The YWHO data collection platform is a web-based application used for the collection, use, and management of measurement-based care data collected through service visits at local YWHO sites. The YWHO data collection platform has been developed in collaboration with Dacima Software.
1. What is the Youth Wellness Hubs Ontario (YWHO) data collection platform?
The YWHO data collection platform is a web-based application used for the collection, use, and management of measurement-based care data collected through service visits at local YWHO sites. The YWHO data collection platform has been developed in collaboration with Dacima Software.
2. Why is Dacima being used for YWHO?
Dacima supports YWHO’s commitment to measurement-based care because: (1) it allows for use of youth informed display and content designs, (2) it is easy for service providers to navigate, (3) it provides immediate progress reports for youth, (4) it is used by other integrated youth service sites in Canada (Foundry and Access Open Minds).
3. Do sites need to use the YWHO data collection platform?
Yes. Sites that receive YWHO funding are required to use the YWHO data collection platform to facilitate the collection of the YWHO minimum data set (MDS).
4. Can data from other software be uploaded/imported to the YWHO data collection platform? Can it be downloaded/extracted from the platform and be used in other software?
Yes. Data can be uploaded/imported, and downloaded/extracted into CSV and ODM XL file formats. Instructions on how to download/extract data are outlined in the SuperUser training. The data upload/importation function is only available to the YWHO helpdesk at this time.
5. How will the YWHO data collection platform count the number of youth served at each YWHO site?
A unique client ID number will be assigned to each youth. Each time the youth visits the site to receive a clinical or non-clinical service, the same unique client ID number will be used to capture their visit.
6. Can the platform identify the service-providing agency within each hub?
Yes. The software is capable of capturing the staff person who provides services to youth for each unique visit. The service-providing agency can be identified through the staff person providing services. Refer to the Landing Page on confluence for more information on identifying the service provide who provided services to youth for each unique visit.
7. Can the platform track indirect service time (e.g., researching therapies for clients)?
Indirect service time is not currently an YWHO MDS data element; therefore it is not captured on the YWHO data collection platform.
8. In addition to the YWHO minimum data set (MDS), can the platform capture case notes?
Not at this time. The platform was procured for the purposes of collecting and managing the YWHO minimum data set to support measurement-based care. At this time, the platform is not intended to be an Electronic Medical Record system; therefore, it is not to be used to store complete electronic health records and/or clinical notes.
9. Who has access to client records stored on the YWHO data collection platform?
All service providers will have access to client data for their respective sites. Only service providers involved in a youth’s care should access that youth’s data. Access to the specific clinical forms (e.g., brief clinical screening tools) can be limited based on the service provider’s role (e.g., clinical vs. non-clinical providers). It is up to each YWHO site to determine their preferred user access practice and to notify the YWHO Helpdesk each time there is a change to users or access permissions.
10. Can the order of the question and/or response options be changed?
It is not recommended to change the order of question or response options because it will impact the navigation of the forms. If critical, we will work with sites to assess feasibility of this request. We encourage you to send your feedback regarding the order of questions and/or response options to dacima@youthhubs.ca.
11. Will data from drop-in wellness/recreational activities be linked to client IDs?
No. Data from these types of hub visits will not be tracked within the platform. However, sites will be required to report on the monthly total. Please connect with your local YWHO backbone Evaluator for a template to collect this data.
12. Will service experience/satisfaction data be linked to client IDs?
Yes. Service experience/satisfaction will be linked to unique client IDs. However, data collected from satisfaction kiosks is anonymous and is not connected to unique client IDs on the YWHO data collection platform.
13. Will consent forms be integrated into the YWHO data collection platform?
Yes. Youth will have the ability to provide electronic consent in the YWHO data collection platform. The consent covers receiving services from a multi-agency youth hub. Please connect with your local YWHO backbone team for guidelines about required content.
14. How can the YWHO data collection platform help protect client privacy?
Permissions and restrictions can be assigned to each unique service provider account related to accessing specific data forms (e.g. brief clinical screener tools). A YWHO site may choose to restrict access of personal health information gathered through the brief clinical screener tools to clinicians and agencies that provide health services to youth. In addition, the platform allows for user access tracking on access of forms, through the ability to generate audit and history reports.
