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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]]
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| =='''Data Collection Office'''==
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| *our office is located at the Dorothy Wood Building Rm. 210
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| *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
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| *our mail is usually redirected to 5 North by the mail room (no one knows why)
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| *our office number is 837-0151 or local 2151 when dialed from within the hospital
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| *the office houses all the Grace database staff i.e. Medicine & ICU
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| *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.
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| *we keep a "news" or communication book on the desk for internal messages and communications
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| *we share a USB printer cable that moves from laptop to laptop as needed
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| *we share LAN cables for internet access as we have only 3 cables for 4 laptops at present
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| *all staff rotate turns purchasing Kleenex and replacement water cooler refills
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| *we have a water cooler with a tiny fridge unit, a coffee maker, kettle, and toaster in the office; larger items that need to be refrigerated can be kept in the community fridge down the hall from the office in the floor kitchen
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| *we share the second floor with the Home Care Department, the Geriatric Nurse Practitioner, Leslie Dryburgh, the Program Director for Medicine, Eve Omar, the Medicine Program Executive Offices, Wanda Guenther from the Breast Clinic, Gail Pearson the Bed Utilization Coordinator, and the local union offices for the MNU & UFCW
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| *CONFIDENTIAL WASTE is collected in a box in the office and is picked up by Materials Management on the last Wednesday of the month for shredding. The date is marked on our calendar on the bulletin board. The box needs to be sealed with masking tape prior to pickup, which is usually around 1330. If you will not be available at that time, the box can be taken to the Home Care Office and it will be picked up there.
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| *PAY STUBS are delivered to the 5th floor nursing station and usually arrive the week after pay day. Please check the in box at the desk regularly as that is where the stubs and any other mail is delivered to.
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| =='''Grace Telephone Numbers'''== | | == [[Project Overstay2]] == |
| *Phone numbers at the Grace are different depending on if you are dialing 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
| | The Grace Medicine units are part [[Project Overstay2]], see there for details. |
| *for example, our office # is 837-0151 if dialed from outside the hospital but our local is 2151 if dialed from within
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| *long distance code is 9280
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| =='''Database Supply Cost Center''' == | | ==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: |
| *Please check with Trish before you order high priced supplies other than a printer cartridge, paper, pens.
| | [[Category:Collection Location]] |
| *the supply order catalog and requisitions are kept on top of the filing cabinet; we always check with the other collectors prior to ordering and try to order all we need at once
| | [[Collection Location Hospital::GRA]] |
| *supplies are delivered to our office or to 5 North
| | [[Collection Bed Nrs::!0]] |
| *returned invoices are kept in the 5 North drawer in the filing cabinet
| | [[Collection Location Program::Medicine]] |
| | |format=broadtable |
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| | }} |
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| =='''Areas of Data Collection at the Grace'''==
| | {{Discuss | |
| ==='''3 North (N3) [[CTU]]'''===
| | * I thought that GRA was not a teaching hospital. So what does it mean for them to have a CTU? [[User:Ttenbergen|Ttenbergen]] 23:17, 29 November 2025 (CST) |
| *unit local 2312, fax 837-0572
| | }} |
| *Unit Manager is Blair Stevenson local 2309 pager 931-4059
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| *is a Clinical Teaching Unit with 30 beds
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| *encompasses Room #s 301-310, & 337-340
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| *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
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| *pts. are generally short stay, and turn over is rapid
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| ==='''5 North (N5) [[NTU]]'''=== | | ===3 North (N3) [[CTU]]=== |
| *unit local is 2241, fax 837-0567
| | ''see also [[GRA N3]] |
| *Unit Manager is Helen Cherwinski local 2344 pager 931-4073 | | * working space is available in the conference area between 3 North & 3 South directly down the hallway across from the south elevators |
| *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)
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| *encompasses Room #s 501-505 (Unit 1) 506-511 (Unit 2) and 512-518 (Unit 3)
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| *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
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| ***PLEASE NOTE THAT '''EFFECTIVE JANUARY 12, 2011''' '''5 NORTH (N5)''' HAS PHYSICALLY '''MOVED TO''' '''4 NORTH (N4)''' 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.''''' '''The Ward LOCATION will still be referred to as N5'''.
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| ==='''3 South (W3) [[NTU]]'''=== | | === 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
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| *Unit Manager is Terry Desautels local 2356 pager 932-7352
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| *full-time Unit Clerk is Zerline
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| ===''' Medicine Overflow '''=== | | === 3 South (S3) mixed [[CTU]] & [[NTU]] === |
| ====[[OVER]]====
| | also see [[GRA S3]] |
| *patients are admitted into off-service beds throughout the hospital and are difficult to track. | | * 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 |
| *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.
| | * Old & thinned charts is located in the metal filing cabinets in each unit of the ward. |
| *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
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| *pts. that are admitted into an overflow bed on an off-service unit and stay in that bed for their entire length of stay will be assigned a pt location of GRA_OVER; pts. that are moved from or to the normally followed medicine unit will use that unit as their pt. location
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| =====Who collects "[[OVER]]s"=====
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| Each collector will collect for any patients admitted under their ward physician i.e. If a Medicine patient is admitted under the GAP Physician who is currently admitting to N5 ward and there is no bed available on ward N5 then the patient will show up on the Physician census generated daily by EHealth/Patient Registry for N5, and the N5 collector will collect the data.
