Facilitated Management of Serial numbers

Collection instruction

The "Add Patient with Serial Helper" button on the Patient List launches a form that lets the collector pick a Service/Location. The form then proposes the next sequential Serial number based on the location chosen and any current or recently deleted records (we keep track since EPR Reports Integrator) on the laptop.

If no previous entry of that location is found, the number used for a new location as per Serial_number#Special-Use_Serial_Numbers will be used.

Question - Serial series per laptop or per Service/Location

One pool per laptop:

• G9 - GRA_MICU - one serial pool for laptop G9 & unit GRA MICUGens 12:45, 2020 June 3 (CDT)
• G8 - GRA_N3, GRA_N5 (N3a, N5a) - One set of serial numbers for 3North, one set of serial numbers for EMIPs/3South/5North of patients that I keep on those units AS OF JUNE16/20 As per discussion with Tina will use 1 set of serial numbers for all profiles on this laptop G8
• G7 - GRA_N5/GRA_S3 - using 1 pool of numbers for both
• S6 - old STB_MedB (STB_B5/STB_IMCU) - Unit locations share same serial number pool
• H9 - old HSC_ICUa - service locations are pooled
• H8 - old HSC_ICUb - service locations are pooled
• H7 - old HSC_ICUd - service locations are pooled
• S9 - old STB_ACCU - one pool (only one unit is collected on this laptop)
• S8 - old STB_CICU - one pool (only one unit is collected on this laptop)
• S7 - old STB_MICU (MISI) - one pool (only one unit is collected on this laptop)

More than one pool per laptop:

• H6 - HSC_A4 - one set of serial numbers for A4 and contingency patients, one set of serial numbers for B2, one set of serial numbers for EMIP
• H5 - HSC_B3 (& HSC_WRS3)
  • serial numbers for B3, WRS3 and contingency units (H6 & WRS2) are all from the same number pool.
  • Serial numbers for B2 (High Obs)are from a different pool.
  • Serial numbers for EMIPs are also from a different pool.
• H4 - HSC_D5 and HSC_D4_COVID -
  • The serial numbers for D4 and it's boarding locations of H6 and WRS2 are all from the same number pool.
  • The serial numbers from B2 (which is currently the High Obs unit), are a different pool of serial numbers.
  • The EMIP's also have their own unique number pool.
• H3 - HSC_H4 - one set of serial numbers for A4 and contingency patients, one set of serial numbers for B2, one set of serial numbers for EMIP

• S5 - old STB_MedA (STB_E6_B) - Patients admitted to covid suspect units and then transferred to E5 (A service) continue to be followed. Overs are tracked 1-15th inclusive every month and assigned/entered according to service using same serial number pool. EMIPs 1-15th every month regardless of service are entered using a separate serial number pool.
• S4 - old STB_MedD (STB_E5) - E5 uses one set of serial numbers, and the emip's that I collect are a completely different set of serial numbers DPageNewton 07:26, 2020 June 4 (CDT)

any problems moving to one pool per laptop for all?

Would there be any problems if, for all new patients entered onto laptops, a single serial pool was used? Existing entries can be completed with current serial, so there should be no orphans.

• SMW

• Cargo

• Categories

Possible problem: large Serials will increase size of D_ID

D_ID is currently limited to 18 characters. The only unit who has 18 right now is HSC_WRS3; the laptop is at 14600ish. The highest local serial is 40500ish for STB_ACCU. It will be a long time before these roll over to 10000. This should not be a problem.

Negative and presumably decreasing serials There is a temporary situation of HSC_WRS3 using negative serial numbers. This is not the usual thing, this was done initially to solve the duplicate records (i.e. before and after covid) but after changing the process, the positive serial number sequence has been followed. No new negative serials are expected, so not a problem.

Background

Data collectors currently collect one or more locations from one or more pools of serial number pools. Details of the serial number system are located in Serial number. This has been flagged as one reason why people find paper printouts of the most recent patients sent useful.

Serial numbers have to be unique for a collection location, so if a ward like HSC_H4H is collected on by multiple collectors then a serial number must never be re-used. This is currently achieved by assigning blocks of numbers for each 100 possible serial numbers to a given collector (again, see Serial number for details).

A serial number must be entered before any other data since access uses it to set the relationships for the data. To accomplish that, function new_pat_id() opens a window requesting the serial number pops up when "add new patient" is clicked on the patient list.

The need to keep track of this is one reason given by collectors to keep using the Data collection log form. We would like to eliminate reasons for this additional paperwork.