Overstay Predictor Project Collection Instructions

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This article explains how to collect data in the CCMDB.mdb for the Overstay Predictor Project.

For every medicine patient admitted to the Grace 5N, as soon as possible, but definitely within 48 business hrs of admission the data collector will need to enter the data in the Nursing Discharge Screening Tool form into the CCMDB.mdb, enter a certain amount of regular data early to generate a colour, put a sticker of that colour onto the chart, and in case of certain colours notify the transition coordinator.

Entering the Nursing Discharge Screen Tool data into CCMDB.mdb

  1. Find the new white Nursing Discharge Screening Tool form on the patient chart. It will be with the admission documentation.
    • the form is to be dated and time stamped
    • For the first 6 check boxes on the form, create a record for each in tmp entries and check the check box if the answer is Yes. (one to one from the form, no interpretation necessary)indicated if no answer is provided.
    • re question 4 (managing independently), if any of the boxes within question 4 are checked "no" or "x", the answer to question 4 should be checked "no"; all boxes within the question must be unmarked or given a check mark in order for question 4 to be checked "yes".
      • the above instructions are very unclear: should the boxes be checked if the pt is independent or not independent?
        • When I look at the form, the statement seems clear to me: if they have support, check. if they have supports for all, then the main box becomes a "y" checked. Are you maybe referring to an earlier version of the form? Ttenbergen 16:45, 2012 July 12 (CDT)Template:Discussion
  2. the form is to be completed within 24 hours of admission; if it is not possible at time of admission, the admitting nurse will pass the responsibility for completion to the next duty nurse
    • The nurse can update the form within the first 24 hours after admission if, for example they receive information from the patients family that contradicts the patients answers. It is possible that depending on when you review that document these changes are not captured. This a known risk that has to be accepted.
    • If the form is not completed within the first 24 hours the data collector is to
      • check with the bedside nurse and remind them to complete it
      • enter the "form data missing" tmp table entry (Tina needs to add this still) Template:Question IT

Changes to regular data entry required for the Overstay Project

A number of items in addition to the regular Minimal Data Set needs to be entered before the generation of the chart colour in the next step because the algorithm uses this data:

Tina needs to confirm that this is the complete list of data used by algorithm Ttenbergen 17:19, 2012 July 12 (CDT) Template:QuestionIT

admission times and conditions at admission

  1. The time we use as the time of admission will be different than the time of admission to the unit, and often significant time has passed between the 2 times so the information collected is different e.g. pt is confused at our admission time but by the time the patient goes to the unit, the patient is now A & O etc or vice versa. Will this affect the algorithm?
    • Use the data as you would have entered before as that is what the algorithm was based on. I hope that helps, since I know some collectors used to collect this much later.--Ttenbergen 12:47, 2012 April 27 (CDT)
      • Pls let me know if you need more info.--Ttenbergen 12:47, 2012 April 27 (CDT)
  2. What if our assessment differs from that of the admitting nurse e.g. they ask the pt/family on admission if they have fallen within the past 6 months and are told no or the information is not available, and we see from looking through the chart that falls have been documented within this timeframe?
    • Use the answer the nurse provides even if you disagree. We will be testing the answers provided by the nurses to determine if they are a better predictor of transition support needs or can be used in conjunction with existing admission data to improve the effectiveness of the prediction tool.--Linda Hathout 22:11, 2012 July 5 (CDT)
  3. Is the admission information the only source used or will the complications be taken into consideration e.g. if the pt develops a new cva as a complication do we redo the overstay predictor?
    • Only data upon admission to the unit should be used.--Linda Hathout 22:11, 2012 July 5 (CDT)
  4. If the patient is transferred from one medical unit to another within the facility, is their overstay predictor redone or do they carry the one from the original admitting ward with them?


  • so will these no longer be coded in comorbids? Stephanie
    • you will still continue to code comorbid conditions the same way as you do now. The list of admit and acquired complications is only for the the predictor algorithm. Trish Ostryzniuk 14:29, 2012 June 12 (CDT)


Chart Stickers

Once the required information has been entered click the new “Overstay” button on the patient viewer form next to the notes field and it will turn a colour based on an underlying algorithm

  • GREEN - low/no risk for discharge issues
  • YELLOW - some risk for discharge issues
  • RED - significant risk for discharge issues assign a transition coordinator.
  • GRAY - if some needed data is missing

Based on the color displayed put that colored sticker on the spine of the patient chart. The sticker 3/4 inch stickers will be located adjacent to the transition coordinator binder at the unit clerk desk.

Note: There is currently a small red dots used to indicate long term chart. This practice is being phased out.--Linda Hathout 22:04, 2012 July 5 (CDT)

no need to document sticker colour changes

  1. Will it be necessary to document a difference in sticker colours if we need to change the colour once the algorithm has run?
    • No need. The original colour is based on the items you enter into tmp, so we can go back from that if needed. Ttenbergen 12:47, 2012 April 27 (CDT)

test scenarios for colours

  1. How can I test the yellow colour?-I can only get the overstay button to be red or green using multiple different combinations of the check boxes
    • Yellow would be based on a combination of comorbids and ADLs and age. Make a patient a little less sick and they will become yellow. Sorry, can't give you exact instructions, the algorithm is pretty messy. Ttenbergen 12:47, 2012 April 27 (CDT)

Notifying the Transition Coordinator

If the patient has been designated as "red" for purposes of overstay prediction, the data collector will notify a Transition Coordinator by placing the patients name beside the transition coordinator on call for the time period of the patients admission. The transition coordinators will be assigned to cover between Friday to Monday, the next shift will go to Wednesday, the last will be Wednesday to Friday. If the designation is made after 1500 on the day of entry, the assignment will be deferred to the next day's coordinator. The rotation of Coordinators is made up of Home Care, Social Work, Physio, And OTs. After assignment, that service is responsible for following that patient throughout their hospital stay.


Programming Stuff

testing for consistent data

Template:Discussion I intentionally left out one of the overstay questions in the temp file expecting to get a gray overstay predictor score indicating missing information but am getting yellow-is this correct?

  • Program should not have let this through, I'll need to look into that. Ttenbergen 12:02, 2012 May 2 (CDT)

button colour persistence

  1. Every time I exit the Database and then reenter, I have to repress the overstay button as it has gone gray; reported on May 8.12.-- Stephanie Cortilet.
  2. Is the DX code for violent behaviour secondary to dementia included in the list?
  3. Would it be helpful for us to note the reason the patinet has stayed past the date it is noted they are medically stable somewhere; the chart usually notes whether the pt is being panelled, waiting for services or assessments etc. or whether the pt becomes "unstable" again while waiting for d/c (discharge).
  4. Does the algorithm include age, and/or whether the patient originally came from a nursing home? Patients from an existing nursing home bed will not overstay as frequently as those from home.
  5. Is it possible for the 6 overstay requirements in the temp file to be generated automatically like the postal code is rather than having to add the 12 items manually? we then would just have to check the box to answer each question
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