DtTm for First Boarding Loc and First Service

When a record is first entered as per Using Cognos2 to keep track of patients, the Boarding Loc and Service tmp entry are entered as in the Cognos2 data. This is so the data can be matched to new entries in Cognos2 Service Starter and Cognos2 Ender. But once the admission is discharged and before RecordStatus is set to "complete", the date and time of the first Boarding Loc and Service tmp entry must be updated to comply with the Definition of a Critical Care Program Admission / Definition of a Medicine Program Admission.

Why not enter it "right" in the first place?

Some collectors were entering a "corrected" DtTm and excluding the record instead. If the data is entered like that, the eventual discharge won't show up in Cognos2 Ender, and the record is no longer tracked as per Using Cognos2 to keep track of patients

Collection Instructions

Once an admission is discharged, review the first Boarding Loc and first Service tmp entry DtTms.

First Service tmp entry

Use what is in CSS/Cognos2 Service Starter unless after reviewing the chart the first service dttm from COGNOS is outside the accepted 30min rule.

except if within 30 min of time in Cognos, use Cognos time

First Boarding Loc

Update to be consistent with the revised first Service tmp entry. This is because we do not want to include time spent at a Boarding Loc under a different service in our reporting. We use a cross-check query check_tmp_Boarding_Loc_Service_first_same to prevent accidental inconsistencies.

	do we need to be specific here that this should always mean setting a boarding loc to a later dttm in case a pt was there earlier? I would not want someone to omit an initial boarding loc and set the second location's time to earlier wouldn't our cross checks capture this? As long as collectors follow the above instruction the first boarding loc has to have the same DTTM Lisa Kaita 11:16, 7 August 2025 (CDT)

Example:

Example: Patient transfers from ICU to medical unit. Enter the unit and service including DtTm as they are in Cognos.

When the patient is discharged from the Critical Care program service, you will get a notification in Cognos2 Ender. At this point, or before setting the RecordStatus to "complete", do any needed corrections to the Service tmp entry DtTm, and then set the first Boarding Loc to the same value as the first Service tmp entry.

Background

We decided during Task Team Meeting - Rolling Agenda and Minutes 2021#ICU Database Task Group Meeting – April 22, 2021 that the first Service tmp entry DtTm should be the same as that for the first Boarding Loc entry.

This decision was based on popular demand rather than logic, reason or data integrity. We had previously entered the actual unit start dttm because as the start of the boarding loc entry for two reasons:

it is the actual time a pt arrived on that unit, so it's a more intuitive data point for someone not familiar with our data
it allows clean matching to Cognos entries so the various Cognos tools can identify if an entry has already been dealt with