OVER

OVER describes patients in the Medicine database who are in a admitted under a Medicine Physician Service but who spend at least part of their LOS in an "off service ward bed".

At some sites this affects the entry in the location field.

See below for actual use at different sites.

Data Collection

Grace

GRA Over wards

• S4
• S2
• E4

Grace OVER (overflow or over census) Data collectors will handled as follows:

• if a teaching patient enter as:
  • location field: GRA_N3 and
  • Med Var 5: OVZ
    • teaching, use N3 serial number pool

• if a non-teaching patient enter as:
  • location field: GRA_N5 and
  • Med Var 5: OVZ
    • non teaching (NT), use N5 serial number pool

Victoria

At Victoria hospital this describes a patient admitted under a Medicine Physician Service care but spends his entire LOS in an "off service ward bed".

VIC Over wards

• S2
• N4
• EMIP (Stay in ER whole time under med service)

VIC OVER (overflow or over census) Data collectors will handled as follows:

• if a non teaching (VMU) patient enter as:
  • location field: VIC_N5 or VIC_S5 and
  • Med Var 5: OVZ
    • use wards N5/S5/S3 serial number pool starting 8300 by Jan 28, 2013
• if a teaching (CTU) patient enter as:
  • location field: VIC_S4 and
  • Med Var 5: OVZ
    • use ward S4 serial number pool starting 8300 by Jan 28, 2013

"VIC_OVER"s is used to code Medicine service patients at the Victoria Hospital who are admitted from ER to a non-VMU or CTU bed (off service ward) for their whole stay. This patient has to be admitted to VMU or CTU service before we track them.

• Medical Records has a file for Data Collectors in which there are Bed Census Services Reports given to us on a daily basis. These sheets record the clients name ID and which service the client is on and the Doctor.These clients are in emerg and not the wards yet. So what they have done here at the Vic is compare the names with the N5 S5 S4(CTU) S3 clients that are admitted and then make a list of the clients who are not admitted to those specific wards. Once that is done you check in Medical records for those names once they are discharged.
• This applies for both EMIP and OVER patients.

VIC Start Date

for collecting OVER patients VIC : May 9, 2007

VIC Change in the Process Date

starting Jan 28, 2013.

• Serial Sequence
  • OVER patients under VMU service attending care will use serial sequence being followed by wards N5/S5/S3 while OVER patients under CTU will use serial sequence being followed by ward S4.
  • As of Jan 27,2013, for N5/S5/S3 serial sequence, the last serial = 5571 while for S4 serial sequence, the last serial = 7975. Starting Jan 28, 2013, both serial sequence will jump and start at SERIAL = 8300 for any new patient admitted in the ward.
    • Serial numbers 8000 to 8299 will be used to replace the SERIAL numbers previously assigned to OVER patients from May 2007 to Dec 2012 (i.e. between 1 and 599). This is done to avoid any duplication in serial numbers under the same ward.

• VIC Ward Allocation
  • For OVER patients under CTU physician service care, they will be assigned to S4 ward
  • For OVER patients under VMU physician service care, they will be assigned to N5 or S5 wards as much as possible in equal proportion. It is important then to be mindful of the ward that was previously used in assigning the ward for the new OVER patient.
  • OVER patients need to be tagged in the database by entering the value 'OVZ' in the VAR5 field. 'OVZ' is the short acronymn which means an overflow patient (OV) under Medicine service who stayed in an off-service ward the whole time and went home (Z).

HSC over wards

Collector enters location A4, D4, H4 which is based on Physician service patient admitted under while in this overflow area.

• RR5
• RR6
  • There is 8 beds designated on these 2 units as needed
• H7 is currently being used for construction overflow in the hospital--PStein 08:32, 2015 April 20 (CDT)

• moved here from HSC Critical Care Collection Guide; if it is right, then get rid of this note about where it's from:
  • Pts who come from H7S should have an admit from location of H4H(high observation in our data base). Since Medicine data collectors collect on this unit.
  • If a patient is admitted or discharged from H7A then the admit from/discharged to should be D4.

STB over wards

• A6S

Data Processing

• VIC site: no changes done by processor.

• GRA site: no changes done by processor.

Related Articles

• EMIP
• Site and Location table