Project Overstay2

Projects
Active?:	active
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

Sticker

• The colour generated in this process is communicated with the ward
  • an "overstay sticker" on the paper name insert of the chart located within the spine sleeve of the patient's chart
  • on the DPST form
• 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.

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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 #sticker 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. " DPST SOP (live temp limited access, also see uploaded copy, might be outdated) says once per hospitalization... LK confirmed that back then we only did once per admission, so I need to accommodate this... Discussed further 2025-06-27; it makes sense to collect a new one when returning to the whole service from a different one. Also, keeping one form for hospitalization would mean someone tracking and #stickering charts upon return, and they'd need a process, so not necessarily easier. Emailed GRA to see if they can still fix this so late in the game. TT 2025-06-27

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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 for Overstay2 DPST with Item "not entered". Update that line as follows:

• • Project: Overstay2 DPST
  • Item:
    • green - enter if there is a green #sticker
    • 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
    • possibly, details previous (name may change) - not first medicine admission, so DPST and colour from first admission stay
    • problem - missing form after 24 hrs, 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, 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

I have had two DPST forms that were both missing an answer to one of the 6 questions and had a no to one of the questions, so it is both a problem and a non-green, how should we enter these cases? I have a form missing the date and signature, is this a "problem"? and how do we enter no date? I have a pt admitted directly to an off service ward (surgical ward) so no DPST, will generate a color as "problem" or non green? Lisa Kaita 08:52, 4 July 2025 (CDT)

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• • 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 #sticker

Overstay2 Screening Reports

After generating a colour, email Andrea Thiessen Athiess1@ggh.mb.ca with the colour. CCMDB will automatically generate it when the colour is generated.

The DPST SOP (live temp limited access, also see uploaded copy, might be outdated) says that we will provide a report or patient colours. The details need to still be worked out. collectors will develop a process for emailing Andrea as we don't send her multiple emails each day, from 3 laptops, on a Monday that could be as many as 30 Lisa Kaita 06:47, 2 July 2025 (CDT) I need to work with Andrea and Katherine Graham on overall reporting, so please don't do a separate approach on this. Separate emails are awkward for them, I asked to do it like that for now because it's low effort on collector part and you said you are already overwhelmed by all the changes. Ttenbergen 12:12, 3 July 2025 (CDT) Ok so for now we are sending individual emails until we hear otherwise, the automatic email shows the location as GH_Med so the collectors need to change this to the ward where the pt is Lisa Kaita 17:38, 3 July 2025 (CDT) If this remains in email form there may end up being a mailing list for this. Once the final reports are figured out collectors may or may not be involved in providing these. Ttenbergen 00:11, 2 July 2025 (CDT)

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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 DPST SOP (live temp limited access, also see uploaded copy, might be outdated))

Possible Scenario - DPST not filled yet when collector starts record

The unit has 24 hours upon admission to fill the form. If the collector starts collection before then (as they ideally might, based on Using Cognos2 to keep track of patients). So, the collector would need to return to that chart at a later time and add the project data. The colour generating code adds the colour to the beginning of the Notes field, which causes it to be listed in the Patient List, so collectors can see which records will need to be reviewed again.

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 the Consistency Checks that were set up before or set up new ones.

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Data Integrity Checks (automatic list)

	App	Status
Query check_tmp_Overstay2	CCMDB.accdb	needs review

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