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Overstay Predictor Project Collection Instructions: Difference between revisions

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This article explains how to collect data in the [[CCMDB.mdb]] for the [[Overstay Predictor Project]].
For every '''medicine''' patient admitted to a ward participating in the project (or one of its overflow wards), '''as soon as possible''', but definitely '''within 48 business hrs of admission''' the data collector will need to enter the data in the [[Media:!Nursing_Discharge_Screening_Tool_Sept_18.pdf|Nursing Discharge Screening Tool]] into the [[CCMDB.mdb]], enter a certain amount of regular data early to generate a colour, put a sticker of that colour onto the chart, and in case of certain colours notify the transition coordinator.
Additional information on roles and responsibilities for all participants in this initiative can be found at [[Overstay roles and responsibilities]].
== The Nursing Discharge Screening Tool ==
Find the white [[Media:!Nursing_Discharge_Screening_Tool_Sept_18.pdf|Nursing Discharge Screening Tool]]
with the admission documentation on the patient chart and check if there is either a yes or no for all the first 6 questions. Also collect the patients living arrangements from the form. (Home, Nursing home, Assisted Living).
The form is to be completed within 24 hours of all new admissions to hospital and patients transferred to the unit without a previously completed ''Nursing Discharge Screening Tool''. If it is not possible at time of admission, the admitting nurse will pass the responsibility for completion to the next duty nurse.
If the patient was discharged/died before a colour could be assigned write "not assessed" and write the discharge date on the Nurse Discharge Screening Tool, take a copy and put it in the Transition Coordinator Binder. Enter "Form Data Missing" in the temp field.
If the patient was discharged/died before a colour could be assigned write "not assessed" and write the discharge date on the Nurse Discharge Screening Tool, take a copy and put it in the Transition Coordinator Binder. Enter "Form Data Missing" in the temp field.


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* check with the bedside nurse and remind them to complete it; enter the remaining data into CCMDB.mdb if it now becomes available.
* check with the bedside nurse and remind them to complete it; enter the remaining data into CCMDB.mdb if it now becomes available.
**** I thought if we come across incomplete data we notify the manager and it is their responsibility to tell their staff to complete the data.Please clarify this. Each nurse has been told  and emailed  what they are to do is it my responsibility to REMIND nurses to fill it in?
**** I thought if we come across incomplete data we notify the manager and it is their responsibility to tell their staff to complete the data.Please clarify this. Each nurse has been told  and emailed  what they are to do is it my responsibility to REMIND nurses to fill it in?
{{discussion}}
If a patient was admitted and discharged within the 24 hours and no "Nurse Discharge Screening Tool" was completed enter "Form data missing".
If a patient was admitted and discharged within the 24 hours and no "Nurse Discharge Screening Tool" was completed enter "Form data missing".


=== entering the data ===
=== entering the data ===
Within two business days after the bedside nurse has completed the ''Nurse Discharge Screening Tool'' the rest of the Predictor data must be collected. For the first 6 questions and the question about their living arrangements, create a record in tmp entries and check the check box if the answer is '''Yes''' and indicate where they live.  
Within two business days after the bedside nurse has completed the ''Nurse Discharge Screening Tool'' the rest of the Predictor data must be collected. For the first 6 questions and the question about their living arrangements, create a record in tmp entries and check the check box if the answer is '''Yes''' and indicate where they live.  


Question 4 consists of several sub-questions re. the patient's inability to manage daily activities. If even one of the activities raises a concern then the summary answer for the question needs to be '''no'''.
Question 4 consists of several sub-questions re. the patient's inability to manage daily activities. If even one of the activities raises a concern then the summary answer for the question needs to be '''no'''.
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Take answers to questions directly from the form, no interpretation, even if you disagree after reading the chart. We will be testing the answers provided by the nurses to determine if they are a better predictor of transition support needs or can be used in conjunction with existing admission data to improve the effectiveness of the prediction tool. If the data were interpreted by the collector it would introduce another factor and make this test less valid. If you identify a discrepancy please note it in the Temp Comments field also known as column Q.
Take answers to questions directly from the form, no interpretation, even if you disagree after reading the chart. We will be testing the answers provided by the nurses to determine if they are a better predictor of transition support needs or can be used in conjunction with existing admission data to improve the effectiveness of the prediction tool. If the data were interpreted by the collector it would introduce another factor and make this test less valid. If you identify a discrepancy please note it in the Temp Comments field also known as column Q.