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| =====[[Med Var 5]] OVZ ===== | | === 4N Medicine beds === |
| Patient that are OVER's will have the code '''OVZ''' entered into [[Med Var 5]]
| | As of Nov 21, 2025 4N now has 10 beds (up to 13) that will be off service medicine patients under the GAP physician, these patients should be collected as per our usual process. |
| | {{DL | |
| | This sounds more deliberate than the usual off-servicing, so: Will they have [[DPST]] forms, and be part of the Overstay project? |
| | }} |
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| ===[[EMIP]] start date=== | | == Other Grace Hospital Wards == |
| *November, 2010
| | * 2 South (S2) Orthopaedic Surgery |
| *for definition go to [[EMIP]] article.
| | * 4 North (Ortho Trauma) |
| *the [[EMIP]] census will also be distributed daily and included with the census sheets held at the Switchboard.
| | * 4 South (S4) General Surgery/Urology |
| *we keep an [[EMIP]] tracking record on the office bulletin board. The [[EMIP]] patient names are listed after being found on the daily list from Patient Registry and then crossed off once they have been located on one of our other census lists.
| | * CAU (Clinical Assessment Unit)- located on 5S |
| *tracking and data collection is done by N3 collector.
| | * Grace [[Hospice]] - is a Palliative/End of Life Care facility located on the grounds of Grace hospital but is not accessible via tunnel system |
| *separate log book is kept.
| | ** when the patient has been transferred to the Hospice, their hospital chart can be found in [[GRA Medical Records requests | Medical Records]] |
| *data for EMIP's is entered into N3 laptop and files sent with N3 files.
| | * ER Department at the eastern end of the complex. Access is via back hall first or ground floors |
| *Site and location is entered as: GRA_EMIP.
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| =='''Other Grace Hospital Wards'''==
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| *1 North (N1) Psychiatry, located in a separate building accessible by tunnel system
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| *2 South (S2) Orthopaedic Surgery: ward clerk is Donna | |
| *4 East (E4) Geriatric Rehab | |
| *4 South (S4) General Surgery | |
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| =='''Medicine Physicians'''==
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| *all Medicine areas rotate Physician coverage which changes bi-weekly | |
| *the [[CTU]] on N3 is attended by Drs. B. Johnson, E. Cowden (Medicine Program Director), M. Kramer, M. Selamon, D. Meyrowitz, W. Li, N. Matthews and Hawkins | |
| *N5 and W3(S3) are attended by the GMU Attending Physicians commonly referred to as GAP: Drs. G. Borrett, R. Macek, D. Martin, J. Joshua, and R. George
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| '''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
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| =='''Responsibilities of Medicine Data Collectors'''==
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| 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.
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| #currently one collector is responsible for collecting on 3 North (N3),[[CTU]], & [[EMIP]]:
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| #*[[User: SDowson2 | Sheila Dowson]]
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| #second collector is responsible for collecting on 5 North (N5) and 3 South referred to as (W3):
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| #*[[User: SCortilet | Stephanie Cortilet]]
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| *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 | |
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| =='''Medicine Database Friends'''==
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| *'''Medicine Clinical Instructor''' is Rianna Arsenault local 2856 pager 932-0689
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| *'''Health Records Guru''' is Maureen local 2166
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| *'''Computer Help Desk''' Lynn Rhoda local 2810
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| *'''Patient Registration Supervisor''' is Marusia Aime local 2118
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| *'''Telephone Problems''' including voice mail password issues and repair services is Gail local 2118
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| *'''Security''' local 2366 for those of us who lock ourselves out of the office on a regular basis
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| *'''EHealth''' 940-8500
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| *'''Rose Tanner''' local 2460 manages furniture supplies
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| *'''Housekeeping''' local 2198
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| *'''Brenda Tyre''' the Medicine Program Executive Assistant, who kindly lets us use her photocopier or fax machine when required (best neighbor award)
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| | == Data Collection work assignments at GRA == |
| | GRA uses [[Cognos EPR Report]] and [[PatientFollow Project]] to assign patients to [[Laptop identifier | laptops]]. |
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| | Other staff that can do shifts at Grace: [[p:Pamela Piche]], [[p:Lisa Kaita]],[[p:Allyson Alcudia]] |
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| | 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 |
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| | == Related articles == |
| | {{Related Articles}} |
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| [[Category:Grace Hospital Office]] | | [[Category:Grace Hospital Office]] |
| [[Category:Site Specific Collection Guide]] | | [[Category:Site Specific Collection Guide]] |
| [[Category: Data Collection Guide]] | | [[Category:Data Collection Guide]] |
