Project Overstay2: Difference between revisions

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''' Not live yet! '''

This page contains the collection instructions and the data description for the Overstay2 project. For other information, see [[Overstay2 Overview]].

This project is one of the [[Vacation and staff shortage collection priorities]].

== Data Collection ==

=== ~~Data~~ required in addition to Minimal Data Set ===

=== Regular data required in addition to Minimal Data Set ===

For ~~any medicine record~~, enter the [[Minimal dataset]] +

For each [[Definition of a Medicine Program Admission|Medicine Program Admission]], enter the [[Minimal dataset]] +

* ADLs ([[ADL General Collection Information]])

* [[Pre acute living situation]] - to know if they came from a [[Personal Care Home]] or [[Chronic Health Facility]]

Line 22:

Line 23:

* [[Previous Location]] if that is still what we want to use for "from out of town" now that we have [[Postal Code]].

=== Data Entry Instructions ===

=== The DPST form ===

''~~will add these~~ as we ~~come closer~~ to ~~implementing~~, ~~but it~~ will be a ~~button again~~''

Ward staff will complete [[File:DPST GGH.pdf]] as part of [[Overstay2 Overview#Patient Admission]]. They will file it in the '''Legal Section''' of the chart and put a ''green'' overstay sticker on the paper name insert of the chart if the answers to the 6 main questions are all "yes".

~~{{DT | what part of~~ [[~~File:DPST GGH~~.~~pdf~~]]~~? }}~~

Each DPST form is valid for the duration of the [[Definition of a Medicine Program Admission|Medicine Program Admission]]. There should be a new form for each CCMDB record. If a patient is transferred to ICU or another ward where we don't collect and then returns, a new form needs to be filled.

==== Data Entry Instructions ====

* A line is automatically created for [[medicine program]] admission at [[#Dates | a site where this project is active]].

** '''Project''': '''Overstay2 DPST'''

** '''Item''':

*** '''green''' - enter if there is a green sticker where it should be

*** '''non-green''' - enter if you check the [[File:DPST GGH.pdf]] and it has at least one "no" and is therefore an appropriate non-green

*** '''problem''' - missing form, form with the 6 questions not filled as y/n, form filled with 6xyes but no green sticker, the only form is pertaining to a previous [[Definition of a Medicine Program Admission|Medicine Program Admission]]

**** we don't fix), all other scenarios; we don't expect collectors to fix this, and the algorithm will treat "problem" like "non-green" to generate a yellow or red [[Overstay2 colour]]

** '''Date''': Date on the form

** Time, integer, real, checkbox, comment not used

== Generating the [[Overstay2 colour]] ==

* Once the above data has been entered, click the "OS" button on the [[Patient Viewer]]. This will run [[Data generation and Storage | the colour generator]]. The button will change colour, or there will be an error.

** If any of the patient conditions that are parameters of the model change after admission, '''do not generate a new colour''', only the initial conditions are relevant for this project.

* Put a ''yellow'' or ''red'' overstay sticker on the paper name insert of the chart

{{DT|

* does the colour generating process also launches communication... with whom? }}

* [[Overstay2 colour]]

~~==== Sources ====~~

* [[File:DPST GGH.pdf]]

* usual collection from chart

==== ~~<details?>~~ ====

== Special Cases ==

~~<clarifications~~, ~~usually come up during~~ first ~~few days~~ of collection>

=== 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.

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

Enter anyway and generate colour.

=== 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.

==== ~~Special Cases ====~~

== Data generation and Storage ==

A button on the [[Patient viewer]] form triggers code in [[Overstay2 module]] that generates an overstay score and colours the button based on that value.

~~=== Data generation and Storage ===~~

The value is stored in [[L_TmpV2 table]] with Project "Overstay2" and Item "Overstay2 Score". During early testing, the score is 999998 just to have a crazy outlier so we remember to exclude these later. That number turns the button blue.

~~A button on the~~ [[~~Patient viewer~~]] ~~form triggers code in VBA module~~ Overstay2 ~~that generates an overstay~~ score ~~and colours~~ the button ~~based on that value~~.

~~The value is stored in [[L_TmpV2 table]] with Project "Overstay2" and Item "Overstay Score". During early testing~~, ~~the score is 999998 just to have a crazy outlier so we remember to exclude these later. That number turns the button blue.~~

== Dates ==

* GGH - 2025-07-02

* HSC - start date not planned yet, possibly Q3 2025

* STB - start date not planned yet, possibly Q3 2025

== Data Use ==

~~This data is being collected as for~~ [[~~Project~~ Overstay2]].

See [[Overstay2 Overview]]

~~== Files ==~~

~~SAS, analysis reports and data files are at~~

* \\ad.wrha.mb.ca\WRHA\HSC\shared\MED\MED_CCMED\Julie\MedProjects\Overstay_Project_2025

== Consistency Checks ==

* we will need to re-apply what was set up before or set up new ones.

