GRA Medicine Collection Guide: Difference between revisions

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This is a resource guide which documents collection processes for GRA MED site and serve as a reference for anyone who will pick up shifts at this site.
This page contains information specific to Grace Hospital '''Medicine''' collection only. See [[GRA General Collection Guide]] for information related to all Grace Hospital collection, and see [[Medicine Curriculum]] for information to all-site ICU data collection.  
*[[Medicine Curriculum]]
=='''Data Collection Office'''==
*our office is located at the Dorothy Wood Building Rm. 210
*the Dorothy Wood Building is a separate building from the main hospital, but is accessible through the tunnel system; the building can be found north of the main hospital, and is adjacent to the north parking lot off Booth Drive
*our mail is usually redirected to 5 North by the mailroom (no one knows why)
*our office number is 837-0151 or local 2151 when dialled from within the hospital
*the office house all the Grace database staff i.e. Medicine & ICU
*each data collector has a drawer in the filing cabinet, and we have an in basket system where each collector has a space for mail, messages etc.
*we keep a "news" or communication book on the desk for internal messages and communications
=='''Grace Telephone Numbers'''==
*Phone numbers at the Grace are different depending on if you are dialling from inside or outside the hospital; all numbers begin with the exchange 837 followed by 4 more digits. If accessing from outside the hospital the last 4 digits would begin with the digit 0, if accessed from within, the local would be the same last 3 digits but with a 2 at the beginning
*for example, our office # is 837-0151 if dialled from outside the hospital but our local is 2151 if dialled from within
*long distance code is 9280


=='''Database Supply Cost Centre''' ==  
==Areas of Data Collection at the Grace==
*The Cost center number for local office supplies only, is posted in the data collection office on a post it note on the window side of the printer
{{#ask:
{{Discussion}}
[[Category:Collection Location]]
Heh Stephanie.  thanks for the input here.  Can you update above. Thanks so much-[[User:TOstryzniuk|TOstryzniuk]] 21:19, 1 December 2010 (CST) 
[[Collection Location Hospital::GRA]]
*Please check with Trish before you order high priced supplies other than a printer cartridge, paper, pens.
[[Collection Bed Nrs::!0]]
[[Collection Location Program::Medicine]]
|format=broadtable
|link=all
|limit=500
|headers=show
|class=sortable wikitable smwtable
}}


=='''Areas of Data Collection at the Grace'''==
===3 North (N3) [[CTU]]===  
==='''3 North (N3)'''===  
''see also [[GRA N3]]
*unit local 2312, fax 837-0572
* working space is available in the conference area between 3 North & 3 South directly down the hallway across from the south elevators
*Unit Manager is Blair Stevenson local 2309 pager 931-4059
*is a Clinical Teaching Unit with 30 beds
*encompasses Room #s 301-310, & 337-340
*Margaret is the full-time unit clerk who maintains the admission/discharge book which is kept to the right of the computer monitor at the desk
*pts. are generally short stay, and turn over is rapid
==='''5 North (N5)'''===
*unit local is 2241, fax 837-0567
*Unit Manager is Helen Cherwinski local 2344 pager 931-4073
*is attended by the GAP (Grace Attending Physicians)and also admits Oncology & Placement pts. with a total of 35 beds (up to 37 with 2 swing beds included)
*encompasses Room #s 501-505 (Unit 1) 506-511 (Unit 2) and 512-518 (Unit 3)
*Full-time clerk is Jessica, ward admission/discharge binder is kept with the binders to the far left of the ward clerk's station at the main desk
=='''''PLEASE NOTE THAT EFFECTIVE JANUARY 12, 2011 5 NORTH HAS PHYSICALLY MOVED TO 4 NORTH SO AS TO COMPLETE THE GRACE HOSPITAL TOWER RENOVATION PROJECT.  THE PHONE NUMBERS WILL REMAIN THE SAME.  THE COMPLETION DATE OF THE PROJECT IS UNDETERMINED.'''''


