GRA Medicine Collection Guide

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.

• Medicine Curriculum

Areas of Data Collection at the Grace

3 North (N3) CTU

• unit local 2312, fax 204-837-0572
• Unit Manager is Kathy Kwiatkowski local 2309 pager 204-931-4059
• is a Clinical Teaching Unit with 30 beds
• encompasses Room #s 301-310, & 337-340
• TBA is the full-time unit clerk who maintains the admission/discharge book which is kept to the left of the computer monitor at the desk: part-time clerk is Jeewan Brar
• pts. are generally short stay, and turn over is rapid
• working space is available in the storage area between 3 North & 3 South directly down the hallway across from the south elevators

5 North (N5) NTU

• unit local is 2241, fax 204-837-0567
• Unit Manager is Helen Cherwinski local 2344 pager 204-931-4073
• 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)
• encompasses Room #s 501-507 (Unit 1) 508-512 (Unit 2) and 520-525 (Unit 3)
• Full-time clerk is Tracy Laxdal, part-time clerk is Lori Pilkey; ward admission/discharge binder is kept with the binders to the far left of the ward clerk's station at the main desk
• work space is available in the conference room at the main nursing desk

3 South (W3) NTU

• our program refers to this area as 3 West or W3 as that is what it was called at program origin
• Unit Manager is Rob Gibson local 2356, pager 204-932-7352
• unit local is 2181 fax 837-0573
• is attended by the GAP Physicians
• encompasses Room #s 311-330

• • The designation METU - Medical Extended Teaching Unit was discontinued sometime in January 2012 as the unit decided it was no longer practical to continue to move pts from one unit to another to accommodate the lower staffing needs of the METU vs pt acuity.

• ward admission/discharge book is kept on the counter to the right of the computer monitor
• full-time Unit Clerk is Zerline Bernardo; part-time clerk is Marj McCartney
• work space is available in the conference/lunch room in the east hallway (in what used to be patient room 320), or in the tiny storage room across the hall from the conference room

Medicine Overflow

OVER

• patients are admitted into off-service beds throughout the hospital and are difficult to track.
• 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.
• 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 leaving them in the office for the others to collect
• as of April 23, 2012, the Pt Registration system has changed as have the forms that are generated with the intent of notifying us of offservice pt locations. Please ensure that the Physician Inpatient Lists generated for your unit use the Unit <ALL> designation in the top left of the front page in order to catch pts located in offservice beds
• pts. that are admitted into an overflow bed on an off-service unit are assigned a pt. location as follows:
• if the pt. belongs to the teaching service, the pt. location will be GRA_N3 with variable 5 OVZ
• if the pt. belongs to the non-teaching units, the pt. location will be GRA_N5 with variable 5 OVZ

Who collects "OVERs"

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.

Med Var 5 OVZ

Patient that are OVER's will have the code OVZ entered into Med Var 5

EMIP start date

• November, 2010
• for definition go to EMIP article.
• the EMIP census will also be distributed daily and included with the census sheets held at the Switchboard.
• 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.
• tracking and data collection is done by N3 collector.
• separate log book is kept.
• data for EMIP's is entered into N3 laptop and files sent with N3 files.
• Site and location is entered as: GRA_EMIP.

Other Grace Hospital Wards

• 1 North (N1) Psychiatry, located in a separate building accessible by tunnel system
• 2 South (S2) Orthopaedic Surgery: ward clerk is Donna Cruikshank
• 4 West (W4) PANSU: ward clerk is Barb Yake
• 4 South (S4) General Surgery: ward clerk is Mary Gillingham
• Grace Hospice (GH) Palliative/End of Life Care-is not accessible via tunnel system; ward clerk is Pat Gyles
• 4 East (E4) Transitional Care Unit- see Grace Nursing Home Ward

Medicine Physicians

• all Medicine areas rotate Physician coverage which changes bi-weekly on Monday; there is an up to date on-call schedule available on each laptop desktop
• Medicine Program Chief is Dr. E. Cowden, local 2144; her administrative assistant is Erva Ritson, local 2588
• the CTU on N3 is attended by Drs. B. Johnson, E. Cowden , M. Kramer, M. Selaman, D. Meyrowitz, W. Li, N. Matthews, J. Silha, R. Hamedani, B. MacDougall, F. Bovell, A. MacDiarmid, S. Narasimhan, T. Sochocki , N. Ramadan & T. Hiebert
• N5 and W3(S3) are attended by the GMU Attending Physicians commonly referred to as GAP: Drs. G. Borrett, R. Macek, J. Joshua, and R. George
• we do not follow Dr. Harris' pts (Oncology) but you will find them on N5 & W3

Medicine Admission/Discharge 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 Medicine physician on call, and by Health Records according to the discharge information found on the chart

Responsibilities of Medicine Data Collectors

The area of responsibility of each Medicine Data Collector is flexible and is determined by the workload of the wards when considered as a whole.

• currently one collector is responsible for collecting on 5 North (N5) AND 3 South referred to as (W3) and OVER's for non teaching patients:
  • Sheila Dowson
• second collector is responsible for collecting on 3 North (N3) CTU & OVER's for teaching patients & EMIP:
  • Stephanie Cortilet

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

Medicine Admission Date & Time/Discharge 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 Medicine physician on call

Transfer Link Times when a patient is transferred to or from another ward that participates in Data Collection, we mark the date & time on the Transfer Time Notice posted on the bulletin board so that the other collectors can coordinate the admission/discharge time to their ward

Serial Numbering for N5_W3

For changes starting week of February 20, 2012 go to: Serial_Numbering_for_GRA_MED_N5_W3