Overstay Predictor Project Collection Instructions: Difference between revisions

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This article documents what data collectors need to do with the [[Media:Discharge Planning Screening Tool.pdf | Discharge Planning Screening Tool (DPST)]]
{{LegacyContent
|explanation=we stopped [[Overstay]]
|successor=
|content=
This article documents what data collectors need to do to collect information for the [[Overstay Predictor Project]].


== ensuring completeness within 24 hrs ==
'''This project was one of the Vacation and staff shortage collection priorities!'''
The bedside nurses have 24 hours from the time of [[Admit,_Transfer_and_Discharge_date_and_time#Definition_for_Medicine | admission to the unit]] to fill out the bedside nurse [[Media:Discharge Planning Screening Tool.pdf | Discharge Planning Screening Tool (DPST)]]. This time frame allows for the nurse to clarify unanswered questions with the patient or caregivers during the day.


'''If the data collector can not find the [[Media:Discharge Planning Screening Tool.pdf | Discharge Planning Screening Tool (DPST)]] form or if answers to any or all the questions are still missing 24 hrs after admission:'''
== In addition to [[Minimal Data Set]] ==
* in [[L_TmpV2 | TMP]] enter the project "Overstay" "form data missing" entry into the [[L_TmpV2 | TMP]] table
The following items need to be entered '''before the generation of the chart colour in the next step''' because the algorithm uses this data:
** If the bedside nurse's [[Media:Discharge Planning Screening Tool.pdf | Discharge Planning Screening Tool (DPST)]] form is incomplete the patient will be evaluated as if it had identified a problem, i.e. the patient will become yellow or red; the program will give a message that data had been missing.
* [[Date of Birth]]
***'''IMPORTANT NOTE''': '''Even if the form is missing you still need to generate a colour for the patient.'''
* [[Province]]
{{Discussion}}
* "Accept DtTm" if used, else "Arrive DtTm"  
Hi Trish;You appreciate that when we press the OVERSTAY button we do not generate a color that we can see…you must see it when we do backup/ upload? So: by saying we need to generate a color…do you mean we still need to press the button? Lou - July 30.13
* [[Pre-admit Inpatient Institution]]
* [[ADL]]
* [[Glasgow Coma Scale]]
* '''important:''' [[List of diagnoses affecting Overstay Project]]


*As Lou says...when pressed nothing obvious happens colour-wise.--[[User:CMarks|CMarks]] 12:53, 2013 July 30 (CDT)
== Generate colour ==
Once the required information has been entered click the "Overstay" button on the patient viewer screen next to the [[Notes field]] and it will turn a colour based on an [[Overstay Predictor Project Algorithm | algorithm]].


The program will ask you if this is the final colour you will submit. If so, it will be stored and sent. The colour will also be automatically added to the beginning of the Notes field, since most collectors were manually putting it there anyways.


* check with the bedside nurse and remind them to complete it or notify the medicine ward unit manager; enter the remaining data into CCMDB.mdb if it now becomes available.
* '''Red''' - significant risk for discharge delays
** email to notify unit manager - see [[#Notifying_the_Unit_Manager]]
**put red stick on chart - see [[#Red Chart Stickers]]
* '''Yellow''' - anyone who is not red
**no email to manager
**no sticker on chart
* '''Gray''' -  there are no gray stickers, gray is just a colour the laptop will give when it gets bad data for the algorithm.one of two scenarios:
** data needed to generate the colour is missing; you will not be able to generate a colour; there will be a specific error, please act on it
** the patient is transferred from a ward where the colour should have been generated already.


If a patient was admitted and discharged within the 24 hours, see [[#Special Case - Patient died/discharged before assessment]].
== Red Chart Stickers ==
If the colour is '''red''' place a 3/4" red round sticker on the spine of the patient chart. Ward clerks will need to order these. Collectors will tell ward clerks when supplies are getting low.  


The nurse can update the [[Media:Discharge Planning Screening Tool.pdf |DPST]] form within the first 24 hours after admission if, for example they receive information from the patients family that contradicts the patients answers. It is possible that depending on when you review that document these changes are not captured. This a known risk that we are accepting.
=== Other coloured dots on charts ===
There is currently a small red dot used to indicate long term chart. These are not ours and users of the chart who use these ought to be aware of them.  


