STB Medicine Collection Guide

This article contains information specific to STB Medicine, see the Medicine Curriculum for general information, and STB Collection Guide for St Boniface specific information.

Please make sure you document information at the most general level that is applicable, i.e. don't code something that affects all collection at StB in the program or unit level articles.

See also:

• STB 5B Collection Guide
• STB E6

Location of information

We use EPR for all Admit/Transfer/Discharge times. ENagy

6AS Transitional Care Unit collection guide

Generally speaking patients that have been admitted to any of the active medicine units, E5 (A service), 5B (C service) and E6 (B medicine) are transferred there once they have been deemed medically stable and are waiting for placement or geri rehab, stroke rehab etc.

Medicine would like to track these patients and as such the following situations may arise.

On the very rare occasion patients are admitted directly from the ER or elsewhere to 6AS:

1. If they are admitted under family medicine, we do not admit them, in other words ignore them completely 2. If they are admitted under one of the teaching services, then the collector who collects that data will enter them on their laptop. Ie. If admitted under A Service it will go on the E5 laptop, if B service then it would go on the 6E/5B laptop etc. As for the overstay, the allied health and nursing staff do NOT fill out these forms, so the overstay would be entered as “data missing” and the color would still be generated. If they are a red- there is no binder for allied health staff, so nothing more needs to be done

When a patient is transferred to 6AS from one of the wards and remains under the teaching service, then that patient should be followed until either time of discharge/transfer or until they are transferred to the family medicine service. (As long as they are admitted under one of the teaching services, we should be following them)

When/if a patient is transferred to 6AS from a teaching service ward directly to 6AS but under a new teaching service then the collector responsible for that service will enter them as a new profile. Ie. If a patient is transferred from A service (E5) to 6AS but under C service, a new profile will be created on the 6E/5B laptop, the location should be 5B, and the patient should be considered a transfer from 5E to 5B

When a patient is admitted/transferred from 6AS to one of the teaching wards:

1. If they have remained under one of the teaching services and are transferred back to the same teaching service ward this should be one continuous admission and no new profile is needed 2. If they were under family medicine, then a new profile should be created under whichever teaching service they have been accepted to 3. If they were under a teaching service on 6AS and are transferred to a different teaching service then a new profile should be created by the collector who collects for that service. Ie. If a patient is admitted under C service on 6AS and is transferred to 5E, then a new profile should be created for 5E and the patient should be considered transferred from the 6E/5B laptop

Medicine Overflow Patients

Some patients are admitted by medicine service but spend entire stay in into off-service beds throughout the hospital. See OVER#STB collection instructions for data entry info.

Process for identifying Overflow and EMIP patients

How we identify the overflow and EMIP patients:

• Danielle Smith, utilization facilitator, will email the data collectors weekly supplying them with a list of all medicine patients that were admitted to wards (other than E5, E6 and B5). She will also provide the list of EMIP patients that left the hospital without going to a ward. When Danielle is away our contacts are Evelyn Kim and Kathy Hendrickson-Gracie. These 3 ladies are aware of this and if a list is late in coming, just email to remind them.
• The definition of an EMIP is that the pt was never moved to a ward in the hospital but was accepted by medicine and spent all their time in ER. They may have been sent to other hospitals or home from ER.
• For EMIP there is a separate paper log sheet that has its' own sequential numbers.
• For EMIP patients use the dropdown "EMIP" in the location section on the E5 laptop. Complete all sections. For the overstay tmp, just put "DPST data missing" because a DPST sheet will not be done. You can still generate a color.
• For EMIP pts, you cannot put discharge to an ER, so if that is where they went, put the place they went after ER (usually a ward). Do not put a transfer ready date and time unless the pt is going home. Just put "no transfer ready" in the tmp.
• The definition of an overstay pt is that the pt was admitted to a ward where we do not collect data. The pt never goes to E5, E6 or B5 but is accepted and looked after by internal medicine on a different ward.
• For overflow patients, use E5 as the location but put OVZ in the variable 5 slot. (It does not matter if the pt is A, B or C service med.)

Who collects "OVERs" and EMIP's

• EMIP's and Overstays at STB are collected on the E5 laptop only.

Patients who are on off service wards part of their stay only

• When a pt comes to E5, E6 or B5 from an off-service ward, the data collector must go to the original presentation of the pt to see if this pt was accepted to medicine on the off-service ward prior to their arrival on their own ward. If you see that the pt was looked after by internal medicine prior to their arrival from the other ward, make sure you start your profile on the original date that medicine accepted them (usually in ER). This way we will not miss any of the patients that are temporarily off the wards that we collect on. For these patients, do not use the overstay designation (OVZ)because that designation is only for those that never get a bed on E5, E6 or B5.

• On occasion medicine patients are transferred to off service wards, but are still admitted under the internal medicine service. ie. patient transferred from E6 to 7AS (surgical ward) but still admitted under internal medicine. The attending may be different than the admitting service but it is still an internal medicine attending. Please continue to follow these patients (new profile is not required) until they are discharged or transferred to an off service ward under family medicine or any other service other than internal med. Please make a note in the "notes" section of the profile. There is no need to fill out any variables on the registration tab.

work load splitting

• We no longer split B5 patients. This should be put in legacy.

Serial_number#STB_5B:_Serial_number_share_plan

vacation coverage

For those collectors who are doing vacation relief for the regular collectors who are away, catch up from time off can be expedited for the returning collector if the following things are prioritized.

1. do opp and color generation. ADL's are a component of the opp and can be found on the STB Electronic Patient Record. They are in "initial assessment" form under the documents tab. Everything needed for minimal data will be included if the opp is done.
2. medicine apache score. The SBGH ER unit is online with their vital signs and neuro assessment. This means that the vital signs and gcs required for the apache score can now be found under the flow sheets tab. To access neuro check, click on flow sheets, then care and assessment, then neuro. The only exception to this is for patients admitted to the unit from MICU. MICU does not use epr (electronic patient record) for vital signs, and hence apache for these patients still need to be obtained from the paper flow sheet in the chart.

The only things that need to be taken from the paper chart are the dpst info. If the opp is kept current and up to date then charts would not have to be pulled from medical records by the person returning from vacation. This would help tremendously in catching up from time off for the returning collector.DPageNewton 14:40, 2013 February 20 (EST)

• Vacation relief for Elaine is covering E6 and B5 medicine. For Debbie, coverage is for E5.

items not yet on electronic chart

Overstay Project

SBGH has now gone to paperless charting or STB Electronic Patient Record. This means that we can now review almost the entire chart on the computer. The exceptions to this are:

• the DPST Form. The information found on this form is one part of the information we need for the overstay predictor project (opp).

APACHE score

• the medicine apache score. The patients admitted to the wards from MICU, are the only patients that you would need to look on the paper chart. Patients admitted/transferred from either ER or other wards have the apache elements online in the epr. Look in the MICU flow sheet for the apache elements for those patients coming from MICU.
• Techinically the elements for medicine are only HR, SBP, RR, GCS and WBC which is part of the MOST score (not really an apache score). We are using the term "apache" because on the medicine laptops the tab is labelled as "apache".

Lab results

Lab results are now entirely online in the epr.

Office and staff

see Category:St Boniface Hospital Office (Medicine)