LAU Collection Project

Collection Instructions

• Population: 200 charts per site, for those sites with Geri Rehab and LAU, 50 charts for Geri Rehab and 150 for LAU with the following Service/Location entries:
  • LAU
    • COH_LAU
    • SOH_LAU
    • VGH_LAU
  • Geri Rehab
    • SOH_Geriatrics
    • VGH_Geriatrics
• Use the next Pat ID in your series, there is no need to manage them separately for this project
• Boarding Loc - use Transfer Ready DtTm to determine Transfer Ready DtTm tmp entry
• Service tmp entry - no special instructions
• special tmp entries for this:
  • LAU collection readmission data
  • Project Consults data
  • ACP Status Collection
  • LAU OT/PT consults
  • LAU Public Trustee
  • LAU LTC consult

= problems with Transfer Ready DtTm

• Dan was right, this field is a mess trying to use our current definition with a population of patients that don't really fit an acute medicine profile. If the patient went to Rehab the Transfer Ready DtTm will reflect the time they are accepted, if they became palliative the Transfer Ready DtTm will reflect when they became so, otherwise much of this was a judgment call, as many would be deemed transfer ready on admission by our definition.
• Decided to code time when the MD wrote medically stable for dc planning

Special Scenario - pt spends time in both LAU and Geri Rehab

• If the first Service tmp entry is an LAU service and Boarding Loc, and the patient is later transferred to Geri Rehab, create a second profile for the admission to the Service tmp entry Geri Rehab and Boarding Loc

Laptop setting changes during LAU collection

• data collectors will use their regular laptop for LAU collection and regular CCMDB.accdb for this project
• collection for this is at a different site, so you need to change a setting to make the site-specific options available in the dropdowns
• See Settings (CCMBD.mdb) for how to access the settings
• the one you need to change is for Hosp
• take note of your current entry to restore it to that to go back to regular collection
  • settings are COH for Concordia, SOH for Seven Oaks, VGH for Victoria
• If you open a previously entered record for e.g. HSC while in e.g. VHG setting, some fields (eg. service location) will appear emtpy. The data is still there, but the dropdown doesn’t have it so the dropdown-driven box can’t show it. When you switch back to your usual setting the data will be visible, and it will remain visible in centralized_data.mdb either way.

Setup

• CCMDB.accdb Change Log 2025#2025-03-06
  • Project Consults data
    • added automatic "not entered" record to s_tmp table
    • added Query check Project Consults data
  • ACP Status Collection
    • added options to s_tmp table
    • added query check ACP Status Collection
  • LAU collection readmission data
    • added query check_LAU_collection_readmission_data
• CCMDB.accdb Change Log 2025#2025-03-04 - Added LAU collection readmission data and Project Consults data to s_tmp table
• CCMDB.accdb Change Log 2025#2025-03-03 - Added data items to the tables.

click to see specific additions

table additions: to S dispo table: VGH_LAU, SOH_LAU, COH_LAU to s_tmp table for Service tmp entry: COH MedicineLowAc/General COH ALC Med LowAc/Panel Appr PCH SOH Medicine LowAc/General SOH ALCMedLowAc/Panel in Process SOH Rehabilitation/Geriatrics VGH medicine LowAc/General VGH Rehabilitation/Geriatrics VGH medicine LowAc/Community other VGH medicine LowAc/Panel in Process VGH medicine LowAc/Homecare VGH medicine LowAc/Panel Appr other VGH medicine LowAc/Panel Appr PCH to s_tmp table for Boarding Loc: COH-N1N COH-N3E COH-N3W SOH-3BU1 SOH-3BU2 SOH-3BU3 SOH-3BU4 SOH-3BU5 SOH-3BU6 SOH-3BU7 SOH-3A10 SOH-3A11 SOH-3A12 SOH-5BU1 SOH-5BU2 SOH-5BU3 SOH-5BU4 SOH-5BU5 SOH-5BU6 SOH-5BU7 SOH-4BU4 SOH-4BU5 SOH-4BU6 SOH-4BU7 SOH-4AU8 SOH-4AU9 SOH-4AU11 SOH-4AU12 VGH-NU4N VGH-NU4S VGH-NU5N VGH-NU5S considered whether new entries were required for s_Cognos_Services table and s_Cognos_Units table; they are not

Collection dates

• Collection will happen between 2025-03-15 and 2025-04-13
• The record set contains Dispo DtTm between
  • VGH Oct 6, 2024 and Dec 31, 2024
  • SOGH Dec 3,2024 and Dec 31, 2024
  • CGH Nov 22, 2024 and Dec 31, 2024

Identifying the project dataset

• Service/Location joined with s_dispo table will have S dispo.loc type = "LAU"
  • will have program = "Med" because a bunch of functionality is tied in with Program, so if we made it "LAU" or "Family Med" we would need to make major changes to code and queries
  • Julie is aware that this needs to be considered for the duration of the project collection
  • after collection we can split Centralized_data.accdb so this sample becomes its own record set, and delete the records from the master db
    • this will need to be done before the next export to MCHP for sure

Processing / Analysis

• Project folder:

\\ad.wrha.mb.ca\WRHA\HSC\shared\MED\MED_CCMED\CCMDB_Special_Projects\LAU collection