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Boarding Loc: Difference between revisions

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== Data Collection Instructions ==
== Data Collection Instructions ==
=== How to enter this ===
=== Sources for Boarding Loc DtTm ===
You can use the [["Make loc" button]] to generate and pre-populate these entries.
==== [[CSS]] / [[Cognos2 Unit Starter]] ====
Usually the Cognos Unit start time from [[CSS]] or [[Cognos2 Unit Starter]] can be used as [[Boarding Loc]].
* sometimes the first [[Service tmp entry]] and first and second [[Boarding Loc]] all have the same date and time; see [[#Special Case - Can't have two Boarding Locs with same DtTm]]


==== First set of vital signs for CC ====
[[ICU Curriculum]]: The first set of vital signs is used as [[Boarding Loc]] dttm for arrival on the unit for [[Critical Care program]] admissions, if it is different from the Cognos Unit Start DtTm.
==== Erroneous Unit information in [[CSS]]/[[Cognos2 Unit Starter]] ====
Sometimes the times are not when people really show up at a location. Use what you know to be correct from chart and your knowledge of your hospital.
=== How to enter ===
You can use the [["make loc" button]] to generate and pre-populate these entries.
*Use tmp fields:
*Use tmp fields:
** Project: '''{{PAGENAME}}'''
** Project: '''{{PAGENAME}}'''
** Enter start_dt: '''arrival date at physical location''', under column E.
** start_dt and start_tm:  
** Enter start_tm: '''arrival time at physical location''', under column M.
*** enter as per Cognos initially
*** '''Exception:''' '''[[#First Service tmp entry and the first Boarding Loc should be the same]]'''
*** before setting [[RecordStatus]] to complete update the DtTm to comply with [[DtTm for First Boarding Loc and First Service]]  
** checkbox: not used for this project <!-- was used for cross checks in data before 2020-10-15 -->
** checkbox: not used for this project <!-- was used for [[cross check]]s in data before 2020-10-15 -->
** Item:  
** Item:  
*** '''no location entered''' is the default (that entry will not be allowed in a complete record)
*** for the initial unit or ER and each physical move to another unit, enter the location by using the "make loc" button in [[Patient Viewer Tab Cognos ADT2]]
**** change the original entry to the first location the patient was during the admission in this record, e.g. ER, specific medicine ward etc
*** if a boarding location appears in COGNOS but the patient does NOT move/arrive to that boarding location, do NOT enter that boarding location.  We only capture boarding locations where the patient physically arrives (also see [[Wrong service or unit entries in Cognos]])
**** for any physical move to another unit, enter an additional [[Boarding Loc]] entry:
**** if the ward is not available in the dropdown, please notify Tina, Lisa, and Julie; Tina/Lisa will add the location to the dropdown and update the wiki as needed
*** for "home" locations or other locations where there is a specific entry listed in the dropdown (eg ER)
{{Discuss |
**** item: the actual ward, e.g. STB_B5 or HSC_MICU
**** leave what is in Cognos, the main office doesn't use this part for anything for home locations, but it can be used to crosscheck accuracy.  
**** comment: leave blank, or alternately you can leave what is automatically added; the main office doesn't use this part for anything for home locations, it is only used as per directions on this page and ignored otherwise.  
***** what is this about? [[User:Ttenbergen|Ttenbergen]] 17:42, 19 August 2025 (CDT)
*** for "boarding" and '''COVID Suspect''' locations
}}
**** item: "<your site> - boarding" (eg. "HSC - boarding", resp. "HSC - ICU boarding")  
* '''no location entered''' is the default
**** comment: actual unit
** that entry will not be allowed in a complete record; it is automatically deleted when by Cognos Make Loc button, but needs to be removed before setting a record to complete if it is still present.
*** for '''COVID Positive''' locations
<!--  
**** item: "<your site> - COVID unit" (eg. "GRA - COVID unit")
*emailed to see if this automatic entry is still useful now that things are entered with make loc button [[User:Ttenbergen|Ttenbergen]] 13:05, 2023 January 25 (CST)
**** comment: actual unit
** We discussed this and decided to leave for now, as we don't manually delete it is populated by COGNOS when we choose the Make location button [[User:Lkaita|Lisa Kaita]] 13:59, 2023 February 1 (CST) -->
** '''No two different boarding locations should have same start_dt and start_tm.'''
{{First Service and Boarding Loc same}}


