Boarding Loc

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Active?: active
Program: CC and Med
Requestor: internal
Collection start: 2019-Sep-20
Collection end:

This isn't so much a project as way to track how patients physically move around the hospital. See Change from Service Location to Service, Boarding Loc and Transfer Ready DtTm tmp entry for information about it and why we needed to change it to this model.

This project tracks where and when a patient arrives into a new physical location.

Data Collection Instructions

How to enter this

You can use the "Make loc" button to generate and pre-populate these entries.

  • Use tmp fields:
    • Project: Boarding Loc
    • Enter start_dt: arrival date at physical location, under column E.
    • Enter start_tm: arrival time at physical location, under column M.
    • checkbox: not used for this project
    • Item:
      • no location entered is the default (that entry will not be allowed in a complete record)
        • change the original entry to the first location the patient was during the admission in this record, e.g. ER, specific medicine ward etc
        • for any physical move to another unit, enter an additional Boarding Loc entry:
      • for "home" locations or other locations where there is a specific entry listed in the dropdown (eg ER)
        • item: the actual ward, e.g. STB_B5 or HSC_MICU
        • comment: leave blank, or alternately you can leave what is automatically added; the main office doesn't use this part for anything for home locations, it is only used as per directions on this page and ignored otherwise.
      • for "boarding" and COVID Suspect locations
        • item: "<your site> - boarding" (eg. "HSC - boarding", resp. "HSC - ICU boarding")
        • comment: actual unit
      • for COVID Positive locations
        • item: "<your site> - COVID unit" (eg. "GRA - COVID unit")
        • comment: actual unit

Combining Transfer Ready DtTm tmp entry and Boarding Loc records

There needs to be one Transfer Ready DtTm tmp entry for each Boarding Loc and vice versa. To mark which entries belong together, use the same integer number in the "combiner" field in Patient Viewer Tab Cognos ADT2 for both records. The presence of matching records is validated by query s_tmp_check_combined_Boarding_Loc_and_TransferReadyDtTm.


  • Grace Main ICU Choose Boarding Location and GRA_MICU
  • Grace Recovery Room (ICU) Choose boarding location and GRA-recovery and enter comment Covid+ICU.
  • For External(SDC/NFA) beds choose boarding loc and GRA-ICU boarding and enter exact location in comments.

Why do we use the actual unit start dttm rather than the time they became our pt on a unit

We decided to use 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

Special Case - cross-program boarding

If a patient is accepted by your service but remains at a location of a different service for some time before moving to your service, you need to enter a Boarding Loc entry for that period.

For Critical Care collection, this could happen if the team runs a code on a patient and accepts care for that patient, but for a period of time hasn't yet moved the patient. For Critical Care, you would enter a generic "<Site>_Med" (ie GRA_Med, HSC_Med, STB_Med) for this patient so we don't have CC collectors keeping track of where regular, boarding or covid locations are. The generic "<Site>_Med" entry would only be available on CC laptops.

For Medicine laptops this isn't an issue because all CC locations are explicitly included in Boarding Loc.

Special Case - Parked

  • For patients who are Parked in ER, just follow usual instructions, a special entry is no longer needed, since the ER delay will take care of them.

Special Case - EMIP/ECIP

See 2020-10 EMIP changes

Special Case - COVID

Special Case - COVID status of unit changes while patient location and service remains same

  • If the unit a patient is on changes to be a COVID Designated Ward, or changes to no longer be a COVID unit, and the patient stays put and remains on your service, put a new boarding loc entry to reflect the new unit status:
    • If the unit a patient is on changes to be a COVID unit, enter a Boarding Loc entry of <your site> - COVID unit (e.g. "STB - COVID unit") for any admission to and time spent in a COVID unit
      • enter the actual location into the comment field, e.g. E6
    • If the unit a patient is on changes to no longer be a COVID unit, and the patient stays put, enter a Boarding Loc entry of the Service/Location, e.g. STB_E6_B

Special Case - Erroneous Unit information in Cognos EPR Report

See Process for bad data in Cognos

Should be entered promptly

Occupancy per ward is being reported and/or requested. I have to change my program using the boarding loc info - have two fields arrival and departure per boarding location. It is very important that the location and dates arrived must be promptly entered so I can calculate occupancy accurately for the right physical location. --JMojica 09:38, 2020 October 14 (CDT)

Start/End Dates

  • Start: 2019-Sep-01: new admissions on and after this date.
  • End: there is no planned end date

Loose ends


Which if any of Project_Borrow_arrive#Data_Integrity_Checks_.28SMW.29 will need to be moved over to this instead?

  • SMW

  • Cargo

  • Categories

Swiss Army Knife.svg

  • inactivate legacy entry Home Medicine ward once last pt using it is discharged
    • Inactivated HSC and GRA, STB has one left so need to leave it for one more round
  • added: no added date
  • action: 2021-03-01
  • Cargo

  • Categories

Data Integrity Checks (SMW)

Check if awaiting code is primary dx then Transfer Ready DtTm must be equal to Arrive DtTmCCMDB.accdbdeclined
Query check tmp service or location duplicateCCMDB.accdbimplemented
Query s tmp check combined Boarding Loc and TransferReadyDtTmCCMDB.accdbimplemented
Query s tmp apostrophe in commentCCMDB.accdbimplemented
Query query s tmp check Boarding Loc and TransferReadyDtTm pairsCCMDB.accdbimplemented
Query s tmp Boarding Loc date itemCCMDB.accdbimplemented
Query check tmp ER Boarding Loc should exist if from ERCCMDB.accdbimplemented
Query s tmp Boarding Loc no borrow but entryCCMDB.accdbimplemented
Query check transfer DtTm during admissionCCMDB.accdbimplemented
Query check tmp Service and Boarding Loc during admission timeframeCCMDB.accdbneeds review
Query check transfer ready tmp for each Boarding LocCCMDB.accdbretired

Data Use

Critical care and Medicine programs want to know this to better understand patient flow and bed utilization.

SAS Program

The SAS program calculates the time spent in a borrowed bed at each ICU stay and summarize the total bed-days in a given interval that are taken up by boarders from elsewhere and how much a certain unit is boarding elsewhere.

Time spent in borrowed bed = Next Arrival Date_time - First Arrival Date_time
where Next Arrival Date_time = Dispo Date_time if there is no more next arrival date_time.

The SAS program is saved in X:\Julie\SAS_CFE\CFE_macros\


See Bed borrow as aggregator page for other boarding and borrow related concepts.

The concept is similar to EMIPs but we will keep the EMIP separate from this project. The current EMIP will stay the same.--JMojica 10:37, 2019 September 20 (CDT)

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