GRA Medicine Collection Guide

This page contains information specific to Grace Hospital Medicine collection only. See GRA General Collection Guide for information related to all Grace Hospital collection, and see Medicine Curriculum for information to all-site ICU data collection.

Areas of Data Collection at the Grace

3 North (N3) CTU

see also GRA N3

• working space is available in the conference area between 3 North & 3 South directly down the hallway across from the south elevators
• admission/discharge book which is kept to the right of the computer monitor at the clerk desk
• not all patients belong to the teaching service

5 North (N5) NTU

also see GRA N5

• Ward admission/discharge binder and transition coordinator binder are kept with the binders to the far left of the ward clerk's station at the main desk
• There is a small staff lounge behind the main desk with a few tables available to work on, but this is the only staff lounge on the unit so please be mindful how much space you take up.
• Patient charts can be found in 3 separate locations. Some are at the front desk, but there are 2 smaller desks at the end of the unit (the north end) where charts are also kept.

3 South (S3) NTU

also see GRA S3

• ward admission/discharge book is kept on the counter to the right of the computer monitor
• work space is available in the conference room between 3 South & 3 North, or in the tiny storage room across the hall from the conference room

Medicine Overflow

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

Process for identifying Overflow patients

• Maureen in Health Records prints a daily Admission Register from her EPR which includes Medicine, Critical Care, ER & elective surgery admissions. We compare the Admission Register to the Medicine ward censuses in our EPR to make sure all admitted patients are accounted for, and this is where any EMIPs will be picked up. The admission register can picked up by the Data Collector covering N3 in Health Records when we are there each day when in hospital.

Who collects "OVERs"

Each collector will collect for any patients admitted under their ward physician i.e. If a Medicine patient is admitted under the GAP Physician who is currently admitting to N5 ward and there is no bed available on ward N5 then the patient will show up on the Physician census generated daily by EHealth/Patient Registry for N5, and the N5 collector will collect the data.

EMIPs at the Grace

• see EMIP#Collection Instructions for collection instructions
• the EMIP census will also be generated as above in Health Records
• EMIP patient names are listed after being found on the daily list from Patient Registry and then crossed off once they have been located on one of our other census lists.
• tracking and data collection is done by N3 collector.
• separate log sheet is kept at the back of the N3 binder.
• data for EMIPs is entered into N3 laptop and files sent with N3 files.

Other Grace Hospital Wards

• 2 South (S2) Orthopaedic Surgery: ward clerk is Donna Cruikshank
• 4 West (W4) PANSU: ward clerk is Barb Yake
• 4 South (S4) General Surgery: ward clerk is Mary Gillingham
• 4 East (E4)- (NG)- Transitional Care Unit- see NG
• 5 South (S5) -locked area
• Grace Hospice - is a Palliative/End of Life Care facility located on the ground of Grace hospital but is not accessible via tunnel system; ward clerk is Pat Gyles
  • when the patient has been transferred to the Hospice, their hospital chart can be found in Health Records
• the Grace is currently an active construction zone as the new emergency building is under construction at the east end of the building; the Edward & Marjorie Danylchuk MRI building has been added to the existing diagnostic imaging wing across from Health Records
• 2016-2017 the building that housed the Psychiatric facilities has been demolished and the new Emergency Department is under construction on this site.

Medicine Physicians

• all Medicine areas rotate Physician coverage which changes bi-weekly on Monday; there is an up to date on-call schedule available on each laptop desktop
• Medicine Program Chief is Dr. E. Cowden, local 2144; her administrative assistant is Erva Ritson, local 2588
• the CTU on N3 is attended by Drs. B. Johnson, E. Cowden , M. Kramer, M. Selaman, W. Ip, N. Matthews, R. Hamedani, S. Narasimhan, T. Sochocki , N. Ramadan, J. Laxton, G. Drobot, A. Sharma, T. Friesen, S. Bhanghoo, Dr. L. Chisick, J. Jose & S. Lam
• N5 and S3 are attended by the GMU Attending Physicians commonly referred to as GAP: Drs. G. Borrett, R. Macek, J. Joshua, and R. George
• we do not follow Dr. Harris' pts (Oncology) but you will find them on N5 & S3

Responsibilities of Medicine Data Collectors

Grace Data Collectors

The area 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 5 North (N5) AND 3 South referred to as (S3) and OVER's for non teaching patients:
• second collector is responsible for collecting on 3 North (N3) CTU & OVER's for teaching patients & EMIP: Stephanie Cortilet
• Other staff that can do shifts at Grace: Lisa Kaita, Lois Bilesky

We communicate regularly and attempt to even out the workload by the less burdened collector completing collection on discharged patients 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 Admission/Discharge 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 Medicine physician on call, and by Health Records according to the discharge information found on the chart

Transfer Link Times

Transfer time from ER and inter-facility is taken from the EPR Registration>Visit Location>Location History

When a patient is transferred to or from another ward that participates in Data Collection, we also use the tie in the EPR Registration>Visit Location>Location History. The time in the computer is used for the discharge. Add 5 minutes to the discharge time and this is the admission time for the receiving unit.

Serial Numbering for N5_S3

For changes starting week of February 20, 2012 go to: Serial_Numbering_for_GRA_MED_N5_S3