Processes around changing a PatientFollow assignment: Difference between revisions

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The collector/laptop that used to collect a number needs to phase out that number, the collector/laptop who gains that number needs to start them, and we need to be sure that Julie will report on them continuously. We need a process where the time frame for the transition is limited.   
The collector/laptop that used to collect a number needs to phase out that number, the collector/laptop who gains that number needs to start them, and we need to be sure that Julie will report on them continuously. We need a process where the time frame for the transition is limited.   


{{Discuss | Work in progress. Everyone, please contribute if something isn't clear}}
Since [[PatientFollow Project]] assignments are based on the Service Start DtTm (collected as [[Service tmp entry]]), the transition is based on of the Service Start/Change dttms.  


Since [[PatientFollow Project]] assignments are based on the Service Start DtTm (collected as [[Service tmp entry]]), the transition is based on of the Service Start/Change dttms.  
== Process for collectors ==
[[CSS]] will show records based on the dates of the assignment change and the dates of the service change. No action should be required from collectors to make this happen.
 
{{Collapsable|
Confirmed that
* records for before turn-over won't show in [[CSS]]
* records for after will show in CSS
* all records will show in [[Patient Viewer Tab Cognos ADT2]]
* ending services for records on this laptop will show in [[CE]] even if a serial number ending is no longer followed }}
 
== Process for [[CCMDB.mdb]] to change assignments ==
The [[S_PatientFollow_distribution table]] needs to be updated to set an ending time for the earlier laptop. A new line needs to be added for the later laptop, with the same start DtTm as the end DtTm for the earlier one.
 
If more than one or two need changing, this can be confusing if done manually in the table, an easier way is to copy-paste the relevant cells into Excel and use it's propagating function and then paste the result.
 
== Change Log ==
===2024-10-22 ===
*beginning October 24,2024 added 42,43,44 to H7 from the H4 laptop
 
 
 
 
 
===2024-04-19 ===
*beginning April 21, 2024 added 88, 89 to H5 from the H8 laptop
 
 
 
===2024-02-28 ===
*beginning march 1.2024 H3 will be 00-11 and H4 will be 30-44, 12,13,14
 
 
===2024-02-23 ===
*changed 00,01 from S4 to S9, equalizes the two vacant positions at SBGH
 
===2023-12-30 ===
*changed 97,98,99 from H6C to H9 before the transition to program split Jan 1, 2024


== Process for the collector who will no longer be collecting the chart number ending ==
=== 2023-02-02 ===
* patients with a service start DtTm after the transition date will no longer show up in [[Cognos Admitter]]/[[Cognos2 Service Starter]] on the laptops that are no longer collecting them (they will show up on the new laptop, see next section)
re-equalized distribution after the phase-out of S4:
* If the next service or unit change would lead to a discharge from the affected laptop's, do a regular discharge.
* 10-14 from S5 to S6
* If the next service or unit change would '''not''' lead to a discharge from the affected laptop's (ie would just lead to another [[Service tmp entry]] or [[Boarding Loc]] entry), then discharge the patient to the [[Dispo]] location appropriate for their next unit (ie use the [[Dispo]] that someone from another site would use if they sent a pt there). This might mean that you are setting [[Dispo]] to the same value as [[Service/Location]].
* enter [[Comorbid Diagnoses]], [[Admit Diagnoses]],[[Acquired Diagnoses]] and [[Admit Procedure]]s,[[Acquired Procedure]]s that happen before the transition dttm


{{Discuss |moved from email
=== 2022-12-08 ===
* Is the above (from wiki) saying that these patients will not be showing up on receiving collectors laptops? If so how will receiving collectors know that patients have been “discharged” on or after December to another medicine unit and need to be added to the database? What is to be the process?
Phasing out S4 as of tomorrow; initial redistribution is skewed because S6 will finish off S4, need to review in 1 month.  
** They will show up on the laptop that will now be following them; I have updated the text to reflect that, pls delete this discussion if clear now or elaborate if still a question.
* 00-09 -> S6
}}
* 10-29 -> S5


== Process for the collector who will now be collecting the chart number ending ==
=== 2022-12-02 ===
* patients with a service start DtTm after the transition date will no longer show up in [[Cognos Admitter]]/[[Cognos2 Service Starter]], ''even if their record was started on a different laptop''
Lisa identified that all HSC Med laptops should now have equal allocation, made the following updates to accomplish that:
{{Discuss| The above statement is not clear, will patients with transfers to other medicine units on/after transition date show up on receiving collector laptops? }}
* changed 50 and 51 from H4 to H5
* enter these patients through [[Cognos Admitter]]/[[Cognos2 Service Starter]], which will add the [[Visit Admit DtTm field]] of the original entry on the other laptop
* changed 74 from H6 to H5
* only enter the unit or service changes that happen after admission to your unit, since the ones before will be on the other laptop already
* for [[Previous Location]], [[Previous Service]], [[Pre-admit Inpatient Institution]] use what someone from another site/program would use if they received this patient
* enter [[Acquired Diagnoses]] and [[Acquired Procedure]]s that happen after the transition dttm
{{Discuss |moved from email
*  What is to be entered for the receiving collectors profiles in terms of previous location, pre admit in-patient institution, and previous service in these scenarios? I think for previous service this would be medicine but I recall discussion about what to enter for the other two fields, what has been decided?
** I updated the instructions. Pls delete this discussion if clear now or elaborate if still a question.
}}


