Using Cognos2 to keep track of patients

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This page explains how the components of Cognos2 should be used together to keep track of patients.

Cognos2 consists of the following components that should ideally be used in the following order during a shift:

All of these open to Patient Viewer Tab Cognos ADT2.

Steps

If you come across wrong unit or service info while following the steps below, see Process for bad data in Cognos.

Finding new admissions

Any new admission will result in a new service start. Use the Cognos2 Service Starter (CSS) to find all new admissions. All lines in CSS should be dealt with on each shift, including records where the patient is still in the ER (i.e. not clear yet if they will ever reach a unit or become what we used to think of as an EMIP / ECIP). If it is clear from the information in CSS that a service admission does not need to be collected, you can exclude it from CSS, but if not clear, make the record from CSS and then do any further analysis from inside the record. Once you are in a record from CSS, deal with any additional service or unit/Boarding Loc entries while you are there.

Services for which no profile with that chart number exists yet will have a "white +" button. Enter these first, they are most straightforward. Simply click the white + to start the profile, even if you are not certain that you need to collect that patient. Once the profile opens you will see the unit the pt is on and other services. If you then realize this is not a pt you should collect, first use the "exclude" button to exclude the service that put them on CSS, and then use the ♻️ button to delete the record. This should be faster than first looking up the patient in EPR to make sure if you should start a profile.

  • Pam wrote: Alternatively, patients can be searched in EPR from the CSS list.
    • If the other process is faster there would need to be a good reason for an alternate, slower process. What would that good reason be? Ttenbergen 11:03, 2022 January 11 (CST)


  • Speed is in collectors' hands; who can guarantee that using one process vs. another is the "fastest" at all sites at all times for all collectors? Perhaps accuracy is being sought by collectors as well as speed? Searching for patients in EPR from the CSS list should be up to individual collector discretion. It is not "wrong" or "alternate" or "deviant" to use this approach and in fact may work better for some sites/programs/collectors. Pamela Piche 12:10, 2022 January 11 (CST)
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Services for which there is a profile with the same chart number will have a "green O" button and a peach plus. For these, have a look at the profile start dttm and dispo dttm listed underneath the service dttms. Usually it will be easiest to click the "green O" for these. In Patient Viewer Tab Cognos ADT2 you can then add the service if there was a service change on the same profile. If it instead turns out you need a new profile, click the Patient copier button in Patient Viewer Tab Cognos ADT2 to make the new record.

Once you add a service to the profile, the line will disappear from CSS. If you enter the service with a different time than listed in Cognos, the line will not automatically disappear; exclude these services where you used a different time so they don't clutter your CSS.

  • Pam added: A 30 minute leeway between CSS and EPR service start date/time is allowed, for any dates/times outside of this range collect the "true" time in Service tmp entry. (already edited by T to add link)
    • That info is also in Service_tmp_entry#DtTm_to_use. If we put it in both places then one will likely be missed in future updates to that process. I think it should be in Service_tmp_entry#DtTm_to_use because it would be found there by a user of the data, and there is additional info there re. exception to this and other fields that need to be collected. I could spin this out into a template to show all the details in both pages, but I think the details would be too much for this page. So, cab we replace the detail Pam proposed with "See Service_tmp_entry#DtTm_to_use for what to do when real service start time and time in Cognos are different." Ttenbergen 11:03, 2022 January 11 (CST)
  • Yes, a link added for "See Service_tmp_entry#DtTm_to_use for what to do when real service start time and time in Cognos are different." would be good, thanks Pamela Piche 12:17, 2022 January 11 (CST)
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This process should also fill in the complete Minimal Data Set.

Finding new unit arrivals

Patients who are already entered and have changed location after admission can be found on the Cognos2 Unit Starter. This would catch any patients that were still in the ER when they were processed in Cognos2 Service Starter. You can open patients from here to enter the unit, and to make any required changes to the Record field. Once a corresponding entry exists in Boarding Loc the record will disappear off the Cognos2 Unit Starter.

Finding discharges

Use Cognos2 Ender (CE) to find either discharges or changes to another service. Use it to find all records that have a service ending time that doesn't have either a matching Dispo entry or a matching new Service tmp entry; once one of those is entered the record will disappear from this list.

Finish older records

Use Patient List as before to work through entering and sending discharged patients you were not just able to finish off on initial review.

Occasionally check that nothing was missed

Occasionally check Cognos2_No_Service_or_Loc_in_some_time query to see if anything was missed.

Limits

Related articles

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