Instructions to Clean CSS when moving to Combined Program Collection
These are the instructions colletors will follow for the Change to having each collector collect both programs on the same laptop during their first shift collecting both programs.
Date of Transition
- January 1, 2024
- After News and Backup the CSS will show both old and new records based on the old and new work assignment (range of MRN endings), this will go as far back as the COGNOS data goes, which will be late October
- The number of records will vary but could be as low 300's
Exclude records that have already been captured on the laptop that used to collect that program
- sort the CSS by service, any services that did not belong to your previous work assignment and have a service start date or end date that is prior to or equal to Dec 31, 2023 23:59:59.999 can be deleted. ie. H4 (medicine laptop) can delete critical care services that have a service start date or end date that is prior to or equal to Dec 31. 2023, an ICU laptop can do the same for medicine services.
To enter new records
- Depending on the date that laptop was last worked on will determine what date to use as a cut off for entering new records. ie. If the date last worked was December 30, 2023 (admissions up to December 29, 2023) then records from December 30, 2023 and onwards need to be scrutinized. The records that require entering will be those from December 30-31, 2023, using the old work assignment and
- Any services (critical care and medicine) that have a Service Start date January 1, 2024 and beyond will be using the new work assignment.
Handovers
- If the work assignment (MRN ending) of a patient has changed, the handover to the new laptop would be the next time a new record would be generated. That is, either when the patient changes programs, or when they change Service/Location
For example, if collector A had a patient in HSC_SICU, and that MRN ending had been moved to collector B, and that patient is transferred to HSC_MICU, then collector A would discharge and send that record and collector B would start the HSC_MICU record.
- If the patient never changes programs or Service Location then the record will be completed on the original laptop that it was entered on.
Managing Pre-existing Records
- A record is handed over (discharged/transferred) to the new collector as per the above instructions in Handovers
- Service and location changes on pre-existing records will show up on the CUS and CE, but not on the CSS for old work assignment records
- Service changes for old work assignment records will show up on the new work assignment CSS laptop. It should be fairly evident when you enter that patient that it is a continuation of an already existing record, but best to confirm with the collector/laptop that the record was originally entered on, that it is indeed a continuation of record that has already been entered. If this is indeed the case then that service can be excluded.
- pre-existing records that do not have a Service Location or program change will remain on the original laptop and completed until the patient is discharged/transferred.
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