{{DT|

* we will need to re-apply what was set up before or set up new ones. }}

{{Data Integrity Check List|}}

@@ Line 9: / Line 9: @@
 ''' Not live yet! '''
 This page contains the collection instructions and the data description for the Overstay2 project. For other information, see [[Overstay2 Overview]].
+This project is one of the [[Vacation and staff shortage collection priorities]].
 == Data Collection ==
-=== Data required in addition to Minimal Data Set ===
+=== Regular data required in addition to Minimal Data Set ===
-For any medicine record, enter the [[Minimal dataset]] +
+For each [[Definition of a Medicine Program Admission|Medicine Program Admission]], enter the [[Minimal dataset]] +
 * ADLs ([[ADL General Collection Information]])
 * [[Pre acute living situation]] - to know if they came from a [[Personal Care Home]] or [[Chronic Health Facility]]
@@ Line 22: / Line 23: @@
 * [[Previous Location]] if that is still what we want to use for "from out of town" now that we have [[Postal Code]].
-=== Data Entry Instructions ===
+=== The DPST form ===
-''will add these as we come closer to implementing, but it will be a button again''
+Ward staff will complete [[File:DPST GGH.pdf]] as part of [[Overstay2 Overview#Patient Admission]]. They will file it in the '''Legal Section''' of the chart and put a ''green'' overstay sticker on the paper name insert of the chart if the answers to the 6 main questions are all "yes".
-{{DT | what part of [[File:DPST GGH.pdf]]? }}
+Each DPST form is valid for the duration of the [[Definition of a Medicine Program Admission|Medicine Program Admission]]. There should be a new form for each CCMDB record. If a patient is transferred to ICU or another ward where we don't collect and then returns, a new form needs to be filled.
+==== Data Entry Instructions ====
+* A line is automatically created for [[medicine program]] admission at [[#Dates | a site where this project is active]].
+** '''Project''': '''Overstay2 DPST'''
+** '''Item''':
+*** '''green''' - enter if there is a green sticker where it should be
+*** '''non-green''' - enter if you check the [[File:DPST GGH.pdf]] and it has at least one "no" and is therefore an appropriate non-green
+*** '''problem''' - missing form, form with the 6 questions not filled as y/n, form filled with 6xyes but no green sticker, the only form is pertaining to a previous [[Definition of a Medicine Program Admission|Medicine Program Admission]]
+**** we don't fix), all other scenarios; we don't expect collectors to fix this, and the algorithm will treat "problem" like "non-green" to generate a yellow or red [[Overstay2 colour]]
+** '''Date''': Date on the form
+** Time, integer, real, checkbox, comment not used
+== Generating the [[Overstay2 colour]] ==
+* Once the above data has been entered, click the "OS" button on the [[Patient Viewer]]. This will run [[Data generation and Storage | the colour generator]]. The button will change colour, or there will be an error.
+** If any of the patient conditions that are parameters of the model change after admission, '''do not generate a new colour''', only the initial conditions are relevant for this project.
+*  Put a ''yellow'' or ''red'' overstay sticker on the paper name insert of the chart
 {{DT|
 * does the colour generating process also launches communication... with whom? }}
-* [[Overstay2 colour]]
-==== Sources ====
-* [[File:DPST GGH.pdf]]
-* usual collection from chart
-==== <details?> ====
+== Special Cases  ==
-<clarifications, usually come up during first few days of collection>
+=== 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.
+=== Possible Scenario - [[EMIP]] patient that never made it to the ward ===
+Enter anyway and generate colour.
+=== 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.
-==== Special Cases  ====
+== Data generation and Storage ==
+A button on the [[Patient viewer]] form triggers code in [[Overstay2 module]] that generates an overstay score and colours the button based on that value.
-=== Data generation and Storage ===
+The value is stored in [[L_TmpV2 table]] with Project "Overstay2" and Item "Overstay2 Score". During early testing, the score is 999998 just to have a crazy outlier so we remember to exclude these later. That number turns the button blue.
-A button on the [[Patient viewer]] form triggers code in VBA module Overstay2 that generates an overstay score and colours the button based on that value.
-The value is stored in [[L_TmpV2 table]] with Project "Overstay2" and Item "Overstay Score". During early testing, the score is 999998 just to have a crazy outlier so we remember to exclude these later. That number turns the button blue.
+== Dates ==
+* GGH - 2025-07-02
+* HSC - start date not planned yet, possibly Q3 2025
+* STB - start date not planned yet, possibly Q3 2025
 == Data Use ==
-This data is being collected as for [[Project Overstay2]].
+See [[Overstay2 Overview]]
-== Files ==
-SAS, analysis reports and data files are at
-* \\ad.wrha.mb.ca\WRHA\HSC\shared\MED\MED_CCMED\Julie\MedProjects\Overstay_Project_2025
 == Consistency Checks ==
-* we will need to re-apply what was set up before or set up new ones.
+{{DT|
+* we will need to re-apply what was set up before or set up new ones. }}
 {{Data Integrity Check List|}} <!-- this will populate automatically from the cross-checks -->