Boarding Loc

Projects
Active?:	active
Program:	CC and Med
Requestor:	internal
Collection start:	2019-Sep-20
Collection end:

This isn't so much a project as way to track how patients physically move around the hospital. See Change from Service Location to Service, Boarding Loc and Transfer Ready DtTm tmp entry for information about it and why we needed to change it to this model.

This project tracks where and when a patient arrives into a new physical location under the Medicine or ICU service.

Data Collection Instructions

How to enter this

You can use the "Make loc" button to generate and pre-populate these entries.

• Use tmp fields:
  • Project: Boarding Loc
  • Enter start_dt: arrival date at physical location, under column E.
  • Enter start_tm: arrival time at physical location, under column M.
    • #First Service tmp entry and the first Boarding Loc should be the same

• • checkbox: not used for this project
  • Item:
    • no location entered is the default (that entry will not be allowed in a complete record)
      • change the original entry to the first location the patient was during the admission in this record, e.g. ER, specific medicine ward etc
      • for any physical move to another unit, enter an additional Boarding Loc entry:
    • for "home" locations or other locations where there is a specific entry listed in the dropdown (eg ER)
      • item: the actual ward, e.g. STB_B5 or HSC_MICU
      • comment: leave blank, or alternately you can leave what is automatically added; the main office doesn't use this part for anything for home locations, it is only used as per directions on this page and ignored otherwise.
    • for "boarding" and COVID Suspect locations
      • item: "<your site> - boarding" (eg. "HSC - boarding", resp. "HSC - ICU boarding")
      • comment: actual unit
    • for COVID Positive locations
      • item: "<your site> - COVID unit" (eg. "GRA - COVID unit")
      • comment: actual unit

Combining Transfer Ready DtTm tmp entry and Boarding Loc records

• There needs to be one Transfer Ready DtTm tmp entry for each Boarding Loc and vice versa. To mark which entries belong together, use the same integer number in the "combiner" field in Patient Viewer Tab Cognos ADT2 for both records and in sequential order according to Boarding start_dt and start_tm. The presence of matching records is validated by query s_tmp_check_combined_Boarding_Loc_and_TransferReadyDtTm, and their sequential status by query s_tmp_check_combined_BL_and_TRDtTm_nonsequential.
• the integer number should be entered at the time that the paired Boarding Loc and Transfer Ready DtTm tmp entry are entered, as Julie uses this data early to report on

GRA MICU

• Grace ICU boarding in ER choose Boarding Location GH-Emergency
• Grace Main ICU choose Boarding Location and GH-Intensive Care
• Grace Recovery Room (ICU) choose Boarding Location and GH-Recovery Room and enter comment Covid+ICU
• For External(SDC/NFA) ICU beds choose Boarding Loc and GH-External ICU and enter exact location in comments

Special Case - cross-program boarding

If a patient is accepted by your service, taken care of but remains at a location of a different service for some time before moving to your service, you need to enter a Boarding Loc entry for that period.

For Critical Care collection, this could happen if the team runs a code on a patient and accepts care for that patient, but for a period of time hasn't yet moved the patient. For Critical Care, you would enter a generic "<Site>_Med" (ie GRA_Med, HSC_Med, STB_Med) for this patient so we don't have CC collectors keeping track of where regular, boarding or covid locations are. The generic "<Site>_Med" entry would only be available on CC laptops.

For Medicine laptops this isn't an issue because all CC locations are explicitly included in Boarding Loc.

Special Case - Direct admit

• For patients who are Direct admit and passed by own site ER, just follow usual instructions, a special entry is no longer needed, since the ER delay will take care of them. The first boarding loc is "your <site> - ER".
• For patients who are Direct admit and went directly to the ward/"<your site> - boarding" under Medicine or ICU service, the first boarding loc is the ward/"<your site> - boarding" under Medicine or ICU service.

Special Case - EMIP/ECIP

See 2020-10 EMIP changes

Special Case - From ED but went directly to the ward

For patients accepted by your service who did not spend time in ER but went directly to the ward, there is no need to include "<your site>_ER" as the boarding loc. Enter your ward/"<your site> - boarding" as the first boarding location.

Special Case - Erroneous Unit information in Cognos EPR Report

See Process for bad data in Cognos

Should be entered promptly

Occupancy per ward is being reported and/or requested. I have to change my program using the boarding loc info - have two fields arrival and departure per boarding location. It is very important that the location and dates arrived must be promptly entered so I can calculate occupancy accurately for the right physical location. --JMojica 09:38, 2020 October 14 (CDT)

Start/End Dates

• Start: 2019-Sep-01: new admissions on and after this date.
• End: there is no planned end date

Data Integrity Checks (automatic list)

	App	Status
Query check tmp ER Boarding Loc should exist if from ER	CCMDB.accdb	declined
Check if awaiting code is primary dx then Transfer Ready DtTm must be equal to Arrive DtTm	CCMDB.accdb	declined
Query s tmp check Boarding Loc and TransferReadyDtTm pairs	CCMDB.accdb	implemented
Query check tmp 2 BL TR S same tm	CCMDB.accdb	implemented
Query Check BL TR combiner null	CCMDB.accdb	implemented
Query check Transfer DtTm after paired BL and before later BL	CCMDB.accdb	implemented
Query s tmp Boarding Loc ER delay reasonable	CCMDB.accdb	implemented
Query check no consecutive same BL or Service	CCMDB.accdb	implemented
Query check CCI TISS matching BoardingLoc time	CCMDB.accdb	implemented
Query check tmp Boarding Loc Service first same	CCMDB.accdb	implemented
Query s tmp check combined Boarding Loc and TransferReadyDtTm	CCMDB.accdb	implemented
Query check transfer DtTm during admission	CCMDB.accdb	implemented
Query check tmp Service and Boarding Loc during admission timeframe	CCMDB.accdb	implemented
Query check tmp service or location duplicate	CCMDB.accdb	implemented
Query s tmp Boarding Loc date item	CCMDB.accdb	implemented
Query check minimal data set incomplete	CCMDB.accdb	implemented
Query check tmp Transfer Ready not before Boarding Loc	CCMDB.accdb	retired
Query s tmp check combined BL and TRDtTm nonsequential	CCMDB.accdb	retired
Query check transfer ready tmp for each Boarding Loc	CCMDB.accdb	retired
Query s tmp Boarding Loc no borrow but entry	CCMDB.accdb	retired

Data Use

Critical care and Medicine programs want to know this to better understand patient flow and bed utilization.

SAS Program

The SAS program calculates the time spent in a borrowed bed at each ICU stay and summarize the total bed-days in a given interval that are taken up by boarders from elsewhere and how much a certain unit is boarding elsewhere.

Time spent in borrowed bed = Next Arrival Date_time - First Arrival Date_time

where Next Arrival Date_time = Dispo Date_time if there is no more next arrival date_time.

The SAS program is saved in X:\Julie\SAS_CFE\CFE_macros\Bed_Borrow.sas

Background

See Bed borrow as aggregator page for other boarding and borrow related concepts.

The concept is similar to EMIPs but we will keep the EMIP separate from this project. The current EMIP will stay the same.--JMojica 10:37, 2019 September 20 (CDT)

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