==='''3 South (W3)'''===
=== 5 North (N5) [[NTU]] ===
*'''our program refers to this area as 3 West or W3 as that is what it was called at program origin'''
also see [[GRA N5]]
*unit local is 2181 fax 837-0573
* There is a small staff lounge behind the main desk with a few tables available to work on, but this is the only staff lounge on the unit so please be mindful how much space you take up.
*is attended by the GAP Physicians and contains the METU or Medical Extended Treatment Unit which is a geriatric rehab unit
* Patient charts can be found in 3 separate locations. Some are at the front desk, but there are 2 smaller desks at the end of the unit (the north end) where charts are also kept.
*encompasses Room #s 311-327
* Old & thinned charts is located in the metal filing cabinets in each unit of the ward.
*ward admission/discharge book is kept under the counter to the right of the computer monitor
*Unit Manager is Terry Desautels local 2356 pager 932-7352
*full-time Unit Clerk is Zerline


===''' Medicine Overflow'''===  
=== 3 South (S3) mixed [[CTU]] & [[NTU]] ===
*patients are admitted into off-service beds throughout the hospital and are difficult to track.
also see [[GRA S3]]
*Patient Reg prints a daily record of Medicine attendings for N3, W3 & N5 which documents which pts are admitted under each physician and where those pts. are located. 
* work space is available in the conference room between 3 South & 3 North, or in the tiny storage room across the hall from the conference room
*this list is printed daily, including weekends and is left for us to pick up 24/7 at the switchboard office across from registration; the first data collector in each morning is responsible for picking up the lists and distributing to the other collectors; we have decided the best place to leave the lists is in the ward admission/discharge binder on each ward
* Old & thinned charts is located in the metal filing cabinets in each unit of the ward.
*the [[EMIP]] census will also be distributed daily and included with the census sheets held at the Switchboard


===[[EMIP]] start date===
== Other Grace Hospital Wards ==
*November, 2010
* 2 South (S2) Orthopaedic Surgery
*for details go to [[EMIP]] article.
* 4 North (Ortho Trauma)
*we keep an EMIP tracking record on the office bulletin board;EMIP  pt. names are listed after being found on the daily list from Pt. Reg. and then crossed off once they have been located on one of our other census lists
* 4 South (S4) General Surgery/Urology
*tracking and data collection is done by N3 collector
* CAU (Clinical Assessment Unit)-  located on 5S
*separate log book is kept
* Grace [[Hospice]] - is a Palliative/End of Life Care facility located on the grounds of Grace hospital but is not accessible via tunnel system
*data is entered into N3 laptop and files sent with N3 files
** when the patient has been transferred to the Hospice, their hospital chart can be found in [[GRA Medical Records requests | Medical Records]]
* ER Department at the eastern end of the complex. Access is via back hall first or ground floors


=='''Other Grace Hospital Wards'''==
== Data Collection work assignments at GRA  ==
*1 North (N1)  Psychiatry, located in a separate building accessible by tunnel system
GRA uses [[Cognos EPR Report]] and [[PatientFollow Project]] to assign patients to [[Laptop identifier | laptops]].
*2 South (S2)  Orthopaedic Surgery: ward clerk is Donna
*4 East (E4)  Geriatric Rehab
*4 South (S4)  General Surgery


=='''Medicine Physicians'''==
Other staff that can do shifts at Grace: [[p:Pamela Piche]], [[p:Lisa Kaita]],[[p:Allyson Alcudia]]
*all Medicine areas rotate Physician coverage which changes bi-weekly
*the CTU on 3 North is attended by Drs. B. Johnson, E. Cowden (Medicine Program Director), M. Kramer, M. Selamon, D. Meyrowitz, W. Li, N. Matthews and Hawkins
*5 North and 3 South are attended by the GMU Attending Physicians commonly referred to as GAP: Drs. G. Borrett, R. Macek, D. Martin, J. Joshua, and R. George
'''Medicine Admission Date & Time'''  is found on the pink Admission Summary sheet at the beginning of the chart and is recorded by Patient Registration on notification by Emergency that the patient has been accepted for admission by the Medicien physician on call


We communicate regularly and attempt to even out the workload by the less burdened collector completing collection on discharged patients from the busier areas, +/or entering the already collected data for the busier units on the laptop while the other collector continues to collect


