Project Overstay2

Projects
Active?:	planned
Program:	Med
Requestor:	Dan Roberts
Collection start:	2025-07-02
Collection end:	continuous "continuous" contains an extrinsic dash or other characters that are invalid for a date interpretation.

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

Regular data required in addition to Minimal Data Set

reconcile against Data definition for factor candidates for the Overstay2 project Overstay2 scoring model for Grace Hospital

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For each 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
• Province (although we could use the Postal Code instead)
• Glasgow Coma Scale
• any Admit Diagnoses contributing to the Charlson Comorbidities in ICD10 codes of Chronic pulmonary disease, Congestive heart failure, Rheumatic disease or Renal disease(as generated using same mechanism as s_ICD10_Charlson_Comorbids query; let's not use a separate list for this)
• Admit Diagnosis or Comorbid Diagnosis of Dementia:

Dementia codes:

Alzheimer's disease/dementia Dementia, NOS Multi-infarct dementia

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

The DPST form

Ward staff will complete File:DPST GGH.pdf as part of Overstay2 Overview#Patient Admission within 24 hrs. They will file it in the Legal Section behind the pink Patient Demographics Sheet 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".

"Each DPST form is valid for the duration of the 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. " SOP says once per hospitalization...

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Within 24-96hrs of completion of the form, a data collector will process the form and generate a colour following these instructions.

Data Entry Instructions

• A line is automatically created for medicine program admission at 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 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 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
  • The ward clerk will have stickers "top drawer" and will provide them to collectors on request

When I talked with Andrea Thiessen she said there was no SOP for the clerk yet, but that she would add this when they set it up. Until we hear it's set up it might be good to flag when you run low on the stickers.

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Communicating the results

According to the draft SOPs we are to provide communication of the results as below. Andrea Thiessen explained that they would want something like a list split by colour. Then people would start manually populating other documents with this. I should follow up to determine the details and possibly set up a better way.

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SOP 4.3.3 - Additionally, the Data Collector will generate and distribute regular email reports to a designated distribution list. This list includes the Program Director, Clinical Manager, Clinical Resource Nurses (CRNs), Utilization Specialists & Lead for Care Coordination, Hospital-Based Home Care Coordinator (HBCC) Manager, and the Clinical Service Leads (CSL) for Occupational Therapy, Physiotherapy, and Social Work.

Special Cases

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

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. The Utilization Coordinator will follow up on these.

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

See Overstay2 Overview

Consistency Checks

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

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Data Integrity Checks (automatic list)

	App	Status
Query check_tmp_Overstay2	CCMDB.accdb	needs review

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