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.

Grace Telephone Numbers

• Phone numbers at the Grace are different depending on if you are dialling from inside or outside the hospital; all numbers begin with the exchange 837 followed by 4 more digits. If accessing from outside the hospital the last 4 digits would begin with the digit 0, if accessed from within, the local would be the same last 3 digits but with a 2 at the beginning
• for example, our office # is 837-0151 if dialled from outside the hospital but our local is 2151 if dialled from within
• long distance code is 9280

Database Supply Cost Centre is 1.7121025 Areas of Data Collection at the Grace

• 3 North (N3)
• unit local 2312, fax 837-0572
• Unit Manager is Blair Stevenson local 2309 pager 931-4059
• is a Clinical Teaching Unit with 30 beds
• encompasses Room #s 301-310, & 337-340
• Margaret is the full-time unit clerk who maintains the admission/discharge book which is kept to the right of the computer monitor at the desk
• pts. are generally short stay, and turn over is rapid
• 5 North (N5)
• unit local is 2241, fax 837-0567
• Unit Manager is Helen Cherwinski local 2344 pager 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 501-505 (Unit 1) 506-511 (Unit 2) and 512-518 (Unit 3)
• Full-time clerk is Jessica, ward admission/discharge binder is kept with the binders to the far left of the ward clerk's station at the main desk
• 3 South (W3)
• our program refers to this area as 3 West or W3 as that is what it was called at program origin
• unit local is 2181 fax 837-0573
• is attended by the GAP Physicians and contains the METU or Medical Extended Treatment Unit which is a geriatric rehab unit
• encompasses Room #s 311-327
• ward admission/discharge bookis kept under the counter to the right of the computer monitor
• Unit Manager is Terry Desautels local 2356 pager 932-7352

Medicine Physicians

• all Medicine areas rotate Physician coverage which changes bi-weekly
• the CTU on 3 North is attended by Drs. B. Johnson, E. Cowden (Medicine Program Director), M. Kramer, M. Selamon, D. Meyrowitz, W. Li, N. Matthews and Hawkins
• 5 North and 3 South are attended by the GMU Attending Physicians commonly referred to as GAP: Drs. G. Borrett, R. Macek, D. Martin, J. Joshua, and R. George

Medicine Admission 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 Medicien physician on call

Medicine Overflow 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 distributing to the other collectors; we have decided the best place to leave the lists is in the ward admission/discharge binder on each ward
• the EMIP census will also be distributed daily and included with the census sheets held at the Switchboard

Responsibilities of Medicine Data Collectors

• the areas 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 3 North (N3) CTU, & EMIP (Sheila Dowson)
• second collector is responsible for collecting on 5 North (N5) and 3 South(W3) (Stephanie Cortilet)
• we communicate regularly and attempt to even out the workload by the less burdened collector completing collection on discharged pts 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 Database Friends

• Medicine Clinical Instructor is Rianna Arsenault local 2856 pager 932-0689
• Health Records Guru is Maureen local 2166
• Computer Help Desk Lynn Rhoda local 2810
• Patient Registration Supervisor is Marusia AIme local 2118
• Telephone Problems including voice mail password issues and repair services is Gail local 2118
• Security local 2366 for those of us who lock ourselves out of the office on a regular basis
• EHealth 940-8500
• Housekeeping local 2198

EMIP start date

• November, 2010
• for details go to EMIP article.