=== Special cases ===
== Notifying the Unit Manager ==
See
If a patient is identified as red, [[CCMDB.accdb]] will populate an email subject line with the name of the patient and that they have been identified as overstay colour red. The collector must send the email to the unit manager (see [[List of Unit Managers]]). It should not be necessary to add additional information to the body, this way all info is visible when the manager sees the email arrive, and they don't have to open it.
* [[#Special Case - Patient transferred from other participating ward]]  
* [[#Special Case - Patient died/discharged before assessment]]
* [[#Special Case - EMIP patient that never made it to the ward]]
* [[#Special Case - HSC overflows to RR5 & RR6]]


== entering the data in TMP==
If we find that additional info is required, let's talk about it and add it to the program, rather than add anything manually, so we know this is done consistently.
'''Within two business days''' after the bedside nurse has completed the ""[[Media:Discharge Planning Screening Tool.pdf | DPST]]"" the rest of the Predictor data must be collected & entered into laptop by data collector.  Under temp files, in the drop down list indicate where the pt lives by choosing an option from the drop down list. For the first 6 questions,create a record in tmp entries (by choosing the corresponding question from the drop down list) and '''then check the box under the COLUMN labeled B''' if the answer is '''Yes'''. Leave the box blank to indicate no.  


Question 4 consists of several sub-questions re. the patient's inability to manage daily activities. If even one of the activities raises a concern then the summary answer for the question needs to be '''no'''.
== Possible Scenarios ==
=== Possible Scenario - Patient transferred from other ward - admit ward was participating ward ===
If the patient was admitted from a another '''medicine''' ward at the same location that also participates in the Overstay project, then the original Yellow/Red designation is retained.
It will be the responsibility of the manager of the originating ward to notify the manager of the receiving ward of any red patients.  


Take answers to questions directly from the [[Media:Discharge Planning Screening Tool.pdf | DPST]] form, no interpretation, even if you disagree after reading the chart. We will be testing the answers provided by the nurses to determine if they are a better predictor of transition support needs or can be used in conjunction with existing admission data to improve the effectiveness of the prediction tool. If the data were interpreted by the collector it would introduce another factor and make this test less valid. If you identify a discrepancy please note it in the Temp Comments field also known as column Q.
==== Previous ward's collector ====
When you find out that your patient has been discharged to another ward where we collect please notify that collector. There seem to be different informal methods used by different collectors for this right now. We will test if that is good enough, and only formalize it if there are problems.  


=== What you See in [[L_TmpV2 | TMP]] for overstay - 6 rows ===
==== New ward's collector ====
[[file:Overstay TMP - What you see in TMP.JPG |700px| Overstay Tmp what you see]]
Ensure that these charts have the appropriate colour dot on them as communicated to you.  


=== What you ENTER in [[L_TmpV2 | TMP]] for overstay - list of choices ===
Enter the patient as normal and click the overstay button. It will give you a message ''"Patient comes from participating ward, use their overstay colour on charts. CCMDB will list gray."''. We will match the data to the original ward behind the scenes.
[[file:Overstay TMP-what you ENTER.JPG |700px| Overstay TMP What to ENTER]]


===How to enter data into [[L_TmpV2 | TMP]] from the [[Media:Discharge Planning Screening Tool.pdf | DPST]] form including an example if a question is not filled in===
=== Possible Scenario - Patient transferred from other ward - admit ward was '''NON'''-participating ward ===
For a look at the actual form go to [[Media:Discharge Planning Screening Tool.pdf | DPST]]
If the patient is transferred either '''from''' or '''via''' any unit not participating in the Overstay project (e.g. an ICU) generate a colour.
*There are 7 rows of items for overstay in [[L_TmpV2 | TMP]] - 6 questions and 1 item asking specifically where patient lives prior to hospital admission.  If any item is not answered on [[Media:Discharge Planning Screening Tool.pdf | DPST]] form, enter a "form missing" record for that item in the TMP. (Example: showing questions #2 below is missing data on form & how to fill in)
==== General Questions ====
#Overstay  1. Alert and Oriented
#*Column B in TMP - check if A&O or leave blank if not A&O.
#Overstay  2. form data missing 
#*Not fallen in 6 mths not marked on form
#**Column B in TMP - BLANK
#Overstay  3. Ambulates
#*Column B in TMP - check if ambulating, leave blank if not ambulating
#Overstay  4. managing independently
#*Column B in TMP - check if managing independent, leave blank if not managing independently
#Overstay  5. living situation
#*Column B in TMP - Check if the patients and family/support are confident that the patient can be discharged to their current living situation
#Overstay  6. home smoke 
#*Column B in TMP - check  if answers appropriately to “You wake up in the middle of the night and smell smoke in your home, what do you do?”  Blank if response is not normal.