{{Combined instructions for Transfer Ready DtTm and Boarding Loc}}
{{Combined instructions for Transfer Ready DtTm and Boarding Loc}}
<!-- the above are general instructions, put any special case info below here -->
==== Special Case - Can't have two Boarding Locs with same DtTm ====
* No two different [[Boarding Loc]] records can have same start_dt and start_tm; if two locations have the same Start_DtTm in [[CSS]]/[[Cognos2 Unit Starter]] this is an error.
* The date and time for these entries must be confirmed by looking at the chart, specifically orders, flowsheets, and progress notes
{{DJ | It says:
* Change one to be off by one minute, put a note in [[Notes field]] to check boarding location to confirm the correct date and time for the boarding locations of concern.
** how does that fit in with reviewing reality in the chart?
** I don't know what you mean by this?  It means you double check the correct first service and first and second boarding loc dttm [[User:Lkaita|Lisa Kaita]] 21:14, 6 September 2025 (CDT)
*** Well, it seems like this triggers an error check, so you pull the times a minute apart to overcome the error check and put a note to remind you to check later. So either the check should run later (on complete or send) or we shouldn't have it at all. But a check that just gets you to "tweak" the data to make it go away isn't a good idea.
* sure if you can have the cross check on completion that would be better, the prior scenario is almost always for SICU admissions from ER [[User:Lkaita|Lisa Kaita]] 15:51, 26 November 2025 (CST)
** Julie, do you use Boarding Loc info on incomplete charts? Would either the current collection practice, or delaying the check, mess with measures or indicators? [[User:Ttenbergen|Ttenbergen]] 22:09, 26 November 2025 (CST)
}}
* This case is especially common in the context of [[DtTm for First Boarding Loc and First Service]]
{{Ex |
* Example: Not infrequently, the COGNOS data for HSC_SICU patients coming from the ER  will show the first service, first boarding location (ER) and the second boarding location (SICU) as all having the same start_DtTm. Our solution for this is to change the second boarding location (SICU) to be off by one minute.
}}


==== GRA MICU ====
==== Special Case - GRA MICU boarding in GH-Emergency ====
''This is a case of [[Patients who appear to transfer from in-patient situation to Emergency Room]], see there for more info.
* Grace ICU boarding in ER choose Boarding Location GH-Emergency
* Grace ICU boarding in ER choose Boarding Location GH-Emergency
* Grace Main ICU choose Boarding Location and GH-Intensive Care
* Grace Main ICU choose Boarding Location and GH-Intensive Care
* Grace Recovery Room (ICU) choose Boarding Location and [[GH-Recovery Room]] and enter comment Covid+ICU
* Grace Recovery Room (ICU) choose Boarding Location and [[GH-Recovery Room]] and enter comment Covid+ICU
* For External(SDC/NFA) ICU beds choose Boarding Loc and GH-External ICU and enter exact location in comments
* For External(SDC/NFA) ICU beds choose Boarding Loc and GH-External ICU and enter exact location in comments
* The [[Previous Location]] and [[Pre-admit Inpatient Institution]] would be <site>_med or <site>_ward
=== Special Case - Cross-program boarding ===
If a patient is accepted by one of our services, and is on an off-service ward, enter a [[Boarding Loc]] entry for that period.


=== Special Case - cross-program boarding ===
'''For medicine pts boarding in ICU''' you can use the explicit ICU entry that applies because all CC locations are explicitly included in Boarding Loc.
If a patient is accepted by your service, taken care of  but '''remains at a location of a different service for some time''' before moving to your service, you need to enter a [[Boarding Loc]] entry for that period. That originating and different service location becomes the first Boarding loc.
{{DJ|
what is this sentence telling me, can I not use the specific medicine entry? Why/how? What would a new collector need to know?
* I have no idea, I suppose this can happen although I have not ever seen this at any of the facilities, I believe you were the original author of this so feel free to do what you want with this [[User:Lkaita|Lisa Kaita]] 13:46, 6 August 2025 (CDT)
** Julie, do you know what this is about? If the same applies for Med as for ICU in this, then lets get rid of the confusing entry. [[User:Ttenbergen|Ttenbergen]] 17:23, 6 August 2025 (CDT)
*** we have one case S4_STB_Med-2892 where first3 days at SBGH ICMS then transferred to SBGH-L2CC.--[[User:JMojica|JMojica]] 16:42, 18 August 2025 (CDT)
**** What else would they use? The entry would come from Cognos, no? It's entered by drop-down, so I don't think they could enter anything but the actual entry. Is this stated here really as a reminder for you, in case this happens again? If so, would it be better to store it in L_Problems table? If it is an instruction to collectors, would you explain further what you actually intend?  [[User:Ttenbergen|Ttenbergen]] 17:33, 19 August 2025 (CDT)
}}


For Critical Care collection, this could happen if the team runs a code on a patient and accepts care for that patient, but for a period of time hasn't yet moved the patient. For Critical Care, you would enter a generic "<Site>_Med" (ie [[GRA_Med]], [[HSC_Med]], [[STB_Med]]) for this patient so we don't have CC collectors keeping track of where regular, boarding or covid locations are. The generic "<Site>_Med" entry would only be available on CC laptops.
'''For CC patients boarding on a Med ward where we collect''', enter "GRA_Med"/"HSC_Med"/"STB_Med" as applicable. We added these boarding loc options specifically for this scenario, and they are available only for [[Critical Care program]] admissions.  
For Medicine laptops this isn't an issue because all CC locations are explicitly included in Boarding Loc.


