OVER

OVER is used as an entry in the location field in the Medicine database to indicate a patient who is in the Victoria hospital under a Medicine Physician Service care but spends his entire LOS is in an "off service ward bed".

Data Collection

Grace

Grace OVERS (overflow or over census) Data collectors will handled as follows:

• if a teaching patient enter as:
  • location field: GRA_N3 and
  • Med Var 5: OVZ
    • teaching, use N3 serial number pool
• if a non-teaching patient enter as:
  • location field: GRA_N5 and
  • Med Var 5: OVZ
    • non teaching (NT), use N5 serial number pool

Victoria

"VIC_OVER"s is used to code Medicine service patients at the Victoria Hospital who are admitted from ER to a non-VMU bed (off service ward) for their whole stay. This patient has to be admitted to VMU before we track them.

• Medical Records has a file for Data Collectors in which there are Bed Census Services Reports given to us on a daily basis. These sheets record the clients name ID and which service the client is on and the Doctor.These clients are in emerg and not the wards yet. So what they have done here at the Vic is compare the names with the N5 S5 S4(CTU) S3 clients that are admitted and then make a list of the clients who are not admitted to those specific wards. Once that is done you check in Medical records for those names once they are discharged.
• This also applies for EMIP and OVER patients.

• Start Date for collecting OVER patients : May 9, 2007
• Change in the Process starting Jan 1, 2013.
• Serial Sequence
  • OVER patients will follow serial sequence with digits ending in zeroes starting serial = 6000 and will be added equally to the N5 and S5 or S3 wards.
    • The SERIAL numbers from May 2007 to Dec 2012 ( until SERIAL=599) will be replaced by serial = 6000 to 7850. This is done to avoid any duplication in serial number for patients in the same ward.
    • starting Jan 1, 2013, the SERIAL number will start at 8000.
  • Wards N5, S5 and S3 are using the same serial sequence for the VMU patients. Starting from serial = 5571, only ending digits 1 to 9 will be used for VMU patients. The serial number ending with zero (0) digit will be reserved for OVER patient.
  • Ward S4 has also its own serial number sequence. Starting with serial number = 7975, only ending digits 1 to 9 will be used for CTU patients. The serial number ending with zero (0) digit will be reserved for OVER patient.
  • Since the OVER patients are allocated under the VMU wards, the way to identify them in the database is by tagging VAR5 field with value 'OVZ'. 'OVZ' is the short acronymn which means an overflow patient (OV) under Medicine service who stayed in an off-service ward and went home (Z).
• Process
  • The data collector will determine the OVER patients, will equally allocate the OVER patients between the VMU wards, enter 'N5' or 'S5' instead of 'OVER' as the Location, use a serial number ending in zero and enter 'OVZ' in VAR5.

Data Processing

• VIC site: after patients are sent in and appended to Medicine Database, Data Processor changes location, divides occupancy amongst: VIC_S5, VIC_N5, VIC_S3 & also enters OVZ in Var 5.
  • VIC_S4 CTU excluded.

• why is this done after, and how does the processor know how to divide these?

For the VIC OVER patients I have a list that I follow so I can properly distribute the next unit to use. PTorres 12:31, 2012 October 26 (EDT) Ttenbergen 10:07, 26 January 2011 (CST)

• • For occupancy, Dr. Dan Roberts just wanted the non teaching overflows distributed between the 3 areas the NT patients are admitted to. OVER's are not reported as a separate medicine UNIT. TOstryzniuk 16:11, 11 February 2011 (CST)
    • maybe this is a Julie question, but would it not make more sense to do this re-distribution as part of the reporting rather than changing the data? Ttenbergen 14:40, 2012 October 31 (EDT)

• GRA site: no changes done by processor.

Related Articles

• EMIP
• Site and Location table