==== "From" Question ====
=== Possible Scenario - colour change due to data entry error ===
# '''Enter (admitted) from''' - for each patient also enter where they are admitted from. Nurses or data collectors can utilize the patient's address to assist with the answer if it is not obtained by questioning the patient. For example, it is easy to see if any address in an apartment VS a house by the address.  
'''The only case where the colour should be changed is if the data-collector made a error on data entry. We don't want you to change colour because data becomes available after the initial assessment window.'''  
* Project: Overstay
* Item: one of
** From House
** From Apartment *** use apartment if a patient comes from a condo as per Tina/Shirley discussion
** From [[Assisted Living]]
** From [[Supportive Housing]]
** From Other (e.g. homeless, inmate, group home...)
** From Personal Care Home
** '''From  location missing''' - enter if the admitted-from information is not recorded on the form


==== transferred FROM ====
If you realize you made a data entry error and you have fixed it, you can click the Overstay button again. It will ask you again if this is final, and if you click yes the original entry will be '''overwritten''' and the new colour be added to the beginning of the Notes field. This means you may have multiple colours in notes, the first one being the current one.
see [[#Special Case - Patient transferred from other participating ward]]


== Changes to regular minimal data collection and entry required for the Overstay Project ==
It is '''not necessary to document''' when a colour changes. Just change the colour.
A number of items in addition to the regular [[Minimal Data Set]] needs to be entered '''before the generation of the chart colour in the next step''' because the algorithm uses this data:


* "from" and "questions" tmp entries, or else "transferred" entry if applicable
=== Possible Scenario - Patient died/discharged before data collection ===
* DOB
Enter anyway and generate colour. Do not contact Unit Manager.
* province
* Admit Date
** Enter admit date as before; we are aware that this can be different from the time of admission to the unit and the algorithm takes that into account
* admit-from
* ADL
* Glasgow Coma Scale
* Charlson Comorbids
** still working on list for the wiki; in the meantime, please just code all comorbids for the patient
** will be here: [[List of diagnoses affecting Overstay Project]]
* admit diagnoses important to code if applicable:
** '''[[Dementia]]''' or '''[[Violent 2nd to dementia]]'''


== Colored Chart Stickers ==
=== Possible Scenario - EMIP patient that never made it to the ward ===
Once the required information has been entered click the new “Overstay” button on the patient viewer screen next to the notes field and it will turn a colour based on an [[Media:Two_Stage_Predictive_Model_of_Patients_in_Need_of_a_Transition_Coordinator.pdf | underlying algorithm]].
Enter anyway and generate colour. Do not contact Unit Manager.  
* GREEN - low/no risk for discharge issues
* YELLOW - some risk for discharge issues
* RED - significant risk for discharge issues assign a transition coordinator.
* GRAY - if some needed data is missing you will not be able to generate a colour in the ccmdb database; there will be a specific error
Based on the color displayed circle the colour on the [[Media:Discharge Planning Screening Tool.pdf | Discharge Planning Screening Tool (DPST)]]. Also place a colored sticker on the spine of the patient chart. The sticker 3/4 inch stickers will be located in the transition coordinator binder at the unit clerk desk. 
Take a copy of all DPST forms and leave the copy on the Transition Coordinator binder. We will be collecting these forms for the time being to evaluate the form.