If the patient is transferred from one medical unit to another within the facility only the one ''Nurse Discharge Screening Tool'' is required and the original Green/Yellow/Red designation is retained. You do not need to collect the information from the ''Nurse Discharge Screening Tool'', but to be allowed to send your data you need to enter an entry Project "Overstay", Item "Transferred form" into the Tmp table. The designated colour should be written on the form, so ensure that the new chart has a dot of the right colour. If the patient is designated a Red they still need to be assigned to a Transition Coordinator so add the patients name to the Assignment Sheet.
== Special Case - Patient transferred from other participating ward ==
If the patient is transferred from one medical unit to another within the facility only the one ''Nurse Discharge Screening Tool'' is required and the original Green/Yellow/Red designation is retained.  
 
If a patient is '''transferred''' to the unit,  with a chart that already has a Red designation the data collector is to add the patient name to the ''Transition Coordinator Assignment Sheet''.
 
*Overstay dropdown list, last item on LIST: '''Transferred form'''.  What is this?  [[User:TOstryzniuk|Trish Ostryzniuk]] 20:37, 2013 February 12 (EST)
 
=== entry instructions ===
* erase the 6 questions
* enter an entry Project "Overstay", Item "Transferred form"  
The designated colour should be written on the form, so ensure that the new chart has a dot of the right colour. If the patient is designated a Red they still need to be assigned to a Transition Coordinator so add the patients name to the Assignment Sheet.


=== What you See in TMP for overstay - 6 rows ===
=== What you See in TMP for overstay - 6 rows ===
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A number of items in addition to the regular [[Minimal Data Set]] needs to be entered '''before the generation of the chart colour in the next step''' because the algorithm uses this data:  
A number of items in addition to the regular [[Minimal Data Set]] needs to be entered '''before the generation of the chart colour in the next step''' because the algorithm uses this data:  


* "from" and "questions" tmp entries, "transferred" entry if applicable
* "from" and "questions" tmp entries, or else "transferred" entry if applicable
* DOB
* DOB
* province
* province
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== Notifying the Transition Coordinator ==
== Notifying the Transition Coordinator ==
If the patient has been designated as "red" for purposes of overstay prediction, the data collector will notify a Transition Coordinator by placing the patients name on the ''Transition Coordinator Assignment Sheet''. If a patient is transferred to the unit with a chart that already has a Red designation the data collector is to add the patient name to the ''Transition Coordinator Assignment Sheet''.
''see also [[#Special Case - Patient transferred from other participating ward]]
The rotation of Coordinators is made up of Home Care, Social Work, Physio, And OTs.  After assignment, that service is responsible for following that patient throughout their hospital stay. The Transition Coordinators are responsible for balancing their workload in the case that any individual is overburdened. They will also reassign patients if any Transition Coordinator is expecting to be a away for more than three business days.
If the patient has been designated as "red" for purposes of overstay prediction, the data collector will notify a Transition Coordinator by placing the patients name on the ''Transition Coordinator Assignment Sheet''.  




=== Question(s)===  
=== Question(s)===  
{{Discussion}}
#Will Allied Health follow these patients on their own incentive until I start enteries Nov. 19/12.
''Allied health will practice their normal discharge planning for all patients. It is only once the patients get designated as '''Red''' will they "up their game" and pay closer attention to discharge planning for that special subset of patients for whom more complex allied health coordination is required. [[User:LHathout|LHathout]]''


#If these patients are followed by the same co-ordinator, will you inform the E5 and E6 managers to orientate their staff to include sending the chart spine colour sticker to the receiving ward, as the chart covers Do Not travel between wards,(5B no supplies), or do I "do nothing" until Nov.19/12.
#If these patients are followed by the same co-ordinator, will you inform the E5 and E6 managers to orientate their staff to include sending the chart spine colour sticker to the receiving ward, as the chart covers Do Not travel between wards,(5B no supplies), or do I "do nothing" until Nov.19/12.
''I think the answer is provided in the text above please correct it if it was not clear. The Discharge Planning Screening Tool, once complete, will travel with the chart so when you review a new admissions to the unit you will see that Tool has already been filled out and a colour has been assigned. Place the colored sticker on the new binder insert. You are only expected to start doing this come Nov.19/12 on 5B.[[User:LHathout|LHathout]]''
''I think the answer is provided in the text above please correct it if it was not clear. The Discharge Planning Screening Tool, once complete, will travel with the chart so when you review a new admissions to the unit you will see that Tool has already been filled out and a colour has been assigned. Place the colored sticker on the new binder insert. You are only expected to start doing this come Nov.19/12 on 5B.[[User:LHathout|LHathout]]''
 
