Processes around changing a PatientFollow assignment: Difference between revisions

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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 the collector who will no longer be collecting the chart number ending ==
== Process for collectors ==
* for patients with a service start DtTm after the transition date, a line will not show up in [[Cognos2 Service Starter]] on the laptops that are no longer collecting them (they will show up on the new laptop, see next section)
[[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.  
* If the next service change would lead to a discharge from the affected laptop's, do a regular discharge.
* If the next service change would '''not''' lead to a discharge from the affected laptop's (ie would just lead to another [[Service tmp 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


== Process for the collector who will now be collecting the chart number ending ==
{{Collapsable|
* patients with a chart ending now needs to be collected on a different laptop will show up on the [[Cognos2 Service Starter]] of that laptop the next time there is a new service start DtTm after the transition date, ''even if their record was started on a different laptop''
Confirmed that
* enter these patients through [[Cognos2 Service Starter]], which will add the [[Visit Admit DtTm field]] of the original entry on the other laptop
* records for before turn-over won't show in [[CSS]]
* only enter the additional unit or service changes that happen after/at admission to your unit, since the ones before will be on the other laptop already
* records for after will show in CSS
* for [[Previous Location]], [[Previous Service]], [[Pre-admit Inpatient Institution]] use what someone from another site/program would use if they received this patient
* all records will show in [[Patient Viewer Tab Cognos ADT2]]
* enter [[Acquired Diagnoses]] and [[Acquired Procedure]]s that happen after the transition dttm
* ending services for records on this laptop will show in [[CE]] even if a serial number ending is no longer followed }}


== Cross-threshold records that persist for a long time ==
== Process for [[CCMDB.mdb]] to change assignments ==
A change in service will trigger a re-assignment, but a patient could remain on the same 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.
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.  


== Error during transition ==
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.
CCMDB.accdb runs [[Check function preAdmit_NE_Location]] (and others) to make sure that the [[Service/Location]] is not the same as the [[Pre-admit Inpatient Institution]], [[Previous Location]] or [[Dispo]]. This cross check will wrongly trigger for patients who are currently transitioning from one laptop to another because of a change in PatientFollow assignment.
{{Discuss|
There is an email exchange between Pam, Julie and Tina to find out how best to deal with this. [[User:Ttenbergen|Ttenbergen]] 20:56, 2021 January 14 (CST)}}


== What needs to be changed in [[CCMDB.mdb]] every time there are assignment changes ==
== Change Log ==
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.
===2024-04-19 ===
*beginning April 21, 2024 added 88, 89 to H5 from the H8 laptop


== Process Julie uses to re-connect the data ==
If we use the [[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.


{{Discuss | who=Julie |
* 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)
}}


== To Do ==
===2024-02-28 ===
{{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. }}
*beginning march 1.2024 H3 will be 00-11 and H4 will be 30-44, 12,13,14


== Background ==
 
===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 ==  

Latest revision as of 09:43, 2024 April 19

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

2024-04-19

  • 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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