The color on the button is not stored in ccmdb.mdb, so it will not be visible next time you open the patient. This is by design as you should only need to use the colour once.
=== Possible Scenario - Off ward patients ===
{{Discussion}}
Almost all of these will be [[#Possible Scenario - Patient transferred from other ward - admit ward was participating ward]], so use those collection instructions. It will be the responsibility of that manager to notify the next manager.  
* Everytime collector presses the Color generating button, the color generated is show and is stored. If they keep pressing button every time they add data, and press the button again, this event is stored.  If they exit profile and go back later the last color they generated is not visible to collect, only when pressed button again then they can see the color.  So if they press 3 times, then it is stored 3 times.    Color can be generated numerous times when staff update data, or are waiting for data that they are following up or generate color just to check if changes to color after when they added data even after posting sticker on chart. These mulitple color generation show up in TMPV2.mdb every time data is sent in. Because of this, it is a challenge to anylyse because it is not alway clear what the final color was posted on a chart. This is epecially the case when a new color is generate each day after admission.  [[User:TOstryzniuk|Trish Ostryzniuk]] 19:00, 2013 July 23 (CDT)


Note: There is currently a small red dot used to indicate long term chart. There is also a small yellow dot used to indicate VRE.
For the rare patient admitted to an off-ward location without hitting one of our regular wards first, generate a colour and put it on the chart, but don't worry about contacting a manager. This was discussed as a special case not worth following up on. It Is OK.
** Are you talking about the small dots that the ward staff use on the addressograghs?--[[User:CMarks|CMarks]] 12:56, 2013 July 30 (CDT)


=== colour if data is missing ===
== Start/Stop/Site participation ==
See the dialog boxes in the program for information on color coding if data is missing.
see [[Overstay Project Start Stop dates]]


=== no need to document sticker colour changes ===
{{Data Integrity Check List}}
It will not be necessary to '''document''' when a sticker colour changes. Just change the colour.


After 24 hours all information required to make the assessment as to if the patient is at risk should be available (or not known to the nurse within the first 24 hours and thus considered a risk). The only case where the colour should be changed is if the data-collector knew they had made an error on data entry in which case there is no need to record the previous colour. If the change results in the patient no longer needing a transition coordinator, then the data coordinator needs to notify the transition coordinator to ensure they are ware of the change.
= Clarification of difference to previous process=
The following documentation is relevant to pre-empt questions only until the transition to the new process is complete.  


== Notifying the Transition Coordinator ==
== even at STB ==
''see also [[#Special Case - Patient transferred from other participating ward]]
For a while STB medicine collectors stopped putting red dots on the charts. They will now be required to put dots on the charts again. We discussed only notifying the manager by email with the requestor of the project, but they really want the dots. One thing we considered was the possibility of putting something equivalent to the red dot onto [[Medworxx]]. I am looking into that.  
If the patient has been designated as "red" for purposes of overstay prediction, the data collector will notify a Transition Coordinator by placing the patients name on the ''Transition Coordinator Assignment Sheet''.  


== Overstay bug in [[CCMDB.mdb_Change_Log_2013#ver_2013-02-13]] ==
== DPST form - STOP July 31.17 ==
=== extra line ===
Collectors will '''no longer''':
*'''VIC''': overstay showing a extra line of code, so there are seven rows for overstay instead of six. ''Location From'' is seventh one.  Shirley was able to delete the extra row from serial 8345 and enter data.
*collect any information from the DPST forms or be responsible for them  (tmp file for the questions will be gone)
*I too have the extra line of code here at SBGH. [[User:DPageNewton|DPageNewton]] 19:09, 2013 February 12 (EST)
*post information in the Transition Coordinator binders or
** ''''I added a separate option for cases where from data is not available in ver 2013-02-04; I mistakenly set that new option to auto-populate when a new patient is entered. I have changed this for ver 2013-02-13. New patients started while ver 2013-02-04 was used will have the extra line; please delete it. Unless I hear otherwise, I think this is fixed, and this entry can be deleted in 2 weeks.''' Ttenbergen 10:54, 2013 February 14 (EST)
*notify and assign allied Health.  


