Inreach dataset

Benchmarking and quality improvement is a core purpose of all AROC data collections. Members who collect the inreach (pathway 2) data collection receive benchmarking reports twice a year, which allow them to review their outcomes and patient populations compared to the benchmark group.

AROC is commencing national benchmarking workshops for inreach members in 2024. This will provide an opportunity for inreach services to come together for the day to compare, share ideas, problem solve and network. These workshops are highly valuable in assisting services to understand their AROC data as well as how they perform against their peers.

Yearly service meetings with an AROC Improvement Facilitator are also available to members to review their data. These meetings allow services to focus in on their data and reports to see where they are doing well and where best to target quality improvement activities. 

Download AROC Inreach Pathway 2 Data Collection Form

Functional Independence Measure (FIM)

The FIM is used to measure functional improvement during the rehabilitation episode in the inreach (pathway 2) data collection. The FIM instrument assesses an individual’s activity limitations and their need for assistance (or burden of care) to perform basic life activities. To ensure quality and accurate FIM data is collected, assessors of the FIM must be trained and credentialed. For further information on FIM Training & credentialing. 

Length of stay (LOS)

The LOS of a rehabilitation episode is the number of days on which care has been provided. In the inreach setting, the LOS may be affected by patients transferring to subacute rehabilitation units. For this reason, LOS is reported separately for patients who finish their inpatient rehabilitation in the inreach setting and those who continue their rehabilitation in an inpatient rehabilitation unit. For this second group of patients the total LOS (i.e. inreach plus subacute) is also reported.  

FIM efficiency

FIM efficiency is a way of combining the two outcome measures of FIM change and LOS, and is the amount of FIM change achieved each day. At a service level, FIM efficiency is calculated as the mean change in FIM score, divided by the mean LOS. The higher the value for FIM efficiency, the greater the level of functional improvement per day. For inreach the FIM efficiency is reported separately for patients who finish their inpatient rehabilitation in the inreach setting and those who continue their rehabilitation in an inpatient rehabilitation unit.

AROC inreach data collection process schematic

This document is a flow chart of the recommended AROC inreach data collection process.

Download the AROC Inreach Data Collection Process Schematic (pdf)

AROC Inreach Data Dictionary

The AROC Inreach data dictionary provides information on the definition and purpose of each data item as well as examples and guidelines. This is a vital document to ensure that services are collecting the data items correctly. If after reviewing the data dictionary you are still unsure about a particular data item, please contact aroc@uow.edu.au

Data dictionaries are available for clinicians, analysts and developers.

Download the AROC Inreach Data Dictionaries 

AROC Impairment Coding Guidelines

The AROC impairment code should reflect the primary reason for the patient’s current episode of rehabilitation care. It is best practice for the impairment code to be allocated by the rehabilitation physician (or physician with an interest in rehabilitation), or an experienced clinician. A non-clinical staff member should never allocate the AROC impairment code. AROC recommends using the impairment coding guidelines, which include examples of aetiologic diagnoses that could underpin each impairment. This list is not exhaustive.

Download the Adult AROC Impairment Coding Guidelines

Rockwood Clinical Frailty Scale

The Rockwood Clinical Frailty Scale is used to record the patient’s level of frailty prior to their injury (or exacerbation of impairment) resulting in this episode of rehabilitation care. Frailty scores are only required to be collected for episodes with AROC impairment codes five (5) amputations and sixteen (16) reconditioning.

Download the Rockwood Clinical Frailty Scale (pdf)

Guideline for the collection and coding of COVID-19 AROC data

In July 2022, AROC introduced new COVID conditions impairment codes, COVID comorbidities and COVID complication. This complements the already established AROC National COVID-19 rehabilitation adjunct data collection. AROC recommends using the guideline and decision tree below to assist in the correct coding and completion of this COVID-19 specific data.

Download the Guideline for the collection and coding of COVID-19 AROC data (pdf)

Download the AROC COVID Coding Decision Tree (pdf)

Suspension of rehabilitation treatment

This document defines and explains AROC “suspensions” in detail.

The general rule is that where a patient’s rehabilitation treatment is suspended for a period, and the patient then comes back onto the same program of rehabilitation (that is, a new program is not required to be developed), then the period of absence is counted as a suspension. The length of suspension of treatment does not matter, as long as the patient comes back onto the same program of rehabilitation.

Where a patient’s rehabilitation treatment is suspended for a period and on their return a new rehabilitation program is required, then the period of absence IS NOT counted as a suspension. Rather, the patient should be discharged and a new episode commenced.

Download the Suspension of Rehabilitation Treatment (pdf)

Rehabilitation Care Plan - Anywhere Hospital

This is a proforma of an MDT plan to be used by the rehabilitation team to document a set of agreed goals and action plans/initiatives for a patient. It is best practice for the rehabilitation physician (or physician with an interest in rehabilitation) and the rehabilitation team to establish the MDT plan in collaboration with the patient (if possible) asap, but at most within 7 days of admission. Additionally, for the plan to be reviewed on a regular basis and kept in the patient medical record.

Download the Rehabilitation Care Plan - Anywhere Hospital (docx)

All items in all AROC clinical datasets are mandatory and should be collected and submitted to AROC via AROC Online Services (AOS). It is important that all uploaded data conform to the specified format of the AROC extract, therefore, if a facility is unable to collect some items in the AROC data set, space for them should be included in their data extract.

Data is expected to be submitted quarterly to AROC, however many facilities submit their data monthly.

Facilities using AOS Data Entry are given error checks at the point of data entry, and can print the individual patients audit report and/or summary page for case meetings.

For facilities uploading data to AROC the process is iterative. First facilities create an AROC data extract using their data entry system based on episode discharge dates. Then upon uploading their data extract into AOS they receive a data audit, and are given the opportunity to amend their data, if required. Once corrected the data are again extracted and uploaded to AROC, to undergo the same process. This process of error checking may be required to happen multiple times until the data are free of errors or the facility determines that any remaining errors cannot be fixed.

Following data submission AROC runs benchmark reports twice a year:

• Calendar year: Jan 1 – Dec 31 period (Reporting data closes Feb 14)
• Financial year: Jul 1 – Jun 30 period (Reporting data closes Aug 14)

After the closing date for the reporting data, AROC reviews and prepares the data and then individualised benchmark reports are generated for participating services.

To join AROC as a member and begin participating in this data collection.  Please visit our Membership page to fill out our membership form.