Processes around changing a PatientFollow assignment

Patients are assigned to collectors using the PatientFollow Project. This page explains what needs to happen when an assignment is changed. The collector/laptop that used to collect a number needs to phase out that number, the collector/laptop who gains that number needs to start them, and we need to be sure that Julie will report on them continuously. We need a process where the time frame for the transition is limited.

Work in progress. In discussion with Julie, Trish and Tina

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Since PatientFollow Project assignments are based on the Service Start DtTm (collected as Service tmp entry), the transition is based on of the Service Start/Change dttms.

Process for the collector who will no longer be collecting the chart number ending

• patients with a service start DtTm after the transition date will no longer show up in Cognos Admitter/Cognos2 Service Starter
• If the next service or unit change would lead to a discharge from the affected laptop's, do a regular discharge.
• If the next service or unit change would not lead to a discharge from the affected laptop's (ie would just lead to another Service tmp entry or Boarding Loc entry), then discharge the patient to the Dispo location appropriate for their next unit (ie use the Dispothat someone from another site would use if they sent a pt there). This might mean that you are setting Dispo to the same value as Service/Location.
• enter Comorbid Diagnoses, Admit Diagnoses,Acquired Diagnoses and Admit Procedures,Acquired Procedures that happen before the transition dttm

Process for the collector who will now be collecting the chart number ending

• patients with a service start DtTm after the transition date will no longer show up in Cognos Admitter/Cognos2 Service Starter, even if their record was started on a different laptop
• enter these patients through Cognos Admitter/Cognos2 Service Starter, which will add the Visit Admit DtTm field of the original entry on the other laptop
• only enter the unit or service changes that happen after admission to your unit, since the ones before will be on the other laptop already.
• enter Acquired Diagnoses and Acquired Procedures that happen after the transition dttm

Cross-threshold records that persist for a long time

A change in unit or service will trigger a re-assignment, but a patient could remain on the same unit and service for a long time after a PatientFollow change. If the change was just done for workload re-distribution reasons this may not matter and collection can continue on the original laptop. If the re-assingment was done to wind down a laptop entirely the the remaining records should be discussed with main office on a regular basis to decide if collection should continue on that laptop, or if the record should be moved to the new laptop (ie. manually re-entered there, and deleted from old laptop). This will be a case-by-case decision.

What needs to be changed in CCMDB.mdb every time there are assignment changes

The S PatientFollow distribution table needs to be updated to set an ending time for the earlier laptop. A new line needs to be added for the later laptop, with the same start DtTm as the end DtTm for the earlier one.

To Do

Fix the cross checks so this can work; one way would be to exempt records with a visit admit dttm before follow-ending and a dispo (or now) after a follow-ending; messy query for messy times.

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