==Special Case - HSC overflows to RR5 & RR6==
Collectors can ignore the form and just collect the minimal data set outlined above to generate a colour.
As of May 13, 2013 HSC medicine data collection will follow all OVERFLOW patient that are going to RR5 & RR. These are patient that are under a medicine attending service while on RR5 or RR6. They are sent there from medicine wards we are collecting on at HSC. They are also admitted there under Internal medicine service attending physicians from the ER department.[[User:TOstryzniuk|Trish Ostryzniuk]] 16:20, 2013 June 14 (EDT)
*wards may continue to fill out the DPST form at admission ''For their own purposes.'' 


Medical records will auto print patient list for RR5 & RR6 direclty to the printer in GF216. HSC collector should now have access to ADT (Admit/Transfer/Discharge) for patient wards list via [[KEA]]/ [[Reflections]] also.  If not, please contact Denise Felbel (she is in global address in your email).
== Transition Coordinator Binder - Stop July 31.17 ==
Collectors will '''no longer''':
*post any kind of information in the Transition Coordinator binder  
*notify and assign reds to allied Health team 


== Special Case - Patient transferred from other participating ward ==
= Instructions admissions before Jul 30 2017 =
If the patient was admitted from a another '''medicine''' ward at the same location, and if that ward also participates in the Overstay project, then '''no''' DPST form needs to be filled out and and the original Green/Yellow/Red designation is retained. The completed form, with colour written on it, should arrive on the new unit with the patient. The designated colour should be written on the form.
see [[Pre-2017-07-30 Overstay Predictor Project Collection Instructions]]
If the patient is transferred either '''from''' or '''via''' any other unit, the form needs to be filled out; if it is not, enter it as a missing form.  
{{discussion}}
* All reds generated prior to July 31st are already in our data, just leave them as they were.  
I have had several pts readmitted to my ward after a stay in ICU, but whose original Screening Tools were never completed; should this still be recorded as a "transferred form" or should we attempt to have a form filled out to generate a colour this admission?
}}
*I have forwarded this question to Linda Hathout and Mary Anne Lynch.-[[User:TOstryzniuk|Trish Ostryzniuk]] 12:26, 2013 July 5 (CDT)
**The form should of been completed on admission.
I would bring this to the attention of the manager and ensure the form gets completed as it is part of the admission process- so if it was missed on admission and patient stayed on unit we would get them to complete it. ''Is this 3N by chance''? --Mary Ann Lynch.  July 5.13.


=== entry instructions ===
[[Category: OverstayProject| *]]
* ''erase'' the 6 questions
* enter an entry Project "Overstay", Item '''"Transferred form" '''
* ensure that the new chart has a dot of the right colour
* if '''red''' add the patients name to the assignment sheet
 
== Special Case - Patient died/discharged before assessment ==
If the patient was discharged/died before a colour could be assigned write "not assessed" and write the discharge date on the Discharge Planning Screening Tool, take a copy and put it in the Transition Coordinator Binder.
=== entry instructions ===
* ''erase'' the 6 questions
* enter an entry Project "Overstay", Item '''"Form Data Missing"'''; put "early death" or "early discharge" into the notes field
 
== Special Case - EMIP patient that never made it to the ward ==
If a pt was an EMIP and never got as far as the ward, then enter "Form Data Missing" in the temp field. We will know from the patient data why this patient does not have any Overstay information.
=== entry instructions ===
* ''erase'' the 6 questions
* enter an entry Project "Overstay", Item '''"Form Data Missing"'''; put "EMIP" into the notes field
 
==Special Collection Instructions - Colour Generation during collection staff shortages ==
Staff have the option to pick up posted vacation shift as before.  Also staff will also have some of their shifts assigned to the area were there is the highest project priority during vacation time. Overstay Project is currently the priority project and HSC, STB, GRA and VIC. 
 
=== specific SBGH medicine ===
SBGH has now gone to paperless charting or [[EPR]]. This means that we can now review almost the entire chart on the computer. The exceptions to this are:
#the [[Media:Discharge Planning Screening Tool.pdf | Discharge Planning Screening Tool (DPST)]] form. The information found on this form is one part of the information we need for the overstay predictor project (opp).
#the medicine apache score. These elements are usually found in the ER nurses notes, or the MICU flowsheet (for those patients transferred to medicine from MICU). Both of these forms are still paper.
 
