AcceptDateSource

This is a temporary project to track source collectors use for Accept DtTm to help us assess quality and consistency of this data.

Collection instructions

For each patient admitted from the ER, enter one or more lines for this project.

Enter one line for each document you came across that you could have used as source for the Accept DtTm, enter the source/document:

• TMP tab on laptop in CCMDB.mdb
• Project: AcceptDateSource
• Item: select the document from #Options for "Item"
• checkbox/column B: check if this is the document you used for the Accept DtTm
• Date/column E: enter the date if different from the one you used.
• Time/column M: enter the timeif different from the one you used.
  • Template:Discussion How do we capture the time when it is not documented? ie. Dr's orders date is the same as pink sheet, but there is no time for the order written? Should we assume the time to be the same as the pink sheet or can we somehow capture the time- not documented? Lisa Kaita 12:45, 2017 January 30 (CST)
    • I'd suggest leave time blank and put comment "no time" into comment. Will flag for Julie to weigh in. Ttenbergen 10:01, 2017 January 31 (CST)
    • For this project the "no time documentation" will be reported as is. No need to make assumption on the time. JMojica 10:29, 2017 January 31 (CST)
  • If there are "multiple times" documented in a given Item (say Dr Order), enter the earliest time and no need to enter the other times of the same Item. JMojica 10:29, 2017 January 31 (CST)
• coment/column Q': comment if item is "Guess" or "Other"

Options for "Item"

Use one of the following for the "Item":

• ER form-Request for Admit to inpatient unit
• Inpatient summary sheet (pink sheet)
• Dr. order
• Standard ICU order sheet
• ICU admission notes
• ICU consult
• HX & Physic note
• ER Dr note-ICU accepted the patient
• EPR - see #location of accept dttm in EPR
• Guess - no documentation
• Other - enter in comment what it is

• WIDS – white inpatient demographic sheet (Vic site)
  • Is this a common place fort this info to be documented at the Vic? Is it used elsewehre? Ttenbergen 10:01, 2017 January 31 (CST)

Preliminary documentation info

As we are trying to find out what to collect, we found the following.

"ER Department - Request for Admission to Inpatient Unit" form

At HSC, Director of Medical Records states that there should be a white form on chart - ER Department - Request for Admission to Inpatient Unit. (Trish asked them to fax her copy). Hospitals using this:

• HSC
• VIC
• CON - has this form but is not a permanent part of the chart,it is tossed in confidential waste.
• SOGH
• Grace-the request for admission form filled out in the ER is a part of the permanent chart. The time on this form is taken from the orders when the "Admit to Medicine" order is written, so the time is ideally the same on both forms, however some differences in time have been noted. This is also the same time entered on the Pink Admission Summary form.

HSC Pink Sheets

HSC's pink sheet is only seen rarely. Usually I've only seen it for patients who came in for a same day procedure and then ended up needing to be admitted to medicine. We use the white sheet where the physician requests a bed for the patient. This time is usually the same time as the doctors orders.--CMarks 13:10, 2017 January 18 (CST)

location of accept dttm in EPR

• At STB we always take the accept date and time from the Dr orders. This applies to medicine and ICU. There are no exceptions that I know of. Do we still have to go through the motions of entering this information on every profile? I realize that all other hospitals do not have orders yet in their EPR and I understand why you are seeking this information for them. Just want to know if we have to do this or if it can be automatically filled in for STB??--LKolesar 09:34, 2017 January 27 (CST)

Where in EPR, what is the field name? There was talk about us not having rights to the correct field. Do none of the collectors? We discussed at Task meeting what will need to happen to fix this.

• There is no "field name" for accept date and time. The source for this is the Dr. orders under "transfers/care directives" category under the Orders TAB. --LKolesar 09:40, 2017 January 27 (CST)
• at GGH, the accept time can be taken from the Admission Register from EPR Report Lists; this time=time on Request for admission generated in ER=admit time on pink sheet=time order written "admit to"

Dates

Start Date

Target: 2017-Feb-1

End Date

2017-Mar-31

Background

Operation Planning - Patient Flow. Region Managers and Director are monitoring and tracking patient flow from the emergency department to their unit. The data helps support any changes needed to improve patient flow from ER to unit.