Project AHC

Projects
Active?:	active
Program:	Med
Requestor:	Dan Roberts
Collection start:	2025-07-02
Collection end:

As of 2025-07-02, this project only runs at GRA.

Data Collection applicable for...

• For any medicine record being sent after the project start date, capture the first consult for OT, PT, Social Work and Home Care. The reason for the consult does not matter.
  • OT said sometimes the medicine team will write a new consult, but that it isn't necessary if they are already following, they will however write a "transfer" note. she was uncertain if all other allied health teams practice the same way. Many of the consults are verbal. - you would enter a re-consult written as that

Exclusion

• we don't track consults for
  • pharmacy
  • utilization

collect only the first consult sent dttm (or received if no indication of when the consult was sent)

Data Entry Instructions

• The following instructions hold for one of each of the allied health teams, ie AH_C_OT, AH_C_PT, AH_C_SW, AH_C_HC
• Same instructions for each unless otherwise noted. Acronym definitions: AH_C - Allied Health Consult, OT - Occupational Therapy, PT - Physical Therapy(Physiotherapy), SW - Social Work, HC - Home Care.
• Conditional formatting per allied health team: PT blue, OT yellow, SW green, HC red.

Referral sent

A line with Project "AH_C_<the allied health team>_s" and item "Referral sent" will be entered automatically for new patients, existing records entered prior to the start date of the project will need to have these entered manually.

• Project "AH_C_<the allied health team>_s"

Update the record as follows:

• Item:
  • "Referral sent" - leave this entry in place if a referral is found
  • "not consulted" - if you have finished the chart and didn't find one; in this case no other data for that consult should be entered, and any other lines generated for the respective allied health team should be deleted
• Date / Time: date/time of the consult if available
  • if consult not in chart but there is clear documentation in the chart use the dttm of the first note/assessment (best guess better than nothing but not mandatory)
  • time of the consult is not mandatory, but a best guess would be preferred over not entering it
• Checkbox: check if the date and/or time is a best guess
• Integer, Real, Comment: not used

Consult Received

The following lines will automatically be added to each new medicine record, existing records entered prior to the start date of the project will need to have these entered manually:

• Project: AH_C_<the allied health team> - Item: "not entered" (because you haven't set a value yet)

Update the record as follows:

• Item: change the item dropdown as follows as you come across information
  • "referral received" - formal or informal (phone call, conversation, rounds conversation noted in IPN, etc)
  • "aware of patient transfer from other source" - alternative if noted by AH
  • "Late consult received" - alternative if noted by AH
• Date/Time: date/time the consult is received, only if clearly documented
• Checkbox: check if the date and/or time is not documented
• Integer, Real, Comment: not used

Sources

• SBGH in EPR - check for consults in the orders tab, there will also be documentation in the documents section by the various allied health teams, if they have been consulted
• HSC and GGH - check for an order and also the consult sections of the chart, there will also be documentation in the notes section by the various allied health team, if they have been consulted

Special Cases

Special Case - Consult before admission or after discharge from medicine

The following was written within the data entry instructions: "** for consults that are initiated prior to the first Service tmp entry use the dttm of the first Service tmp entry". But down here it seems to say to only enter that there was a consult if the the med team writes a new order, in which case there would be a new dttm that is within range. So these seem contradictory to me. Am I missing something? Ttenbergen 16:46, 21 November 2025 (CST)

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• Only enter yes, if the medicine team writes a new order to consult one of the allied health team.
  • OT said that if one of the OT members is consulted in ICU, or another ward, or ER, they do not re-consult, they give an OT to OT report - don't enter that

is this really a "don't enter that"? If so it should go under #Exclusion. Ttenbergen 16:46, 21 November 2025 (CST) or is it an "aware of patient transfer from other source" for "consult received" - in which case it should be a sub-bullet under that entry

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Special Case - Self-consults / verbal consults

• Self-consults by any allied health professional should be captured as a new consult
• Verbal consults will not have an order or consult written, if when reviewing a chart there is a note by an allied health professional and no associated consult/order enter that as yes and note the dttm of the first documentation

Special Case - Home care consults at GRA

• At the GGH patients who are already receiving Homecare services will have a printout from the EHCR (electronic home care record??) in the chart, choose the option "aware of patient transfer from other source" if this is the case. The date and time that the EHCR is printed will be on the form

Special Case - Consult via Care Map

• for consult that are initiated via care maps/clinical pathways
  • use the dttm that the form is initiated
  • if there is no time indicated, use the date and time of arrival to the unit (ie initial Boarding Loc entry for the unit

Special Case - Consult ordered and cancelled

• If there is an order to consult one of the AHC professionals, and it is later cancelled (doesn't matter how long after the order) then capture the consult

Data Use

This data is being collected as a current state for Project Overstay2.

Legacy Collection Instructions (for data interpretation)

legacy collection instructions

As of 2025-10-09, collect only the first consult sent dttm (or received if no indication of when the consult was sent) The rest of these no longer apply for collection but are being maintained for data interpretation. For any medicine record being sent after the project start date, capture whether there were any allied health consults, the reason for the consult does not matter. Some patients may have more than one consult for the same allied health professional during their hospital stay, record each time there is a new consult for any of the allied health professions listed. If there is more than one consult, link together the data collected per consult by entering a common number in the integer / "N" column; start with the number 100 so three is no confusion with other tmp entries that use the integer to link self-consults by any allied health professional should be captured as a new consult Verbal consults will not have an order or consult written, if when reviewing a chart there is a note by an allied health professional and no associated consult/order enter that as yes and note the dttm of the first documentation If there is an order to consult one of the AHC professionals, and it is later cancelled (doesn't matter how long after the order) then capture the consult Optional Entries Allied Health wants to work on improving the process and has asked us to track a few options if they occur. For these, rely on AH to enter these right with their IPN note, ie collectors are not required to interpret or adjudicate this. This has been discussed with Allied health. Item options are: "patient not ready for AH assessment" "consult form not complete" "not appropriate for AH assessment" If you see one of these, enter a record with Project: AH_C_<the allied health team>_O ("o" for option) Item: enter he relevant one of the "item options" mentioned above Date: date the optional entry was charted, if easily available (optional data) Integer / "N" column - linking together of entries for the same consult Real, Time, Checkbox, Comment: not used Consult Dealt With The following lines will automatically be added to each new medicine record, existing records entered prior to the start date of the project will need to have these entered manually: Project: AH_C_<the allied health team>_A (A for "Acted on") - Item: "not entered" (because you haven't set a value yet) Update the record as follows: Item: change the item dropdown as follows as you come across information "addressed" - entry in the chart from relevant allied health team, could be formal such as blue/yellow OT PT forms, or an IPN entry, we need an indication of engagement, not just acknowledging receiving the consult "never" - if you have finished the chart and didn't find one Date: date of the consult if available, if consult not in chart but there is clear documentation in the chart use the dttm of the first note/assessment (best guess better than nothing but not mandatory) Time: time of the consult (best guess better than nothing but not mandatory) Checkbox: check if the date and/or time is a best guess Integer, Real, Comment: not used Consult Discharged If there is a specific record (see #Optional Entries) that the patient was discharged by allied health, then enter: Project: AH_C_<the allied health team>_D (D for "discharged") Item: "discharged from AH caseload" Date, Time', Checkbox, Integer, Real, Comment: not used

Data Integrity Checks (automatic list)

	App	Status
Query check_tmp_AHC	CCMDB.accdb	needs review

can you please activate this cross check? thank you 14:13, 21 November 2025 (CST)

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