The priority for medicine data collection at this point in time is this:
#minimal data entry and assignment of serial #'s to all admissions.
#overstay predictor project with color assignment, i.e. keeping current and up to date with same. For instructions on what to do with entering reds into the transition coordinator binder, and where to put the colored stickers on the chart see the wiki opp collection instructions.
#completing oldest discharge charts for patients discharged while collector on vacation, starting with oldest first. Pay particular attention to those charts that are still incomplete if it is just prior to quarterly report time.
#last priority would be the current admissions and discharges.
 
For those collectors who are doing vacation relief for the regular collectors who are away, catch up from time off can be expedited for the returning collector if the following things are priorized.
#do opp and color generation. (ADL's are a component of the opp and can be found on the epr. They are in "initial assessment" form under the documents tab.) Everything needed for minimal data will be included if the opp is done.
#medicine apache score. This can only be found in the regular paper chart, as the ER nurses notes and the MICU flow sheet are still paper.
 
The only things that need to be taken from the paper chart are the dpst info and the apache score info. If the opp is kept current and up to date then charts would not have to be pulled from medical records by the person returning from vacation. This would help tremendously in catching up from time off for the returning collector.[[User:DPageNewton|DPageNewton]] 14:40, 2013 February 20 (EST)
 
== Legacy Info - red for PCH or out-of-province patients ==
The original implementation of the Overstay colouring algorithm used between project start and 2013-Feb-08 would never assign a red to palliative, out-of-province or PCH patients. As of 2013-Feb-09 the algorithm has moved consideration of PCH and out-of-province status into the logistic regression analysis; the two are still a factor, but a minor one, and both types of patients could now become red in the right circumstances. Palliative patients continue to be evaluated such that they can not be assigned a red.
 
== when you have a problem ==
*Reminder to all staff.........please email Tina or post issue on Wiki rather phone calls. If phone call is getting you voice message than email her & CC Linda.  Thank you for your cooperation with this.[[User:TOstryzniuk|Trish Ostryzniuk]] 18:47, 2013 February 12 (EST)
{{discussion}}  I understand that we are no longer photocopying the screening tools to forward to the office; do you want any we have previously copied or should they be destroyed?
 
==notes==
Some staff are typing in what color was used into notes in their ccmdb while others are not. Extra steps collector do to manually add information that is helpful for them for overstay project. 
*VIC types in: green, red, yellow
*STB E6 types in:  g,r,y
*STB E5: no codes for color used typed into notes
*HSC A4, B3/D5, D4 type in: (G), (Y), (R) (change to registry trademark symbol)
*HSC H4/H4H:types in Jul 18 CHK (G).  notes for color not consistent for all pts.
*GRA - no codes for overstay color used typed in notes
 
 
[[Category: OverstayProject|*]]

Latest revision as of 13:16, 2022 April 19

Legacy Content

This page contains Legacy Content.
  • Explanation: we stopped Overstay
  • Successor:

Click Expand to show legacy content.

This article documents what data collectors need to do to collect information for the Overstay Predictor Project.

This project was one of the Vacation and staff shortage collection priorities!

In addition to Minimal Data Set

The following items need to be entered before the generation of the chart colour in the next step because the algorithm uses this data:

Generate colour

Once the required information has been entered click the "Overstay" button on the patient viewer screen next to the Notes field and it will turn a colour based on an algorithm.

The program will ask you if this is the final colour you will submit. If so, it will be stored and sent. The colour will also be automatically added to the beginning of the Notes field, since most collectors were manually putting it there anyways.

  • Red - significant risk for discharge delays
  • Yellow - anyone who is not red
    • no email to manager
    • no sticker on chart
  • Gray - there are no gray stickers, gray is just a colour the laptop will give when it gets bad data for the algorithm.one of two scenarios:
    • data needed to generate the colour is missing; you will not be able to generate a colour; there will be a specific error, please act on it
    • the patient is transferred from a ward where the colour should have been generated already.

Red Chart Stickers

If the colour is red place a 3/4" red round sticker on the spine of the patient chart. Ward clerks will need to order these. Collectors will tell ward clerks when supplies are getting low.