=== Special Case - Direct admit ===
*For patients who are [[Direct admit]] and passed by own site ER, just follow usual instructions, a special entry is no longer needed, since the ER delay will take care of them.  The first boarding loc is "your <site> - ER".
*For patients who are [[Direct admit]] and went directly to the ward/"<your site> - boarding" under Medicine or ICU service, the first boarding loc is the ward/"<your site> - boarding" under Medicine or ICU service.


=== Special Case - EMIP/ECIP ===
{{Ex | This could happen if the team runs a code on a patient and accepts care for that patient, but for a period of time hasn't yet moved the patient. For Critical Care, you would enter a generic "<Site>_Med" "<Site>_Med" (ie [[GRA_Med]], [[HSC_Med]], [[STB_Med]]) for this patient so we don't have CC collectors keeping track of where regular, boarding or covid locations are.}}
See [[2020-10 EMIP changes]]


=== Special Case - From ED but went directly to the ward ===
=== Special Case - [[Visits to temporary locations]] that happen to be Boarding Locs ===
For patients accepted by your service who did not spend time in ER but went directly to the ward, there is no need to include  "<your site>_ER" as the boarding loc.  Enter your ward/"<your site> - boarding" as the first boarding location.
Occasionally a patient may be transferred to a location that is normally a [[Boarding Loc]] that we would enter or discharge to, however that location may be used as a temporary boarding location for a procedure.  If after reading through the chart this is in fact the case, that [[Boarding Loc]] should not be entered, as it should be regarded as though the patient were going for any procedure and then back to their home ward location.
*Sometimes [[Visits to temporary locations]] may look like boarding locations. See that page for info on making the distinction.
{{Ex|
Medicine patient is transferred to ICMS for a scope and is not admitted under critical care -> don't enter a [[Boarding Loc]] for ICMS
}}


=== Special Case - Erroneous Unit information in [[Cognos EPR Report]] ===
=== Special Case - parked in ER ===
See [[Process for bad data in Cognos]]
For further information please see
* [[Parked in ER]]


== Should be entered promptly ==
{{Boarding Loc, Service content}}
Occupancy per ward is being reported and/or requested. I have to change my program using the boarding loc info - have two fields arrival and departure per boarding location. It is very important that the location and dates arrived must be promptly entered so I can calculate occupancy accurately for the right physical  location.  --[[User:JMojica|JMojica]] 09:38, 2020 October 14 (CDT)


== Start/End Dates ==
== Start/End Dates of collection ==
*Start: 2019-Sep-01: new admissions on and after this date.  
*CC Start: 2018-July-19 as [[Project Borrow arrive]] and has been renamed and continued as Boarding Loc starting 2019-Sep-01
*Med Start: 2019-Sep-01: new admissions on and after this date.  
*CC and Med Start Oct,1 2020 : modified according to [[PatientFollow Project]]  to include ER as boarding loc.
* 2020-12-16: [[Change of GRA location names from "our" names to EPR/Cognos names]]
* 2022-01-01: [[Change of remaining location names from "our" names to EPR/Cognos names]]
*End: there is no planned end date
*End: there is no planned end date


{{Data Integrity Check List}}
{{Data Integrity Check List}}
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::: where Next Arrival Date_time = Dispo Date_time if there is no more next arrival date_time.  
::: where Next Arrival Date_time = Dispo Date_time if there is no more next arrival date_time.  


The SAS program is saved in X:\Julie\SAS_CFE\CFE_macros\Bed_Borrow.sas
The SAS program is saved in S:\MED\MED_CCMED\Julie\SAS_CFE\CFE_macros\prep_Tmp_BoardServiceTransfer.sas.
*the specific macros are %BoardingLoc, %ACCUBorrow, %ICUOtherService


== Background ==
== Background ==
See [[Bed borrow]] as aggregator page for other boarding and borrow related concepts.
See [[Bed borrow]] as aggregator page for other boarding and borrow related concepts.


The concept is similar to [[EMIP]]s but we will keep the EMIP separate from this project. The current EMIP will stay the same.--[[User:JMojica|JMojica]] 10:37, 2019 September 20 (CDT)
The concept of  [[EMIP]]s which  was similar from [[Bed borrow]] and collected separately before are now collected as part of [[Boarding Loc]]. See [[EMIP#Legacy information]] information for how they were collected before/


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