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Visit Admit DtTm field: Difference between revisions

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''This field is currently being implemented, please check the instructions and put a discussion for anything that isn't clear. ''
{{Data_element
| field_name = Visit_Admit_DtTm
| CCMDB_label = Visit Admit DtTm
| CCMDB_tab = Dispo
| element_description = This field is used only as an identifier to combine data from the same hospitalization and should not be used as a date.  
| in_table = L_Log table
| data_type = date
| program_collecting = Med and CC
| created_raw = Raw
| data_element_start_date = Jan 1, 2003
| data_element_sort_index = 42
}}


The [[Visit Admit DtTm field]] contains the first entry in the visit location history in EPR for ''current'' visit at ''your'' site.  
The field it is automatically populated from [[Cognos EPR Report]]. For reference only, it contains the first entry in the visit location history in EPR for ''current'' visit at a hospital site.


== Purpose ==
== Purpose ==
The field is used as an identifier of the start of a hospital encounter at your site.  The info is use to:
The field is used as an identifier of '''a hospital encounter at your site'''.  The info is used to:
* link together ICU and Ward admissions during the same hospital visit  
* link together ICU and Ward admissions during the same hospital visit  
* uniquely identify patient visits to Manitoba Health when we exchange data with them
* uniquely identify patient visits to Manitoba Health when we exchange data with them
We obtain this item from the ADT system (via Cognos) and it does not always accurately identify the timing of hospital admission.  THUS, we are only using it as an identifier to link.
* The [[Statistician]] must not give this field to anyone requesting data from the database to avoid being misused.


== Collection Instruction ==
== Collection Instruction ==
(''in progress.  Any collector can continue to rewrite to help make clearer - Thank you!'')
*The field is pre-populated by [[Cognos2 Service Starter]] and should not be changed or altered 
* IMPORTANT:  Use the date/time in the EPR for this field & not what is written in chart.
 
For each patient,
{{Collapsable
| always= If a patient needs to be entered other than through Cognos
| full= 
* In [[EPR]] find Patient  
* In [[EPR]] find Patient  
* Under Patient Info tab
* Under Patient Info tab
* in the '''Summary Views''' on the left, click on '''Visit History'''
* in the '''Summary Views''' on the left, click on '''Visit History'''
* find the earliest entry of an Inpatient Type for your current hospital admission
* find the earliest entry of an Inpatient Type for your current hospital admission
* enter the Admit/Reg date/time from the first column as your [[Visit Admit DtTm field]] in [[ccmdb.mdb]]
* enter the Admit/Reg date/time from the first column as your [[Visit Admit DtTm field]] in [[CCMDB.accdb]]
** for this field, you must use the date/time in the EPR,  and not from patient chart notes.


== Questions? ==
Important NOTE: All collector must look exactly in the same place in the EPR to get this information as indicated in the instructions above.  EPR lists the time the pt became an inpatient as this time.  
{{Discussion}}
* Hi all, I completed the above steps on EPR and end result is the time that corresponds to the Emergency Treatment Record Time which may or may not be exact (occasionally a few minute discrepency) with the Triage Assessment Time. In other words the time a patient physically arrives in ER and is triaged.
*** Yes you are correct the Hospital arrival (Visit Admit DtTim) is the same as ER triage DtTm.  The reason we want you to get your info from the same route above, is that EPR does not alway have details of patient entry into hospital when you look via other route.  This is confirmed by other users in other area's same problem and confirmed in main office with audits, when indeed pt was from the ER of own site. [[User:TOstryzniuk|Trish Ostryzniuk]] 17:45, 2016 April 29 (CDT)
*For clarificatin, did Dr. Garland indicate he would like data collectors to use the date/time a patient is accepted to a service entered as the Visit Admit Date/Time? If so, could the instructions be updated? Thanks, [[User:Ppiche|Pamela Piche]] 14:10, 2016 April 29 (CDT)
**No.  The visit admit date (ER Triage date & time) is generally not the same as the ACCEPT to to medicine Service date/time.  One exception I can think of is direct admission, that get parked in ER. Then visit date/time and accept date and time would be same. I am sure there are a few others..........can't think of the at the moment.
***I have a direct admit who physically showed up on the ward Apr 28 @ 1030 but EPR states Apr 28 @ 1320...will this cause difficulty? Do I match times to the earlier, physically observed time?--[[User:CMarks|CMarks]] 12:44, 2016 May 2 (CDT)
****''''IMPORTANT'''':  For this field only, use the EPR date/time only and not what you find written in the chart. 
****We know the EPR is not precise in regards to this info as with other dates/tm). 
****The main office will not be doing any crosschecks with the other date fields we collect. 
****The sole purpose of this field is to allow our program to align our data with data dumps we get from the WRHA.  The WRHA uses the EPR date for this field, so this is our best way we can make the match.[[User:TOstryzniuk|Trish Ostryzniuk]] 13:10, 2016 May 2 (CDT)


== Background ==
}}
Right now you guys collect detailed to/from info in Var1/2. The details are primarily used for linking. Collecting the Hospital Admit DtTm will make that information irrelevant for wards where we don't collect, so we will be able to code "from" for wards where we don't collect just as "HSC Ward"(eg).


== Data Use ==
== Data Use ==
This data is used to understand [[:Category:Length of stay| Length of Stay]] and for [[linking]].
This data is used to understand [[:Category:Length of stay| Length of Stay]] and for [[linking]].


== {{CCMDB Data Integrity Checks}} ==
{{Data Integrity Check List}}
* must be <= [[Arrive DtTm field]]


== Legacy ==
== Legacy ==
Line 44: Line 50:
It is being added to simplify the old [[linking]] - if we have the hospital admit date and time, we are done linking, none of the previous complex process will be needed any longer.  
It is being added to simplify the old [[linking]] - if we have the hospital admit date and time, we are done linking, none of the previous complex process will be needed any longer.  


== Start date and early data ==
* at some point before 2021-01-01 we started getting this field directly from [[Cognos]], likely from the beginning of using Cognos.
* July 1, 2016 - Data collectors entering the data from EPR
* Jan 1, 2003 to June 30,2016 - generated Pseudo Visit Date_time
** Julie has generated "pseudo - Visit Admit DtTm" data for records from Jan 1, 2003 until June 30,2016 based on "Accept DtTm" or "Arrive DtTm" to facilitate linking those as well. This data was imported using temporary query 2017-01-17_pseudoVisitAdmit_update in centralized_data.mdb
* before Jan 1, 2003 has a Visit Admit DtTm of '''null'''


== Related articles ==
{{Related Articles}}


[[Category: 2016 Time and Place changes]]
[[Category:2016 Time and Place changes]]
[[Category: Admit/Discharge]]
[[Category:Admit/Discharge]]
[[Category:Multiple Encounter linking]]
[[Category:Data Collection Guide]]
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