=='''Responsibilities of Medicine Data Collectors'''==
== Related articles ==  
the areas of responsibility of each Medicine Data Collector is flexible and is determined by the workload of the wards when considered as a whole.
{{Related Articles}}
#currently one collector is responsible for collecting on 3 North (N3),[[CTU]], & [[EMIP]]:
#*[[User: SDowson2 | Sheila Dowson]]
#second collector is responsible for collecting on 5 North (N5) and 3 South (W3):
#*[[User: SCortilet | Stephanie Cortilet]]
*We communicate regularly and attempt to even out the workload by the less burdened collector completing collection on discharged pts from the busier areas, +/or entering the already collected data for the busier units on the laptop while the other collector continues to collect
===Discussion===
{{Discussion}}
Who is responsible for "overs"?
Each collector will collect for any pts admitted under their ward physician  ie  If a Medicine pt. is admitted under the GAP Physician currently admitting to N5 and there is no bed available on N5 then the pt. will show up on the Physician census generated daily by EHealth/Pt. Reg. for N5, and the N5 collector will collect the data


=='''Medicine Database Friends'''==
*'''Medicine Clinical Instructor''' is Rianna Arsenault  local 2856 pager 932-0689
*'''Health Records Guru''' is Maureen local 2166
*'''Computer Help Desk''' Lynn Rhoda local 2810
*'''Patient Registration Supervisor''' is Marusia AIme local 2118
*'''Telephone Problems''' including voice mail password issues and repair services is Gail local 2118
*'''Security''' local 2366 for those of us who lock ourselves out of the office on a regular basis
*'''EHealth'''  940-8500
*'''Rose Tanner''' local 2460 manages furniture supplies
*'''Housekeeping'''  local 2198


 
[[Category: Grace Hospital Office]]
 
[[Category: Site Specific Collection Guide]]
 
 
 
[[Category:Grace Hospital Office]]
[[Category:Site Specific Collection Guide]]
[[Category: Data Collection Guide]]
[[Category: Data Collection Guide]]

Latest revision as of 15:34, 2024 November 12

This page contains information specific to Grace Hospital Medicine collection only. See GRA General Collection Guide for information related to all Grace Hospital collection, and see Medicine Curriculum for information to all-site ICU data collection.

Areas of Data Collection at the Grace

 
GH-5S
GH-N3
GH-N5
GH-S3

3 North (N3) CTU

see also GRA N3

  • working space is available in the conference area between 3 North & 3 South directly down the hallway across from the south elevators

5 North (N5) NTU

also see GRA N5

  • There is a small staff lounge behind the main desk with a few tables available to work on, but this is the only staff lounge on the unit so please be mindful how much space you take up.
  • Patient charts can be found in 3 separate locations. Some are at the front desk, but there are 2 smaller desks at the end of the unit (the north end) where charts are also kept.
  • Old & thinned charts is located in the metal filing cabinets in each unit of the ward.

3 South (S3) mixed CTU & NTU

also see GRA S3

  • work space is available in the conference room between 3 South & 3 North, or in the tiny storage room across the hall from the conference room
  • Old & thinned charts is located in the metal filing cabinets in each unit of the ward.

Other Grace Hospital Wards

  • 2 South (S2) Orthopaedic Surgery
  • 4 North (Ortho Trauma)
  • 4 South (S4) General Surgery/Urology
  • CAU (Clinical Assessment Unit)- located on 5S
  • Grace Hospice - is a Palliative/End of Life Care facility located on the grounds of Grace hospital but is not accessible via tunnel system
    • when the patient has been transferred to the Hospice, their hospital chart can be found in Medical Records
  • ER Department at the eastern end of the complex. Access is via back hall first or ground floors

Data Collection work assignments at GRA

GRA uses Cognos EPR Report and PatientFollow Project to assign patients to laptops.

Other staff that can do shifts at Grace: p:Pamela Piche, p:Lisa Kaita,p:Allyson Alcudia

We communicate regularly and attempt to even out the workload by the less burdened collector completing collection on discharged patients from the busier areas, +/or entering the already collected data for the busier units on the laptop while the other collector continues to collect

Related articles

Related articles:
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