GRA Medicine Collection Guide: Difference between revisions

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This page contains information specific to Grace Hospital '''Medicine''' collection only. See [[GRA General Collection Guide]] for information related to all Grace Hospital collection, and see [[Medicine Curriculum]] for information to all-site ICU data collection.  
This page contains information specific to Grace Hospital '''Medicine''' collection only. See [[GRA General Collection Guide]] for information related to all Grace Hospital collection, and see [[Medicine Curriculum]] for information to all-site ICU data collection.  


=='''Areas of Data Collection at the Grace'''==
==Areas of Data Collection at the Grace==
==='''3 North (N3) [[CTU]]'''===
{{#ask:
*unit local 2312, fax 204-837-0572
[[Category:Collection Location]]  
*Unit Manager is Kathy Kwiatkowski local 2309 pager 204-931-4059
[[Collection Location Hospital::GRA]]
*is a Clinical Teaching Unit with 30 beds
[[Collection Bed Nrs::!0]]
*encompasses Room #s 301-310, & 337-340
[[Collection Location Program::Medicine]]
*Carol James is the full-time unit clerk who maintains the admission/discharge book which is kept to the right of the computer monitor at the desk: part-time clerk is Jeewan Brar
|format=broadtable
*pts. are generally short stay, and turn over is rapid
|link=all
*working space is available in the storage area between 3 North & 3 South directly down the hallway across from the south elevators
|limit=500
==== Transfer time from Releasing time to care project ====
|headers=show
As of June 5/14:  3 North is participating in the trial of a program called Releasing Time to Care, an initiative that tries to diminish the amount of charting and communications required by nursing so as to release more time for them to give hands on care.  A large part of the program requires all disciplines to continually update multiple fields on a large white board at the main nursing desk, so that information is available at a glance to all health care disciplines.  One of the fields contained on the board indicates whether each pt is medically stable (indicted by Yes/No); this information is communicated to nursing by the physicians/housestaff when the pt becomes medically stable.  As per discussion with Trish June 4/14 following the Team Meeting, this feature can be used by Data Collection to indicate a transfer ready date in Access.  This will require that the Collector on 3 North refer to the board during each workday to see whether the medically stable status of any pt has changed.  If so, the date can then be recorded as the medically stable date for purposes of collecting a transfer ready date.
|class=sortable wikitable smwtable
}}


==='''5 North (N5) [[NTU]]'''===
===3 North (N3) [[CTU]]===  
*unit local is 2241, fax 204-837-0567
''see also [[GRA N3]]
*Unit Manager is Helen Cherwinski local 2344 pager 204-931-4073
* working space is available in the conference area between 3 North & 3 South directly down the hallway across from the south elevators
*is attended by the GAP (Grace Attending Physicians:  Dr. Julian Joshua, Dr. Ron George, Dr. George Borrett, and Dr. Ralf Macek)and also admits Oncology & Placement pts. with a total of 35 beds (up to 37 with 2 swing beds included)
*encompasses Room #s 501-507 (Unit 1) 508-512 (Unit 2) and 520-525 (Unit 3)
*Full-time clerk is Tracy Laxdal, part-time clerk is Lori Pilkey; ward admission/discharge binder is kept with the binders to the far left of the ward clerk's station at the main desk
*work space is available in the conference room at the main nursing desk


==='''3 South (W3) [[NTU]]'''===
=== 5 North (N5) [[NTU]] ===
*'''our program refers to this area as 3 West or W3 as that is what it was called at program origin'''
also see [[GRA N5]]
*Unit Manager is Rob Gibson local 2356, pager 204-932-7352
* There is a small staff lounge behind the main desk with a few tables available to work on, but this is the only staff lounge on the unit so please be mindful how much space you take up.
*unit local is 2181 fax 837-0573
* Patient charts can be found in 3 separate locations. Some are at the front desk, but there are 2 smaller desks at the end of the unit (the north end) where charts are also kept.
*is attended by the GAP Physicians 
* Old & thinned charts is located in the metal filing cabinets in each unit of the ward.
*encompasses Room #s 311-330


**The designation METU  - Medical Extended Teaching Unit was discontinued sometime in January 2012 as the unit decided it was no longer practical to continue to move pts from one unit to another to accommodate the lower staffing needs of the METU vs pt acuity.
=== 3 South (S3) mixed [[CTU]] & [[NTU]] ===
also see [[GRA S3]]
* work space is available in the conference room between 3 South & 3 North, or in the tiny storage room across the hall from the conference room
* Old & thinned charts is located in the metal filing cabinets in each unit of the ward.