Other coloured dots on charts

There is currently a small red dot used to indicate long term chart. These are not ours and users of the chart who use these ought to be aware of them.

Notifying the Unit Manager

If a patient is identified as red, CCMDB.accdb will populate an email subject line with the name of the patient and that they have been identified as overstay colour red. The collector must send the email to the unit manager (see List of Unit Managers). It should not be necessary to add additional information to the body, this way all info is visible when the manager sees the email arrive, and they don't have to open it.

If we find that additional info is required, let's talk about it and add it to the program, rather than add anything manually, so we know this is done consistently.

Possible Scenarios

Possible Scenario - Patient transferred from other ward - admit ward was participating ward

If the patient was admitted from a another medicine ward at the same location that also participates in the Overstay project, then the original Yellow/Red designation is retained. It will be the responsibility of the manager of the originating ward to notify the manager of the receiving ward of any red patients.

Previous ward's collector

When you find out that your patient has been discharged to another ward where we collect please notify that collector. There seem to be different informal methods used by different collectors for this right now. We will test if that is good enough, and only formalize it if there are problems.

New ward's collector

Ensure that these charts have the appropriate colour dot on them as communicated to you.

Enter the patient as normal and click the overstay button. It will give you a message "Patient comes from participating ward, use their overstay colour on charts. CCMDB will list gray.". We will match the data to the original ward behind the scenes.

Possible Scenario - Patient transferred from other ward - admit ward was NON-participating ward

If the patient is transferred either from or via any unit not participating in the Overstay project (e.g. an ICU) generate a colour.

Possible Scenario - colour change due to data entry error

The only case where the colour should be changed is if the data-collector made a error on data entry. We don't want you to change colour because data becomes available after the initial assessment window.

If you realize you made a data entry error and you have fixed it, you can click the Overstay button again. It will ask you again if this is final, and if you click yes the original entry will be overwritten and the new colour be added to the beginning of the Notes field. This means you may have multiple colours in notes, the first one being the current one.

It is not necessary to document when a colour changes. Just change the colour.

Possible Scenario - Patient died/discharged before data collection

Enter anyway and generate colour. Do not contact Unit Manager.

Possible Scenario - EMIP patient that never made it to the ward

Enter anyway and generate colour. Do not contact Unit Manager.

Possible Scenario - Off ward patients

Almost all of these will be #Possible Scenario - Patient transferred from other ward - admit ward was participating ward, so use those collection instructions. It will be the responsibility of that manager to notify the next manager.

For the rare patient admitted to an off-ward location without hitting one of our regular wards first, generate a colour and put it on the chart, but don't worry about contacting a manager. This was discussed as a special case not worth following up on. It Is OK.

Start/Stop/Site participation

see Overstay Project Start Stop dates

Data Integrity Checks (automatic list)

 AppStatus
Query check tmp generate allowedCCMDB.accdbimplemented
Query check overstay no colourCCMDB.accdbretired
Query check overstay pt from our medCCMDB.accdbretired
Query check overstay not enteredCCMDB.accdbretired

Clarification of difference to previous process

The following documentation is relevant to pre-empt questions only until the transition to the new process is complete.

even at STB

For a while STB medicine collectors stopped putting red dots on the charts. They will now be required to put dots on the charts again. We discussed only notifying the manager by email with the requestor of the project, but they really want the dots. One thing we considered was the possibility of putting something equivalent to the red dot onto Medworxx. I am looking into that.

DPST form - STOP July 31.17

Collectors will no longer:

  • collect any information from the DPST forms or be responsible for them (tmp file for the questions will be gone)
  • post information in the Transition Coordinator binders or
  • notify and assign allied Health.

Collectors can ignore the form and just collect the minimal data set outlined above to generate a colour.

  • wards may continue to fill out the DPST form at admission For their own purposes.

Transition Coordinator Binder - Stop July 31.17

Collectors will no longer:

  • post any kind of information in the Transition Coordinator binder
  • notify and assign reds to allied Health team

Instructions admissions before Jul 30 2017

see Pre-2017-07-30 Overstay Predictor Project Collection Instructions

  • All reds generated prior to July 31st are already in our data, just leave them as they were.
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