== Cross-threshold records that persist for a long time ==
===2022-09-02===
A change in unit or service will trigger a re-assignment, but a patient could remain on the same unit and service for a long time after a PatientFollow change. If the change was just done for workload re-distribution reasons this may not matter and collection can continue on the original laptop. If the re-assingment was done to wind down a laptop entirely the the remaining records should be discussed with main office on a regular basis to decide if collection should continue on that laptop, or if the record should be moved to the new laptop (ie. manually re-entered there, and deleted from old laptop). This will be a case-by-case decision.
H9 now has more than H7
* 00 stays with H9
* 01-03 moved back to H7


== What needs to be changed in [[CCMDB.mdb]] every time there are assignment changes ==
=== 2021-09-03 ===
The [[S PatientFollow distribution table]] needs to be updated to set an ending time for the earlier laptop. A new line needs to be added for the later laptop, with the same start DtTm as the end DtTm for the earlier one.
S4 laptop reinstated with numbers 00 - 29:
* 15 to 29 moved from S5 to S4
* 00 to 14 moved from S6 to S4


== Process Julie uses to re-connect the data ==
S9 laptop reinstated so numbers were redistributed as follows:
If we use teh [[Visit Admit DtTm field]] to define Hospital stays, and the [[Boarding Loc]]s and [[Service tmp entry]] instead of old [[Service/Location]] etc, then e.g. [[LOS]] and [[Bed occupancy]] would be the same, whether they come from one laptop or several.
* 36 to 49 moved from S7 to S9
* 50 to 63 moved from S8 to S9


{{Discuss | who=Julie |
=== 2021-07-09 ===
* We discussed this today and you would need to make changes to how you derive these markers. A number of them probably need to be re-defined and revised after all the changes we have made because they would still be based around the old concepts of [[Accept DtTm]], [[Arrive DtTm]] etc that should really not be used any longer for calculations. What would it take, and where are these things documented? [[User:Ttenbergen|Ttenbergen]] 16:50, 2020 November 23 (CST)
Due to higher counts at H7 than H9 by 4%, the chart distribution were revised starting 7 July 2021
}}
* 00 to 03 moved from H7 to H9


== To Do ==
=== 2020-12-01 ===
{{TT | Fix the cross checks so this can work; one way would be to exempt records with a visit admit dttm before follow-ending and a dispo (or now) after a follow-ending; messy query for messy times. }}
Debbie who had laptop S4 retires, so the S4 allocation was redistributed as follows:
* 15 to 29 moved from S4 to S5
* 00 to 14 moved from S4 to S6


== Background ==
Marla who had laptop S9 retires, but S9 didn't have numbers assigned originally, so there was no change to split them.


== Related articles ==  
== Related articles ==  

Latest revision as of 12:16, 2024 October 22

Patients are assigned to collectors using the PatientFollow Project. This page explains what needs to happen when an assignment is changed. The collector/laptop that used to collect a number needs to phase out that number, the collector/laptop who gains that number needs to start them, and we need to be sure that Julie will report on them continuously. We need a process where the time frame for the transition is limited.

Since PatientFollow Project assignments are based on the Service Start DtTm (collected as Service tmp entry), the transition is based on of the Service Start/Change dttms.

Process for collectors

CSS will show records based on the dates of the assignment change and the dates of the service change. No action should be required from collectors to make this happen.

click expand to see content   

{{{full}}}

Process for CCMDB.mdb to change assignments

The S_PatientFollow_distribution table needs to be updated to set an ending time for the earlier laptop. A new line needs to be added for the later laptop, with the same start DtTm as the end DtTm for the earlier one.

If more than one or two need changing, this can be confusing if done manually in the table, an easier way is to copy-paste the relevant cells into Excel and use it's propagating function and then paste the result.

Change Log

2024-10-22

  • beginning October 24,2024 added 42,43,44 to H7 from the H4 laptop



2024-04-19

  • beginning April 21, 2024 added 88, 89 to H5 from the H8 laptop


2024-02-28

  • beginning march 1.2024 H3 will be 00-11 and H4 will be 30-44, 12,13,14


2024-02-23

  • changed 00,01 from S4 to S9, equalizes the two vacant positions at SBGH

2023-12-30

  • changed 97,98,99 from H6C to H9 before the transition to program split Jan 1, 2024

2023-02-02

re-equalized distribution after the phase-out of S4:

  • 10-14 from S5 to S6

2022-12-08

Phasing out S4 as of tomorrow; initial redistribution is skewed because S6 will finish off S4, need to review in 1 month.

  • 00-09 -> S6
  • 10-29 -> S5

2022-12-02

Lisa identified that all HSC Med laptops should now have equal allocation, made the following updates to accomplish that:

  • changed 50 and 51 from H4 to H5
  • changed 74 from H6 to H5

2022-09-02

H9 now has more than H7

  • 00 stays with H9
  • 01-03 moved back to H7

2021-09-03

S4 laptop reinstated with numbers 00 - 29:

  • 15 to 29 moved from S5 to S4
  • 00 to 14 moved from S6 to S4

S9 laptop reinstated so numbers were redistributed as follows:

  • 36 to 49 moved from S7 to S9
  • 50 to 63 moved from S8 to S9

2021-07-09

Due to higher counts at H7 than H9 by 4%, the chart distribution were revised starting 7 July 2021

  • 00 to 03 moved from H7 to H9

2020-12-01

Debbie who had laptop S4 retires, so the S4 allocation was redistributed as follows:

  • 15 to 29 moved from S4 to S5
  • 00 to 14 moved from S4 to S6

Marla who had laptop S9 retires, but S9 didn't have numbers assigned originally, so there was no change to split them.

Related articles

Related articles:
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