Project Overstay2

Projects
Active?:	planned
Program:	Med
Requestor:	Dan Roberts
Collection start:	2025-07-02
Collection end:	continuous "continuous" contains an extrinsic dash or other characters that are invalid for a date interpretation.

Not live yet! This page contains the collection instructions and the data description for the Overstay2 project. For other information, see Overstay2 Overview. This project is one of the Vacation and staff shortage collection priorities.

Data Collection

Regular data required in addition to Minimal Data Set

For each Medicine Program Admission, enter the Minimal dataset +

ADLs
Pre acute living situation - to know if they came from a (Personal Care Home or Chronic Health Facility) or Homeless
Previous Location
Glasgow Coma Scale
Any Admit Diagnosis, Comorbid Diagnosis or CCI codes

The DPST form

Ward staff will complete File:DPST GGH.pdf as part of Overstay2 Overview#Patient Admission within 24 hrs. They will file it in the Legal Section behind the pink Patient Demographics Sheet of the chart and put a green overstay sticker on the paper name insert of the chart if the answers to the 6 main questions are all "yes".

	"Each DPST form is valid for the duration of the Medicine Program Admission. There should be a new form for each CCMDB record. If a patient is transferred to ICU or another ward where we don't collect and then returns, a new form needs to be filled. " 110.500.411, Discharge Planning Screening Tool (DPST) says once per hospitalization... LK confirmed that back then we only did once per admission, so I need to accommodate this...

Within 24-96hrs of completion of the form, a data collector will process the form and generate a colour following these instructions.

Data Entry Instructions

A line is automatically created for medicine program admission at a site where this project is active.
- Project: Overstay2 DPST
- Item:
  - green - enter if there is a green sticker where it should be
  - non-green - enter if you check the File:DPST GGH.pdf and it has at least one "no" and is therefore an appropriate non-green
  - previous (name may change) - not first medicine admission, so DPST and colour from first admission stay
  - problem - missing form, form with the 6 questions not filled as y/n, form filled with 6xyes but no green sticker, the only form is pertaining to a previous Medicine Program Admission
    - we don't fix), all other scenarios; we don't expect collectors to fix this, and the algorithm will treat "problem" like "non-green" to generate a yellow or red Overstay2 colour
- Date: Date on the form
- Time, integer, real, checkbox, comment not used

Generating the Overstay2 colour

Once the above data has been entered, click the "OS" button on the Patient Viewer. This will run the colour generator. The button will change colour, or there will be an error.
- If any of the patient conditions that are parameters of the model change after admission, do not generate a new colour, only the initial conditions are relevant for this project.
Put a yellow or red overstay sticker on the paper name insert of the chart
- The ward clerk will have stickers "top drawer" and will provide them to collectors on request

	When I talked with Andrea Thiessen she said there was no SOP for the clerk yet, but that she would add this when they set it up. Until we hear it's set up it might be good to flag when you run low on the stickers.

Overstay2 Screening Reports

	Once those are figured out collectors may or may not be involved in providing these...

Special Cases

Possible Scenario - colour change due to data entry error

The only case where the colour should be changed is if the data-collector made a error on data entry. We don't want you to change colour because data becomes available after the initial assessment window.

If you realize you made a data entry error and you have fixed it, you can click the Overstay button again. It will ask you again if this is final, and if you click yes the original entry will be overwritten and the new colour be added to the beginning of the Notes field. This means you may have multiple colours in notes, the first one being the current one.

It is not necessary to document when a colour changes. Just change the colour.

Possible Scenario - Patient died/discharged before data collection

Enter anyway and generate colour.

Possible Scenario - EMIP patient that never made it to the ward

Enter anyway and generate colour.

Possible Scenario - Off ward patients

For the rare patient admitted to an off-ward location without hitting one of our regular wards first, generate a colour and put it on the chart. The Utilization Coordinator will follow up on these. (as per 110.500.411, Discharge Planning Screening Tool (DPST))

Dates

GGH - 2025-07-02
HSC - start date not planned yet, possibly Q3 2025
STB - start date not planned yet, possibly Q3 2025

Data Use

See Overstay2 Overview

Consistency Checks

	we will need to re-apply what was set up before or set up new ones.

Data Integrity Checks (automatic list)

	App	Status
Query check_tmp_Overstay2	CCMDB.accdb	needs review