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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 which also houses the community microwave
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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, 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'''== | | ==Areas of Data Collection at the Grace== |
| *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
| | {{#ask: |
| *for example, our office # is 837-0151 if dialed from outside the hospital but our local is 2151 if dialed from within
| | [[Category:Collection Location]] |
| *long distance code is 9280
| | [[Collection Location Hospital::GRA]] |
| | [[Collection Bed Nrs::!0]] |
| | [[Collection Location Program::Medicine]] |
| | |format=broadtable |
| | |link=all |
| | |limit=500 |
| | |headers=show |
| | |class=sortable wikitable smwtable |
| | }} |
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| =='''Database Supply Cost Center''' == | | ===3 North (N3) [[CTU]]=== |
| *as of March 8, we do not have a working cost centre #; Trish is aware and request has been made for a new #; temporary # is 7.124030 | | ''see also [[GRA N3]] |
| *Please check with Trish before you order high priced supplies other than a printer cartridge, paper, pens.
| | * working space is available in the conference area between 3 North & 3 South directly down the hallway across from the south elevators |
| *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
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| *supplies are delivered to our office or to 5 North
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| *returned invoices are kept in the 5 North drawer in the filing cabinet
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| =='''Areas of Data Collection at the Grace'''== | | === 5 North (N5) [[NTU]] === |
| ==='''3 North (N3) [[CTU]]'''=== | | also see [[GRA N5]] |
| *unit local 2312, fax 837-0572
| | * 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. |
| *Unit Manager is Monica Warren local 2309 pager 931-4059
| | * 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. |
| *is a Clinical Teaching Unit with 30 beds | | * Old & thinned charts is located in the metal filing cabinets in each unit of the ward. |
| *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 South (S3) mixed [[CTU]] & [[NTU]] === |
| *unit local is 2241, fax 837-0567
| | also see [[GRA S3]] |
| *Unit Manager is Helen Cherwinski local 2344 pager 931-4073
| | * 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 |
| *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) | | * Old & thinned charts is located in the metal filing cabinets in each unit of the ward. |
| *encompasses Room #s 502-507 (Unit 1) 508-512 (Unit 2) and 520-525 (Unit 3)
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| *Full-time clerk is Tracey, part-time clerk is Lori; 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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| ==='''3 South (W3) [[NTU]]'''=== | | == Other Grace Hospital Wards == |
| *'''our program refers to this area as 3 West or W3 as that is what it was called at program origin''' | | * 2 South (S2) Orthopaedic Surgery |
| *unit local is 2181 fax 837-0573 | | * 4 North (Ortho Trauma) |
| *is attended by the GAP Physicians and contains the METU or Medical Extended Treatment Unit which is a geriatric rehab unit | | * 4 South (S4) General Surgery/Urology |
| *encompasses Room #s 311-327 | | * CAU (Clinical Assessment Unit)- located on 5S |
| *ward admission/discharge book is kept under the counter to the right of the computer monitor | | * Grace [[Hospice]] - is a Palliative/End of Life Care facility located on the grounds of Grace hospital but is not accessible via tunnel system |
| *Unit Manager is Terry Desautels local 2356 pager 932-7352
| | ** when the patient has been transferred to the Hospice, their hospital chart can be found in [[GRA Medical Records requests | Medical Records]] |
| *full-time Unit Clerk is Zerline but she is currently in another position, and is being replaced by Anita
| | * ER Department at the eastern end of the complex. Access is via back hall first or ground floors |
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| ===''' Medicine Overflow '''=== | | == Data Collection work assignments at GRA == |
| ====[[OVER]]====
| | GRA uses [[Cognos EPR Report]] and [[PatientFollow Project]] to assign patients to [[Laptop identifier | laptops]]. |
| *patients are admitted into off-service beds throughout the hospital and are difficult to track.
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| *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.
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| *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 are assigned a pt. location as follows:
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| * if the pt. belongs to the teaching service, the pt. location will be GRA_N3 with variable 5 OVZ
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| * if the pt. belongs to the non-teaching units, the pt. location will be GRA_N5 with variable 5 OVZ
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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 =====
| | Other staff that can do shifts at Grace: [[p:Pamela Piche]], [[p:Lisa Kaita]],[[p:Allyson Alcudia]] |
| Patient that are OVER's will have the code '''OVZ''' entered into [[Med Var 5]]
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| ===[[EMIP]] start date===
| | 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 |
| *November, 2010
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| *for definition go to [[EMIP]] article.
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| *the [[EMIP]] census will also be distributed daily and included with the census sheets held at the Switchboard.
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| *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.
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| *tracking and data collection is done by N3 collector.
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| *separate log book is kept.
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| *data for EMIP's is entered into N3 laptop and files sent with N3 files.
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| *Site and location is entered as: GRA_EMIP.
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| =='''Other Grace Hospital Wards'''== | | == Related articles == |
| *1 North (N1) Psychiatry, located in a separate building accessible by tunnel system
| | {{Related Articles}} |
| *2 South (S2) Orthopaedic Surgery: ward clerk is Donna
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| *4 East (E4) Geriatric Rehab
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| *4 South (S4) General Surgery: ward clerk is Mary
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| *Grace Hospice (GH) Palliative/End of Life Care-is not accessible via tunnel system
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| =='''Medicine Physicians'''==
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| *all Medicine areas rotate Physician coverage which changes bi-weekly
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| *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, J. Silha and Hawkins
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| *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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| *we do not follow Dr. Harris' pts (Oncology) but you will find them on N5 & W3
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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'''==
| | [[Category: Grace Hospital Office]] |
| 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.
| | [[Category: Site Specific Collection Guide]] |
| #currently one collector is responsible for collecting on 3 North (N3),[[CTU]], & [[EMIP]] & [[OVER]]'s for teaching patient:
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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) and [[OVER]]'s for non teaching patients:
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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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| [[Category:Grace Hospital Office]] | |
| [[Category:Site Specific Collection Guide]] | |
| [[Category: Data Collection Guide]] | | [[Category: Data Collection Guide]] |