*ward admission/discharge book is kept on the counter to the right of the computer monitor
== Other Grace Hospital Wards ==
*full-time Unit Clerk is Zerline Bernardo; part-time clerk is Marj McCartney
* 2 South (S2) Orthopaedic Surgery
*work space is available in the conference/lunch room in the east hallway (in what used to be patient room 320), or in the tiny storage room across the hall from the conference room
* 4 North (Ortho Trauma)
* 4 South (S4) General Surgery/Urology
* CAU (Clinical Assessment Unit)-  located on 5S
* Grace [[Hospice]] - is a Palliative/End of Life Care facility located on the grounds of Grace hospital but is not accessible via tunnel system
** when the patient has been transferred to the Hospice, their hospital chart can be found in [[GRA Medical Records requests | Medical Records]]
* ER Department at the eastern end of the complex.  Access is via back hall first or ground floors


===''' Medicine Overflow '''===  
== Data Collection work assignments at GRA  ==
====[[OVER]]====
GRA uses [[Cognos EPR Report]] and [[PatientFollow Project]] to assign patients to [[Laptop identifier | laptops]].
*patients are admitted into off-service beds throughout the hospital and are difficult to track.
*Maureen in Health Records prints a daily Admission Register from her EPR which includes Medicine, Critical Care, ER & elective surgery admissions. We compare the Admission Register to the Medicine ward censuses in our EPR to make sure all admitted patients are accounted for, and this is where any EMIPs will be picked up.  This can picked up by the Data Collector covering N3 in Health Records when we are there each day when in hospital.
*pts. that are admitted into an overflow bed on an off-service unit are assigned a pt. location as follows:
* if the pt. belongs to the teaching service, the pt. location will be GRA_N3 with variable 5 OVZ
* if the pt. belongs to the non-teaching units, the pt. location will be GRA_N5 with variable 5 OVZ


====Who collects "[[OVER]]s"====
Other staff that can do shifts at Grace: [[p:Pamela Piche]], [[p:Lisa Kaita]],[[p:Allyson Alcudia]]  
Each collector will collect for any patients admitted under their ward physician  i.e.  If a Medicine patient is admitted under the GAP Physician who is currently admitting to N5 ward and there is no bed available on ward N5 then the patient will show up on the Physician census generated daily by EHealth/Patient Registry for N5, and the N5 collector will collect the data.
 
====[[Med Var 5]] OVZ ====
Patient that are OVER's will have the code '''OVZ''' entered into [[Med Var 5]]
 
===[[EMIP]] start date===
*November, 2010
*for definition go to [[EMIP]] article.
*the [[EMIP]] census will also be distributed daily and included with the census sheets held at the Switchboard.
*we keep an [[EMIP]] tracking record on the office bulletin board. The [[EMIP]]  patient names are listed after being found on the daily list from Patient Registry and then crossed off once they have been located on one of our other census lists.
*tracking and data collection is done by N3 collector.
*separate log book is kept.
*data for EMIP's is entered into N3 laptop and files sent with N3 files.
*Site and location is entered as: GRA_EMIP.
 
=='''Other Grace Hospital Wards'''==
*1 North (N1)  Psychiatry, located in a separate building accessible by tunnel system
*2 South (S2)  Orthopaedic Surgery: ward clerk is Donna Cruikshank
*4 West  (W4)  PANSU: ward clerk is Barb Yake
*4 South (S4)  General Surgery: ward clerk is Mary Gillingham
*Grace Hospice (GH) Palliative/End of Life Care-is not accessible via tunnel system; ward clerk is Pat Gyles
*4 East (E4)  Transitional Care Unit- see [[Grace Nursing Home Ward]]
 
==Medicine Physicians==
*all Medicine areas rotate Physician coverage which changes bi-weekly on Monday; there is an up to date on-call schedule available on each laptop desktop
*Medicine Program Chief is Dr. E. Cowden, local 2144; her administrative assistant is Erva Ritson, local 2588
*the [[CTU]] on N3 is attended by Drs. B. Johnson, E. Cowden , M. Kramer, M. Selaman, D. Meyrowitz, W. Li, N. Matthews, J. Silha, R. Hamedani, B. MacDougall, F. Bovell, A. MacDiarmid, S. Narasimhan, T. Sochocki , N. Ramadan, J. Laxton & T. Hiebert
*N5 and W3(S3) are attended by the GMU Attending Physicians commonly referred to as GAP:  Drs. G. Borrett, R. Macek, J. Joshua, and R. George
*we do not follow Dr. Harris' pts (Oncology) but you will find them on N5 & W3
 