== Special Case - Colour Generation during collection staff shortages ==
#Also, during vacation periods, there is a very good possibility that information will not be entered and colours will not be generated on the teaching units. When/if these patients are transfered to non-teaching, will the nurses on 5B be filling out the screening tool within 24hr. of transfer to ward?  I can not find the answers to these questions on self learning collection instructions on Wiki. Please advise.[[User:ENagy|ENagy]] 17:30, 2012 November 8 (EST)
* Also, during vacation periods, there is a very good possibility that information will not be entered and colours will not be generated on the teaching units. When/if these patients are transfered to non-teaching, will the nurses on 5B be filling out the screening tool within 24hr. of transfer to ward?  I can not find the answers to these questions on self learning collection instructions on Wiki. Please advise.[[User:ENagy|ENagy]] 17:30, 2012 November 8 (EST)
''I am not sure if you are referring to nurses on vacation or data collectors. I will leave it to Trish to managed the data collector coverage model and the unit managers to manage nursing coverage. We will be monitoring form adherence to the process on an ongoing bases.[[User:LHathout|LHathout]]''
** I am not sure if you are referring to nurses on vacation or data collectors. I will leave it to Trish to managed the data collector coverage model and the unit managers to manage nursing coverage. We will be monitoring form adherence to the process on an ongoing bases.[[User:LHathout|LHathout]]''
*** Collecting enough information to generate the overstay colour is the highest priority thing to do in medicine data collection. Trish, can you specify how this would be handled? Ttenbergen 13:28, 2013 February 14 (EST)


== Overstay bug in [[CCMDB.mdb_Change_Log_2013#ver_2013-02-13]] ==
== Overstay bug in [[CCMDB.mdb_Change_Log_2013#ver_2013-02-13]] ==
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*collection instruction: there is no where on wiki that clearly explains how to collect overstay in tmp properly.  For example, the B column, it is not clear how this functions or relates to some projects or items.  Looking and the TMP is not intuitive on how & when items relate to Column B, (check mark or leave blank).  Visual folks find it hard to follow unless shown.  Tmp column labels, as mentioned before, are not intuitive.
*collection instruction: there is no where on wiki that clearly explains how to collect overstay in tmp properly.  For example, the B column, it is not clear how this functions or relates to some projects or items.  Looking and the TMP is not intuitive on how & when items relate to Column B, (check mark or leave blank).  Visual folks find it hard to follow unless shown.  Tmp column labels, as mentioned before, are not intuitive.
** As with all tmp entries, if you actually click the "edit" button the columns that are labeled only as letters in list view are labelled better. We keep talking about this. I can not label the columns in list view because they mean different things for each line. Would it help if I made the list view un-editable and forced collectors to use the edit view to enter tmp data? It would be tedious but it would also make it more intuitive and less ambiguous. Thoughts? Ttenbergen 10:54, 2013 February 14 (EST) {{discussion}}
** As with all tmp entries, if you actually click the "edit" button the columns that are labeled only as letters in list view are labelled better. We keep talking about this. I can not label the columns in list view because they mean different things for each line. Would it help if I made the list view un-editable and forced collectors to use the edit view to enter tmp data? It would be tedious but it would also make it more intuitive and less ambiguous. Thoughts? Ttenbergen 10:54, 2013 February 14 (EST) {{discussion}}
**Trish has made attempt to update collection instructions.  Have uploaded 2 JPG's for those who are visual, but pics is bit large so only linked to them rather than paste into page.  Not sure now to make smaller. thanks  --[[User: SKiesman|Shirely Kiesman]].[[User:TOstryzniuk|Trish Ostryzniuk]] 16:51, 2013 February 12 (EST)
*Overstay dropdown list, last item on LIST: '''Transferred form'''.  What is this? _[[User:TOstryzniuk|Trish Ostryzniuk]] 20:37, 2013 February 12 (EST)


=== when you have a problem ===
=== when you have a problem ===
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