Overstay Predictor Project Collection Instructions

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, as soon as possible, but definitely within 48 business hrs of admission the data collector will need to enter the data in the 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 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.

The nurse can update the form within the first 24 hours after admission if, for example they receive information from the patients family that contradicts the patients answers. It is possible that depending on when you review that document these changes are not captured. This a known risk that we are accepting.

ensuring completeness within 24 hrs

The bedside nurses have 24 hours from the time of admission to the unit to fill out the Nurse Discharge Screening Tool. This time frame allows for the nurse to clarify unanswered questions with the patient or caregivers during the day.

If you can't find the form or an answer is still missing 24 hrs after admission::

• enter the project "Overstay" "form data missing" entry into the tmp table
  • If the nurse form is incomplete the patient will be evaluated as if the nurse form had identified a problem, i.e. the patient will become yellow or red; the program will give a message that data had been missing.
• check with the bedside nurse and remind them to complete it; enter the remaining data into CCMDB.mdb if it now becomes available.

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

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.

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.

how to enter if nurse form data missing

On the form if any of the 6 questions are not answered, enter a "form missing" record for each, like:

• Overstay 1. Alert and
• Overstay form missing
• Overstay 3. Mobilze
• Overstay form missing
• Overstay 5. Pt. supports
• Overstay 6. smoke

(i.e. you can then tell that questions #2 & 4 are missing)

admitted from

For each patient also enter where they are admitted from;

• Project Overstay
• Item: one of
  • From House
  • From Apartment
  • From Assisted Living
  • From Supportive Housing
  • From Personal Care Home

If the admitted-from information is not recorded on the form enter a "form missing" record instead.

• if pt is homeless, how would that be recorded? Best I can do is Main St Project although bus shelter and homeless are also documented-could I get a response to this?

• For the living arrangement question, are the nurses or data collectors able to utilize the patient's address to assist with the answer if it is not obtained by questioning the patient? For example, it is easy to see if any address in an apartment VS a house by the address. --LKolesar 15:28, 2012 November 30 (EST)
• I have just come across a patient who is an inmate at a correctional facility, as has Elaine. We have used home as the answer to the living arrangements. Unless another catagory is added, this is the only appropriate fit. Could we perhaps have another choice such as "other" added? DPageNewton 14:53, 2013 January 15 (EST)

Julie Mojica as of his week, is getting PCH arrival date from MHSC along with regular cross checks done with MHSC.--Trish Ostryzniuk 20:55, 2012 November 1 (EDT)

• that only gets us part of this info, and we already have several weeks of this. Let's keep it for now. The fact that we get additional data now means that Crosschecking data with Manitoba Health needs to be updated. Ttenbergen 22:24, 2012 November 1 (EDT)

Changes to regular data entry required for the Overstay Project

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:

• DOB
• Admit Date
  • Enter admit date as before; we are aware that this can be different from the time of admission to the unit and the algorithm takes that into account
• ADL
• any Overstay Predictor Diagnosis Code Used (note exclusion of most comorbids and all acquireds/complications)
  • if a dx is entered as a working diagnosis but not yet confirmed, do enter that diagnosis
  • only dxs as listed in Overstay Predictor Diagnosis Code Used need to be entered early, i.e. the rest can be entered as they were before

• The following data needs to be entered at admission time (i.e. like minimal data set) for the coloring algorithm.
  • province
  • whether the patient is admitted from a nursing home (into overstay tmp data)
  • admit diagnosis of "Palliative Care"

Chart Stickers

Once the required information has been entered click the new “Overstay” button on the patient viewer form next to the notes field and it will turn a colour based on an underlying algorithm.

• GREEN - low/no risk for discharge issues
• YELLOW - some risk for discharge issues
• RED - significant risk for discharge issues assign a transition coordinator.
• GRAY - if some needed data is missing you will not be able to generate a colour in the ccmdb database; there will be a specific error

Based on the color displayed circle the colour on the Discharge Screening tool. Also place a colored sticker on the spine of the patient chart. The sticker 3/4 inch stickers will be located in the transition coordinator binder at the unit clerk desk. Take a copy of all discharge screening tools and leave the copy on the Transition Coordinator binder. We will be collecting these forms for the time being to evaluate the form.

The color on the button is not stored in ccmdb.mdb, so it will not be visible next time you open the patient. This is by design as you should only need to use the colour once.

Note: There is currently a small red dot used to indicate long term chart. There is also a small yellow dot used to indicate VRE.

colour if data is missing

See the dialog boxes in the program for information on color coding if data is missing.

no need to document sticker colour changes

It will not be necessary to document when a sticker colour changes. Just change the colour.

After 24 hours all information required to make the assessment as to if the patient is at risk should be available (or not known to the nurse within the first 24 hours and thus considered a risk). The only case where the colour should be changed is if the data-collector knew they had made an error on data entry in which case there is no need to record the previous colour. If the change results in the patient no longer needing a transition coordinator, then the data coordinator needs to notify the transition coordinator to ensure they are ware of the change.

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. 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.

Question(s)

1. 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. LHathout

1. 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.LHathout

1. 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.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.LHathout