Processes around changing a PatientFollow assignment: Difference between revisions

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== Process for the collector who will no longer be collecting the chart number ending ==
== Process for the collector who will no longer be collecting the chart number ending ==
* for patients with a service start DtTm after the transition date, a line will not show up in [[Cognos2 Service Starter]] on the laptops that are no longer collecting them (they will show up on the new laptop, see next section)
* enter all available [[Dispo DtTm]]s for any profiles
* If the next service change would lead to a discharge from the affected laptop's, do a regular discharge.
* do a [[News and Backup]] and let the collector who will take over the numbers know when done
* If the next service change would '''not''' lead to a discharge from the affected laptop's (ie would just lead to another [[Service tmp entry]]), then discharge the patient to the [[Dispo]] location appropriate for their next unit (ie use the [[Dispo]] that 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]].
* delete profiles that '''don't have a [[Dispo DtTm]]''' for numbers that are moving to the other laptop; you will need to finish the profiles that are discharged by this point
* enter [[Comorbid Diagnoses]], [[Admit Diagnoses]],[[Acquired Diagnoses]] and [[Admit Procedure]]s,[[Acquired Procedure]]s that happen before the transition dttm
* let the [[Data Processor]] know which Pat_IDs you deleted to help them reconcile [[Orphans in Centralized data.mdb]]; also let the receiving collector know to help them confirm they are keeping those records.


== Process for the collector who will now be collecting the chart number ending ==
== Process for the collector who will now be collecting the chart number ending ==
* patients with a chart ending now needs to be collected on a different laptop will show up on the [[Cognos2 Service Starter]] of that laptop the next time there is a new service start DtTm after the transition date, ''even if their record was started on a different laptop''
* create a "temp" directory on your desktop
* enter these patients through [[Cognos2 Service Starter]], which will add the [[Visit Admit DtTm field]] of the original entry on the other laptop
* copy the most recent backup of the "donating" [[CCMDB_data.mdb]] (from [[Regional Server]]/data, pick the one without a number) in the "temp" directory
* only enter the additional unit or service changes that happen after/at admission to your unit, since the ones before will be on the other laptop already
* open that file with your usual password
* for [[Previous Location]], [[Previous Service]], [[Pre-admit Inpatient Institution]] use what someone from another site/program would use if they received this patient
* delete the records you don't need to copy:
* enter [[Acquired Diagnoses]] and [[Acquired Procedure]]s that happen after the transition dttm
** open the L_Log table
** sort by LastName and delete all blanks (those are [["Delete Sent Patients" button#Logical delete |logically deleted profiles)
** sort by Pat_ID and delete all records that are '''not''' moving to the receiving laptop
{{Collapsable
| always= alternative with query that might be faster but is more technical
| full= 
* create a new query and paste the following into it:
<code>
SELECT L_Log.Pat_ID, [pat_ID] Mod 100 AS ending, L_Log.Dispo_DtTm
FROM L_Log
ORDER BY [pat_ID] Mod 100;</code>
* run that query and delete the profiles that are not in your new number range
* re-sort the query and also delete the profiles that have a [[Dispo DtTm]] before today}}
* copy-paste the remaining records to your home [[CCMDB.accdb]]
** open your usual [[CCMDB.accdb]]
** expand the navigation panel on the left
** open the [[L_Log table]]
** select all rows in the donor [[CCMDB.accdb]]'s [[L_Log table]] and copy-paste them to your home one
** close the two tables
** open the each table that starts with an "L_" on both laptops and copy-paste their content as well
* check that all records sent by the original collector are now on your laptop


== Cross-threshold records that persist for a long time ==
== Process for [[CCMDB.mdb]] to change assignments ==
A change in service will trigger a re-assignment, but a patient could remain on the same 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.
 
== Cross-check triggers during transition ==
CCMDB.accdb runs [[Check function preAdmit_NE_Location]] (and others) to make sure that the [[Service/Location]] is not the same as the [[Pre-admit Inpatient Institution]], [[Previous Location]] or [[Dispo]]. This cross check will wrongly trigger for patients who are currently transitioning from one laptop to another because of a change in PatientFollow assignment.
 
Just accept and ignore the error.
 
{{Discuss|
The error is annoying because it comes up repeatedly. There is an email exchange between Pam, Julie and Tina to find out how best to deal with this. [[User:Ttenbergen|Ttenbergen]] 20:56, 2021 January 14 (CST)}}
 
== 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.  
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.  


== Process Julie uses to re-connect the data ==
If more than one or two need changing, this can be confusing if done manually in the table, an easier way is to copy-pastes the relevant cells into Excel and use it's propagating function and then paste the result.
If we use the [[Visit Admit DtTm field]] to define Hospital stays, and the [[Boarding Loc]]s and [[Service tmp entry]] instead of old [[Service/Location]] etc, then e.g. [[LOS]] and [[Bed occupancy]] would be the same, whether they come from one laptop or several.
 
{{Discuss | who=Julie |
* We discussed this today and you would need to make changes to how you derive these markers. A number of them probably need to be re-defined and revised after all the changes we have made because they would still be based around the old concepts of [[Accept DtTm]], [[Arrive DtTm]] etc that should really not be used any longer for calculations. What would it take, and where are these things documented? [[User:Ttenbergen|Ttenbergen]] 16:50, 2020 November 23 (CST)
}}
 
== To Do ==
{{TT | 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. }}
 
== Background ==


== Related articles ==  
== Related articles ==  

Revision as of 14:10, 2021 August 25

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.

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

  • enter all available Dispo DtTms for any profiles
  • do a News and Backup and let the collector who will take over the numbers know when done
  • delete profiles that don't have a Dispo DtTm for numbers that are moving to the other laptop; you will need to finish the profiles that are discharged by this point
  • let the Data Processor know which Pat_IDs you deleted to help them reconcile Orphans in Centralized data.mdb; also let the receiving collector know to help them confirm they are keeping those records.

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

  • create a "temp" directory on your desktop
  • copy the most recent backup of the "donating" CCMDB_data.mdb (from Regional Server/data, pick the one without a number) in the "temp" directory
  • open that file with your usual password
  • delete the records you don't need to copy:
    • open the L_Log table
    • sort by LastName and delete all blanks (those are [["Delete Sent Patients" button#Logical delete |logically deleted profiles)
    • sort by Pat_ID and delete all records that are not moving to the receiving laptop
alternative with query that might be faster but is more technical   
  • create a new query and paste the following into it:

SELECT L_Log.Pat_ID, [pat_ID] Mod 100 AS ending, L_Log.Dispo_DtTm FROM L_Log ORDER BY [pat_ID] Mod 100;

  • run that query and delete the profiles that are not in your new number range
  • re-sort the query and also delete the profiles that have a Dispo DtTm before today
  • copy-paste the remaining records to your home CCMDB.accdb
    • open your usual CCMDB.accdb
    • expand the navigation panel on the left
    • open the L_Log table
    • select all rows in the donor CCMDB.accdb's L_Log table and copy-paste them to your home one
    • close the two tables
    • open the each table that starts with an "L_" on both laptops and copy-paste their content as well
  • check that all records sent by the original collector are now on your laptop

Process for CCMDB.mdb to change assignments

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.

If more than one or two need changing, this can be confusing if done manually in the table, an easier way is to copy-pastes the relevant cells into Excel and use it's propagating function and then paste the result.

Related articles

Related articles:
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