GRA General Collection Guide

This page contains instructions that had been duplicated on GRA Medicine Collection Guide and GRA ICU Collection Guide. They were moved her to make sure both sets of collectors use the same instructions.

Office

Refer to Grace Hospital Office for phone numbers and address to prevent duplication and mix-ups.

• the office houses all the Grace database staff i.e. Medicine & ICU
• the Dorothy Wood Building is a separate building from the main hospital, but is accessible through the tunnel system; the building can be found north of the main hospital, and is adjacent to the north parking lot off Booth Drive

Mail sent to

• our mail is usually redirected to 5 North by the mail room; as of Feb. 2012, mail is to be delivered to the Medicine Program Administration Office, c/o Brenda Tyre, Rm. 201, Dorothy Wood Building, as that office is normally manned every weekday

Other office information

• each data collector has a drawer in the filing cabinet, and we have an in basket system where each collector has a space for mail, messages etc.
• we keep a "news" or communication book on the desk for internal messages and communications
• we share a USB printer cable that moves from laptop to laptop as needed
• all staff rotate turns purchasing Kleenex and replacement water cooler refills
• we have a water cooler with a tiny fridge unit, a coffee maker, kettle, and toaster in the office; larger items that need to be refrigerated can be kept in the community fridge down the hall from the office in the floor kitchen which also houses the community microwave
• we share the second floor with the Home Care Department, the Program Director for Medicine, the Medicine Program Executive Offices, Gail Pearson the Bed Utilization Coordinator, and the local union offices for the MNU & UFCW-2ND FLOOR POPULATION IS CHANGING AS THE NEW WRHA ACCESS BUILDING WILL BE OPENING AND OUR NEIGHBOURS ARE BEING MOVED TO THIS FACILITY
• food waste should be disposed of in the kitchen garbage as the office waste cans are only emptied on a weekly basis
• CONFIDENTIAL WASTE is collected in a box in the office and then deposited in the shredding receptacle outside the elevator on the second floor for shredding. It is recommended that the office box be emptied weekly as the shredding box only accepts small amounts at a time and the process of feeding it can be quite time consuming. If the paper box is full, please call Housekeeping local 2198 to have it emptied.
• there is a Tim Horton's satellite location located on the first floor just inside the front door by the Foundation offices. Tim cards are accepted at this location. The Northwest Cafe is the hospital cafeteria and is located outside the public elevators on the ground level.
• the hospital is not equipped with Wireless networking with the exception of the WIFI available at Tim's. Internet access is achieved via network cable in the office; each laptop has its own cable for access.
  • according to http://services.manitoba-ehealth.ca/wirelessNetworkSites.html (link is at Wireless networking) there might be more: GH Tower, full coverage on third floor and full coverage on fifth floor, GH Emergency Department, GH Pharmacy Department (first floor); if you can't access these please call the helpdesk Ttenbergen 15:15, 2014 January 26 (CST)
• the office is not equipped with a fax machine. Faxes may be sent through each unit's printer, or via our friends in the Home Care Office,Val Myers or the Medicine Program Assistant Brenda Tyre.

Grace Telephone Numbers

• Phone numbers at the Grace are different depending on if you are dialing 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 204-837-0151 if dialed from outside the hospital but our local is 2151 if dialed from within
• long distance code is 9280

Database Supply Cost Center

• cost centre # 1.7124030, Grand & Toy Account # is 693449
  • Template:Discussion same for ICU and med? Ttenbergen 12:39, 2014 March 31 (CDT)
• see Ordering office supplies
• we have an online account for ordering supplies; user name and password are posted on the office bulletin board
• the supply order catalog and requisitions are kept on top of the filing cabinet; we always check with the other collectors prior to ordering and try to order all we need at once
• supplies are delivered to our office or to 5 North; as of February 2012, supplies should be ordered delivered to Brenda Tyre, Medicine Program Admin, Rm. 201, Dorothy Wood Building
• returned invoices are kept in the 5 North drawer in the filing cabinet
• if the supplies are not received in a reasonable time ie within 3 business days, chances are they have taken a detour. The Receiving Department local 2196, can tell you whether the supplies have been received, and will deliver them to you; a signature is required upon receipt; if Receiving denies any knowledge of their existence, supplies may have been delivered to ICU as that is the billing # we use-check with the ward clerk as to whether the items have been received by them

Postal Codes off Addressographs

as of April 2012, postal codes will no longer be contained on the patient addressograph. These can be found on the pink admission sheet that we use for collecting date/time of admission, or on the Physician Inpatient lists that are generated daily for us from Patient Registration. They are also available through the EPR demographics