It's time to abandon the coy looks; no more beating around the bush about how you feel. You are in a position where you need to enter a commitment with your program data. And while the outcome will likely be positive, some fear about what will be expected; this is perfectly natural.

There are a few ways you can treat your program data so you can start to build a lasting bond.

Step 1. Clearly communicate what you want and need from the data. Imagine you are creating an online profile for yourself where you get to describe what you want and need from this relationship. Use strengths-based, positive language when describing data expectations from the beginning. Infuse data expectations in contracts and other official documents. At the same time, be willing to meet providers and staff where they are in terms of understanding the program data. Become a partner in helping programs reach their full potential. Remember, this is the beginning of the relationship; don't scare off your data providers by asking too much too soon.

Step 2. Get to know your data really well. By joining the in+care Campaign, you've already agreed that you're going to focus on the four performance measures related to retention so your conversations will be centered on how you get clients into care and what keeps them engaged in care. Talk to each person involved in working with your consumers including the consumer themselves. How did they choose this agency? How did they get their first appointment? What made it easier for them to get to you? Why did they come back? Discuss how the role each staff member plays can impact whether or not your clients return as frequently as you'd like.  

Step 3. 'Date' your data! Even if you spend all day every day entering data into a database or reviewing charts or data forms, it is really important to take the time to learn what your entire dataset says about your program. Schedule meetings on a regular basis that are data-centered. Include a diverse group of people that interact with consumers to add to the discussion about what the numbers mean, what they don't mean, and how to make necessary improvements in the system that will change those numbers in the desired direction. Identify successes and barriers to retention during these meetings as reflected by the data. Build your action plans with this information. The action plans that you develop are more likely to consider measurement as part of the conversation; not an afterthought. Also, by including data entry staff, clinical staff, and consumers you are communicating the importance of making data a part of your practice.      

Step 4. Be sensitive to the ongoing needs of your data. Review your data more often when you have staff changes; new staff will need more assistance understanding your software platform and the process of how a visit becomes one or more data points. Plan how the data entry will occur around vacation and sick time. Identify data champions and have them help you provide technical assistance to staff that need a little more face to face assistance. Be willing to meet the need.

Step 5. Take steps to keep the momentum alive. It happens in a lot of good relationships. Eventually we all get distracted by the rest of life, increasing the potential for disconnect between what we think we are doing and what we are actually doing. Train your data entry staff on an annual basis. You'd be surprised how many people play the 'telephone' game with data entry processes. So-and-so said we can estimate birthdays; so-and-so said I don't have to enter that! You can lose months worth of information if you aren't careful- or worse, find yourself needing to enter piles and piles of data that would've otherwise required maybe 15 extra minutes a day.

Step 6. Don't be afraid to display your data publically. You must have commitment for the process if you are going to have any successes in using data to measurably improve program outcomes. Be willing to share your information with other providers. It's really powerful to know how your data compares at each different level- between agencies, geographies, and/or client populations. Action plans that work for one group might not be appropriate for another. And who doesn't enjoy seeing a little public display of data affection?       

By following these steps in any order, a positive, healthy, lasting relationship can be built between you and your program data. Remember, data aren't separate from care delivery but an integral part of it.