=='''Responsibilities of Medicine Data Collectors'''==
===Grace Data Collectors===
The area of responsibility of each Medicine Data Collector is flexible and is determined by the workload of the wards when considered as a whole.
*currently one collector is responsible for collecting on 5 North (N5) AND 3 South referred to as (W3) and [[OVER]]'s for non teaching patients: [[Sheila Dowson]](Sheila Dowson will no longer be in this position effective July 21/14)
*second collector is responsible for collecting on 3 North (N3) [[CTU]] & [[OVER]]'s for teaching patients & [[EMIP]]: [[Stephanie Cortilet]]
*Other staff that can do shifts at Grace: [[Lisa Kaita]], [[Lois Bilesky]]. [[Fran Lindell]] will be oriented to Grace at some point.


We communicate regularly and attempt to even out the workload by the less burdened collector completing collection on discharged patients from the busier areas, +/or entering the already collected data for the busier units on the laptop while the other collector continues to collect
We communicate regularly and attempt to even out the workload by the less burdened collector completing collection on discharged patients from the busier areas, +/or entering the already collected data for the busier units on the laptop while the other collector continues to collect


== Medicine Admission/Discharge Date & Time ==
== Related articles ==  
is found on the pink Admission Summary sheet at the beginning of the chart and is recorded by Patient Registration on notification by Emergency that the patient has been accepted for admission by the Medicine physician on call, and by Health Records according to the discharge information found on the chart
{{Related Articles}}
 
==Transfer Link Times==
when a patient is transferred to or from another ward that participates in Data Collection, we mark the date & time on the Transfer Time Notice posted on the bulletin board so that the other collectors can coordinate the admission/discharge time to their ward


==Serial Numbering for N5_W3==
For changes starting week of February 20, 2012 go to: [[Serial_number#Serial_Numbering_for_GRA_MED_N5_W3 | Serial_Numbering_for_GRA_MED_N5_W3]]


[[Category:Grace Hospital Office]]
[[Category: Grace Hospital Office]]
[[Category:Site Specific Collection Guide]]
[[Category: Site Specific Collection Guide]]
[[Category: Data Collection Guide]]
[[Category: Data Collection Guide]]

Latest revision as of 15:34, 2024 November 12

This page contains information specific to Grace Hospital Medicine collection only. See GRA General Collection Guide for information related to all Grace Hospital collection, and see Medicine Curriculum for information to all-site ICU data collection.

Areas of Data Collection at the Grace

 
GH-5S
GH-N3
GH-N5
GH-S3

3 North (N3) CTU

see also GRA N3

  • working space is available in the conference area between 3 North & 3 South directly down the hallway across from the south elevators

5 North (N5) NTU

also see GRA N5

  • There is a small staff lounge behind the main desk with a few tables available to work on, but this is the only staff lounge on the unit so please be mindful how much space you take up.
  • Patient charts can be found in 3 separate locations. Some are at the front desk, but there are 2 smaller desks at the end of the unit (the north end) where charts are also kept.
  • Old & thinned charts is located in the metal filing cabinets in each unit of the ward.

3 South (S3) mixed CTU & NTU

also see GRA S3

  • work space is available in the conference room between 3 South & 3 North, or in the tiny storage room across the hall from the conference room
  • Old & thinned charts is located in the metal filing cabinets in each unit of the ward.

Other Grace Hospital Wards

  • 2 South (S2) Orthopaedic Surgery
  • 4 North (Ortho Trauma)
  • 4 South (S4) General Surgery/Urology
  • CAU (Clinical Assessment Unit)- located on 5S
  • Grace Hospice - is a Palliative/End of Life Care facility located on the grounds of Grace hospital but is not accessible via tunnel system
    • when the patient has been transferred to the Hospice, their hospital chart can be found in Medical Records
  • ER Department at the eastern end of the complex. Access is via back hall first or ground floors

Data Collection work assignments at GRA

GRA uses Cognos EPR Report and PatientFollow Project to assign patients to laptops.

Other staff that can do shifts at Grace: p:Pamela Piche, p:Lisa Kaita,p:Allyson Alcudia

We communicate regularly and attempt to even out the workload by the less burdened collector completing collection on discharged patients from the busier areas, +/or entering the already collected data for the busier units on the laptop while the other collector continues to collect

Related articles

Related articles:
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