Project Overstay2

Projects
Active?:	active
Program:	Med
Requestor:	Dan Roberts
Collection start:	2025-07-02
Collection end:	continuous "continuous" contains an extrinsic dash or other characters that are invalid for a date interpretation.

Currently only active at GRA

This page contains the collection instructions and the data description for the Overstay2 project. For other information, see Overstay2 Overview. This project is one of the Vacation and staff shortage collection priorities.

Data Collection

Sticker

• The colour generated in this process is communicated with the ward
  • an "overstay sticker" on the paper name insert of the chart located within the spine sleeve of the patient's chart
  • on the DPST form
• The ward clerk will have stickers "top drawer" and will provide them to collectors on request
• When I talked with Andrea Thiessen at implementation time she said there was no SOP for the clerk yet, but that she would add this when they set it up. Until we hear it's set up it might be good to flag when you run low on the stickers.

Regular data required in addition to Minimal Data Set

For each Medicine Program Admission, enter the Minimal dataset +

• ADLs
• Pre acute living situation - to know if they came from a (Personal Care Home or Chronic Health Facility) or Homeless
• Previous Location
• Glasgow Coma Scale
• Any Admit Diagnosis, Comorbid Diagnosis or CCI codes

The DPST Form

Ward staff has a full 24 hours to complete the DPST Form as part of Overstay2 Overview#Patient Admission, before the 24 hours are up the DPST Form may be incomplete and should not be scored yet. They will file it in the Legal Section behind the pink Patient Demographics Sheet of the chart and put a green #sticker if the answers to the 6 main questions are all "yes".

Data collectors will assess the DPST Form during the first data collection shift between 24-96hrs after form completion and generate an Overstay2 colour according to these instructions.

There will be one DPST Form for the record per hospitalization and the unit will make sure the colour is re-applied.

Data Entry Instructions

• A line is automatically created for medicine program admission at a site where this project is active for Overstay2 DPST with Item "not yet entered". Update that line as follows:
  • Project: Overstay2 DPST
  • Item:
    • green - enter if there is a green #sticker
    • green problem - 6xyes but missing sticker, date or name; if it's clear it should be green use this, else use the problem entry; also see comment entry
      • this was initially coded differently, see #data interpretation
    • non-green - enter if you check the File:DPST GGH.pdf and it filled out appropriately (not a problem entry) but has at least one "no" and is therefore an appropriate non-green
    • continued - not first medicine admission, so DPST and colour from first admission stay
    • problem - any one of the following is true; also see comment entry
      • missing DPST Form after 24 hrs
      • DPST Form with any of the 6 questions not filled as y/n (incl. if one of the answers is "n", ie this takes precedent over non-green
      • all other scenarios
      • we don't expect collectors to fix this, and the algorithm will treat "problem" like "non-green" to generate a yellow or red Overstay2 colour
  • Date: Date on the DPST Form, or best guess if missing
  • comment: if problem or green problem put short cue what was wrong, eg. no sticker, incomplete etc
  • time, integer, real, checkbox not used

Generating the Overstay2 colour

• Once the above data has been entered, click the "OS" button on the Patient Viewer. This will run the colour generator. The button will change colour, or there will be an error.
  • If any of the patient conditions that are parameters of the model change after admission, do not generate a new colour, only the initial conditions are relevant for this project.
• Put a yellow or red #sticker
• For those profiles that were entered as a problem because the only error was missing a green sticker, the algorithm will generate a different color, but place a green #sticker on the spine of the chart

Overstay2 Screening Reports

See Overstay2 Screening Reports

Special Cases

Possible Scenario - colour change due to data entry error

The only case where the colour should be changed is if the data-collector made a error on data entry. We don't want you to change colour because data becomes available after the initial assessment window.

If you realize you made a data entry error and you have fixed it, you can click the Overstay button again. It will ask you again if this is final, and if you click yes the original entry will be overwritten and the new colour be added to the beginning of the Notes field. This means you may have multiple colours in notes, the first one being the current one.

It is not necessary to document when a colour changes. Just change the colour.

Possible Scenario - Patient died/discharged before DPST form filled out

Enter with "green problem" and generate colour.

Possible Scenario - EMIP patient that never made it to the ward

Enter with "green problem" and generate colour.

Possible Scenario - Off ward patients

For the rare patient admitted to an off-ward / boarding location without hitting one of our regular wards first, generate a colour and put it on the chart. The Utilization Coordinator will follow up on these. (as per DPST SOP (live temp limited access, also see uploaded copy, might be outdated))

I have a pt admitted directly to an off service ward (surgical ward) so no DPST, will generate a color as "problem" or non green? Lisa Kaita 08:52, 4 July 2025 (CDT) I have an email out to GRA regarding the off-service patients. For now, I don't have an answer... which is a problem, so collect as that. Ttenbergen 13:59, 4 July 2025 (CDT) I raised it again today and they are sure there are no such cases. Brent agreed that he would follow up with Mindy or Gail about the scenario, please update this if you get an answer. Ttenbergen 17:12, 24 July 2025 (CDT)

• SMW

• Cargo

• Categories

Possible Scenario - DPST not filled yet when collector starts record

The unit has 24 hours upon admission to fill the form. If the collector starts collection before then (as they ideally might, based on Using Cognos2 to keep track of patients). So, the collector would need to return to that chart at a later time and add the project data. The colour generating code adds the colour to the beginning of the Notes field, which causes it to be listed in the Patient List, so collectors can see which records will need to be reviewed again.

Dates

• GGH - 2025-07-02
• HSC - start date not planned yet, possibly Q3 2025
• STB - start date not planned yet, possibly Q3 2025

Data Use

See Overstay2 Overview

Legacy / data interpretation

• 2025-09-19 - finally added option for the "green problem" entry
• 2025-09-16 - finally added option for the "continued" entry
• 2025-07-24 - added entries
  • "green problem" - previously missing sticker, date, name would have led to a "problem" entry, project team decided that getting a "green" designation was more important.
  • "continued" - got confirmation that we only want one DPST per admission so added this to allow entry

Data interpretation

we changed the problem encoding over time... what were the different ways?

• SMW

• Cargo

• Categories

we changed the problem encoding over time... what were the different ways?

• SMW

• Cargo

• Categories

Data Integrity Checks (automatic list)

	App	Status
Query check_tmp_Overstay2	CCMDB.accdb	needs review

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