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Processes around changing a PatientFollow assignment: Difference between revisions

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Patients are assigned to collectors using the [[PatientFollow Project]]. This page explains what needs to happen when an assignment is changed.  
Patients are assigned to collectors using [[Using Cognos2 to keep track of patients]] as defined in 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.   
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.  
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 ==
* enter all available [[Dispo DtTm]]s for any profiles
[[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.  
* do a [[News and Backup]] and let the collector who will take over the numbers know when done
* delete profiles that '''don't have a [[Dispo DtTm]]''' for numbers that are moving to the other laptop; you will need to finish the profiles that are discharged by this point
* let the [[Data Processor]] know which Pat_IDs you deleted to help them reconcile [[Orphans in Centralized data.mdb]]; also let the receiving collector know to help them confirm they are keeping those records.  


== Process for the collector who will now be collecting the chart number ending ==
{{Collapsable|
* create a "temp" directory on your desktop
Confirmed that  
* copy the most recent backup of the "donating" [[CCMDB_data.mdb]] (from [[Regional Server]]/data, pick the one without a number) in the "temp" directory
* records for before turn-over won't show in [[CSS]]
* open that file with your usual password
* records for after will show in CSS
* delete the records you don't need to copy:
* all records will show in [[Patient Viewer Tab Cognos ADT2]]
** open the L_Log table
* ending services for records on this laptop will show in [[CE]] even if a serial number ending is no longer followed }}
** sort by LastName and delete all blanks (those are [["Delete Sent Patients" button#Logical delete |logically deleted profiles)
** sort by Pat_ID and delete all records that are '''not''' moving to the receiving laptop
{{Collapsable  
| always= alternative with query that might be faster but is more technical
| full= 
* create a new query and paste the following into it:
<code>
SELECT L_Log.Pat_ID, [pat_ID] Mod 100 AS ending, L_Log.Dispo_DtTm
FROM L_Log
ORDER BY [pat_ID] Mod 100;</code>
* run that query and delete the profiles that are not in your new number range
* re-sort the query and also delete the profiles that have a [[Dispo DtTm]] before today}}
* copy-paste the remaining records to your home [[CCMDB.accdb]]
** open your usual [[CCMDB.accdb]]
** expand the navigation panel on the left
** open the [[L_Log table]]
** select all rows in the donor [[CCMDB.accdb]]'s [[L_Log table]] and copy-paste them to your home one
** close the two tables
** open the each table that starts with an "L_" on both laptops and copy-paste their content as well
* check that all records sent by the original collector are now on your laptop


== Process for [[CCMDB.mdb]] to change assignments ==
== 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.  
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-pastes the relevant cells into Excel and use it's propagating function and then paste the result.
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.
 
== SAS / Main office files ==
See \\ad.wrha.mb.ca\WRHA\HSC\shared\MED\MED_CCMED\ChartLastDigitAnalysis
 
== Change Log ==
===2025-11-24===
*beginning Nov 26, 2025,
* G8 to reflect 1.0 FTE- numbers will be 20-69
* G7 (vacant) will be 00-19 to reflect a .4 FTE
* G9 will be unchanged 70-99
 
===2025-06-20===
*beginning June 21, 2025 added 42,43 to H4 from the H7 laptop
 
===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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[[Category:PatientFollow Project]]
[[Category:PatientFollow Project]]
[[Category:Cognos2]]
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