Also, be sure to choose a deputy to serve as a backup to the lead Manager.  Having a deputy trained to assume the management tasks helps keep the process moving when the lead Manager is not available.
 
Create a plan

Once your organization has decided to adopt the Health Indicators process and for what purpose, you then can decide which and how many clients you should survey and over what time frame, as well as which staff members are needed.  Getting Ready for Health Indicators will help you prepare.   

Train staff members

You will need to train staff members before they can begin administering the survey and start entering information into the Health Indicators database.  The sample training agendas for survey administration and data entry will help you with this.  Please note that you will need several completed surveys to conduct the data entry training.   

Review completed surveys for errors
Common errors include:
  • Answers that are not clearly marked
  • Questions for which no answer is given. Every question needs an answer, no matter how obvious it may seem.
  • The skip logic has not been followed correctly.
  • The name of either the respondent or the interviewer is not clearly written.
  • The age does not match the date of birth (DOB).
  • Work with staff members to resolve these and any other errors.

By tracking how many surveys are completed incorrectly and by whom, managers can provide individual assistance to staff members.  Additional training may be required to address common errors.

Manage the database

The database captures and organizes the information you are collecting, and it can generate reports on your data.  
You are responsible for:   

  • Entering staff names into the database to register them as database users and interviewers
  • Generating respondent ID numbers:
    • Each respondent is assigned a unique ID number to ensure confidentiality and differentiate among respondents with the same last name.  Only the Manager can match the ID number with the respondent’s name. 

  • Overseeing the data entry process. Tips on Entering Data Correctly can help.

  • Generating reports

The Database Instructions for Managers will help you with these tasks. 

Share the results

Once you have entered your data in the database, you will want to understand the data to inform practice. You will also want to share results with staff as well as the larger community.  Before doing this, we recommend that you review the Using Your Data section.  Use the Sharing Results form to organize your results in an easy-to-read format.      

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